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Newsletter
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29 Jul 2007 General Policies on Trips & Events CONSTITUTIONARTICLE I - NAME AND PURPOSE Section I. The name of this association is the Morris County Ski Club, Inc. ("the Club") Section II. The purpose of this Club is solely to encourage and stimulate interest in skiing and all other sports, pursuits and enjoyments directly or indirectly connected therewith. This Club operates without profit, is non-political, and is non-discriminatory. No part of the Club's net earnings shall financially benefit any individual member or any other person, except as compensation as a trip leader as defined in the By-Laws, article VI. ARTICLE II - MEMBERSHIP Active membership will be open to anyone who meets the requirements of membership as established by the By-Laws. ARTICLE III - ORGANIZATION Section I. The five officers of the Club are:
Section II. The Board of Directors is composed of the five officers. The past President shall act as a non-voting advisor to the Board of Directors. Section III. Working committees shall be formed in accordance with the By-Laws. ARTICLE IV - GOVERNMENT Section I. The Club is a Non-Profit Corporation existing in accordance with the laws of the State of New Jersey. Section II. The Board of Directors shall govern the Club in an ethical manner in accordance with this Constitution, and the associated By-Laws and the applicable federal, state and local regulations. ARTICLE V - AMENDMENTS Section I. This Constitution and its associated By-Laws may be amended by an affirmative written vote of more than 50% of the active membership, as determined in the By-Laws. After a required investigation by the Board of Directors into the ramifications of any proposed amendment, a minimum of two weeks written notice is required to all active members to amend the constitution. Section II. Any active member may propose amendments to this Constitution or its associated By-Laws by submitting a petition for amendment to the Board of Directors. The petition must include the signatures of at least 10% of the active membership. A petition is not required for amendments proposed by the Board of Directors. BY-LAWSARTICLE I MEMBERSHIP Section
I.
Applicants for membership must be at least 21 years of age.
Applications may be made as a single person, or a couple (married
or single with one mailing address). Requirements for
a new membership: A.
Completion of application. B.
Attendance at four club functions, with at least one being a social
event. C.
Payment of dues. D.
Board approval. Section
II.
Active membership - Persons in good standing, based upon
meeting financial as well as all other obligations established by the Club
and the Board of Directors. A.
Requirement of active Membership 1.
Attendance at two general membership meetings and two ski club
functions, or four (4) general membership meetings, within the last 9
months. 2.
Payment of dues. Section
III.
Inactive membership Past active members who have met
financial obligations but have not met attendance obligations. Section
IV.
Lifetime Membership A lifetime membership may be awarded at the
close of the current year to a member with at least 15 years of active
service to the club. No more
than two lifetime memberships are to be awarded per year.
The general membership may submit suggested members to the
membership chairperson for consideration and approval by the outgoing
Board of Directors in May. Section
V.
Only active members may be elected to office, chair a committee, or
vote in the election of officers and other matters pertaining to Club
affairs. Section
VI.
Dues and Initiation Fees A.
Active members shall be required to pay annual dues.
All changes in dues and initiation fees for membership shall be set
by an affirmative vote of more than 50% of the active members voting at
the last regular meeting in April. B.
Dues for new members shall include an initiation fee as described
below. C.
Payment of dues: 1.
Dues of current, active members must be paid to the Treasurer by
October 15. A two week grace
period is provided. Payment
of a late fee of $5 is owed effective November 1. 2.
Full payment of dues by new members after June 1 shall entitle them
to membership through September 30th of the following year. 3.
New members initiation fee shall be in accordance with section
VII,-A,. D.
Members that have been awarded a lifetime membership per Section IV
shall not be required to pay annual dues.
To maintain active membership, lifetime members need only meet the
requirements of Section II,-A,-1. Section
VII.
Members may be subject to discipline for cause by the Board of
Directors. Any disciplinary
action taken against a member must be approved by a majority vote of the
Board of Directors. Section
VIII.
Club Fiscal Year The Club fiscal year shall be defined as July
1 to June 30. ARTICLE II ELECTION OF OFFICERS Section
I.
The last regular meeting of March shall be designated
for the general election of officers for the ensuing term. Section
II.
An Election Committee shall be appointed by the
President in January of each election year.
The Committee shall consist of not less than three active members.
The duties of the Election Committee shall be as follows: A.
To accept nominations of qualified candidates from general
membership. B.
To provide a slate of qualified candidates for all positions on the
Board of Directors in sufficient time to allow for proper consideration by
the members. C.
To conduct the general election of officers in a fair, impartial
and proper manner. D.
To provide for ballot by absentee. E.
To conduct run-off elections as required Section
III.
Candidates for election to office shall have been
active members from no later than June 1 of the previous year. Section
IV. Candidates are elected to office by receiving more then 50% of
the ballots cast. If no
member receives 50% of the ballots cast for an office, the committee will
hold a run-off election between the two (2) candidates with the most
votes. Section
V.
Special elections may be held to fill a vacancy of an
elected officer of the Board of Directors, at the discretion of the
President. Section
VI.
Term The term of office for each regularly elected officer
shall be one year. The term
of office shall be from June 1 through May 31.
The term for officers elected to fill a vacancy will run from their
election date through May 31. ARTICLE III OFFICERS AND THE BOARD OF DIRECTORS Section
I
All Officers of the Club, committee members and trip leaders shall
serve without salary or compensation of any kind. Section
II. The
regular term of office of the Board of Directors shall be from June 1 to
May 31. During the month of May, the outgoing officers shall transfer all
equipment and records to the new officers at a joint Board meeting.
Outgoing officers shall also acquaint the new officers with their
respective duties at that time. Section
III. The Board of Directors shall meet at least once a month.
Attendance of at least five (5) Officers shall be required to
constitute a quorum. Four
affirmative votes are required to carry a decision. Section
IV.
Special meetings of the Board of Directors may be called at any
time by the President. Section
V.
Any officer of the Board of Directors may be removed from office
upon concurrence of four (4) members of the Board of Directors. Section
VI.
Decisions reached by the Board of Directors may be reversed by a
vote of more than 50% of the active club members.
Any active member may petition that a decision be put to a vote by
the membership. The petition must include the signatures of at least 10% of
the active membership. Section
VII.
The Board of Directors will appoint an audit committee, independent
of the Board, for the purpose of the audit of the books of account and the
Annual Report. The results of
such an audit shall accompany the Annual Report. Section
VIII.
The duties of the officers include, but are not limited to the
following: A.
President 1.
The President is the Chief Executive Officer of the Club and shall
preside over the following meetings: a.
Meetings of the Board of Directors b.
Meetings of the General Membership c.
Other special purpose meetings 2.
All other officers report to the President 3.
The President is responsible for all foreign matters. 4.
A proposed budget for the upcoming year shall be presented to the
general membership at the first meeting in October. B.
Vice President 1.
The Vice President shall, in the absence of the President, perform
all of the duties of the President. 2.
Proper accounting for the Club property is the responsibility of
the Vice President 3.
The Vice President is responsible for the activities of the Social
Committee. C.
Secretary 1.
The Secretary shall record and maintain legible minutes, signed and
dated, of all meetings of the general membership and Board of Directors. 2.
All records, except as otherwise noted in these By-Laws, are
maintained by the Secretary. 3.
The secretary is responsible for all correspondence of the Club
officers and committees, and for notification of activities to the general
membership. 4.
The Secretary is responsible for the activities of the Publication,
Program, and Publicity Committees. 5.
All minutes of the past board year shall be submitted to the new
President when the incoming board convenes. 6.
The Secretary is responsible for maintaining and filing all
incorporation papers. This
includes but is not limited to, the changing of the registered agent. 7.
The Secretary shall become the registered agent. D.
Treasurer 1.
The Treasurer is responsible for all funds of the Club and shall
maintain the appropriate records. 2.
The Treasurer must present a monthly financial report to the Board
of Directors and to the general membership and a detailed Annual report to
the general membership during the month of July.
The Annual Report shall cover the fiscal year, which is July 1
through June 30. 3.
A proposed budget for each committee will be submitted to the Board
of Directors subject to their approval. 4.
All tax and accounting matters are the responsibility of the
Treasurer. 5.
The Treasurer is responsible for the collection of all dues and
will issue a dues payable statement to each member by August 15th. 6.
The treasurer is responsible for the activities of the Ways and
Means Committee E.
Treasurer 1.
The Ski Director is responsible for all activities of the Club
which are directly related to skiing. F.
Membership Director 1.
The Membership Director shall administer all Club By-Laws and
Policies regarding membership. 2.
The Membership Director is responsible for all activities of the
Membership Committee. 3.
The Membership Director is responsible for developing programs to
maintain/increase membership as appropriate. 4.
The Membership Director shall work to increase member involvement
in the Club. ARTICLE IV COMMITTEES Section
I
Each committee must coordinate its activities with other
committees, as appropriate, and is responsible for implementing the
directions and programs provided by the responsible officer.
Each committee must submit to its supervising officer a projected
program and estimated budget within 30 days of assumption to office.
All committees must submit an annual report to its supervising
officer by May 31. Section
II. The
Social Committee is a function of the office of the Vice President.
Functions of the committee include, but are not limited to:
planning and implementing the social program. Section
III.
The Membership Committee is a function of the office of the
Membership Director. Functions
of the committee include, but are not limited to: issuance of membership
cards, collection of dues from new members, maintenance of the roster of
Active and Inactive members, coordinate membership renewal and all other
activities related to the maintenance of the membership. Section
IV.
The Program Committee is a function of the office of the Secretary.
Functions of the committee include but are not limited to:
implementation of the program events for regular meetings. Section
V.
The Publicity Committee is a function of the office of the
Secretary. Functions of the
committee include, but are not limited to: development of all promotion
and publicity for the Club. Section
VI.
The Publication Committee is a function of the office of the
Secretary. Functions of the
committee include, but are not limited to: the publication and circulation
of the Club periodical. Section
VII.
The Ways and Means Committee is a function of the office of the
Treasurer. Functions of the
committee include, but are not limited to: all activities associated with
raising funds for the Club which are not related to activities of other
committees or dues collection. Section
VIII.
The Ski Trip Committee is a function of the office of the Ski
Director. Functions of the
committee include, but re not limited to: searching for suitable lodging
for the trips, planning, implementing and supervision of them, all other
duties related to them. Section
IX.
The chairperson of the above mentioned committees may select and
name their own committee members. Section
X.
Additional, special or temporary committees may be created by the
Board of Directors and assigned to the appropriate officer as required. Section
XI.
The recommendations of the various committees shall be subject to
the approval of the responsible officer. ARTICLE V MEETINGS Section
I
There shall be at least two regular meetings each month during the
period of September through May. The
time and place will be selected by the membership. Section
II.
The first regular Club meeting of October will be
designated for the presentation of proposed programming for the ensuing
season. Section
III.
Special meetings of the Club may be called at any time by the
President. Section
IV.
Meetings shall be held during June, July and August.
The frequency of such meetings shall be determined by the Board of
Directors. Section
V.
The Board of Directors may cancel a meeting for cause. ARTICLE VI COMPENSATION FOR TRIP LEADERS Section
I
Trip Leaders may be appointed by the Board of Directors to run any
overnight, weekend, or other multi-day trips that include twenty (20) or
more people. Section
II
To qualify as a Trip Leader or Assistant Trip Leader the person
must be a member in good standing. Section
III
Trip Leaders must agree to perform all the duties of a trip leader
as defined in The Trip Leader Comp Policies. Section
IV
Only 1 person may be appointed trip leader for each trip and 1
person cannot receive more than one comp per club calendar year or the
same trip comp within two (2) consecutive club calendar years. ARTICLE VII DISSOLUTION In accordance
with New Jersey Statutes for Non-Profit Organizations all assets of the
Club can only be donated to qualified charitable organizations. General Policies on Trips & EventsThese policies will apply to all ski trips, other weekend off-season trips and events unless otherwise stated for a particular event.
Trip Leader Policies
A. member of MCSC in good standing B. approved by the MCSC
board C. a member may receive only one (1) trip
discount in any club calendar year regardless of how many trips that
member leads D. no member may receive a trip discount for
a similarly classified trip, based on destination and duration, for
consecutive club calendar years E. attendance on the trip of which the trip
discount will be received F. ability to complete trip leader
responsibilities listed below
A. any overnight MCSC trip that includes 20
or more people B. overnight trips include: ski trips,
spring trips, summer trips and fall trips C. Maximum of (2) trip discounts shall be
given for each trip, one for the trip leader and one for the
co-leader/assistant trip leader.
A. The balance of the comp* and any
additional comps shall be
rolled back into the trip's price as a discount to all attendees. B. A maximum of two (2) trip discounts will
be given by MCSC for any trip regardless of the number of comps issued by
the resort or tour operator.
4. Amount of trip discount:
the amount of the trip discount shall be 50% of the advertised member trip
price for early sign-up up to a maximum of $550. 5. Trip leader, co-leader & assistant
leader responsibilities prior to the trip: A. finalize dates, price and payment
schedule for trip with ski director B. prepare information and submit it for
preparation of trip flyer C. promote the trip at all MCSC general
membership meetings/functions or provide for a substitute promoter D. arrange any special events during the
trip with the resort or tour operator E. collect and receipt into the MCSC
treasurer all payments received or provide for a responsible substitute F. develop and keep a current list of all
trip participants including name, address and phone # G. adjust trip participants' list for any
cancellations H. create a rooming list and keep it current I. verify names on passports with the
rooming list on international trips J. supply current rooming list to the resort
or tour operator K. make all confirming phone calls to resort
or tour operator and any special events planned L. distribute any travel documents required
for the trip M. prepare and distribute travel itinerary
to the trip participants N. provide videos on the bus O. provide food and beverages (including
alcohol) on the bus P. continuously communicate
with the Ski Director for ski trips and/or VP of activities for other club
trips 6. Trip leader, co-leader
& assistant leader responsibilities during the trip: A. take attendance at group gatherings where
attendance is needed (i.e.: prior to bus departures) B. assist with any luggage problems C. direct the group in airports for ground
transportation or connecting flights, etc. D. re-confirm any special events for the
trip E. assist with any injury problems F. know how to contact the resort or tour
operator if needed G. know how to contact all trip participants
H. assist trip participants with any trip
related problems that arise 7. Trip leader, co-leader & assistant
leader responsibilities after the trip: A. turn in all receipts for reimbursement to
the MCSC Treasurer B. prepare and provide article for Ski Tales
to the editor or provide for a substitute writer C. confirm that any outstanding balances are
paid to the resort or tour operator through collaboration with the MCSC
Ski Director or VP of Activities and the Treasurer D. confer with the Ski Director or VP of
Activities regarding any refunds E. it
is the trip leader, co-leader & assistant leaders responsibility to
confer with their tax advisor concerning the reporting of the trip
discount as compensation on their yearly tax return 8. A Trip leader,
co-leader & assistant leader may not solicit or knowingly accept any
additional benefits, upgrades, perks or superior accommodations
under any circumstances to those offered to the other attendees on a trip. 9. A board member
may only run a comp event or over night trip in the event that no suitable
and qualified individual has volunteered to be a trip leader, co-leader
& assistant leader and/or the approved trip leader, co-leader &
assistant leader is unable to fulfill or has chosen not to fulfill the
responsibilities. Definitions: Membership FormsMembership Renewal Form (MS Word DOC) New Member Application (MS Word DOC)
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