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THE WHITE PLAINS SKI CLUB

FOUNDED 1953

 

Revised 2009

 

 

 

TABLE OF CONTENTS

 

 

CONSTITUTION

I.                  Name and Objectives

II.               Membership 

III.           Government

Officers

Committees

Club and Fiscal Year

IV.           Meetings

Executive and General

V.               Ratification and Amendment

 

BY-LAWS

I.                  Duties of Elected Club Officers

II.               Duties of Executive Committee

I.                  Duties of Standing Committees

II.               Duties of Special Committees

III.           Nomination and Election of Officers

IV.           Application for Provisional Membership

V.               Membership Classification and Regulations

VI.           Disciplinary Action and Expulsion

VII.        Dues

VIII.       Ratification of and Amendments to the Bylaws

 

BY-LAWS

 

I.                   Duties of the elected Club officers:

A.    Duties of the president shall be:

                                                              i.      To insure that all Club activities are carried out in accordance with the Constitution and By-Laws.

                                                            ii.      To schedule meetings of Executive Committee and General Membership unless otherwise provided for.

                                                          iii.      To formulate the agenda for meetings.

                                                          iv.      To preside at all meetings of the general Membership and Executive Committee.

                                                            v.      To sign contracts and/or instruments for the club with the approval of the Executive Committee.  Any real estate transaction or contract in excess of $1000 is subject to the approval of the Executive Committee and the General Membership.

                                                          vi.      To appoint committee chairmen to create additional special committees as stated in Article III of the Constitution.

                                                        vii.      To be a member ex officio of all committees.

                                                      viii.      To fill vacancies for unexpired terms of office with the approval of the Executive Committee.

                                                          ix.      To prepare a schedule of payments and legal obligations.

                                                            x.      To prepare a budget for approval by the Executive Committee.

                                                          xi.      To perform other duties incumbent to this office.

 

B.     The duties of the Vice President shall be:

                                                              i.      To assume the duties of the president in his absence or inability to perform his duties.

                                                            ii.      To reprint the Club handbook if necessary, with any approved changes.

 

C.     The duties of the Treasurer shall be:

                                                              i.      To be custodian of all Club funds.

                                                            ii.      To deposit all monies received by him promptly in the depository designated by the Executive Committee.

                                                          iii.      To account for all Club funds and the disbursement thereof as well as to maintain the books in proper form to be submitted to the Executive Committee for audit.

                                                          iv.      To make a full and detailed report of the Club’s financial affairs whenever called upon to do so by the President, Executive Committee, or 2/3 quorum of any regular General Membership meeting.

                                                            v.      To obtain approval from the Executive Committee for any expenditures which are unusual or not covered in the approved budget.

                                                          vi.      To maintain a payment schedule coordinated with the President.

                                                        vii.      To issue Club Certificates and Bonds and maintain the Certificate and Bond register.

 

D.    The duties of the Recording Secretary shall be:

                                                              i.      To keep an accurate record of the proceedings of all meetings of the General Membership and Executive committee and to read these minutes when requested.

                                                            ii.      To handle all official Club correspondence at the direction of the Executive Committee.

                                                          iii.      To be in charge of all official Club documents.

                                                          iv.      To keep a current record book of the location of all WPSC possessions.

 

E.     The duties of the Corresponding Secretary shall be:

                                                              i.      To coordinate, prepare, and mail or email the Club newsletter, as well as any other pertinent information that needs to be distributed to the general membership.

                                                            ii.      To keep an inventory of stationary and supplies.

 

II.                Duties of the Executive Committee shall be:

A.    To formulate Club policy

B.     To act as a governing body in the interim between meetings when not inconsistent with the provisions of the Constitution and By-Laws or the instructions of the membership.

C.     To engage the services of an auditor to audit the accounts of the Club after the annual elections and report the findings to the incoming officers within 90 days. The auditor shall be elected by the Executive Board.

D.    To review and approve the budget as well as special expenditures.

E.     To approve all Provisional Members for Regular Membership by ¾ vote of the entire Executive Committee.

F.      To bring to the attention of the General Membership decisions made and actions taken by the Executive Committee that affect the Club.

G.    To elect a Chairman in the event a vacancy occurs in both the Presidential and Vice Presidential offices to fill the unexpired term.

H.    To approve and present to the Voting members all candidates for Honorary membership.

I.       To act as a court of hearing and to enforce all club Rules and Regulations as set forth in Article IX.

 

III.             Duties of the Standing Committees shall be:

A.    Membership – the Membership Committee, consisting of a Chairman and at least two additional members, shall perform the following basic functions:

                                                              i.      To maintain and issue an up-to-date  listing of membership in early January.

                                                            ii.      To ascertain whether a quorum is present at General Meetings.

                                                          iii.      To process and approve applications for Provisional Membership as set forth in Article VII of these By-Laws.

                                                          iv.      To process membership renewals.

                                                            v.      The past Membership Chairman shall present to the Executive Committee a list of all those who are eligible for Regular membership/

                                                          vi.      To issue and keep track of Card Keys.

                                                        vii.      To act as Host or Hostess at all General meetings with regard to introducing new members.

                                                      viii.      To ensure that all members receive a copy of the Constitution, By-Laws, and Handbook.

                                                          ix.      To keep a record of all members who attend meetings, and prepare a list of members who are in “good standing” and eligible to vote.

B.     Program

                                                              i.      To plan, organize and implement the program for the meetings.

C.     Trip

                                                              i.      To coordinate and arrange for Trip Leaders at the lodge.

                                                            ii.      To instruct Trip leaders regarding lodge regulations and Standard Operating Procedures.

D.    Lodge:

                                                              i.      To act as Club Representative in all matters concerning operations of the WPSC lodge.

                                                            ii.      To establish with the Executive committee rules for the use of the lodge and to insure that these rules are disseminated.

                                                          iii.      To assign work details for all scheduled work weekends.

E.     Central Reservations

                                                              i.      To accept all reservations and fees for the lodge from Members and Guests according to the regulations as set forth by the Executive committee.

                                                            ii.      To submit to the Treasurer all fees on a prompt schedule as set forth by the Executive Committee.

                                                          iii.      To submit to the Treasurer all financial records for audit at the end of the Fiscal Year.

F.      Publicity

                                                              i.      To actively promote our organization to prospective new members.

                                                            ii.      To issue statements to the press and other agencies regarding Club activities.

 

IV.             Duties of the Special Committees shall be:

A.    Nominating:  The Nominating committee, consisting of a chairman and at least four additional members, shall perform the basic functions described in Section V of these By-Laws.

 

V.                Nomination and Election of Officers:

A.    The Nominating Committee shall prepare a slate of proposed candidates for each Club Office for presentation at the first General Membership meeting in the month of March.  At least five days notice of the slate shall be given the membership prior to this meeting.

B.     Additional nominations may be made from the floor at the above meeting with the approval of the candidate.

C.     Nominations shall proceed in the following order:  President, Vice President, Treasurer, Recording Secretary and Corresponding Secretary.

D.    No member shall be a candidate for more than one office.

E.     The election of officers shall be held at the next to last General Membership meeting of the season.

F.      Ballots will be posted on the website and notification emailed to all members within five days after the Nominating Meeting.  Members may return their ballot completed and signed either at the Election meeting or by mail to the Membership Chairman in time to be counted at the election meeting.

G.    The candidate receiving the greatest number of votes shall be elected to that office.  In case of a tie, following a runoff, the Executive Committee will choose between the two candidates.

H.    Only Individual or Family members in good standing may hold an elective office.

I.       The President and Vice President are eligible to hold their respective offices for no more than two consecutive terms.

 

VI.             Application for Provisional membership

A.    A candidate for admission must fill out an application, submit it to the Membership Chairman accompanied by the current dues and fees for the year, and attend two organized ski weekends and two membership meetings.

B.     A 2/3 majority of the Membership Committee in favor of admission shall constitute acceptance of applications.  The Executive Committee shall approve all applications for Provisional membership.

C.     After fulfilling the requirements at the end of the current season, the applicant will be informed of his/her acceptance or rejection or will be requested to remain a provisional for an additional year, by but not later than September 1st. 

 

VII.          Membership Classification and Regulations:

A.    Regular members (individual or family memberships) of the Club shall have the following rights and privileges:

                                                              i.      To attend and be heard at meetings.

                                                            ii.      To participate in all organized and scheduled Club activities

                                                          iii.      To be kept on a mailing list for all notices and publications.

                                                          iv.      To receive an annual directory of member’s names, addresses, and telephone numbers.

                                                            v.      To vote at all meetings if obligations described in “B” below are met.  Family membership shall consist of one vote for the husband and one vote for the wife providing each is a member in good standing.

                                                          vi.      To have the right to present grievances to the Executive Committee.

B.     Regular members (individual or family memberships) of the Club shall have the following obligations in order to remain members in good standing:

                                                              i.      To pay annual dues and fees promptly within the periods designated in Article IX of these By-laws.

                                                            ii.      To attend at least two Club meetings within the last twelve months.

                                                          iii.      To comply with the WPSC Constitution and By-Laws and any amendments thereto.

                                                          iv.      To volunteer on a regular basis toward the operation of the Club, including but not limited to serving on the Executive Board, serving as Trip Leader, or running a club event.

C.     Provisional members (individual or family memberships) of the Club shall have the following rights and privileges:

                                                              i.      All the rights and privileges of a Regular Member as set forth in Article VII except the right to vote.

                                                            ii.      A provisional member cannot obtain or use a card key, and cannot stay at or use the Lodge without the presence of a Regular Member.

D.    Provisional members (individual or family memberships) of the Club shall have the obligations of a Regular Member as set forth in Article VII, B in order to be a Provisional member in good standing.

E.     Provisional Members (individual or family memberships) may apply for Regular Membership if they have fulfilled the obligations as set forth in Article, VII, B.  All current dues and fees will apply.

F.      Former Members: Any Member who has left the Club for a period of at least one year.

                                                              i.      A Former Member may re-apply for Regular Membership to the Membership Chairman accompanied by the current dues and fees for the year.

                                                            ii.      All applications for Regular membership by former Members shall be presented to the Executive Committee by the Membership Chairman for approval.

                                                          iii.      A Former Member has no membership rights as defined in Section VII A and B or the By-Laws.

                                                          iv.      A former member cannot use a card key and must return his/her card key(s) to the Membership chairman.

G.    Mailing Members:  A former Member who wishes to be kept on a mailing list for all notices and publications.

                                                              i.      A mailing member is obligated to pay a fee set by the Executive Committee.

                                                            ii.      A mailing member has not other membership rights as defined by section VII of the By-Laws.

                                                          iii.      To apply for Regular Membership, a mailing member must follow the steps defined in Section VII, F above.

H.    Honorary Members of the Club shall be accepted by a unanimous vote of the Executive Committee and a ¾ majority of members present at a General Meeting.

                                                              i.      Honorary members shall be entitled and obligated as defined in VII, A, 1,2,2,4 and B,3.

 

VIII.       Disciplinary Action and Expulsion

A.    All charges and complaints shall be brought before the Executive Committee.

B.     In disciplinary cases, a majority vote is required for censure.

C.     A ¾ vote of the entire Executive Committee is required for a recommendation for expulsion.

D.    Expulsions, with the exception of the Card Key Violation, must be approved by ¾ of a quorum of the voting members in attendance at a General Meeting.

E.     Expulsion due to the violation pertaining to the card key system as set forth in the House Rules and Regulations is subject to a hearing before the Executive Committee to determine guilt.

 

IX.             Dues

A.    The amount of dues and fees shall be set by the Executive  Committee.

B.     Dues and fees must e paid no later than December 1.

C.     If dues and fees are not paid by December 1, a penalty fee will be charged.

 

X.                Ratification of and Amendments to By-Laws: These are governed by the same rules that apply to the Constitution (see Section V of the Constitution)

 

WHITE PLAINS SKI CLUB, Inc.

(Certified under the laws of New York State, July 16, 1956 as a nonprofit corporation)

 

CONSTITUTION

(Revised as of August 2009)

 

I.                    Name and Objectives:

This association shall be known as the White Plains Ski Club, Inc. hereinafter referred to as the Club.  It is a nonprofit organization and its objectives shall be:

A.     To promote organized skiing, both recreational and competitive, and other seasonal sports for its members and prospective members.

B.     To collect and disseminate information on skiing (e.g. facilities, resorts, accommodations and techniques) for member and prospective members.

C.     To organize and operate outings.

D.    To join and participate in the activities of other ski organization that interest and benefit the club in attaining these objectives.

E.     To purchase, own, mortgage, rent and sell property, both real and personal, for the carrying out of club objectives herein expressed.

 

II.                Membership:

A.     Membership may be extended to all who are in agreement with the objectives of the Club regardless of race, creed, or national origin, provided they comply with the requirements expressed in the Constitution and By-Laws.

B.     Membership shall consist of:

a.       Regular Members:

                                                                                      i.      Individual Members - at least 18 years of age prior to October 1.

                                                                                    ii.      Family Members – Husband and Wife/Legal Guardian(s) at least 18 years of age and their dependent children under 18 years of age or dependent full-time college students through the age of 22.

b.      Provisional Members – individual or family memberships for a provisional period of at least one year.

c.       Honorary Members – conferred upon individuals for outstanding services rendered to the Club.

d.      Former Members – any member who has left the Club for a period of at least one year.

e.       Mailing Members – former members who wish to be kept on a mailing list (email or hard copy mailing) for all notices and publications.

C.      Membership of this club shall not exceed 125 voting members as defined in Article VII, A and B, of the By-Laws.

 

III.             Government

A.    The officers of the club shall consist of:  President, Vice President, Recording Secretary, Corresponding Secretary.  These members shall be elected by the General Membership for a one-year term.  They may be re-elected.

B.     The following shall be considered Standing Committees:  Membership, Programs, Trip, Central Reservations and Lodge committees.

C.     The following shall be considered Special committees:  Competition, Public Relations, Publication and Nominating committees.

D.    The Chairmen of “B” and “C” shall be appointed by the President for a one-year term.  They may be re-appointed.

E.     The President shall be empowered to create additional Special Committees with the consent of the executive Committee.

F.      The Executive Committee shall consist of the following members:

a.       All elected officers (“A”)

b.      Chairmen of all official standing committees

c.       Past President

G.    Club year shall run from November 1st through October 31st.

H.    Fiscal year shall run from June 1 through May 31.

 

IV.             Meetings

A.    Executive Meetings

                                                              i.      There shall be a minimum of four meetings during the Club year.

                                                            ii.      A majority of the members shall constitute a quorum.  A quorum must be present to transact Club business.  A majority vote is necessary to carry all decisions unless otherwise stated.

                                                          iii.      Reasonable advance notice of meetings must be given.

B.     General meetings

                                                              i.      There shall be at least 10 meetings per season from October through April and there shall not be more than two meetings per month.  Special meetings to be held at the discretion of the Executive committee.

                                                            ii.      Members shall be given written (emailed) notice prior to the meeting.

                                                          iii.      Twenty percent of the voting membership shall constitute a quorum for the transaction of regular club business.

C.     The rules of parliamentary procedure shall govern all meetings.

 

V.                Ratification and Amendment

A.    Ratification of this Constitution shall be made by ¾ approval of the voting members in attendance after it has been approved by the Executive Committee, with the proviso that notice has been given at least five days in advance and a quorum is present at the meeting.

B.     Amendments to this Constitution shall be effected by a ¾ approval of voting members in attendance after approval of the Executive Committee, with the proviso that notice has been given at least five days in advance and a quorum is present at the meeting.