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East Valley Ski Club Bylaws:

The by-laws were originally approved by a majority vote of the general membership at a regular meeting held on August 2, 2003. They were subsequently amended by a majority vote of the general membership at regular meeting held on the following dates:

ARTICLE I

NAME and PURPOSE

Section 1: FORMATION - The East Valley Ski Club, which was duly formed in May, 2002, shall hereinafter be referred to as the EVSC or the Ski Club.

Section 2: PURPOSE - The EVSC is formed as a non-profit recreational organization. The purpose of the club is to actively participate in and promote winter sports, especially snow skiing and snowboarding and year round activities. A primary function of the EVSC is to organize and facilitate multi-day trips to winter sports locations.

Article II

DEFINITIONS

Executive Board: The controlling body of the EVSC comprised of elected officers and delegates.

Quorum: At least 15% of the vote eligible membership constitutes a Quorum.

Member: Anyone over the age of 21 who has been accepted by the EVSC and is current in their financial obligations to the EVSC.

East Valley: The East Valley is defined as the area comprised of Ahwatukee, Tempe , Scottsdale, Mesa, Chandler, Gilbert, Chandler Heights, Higley, Sun Lakes, Queen Creek and Apache Junction, Arizona and the unincorporated lands surrounding those communities.

ARTICLE III

EXISTENCE

Section 1: PERPETUITY - This Ski Club cannot be dissolved while there are at least 20 dues paying members therein who desire to continue its existence.

Section 2: Should EVSC fall to 20 or less members, the club may be dissolved by a majority vote of the members.

Section 3: DISSOLUTION - Upon the dissolution of this Ski Club, all its properties and assets, including its funds, books and records shall be divided among the existing dues paying members at the time of dissolution.

ARTICLE IV

MEMBERSHIP

Section 1: MEMBERSHIPS - The Ski Club has the following forms of Membership:

A. Single: Individual person aged 21 years or more.

Section 2: APPLICATION - Applicants for membership in this Ski Club shall be required to fill out forms specified or approved by the elected officers of the EVSC and said forms must be accompanied by the required initiation fee (if applicable) and first year dues.

Section 3: MEMBER RIGHTS - All members, if annual dues are paid, shall be good standing members and entitled to participate fully as members in the affairs of the Ski Club until expelled, suspended, or until the Ski Club is disbanded.

Section 4: VOTING RIGHTS - All members 21 years of age and over are eligible to vote, hold office and participate on any committee sanctioned by the Ski Club.

Section 5: Termination or Suspension of Membership - The Board of Directors may suspend or expel a Member for cause by a majority vote. Grounds for expulsion include, but are not limited to, failure to adhere to these Bylaws, the Club's Articles of Organization, or any other policies and procedures established by the Board of Directors. The decision of the Board of Directors with respect to the suspension or expulsion of a Member is final.

Section 6: Resignation - Any member may resign upon surrender of any club property, including monies. However, such resignation does not relieve the resigning member of the obligation to pay assessments, or other accrued charges. Any person resigning from membership will not be entitled to any refund of dues.

Section 7: Transfer of Membership - Membership in the Club is not transferable or assignable.

Section 8: Grievances - Any member who disagrees with a Board of Directors decision may present his/her grievance at a regularly scheduled Board of Directors meeting.

ARTICLE V

FINANCES

Section 1: REVENUE - The revenue of this Ski Club shall be derived from initiation fees, annual dues, and such other money collected to defer the cost of social functions.

Section 2: FEES and DUES - The initiation fee and annual dues for membership in the EVSC shall be determined by a majority vote of the Executive Board at a regularly scheduled meeting.

Section 3: Payment of ANNUAL DUES - The annual membership dues of this club are payable annually between August 1 and the first meeting of the new season, but the annual deadline may be extended by the Executive Board to no later than October 31.

Section 4: FISCAL YEAR - The fiscal year of this Ski Club shall be the twelve month period beginning September 1 and ending with the last day of August each year.

Section 5: DISBURSEMENTS - The funds of this Ski Club cannot be divided among individual members except as provided for in Article II, Section 2. Expenditures of Club money shall be only for valid purposes of the Club, and in all cases shall be made by check.

ARTICLE VI

MEETINGS

Section 1: MEMBERSHIP MEETINGS - Regular meetings of the membership of this Ski Club shall be held at least once a month during ski season deemed to be September through April. Should any business require special action and attention, a special meeting may be called for that purpose by any officer of the EVSC. The secretary shall distribute time and location of the meetings to the membership at least one week and one day prior to the meeting.

Section 2: EXECUTIVE BOARD MEETINGS - Officers shall meet as deemed necessary by the President. Any officer may call a special meeting of the Executive Board.

Section 3: JOINT MEETINGS - Membership meetings may be held jointly with another ski club or clubs until the membership of the EVSC is large enough to warrant a separate meeting.

Section 4: Voting - Membership voting shall be either by the member at a membership meeting or by email. A quorum of the membership must have voted for any matter before the club for the matter to be accepted.

ARTICLE VII

COMMUNICATIONS

Section 1: The EVSC shall establish and maintain a web page to communicate information to the membership.

Section 2: The primary mode of personal communication to the membership outside of meetings shall be by email. Members are expected to provide, and keep current, their valid email address.

ARTICLE VIII

OFFICERS

Section 1: OFFICERS - The elective officers of this Ski Club, in succession, shall be the President, Vice President, Treasurer, Secretary and Race Coordinator (if needed).

Section 2: TERM - Except as otherwise specified by an amendment to the By-laws, the term of office for the elected officers of this Ski Club shall be one year.

Section 3: ELIGIBILTY LIMITATIONS - No member shall accept nomination for or be elected to any of the elective offices specified in Section 1 of this article if he/she is a candidate for another such office. Officers shall reside in the East Valley as described in Article II of this document.

There shall be no more than one officer from a single household at any time.

Section 4: ELECTION - The officers shall be elected by secret ballot by a majority of the votes cast by the voting members present at the election. Voting by proxy or mail is allowed only by sanction and direction of the executive officers.

Section 5: VACANCIES - A vacancy in any office may be filled by appointment of the Executive Board subject to membership approval. The appointee shall serve the remainder of the term.

Section 6: REMOVAL OF OFFICERS - Upon an affirmation vote of a majority of the membership, any officer may be removed and a successor elected at any regular meeting or special meeting of the membership called for such purpose.

Section 7: TRIP CAPTAINS - Responsible for promoting and managing a specific trip, are typically officers but not required to be an EVSC officer. A general member may be designated to perform the Trip Captain role by the elected officers.

ARTICLE IX

ELECTIONS

Section 1: Candidates for offices of the Ski Club shall be nominated in the month of March of each year, and nominations shall remain open until elections. Any such candidate shall be declared duly elected if nominations indicate no contest and the candidate accepts the nomination.

Section 2: Elections shall take place at a regular meeting held in the month of April of each year. Term of office will begin on May 1.

Section 3: The President shall not vote in an election except in the case of a tie, when his/her vote shall be the tie breaking vote.

ARTICLE X

DUTIES OF OFFICERS

Section 1: PRESIDENT:

Overall responsibility for all ski club activities
Preside over all meetings
Responsible for appointing committees on an as needed basis
Prepare ski trip bid requests
Keep records of meeting minutes (both officers and club meetings)

Section 2: Immediate Past President: The outgoing President will:

If the Past president agrees, serve a member of the Executive Board in the current year. This is an advisory position and has no vote on the board.
Prepare a written index of important motions passed during his/her term as President. This index is reviewed with the new Board at their first meeting in May.
Review the by-laws with the new Board of Directors at the last Board of Directors meeting in April.

Section 3: VICE PRESIDENT:

Establish and Reserve Meeting location
Determine Topic / Special Event for each meeting
Invite and confirm guest speakers for meetings
Preside over meeting in Presidents absences
Arrange year-end banquet (including notification of members)

Section 4: TREASURER:

Establish payment schedule for all trips
Keep accurate books on payments and received and payment made
Pay Vendors per agreed payment schedules
File all paperwork required by IRS and AZ Dept. of Revenue.
Provide an up to date financial status of the club at all officers meeting and at the end of the year close out the books and report financial status to all members.

Section 5: SECRETARY:

Finalize and Print trip flyers
Prepare & distribute an overall one page trip summary brochure
Prepare and distribute monthly meeting notices by email 1 week and 1 day prior to meeting.
Keep current and publish Membership list including email addresses
Act as Webmaster for the EVSC webpage.

Section 6: TRIP CAPTAINS - Officers are expected but not required to serve as Trip Captain for one trip per year. The Trip Captain is an appointed delegate of the Executive Board.

Promote the trip to the membership.
Collect and maintain sign-up and payment information for the trip.
Turn over all collect payments to the Treasurer.
Coordinate all trip related arrangements with the provider or travel agency.
Provide leadership and assistance to ensure members needs are met on trips.
Report at a general membership meeting on the trip results.

ARTICLE XI

COMMITTEES AND DELEGATES

Section 1: DELEGATES - Delegates shall attend the meetings or sessions of the body or assembly to which they have been delegated. They shall report to the Ski Club the proceedings of the organization to which they were delegated and perform such duties as pertain to their office.

Section 2: COMMITTEE MEMBERS - Appointment of committee chairs and delegates shall be on a volunteer basis and decided by the elected executive officers.

Section 3: ESTABLISHING COMMITTEEES - Establishing committees, the duties of the committees, the extent of its authority and the permissible amount of expenditures must be made known at regular Ski Club meetings. In any event, committees shall not be permitted to exercise functions belonging to other committees; shall not make or authorize expenditures without the prior approval of the officers and shall not exceed the authority granted to them by the officers. Personal functions involving club members will not receive expenditures from the Ski Club treasury.

Section 4: SUBSTITUTES - In case of the absence or inability of a committee member or delegate to discharge his/her responsibility, the President and/or the Executive Board shall be empowered to appoint a substitute.

Section 5: EXECUTIVE BOARD - The Executive Board shall consist of elected officers and committee head members. Only the elected officers shall have the right to vote in the executive board meetings.

ARTICLE XII

RULES OF ORDER

Section 1: DISRUPTIVE BEHAVIOR - Any conversation, by whispering or otherwise, or other conduct which is calculated to disturb a member speaking or hinder the transaction of business shall be deemed a violation of order and the person subject to removal from the meeting.

ARTICLE XIII

GENERAL PROVISIONS

Section 1: The EVSC assumes no responsibility for the acts or actions of individual members or guests of members.

Section 2: The EVSC assumes no responsibility for any injury that may be incurred by any individual member on or during any Ski Club function or activity.

Section 3: Waiver of Liability - All members and guests attending a club activity or event are required to sign release and waiver of liability forms as established by the Board of Directors.

Section 4: No agreements shall be binding on the EVSC unless signed by the officers or representative authorized by this Ski Club to act for it.

Section 5: Indemnification: No officers, committee chairperson, delegate or member of the EVSC shall be personally or otherwise liable for their duly authorized acts for omissions when acting in behalf of the Ski Club.

Section 6: Trip Selection - Competitive bids are require before the selection of any vendor to provide trip services. EVSC officers shall not have any monetary or personal interest in any vendor bidding to provide trip services to the EVSC.

Section 7: Joint Trips - The EVSC may join in join trips arranged by another ski club with Executive Board approval.

Section 8: Trip Captains may be afforded a trip discount as determined by the Executive Board as compensation for their efforts on the members' behalf.

ARTICLE IV

REVISIONS TO THE BY-LAWS

Section 1: In the event that existing by-laws need to be amended, a volunteer committee will be formed and charged with drafting the revision.

Section 2: The volunteer committee shall revise the by-laws and present the proposed revisions to the general membership at a regular or special meeting.

Section 3: Voting and acceptance by a majority of members voting on said amendments will be conducted at any subsequent meeting.

Section 4: A quorum of at least 15% of the membership must vote on by-law changes.

Section 5: Amended by-laws will be read to the general assembly.

ATTACHMENT A

EVSC Policies

These are events that are organized by members for the benefit of the members or personal events open to the club. To qualify as a sanctioned event, the party or event must be:

Approved by the Board
Announced at Club meetings
Listed on the Club calendar of events
Published in the meeting minutes
Open to all Club members

Sanctioned events are the responsibility of the organizer. They can operate at a profit or a loss at the discretion of the organizer. The Club is not responsible for any financial loss incurred by the organizer of an event. The club does not claim any profit made by the organizer of an event.

These are events organized with the intention of raising funds to benefit the Club treasury. The funds generated by a fund raising event can be earmarked for a specific expense or added to the general treasury. This is decided by the organizer of the event (with the approval of the board). To qualify as a fundraising event, the party or event must be:

Approved by the Executive Board
Announced at Club meetings as a fund raiser
Listed on the Club calendar of events
Published in the meeting minutes
Designed to generate funds

The EVSC treasury will reimburse the organizer of a fund raising event for all the costs incurred by the event. All of the funds generated by the event are the property of EVSC.

Registration

The Club sponsors multiple ski trips per year, .These trips are budgeted for the benefit of the members. The Treasury does not benefit from these trips, they are run to “break even”. The prices are set based on the best group rates we are able to negotiate. These group rate savings are passed along to the members on each trip. The member rate for a given trip may be increased beyond the negotiated rate to account for incidentals.
Group size per trip is limited by the number of bus seats, airplane seats and/or accommodations available.
All trips are filled on a first come, first served basis.
Minimum deposit of $50.00 per person is due when a spot is reserved. Note : The spot is not reserved until the deposit is paid.
Trip Captains are responsible for collecting the deposits and keeping an up to date list of the people on the trip.
When a trip is filled, the trip organizer may start a “waiting list” of people who want to get on the trip if/when a spot becomes available.
Full payment is due on the date specified by the Trip Captain. If payment is not received, the Trip Captain may (after due notice) consider that spot to be open and fill it from the waiting list. Note : It is the responsibility of each individual on the trip to get their deposits and final payments to the Trip Captain on time.

Members who sign up for a spot on a trip are responsible for full payment for that spot unless the member is able to get someone else to take the spot or the Trip Captain can fill your spot from the waiting list.
No deposits or payments will be refunded until after the trip.
In the rare instance that EVSC cancels a trip; the Ski Club will refund all payments and deposits. This would only happen if the Ski Resort is closed and the bus company and the Hotel/Lodging released us from our reservation (not very likely).

Trip Captains make up room assignments and try to accommodate as many people as possible. If you have a specific preference of roommates, please use the space on the Trip Form to let the Trip Captain know this in advance.

Note: On trips where rooms are limited, it may not be possible to give everyone their choice of roommates. This is the inherent drawback in any group trip. Please be flexible if you choose to sign up for such a trip.

It is the responsibility of each individual to get themselves and their luggage to the transportation on time. If you miss the bus or plane, you do not get a refund.
Some trips are not appropriate for children. The EVSC Executive Board, at their discretion, may set a minimum age for trip participants.
Any additional costs incurred are the responsibility of the participant.

Monday, August 8, 2005 8:29 PM