Mission and By-laws

CLUB PROFILE

The Allegan County Snowmobile Club is a participant in the Michigan Department of Natural Resources Grant Sponsor Program and is a member of the Michigan Snowmobile Association. We currently operate two trail groomers and maintain 98 miles of trail.

OUR MISSION

The mission of the Allegan County Snowmobile Club is to promote and educate the public concerning the sport of safe snowmobiling.  Using our members, clubhouse facilities, grooming operations and affiliation with the State of Michigan and Michigan Snowmobile Association, we strive to promote all aspects of the sport and to educate our members and other enthusiasts to practice safe snowmobiling.  We encourage all members to ride in a friendly and safe manner.

We ask all snowmobile enthusiasts to respect the rights of others, especially our landowners and those who live near the trail system.  Be responsible, courteous and safe at all times.

OUR BY-LAWS

APPROVED BY-LAWS

Of the ALLEGAN COUNTY SNOWMOBILE CLUB, INC.

Approved on April 1, 2012 by the Members

Amended on April 14, 2013 by the Members

Article I – NAME AND PRINCIPAL LOCATION

This organization shall be known as ALLEGAN COUNTY SNOWMOBILE CLUB, INC. located at   1697 36th Street, Allegan, MI 49010.

Article II – MISSION

The mission of the Allegan County Snowmobile Club (referred to as the “Club” in this document) is to promote and educate the public concerning the sport of safe snowmobiling.  Using our members, clubhouse facilities, grooming operations and affiliation with the State of Michigan and Michigan Snowmobile Association, we strive to promote all aspects of the sport and to educate our members and other enthusiasts to practice safe snowmobiling.  We encourage all members to ride in a friendly and safe manner.

ARTICLE III – ORGANIZATION AND LEGAL STATUS

Section 1 – Tax Exempt Status

The Allegan County Snowmobile Club is organized under IRS Section 501(c) (7) as a social membership organization and is tax exempt under that Section.  Donations to the Club are not qualified as tax deductible.  This Club is organized for the purpose of having a group for education, recreation, pleasure and other similar nonprofit purposes as specified by Code Sec. 501(c)(7) including but not limited to the acquiring of property, both personal and real, which would enable the Club to further carry out its Mission Statement.

ARTICLE IV – MEMBERSHIP

Section 1 – Membership

Membership in the Club shall be open to all persons interested in the development and promotion of the proper use of snowmobiles and other snow vehicles for the purpose of enjoyment and recreation.  There are three classes of memberships: individual memberships, family memberships and commercial memberships. An individual membership shall have one (1) Primary Member, a family membership shall have two (2) Primary Members and a commercial membership shall have one (1) Primary Member.  A Primary Member must be 18 years of age or older.

Section 2 – Lifetime Members

A club member may become a lifetime member after twenty-five (25) years of continuous membership in good standing.  Lifetime members will then be considered Primary Members in good standing.

Section 3 – Voting

Only Primary Members in good standing may vote in Club elections and on other Club matters and must be present in order to vote, except as otherwise specifically provided.  There shall be no absentee ballots or proxy votes for any election or for any other vote of any nature unless otherwise specifically permitted. Voting may occur remotely if a member is electronically connected to said meeting using meeting specific software, unless a written ballot is required.   Primary Members in good standing are those whose fees have been paid at least one (1) week prior to the Annual Meeting or prior to the Meeting at which the member wishes to vote.

Section 4 – Meetings

The Club will hold a general meeting(s) of the membership as determined by the Board of Directors from October – April of each year.   The Annual Meeting of the Club shall be held in April each year, on a date determined by the Board of Directors.  Special meetings of the Club may be held at the call of the President, at the call of a majority of either the Officers of the Club or of the Board of Directors of the Club.

Section 5 – Rules of Order

Robert’s Rules of Order will be used as a procedural guide.  These By-Laws take precedence over Robert’s Rules of Order when there is a written exception.

Section 6 – Method of Giving Notices

Club members and Board members alike will be notified via an email or by USPS mail of regularly scheduled meeting dates and locations as determined by the Board of Directors at the beginning of the fiscal year or as the Board approves such meetings.  Changes to these various dates will also be communicated via email or by USPS mail (if email is not available).

Section 7 – Timing of Notices

Notice of the Annual Meeting will be communicated to members not less than fourteen days prior to the date of the meeting.  Each member shall be given at least seven (7) days’ notice of any special meeting of the Club or of a changed meeting date, indicating the business to be conducted at such meeting, unless the Board in its judgment determines the need to schedule a meeting in less time.

Section 8 – Fees

Membership fees and privileges shall be determined by the Board of Directors and approved by the members.  All members shall pay their dues commencing with the month of October and dues shall be for the year, October 1 to September 30.

Section 9 – Contributions to Other Organizations

No money will be donated to any other organization, charitable or otherwise, unless approved by a two-thirds (2/3) vote of all the members present at a scheduled meeting.

Section 10 – Code of Ethics and Rules

This Club hereby incorporates the Code of Ethics and Rules attached hereto. Any member of this Club not adhering to the Code of Ethics and Rules will be so notified in writing and disciplined as determined by the Board of Directors, including membership suspension or revocation.  Such membership suspension shall be for a period of time as specified by the Board of Directors.

Section 11 – Conflict of Interest

A conflict of interest is defined as any issue in which a Club member, Board member or one of their immediate family members (child, parent, grandparent or grandchild) might benefit financially from that issue.  Club members and Board members alike may not vote on any issue involving a conflict of interest.

Section 12 – Club Member Work Performed

Any work performed for the Club by a Club member bid for $500 or more shall require at least one (1) additional written bid from a non-Club member (regardless of reimbursement through the Grant account or the Club account).

ARTICLE V – GOVERNING BODY

Section 1 – Board of Directors

The governing body of the Club shall be a Board of Directors elected by the membership.  The Board shall consist of at least 6 members and may include up to 11 members.  All Officers are Directors.

Section 2 – Election

The Board of Directors shall be elected for a term of three (3) years at the Club’s Annual Meeting by a simple majority written vote of the members in good standing that are present at the Annual Meeting.  The Nominating Committee will prepare a list of candidates and report their recommendations to the Board thirty (30) days prior to the Annual Meeting.  The recommendations will be published on the Club’s website and listed in the notice of the Annual Meeting.  Nominations may be made from the floor.  Any nominee not present at said Annual Meeting must provide written consent to the nomination.  All nominees must be members in good standing.

Section 3 – Voting

There shall be no absentee ballots or proxy votes for any election or for any other vote of any nature.  Those who vote must be present at the meeting in question in order to vote. Voting may occur remotely if a member is connected electronically to the meeting using meeting-specific software unless a written ballot is required. All votes are to be by a simple majority of the quorum present, unless specified otherwise.

 Section 4 – Terms of Office

A term of office shall be up to a maximum of three years for Directors. Each term begins in April following election at the Annual Meeting. Terms of office for Board members shall be staggered so that not more than four (4) Directors are elected each fiscal year.  Officers are elected for terms of one (1) year.

Section 5 – Powers of the Board

The Board shall make all rules and regulations, policies and procedures, which it deems necessary and consistent with the Articles of Incorporation, the By-Laws of the Club and applicable statutes of the State of Michigan.  The Board may be overruled on any matter by a majority vote of members in good standing present at such meeting.  The Board shall conduct the day-to-day business of the Club and is authorized to spend reasonable and prudent amounts for the Club consistent with the annual approved budget.  Any amount to be spent that is $150 greater or more than the approved budget amount for that category requires a simple majority vote of the members present at a designated member’s meeting.

Section 6 – Meetings

The Board of Directors shall meet monthly from September – April and may hold its meetings at such times and places as a majority of the Directors determine.  The time and place of such meetings shall be communicated to members at least ten (10) days prior to such meeting.  A quorum for meetings of the Board of Directors shall be a simple majority (half or more) of the Board members. Special meetings of the Board may be called by the President, or called by a majority of the Officers or called by a majority of the Directors.

Section 7– Removal

Any Board member who, without cause, misses three meetings in a row will be expected to resign and may be removed from office by a majority vote of the Board.  The Board may appoint a new Director by simple majority vote of the quorum present to serve out the vacant term. The Board of Directors may remove any Director by the vote of a 2/3’s absolute majority of all the Board of Directors (not just a 2/3’s majority of the quorum present), whenever in its judgment; the best interests of the Club will be served thereby.

Section 8 – Compensation of Officers and Board Members

No Director of the Club shall be compensated for the performance of services for the Club, but may, by resolution of a simple majority of the members in good standing present at such meeting, be reimbursed for expenses incurred on behalf of the Club.  Such expenses are to be approved by the members prior to incurring such expense.  A documented invoice is required to be presented to the Treasurer for reimbursement.

Section 9 – Resignations

Any Director may resign at any time by giving written notice to the Board of Directors.  Any such resignation shall take effect upon receipt of written resignation.

Section 10 Vacancies

If there is a vacancy in any Director position, the Board may appoint a Director by a simple majority vote of the quorum of Directors present at such meeting. Any person appointed to fill a vacancy shall serve the remainder of the vacant term.

ARTICLE VI – OFFICERS OF THE BOARD

Section 1 – Officers – Amended 4/14/13

Officers of this Club shall be: President, Vice-President, Secretary, Treasurer, Grant Administrator and Sergeant-of-Arms, elected by a simple majority of the members present at the Annual Meeting.  Such Officers also shall be Board members.

Section 2 – Election and Terms

The President, Vice President, Secretary, Treasurer and Sergeant-of-Arms shall be elected for a term of one (1) year. During the fiscal year, Officers of the Club may hold only one position at one time but may hold different positions during the year.

Section 3 – Giving of Bond by Officers

The Club’s insurance policy shall carry a rider bonding all Directors, Officers and members in their performance of various Club related activities and duties in an amount determined by the Board of Directors.

Section 4 – Duties

DUTIES OF THE PRESIDENT: The President shall preside at all meetings of the Club and may vote at such meetings.  The President shall enforce the provisions of the Club’s By-Laws and Charter and shall be the general executive officer of the Club.  The President shall appoint all committees not otherwise provided for and shall designate a duly appointed Board Member to serve on such committee. The President shall prepare the agenda for each Board meeting and for each member’s meeting. The President shall be a member of the Grant Administration Committee.  The President shall also perform such other duties as may be assigned to him by the Board of Directors.

DUTIES OF VICE PRESIDENT: The Vice President shall assist the President in the discharge of those duties and during The President’s absence shall perform those duties. In the event that a vacancy occurs in the office of President, the Vice President shall act as President for the unexpired term, subject to the approval of the Board of Directors.  The Vice President shall be a member of the Nominating Committee and the Audit Committee.

DUTIES OF THE SECRETARY: The Secretary shall record the proceedings of the Club meetings, shall handle all Club correspondence and perform such other duties as may be designated by the Board of Directors from time to time. All correspondence and communication to the Club’s general membership shall be through, or coordinated by, the Secretary.

DUTIES OF THE TREASURER: The Treasurer shall receive and deposit all monies due the Club and Grant, shall disburse all funds as provided for in the approved annual Budget from either the Club or the Grant accounts, and shall record and report the activity of the accounts of the Club to the Board and to the members.  All monies received and disbursed shall pass through the Club’s bank accounts as designated from time to time by the Board.  The Club’s books shall be open for examination at any time by the Board of Directors and by members upon two (2) weeks written notification. Requests for reports will be $5, payable prior to receipt of said reports. The Treasurer shall make a financial report at each meeting of the Club and at such other times as designated by the Board of Directors. The Treasurer and any authorized Officer appointed by the Board of Directors shall sign all checks of the Club. No monies are to be paid to Club members or others in cash.  The Treasurer shall be a member of the Grant Administration Committee.

ARTICLE VII – COMMITTEES

The President shall appoint all committees not otherwise provided for and shall designate a duly appointed Board Member to serve on such committee.

Section 1 – Nominating Committee

The Nominating Committee shall accept nominations and prepare a slate of candidates for the Officers and Board of Directors.   This committee will report their recommendations to the Board for their review thirty (30) days prior to the Annual Meeting.  The Vice President shall be a member of this committee.

Section 2 – Grant Administration Committee

The Grant Administrator shall chair the Grant Administration Committee and compile any and all documents, financings and contracts, requests and projects with the State of Michigan related to administering the Grant.  The Grant Administrator, working with the Grant Administration Committee, shall prepare reports detailing the grant requests submitted to the State, indicating which requests have been approved and which have been denied. The Treasurer and Grant Administrator will sign all State reimbursement forms. Further, the Grant Administrator shall provide written reports from the State to both the Board and to members detailing the complete flow of monies through the Grant account.  The Grant Administration Committee shall review trail conditions annually, presenting a report of projects intended to improve the safety and/or ride-ability of the trails to the Board prior to the deadline for submitting Grant requests.  This Committee is responsible for ensuring that all deadlines concerning filing requests, reports and other documents with the State are met.  The President and the Treasurer shall be members of this committee.

Section 3 – Events Coordination Committee

The Events Coordination Committee is responsible for cooperating with and assisting the Event Coordinator to plan, organize, fund and carry out those events as may be approved by the Board and the members.

Section 4 –Audit Committee

The Audit Committee shall be responsible for reviewing the Treasurer’s records bi-annually (September – May) and report any discrepancies found during such review to both the Board and to the members.  The Treasurer shall correct such discrepancies within thirty (30) days of such finding.  The Audit Committee is responsible for reviewing bi-annually (September – May) the records and reports of the Grant Administrator and for giving a report to the Board and members indicating any discrepancies found during such review.  The Grant Administrator shall have thirty (30) days to correct such discrepancy. An annual report detailing the accuracy of record keeping by the Treasurer and the Grant Administrator shall be presented to the Board for its review and acceptance.  The Vice President shall be a member of this committee.

ARTICLE VIII – RECORDS OF THE CLUB

All reports presented to either the Board or members at designated meetings become the property of the Club.  Such records shall be returned to the Club at the end of each term served or as requested by the Board.  Records will be stored at the Club; the length of storage shall be according to current IRS regulations.

ARTICLE IX – FISCAL YEAR

The fiscal year of the Club shall be October 1st to September 30th.

ARTICLE X – AMENDMENTS OF BY-LAWS

Amendments to the By-Laws of the Club shall be made only upon a two-thirds (2/3) vote of the members of this Club who are present and voting at the Annual Meeting of the Club or at the special meeting called for the express purpose of amending said By-Laws.

ARTICLE XI – PROCEDURES

The Club’s Procedures are intended to further clarify the By-laws, define terms, and describe procedures and modes of operation and communication between the board members, committees, and the membership. The Procedures may be amended by majority vote of the Board of Directors.

ARTICLE XII – STATEMENT OF NONDISCRIMINATION

It shall be a policy of the Club to provide equal membership/employment/service opportunities to all persons without regard to race, religion, creed, color, national origin, age, sex, parental status, sexual orientation, disability or membership in any other organization.

ARTICLE XIII – DISSOLUTION OF THE CLUB

In the event of the dissolution of the Club, after paying or making provision for the payment of all of the liabilities of the Club, all of the Club’s assets, real and personal, shall be disposed of in a manner approved by an absolute vote of 2/3’s of the Club members who must be present to vote at such meeting, according to applicable IRS regulations.

ARTICLE XIV – CERTIFICATION

I hereby certify that the foregoing By-Laws were approved by two-thirds (2/3’s) of the members who were present and voting for the ALLEGAN COUNTY SNOWMOBILE CLUB, INC., at a duly called meeting of said Club, held on April 1, 2012.