This association shall be known as the Wichita Ski
Club, Incorporated, incorporated under the laws of the
State of Kansas, hereinafter referred to as the Club.
The purpose of the Club as stated in the Articles of
Incorporation is to provide a means whereby persons
interested in group participation of recreational snow
/ and or water skiing and similar and related
activities can organize them-selves to promote such for
their mutual benefit and enjoyment on a non-profit
basis.
CLASSIFICATION OF MEMBERSHIP
A fully qualified member shall be a member 18 years or
older who fulfills all requirements of Qualifications for
Membership as elsewhere provided in these Bylaws. He/she
shall be entitled to all privileges of membership,
including the right to vote as a part of the membership
where provided, to serve in an official capacity for the
club when so designated.
A family membership includes husband, wife, and all
children and grandchildren age 20 and under. Persons
included in family membership that are under the age
of 18 do not have voting privileges.
A single membership includes a single person or
parent and all children and grandchildren age 20 and
under. Persons included in single membership that are
under the age of 18 do not have voting privileges.
MEMBERSHIP YEAR
The membership year shall be from the first day of May
through the 30th day of April of the following year. (See
Article III: Dues and Assessments)
QUALIFICATION FOR MEMBERSHIP
A fully qualified member being at least 18 years of age
is entitled to be a member of the Club upon fulfillment
of the requirements of Admission to Membership, as
elsewhere provided in these Bylaws, while continuing to
fulfill the following requirements during membership:
A member shall support the purpose of the Club and
shall adhere to the laws of the Club and such rulings
as herein provided.
Members shall conduct themselves at all times in a
manner creditable to the good name and welfare of the
Club, respecting the rights and property of all
fellow members, the Club and its agents.
A member shall make every reasonable effort to
support, attend and participate in the meetings and
activities of the Club.
Non-compliance by a member of any of these requirements
for Qualification for Membership shall subject such
member to suspension or expulsion from membership.
ADMISSION TO MEMBERSHIP
A person at least 18 years of age desiring to become a
member of the Club must be sponsored by a fully
qualified member of the Club. Admission will be subject
to:
The submission of a written application in approved
form signed by the applicant and his or her sponsor
to the membership committee, along with the payment
of the required initial dues.
In the event there is an objection to membership
raised by a fully qualified member in good
standing, the objection shall be expressed to the
member-ship chairperson. If an objection is raised,
the membership chairperson shall call a meeting of
the board of directors. The applicant shall then
become a fully qualified member by a 66%
affirmative vote by the board of directors. If a
member applicant should fail to receive such
affirmation, all dues paid will be refunded less
any expenses incurred in his or her behalf by the
Club. The member shall also have the right to
appeal the decision of the Board within 30 days,
either to the Board or to the membership at a
regular meeting. A two-thirds vote of the entire
Board or a quorum of the members may revoke or
reaffirm the previous decision.
DISCIPLINARY ACTION
Other than the disciplinary actions specifically
provided elsewhere in these Bylaws, the conduct of a
member which is prejudicial to the Club or any of its
members or agents, or the willful infraction by a
member of any laws or rules of the Club shall subject
such member to loss of status as a fully qualified
member, or to suspension or expulsion from the Club.
Such disciplinary action shall be a two-thirds vote
of the entire Board upon receipt of written charges
against such member. Any member so charged will be
notified in writing of such charges, and will be
given an opportunity to appear before the Board
prior to any decision by it.
The member shall also have the right to appeal the
decision of the Board within 30 days, either to the
Board or to the membership at a regular meeting. A
two-thirds vote of the entire Board or a quorum of
the members may revoke or reaffirm the previous
decision.
Suspension from membership will be for a period of
not less than three months nor more than one year,
after which the person may apply for reinstatement
by fulfilling the requirements of Readmission to
Membership, as herein provided.
Expulsion from membership shall forever bar such
person from further membership in the Club.
A suspended or expelled member shall be removed
from the roster and shall not be allowed to attend
or participate in any of the Club meetings or
activities. Any dues paid shall be forfeited to the
Club.
Membership dues will be determined by the Board of
Directors at the March Board of Directors meeting and
subject to the two-thirds approval by the voting
members of that Board.
Dues paid on the first day of February and
thereafter, shall apply on the remainder of the
current membership year and the following membership
year.
Dues for First time ever members will be prorated
(Single / family member-ship divided by 12). An
example: May payment (35/50). November Payment
(18/25), single / family dues respectively.
RENEWALS
Each member shall be notified by mail of his/her status
of membership and the appropriate payment of annual
renewal dues at the last known mailing address.
The annual renewal dues shall be payable on the first
day of May of each year and become delinquent on the
last day of June of the same year, at which time if
dues are not paid, the members shall lose privileges
of a fully qualified member and be dropped from the
mailing list. Reinstatement shall be by paying the
annual dues.
ASSESSMENTS
The Board may from time to time levy assessments on the
members of the Club when in their judgment it is required
by the financial condition of the Club.
READMISSION TO MEMBERSHIP
A former fully qualified member whose membership lapses
may be reinstated as a fully qualified member upon the
payment of the required initial dues to the membership
committee.
The affairs of the Club shall be managed by the Board
of Directors, herein also referred to as the Board,
who shall have general charge of the activities and
transact the business for which the Club is organized
in order to carry out the purpose of the
organization.
The Board shall consist of 9 members, including the
immediate Past-President, and 8 other directors
elected from the club membership who shall serve as
Officers and Standing Committee Chairpersons.
BOARD ACTION
Unless otherwise specified in these Bylaws, a
majority vote of the entire Board shall be required
for a decision or any action of the Board.
Only a Director shall have the power to introduce
motions or a vote at a Board meeting, except a
recommendation from the Club membership by a majority
vote of a quorum must be considered a motion. The
Board may from time to time request such
recommendation from the membership. Also, any fully
qualified member may propose to the membership that
such recommendation be made. A recommendation made by
any individual member or members of the Club to the
Board without the proper approval of the membership
shall not be considered binding as a motion without
such action of a Director.
The decisions or actions of the Board shall be final
unless disapproved by a two-thirds vote of a quorum
of the membership.
DUTIES
It shall be the duty of the Board of Directors to
carry out the purpose of the Club according to the
law as provided in the Articles of Incorporation and
in these Bylaws.
Standing Rules
The Board shall make all rules governing the conduct
and management of the Club which are not in conflict
with the purpose or laws of the Club. The rules may
result from consideration of the recommendations from
the membership. These regulations that deal with the
details of the business and activities of the Club
shall be known as the Standing Rules and shall be
included in the permanent records of the Club. The
Secretary will notify the Club membership of
additions, modifications or deletions. Copies of the
Standing Rules, either whole or in part shall be
furnished to the Club membership as deemed advisable.
The following acts shall not be binding upon the Club
without the approval of at least a two-thirds vote of
a quorum of the membership with written notice of the
essence of the proposed action being mailed to the
membership at least five days prior to the meeting
date:
Any action that could significantly alter the
purpose for which the Club is organized.
Any action that could change the Incorporation
of the Club.
Any action that could cause the Club to lose
its status as a tax exempt organization under
any United States Internal Revenue Law.
Any amendment of the Bylaws.
The Board shall make decisions in regard to
Disciplinary Action as elsewhere pro-vided in these
Bylaws.
The Board may appoint special or temporary committees
or positions and assign to them such duties and
powers as it sees fit. However, it shall not create
or disband a Standing Committee or do anything which
would alter the composition of the Board or perform
any other act in conflict with these Bylaws.
The Board shall control the funds and property
of the Club as provided elsewhere in these Bylaws
regarding Funds and Property. It shall have the power
to contract with another person or organization or
affiliate with any group in order to achieve the
purpose of the Club.
The Board shall maintain minutes of their meetings
and shall publish a report to be made available to
the membership at each regular meeting or any other
membership meeting called for that purpose. It shall
also maintain other records pertinent to the
management of the Club to be transferred to its
successor. At the annual meeting of the membership
each year, the Board shall publish a general report
of the affairs of the Club, including its finances.
At two Board meetings prior to the annual business
meeting, the current Board will select from itself
the Director who will serve as President and the
Board will have priority in the selection of the
positions of Secretary, Treasurer and the
Chairpersons of the Standing Committees. The vacant
positions will be filled by election at the annual
business meeting.
ELECTION
The Election of the Directors other than the Immediate
Past-President shall be as follows:
The election of the Directors shall be held by a
quorum of fully qualified members of the Club at the
annual meeting of the membership each year to fill
the vacant Board of Director positions.
All Directors shall be elected for a term of two
membership years. A director shall not be eligible to
directly succeed him / herself more than two
consecutive terms.
A slate of nominees shall be presented by a
nominating committee consisting of the Immediate
Past-President and the retiring Directors.
Nominations shall also be accepted from the floor. A
nominee shall have:
Been a fully qualified member during the entire
current membership year. A member with less
than one year may become a candidate if
approved by the Board with a two-thirds
majority vote.
Attended and participated actively in the Club
trips and meetings.
Demonstrated the interest and capabilities such
as would be required in the management of the
Club to achieve its purpose.
Voting shall be by written ballot, with each voting
member voting for the candidate running for a
designated vacant directors position to be filled on
the Board. Each vote shall be tallied in the presence
and view of the membership, and kept for a period of
thirty (30) days and made available upon request by a
fully qualified member for examination. The nominees
receiving the largest number of votes shall be
elected.
MEETINGS
A quorum of the Board of Directors shall consist of
two-thirds or more of its members.
The Board shall meet regularly each month or as
required with the time and place to be determined by
resolution of the Directors, and the meeting shall be
open to fully qualified members.
Special meetings of the Board may be called by the
President or by three Directors with notice being
given at least two (2) days prior to the date of the
meeting and shall be open to fully qualified members.
Minutes of the meeting shall be maintained and
reports shall be made avail-able to the membership.
VACANCIES AND ABSENCES
If a vacancy exists on the Board of Directors by
reason of death, resignation, extended disability or
leave of absence the membership shall elect by a
majority vote of a quorum a successor or acting
director from the nominees selected by the Board. The
successor or acting director shall fill the vacancy
for the unexpired term or for the period of extended
disability or leave of absence.
Upon sufficient written notice to the Board, a
Director may resign because of compulsory inability
to fulfill the duties of his/her office.
A director may request in writing and may be granted
a leave of absence of three or more months but not to
exceed six months during his/her term of office. If
the leave exceeds six months the acting Director
shall become successor to the office for the
remainder of the unexpired term.
When it becomes apparent that a disability of a
Director will extend beyond three months the Board
shall immediately request the membership to elect an
acting Director. If the disability should extend
beyond six months the acting Director shall become
successor to the office for the remainder of the
unexpired term.
In case of compulsory inability to be present at a
Board meeting a Director may be represented by proxy
given to another Director or to a fully qualified
member of the Club. The privilege of being
represented by proxy shall not exceed three regular
Board meetings during a membership year.
Absence on the part of a Director from four (4)
regular Board meetings during a membership year shall
be deemed a resignation from the Board.
DEFINITION
The officers of the Club shall be the President, the
Immediate Past President, Secretary and Treasurer, all
of whom hold like offices on the Board of Directors.
PRESIDENT
Rights and Duties
The President at the direction of the Board shall:
Have served the previous year on the Board of
Directors.
Have general supervision of the affairs of the
Club.
Preside at all meetings of the Board of Directors
and of the Club membership.
Be the chief executive officer of the corporation
signing any necessary written contracts and
obligations of the Club, with his/her signature
being attested to by the Secretary.
May serve on any standing committee in an
advisory capacity only.
Perform other duties incident to this office or
as are assigned by the Board.
Represent the Wichita Ski Club in Flatland Ski
Association or, with Board approval, appoint a
fully qualified member of the Wichita Ski Club to
represent the Club.
Term and Appointment
The term of office of the President shall be for one
membership year. The President shall be an elected
member of the Board of Directors and shall be
appointed to the office by the Board of Directors as
of two Board meetings prior to the annual business
meeting and will assume duties the first day of May.
IMMEDIATE PAST PRESIDENT
The Immediate Past-President shall be an ex-officio
member of the Board of Directors, nonvoting capacity
who may vote in case of a tie.
Rights and Duties
The Immediate Past-President shall:
In the temporary absence or inability of or at
the request of the President, preside at the
meetings of the Board or of the membership and
perform all duties incumbent upon the
President.
Act as first assistant to the President and
shall perform such duties as may be properly
required by the President or the Board.
May serve as a member of the Trips Committee in
an advisory capacity only.
Act as Parliamentarian for the Board and for
Club, being familiar with the rules of
Parliamentary procedure as applicable to the
Club and these Bylaws and the Standing Rules,
and serve as co-chairperson of the Rules
Committee.
Serve as a member of the Roster Committee.
Term and Appointment
The term of office of the Immediate Past-President
shall be for one member-ship year. The Immediate
Past-President shall be an ex-officio member of the
Board and may vote only in the case of a tie.
SECRETARY
Rights and Duties
The Secretary Shall:
Maintain accurate minutes of all meetings of the
Board and of the Club membership, and make such
minutes available at the meetings.
Act as the official custodian of the records of
the Club and of the policy statements and records
for each office and committee, furnish copies of
such as are required, and serve as co-chairperson
of the Rules Committee.
Assist the President in preparing and presenting
the annual report of the affairs of the Club,
other than finances, to the Club membership.
When necessary attest the signature of the
President to all written contracts and
obligations made and entered into on behalf of
the Club.
Be responsible for such correspondence as is
requested by the Board.
Provide notification to another Director,
Officer, Committee Chairperson, or an individual
member regarding transactions or matters which
concern his/her rights or duties.
Collect and distribute Club mail promptly to the
proper persons. Ensure post office box signature
cards are updated and fees are kept current.
Appoint assistants if necessary for the proper
transaction of the secretarial duties.
Supervise and assist in the training of the
secretary appointed for the next membership year.
Along with the Membership Committee and the
Public Relations and Hospitality Committee,
maintain an accurate and current mailing list of
the membership.
Assist the Public Relations and Hospitality
Committee in its issuance of Club notices,
bulletins, publications or other material to be
furnished to the membership or other persons.
Serve as a member of the Roster Committee.
Arrange programs to inform, as well as entertain,
and to stimulate interest in the Club activities.
Planning such programs to correlate with the
functions of other committees and with other Club
activities. Securing a suitable location for the
Club meetings. Perform other duties incident to
this office or as assigned by the Board.
Term and Appointment
The Secretary shall be an elected member of the
Board of Directors and may be appointed to the
office as of two Board meetings prior to the annual
business meeting or may be elected at the annual
business meeting, for the term of one membership
year and will assume duties as of the first day of
May.
TREASURER
Rights and Duties
The Treasurer Shall:
Have custody of all Club moneys and property and
accept and disburse funds as are required in the
operation of the Club and as ordered by the
Board, except, as herein otherwise provided; and
perform all duties incident to this office and as
specified under the provisions of Funds and
Property in these Bylaws.
Assist as necessary the Membership Committee in
its billing and collection of dues and other
assessments from the membership, and accept such
sums from the Membership Committee.
Require reports from other members having custody
of Club moneys and property.
Prepare and submit a written statement of income
and expenses at each regular meeting of the Board
and at the regular Club meetings, and render an
account of all transactions and of the financial
condition of the Club as are properly required by
the Board and by these Bylaws, including the
annual financial report.
Serve as co-chairperson of the Rules Committee
and supply as direct-ed by the Committee,
information as required by the Internal Revenue
Service.
Assist in preparing the budget and in training of
the Treasurer appointed for the next membership
year.
Perform other duties incident to this office or
as assigned by the Board.
Term and Appointment
The Treasurer shall be an elected member of the Board
of Directors and may be appointed to office as of two
Board meetings prior to the annual business meeting or
may be elected at the annual business meeting for the
term of one membership year and will assume duties the
first day of May.
BONDING
The Club officers or other personnel may be required
to govern bond or secure insurance in such sums or with
such securities as determined by the Board. The premiums
on such bonds or insurance shall be paid by the Club.
VACANCIES AND ABSENCES
The provisions regarding Vacancies and Absences as set
forth in these Bylaws for the Board of Directors shall apply
to the officers as members of the Board. In the event an
Officer (except the President or Immediate Past-President
acting in the President's behalf) cannot be present at a
Board meeting or a meeting of the membership, he/she shall
designate another Director or fully qualified club member
to attend as deputy, who may or may not be his/her proxy
at a meeting of the Board, temporarily performing the duties
of the office. In the temporary absence or inability of the
President, Immediate Past-President, or Treasurer, the Board
shall choose a presiding officer.
The Club shall function through the following
Standing Committees: Trips, Program and Racing,
Membership, Public Relations and Hospitality, Social,
Roster, Rules and Audit.
COMMITTEE CHAIRPERSONS
Duty Assumption
Committee Chairpersons will assume their duties
as of the first day of May each year.
Duties
Each standing Committee Chairperson shall be
responsible for the following duties:
Attending and participating in the meetings
of the Board as a Director.
Adhering to and enforcing the Standing Rules
and the rules herein governing the committee;
and familiarizing themselves with the policy
statements and records of the committee from
previous years.
Appointing as many fully qualified members as
are necessary to carry out the functions of
the committee, except as otherwise provided
herein; and apprising the committee of its
duties and supervising its performance.
Seeing that the committee maintains accurate
records pertinent to its functions and
transactions, and reporting the same, as
required, to the Board or to the membership.
Receiving the financial records on committee
projects when complete and submitted these
records to the Treasurer, subject to review
by the Audit Committee.
Supplying the secretary with a policy
statement as to procedures, a copy of which
is to be transferred to the chairperson for
the next membership year with the other
committee records.
Performing other duties related to the
function of the committee and as may be
required by the Board.
Term
The term of office of a Standing Committee
Chairperson shall be for one membership year.
Vacancies and Absences
The provisions regarding Vacancies and Absences
as set forth in these Bylaws for the Board of
Directors shall apply to the Standing Committee
Chairperson as members of the Board. In the event
a chairperson cannot be present at a Board
meeting or a meeting of the membership, he/she
shall designate a member of the committee if
possible, or another Director of fully qualified
Club member to attend as a deputy, who may or may
not be a proxy at a meeting of the Board, to
temporarily act in behalf of the committee.
COMMITTEE DUTIES
Race
The Race Committee shall be responsible for
promoting the purpose of the Club and the race
activities of the Club and the race activities of
the Club with-in the Flatland Ski Association.
Promoting enrollment in ski associations and
processing other ski pro-motional activities,
i.e., club subscriptions to ski publications.
Promoting ski racing and supervising such
activities in conjunction with ski trips.
Performing other duties related to the
function of the Committee and as may be
required by the Board.
Represent Wichita Ski Club in Flatland Ski
Association and/or other related meetings or
function recommended by the Board important
to the function of this committee.
Maintaining a library of films, sources of
films and other promotional material.
Social
The Social Committee shall be responsible for
the following duties:
Scheduling and supervising the details of all
Club social functions.
Arranging and being in charge of social
activities at Club meetings and planning in
conjunction with the Program Committee and
the presiding officer.
Performing other duties related to the
function of the Committee and as may be
required by the Board.
Membership
The Membership Committee shall be charged with
the responsibility of administering the
provisions of the Bylaws regarding Admission to
Membership, Readmission to Membership and
Qualification for Membership. The membership
committee shall consist of the Membership
Chairperson, Past-President, and the individual
summer and winter trip captains. The Membership
Chairperson shall chair this committee. Eighty
percent (80%) of the member-ship committee must
be present in order to conduct business.
Its duties shall include:
Dispersing information in conjunction with
the Public Relations and Hospitality
Committee as to requirements for admission to
Club membership and apprising former members
of the requirements for re-admission.
Make available membership applications to
fully qualified members and member
applicants, and accepting same along with the
initial dues for which a receipt shall be
issued as evidence of provisional membership.
Notifying a member applicant and their
sponsor in the event an application is
submitted incorrectly or qualifications have
not been met.
Maintaining accurate and current records of
member applicants, fully qualified members
and associate members, and furnishing such
information to the Secretary and to the
Public Relations and Hospitality Committee,
and maintaining for permanent filing all
signed applications and records on former
members.
Notifying the membership when a member
applicant has completed the initial
requirements for admission.
Furnishing a fully qualified member with a
signed membership card.
Maintaining records of each individual's
participation in Club sponsored trips.
Notifying the individual of a change of the
status of their membership when a member
fails to fulfill the requirements of
Qualification for Membership or when a member
applicant fails to fulfill the requirements
for Admission to Membership by the end of the
membership year. This does not apply to
instances where disciplinary action has been
taken by the Board.
With the assistance of the Treasurer,
arranging for the proper billing and
collection of annual renewal dues, accepting
such dues to be transferred in total to the
Treasurer, and issuing the membership cards
for the current membership year.
Along with the Secretary and Public Relations
and Hospitality Committee, maintaining an
accurate and current mailing list of the
membership.
Serving as a member of the Roster Committee.
Performing other duties related to the
function of the Committee and as may be
required by the Board.
Public Relations and Hospitality
The duties of the Public Relations and
Hospitality Committee shall be as follows:
Apprising with the assistance of the
Secretary and the Membership Committee, the
Club membership of matters of concern to them
through written notices and bulletins or by
telephone.
Supervising and editing all Club publications
including the Roster, and authorizing and
arranging the printing of Club material and
its distribution to the Club membership and
others.
Along with the Secretary and Membership
Committee, maintaining an accurate and
current mailing list of the membership.
Publicizing and promoting the Club and its
activities through various media.
Acting as hosts at all Club meetings and as
co-hosts with the Social Committee at social
functions of the Club.
Arranging for registration of guests at Club
gatherings and seeing that the guests are
furnished with information about the Club.
Distributing name tags at Club gatherings to
indicate fully qualified members, associate
members, member applicants and guests. Also,
introducing member applicants and guests to
the directors and other members of the Club.
Performing other duties related to the
function of the Committee and as may be
required by the Board.
Trips
The Trips Coordinator will be voted on by the
membership for a term of two years and shall not
be eligible to directly succeed him / herself
more than two consecutive terms.
Rights and Duties
The Trips Coordinator shall report to the
Board and shall attend Board meetings as a
voting Board member. The Trips Coordinator
shall per-form the following functions,
subject to Board approval, for a mutually
agreed upon fee:
Head and have general supervision of the
Trips Committee.
Sign any necessary written contracts and
obligations of the Club to carry out the
arrangements for all planned Club
Sponsored trips and their requisites.
Finalize the schedule and make
arrangement including transportation and
lodging of the trips for the winter
season.
Schedule and arrange all trips.
Appoint the trip captains and instruct
them in the established policies of the
trips committee and supervise their
performance of their duties.
Make disbursements for trip expenses in
accordance with established policies,
maintain accurate records, and report
such to the Board, to be forwarded to the
Treasurer, subject to review by the Audit
Committee.
Apprise the Board from time to time of
the status of the trip, and submit to the
Board a complete file on the trip
arrangements promptly after the trip has
been completed.
With the cooperation of the Public
Relations and Hospitality Committee
notify and inform the membership and when
desirable the public, of the forthcoming
trips.
Perform all other duties incident to this
office or as are required by the Board.
Adhere to and enforce the Bylaws,
Standing Rules, and established policies
applicable to the trip, and perform other
related duties as required by the
Committee.
The Trips Coordinator, with the
respective Trip Captain, will recommend a
refund of the Trip Deposit in full, to
any fully qualified member who suddenly,
and without prior notice, gets activated
to Current Military Active Duty status,
and who is thereby unable to attend the
designated trip.
A Trip Captain shall:
Serve as a member of the Trips Committee.
Formulate all final plans of the trip for
which he/she is responsible, subject to
approval of the Trips Coordinator &
Trips Committee.
Carry out the final arrangements and
organization of the activities relative
to the trip.
Solicit participants and collect their
payments.
Make disbursements for trip expenses in
accordance with established policies,
maintain accurate records, and report
such to the Trips Coordinator, to be
forwarded to the treasurer, subject to
review by the Audit Committee.
Apprise the committee from time to time
of the status of the trip, and submit to
the Trips Coordinator a complete file on
the trip arrangements promptly after the
trip has been completed.
Adhere to and enforce the Bylaws,
Standing Rules, and established policies
applicable to the trip, and perform other
related duties as required by the
Committee.
Roster
The Roster Committee shall consist of the Public
Relations and Hospitality Chairperson, who shall
head the committee, the Secretary, and the
Immediate Past President as Parliamentarian, and
the Membership Chairperson. It shall publish by
the first regular meeting in October of each year
a completed directory of the club membership as
of the first day of October of that year, and a
current copy of the club Bylaws.
Rules
The Rules Committee shall consist of the
Immediate Past-President as Parliamentarian, the
Secretary and the Treasurer. It shall be
responsible for the custody of the Articles of
Incorporation, the Bylaws, the Standing Rules and
the policy statements of the various offices and
committees, and for supervising adherence to such
laws and rules and to parliamentary rules
governing all meetings. It shall also record all
amendments to the laws and rules governing the
Club and inform the membership when such
amendments are proposed and adopted. It shall
advise the Department of State of any changes to
be made in the Articles of Incorporation and
direct the Treasurer to supply any information as
required by the Internal Revenue Service.
Audit
The Audit Committee shall be appointed by the
Board as required throughout the Membership Year
and shall consist of three or more fully
qualified members of the Club who are not
Directors and who have not had direct control of
Club Funds or property during the current fiscal
year and shall perform the following duties:
Performing an audit of the Club Treasury at
the close of the fiscal year. Transfer of the
Club funds and property shall not be made
until the audit has been completed.
Performing audits as to any member who has
accepted custody within the current fiscal
year from Club funds or property at the
discretion of the Committee or at the request
of the Board or of the member who has such
custody.
Reporting the results of all audits to the
Board with copies furnished to the Treasurer.
ACCOUNTING
Proper procedures shall be instituted for the
accounting for the Club moneys, fixed assets and
expendables.
Authorization for Expenditures
No member shall obligate the Club to disburse
funds or property with-out prior approval by
the Board unless such is provided in the Club
rules as a function of the member's position.
The Board may suspend the above provisions
and require prior authorization by the Board
for any or all expenditures.
Expenditures not receiving or requiring prior
approval must be responsible and necessary to
conduct Club business and are subject to
approval or disallowance by the Board.
Authorization for Custody
Club members shall be directed to have custody
of Club funds, receiving and disbursing moneys,
or to have custody of Club property only upon
authorization by the Board or as specified in
Club rules. In certain instances, the opening of
a bank account in the name of the Club or project
with the Treasurer named on the signature card
shall be required.
Records
Any member accepting custody of Club funds or
property except expendables, shall maintain
adequate records to substantiate all
receipts, all disbursements and the balance
on hand. These shall include as a minimum
receipts for disbursements, deposit slips,
canceled checks and bank statements.
As soon as a project is completed all
accounts shall be closed and all records,
with any funds or property remaining on hand
shall be submitted to the appropriate
committee chairperson to be forwarded to the
Treasurer subject to review by the Audit
Committee.
Transfer, Loss, Change in Condition or
Acquisition
Except for expendables in transfer of Club
funds or property between members shall be
reported to the Treasurer.
The unaccounted loss or change in condition
affecting the worth of Club property shall be
promptly reported to the Treasurer, who shall
present the matter to the Board for
disposition.
The acquisition of fixed assets shall be
reported to the Treasurer.
Audit
Any member accepting custody of Club funds or
property is subject to audit as provided
elsewhere in these Bylaws.
INDEMNITY
Indemnity for Members
The Club shall reimburse any member for any
contract or agreement entered into by such
person, provided that entering such contract or
agreement was within the scope of their
authority.
Indemnity for the Club
In the event the Club is held liable for any
negligence on the part of a member or an agent on
a contract or agreement executed outside the
scope of authority the Club shall have the right
of reimbursement from such member or agent for
any and all losses sustained as a direct result
of such acts or transactions.
DISSOLUTION
In the event of dissolution of the Club, all
remaining assets, after liabilities and obligations
have been paid or adequate provision for them has
been made, shall be distributed in equal shares to
all fully qualified members.
Regular
The Club shall hold regular monthly meetings to
transact such business as shall properly come before
it and to promote its activities, at a time and place
deter-mined by the Board. At the September sign up
meeting, fully qualified members who have
participated in at least one club sponsored trip
during the last calendar year shall have priority on
winter ski trips.
Annual
The annual meeting held in April of each year shall
be known as the annual business meeting and shall be
for the purpose of presenting annual reports of the
affairs of the club and for holding the annual
election of Directors. Only fully qualified members
will be allowed to vote.
Special
A special meeting may be called at any time by the
President, the Board or by three or more Directors
who have received the written request of ten or more
fully qualified members. The notice of the meeting
shall specify the purpose for which the special
meeting is called.
Quorum
Twenty percent (20%) of the fully qualified members
shall constitute a quorum at any meeting of the
membership but no amendment to these Bylaws shall be
voted upon with less than thirty percent (30%) of the
fully qualified members present.
Notice
Prior to any meeting of the membership, written
notice thereof shall be given at least five days
prior to the date of the meeting specifying the date,
place and time of the meeting. Such notice shall be
mailed to the last address furnished by the member.
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