BY-LAWS
OF
THE
To foster fishing and the use of fishing boats for recreation and
to stimulate a greater interest therein; to educate and inform the
membership and the public on the need to curb pollution of our lakes,
rivers, and streams; to foster and develop a fraternal spirit among
fishermen and boaters; to provide for exchange of fishing and boating
information; and to do all other acts necessary or expedient for the
administration of the affairs and the attainment of the purpose of the
Association, the Fairport Harbor Rod and Reel Association ordains
these by-laws.
ARTICLE I
GOVERNMENT
Section 1. The Articles of Incorporation, these By-Laws, Board of
Trustees and membership enacted resolutions, not in conflict
therewith, shall be me articles of government of the Association.
Section 1. The control and
operation of the Association shall be vested in the Board of Trustees
but subject to the vote of the membership where indicated in the
Articles of Incorporation and these By-Laws.
Section 2. A resolution,
operating policy, administrative procedure or other action of the
Board of Trustees may be rescinded, repealed or annulled by a
two-thirds (2/3) vote of eligible voting members present at a general
membership meeting, provided that:
A.
A resolution to rescind, repeal or annul be presented in written
form, to the Board of Trustees, signed by no less than twenty-five
(25) eligible voting members;
Notice
of the pending resolution is presented to the membership at
the general meeting the month prior to the general membership vote on
the resolution.
ARTICLE III
Section 1.
The Board of Trustees shall consist of the five (5) elected
Trustees, and the four (4) elected officers.
Section 2.
The President shall be the chairman of the Board of Trustees.
Section 3. The Board of
Trustees shall meet once each month at a time and place designated by
the Chairman of the Board of Trustees. Special meetings may also be
called by the Chairman or any three (3) Trustees upon written request
to the Secretary. A quorum for the transaction of business at a Board
of Trustees meeting shall consist of five (5) or more members of the
Board of Trustees. The vote of the majority of the quorum shall be the
vote of the Board. Notice of all special meetings shall be given to
each Trustee at least seven (7) days prior to such meeting unless such
notice is waived.
Section 1.
The Officers of the Association shall be:
A President
B. Vice President
C. Treasurer
D. Secretary
Section 2.
Duties of Officers.
A.
President - Shall preside at all meetings of the
membership; shall be an ex-officio member of all committees; shall
appoint the chairman and members of all committees with the advice and
approval of the Board of Trustees; shall sign all official documents;
shall represent or delegate a representative to committee meetings and
outside functions; and shall perform all other duties as are
incidental to the office of President and are properly required of
him.
B.
Vice President - Shall, in the absence of the
President, exercise all the functions of the President, and shall be
vested with all his powers, shall serve as chairperson of the program
committee, and shall perform such other duties as delegated to him by
the President.
C.
Treasurer -
Shall have charge
of the funds of the Association, conduct its banking business, and
audit all accounts; shall acknowledge by proper receipt all funds
received by him; shall pay all
approved
bills; shall not hold in his possession more cash than is required for
the on-going conduct of his office; and shall be bonded for an amount
to be determined by the Board of
Trustees.
D.
Secretary -
Shall be custodian of all Association documents; shall be
responsible for recording and reporting all meetings of the general
membership and the Board of Trustees; shall handle
correspondence
and maintain records of such correspondence; shall be an ex-officio
member of the Public Relations Committee, and shall perform such other
duties as are incidental to this office
and properly required.
Section 3.
In case of resignation or other vacancy of the office of
Trustee, Vice President, Treasurer, or Secretary, the Board of
Trustees shall appoint a member to fill the unexpired term.
Section 4.
In case of resignation or other vacancy of the office of
President, the Vice President shall automatically fill the vacancy for
the unexpired term.
Section 5.
The Board of Trustees shall remove a member of the Board for
malfeasance, misfeasance, dereliction of duty, or for missing two
consecutive trustee meetings or missing a total of three trustee
meetings within a calendar year without Board approval.
The Board member so involved will be notified in
writing after review and majority vote of a minimum of seven members
of the Board.
ELECTIONS
Section 1 . The nominating committee
shall consist of at least five (5) members, not more than two (2) of
whom shall be Trustees. The Trustees appointed shall not be Trustees
currently running for reelection, nor shall they be a candidate for
any other elected office.
Section 2. Members may submit
in writing to the Nominating Committee names of those they consider
desirable as possible nominees no later than the September general
membership meeting.
Section 3. After giving due
consideration to all nominees suggested, the Nominating Committee
shall proceed to nominate a minimum of one (1) candidate, but no more
than two (2) candidates, to each office.
Section 4.
The Nominating Committee will present its slate of nominees
at the October meeting at which time nominations shall be accepted
from the floor. A ballot shall be prepared and published at least
within ten (10) days prior to the November meeting, listing all
nominees and offices. An official ballot shall be presented to the
membership at the November meeting. The Nominating Committee shall
appoint at least four (4) tellers who shall distribute, collect, and
count the vote on the ballots.
Section 5.
No ballots shall be cast once tellers have started counting
ballots.
Section 6.
At each annual election, three (3) Trustees shall be elected.
The nominee receiving the most votes shall serve a three year term,
the two nominees receiving the next most votes shall serve one year
term.
Section 7.
Officers shall be elected to the office for which they were
nominated. The nominee receiving the most votes shall be elected. All
Officers shall
serve a one year term.
Section 7A.
In the case of a tie between one or more nominees for Trustee
or Officer, one run-off shall be held to see if a winner can
be determined. If after one run-off there is still a tie, a coin toss
shall be
held to determine a winner.
a.
The nominees that are tied will be announced to the general
membership present at the meeting. One secret ballot will be cast by
each voting-eligible member. The ballot should identify the name of
the desired nominee. Only the names of the nominees that are tied will
be considered valid on a ballot.
b.
If only two nominees are tied, then a single coin toss will be
conducted. The President or Vice President shall declare one nominee
"heads" and the other "tails". An Officer or Trustee will flip the
coin into the air and let it fall to the ground. The nominee mat
matches the side of the coin facing upwards shall be the winner.
c.
If more than two nominees are tied, each will flip the same type of
coin into the air and let it fall to the ground. If one of the coins
does not match the other coins ("heads" and all others are "tails", or
"tails" and all others are "heads"), that nominee shall be the winner.
If all coins match, this process will be repeated until one coin does
not match the others and a winner is determined.
d.
A nominee that is tied may at any time concede defeat to the other
candidate(s). If a concession is made and two or more nominees are
still tied, then process A), B), or C) shall be engaged as
appropriate.
Section 8.
Only regular, senior and lifetime members are eligible to
hold office.
Section 9.
Only regular, senior and lifetime members are eligible to
vote for officers and on resolutions put forth from the general
membership. Voting shall be by secret ballot There will be no voting
by
proxy or in absentia.
Section 10.
Newly elected Trustees and Officers shall assume the duties
of their new office as of January 1 of the following year.
Section
11. The
November meeting shall be known as the Annual Meeting.
ARTICLE VI
MEMBERSHIP
Section 1.
Membership shall be open to those whose primary residence is
within the State of Ohio at the time of admission into the club. No
member may be admitted, and any member will be automatically
expelled from the membership, if it is found that he/she
supports interests and/or agencies that contradict the Preamble of
these By-laws, or exhibits actions that would otherwise undermine the
Association.
Section 2.
There shall be the following classes of membership in. the
Association.
A.
Regular members, must be at least 18 years but less than 66 years
old,
B.
Senior members, who must be 66 years or older.
C.
Spousal members, who must be partnered with a Regular, Senior, or
Lifetime member. A Regular, Senior, or
Lifetime member may have
only one Spousal member per year.
D.
Junior members who must be under 18 years of age and be accompanied
by an adult member when on club property or at club activities.
E.
Honorary members, as further described in Section 7 of this
article.
F.
Lifetime members, as further described in Section 8 of this
article.
Each member, regardless of his/her class,
must have and maintain a current Ohio fishing license, unless not
required by Ohio law to possess a
license to fish.
Section 2A.
A member in good standing is defined as:
A.
No written warnings from the Board of Trustees are on record, or
have
otherwise been reviewed and dismissed.
B.
All membership dues and all other fees are current.
C.
All
work hours and attendance requirements are current and documented on
the membership card.
D.
A current and valid Ohio fishing license has been obtained.
E.
No legal action by the Board of Trustees, or Board of Trustees'
action is pending against the member.
Section 3.
The membership shall meet once a month at a time and place as
designated by the Board of Trustees. The Officers shall preside in
accordance with their duties.
A quorum for the transaction of business at a membership meeting shall
consist of five (5) or more of the members of the Board of Trustees
members. The vote of the majority of the quorum shall be the vote of
the membership.
Section 4.
A predetermined agenda shall be followed at membership
meetings.
Section 5.
Applications for membership shall be made using the standard
form to Board. Upon review and approval by the Board, new members will
be introduced to the membership. Payment of initiation
fee, assessment fees, and dues must be made to the Treasurer
before final acceptance, along with a copy of the applicant's current
Ohio fishing license.
Section 6.
Each application must be submitted with complete information
as to:
A.
Full name.
B.
Primary residential address (including street address, city, zip
and telephone number).
Senior and Junior members - applicants
must furnish proof of age. All applications for junior membership must
be accompanied by a waiver of liability signed by the parent or legal
guardian of the
applicant.
Section 7.
The Board of Trustees may admit to honorary membership,
regardless of residence, and waive the initiation and dues, and
assessments for, individuals who have provided meritorious service to
the Association. Such memberships are to be reviewed annually
by the Board prior to January 1. Honorary members shall have all the
rights and privileges of regular members, except the right to
vote, and to be an officer or trustee of the Association.
Section 8.
The full Board of Trustees may grant a lifetime membership to
any regular or senior member who has provided exemplary service to the
Association. No more than three (3) lifetime memberships
shall be granted in any calendar year. Annual dues, annual
assessments, and work hours requirements shall be waived for a
lifetime member.
Section 9.
All members are automatically bound to abide by the Articles
of Incorporation, the By-laws, the Rules and Regulations, the
Operating Procedures of the Association, and all resolutions approved
by the vote of the Board of Trustees, or of the membership
where indicated in the Articles of Incorporation and these By-Laws.
Section 10.
Membership may be terminated or a member may be disciplined
by the Board of Trustees for conduct unbecoming a member or for
failure to abide by Section 9 above. Written charges must be submitted
to the Board
and to the accused, who shall have the right to appear
before the Board before membership is terminated.
Section
11. The
Board of Trustees may terminate membership for nonpayment of dues.
Section 12.
Members who go into military service while an active member
of the Association will remain on the roster and dues and assessments
shall be waived during their official tour of duty. All rights
and privileges of the Association will be accorded such
members while in the active service.
When such member goes into military
service or is discharged from the service, said member must notify the
Association within ninety (90) days of the pertinent date or they will
be dropped from
the membership roster.
Section 13.
The Board of Trustees will set the Dues and Fees Schedule for
the Association.
ARTICLE VII
Section 1 .
The standing committees and their duties shall be:
A.
Budget Committee - shall work with the Treasurer, Secretary,
and the Committee Chairmen in preparing a proposed budget
for the coming year; and shall submit the proposed budget to
the Board of Trustees for approval prior to the February
meeting.
B.
Nominating Committee - shall oversee all elections of the
Association as outlined in Article V of these by-laws.
C.
Properties Committee - shall oversee the use, improvements,
and management of real and personal property owned, leased,
or used by the Association; shall
organize work parties for
construction, repair and maintenance of all facilities and
equipment required to be maintained by the Association.
Section 2. All standing
committees shall have a minimum of five (5) members. A
majority of the members of a committee shall constitute a quorum for
the transaction of business. The
vote of the majority
in any committee meeting shall be the vote of the committee.
Section 3.
Any
committee
member absenting himself from two consecutive committee meetings
without good cause shall no longer be considered a member of that committee and shall be so notified by the
Chairman of that
committee.
Section 4.
A Trustee or Officer may also serve on a committee or as the
Chairman of a committee
Section 5.
The Board of Trustees may establish such other committees as
are necessary to conduct the affairs of the Association.
ARTICLE
VIII
Section 1 .
No member shall have the right to obligate the Association
for any bills or
services unless properly authorized in writing by the Board
of Trustees.
Section 2.
No member shall be personally liable for any bills or
obligations of the
Association, unless the member incurred such obligations in
violation of Section 1 above.
Section 3.
No member shall disburse any Associations funds without
authorization of the Board of Trustees.
Section 4.
No person shall use the name, mailing list, or official
insignia of the Association for other than strictly Association
purposes.
Section 5.
Attendance requirements for regular meetings may be set by
the Board of Trustees and approved by membership vote.
Section 1. A
minimum total balance shall be maintained in the Association's
operating accounts (excludes any special allocation accounts of
funds).That amount shall be set by the Board of Trustees at the
February meeting. The minimum amount set
shall be no less man the projected operating budget for the current
year. This balance is set to insure that the Association can function
for the current
year.
In the case of an extreme emergency, a
contingency balance of not more man one-half (1/2) this set balance
may be used. This contingency level can only be used by approval of
both the Board
of
Trustees
and the full membership. Procedures for the manner of conducting a
full membership vote shall be as set forth in Article X, Section 9
hereof.
ARTICLE X
MISCELLANEOUS
Section 1.
Roberts Rules of Order shall govern in all matters not
covered by the Association's Charter or By-Laws.
Section 2.
Checks drawn and savings withdrawn shall require the
signature of any two (2) Officers of the Association.
Section 3.
Minutes of the monthly general membership meeting and all
issues to be voted on by the full membership pursuant to Section 9
below
shall be posted. Public posting shall be
considered sufficient if copies are displayed at the Association's
property.
Section 4.
All members must work the designated number of hours and in
the manner designated, for each year for the Association as determined
annually by the Board of Trustees.
Members not meeting this requirement shall be assessed an amount per
hour for every hour not
worked, in addition to dues. These
assessments must be paid at issuance of annual membership card.
Section 5.
Senior members (66 years and older) and all approved
disability members shall be exempt from work hours.
Section 6.
Annual dues and assessments shall be paid between January 1
and January 31 each year. All dues and assessments not paid by January
31 will be considered delinquent and
membership will be reviewed for possible terminations.
A POSTMARK of the last business day
of January will be used to determine
delinquency.
Section 7.
All hardship cases must be presented in writing or person to
the Board of Trustees by December 1 of each year.
Section 8.
Junior and Honorary members shall not be issued any gate keys
or key
cards.
Section 9.
Procedure for Full Membership Vote
When a full membership vote is required
by the By-laws and Constitution of the F.H JR..& R. Club, the
following procedure shall
be followed:
1.
The Board of Trustees will develop a clear, concise statement of
the issue of vote.
2.
A postcard will be prepared and will contain the following:
a. The statement for vote.
b. Reason for expenditure.
c. A
FOR and AGAINST
choice.
d. A signature and date line for the
vote.
e. Notice of postmark deadline.
f. Clear instruction on how to return the
ballot.
3.
A postcard will be sent to each eligible voting member at least ten
(10) days prior to the return deadline date.
4. A master list will be
used to record returns.
5.
If
a card is not received within the deadline, it shall be considered an
abstention for the purpose of counting votes.
Section 10. The
provisions of these By-Laws shall be severable, and if any of the
provisions shall be held invalid or ineffective, this shall not affect
the validity of the remaining provisions.
Section 11. A member shall have his or
her work hours requirement waived for a period of two (2) years for
each year he or she serves as a member of
the Board of Trustees, commencing with the year following the
end of his or her term, retroactive to January 1, 1989.
Section 12. Wherever
the singular number is used herein, the same may include the plural if
the context so requires, and any masculine gender used herein may likewise include the feminine gender
where appropriate.
AMENDMENTS
Section 1.
These By-Laws may be amended by a two-thirds (2/3) vote of
eligible voting members present at a regular meeting.
Section 2.
No By-Law amendment or revision shall be voted upon unless
presented in written form and explained to the membership at a regular
meeting. Voting shall be at the meeting following the
meeting
at which such proposal for amendment or revision is explained to the
membership.
Section 3.
Any member may submit a proposal for amendment or revision of
the By-Laws to the By-Law Committee. The By-Law Committee will submit
its recommendation for replacement on the ballot
to the Board of Trustees. The proposed amendment or revision
shall be placed on tine ballot, regardless of the recommendation of
the By-Law Committee or the Board of Trustees; if such
proposed amendment or revision is submitted in writing and
accompanied by the signatures of at least twenty-five (25) members in
good standing favoring its adoption. Any such proposed changes
must be submitted to the By-Law Committee one month in
advance of its reading to members at a regular meeting.
Section
4.
The November meeting shall be known as the Annual Meeting.
Section 1. Regardless of the
meeting location, all Board meetings, Regular Membership meetings, and
special meetings are considered to be non-smoking. Smoking is
prohibited during the meeting.
Section 2. Regardless of the
meeting location, all Board meetings, Regular Membership meetings, and
special meetings are considered to be alcohol-free. No alcohol
consumption is permitted during the meeting.
Section 3. Proper attire is
required at all meetings. Proper attire includes, at a minimum: a shut
or blouse, pants, shorts, or a skirt, and shoes or boots.
Section 4.
Proper behavior is required at all meetings. Proper behavior
includes, but is not limited to: silence when a guest or other member
is speaking, raising a hand and waiting for acknowledgement before
speaking, and remaining seated during the meeting until it is
adjourned.
Section 5. At the FHRRA
clubhouse, the meeting area is defined as: the hallway, main meeting
room, kitchenette, restrooms, patio, and the outside walkway
connecting the main entrance to the patio entrance of the building.
All meeting rules apply to all of these areas.
Section 6.
Intoxicated members are prohibited from the meeting areas
during any meeting.
Section 7.
Pets are not permitted in the clubhouse during meetings, or
at any other time.
Section 8.
Members violating the meeting rules are subject to
disciplinary action, up to and including expulsion from the
Association.
By-Laws version 2006.01.31