Date Adopted: 11-17-20 ARTICLE I – NAME Name: The name of this organization shall be the Potter County ATV/UTV Club
ARTICLE II – ADDRESS The mailing address for the Potter County ATV/UTV Club shall be the home address of the current President of the club.
ARTICLE III – RECORDS The corporate records, including the incorporation document, tax status and minutes of membership and Board meetings shall be at the home or business address of the current secretary.
ARTICLE IV - PURPOSE The purpose of this organization is to promote safe and responsible ATV/UTV recreation.
ARTICLE V - MEMBERSHIP Section 1 — Composition:
The membership shall consist of individuals having an interest in ATV/UTV recreation. Membership in this organization shall be determined on a nondiscriminatory basis without regard to race, gender, color or national origin.
Section 2 – Number:
There shall be at least 5 people comprising the total organization membership.
Section 3 — Term:
The term of membership shall be annual. ARTICLE VI - OFFICERS Section 1 – Composition The officers of the organization shall be the president, vice-president, secretary, treasurer and member at large.
Section 2 – Term of Office The officers shall be elected at a predetermined annual meeting for a term of Two years. Officers may be re-elected but will not be eligible to serve more than two consecutive term in any one position.
Section 3 – Method of Election
A. There shall be a nominating committee appointed by the president. This committee shall recommend a candidate for each office after having acquainted the nominees with the responsibilities of the office and securing their willingness to serve.
B. Additional nominations may be made from the floor.
C. The officers shall be elected at the first regular meeting in November and assume office January 1 of the following year.
D. Officers shall serve until their successors have been elected and duly installed.
E. To be eligible for nomination and election a member must serve one year of the preceding two years as a member of an appointed or elected committee.
Section 4 – Duties
A. The President shall be the chief executive officer of the organization. He/she shall preside at all meetings of the organization, shall preside at the meetings of the Executive Board, shall sign all documents requiring an official signature, and shall perform all other duties incidental to the office.
B. The Vice President shall perform the duties of the president in the absence or incapacity of the President, shall automatically become President of the organization upon the resignation or death of the President, and in the event the Vice-President becomes the President, a new Vice President shall be elected to fill the vacancy.
C. The Treasurer shall keep an accurate record of all funds allocated to the organization, shall supervise the disbursement of funds subject to the direction and approval of the Executive Board, and shall serve as chair of any finance committee.
D. The Secretary shall keep an accurate record of the activities of the organization. By direction of the Executive Board the secretary shall issue all notices of organization meetings, shall be responsible for the correspondence of the organization, shall prepare and keep a listing of all officers, committee chairs and members for the current and two previous years, and shall be responsible for the corporate records including the incorporation document, by-laws, and minutes.
E. The Member at large shall serve as a liaison for the board and mentor for committee chairs. F. Vacancies occurring in any of the offices due to illness, death or other incapacity or failure to comply with assumed duties shall be filled by election by organization members except in case of the
President, in which case the Vice-President shall succeed to President, as noted in Article IV, Section 4.B. Such officers shall serve only until the next regular election.
ARTICLE VII – EXECUTIVE BOARD Section 1 - Composition The Executive Board shall be composed of the elected officers and elected committee chairs.
Section 2 - Duties The duties of the Executive Board shall be:
A. To perform essential organization activities that must be acted upon between meetings of the membership;
B. To formulate and recommend programs and activities to the members of the organization for their consideration and approval;
C. To identify and help formulate committees necessary to further the purposes and functions of the organization; and
D. To carry on such other business as may be delegated to it by the organization membership.
Section 3 - Meetings The Executive Board shall meet in sufficient time prior to regular meetings to formulate the agenda and have it printed for the meetings and on other occasions as called by the President.
Section 4 – Quorum A simple majority of the elected Executive Board members must be present to constitute a quorum for the transaction of business.
ARTICLE VIII – FISCAL YEAR The fiscal year of the organization shall be from January 1 to December 31, inclusive.
ARTICLE IX – MEETINGS OF THE MEMBERSHIP
A. An annual meeting of the membership shall be held on the third Tuesday of November 6:00PM each year. Whenever such day shall fall on a legal holiday, the meeting shall be held on the next succeeding business day at the same hour.
B. Monthly meetings of the organization shall be held at 6:00PM on the third Tuesday of the month. C. The regular meetings of the membership shall be to conduct the business of the organization as outlined under Article II. More specifically, the regular meetings shall be for the following:
• To approve, reject, amend or refer to the committees for further study reports from special or standing committees.
• To introduce new ideas with requests for the President to appoint committees to make further studies and report back their recommendations to the organization.
• To evaluate reports of completed activities, projects or programs and make suggestions for improvement.
• To provide members with information concerning programs helpful to them in their efforts to address OHV recreation needs.
CI. Written notice shall be sent to all members of the organization at least one week in advance of all meetings, with the exception of meetings regarding amendment to by-laws, providing the date, time and place of the meeting.
CII. Written notice shall be sent to all members of the organization at least 10 days in advance of any meeting to amend the By-laws.
CIII. Special meetings of the membership may be called by the President, the Executive Board or upon request of any five members of the organization.
CIV. 5 members, with dues paid in full for 30 calendar days, present at a regular or special meeting shall constitute a quorum for the transaction of business.
CV. Each member, with dues paid in full for 30 calendar days, shall be entitled to one vote.
ARTICLE X - COMMITTEES The President shall appoint committees deemed necessary by the Executive Board.
A. The members of all standing committees shall serve for a period of one year, such period to be concurrent with the fiscal year of the organization.
B. Ad hoc committee members shall serve in accordance with the charge to that committee.
C. The members of all standing and ad hoc committees shall select committee chairs.
- End of By-laws -
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