Telemark Ski Club, By-Laws

November 30, 1991 Page: 1

ARTICLE I - PURPOSE OF THE TELEMARK SKI CLUB

The purpose of The Telemark Ski Club (hereafter referred to as Telemark or the Club) is to develop and offer downhill ski trips for its members.

All activities of Telemark Ski Club shall be directly related to the planning and execution of downhill skiing trips.

All Club activities shall be published in a regularly issued Club newsletter (hereafter referred to as the 'Snowdrift'). All issues of the 'Snowdrift' shall be mailed to all active Telemark members. All members shall have equal opportunity to participate in all activities.

All Club trips will be planned and scheduled to afford members a 'full day of skiing'. A Club Trip Policy containing full details about trip scheduling, trip sign-up procedures, and trip cancellation policies shall be maintained by the Executive Board. This Trip Policy will be provided to all members and prospective trip participants prior to trip sign-up.

ARTICLE II - MEMBERSHIP

Section 1 - Membership Eligibility

  • Applicants for membership must be at least 21 years of age. Family members shall be the spouse (cohabitant) and/or those in the immediate family of a regular member who share the same residence or who have not reached their 21st birthday.
  • To be eligible for Club activities, a family member, who is a minor, must be accompanied by a parent or a chaperone. The chaperone must be over 21 years and must be approved by the parents of the minor and the President of Telemark. Parent or chaperone shall accept all responsibility for the actions of the minor(s) at all club activities.

    • Section 2 - Definition of Membership

  • A person is considered an active member when the Membership Director receives the appropriate membership dues, a properly filled out membership form, and a signed liability release. The membership year shall run from September 1 through August 31 of the following year.
  • Membership must be renewed on a yearly basis by payment of the current annual dues.
  • Single and family membership dues will be established annually by the Executive Board.

    • Section 3 - Interclub Affiliations

  • All members of Telemark shall automatically become members of any organization with which the Club is affiliated.

    • Section 4 - Non-member Participation

  • Participation in Club activities by non-members shall be regulated by the Executive Board. Administrative costs may be assessed to non-members. All participants in a Club activity must have previously signed the Club's liability release form. The Executive Board may establish inactive, non-voting memberships.

    • Section 5 - Member Expulsion

  • The Telemark Ski Club recognizes the uniqueness and diversity of its members. If unreconcilable differences do arise, suspension or expulsion may be required. Details of the suspension and expulsion procedures are found in Article II, Section 5, Addendum 1.

    • ARTICLE III - GOVERNMENT

    Section 1 - Term of Office

  • The term of office for all elected Officers and Committee members shall concur with the fiscal year of the Club. The term of office for all appointed officers shall be at the discretion of the Executive Board. The election shall be held annually during the month of March. The specific election date shall be determined by the Executive Board.

    • Section 2 - Executive Board

  • The government and the affairs of the Club shall be conducted by the Executive Board, subject to overrule as defined in Sections 5 and 6. All officers and volunteers shall serve the Club without remuneration. The Executive Board shall consist of:
    • President

    It shall be the duty of the President to call and preside at all general and Executive Board meetings, to exercise general supervision over the affairs of the Club, to nominate to the Executive Board all committees, to appoint an OVSC representative and to participate as an ex-officio member on all committees (with the exception of the Audit and Election/Nominating Committees).

    Winter Vice President
    It shall be the duty of the Winter Vice President to submit proposed budgets and programs for approval to the Executive Board; to supervise the planning, coordination, and execution of all ski trips and to recommend to the President committees necessary to implement said programs.
    Administrative Vice President
    It is the duty of the Administrative Vice President to oversee and coordinate all internal operations of the Club including Membership, Program, and Publications; to submit proposed budgets and programs for approval to the Executive Board; and to recommend to the President committees necessary to implement said programs.
    Executive Secretary
  • The Executive Secretary shall be responsible for recording the minutes of all general and Executive Board meetings of the Club; to publish and distribute said minutes to all Executive Board members; and to perform such duties as directed by the President or the Executive Board.

    • November 30, 1991 Page: 2

    Treasurer
  • The Treasurer shall supervise all finances of the Club. He/she shall hold all funds due the Club and give receipts therefore, oversee deposits of all monies received in a bank chosen by the Executive Board, and keep such records and accounts of the business transactions of the Club as required by the Executive Board in accordance with Article IV. The Treasurer shall submit a balance sheet, cash flow and income statement for the Club to the Executive Board each Fiscal Year. The Treasurer shall present a financial summary to the general membership by the end of his/her term each year.
    • Past President
  • The President from the previous year for the fiscal year following the term of his/her Presidency, shall be an ex-officio, voting member of the Executive Board.

    • Section 3 - Election Procedures

  • The following officers shall be elected by the general membership: President, Winter Vice President, Administrative Vice President, Executive Secretary, and Treasurer.
  • The election shall be supervised by a special Election Committee of Club members who are not and will not be running for any Executive Board office. This committee shall be appointed by the general membership at the January meeting. Said committee shall consist of three (3) members. Should it be necessary to hold a special election during the year, this committee would also supervise it.
  • At the February meeting , the Election Committee shall take nominations from the floor and will declare those nominations closed at the end of that meeting. If no candidate is nominated for a given elected office, such office will be filled through appointment by the incoming Executive Board. Absentee voting procedures shall be established by the Election Committee at this time.
  • At the March meeting, the Election Committee will conduct the elections. Voting for contested offices shall be by secret ballot with the candidate receiving the majority of votes being elected. In the event of no majority, run-off elections between the two candidates receiving the greatest number of votes for the particular office shall be held. Each voting member shall have one vote for each elected position. Proxy voting is not permitted.

    • Section 4 - Replacement of Vacated Offices

  • In the event of loss, resignation, or removal, the duties of the President will be temporarily assumed by the Winter Vice President, Administrative Vice President, Executive Secretary, or Treasurer in order of succession in addition to his/her normal duties. Any other office vacated during the year shall be filled by appointment of the Executive Board.
  • A special election at a general membership meeting shall be held to elect a new President to fill the remainder of the vacated term. Notice of this election shall be in the 'Snowdrift' at least ten (10) days prior to said meeting. This election shall be held at the first meeting where said notice may be given. The special election shall be held in accordance with the normal election procedures as outlined above with the exception that all events of the election process shall occur at one meeting. If possible, the Election/Nominating committee which held the previous election shall run this election using the same procedures.

    • Section 5 - Board of Trustees

  • The sole purpose of the Board of Trustees is to resolve issues of constitutionality. When an Executive Board decision is considered to be unconstitutional, the Board of Trustees may, by majority vote, nullify said decision. In this event, the Executive Board may choose to appeal the Board of Trustees' decision by submitting the issue to a vote of the general membership. The Executive Secretary shall cause to be printed in the next 'Snowdrift' notice that the appeal shall be considered at the next general meeting. Said notice must appear at least ten (10) days prior to said meeting. For successful appeal of the Board of Trustees' decision, a vote of two/thirds of the voting membership present or thirty percent (30%) of the entire voting membership, whichever is greater, is required.
  • The Board of Trustees shall consist of five (5) members. At any time that there are vacancies, Club members shall be appointed by the remaining Trustees to fill said vacancies. All such appointments must be approved by the General Membership at a General Membership meeting.

    • A Trustee's appointment is permanent as long as he/she remains a member of Telemark Ski Club as defined in Article ll. If a Trustee should not renew his/her Club membership or should resign his/her position, he/she shall be removed from the Board of Trustees.

    Section 6 - Board Overrule/Appeals

  • All board decisions are subject to overrule by the general membership and the Board of Trustees. Trustee overrules are limited to matters of constitutionality as defined above.
  • For overrule of the Board, membership appeals require a petition signed by ten percent (10%) of the voting membership be submitted to the Executive Secretary.
  • Upon written request of membership appeal, the Executive Secretary shall cause to be printed in the next 'Snowdrift' notice that the appeal shall be considered at the next general meeting. Said notice must appear at least ten (10) days prior to said meeting.
  • An overrule will require a vote of two/thirds of the voting membership present or twenty percent (20%) of the entire voting membership, whichever is greater.

    • Section 7 - Officer Impeachment

  • In cases of serious misconduct, any Officer or Trustee may be impeached from office. Impeachment proceedings are outlined in Article III, Section 8, Addendum 1.

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    November 30, 1991 Page: 3

    ARTICLE IV - FINANCIAL POLICY

    Section 1 - Financial Officers

  • All checks shall require the signature of the Treasurer and one of the following: President, Winter Vice President, or the Administrative Vice President.

    • Section 2 - Fiscal Year

  • The fiscal year for the Club shall be from June 1 to May 31 of the following year.

    • Section 3 - Annual Audit

  • An audit committee shall be appointed each year by the General Membership. An audit shall be performed at the end of each Fiscal Year. The Treasurer shall provide all requested records to the audit committee at any time requested.

    • ARTICLE V - MEETINGS

    Section 1 - Time of Meetings

  • The Club shall meet at least six (6) times a year. Special meetings may be called by the President, Executive Board, or Board of Trustees. The Executive Board and Board of Trustees shall meet at their own discretion. All meetings and all activities shall be open to the general membership.

    • Section 2 - Notice of Meetings

  • Notice of regularly scheduled membership meetings shall be placed in the 'Snowdrift' giving date, time, place, and special matters of consideration.
  • Notice of special meetings of the general membership shall be by written notice a minimum of ten (10) days prior to said meeting.
  • Written notice of all Executive Board and Board of Trustees meetings shall be given to all members of both boards at least seven (7) days prior to the meeting, giving date, time, place, and purpose. Notice shall also be given in the 'Snowdrift' whenever possible.
  • Notice of any meeting may be waived by unanimous consent of all members of that body (present or not).

    • Section 3 - Quorum

  • At all general membership meetings, twenty five percent (25%) of the existing voting membership shall constitute a quorum for the transaction of business.
  • At all Executive Board meetings, seventy five percent (75%) of the active elected officers shall constitute a quorum.
  • At all Board of Trustees meetings, seventy five percent (75%) of the active Trustees shall constitute a quorum.
  • A quorum of all committees shall be constituted by a majority of its members.

    • Section 4 - Voting Membership

  • Only those members who have attained the age of 21 have the right to vote or hold office and shall be referred to herein as the voting membership.

    • Section 5 - Procedures

  • Robert's Rules of Order shall be the final authority when controversies arise as to procedure to be followed, unless otherwise provided in these By-Laws.

    • ARTICLE VI - AMENDMENT PROCEDURE

    The By-Laws of the Telemark Ski Club may be amended by petition of the voting members as follows:

  • 1. The specific language of the proposed amendment must be printed on the petition.
  • 2. The petition must be signed by ten percent (10%) of the voting membership and presented to the Executive Board at a regularly scheduled Executive Board meeting.
  • 3. The Executive Board shall verify the signatures at the next Executive Board meeting held following receipt of the petition and the petition shall be included in the minutes of the Executive Board. This shall occur no sooner than twenty (20) days and no later than sixty (60) days after the petition is received.
  • 4. The Executive Board shall then publish in the 'Snowdrift':
  • a) The specific language of the proposed amendment;
  • b) That at least ten percent (10%) of the voting membership has signed the petition;
  • c) That signatures were verified;
  • d) That the petition is available for inspection;
  • e) The date of the general membership meeting at which the matter shall be considered, which shall be at least ten (10) days following the publication of said notice.
  • 5. The officer presiding at the general membership meeting shall read the petition and initiate debate.
  • 6. A vote will be carried out, requiring a vote of two/thirds of the voting membership present or thirty percent (30%) of the entire voting membership, whichever is greater, for passage.

    • 7. Unless otherwise specified in the amendment, upon passage the amendment will become effective immediately.

    November 30, 1991 Page: 4

    ARTICLE II, Section 5, Addendum 1 - EXPULSION OF MEMBERS

    Any member whose conduct is seriously detrimental to the Club may be suspended or expelled by the Executive Board. An executive officer must be impeached as provided in accordance with Article III, Section 8, Addendum 2 prior to expulsion.

  • 1. The Executive Board shall consider the charges at a regular Board meeting. If the charge is considered serious enough, suspension/expulsion will be pursued.
  • 2. The Executive Board shall then publish in the 'Snowdrift':
  • a) the date, time, and place of the Executive Board meeting at which the matter shall be decided. This notice shall appear at least ten (10) days prior to said meeting.
  • b) The suspension/expulsion procedure.
  • 3. Special written notice of the charges against said member, and of the date, time, and place of the Executive Board meeting at which the same are to be considered, shall be mailed to the address of the said member as it appears in the records of the Club, at least ten (10) days prior to said meeting. This shall be mailed by Certified Letter, return receipt requested. If that is returned, refused, or unclaimed, it shall then be sent by 1st Class mail. This and the notice to the general membership shall be considered to constitute sufficient notice to said member.
  • 4. The accused member shall be given the opportunity to defend him/herself and/or to be defended by counsel against the charges. The Executive Board shall then vote on the suspension/expulsion.
  • 5. Any member so suspended or expelled shall have, for a period of thirty (30) days, the right to appeal the decision of the Executive Board directly to the membership. Upon written request of appeal to the members, the Executive Secretary shall cause to be printed in the 'Snowdrift' notice that the appeal shall be considered at the next general meeting. This shall be at least ten (10) days prior to said meeting. A vote will be carried out, requiring a majority vote of the voting membership present or twenty percent (20%) of the entire voting membership, whichever is greater, for successful appeal.
  • 6. A member who is suspended or expelled shall have his/her membership revoked without refund or shall not have his/her membership renewed, effective immediately after the Executive Board decision, or if appealed, immediately after completion of the vote by the membership if there is no overrule. A suspended or expelled person may not participate in Club activities even as a non-member. A suspended or expelled former member may only be reinstated or readmitted by the Executive Board.

    • ARTICLE III, Section 7, Addendum 1 - IMPEACHMENT OF OFFICERS

    Any Officer or Trustee may be impeached for: any crime, serious offense, misconduct, negligence, or any action deemed seriously detrimental to the Club.

  • 1. Impeachment is initiated by petition of the members. The petition, stating the reason in particularity for which impeachment is sought, shall be signed by at least ten percent (10%) of the voting membership and presented to the Executive Board at a regularly scheduled Executive Board meeting.
  • 2. The Executive Board shall determine whether the officer sought to be impeached shall be temporarily suspended from his/her duties pending final determination.
  • 3. The officer whose impeachment is sought shall not preside or have any voting rights at the impeachment meeting or at a Board meeting during consideration of impeachment and/or temporary suspension.
  • 4. The Executive Board shall verify the signatures by the Executive Board meeting following receipt of the petition and the petition will be included in the minutes of the Executive Board. This shall occur no sooner than twenty (20) and no later than sixty (60) days following receipt of the petition.
  • 5. Notice of the charges against the officer whose impeachment is sought shall be sent by Certified Letter, return receipt requested, to the officer at the address listed for him/her in the records of the Club. If that is returned, unclaimed or refused, it shall then be sent by 1st Class mail. This and the notice to the general membership shall be considered sufficient notice to said officer.
  • d) That the petition is available for inspection;
  • e) The date, time, and place of the general membership meeting at which the matter shall be considered;
  • f) The impeachment procedure.
  • g) The name of the officer will be published only upon his/her written request.
  • 6. The Executive Board shall publish in the 'Snowdrift'.
  • a) The reason in particularity for which impeachment is sought;
  • b) That at least ten percent (10%) of the voting membership has signed the petition;
  • c) That signatures were verified;
  • 7. The officer presiding at the impeachment meeting shall read the petition and set time limits for presentation of respective cases by the petitioners and the officer whose impeachment is sought. Said officer shall have the right to have counsel present. The minimum allotted time for each side shall be as follows:
  • a) ten (10) minutes for opening arguments;
  • b) twenty (20) minutes for witnesses;
  • c) ten (10) minutes for closing arguments.
  • 8. A vote shall be taken. A vote of two/thirds of the voting members present or thirty percent (30%) of the voting membership, whichever is greater, is required for impeachment.
  • 9. Impeachment, if so voted, shall become effective immediately.
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