Apache County ATV
Apache County ATV Club bylaws
A draft revision to the Club’s bylaws is provided in active link Adobe .pdf file and the bylaws document for membership review. You are encouraged to review this draft version over the next 30 days and forward any suggested edits or changes to firstname.lastname@example.org (or call Jack at 908.672.4553) no later than November 26th, Thanksgiving. Changes and edits will be incorporated into a final version, which the membership will vote on at the Club’s next meeting. Since the 4th Thursday of November is Thanksgiving, the next meeting will be Saturday, December 5th. The Club is also planning its Christmas part for this day. Details of time, place, etc. will be available as the planning proceeds.
Most of the changes to the bylaw are more editorial and clean-up changes. For example, the Club has a new name. The major change is how the Club elects its officers. Following the last election there was general agreement that the membership should vote directly for each officer instead of electing the Board and the Board determining which Board members will assume which office. If you don’t do anything else reviewing the new officer election mythology is highly encouraged.
APACHE COUNTY ATV CLUB BYLAWS
ARTICLE I – NAME
The name of this non-profit organization is the Apache County ATV Club, Inc., hereinafter referred to as “The Club”.
ARTICLE II – PURPOSE OF ORGANIZATION
The Club is dedicated to those activities and purposes set forth in The Club’s Articles of Incorporation as well as the following: The creation and preservation of Off Highway Vehicle Trails; Promoting ATV/UTV riding throughout Apache County and surrounding areas as a safe and enjoyable family oriented activity; Introducing ATV/UTV riders from around the world to the beautiful Eagar/Springerville Arizona area; Establishing working relationships and collaborations with all Off Highway Vehicle related government agencies, including but not limited to the Apache Sitgreaves National Forest Service, for the promotion and creation of permanent OHV trails in the area; Educating the public on proper and responsible ATV/UTV riding and the importance of protecting our natural resources to ensure the ability of future generations to enjoy the beauty and bounty of our forests; Sponsoring or supporting events that contribute to the above purposes; and; Exercising and asserting all powers and authority granted to corporations under the laws of the State of Arizona for the accomplishment of The Club’s purposes.
ARTICLE III – MEMBERSHIP
Section 1 – Admission to Membership
Individuals interested in furthering the sport of ATV/UTV riding may become members upon application and payment of annual dues as established by The Club. All riders ride at their own risk. Neither The Club nor members thereof shall be held responsible for any accidents or injuries incurred during any of the Club’s rides or other activities.
Section 2 – Certificates of Membership
The Club shall issue membership cards evidencing membership in The Club. Non Club members participating in Club activities, rides, etc., will be required to sign a release from liability weaver.
Section 3 – Classes of Membership
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The Club shall have two (2) classes of membership. The designation of classes and qualifications and rights of the member shall be as follows:
Regular Member: Applicant shall be a minimum of 18 years of age and pay annual dues as established by The Club. Only members in this class shall have voting power.
Youth Member: Applicant shall be under 18 years of age and have a parent or guardian holding current membership in The Club.
Section 4 – Membership Dues
Annual membership dues shall be established by the Board for single persons, for couples/families and for youth members. Dues are payable to The Club Treasurer at or before the first meeting of the year. Membership dues and structures are subject to change by the Board with a minimum of 90 days notice to the members. At least five Board members must approve a change in the Club dues. Dues may be prorated for new members. Renewing members are expected to pay the full annual rate.
ARTICLE IV – BOARD OF DIRECTORS/OFFICERS
Section 1 – Powers and Purpose
There shall be a Board of Directors of The Club which shall supervise and control the business, finances, property, and affairs of The Club, except as otherwise expressly provided by law, the Articles of Incorporation, or these Bylaws. The purpose of the Board shall be to formulate and execute plans, policies, and programs and give advice and direction to committee chairpersons, and to coordinate plans for Club activities.
Section 2 – Number and Qualifications
The Boards of Directors shall consist of seven (7) voting members and shall be the Officers of the Club. All members shall be eligible to serve as voting members of the Board.
Section 3 – Election and Term of Office
Each Director/Officer shall be elected by the direct vote of membership. Members shall be notified by the Board at least thirty (30) days prior to the annual meeting of the specific Offices to be elected at said meeting. The term of office for each Director/Officer shall be two (2) years. Director/Officer terms shall be staggered to provide the Club with continuity of leadership.
Section 4 – Resignation, Removal, and Vacancies
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Any Director may resign at any time by giving written notice of resignation to the President of the Board. Such resignation shall take effect at the time specified therein or, if no time is specified, at the time of acceptance thereof as determined by the President of the Board.
Any Director may be removed from the Board, with or without cause, by a two-thirds vote of the members at any regular or special meeting called expressly for that purpose.
Vacancies shall be filled by a majority vote of the remaining members of the Board of Directors for the unexpired portion of the term at the meeting following the occurrence of the vacancy.
Section 5 – Regular and Special Meetings
The Board of Directors shall set a place and time for an Annual Meeting as soon as practical after the previous year’s annual meeting.
Monthly membership meetings shall normally be held the fourth (4th) Thursday of each month. The time and location for the meetings will be posted on the Club’s web site.
Roberts Rules of Order (as revised) shall govern the meeting of membership except where The Club by-laws specifically provide for other processes.
The Board of Directors may hold special meetings as called by the President of the Board or at least five (5) Directors. Notice of the time, date, and location of any special meeting shall be given to members at least three (3) days prior to such meeting via email correspondence. Said notice shall include the purpose for which the meeting is being called. Attendance at a meeting without objection thereto by a member or Director shall constitute a waiver of notice.
Section 6 – Quorum and Manner of Acting
Five (5) Directors shall constitute a quorum for the transaction of business at any meeting. The affirmative vote of four (4) directors at any meeting at with a quorum shall be the act of the Board of Directors. Voting by proxy shall not be permitted. The board may take action without a meeting if written consent to the action is signed by all of the Directors. Board members may attend Board meetings virtually using telephonic or other available technologies.
ARTICLE V- OFFICERS
Section 1 – Officers
The officers of The Club shall be a President, Vice President, Secretary, Treasurer, Trails Committee Chair, Events Coordinator and Membership Chair. The Officers of the Club shall constitute the Club’s Board of Directors.
Section 2 – Election and Tenure
Each Officer of the Club shall be elected at the Annual Meeting by a direct vote of the Club
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Membership. Members in good standing may cast their votes at the Annual Meeting via a written secret ballot or via an absentee ballot process approved by the Board. Absentee ballots must be received in time to be counted with the ballots cast by the Members present and voting at the Annual Meeting.
Any member in good standing, who has agreed to serve in a specific office, may be nominated for election to that office by any other member in good standing with a “second” to the nomination by any other two members in good standing. If the Board deems appropriate it may form a nominating committee to manage the nomination and balloting processes.
Section 3 – President
The President shall be the principal executive officer of The Club and shall, in general, supervise and control all of the business affairs of the Club. The President shall preside at all meetings. The President, or his/her designee Board member, shall be an ex-officio member of all regular and special committees, and, in general, perform all duties incident to the office of the President. The President must be a resident of Apache County.
Section 4 – Vice President
In the absence of the President, or in the event of the inability or refusal to act, the Vice President shall perform the duties of President and when so acting, shall have all powers of, and be subject to all restrictions upon the President, excepting the Apache County residence requirement.
Section 5 – Secretary
The Secretary shall attend all meetings and shall preserve, in books of The Club, true minutes of the proceedings of all such meetings; ensure that all notices are given in accordance with these bylaws, statute, or resolution; keep all Club records including a register of all membership records including mailing addresses, contact numbers, and email addresses; and in general perform all duties related to the office of Secretary.
Section 6 – Treasurer
The Treasurer shall have custody of all Club (corporation) funds and securities and shall keep, in books belonging to The Club, full and accurate accounts of all receipts and disbursements. The Treasurer shall also perform the following:
Deposit all money, securities and other valuable effects in the name of The Club in such depositories as may be designated by the Board for that purpose. Disburse the funds of The Club ONLY by checks signed by him/her and one (1) other Club Officer
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Render to the President and membership at the Annual Meeting, and whenever requested an account of all transactions as Treasurer of the financial condition of the Club.
Section 7 - Ride Committee Chairperson
The Ride Committee Chairperson will act as Chairperson of the Ride Committee and be responsible for the organization of all club rides at the direction of the Board of Directors.
Section 8 - Special Events Chairperson
The Special Events Chairperson shall be responsible for the organization of all club social activities at the directions of the Board of Directors.
Section 9- Membership Director
The Membership Director will be responsible for new member orientation and act as liaison between the general membership and the Board of Directors.
Section 10 - Web Master
The Web Master shall be appointed by the Board based on the necessary skills. The Web Master shall oversee all club web site activities and shall be an active member on the Board without voting privileges.
Section 11– Non-Standing Committees
The Board of Directors may create other committees as it shall deem appropriate to carry out the purposes of The Club. All non-standing committees shall automatically sunset at each Annual Meeting unless reauthorized by the Board.
Section 12 – Chairpersons
Chairpersons for standing committees must be Directors. The President shall always be the chairperson for the Public Relations & Regulation Committee. Chairpersons shall be appointed by the Board of Directors.
ARTICLE VI – CLUB INCOME AND SUBSEQUENT EXPENDITURES
Section 1 – Trail Development and Maintenance
Funds shall be expended for all trail development and maintenance, i.e., trail brushing, culvert installation, bridge installation and maintenance, equipment purchase and maintenance, and sign installation and maintenance upon approval by membership of The Club.
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Section 2- Incidental Expenditures
The Club officers shall have the authority to expend no more than $5,000 for incidental and routine expenditure, i.e., stamps, office supplies, etc. without approval of the membership of the Club.
ARTICLE VII- DISSOLUTION OF CLUB ASSETS
Section 1- Dissolution of The Club
If, at any time, the Apache County ATV Roughriders ATV Club no longer exists for the purpose and objectives set forth in its constitution, The Club will hereby be dissolved.
Section 2- Disposition of Club Assets
At the time of dissolution of the Club, any and all assets shall immediately revert to an entity named at the discretion of The Club at the last meeting.
ARTICLE V111 – AMENDMENTS
These by-laws may be amended at any annual or special meeting of the members by vote of a majority of the members present, provided that written notice was given at the previous regularly scheduled meeting of 1) the intent to amend, and 2) the proposed amendments. The proposed by-law amendments will be posted on the Club’s website following the notice to the members at a regularly scheduled meeting.
ARTICLE IX - FISCAL YEAR
The fiscal year of the Club shall be the calendar year January 1st to December 31st inclusive.