NORTH EAST XTERRA CLUB, INC. BYLAWS
SECTION I: NAME
ARTICLE 1. The organization shall be known as the North East Xterra Club, Inc..
SECTION II: PURPOSE
ARTICLE 1. The North East Xterra Club, Inc. is organized as a not-for-profit corporation for the purpose of: a. Providing social, educational, and recreational activities for its membership. b. Participating in and supporting civic activities for the betterment of the community.
SECTION III: DEFINITIONS
NEXterra: North East Xterra Club, Inc.Event: a planned gathering, including, but not limited to: Social gatherings, Mod Days, and NEXterra trail runs. Quorum: Fifty percent (50%) plus one (1) member of the membership in good standing shall constitute Quorum.
SECTION IV: MEMBERSHIP AND DUES
SUBSECTION I: Membership Definitions and privileges
Supporting Member: A dues paying member of NEXterra. Supporting members in good standing can attend all NEXterra events; have voting rights; and may hold office.
Forum member: A registered member of the NEXterra internet Forum message board. Forum Members may be allowed to attend NEXterra events; lack voting rights; and can not hold office.
SUBSECTION II: Membership requirements
ARTICLE 1. All members are expected to respect and abide by NEXterra’s laws, regulations, and policies
ARTICLE 2. Owners of all 4×4 vehicles are eligible for Membership in NEXterra.
ARTICLE 3. Applicants for membership must be at least eighteen years of age must hold a valid drivers license, and must show compliance for the insurance coverage requirements of the state in which they reside on their vehicle(s).
ARTICLE 4. Each membership includes the immediate family; however, voting power is restricted to the vehicle owner.
ARTICLE 5. All members are expected to meet all financial obligations in a timely manner
ARTICLE 6. All members are expected to show responsible behavior and tread lightly.
ARTICLE 7. All members are expected to respect their property and the property of others.
ARTICLE 8. All Supporting Members are encouraged to attend two (2) events each year. All Supporting Members are encouraged to attend two (2) events each year. All Associate Member’s are expected to attend three (3) events during the calendar year, one of which must be an offroading event.
ARTICLE 9. Members shall immediately notify the Membership Coordinator upon a change of address, mailing address, or telephone number.
SUBSECTION III: Membership induction
ARTICLE 1. Any person wishing to become a Supporting member must apply with the Membership Coordinator and pay the required dues.
SUBSECTION IV: Fines and Punishments
ARTICLE 1. All members will be automatically expelled from the membership of NEXterra for consumption/use of, or operating a vehicle under the influence of, Alcohol and/or illicit drugs during a NEXterra trail run.
ARTICLE 2. All member punishments are to be determined by majority vote of the Executive committee.
ARTICLE 3: Any member who is pending an executive committee hearing is temporarily suspended until after the vote.
ARTICLE 4: In the event the member who is pending an executive committee hearing is an Executive Committee Member, they must recuse themselves.
ARTICLE 5. Executive Committee matters may be handled in person, or on the NEXterra Internet Forum boards, or through internet messaging programs such as ‘AOL Instant Messenger’ or ‘Skype.’
SECTION V: MEETINGS
ARTICLE 1. All meetings shall require Quorum.
ARTICLE 2. Meetings of the membership of the NEXterra shall be held at such time and place as may be designated by the President.
ARTICLE 3. Meetings must have a prior notice of at least three (3) weeks.
ARTICLE 4. Meetings may be held online via the NEXterra internet Forum message board, or via a peer-to-peer internet service such as ‘AOL Instant Messenger’ or ‘Skype.’
ARTICLE 5. All Voting matters, excluding emergency votes, presented at a meeting must be motioned, seconded, and tabled for one (1) week to allow for discussion.
SECTION VI: OFFICERS
ARTICLE 1. The officers of NEXterra shall consist of a President, Vice President, Treasurer, Secretary, Membership Coordinator, Sponsorship Coordinator, Events Coordinator, and Webmaster. These officers, along with three (3) at large members and one (1) alternate member, shall make up the Executive Committee.
ARTICLE 2. The term of all Officers/Executive Committee members shall be two (2) years, with the term commencing on January 1st and ending on December 31st.
ARTICLE 3. The President and Treasurer shall be elected in even numbered years. The Vice President and Secretary shall be elected in odd numbered years. The roles of Events Coordinator, Sponsorship Coordinator, and Webmaster shall be appointed in odd-numbered years by the President with the approval of the Executive Board Officers for two (2) year terms.
SECTION VII. DUTIES & POWERS OF OFFICERS
ARTICLE 1. The President shall oversee all management of NEXterra and ensure that officers are conducting their duties properly. The President shall serve as the official spokesperson for NEXterra. The President shall chair all NEXterra meetings. The President will co-authorize with the Treasurer all expenditures and transactions.
ARTICLE 2. The Vice President shall, in the absence of the President, serve in that capacity. The Vice President shall oversee charity events. The Vice President will be responsible for Delegate attendance for any organizations NEXterra belongs to. The Vice President shall oversee the election of Officers and shall also preside over all Executive Committee meetings. The Vice President shall also assist other officers whenever needed and available.
ARTICLE 3. The Treasurer shall keep accurate and complete financial records of the funds and accounts of this organization and shall collect all dues and maintain a record thereof. The Treasurer shall prepare the yearly budget for NEXterra. The Treasurer will oversee, and co-authorizes with the President, all expenditures and financial transactions.
ARTICLE 4. The Secretary shall keep, preserve, and distribute all records and minutes of all meetings, including Executive Committee meetings. The Secretary shall receive and answer all general correspondence pertaining to the organization.
ARTICLE 5. The Membership coordinator shall maintain accurate member records and member status. The Membership Coordinator shall assume the responsibility of ledger roll call and determine the number of voting members present so it may be known if a quorum is in attendance.
ARTICLE 6. The Sponsorship Coordinator shall organize sponsorship for NEXterra and NEXterra events.
ARTICLE 7. The Events Coordinator shall chair the Events Committee, and oversee and Organize Events.
ARTICLE 8. The Webmaster shall update and maintain the NEXterra website. The Webmaster shall also oversee the internet Forum Board Administrators, and appoint additional Temporary Administrators as necessary
ARTICLE 9. The Executive Committee shall perform all judicial functions of NEXterra.
SECTION VIII: Nomination and Election of Officers
ARTICLE 1. All elections shall require Quorum. Voting will take place either in person if a meeting is able to be held, or online through the NEXterra internet Forum message board.
ARTICLE 2. Annual Elections are to be held no later than December 1st.
ARTICLE 3. Nominations shall be held at least one (1) month prior to election.
ARTICLE 4. Members may nominate any Supporting Member, other than themselves, for an Office. Nominees must receive multiple nominations, or have a nomination seconded, to be a candidate.
ARTICLE 5. An Officer is elected by receiving Fifty percent (50%) plus one (+1) of the votes cast. If no one Candidate receives fifty percent plus one (50% +1) votes, a runoff is held between the top 2 Candidates.
ARTICLE 6. Elections of At-large and Alternate Executive Committee members is held and determined by a simple majority of votes. In the event of a tie, a runoff is held between the tied nominees.
ARTICLE 7. In the event the vacancy of an Office occurs, the Vice President can call for an emergency election, negating ARTICLE 3 the requirement of Nominations 1 month prior to the election. Otherwise emergency elections follow the aforementioned Election Format. In the event the Vice President Office is vacated, the President shall call for and oversee the emergency election. Alternatively, the remaining officers may temporarily appoint a replacement for any vacated office.
ARTICLE 8. Any NEXterra officer or Executive Committee member may be recalled by a two third majority vote of the entire membership.
SECTION IX: ADDITONAL COMMITTEES
ARTICLE 1. Committees shall be designated by the Officers. Each committee shall be assigned by the President to a director who shall be responsible for its activities and who, with the approval of the Officers, will appoint a committee chairman.
ARTICLE 2. An Event Committee shall be a Standing Committee chaired by the Event Coordinator. The Event Committee shall work with the Event Coordinator to help plan and coordinate club events.
SECTION X. EXPENDITURES AND FINANCE
ARTICLE 1. All monies received from all sources shall immediately be turned over to the Treasurer to be deposited in the checking account of NEXterra.
ARTICLE 2. No withdrawal from funds shall be made without the approval of the President and Treasurer. Single expenditures in excess of One Hundred Fifty dollars ($150.00) must have an approval of the majority of a voting quorum of the membership.
SECTION XI: AMENDMENTS
These bylaws may be amended by a two-thirds majority vote of Quorum at a meeting, including the internet forum message board. Any Abstaining voters will not count towards Quorum. Any amendment to the bylaws must be presented to the membership at the meeting preceding that in which the vote is taken.