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WEBSTER RIDGE
RUNNERS INC. BYLAWS |
The name of this club shall be the Webster
Ridge Runners Inc.
A: Organize
and improve snowmobiling in our area.
B: Encourage
the safe and legal use of snowmobiles.
C: Encourage
family participation in snowmobiling
D: Plan,
construct and maintain a formal trail system in our area.
E: Encourage
cooperation with public officials and landowners in order to achieve benefits
for snowmobilers.
F: Show
appreciation to area landowners for allowing trail permission through their property.
The emblem shall be in the form of a
circle in which the symbol of the snowmobile is superimposed on a route 104
sign.
This club shall be non-sectarian,
non-partisan and non-profit.
Section 1. Membership
in this club shall be open and available to any and all individuals
irrespective of race,
color, sex, creed or national origin.
Section 2. Memberships
and members are defined as follows:
A: A
Single Membership shall consist of one person 18 years of age or older.
B: A
Family Membership shall consist of one or two persons 18 years of age or older,
residing at the same address, and any of their children or siblings up to the
age of 21 years, listed on the membership application.
C: A
member is each person within a membership.
D: A
Voting Member is each person 18 years of age or older within a membership. Each
voting member has one vote. Only voting members may hold elected offices or be
appointed to head committees.
E: An
Honorary Membership may be presented in recognition of a person's contribution
to the betterment of snowmobiling or the club. This presentation must be
awarded for a stated period of time by a 2/3 vote of voting members present at
the first business meeting after name has been posted for such consideration in
the club newsletter. Such membership means that no dues are paid by this
membership. All other obligations and privileges still apply.
F: A
student membership exists in compliance with the following requirements:
a. A
student member is one person under the age of 18.
b. A
WRR member in good standing must sponsor a student member.
c. A
student member must have written permission of parent or guardian on file with
the WRR Membership Chairperson.
d. A
student member must be in compliance with all New York State Snowmobile
regulations.
Section 3. Membership shall require
certain obligations:
A: Dues
must be paid by the stipulated date to maintain membership.
B: Each
snowmobile must be registered and insured to operate in compliance with New
York State Snowmobile Rules and Regulations.
C: Valid
club snowmobile stickers issued only to snowmobiles complying with New York
State Environmental Conservation Law, must be displayed on hood or windshield
of member's snowmobile when using club trail system.
D: Members
should encourage other snowmobilers in the area to join the club to meet and
support the club's objectives.
Section 4. Membership
shall entitle the individuals to all benefits and privileges of the club,
provided members therein have met stated obligations.
BENEFITS AND PRIVILEGES ARE:
A: Right
to receive bulletins or publications of the club.
B: Right
to participate in all club activities.
C: Right
to attend and participate in all club meetings.
D. Right
to vote in all club elections and on club matters, when eligible as defined in
this Article, Section 2-D.
E: Right
to hold office in the club, when eligible as defined in the Article, Section
2-D, and when duly elected as defined in Article X.
F: Right
to wear club patch or use club decal.
G: Right
to receive official club snowmobile sticker.
H: Right
to use snowmobile on official club trail system.
Section 5. Any
member, who through his/her actions violated the stated objectives or the
bylaws of this club, is subject to his/her membership termination. Any members’
termination will need the consent of a 2/3 vote of voting members present at
the first business meeting after name has been posted for such consideration in
the club newsletter.
ARTICLE VI FISCAL
RESPONSIBILITY AND DUES
Section 1. The
fiscal year shall commence on June lst and shall end on May 31st.
Section 2. 1
Dues are payable upon acceptance to membership and thereafter annually by the
November meeting.
Section 3. The
annual dues shall be determined by the board of Directors and published in the
September newsletter.
Section 4. Any
membership-renewal dues not paid by December lst shall result in that
membership being removed from the club roster.
Section 5. The
Board of Directors shall audit the treasurer's records within 10 days of the
February meeting and report its results at the March meeting.
Section 1. Business
meetings shall be held monthly, October through March, on the 1st Wednesday of
the month unless otherwise ordered by the executive board.
Section 2. A
quorum at any business meeting shall be one tenth of the voting members of the
roster at the time of said meeting.
Section 3. Special
meetings may be called by the president or any 5 voting members, provided all
members are notified in writing of time, place and purpose of meeting.
Section 4. The
rules contained in Robert's Rules of order shall govern the club in all cases
to which they are applicable, and in which they are not inconsistent with the
bylaws of this club.
ARTICLE VIII BOARD
OF DIRECTORS
Section 1. The
Board of Directors shall have general charge and management of the affairs,
funds and property of the corporation. They shall have full power and it shall
be their duty to carry out the purposes of the corporation according to its
Certificate of Incorporation and bylaws.
Section 2. The
Board of Directors shall consist of three (3) members. The term of office for
the elected members of the Board of Directors shall be three years. No board
member may serve more than two consecutive terms. Approximately one third (1/3)
of the board membership shall be elected to the board annually.
Section 3. The
President shall be an ex-officio voting member of the Board of Directors.
Section 4. The
Board of Directors shall elect a Chairman by a majority vote, to serve for one
year. The President may not be the Chairman of the Board.
Section 5. The
Board of Directors shall establish Rules and Regulations for the operation of
the Corporation and Corporation's property, subject to approval by majority
vote of the general membership.
Section 6. Should
any member of the Board of Directors be absent unreasonably from three
consecutive meetings of the Board without sending a communication to the
Secretary stating his/her reason for so doing, or if his/her excuse should not
be accepted by the members of the Board, his/her seat on the Board may be
declared vacant by the Board and the member so notified.
Section 7. Whenever
any vacancy occurs in the Board of Directors it shall be filled by a majority
vote, by ballot, of the remaining members of the Board at the next Board
meeting, subject to the approval of the membership at the next membership
meeting. The person chosen shall hold office for the balance of the unexpired
term, or until his/her successor has been chosen at a meeting of the members.
Section 8. The
Board of Directors may establish, modify or abolish offices as deemed
necessary, and is responsible for writing the descriptions of each office,
which will appear in the Secretary's records.
Section 9. Meetings
of the Board of Directors shall be called by the chairman of the Board on
his/her own initiative whenever in his/her judgment it may be deemed necessary
or by the Secretary upon request of any two members of the Board of Directors.
The Board of Directors shall be required to hold at least four meetings per
year. Five days notice of regular meeting of the Board shall be given to all
Directors and shall be deemed sufficient notice of such meetings.
A majority of the Board of Directors shall
constitute a quorum.
Section 10. The Board of Directors shall act as Nominating Committee,
whose duties it shall be to nominate candidates for office.
Section 1. The
Executive Board shall consist of the elected officers, namely President, Vice
President, Recording Secretary, Corresponding Secretary and Treasurer, plus
those in the appointed positions of Trail Coordinator, Membership Coordinator
and Public Relations Director.
Section 2. The
Executive Board shall meet on call by the President or by any 2 members of the
board.
A: At
an Executive Board meeting, there should be two representatives from the
membership at large. These representatives should be different for each meeting
during a fiscal year.
B: Members
at large can request to be heard by the board when they give adequate notice of
at least two weeks.
Section 3. A
standard quorum of a majority of board members is needed to conduct business,
unless otherwise stated in these bylaws. Each member of the board has one vote
at their meetings. Representatives from the membership do not vote but are
encouraged to join in discussions and offer opinions.
Section 4. Appointments
and releases of standing and special committee chairpersons made by the
president are subject to approval by a majority vote of the entire executive
board.
The term of office for the elected
officers of the Corporation shall be one (1) year commencing on the first of
the month following their election. No officer shall hold the same office for
more than five (5) consecutive terms unless approved by the Board of Directors.
A majority vote of all members present or by proxy will be necessary to remove
an officer from office at a membership meeting called for that purpose.
The Board of Directors shall fill a
vacancy in any office without undue delay at a meeting of the Board of
Directors.
ARTICLE XI DUTIES OF
OFFICERS AND OTHER EXECUTIVE BOARD MEMBERS
Section 1. President shall:
A: Preside
at all meetings of the club.
B: Be
responsible for all the day-to-day operations of the club.
C: Direct
the officers in the performance of the duties of their office.
D: Appoint
committee chairmen.
E: Prepare
a proposed budget for each fiscal year and present this to the membership by
the October meeting.
BOARD OF DIRECTORS
Section 8. The
Board of Directors may establish, modify or abolish offices as deemed
necessary, and is responsible for writing the descriptions of each office,
which will appear in the Secretary's records.
Section 9. Meetings
of the Board of Directors shall be called by the chairman of the Board on
his/her own initiative whenever in his/her judgment it may be deemed necessary
or by the Secretary upon request of any two members of the Board of Directors.
The Board of Directors shall be required to hold at least four meetings per
year. Five days notice of regular meeting of the Board shall be given to all
Directors and shall be deemed sufficient notice of such meetings.
A majority of the Board of Directors shall
constitute a quorum.
Section 10. The Board of Directors shall act as Nominating Committee,
whose duties it shall be to nominate candidates for office.
EXECUTIVE BOARD
Section 1. The
Executive Board shall consist of the elected officers, namely President, Vice
President, Recording Secretary, corresponding Secretary and Treasurer, plus
those in the appointed positions of Trail Coordinator, Membership Coordinator
and Public Relations Director.
Section 2. The
Executive Board shall meet on call by the President or by any 2 members of the
board.
A: At
an Executive Board meeting, there should be two representatives from the
membership at large. These representatives should be different for each meeting
during a fiscal year.
B: Members
at large can request to be heard by the board when they give adequate notice of
at least two weeks.
Section 1. President shall: (Cont'd)
F: Make
sure that all-pertinent information from the county, state and national
organizations comes to the attention of the club.
G: Be
an ex-officio voting member of the Board of Directors.
Section 2. Vice President shall:
A: Perform
the duties of the president in the absence of the president.
B: Make
sure committee or activity chairpersons get event information files from
previous years to aid in planning and organization.
C: Make
sure committee or activity chairpersons fill out proper report form for their
function or event; take responsibility to see that this report is turned in at
conclusion of function or event and given to the recording secretary to file.
D: Run
all 50/50 raffles held at meetings or events as determined by the executive
board.
Section 3. Recording Secretary shall:
A: Be
responsible for maintaining an accurate record of all regular and special
meetings of the membership.
B: Maintain
list of committees, both standing and special, giving names of members serving
on each.
C: Keep
a permanent file of the report forms filled out by committee or activity
chairpersons.
D: Maintain
a description of the duties and powers of each of the Officers as a permanent
record.
E: Make
sure any amendments to the bylaws are immediately entered on the official copy,
with a reference to the date of the minutes where this action of the club is
recorded.
Section 4. Corresponding Secretary shall:
A: Conduct
the correspondence of the club in respect to business matters except those
coming under the jurisdiction of the Trail Committee or the Director of Public
Relations.
B: Preserve
all correspondence of value to the club and its officers in a permanent file.
C: Write
and distribute a monthly newsletter, August through April, to each membership.
This newsletter must contain, but is not limited to: treasurer's report;
membership report;
information as to date, time, place and
contact person for month's events; important actions or votes taken or to be
taken at business meetings; trail committee report and information; pertinent
information from county or state organizations or other clubs.
D: Keep
a permanent file of all newsletters.
Section 5. Treasurer shall:
A: Be
responsible for keeping proper and accurate records of club funds.
B: Give
a statement of finances at each meeting.
C: Pay
all bills upon authorization of the president and/or the executive board.
D: Review
member purchases in the club's name and disburse all moneys as the club may
direct.
E: Keep
in a permanent file an itemized record of all receipts and expenditures.
Section 6. Trail Coordinator shall
function as outlined.
Section 7. Membership Coordinator shall:
A: Be
appointed by the president with the approval of a majority of the entire
executive board to serve for two years.
B: Collect
dues from membership, giving a proper receipt.
C: Turn
over all collected moneys to the treasurer, giving an accurate record to the
treasurer and keeping a duplicate, signed by the treasurer as receiving such
money.
D: Keep
a permanent file of application forms with pertinent information needed for
functioning of club's business and to meet its objectives.
E: Annually
issue club snowmobile stickers, dated for that year. One is given for each
snowmobile, within a membership, which complies with New York State
Environmental Conservation Law in accord with club policy. Keep records of such
compliance and issuance.
Section 8. Public Relations Director
shall: A: Be appointed by the president
with the approval of a majority of the entire executive board to serve for two
years. B: Responsible for all
publicity and correspondence relative to club activities and schedules. C: Submit copies of all reports and correspondence
to the executive board.
ARTICLE XII
NOMINATIONS AND ELECTIONS
Section 1. Nominating Committee
A: The
Board of Directors-will act as Nominating Committee whose duty it shall be to
nominate candidates for office.
B: At
the February meeting, the Board of Directors shall present a slate of two
nominees for each of f ice. They must be chosen from voting members. The
consent of all nominees to serve shall be secured before names are proposed.
Additional nominations from the floor can be accepted at this meeting.
C: The
Board of Directors shall then compile a final ballot.
Section 2. Elections
A: Elections
shall be held at the last business meeting of the year.
B: Each
eligible voting member is entitled to one ballot. Appropriate number of ballots
shall be mailed to each membership with the March Newsletter. These are to be
brought to the election meeting or returned to the PO Box by the day prior to
the election meeting. If returned by mail, the ballot must be signed to be
legal for purposes of an orderly accounting of votes; the committee shall
maintain confidentiality. I f a voting member forgets to bring his/her ballot
to the election meeting; a new ballot may be requested from the Board of
Directors.
C: The
Board of Directors shall be in charge of running the election procedure. At a
designated time during the meeting, ballots will be turned in to the Board of
Directors who will confirm eligibility and then tally the vote. The chairperson
reports these results to the president who will then announce results.
The Board of Directors keeps ballots only
until the election is declared official and no challenges made or recounts
called for.
ARTICLE XIII TRAIL COMMITTEE
Since the committee is vital to achieve
the stated objectives of this club, the following guidelines are put down.
Section 1. The
Trail Coordinator shall be appointed by the president with the approval of a
majority of the entire executive board to serve for one year. Coordinator must
have a minimum of one year's experience as a member of the trail committee
within the past two years, before being eligible for this position.
Section 2. The
committee must consist of the coordinator and at least four other members.
These committee members are chosen from volunteers from the voting membership
at the discretion of the coordinator, with-the majority approval of the
executive board.
Section 3. The
goals and projects of this committee are state in a complete outline initiated
by the coordinator and approved annually by the executive board. Basics are:
A: Submit
a trail budget.
B: Determine
an exact trail system available for each snowmobile season.
C: Gain
or renew permission from landowners for use of land that this trail is to pass
through.
D: Keep
a continuing landowner record of information gathered each year on each parcel
or block of land used.
E: Take
responsibility for organizing necessary trail maintenance work.
F: Take
responsibility for organizing method, and carrying out work, of necessary trail
marking.
G: Make
volunteer forms available to all club members so they can indicate areas of
trail work with which they may choose to assist.
H: Provide
dated general trail maps, showing official trail for the season, for club
members.
I: Maintain
a Land ownership map and a Trail Marker and Maintenance Map for use by the
committee and for display.
J: Maintain
correspondence and communication with landowners during the season and
recommend form of appreciation to be given them by the club at riding season's
end.
K: Within
30 days of last club meeting of the year, mail all eligible landowners a letter
of appreciation which offers trail closed signs and included a response
questionnaire for committee records. Any form of appreciation in addition to
the letter, which the club decides to give landowners, should be arranged for
and included in this mailing.
Section 1. Amendments
to these bylaws may be proposed- by the Board of Directors, Executive Board or
by a 2/3 vote of voting members present at a business meeting.
Section 2. These
bylaws may be amended, repealed, or altered in whole or in part by a two-thirds
(2_/3) vote of the regular members in attendance at any membership meeting. The
proposed change shall be mailed to the last recorded address of each member at
least five (5) days before the meeting, which is to consider the change.
Section 3. The
said amendment shall become part of the bylaws at the moment of passage. It
shall be recorded as outlined.
Refers to the indemnification of the
Directors and Officers of the Corporation on behalf of the corporation. The
complete details of this indemnification shall be kept on file with the
Secretary and copies shall be available upon written request of any individual
member.