Section A: Name of the Organization is Sun City Hiking Club, hereinafter "the
Club".
Section B: Purpose is to promote safe, healthy, and enjoyable hiking and walking
experiences among members through education and the sponsorship of both short and multi-day hikes
and walks.
Section C: These bylaws are meant to comply entirely with the Community
Association’s Governing Documents (hereinafter CA Documents) and Chartered Club Rules and
Procedures (hereinafter Rules). In the event of conflict, the CA Documents and Rules shall
prevail.
Section A: Membership shall be open to all Community Association members in good
standing without discrimination as to race, religion, ethnicity, color, culture, national heritage,
or gender.
Section B: Members will not be required to join any national, state, local or
regionally affiliated organizations.
Section C: Dues will be established on an annual basis by order of the Board and
ratified by a majority vote of the membership with a quorum present.
Section A: The Board shall consist of: President, President-Elect, Secretary,
Communications Director, and Treasurer/Membership Chair. The Secretary and Communications Director
may be the same individual at the discretion of the nominating committee. The president may appoint
other non-voting members according to the needs of the Club.
Section B: All officers shall be elected by a vote of the general membership and
shall serve without compensation.
Section C: The term of office for each officer shall be one year commencing on
January 1 of each year. The Secretary, Communications Director and Treasurer/Membership Chair may
serve up to two consecutive one year terms. The President is restricted to one term. Officers may
serve again after a one year lapse in service. Officers will be elected at the September general
meeting and take office on January 1 of the following year.
The responsibilities of each officer shall be as follows:
President
The president shall conduct all meetings of the Club membership and of the Board,
oversee projects, select the head of the annual nominating committee and generally coordinate club
activities. The President shall work with the President-elect on an on-going basis to help that
person understand the duties and schedule of the President.
President-Elect
The President-Elect shall observe the President, begin to develop records and
schedule of presidential duties, and serve in other capacities at the request of the President. The
President Elect will coordinate hikes, hike scheduling and hike leader meetings.
The President-Elect shall conduct meetings in the absence of the President and shall
serve in other capacities at the request of the President. The President-Elect will particularly
help co-ordinate hikes and hike scheduling.
The President-Elect will become President upon the expiration of the President’s
term or should the President resign or otherwise be unable to fulfill his/her duties.
Secretary
The Secretary shall keep minutes of both board meetings and club meetings and shall
promptly distribute minutes via e-mail to board members. The Secretary shall ensure that the
Secretary’s records are maintained for three years and upon leaving office shall pass the records
to her/his successor.
Communications Director
The Communications Director shall keep an e-mail list of members for purposes of
distributing club announcements. The Communications Director will also act as liaison to
Sun Rays magazine editor and submit information monthly and will supervise publicity and
website content. The Communications Director will coordinate with the Treasurer regarding the
membership list.
Treasurer/Membership Chair
The Treasurer shall collect and dispense Club dues and other Club income and
expenses. Additionally, the Treasurer shall maintain the club bank account and make regular
financial reports to the Board and to the Club at least quarterly. The Treasurer shall also prepare
the budget for the coming year for discussion and review by the Board. The Treasurer shall also
prepare all financial reports required by the Community Association and shall maintain a current
list of members in good standing.
The Treasurer will maintain a membership list that includes name, address, phone,
E-Mail address and such other information as the Board deems pertinent. This information will be
available to the Board as needed.
Section D: A nominating committee of at least three members in good standing and
chaired by the immediate past president will be named at the July meeting of the Club. They will
present a slate of officers first to the Board and then to the Club at the September Club
meeting.
The election of officers will take place at the September meeting and nominations
from the floor will also be accepted on the condition that any prospective nominee gives written or
oral permission to be nominated.
Section E: Meetings of the Club shall be set annually or called by the
Board. Officers will be elected by a simple majority of a quorum of the members attending the
September meeting.
Section F: Vacancies on the Board may be filled by a majority vote of the
Board. Any Board member shall be considered to have resigned by missing three consecutive
Board meetings without excuse. Any Board member may be recalled by vote of a simple majority at a
regular or called meeting where a quorum is present.
Section A: Meetings of the Club shall be set annually or may be called by the
Board with two weeks advance notice.
Section B: Meetings will be conducted according to Roberts Rules of Order.
Section C: All votes, except for election or removal of officers or changes in the
by-laws or dues, shall be decided by a simple majority of members present.
Section D: A quorum for purposes of this document is 15% of members in good
standing.
Section A: Financial records will be maintained for a period of seven years. They
may be held in a common storage area designated by the club or turned over to CA Controller who
will maintain them.
Section B: Expenditures for previously approved events will be paid by the
Treasurer after receiving receipts and any other needed documentation. For items or events without
prior approval, the Treasurer will obtain the signature of a second board member for any check over
$500 to benefit club documentation of financial activities.
Section C: Financial records will be certified annually by a committee of three
Club members not including current officers. The three member audit committee will be made up
of members in good standing appointed by the Board. The results of this certification will be
presented to the general membership and recorded in the minutes of that meeting.
Section D: All monies shall be deposited in a Georgetown Texas bank and disbursed
only by check. All members of the Board will have signatory power in case checks need to be
distributed in the absence of the treasurer.
Section A: The Board has established the following standing committees. They are
Social, Hikes, Safety/Training and Bylaws Committees. These committees will be permanent and
members will be selected from the general membership. The Board may establish such other committees
as it deems necessary.
Section B: Committee chairpersons shall be appointed by the Board.
Section C: All committees will have a written statement of purpose on or before
their appointment. The purpose of each of the standing committees is as follows:
Social Committee:
Shall encourage communication and fellowship among the members of the Hiking Club.
The Social Committee will be responsible for coordinating all routine social activities as well as
special social events agreed to by the Board or as voted on by the membership. It will report to
the Board about planned functions and expenditures quarterly.
Hikes Committee:
Shall prepare a schedule of hikes for the club during the fourth quarter of the
current year for the next year. This schedule shall be submitted to the Board for approval. Shall
arrange for hike leaders for all approved hikes. Shall maintain the Hiker Responsibility, the Hike
Leader Responsibility, the Multi day and the Guest Hiker documents.
Safety/Training Committee:
Bylaws Committee:
Shall review bylaws at least annually. Shall review suggested changes made by
members of the Club. Shall submit proposed changes to the Board for approval. All changes approved
by the Board shall be submitted to the membership for final approval. A record of all approved
changes and dates will be maintained.
ARTICLE 7 – AMENDMENTS
These bylaws may be amended by a simple majority of a quorum of the members present
at any general membership meeting provided the members have been given or sent copies via e-mail of
the proposed changes at least two weeks before such meeting.