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1. Purpose |
| Long Island Paddlers is a club
for kayakers and canoeists who share a common love for paddle sports and
the outdoors. We meet in a spirit of fellowship and to pass on to others
the skills and knowledge we've gained. We exchange information on
safety, education, paddling experiences, and other paddling-related
subjects. We are a nonpartisan Club and membership is open to all. We
are active all year. We participate in river clean-ups and other
conservation activities and encourage state and local governing bodies
to improve access to local waters for non-motorized crafts. We are a
nonprofit club, not being incorporated, owning no real property, having
no paid positions, and acknowledging no liabilities. |
2. Club Organization |
A. Executive
Committee
The governing body of this club is the Executive Committee. The
Executive Committee consists of the elected officers. Club officers are:
President, Vice President, Secretary, Treasurer, Immediate
Past-President and two Members-at-Large. A person may hold only one
elected office but may hold other appointed positions.
B. The Board
The Board consists of the Executive Committee and the Committee
Chairpersons appointed by a majority vote of the officers.
C. Committee Chairpersons
Committee Chairpersons are: Membership Coordinator, Newsletter Editor,
Webmaster, Training & Safety Coordinator, Special Events Coordinator,
Trip Coordinator, Program Coordinator, Library, Public Relations,
Hospitality, Merchandise, Big Buddy, By-Laws, Advocacy, Conservation,
and any other committee chairpersons the Executive Committee may appoint.
D. Members |
1. Admitting Members
People who share LI Paddlers' purpose and who agree to
follow these bylaws are welcome to apply for membership.
Applicants shall be admitted to membership upon 1)
submitting an application and signed liability waiver; 2) paying dues.
A person may be denied membership, if, in the opinion of a
majority of the Executive
Committee, he/she does not meet the membership requirements.
Reasons for denying membership may include, but are not
limited to, actions in conflict with the mission or bylaws
of the club and/or inappropriate behavior directed at the
club or its members.
2. Removing Members
A person may be removed from membership, if, in the opinion
of a majority of the Executive Committee, there is just
cause. Reasons for removing a member may include, but are
not limited to actions in conflict with the mission or by
laws of the club, inappropriate behavior directed at the
club or its members or actions which may threaten the safety
of others.
3. Members in Good Standing
Members in good standing have paid their Club dues, have a
current signed liability waiver, and follow the club bylaws. |
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3. Board Operations |
A.
Meetings
The Board shall meet monthly to conduct the business of the club
including, but not limited to: establishing club policy; setting goals;
deciding and reviewing financial matters; approving club activities and
trips; setting dues; deciding qualification issues for trip leaders and
trip participants. To conduct business for the club a quorum of officers
must be present. A simple majority shall constitute a quorum.
B. Vacancies
If, for whatever reason, a seat is vacated by an officer, the remaining
officers, by majority vote, may appoint a replacement for the remainder
of that person's term.
C. Removal of an Officer
By a majority vote of the officers, an officer may be relieved of
his/her duties and removed from the Executive Committee if that person
is not adequately performing the duties of his/her office, as specified
in these bylaws.
D. Committees
Club committees will include: Membership, Newsletter, Website, Training
and Safety, Special Events, Trips, Programs, Library, Public Relations,
Hospitality, Merchandise, Big Buddy, By-Laws, Advocacy, Conservation,
and any other committee approved by the Executive Committee. Each committee
will have a coordinator/chairperson appointed by majority vote of the
Executive Committee for a term of one year. The coordinator/chairperson
will report to the Board each month about the activities of his/her
committee. The coordinator/chairperson may be assisted by club members
to carry out the responsibilities of his/her committee. By majority vote
of the Executive Committee a committee coordinator/chairperson can be
relieved of his/her duties if that person is not adequately performing
his/her duties as specified by the Executive Committee. |
4. General Membership Meetings |
| A general membership meeting
will be scheduled each month by the Board. Notices of meetings shall be
distributed to the members by email and on the club website at least two
weeks before the meeting date. Meeting locations shall be approved by
the Board. Whenever a vote is called for at a meeting, each member in
good standing shall be accorded one vote. In case of a family
membership, each adult will have one vote. Proxy or write-in votes will
not be allowed. A simple majority of those present at the meeting will
decide all issues. Should there be a tie, the President will cast the
deciding vote. |
5. Nominations and Elections |
A. Nominations
Starting no later than September 1st of each year, the Vice
President and two club members, appointed by the Board, will form a
Nominations & Election Committee. |
1. The Committee will make
a list of possible candidates, contact these people, review
the responsibilities of the office with them and determine
if the person is willing to run for office and, if elected,
serve. They must make every effort to have at least one
nominee for each office.
Each nominee must be a club member in good standing for at
least one year (365 days). No nominee can be a Board
member of another kayak organization since that would constitute
a conflict of interest. A member can only run for one
office in any given election.
2. The Committee will post the first notice of
nominations and the election in the September newsletter to
solicit members who might be interested in holding a Club
office. Any member who wishes to be considered by the
Committee for an office must notify the Vice President by
the date specified in the notice.
3. The Committee will also ask for nominations from
the floor at the September and October membership meeting.
4. Before a member is included as a nominee, the
Committee will review the responsibilities of the office
with him/her and determine if the person is willing to run
for office and, if elected, serve.
5. The Committee will compile and publish the final
list of nominees. |
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| B. Elections |
1. The Nominations and
Election committee will prepare the ballot and conduct the
election. The election will take place at the November
general membership meeting. The Committee will mail a ballot
to every club member in good standing and will specify the
date by which it must be received to be counted at the
November meeting for those who cannot attend the meeting.
Members may choose to vote, in person, at the November
meeting. The Committee must devise a way to verify that each
member only votes once.
2. Voting at the November membership meeting must be
by paper ballot. Each member in good standing shall have one
vote. In the case of family membership, each adult will have
one vote. Proxy or write-in candidates will not be allowed.
3. Both the ballots cast at the November meeting and
those sent in by members prior to the meeting will be
tallied at the November meeting. A simple majority vote will
decide. Should there be a tie, the officers will vote by
paper ballot to select the winner. The winners will be
announced at this meeting.
4. The results of the elections will also be posted
in the next issue of the Club newsletter.
5. If, after seeking nominations as described above,
there is only one nominee for each office, the Nominations
and Election committee will notify the Board and the members
that there will not be a formal ballot mailed to all
members. Instead, the committee will hold a voice vote at
the November meeting. |
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C. Term of Office
The new officers shall take office on December 1st and their term shall
end November 31st of the next year. All terms are for one year.
D. Term Limits
No person shall serve in the same office for more than three consecutive
terms.
E. Transition of Responsibilities
To insure the smooth transition of responsibilities, each previously
serving officer and newly elected officer shall meet as necessary to
insure that the transition goes smoothly. This includes such things as
financial records, membership lists and other important Club
information. |
6. Amending the bylaws |
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Any part of these bylaws may be amended through the following process: |
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a. |
notification of a proposed change
must be announced at the general membership meeting in the
month immediately preceding the meeting where the vote will
be taken; |
| b. |
notification of a
proposed change must also be posted in the club newsletter
or sent to all members via e-mail and on the club website
before a scheduled vote; this notification must include
information on how a member may request a ballot if he/she
cannot attend the membership meeting. |
| c. |
voting will be take
place, in person, at a general membership meeting by paper
ballot. |
| d. |
absentee ballots
must be received by the date specified. |
| e. |
a proposed change
must be approved by two-thirds of the members voting in
order for the bylaws to be amended. If approved, the
bylaws change will become effective immediately. |
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7. Duties of Officers |
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President |
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Position Requirements: |
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Estimated average time:
3 hrs/ wk |
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Have a well-rounded
knowledge of paddling, with at least 3 years of paddling
experience. |
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Leadership skills |
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Responsibilities: |
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Presides and officiates
at all LI Paddlers functions & meetings, including Executive
Committee Meetings, Board meetings, General Meetings, and any
special meeting called. |
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Presents information
from the Board to the membership. |
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In collaboration with
the Board, develops and oversees the overall direction of the
club. |
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The President can vote
at Board Meetings, but may only vote in cases of a tie vote at
General Membership Meetings. |
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Ensures that Club
elections are carried out in a timely manner in accordance with
the Club's by laws. |
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Shall represent the Club
and liaison with the public and other organizations. |
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Shall coordinate the
work of the various committees. |
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Shall be an authorized signer of checks. |
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Vice President |
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Position Requirements: |
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Estimated average time:
2 hrs/wk |
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Responsibilities: |
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Assists the
President with the duties of that office and presides over any
function at which the President cannot be present. |
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Serves as the chair of
the Nominations and Election Committee |
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Treasurer |
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Position Requirements: |
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Estimated average time:
2 hrs/ wk |
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Knowledge and ability to
balance bank account and complete Club Income and Expense
Statement |
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Responsibilities: |
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Maintains the club
checking account, reconciles the checkbook each month, and
submits a monthly income/expense statement to the Board. |
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Shall be an authorized signer of checks. |
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Maintains all club
financial statements, receipts, etc. for a period of five years. |
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Receives monies in the
form of dues, and other collections, such as for club events,
and products. |
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Obtains approval from
the Executive Committee for all expenditures. |
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Obtains approval of the
club membership for any expenditure of more than 10% of the club’s ending balance or more by majority
vote at a general membership meeting. |
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Within one week of the
request, writes and sends necessary checks to reimburse
legitimate Club expenses. |
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Submits an Annual
Financial Report of the previous year to the Board at the
January committee meeting. |
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Keeps the books ready
for inspection by the Executive Committee or its agent/s. |
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Follow the financial
controls established by the Executive Committee. |
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Secretary |
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Position Requirements: |
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Estimated average time:
1 hr/ wk |
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Ability to record and
create accurate written account of club's business. |
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Responsibilities: |
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Take minutes at all
Board meetings and records votes. |
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Prepares written summary
of Board meetings and in a timely manner, submits to Board for
their approval. |
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Where necessary and
appropriate, records decisions and/or consensus of General
Membership, especially when a vote is taken on an agenda item. |
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Assists the Nominating
Committee in conducting annual election and recording the votes
of the membership. |
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Maintains club minutes
for a period of five years. |
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Members-At-Large |
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Position Requirements: |
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Estimated average time:
3 hours/month. |
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Have the interest and
commitment to serve in a club leadership position. |
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Responsibilities: |
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Attend monthly Board
meetings and General membership meetings. |
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8. Conflict of Interest |
All Board members of LI Paddlers are committed to the mission of the
club, and have a clear obligation to conduct all affairs of the club in
a manner consistent with this concept. Decisions of the Board are to be
made solely on the basis of the desire to promote the best interests of
the club.
Board members shall promptly disclose any actual or potential conflict
of interest in any matter relating to the club. In each such instance,
the Board member shall avoid participating in any club decision in which
the Board member or any affiliate of the Board member could be said to
have any personal, financial or other stake in the decision or where
other institutional connections could influence the Board member's
independent judgement. |
9. New Programs |
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Any proposed program or project to be considered by the Club must first
be submitted in writing to the Board and contain the following
information: |
| a. |
goals |
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e. |
proposed start and
completion dates |
| b. |
benefit to club |
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f. |
number of members
required |
| c. |
anticipated costs |
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g. |
outside organizations or
persons required |
| d. |
anticipated income |
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h. |
methodology |
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10. These Bylaws become effective the day they are ratified by a two-thirds majority of the voting members. |
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