IV. BY-LAWS OF THE COLUMBUS SKI CLUB, INC.
ARTICLE I: MEMBERSHIP
Section 1: Classification of members shall be:
Regular - a person who meets the qualifications as set out in the Constitution and By-Laws. Regular membership shall have all the rights, privileges, and responsibilities of membership in the Columbus Ski Club, Inc.
Honorary - an honorary member shall be given free membership in the Club for one year and shall be accorded all the rights and privileges accorded to regular members except the right to vote and to hold office. Honorary members shall be appointed by the Board of Directors and must be at least 21 years of age.
Charter - charter members are those members who were members of the Club prior to the first Wednesday of October, 1958 and shall be accorded all the rights and privileges accorded to regular members.
Section 2: The membership shall be from September 1 to August 31 of the following year. Any member who has not renewed his or her membership by the second membership meeting in October must again pay an initiation fee or he or she will be dropped from the list of Club members. The membership of any person applying for membership after March 1st shall be effective from March 1st to August 31st of the same year. The rate of this membership shall be set by the Board of Directors. Any person applying for membership in the Club after May 1st is eligible for a membership at a rate and for a duration to be set by the Board of Directors.
Section 3: Application for all memberships must be submitted through the Membership Committee. The Membership Committee shall process all membership applications. The Board of Directors reserves the right to approve or disapprove any application. Any application which is not favorably acted upon may be resubmitted after a waiting period of one year.
Any person or persons whose conduct or presence, as deemed by seventy-five percent of the Board of Directors present at a regular meeting of the Board of Directors, to be detrimental to the purpose and object of the Club shall have his or her membership revoked or not renewed.
Section 4: Application for membership must include an initiation fee to be set by the Board of Directors and the annual dues for the current year. A maximum number of members may from time to time be established by the Board of Directors to assure the Club facilities and activities not be overburdened. There shall be a charge to be established by the Board of Directors according to the type of function to any non-members who attends any annual, regular, or special meeting or other function of the Club. All members of the Club must be 21 years of age or older.
Section 5: The Board of Directors, on an annual basis, may elect to extend honorary membership to any member of another Ski Club, provided their members are 21 years of age or older.
Section 6: The Board of Directors shall set the amount of annual dues for membership in the Club. Bills shall be sent to all members by the Membership Committee Chairperson by September 1st of each year. The dues shall come directly to the Club office or may be paid in person at regular Club meetings and will be reported to the Board of Directors by the Treasurer.
ARTICLE II: DUTIES OF OFFICERS
Section 1: President - It shall be the duty of the President, during his or her term of office, to call and preside at all membership and Board of Directors meetings, to exercise a general supervision over the affairs of the Club and
either the President or designate shall represent the Club at Ohio Valley Ski Council meetings as may be necessary. The President shall be a member of the Budget Committee.
Section 2: Vice President - It shall be the duty of the Vice President, during his or her term of office, to assist the President in the discharge of his or her duties, and in his or her absence to preside in his or her place and call meetings. The Vice President shall act as coordinator of the committee chairpersons and require that all reports are submitted on time and in full as required by the By-Laws. The Vice President presides over the Budget Committee, the Financial Planning Committee and Administration (e.g. Office).
Section 3: Secretary - The Secretary shall be responsible for the minutes of all meetings, for sending the minutes of the annual, regular and special meetings to the Board Members after each meeting, for all correspondence, and to perform such other Club duties as the President or Directors shall direct. It shall be expected that the Secretary shall ask other members to help him or her with his or her duties. The Secretary shall be responsible for keeping a full and complete file of all reports submitted to the President, Board of Directors, and Treasurer by any and all committees of the Club. The Secretary shall be responsible for keeping the official calendar of the Club activities and being sure that a calendar of Club events is available at all Club meetings and functions. All functions of the Club must be scheduled through the Secretary and approved by the Board of Directors.
Section 4: Treasurer - The Treasurer shall have general supervision of all the assets and finances of the Club. He or she shall receive all funds due the Club, issue receipts therefore, and shall deposit all monies received in the bank authorized by the Board of Directors. The Treasurer shall maintain such records and accounts of the business transactions of the Club as may be required.
The Treasurer shall submit a statement of financial condition and a statement of changes in fund balance for the Club to the members of the Board of Directors every month and shall submit an annual statement of the Club finances to the general membership at the end of each fiscal year. The Treasurer shall perform such duties as are further outlined elsewhere in the By-Laws, those duties as are generally incident to the office of the Treasurer, and such other duties as may, from time to time, be assigned by the President or Board of Directors.
The Treasurer shall be responsible for administering the Club’s financial policy as given in the By-Laws with any additions deemed necessary. The Treasurer is responsible for the distribution of the official Club financial policy to all persons who, as designated functionaries of the Club, will be required to submit financial reports or request expenditure of funds. The Treasurer shall be responsible for supervising the collection of funds at any Club meeting or function. The Treasurer shall be a member of the Budget Committee and the Financial Planning Committee. The Treasurer shall maintain a record of all budgets and financial reports that shall be available in succeeding years.
The Treasurer may appoint such assistant treasurers as are considered necessary, subject to approval by the Board of Directors. The Treasurer, any assistant treasurers, and such other functionaries as the Board of Directors designates, shall be bonded for an amount to be determined by the Board of Directors. The Club will have an independent audit or review by a Certified Public Accountant at the end of each fiscal year.
ARTICLE III: DUTIES OF THE MEMBERS OF THE BOARD OF DIRECTORS
Section 1: Committee assignments - Assignment of committee supervision by individual Board Members will be mutually agreed upon by the Board Member, the President, and the rest of the Board. The Board Member is responsible for finding candidates for the chairperson of his or her committees to recommend to the Board of Directors for approval with the assistance of the Recruiting and Nominating Committee. If a Board Member does not recommend any person to serve as his or her committee chairperson, he or she shall run the committee himself or herself until he or she locates a chairperson.
Section 2: Budgets - Board Members shall be responsible for submitting budgets for their committees and activities for the next fiscal year to the Budget Committee at times established by the Vice President. Board Members are responsible for reporting the status (financial, activities, and plans) of their committees at each Board Meeting.
The Board will act upon all submitted overhead budgets prior to the upcoming fiscal year. The Board will act upon all submitted breakeven budgets prior to the expenditure of any funds for the activities described by these budgets.
Section 3: Attendance - Board Members are responsible for attending each regular meeting of the Board of Directors, as set by the President or by the Board of Directors. If a Board Member is unable to attend any meeting of the Board of Directors, he or she will submit a written report of the activities, plans and financial status of his or her committees to the President or he or she will be represented by a person who is knowledgeable about all facets of the committees’ activities, plans, and financial status.
Section 4: Reports of Activities - Board Members are responsible for presenting written financial reports to the Treasurer and Board of Directors within 30 days after the completion of any Club function for which a budget has been approved.
Section 5: Removal - Failure to attend, be represented by a knowledgeable person or persons, or to submit a written report for his or her committees’ plans, activities, and financial status, at two consecutive meetings of the Board of Directors shall constitute grounds for dismissal from the Board of Directors. Any Board Member may be dismissed for non-attendance at meetings or other justifiable cause by a two-thirds secret vote of the other members of the Board of Directors.
Section 6: Vacancy - A vacancy, either by dismissal, inability to serve, or by resignation, in the Board of Directors, shall be filled by appointment by majority vote of the remaining members of the Board of Directors for the duration of the unexpired term.
Section 7: Proxies - Board Members may hold and vote written proxies for specific issues for members absent from a Board of Directors meeting.
ARTICLE IV: RESPONSIBILITIES OF COMMITTEE CHAIRPERSONS
Section 1: All Committee Chairpersons are responsible for submitting their plans and budgets to their supervising Board Member as requested. Should they have need to expend Club funds, they may do so with an interim budget
approved by the Board of Directors.
Section 2: All Committee Chairpersons are responsible for recruiting committee members as required or needed for the committee’s function and responsibilities. The Committee Chairperson is responsible for supervising all his or her committee members and is responsible for their actions in the name of the Club, and for the compliance with the Constitution and By-Laws.
Section 3: Committee Chairpersons are responsible for providing a written report of their committee’s activities within 15 days of the activity to the supervising Board Member.
Section 4: Committee Chairpersons are responsible for doing their best to remain within their budgets as approved by the Board of Directors. If any additional Club funds are needed within the fiscal year, the Chairperson is responsible for submitting a revised budget to his or her supervising Board Member for approval of the Board of Directors. The Committee Chairperson must await approval of this revised request before committing any funds included in this request.
Section 5: Alcoholic beverages shall not be purchased or provided by the Club at any activity, except that the committee chairperson and the event leaders, at their discretion, are permitted to provide alcoholic beverages for Club events only within the following guidelines and as may be approved in the budget for the event.
(a) Alcoholic beverages may be provided only on trips or activities for which the Club arranges transportation (e.g. bus trip) and only on the way to the event and for the duration of the event.
(b) All alcoholic beverages provided by the Club shall be withdrawn from availability at the time that Club members leave the event, and no alcoholic beverages shall be provided by the Club for the return trip.
(c) No alcoholic beverages will be provided to any Club member for consumption in a private vehicle, on the way to or from a Club event.
(d) For all other events, alcoholic beverages shall be either on a cash bar, bring your own, or facility-provided basis.
ARTICLE V: FINANCIAL POLICY
The financial policy of the Club shall include the following procedures and may be supplemented as needed by the Treasurer.
Section 1: Any functionary of the Club operating a function under the name of the Columbus Ski Club must submit a budget for the approval of the Board of Directors and, if approved, must complete all financial transactions through the Club Treasury unless otherwise directed by the Board of Directors.
All checks are to be made payable to the Columbus Ski Club. All cash, checks, charges, or other funds or monies are to be delivered to the Treasurer or designated Assistant Treasurer within three business days after receipt. No money is to be held without specific permission of the Treasurer or designated Assistant Treasurer.
Section 2: Cash advances will be made upon the request of a Committee Chairperson, provided the amount has been included in an approved budget. An accounting of the expenditures from such advance must be submitted to the Treasurer within 30 days after receipt of the advance.
Section 3: Any contracts or other financial commitments binding the Club in an amount in excess of $500.00 shall require the signature or specific authorization of the President or the Treasurer.
Section 4: The Committee Chairpersons are to file an Income and Expense Statement within 30 days after every function involving financial transactions to both the Treasurer and the supervising Board Member. The Treasurer is to approve all statements. All expenses must be supported by invoices, or receipts, regardless of amount, unless otherwise approved by the Treasurer or the Board of Directors. The Treasurer will supply deposit forms and check request forms to each Committee Chairperson and to any other functionary as required.
ARTICLE VI: ELECTION PROCEDURE
By the end of February, the President, with advice from the Board of Directors, shall recommend the names of members to be candidates for election as Directors. The names of the candidates and their Club activity history shall be published in at least one issue of the Club’s newsletter prior to the election. On the night of the election, the floor shall be opened for further nominations.
Voting shall be by written ballot at the Membership meeting. The Board of Directors may establish procedures for absentee balloting.
The four persons receiving the greatest number of votes shall be elected as Directors. In the event of a tie for the fourth ranking nominee, all shall be elected to the Board of Directors notwithstanding Article V of the Constitution. In such event an at-large Director is not elected.
Each regular member shall be able to cast one vote per candidate for up to four candidates.
ARTICLE VII: MEETINGS AND PROCEDURES
The presiding officer at any Club meeting may use Robert’s Rules of Order as a guide.
Board Meetings shall be held at a time and place to be set by the Board of Directors, with a frequency of no less than every two months.
Special meetings of the Board of Directors may be called at any time by the President or any three Board Members upon notice to all Board Members. In exceptional instances which do not permit delay, Board Members may vote by telephone, or by other appropriate methods. Actions of Officers, Board Members, and Club functionaries taken under exceptional circumstances that do not permit a delay may be ratified by later Board actions.
ARTICLE VIII: REPLACEMENT OF OFFICERS
Section 1: President - If the President is unable to serve or resigns, the Vice President shall become President.
Section 2: Vice President and Secretary - If the Vice President or Secretary is unable to serve or resigns, the position shall be filled from among the members of the Board of Directors by a majority vote of that Board.
Section 3: Treasurer - If the Treasurer is unable to serve or resigns, the position shall be filed by Presidential appointment with the approval of the Board of Directors.
Section 4: Removal from office - Any officer may be removed from office by a three-fourths majority vote of the entire Board of Directors.
Section 5: Replacement of Officer - The replacement for an officer shall serve for the duration of the unexpired term.
ARTICLE IX: COMMITTEES
The Club shall have the following general committee categories with suggested standing committees appearing within each category. Other committees deemed necessary by the Board of Directors or the President might be established from time to time.
FINANCE AND ADMINISTRATION
Local Ski Trips
By-Laws of the Columbus Ski Club