BY-LAWS OF THE

FAIRPORT HARBOR ROD & REEL ASSOCIATION

 

PREAMBLE

 

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.

 

ARTICLE II

 

          MANAGEMENT

 

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          A resolution, operating policy, administrative procedure or other action of the Board of Trustees may be rescinded, repealed or annulled by a two-thirds (2/3) vote of eligible voting members present at a general membership meeting, provided that: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

 

   TRUSTEES

 

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.

 

ARTICLE IV

 

OFFICERS

 

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.

 

 

 

ARTICLE V

 

                                                                                                                                   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

 

                                                                                                             COMMITTEES

 

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

 

                                                                                                  LIABILITIES OF MEMBERS

 

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.

 

                                                                                                                         ARTICLE XI

 

                                                                                                                  TREASURY BALANCE

 

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.

 

 

                                                              ARTICLE XI

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.

 

 

 

ARTICLEXIII

 

MEETING RULES

 

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