Constitution & By-laws
ARTICLE I - NAME
This nonprofit organization, organized on April 21, 1990 by Stephanie
M. Williams and Allen B. Beverstock, will be known as The Northern
Virginia Hiking Club and will hereafter be referred to as the
ARTICLE II - PURPOSE
The purpose of the Club is to promote the enjoyment of hiking
and other recreational activities and to join together people
who are interested in such activities.
ARTICLE III - MEMBERSHIP
Section 1. Any person interested in group hiking or other
Club activities and who is willing to adhere to Club regulations
may apply for membership and, upon compliance with the membership
requirements prescribed by the Executive Committee or in the By-
Laws, will be issued a membership card by the Executive Secretary,
Treasurer, or Executive Secretary/Treasurer.
Section 2. A member may be suspended or expelled for just
cause only after a majority vote by the Executive Committee.
Dues paid by any expelled or suspended member may be refunded
on a prorated basis.
ARTICLE IV - OFFICERS
Section 1. The Club officers will be as follows: President,
Vice President, Executive Secretary, Recording Secretary, Treasurer,
Director of Trails, Director of Entertainment, and Director of
Public Relations. Any two positions may be combined for the benefit
of the Club.
Section 2. These officers will make up the Executive Committee,
which will act as the governing body for the Club in all matters
not requiring a vote of the Club's members. Any meeting of the
Executive Committee will require a quorum made up of a majority
of its members. Decisions made by the Executive Committee will
be binding on all Club members. Past Presidents may attend Executive
Committee meetings on a non-voting basis.
Section 3. The duty of the Director of Trails is to set
up the schedule of hikes and other activities. A quarterly meeting
of hike leaders, co-leaders, and other interested Club members
will be held for this purpose. Additional hike planning meetings
may be convened by the President as needed.
Section 4. In the event of the resignation of the President,
he or she will be succeeded by the Vice President for the unexpired
term of the President. Upon the resignation of any other officer,
the President may appoint an acting successor who will serve until
the next general election.
Section 5. Election of all officers will be by majority
vote of the membership assembled at the annual meeting. Officers
may hold office until their successors are elected and qualified.
Section 6. No person will be deemed qualified for elective
post in the Club unless membership dues are fully paid.
Section 7. The Club's founders, Stephanie M. Williams
and Allen B. Beverstock, are honorary members of the Executive
Committee, and will serve on the Committee but have no vote, (unless
one or both are serving as officers.)
ARTICLE V - ELECTIONS
Officers will be elected for a term of one year. They will be
elected from among the Club's membership by a majority of the
members present at the annual meeting. Candidates will be proposed
by the Nominating Committee as well as from the floor, in accordance
with Robert's Rules of Order. They will assume office on the
date of their election and will serve until succeeded.
ARTICLE VI - MEETINGS
Section 1. The Club will hold an annual meeting in April.
Special meetings may be called by the President or a majority
of the Executive Committee. The President will call a special
meeting upon receipt of a petition for a meeting signed by ten
members, or twenty percent of the Club total membership. A notice
of the time and place of such meetings will be communicated to
Section 2. At all Club meetings, ten members or twenty
percent of total membership shall constitute a quorum.
Section 3. Meetings of the Executive Committee will be
scheduled by the Committee itself or by the President, usually
on a quarterly basis.
ARTICLE VII - FINANCES
Section 1. The Club Treasurer will be responsible for
the preparation of a simple statement of the Club's financial
condition to be presented to the Executive Committee at its meetings
and to the membership at large at the time of the annual meeting.
Section 2. Authorization by a majority of the Executive Committee will be required for all unusual expenditures exceeding $20.
Section 3. The President or his/her designee will appoint
a committee of not less than two members to conduct an annual
audit of the Club's accounts, or by a majority vote of the Executive
Committee, the Executive Committee will arrange for an annual
audit of the books and accounts of the Club. The report of the
audit will be presented to the membership at the annual meeting.
ARTICLE VIII - AMENDMENTS
Section 1. Amendments to this Constitution or its By-Laws
may be proposed by the Executive Committee or by a petition signed
by twenty members of the Club. Such proposed amendments will
be communicated to all Club members at least two weeks prior,
by way of a written notice of the time and place of the meeting
at which such amendment will be put to vote.
Section 2. Of the members present and voting at that meeting,
two- thirds of the votes will be necessary to amend the Constitution,
but only a simple majority of votes will be necessary to change
the By-Laws. An amendment once rejected may not be put to vote
again for a period of six months.
B Y - L A W S
ARTICLE I - DUES
Section 1. By a majority vote of the Club's members, annual
dues of $5 are authorized for each member, or $8 per family (at
the same address). The funds collected from dues will be deposited
in the Club treasury and will be withdrawn only for such expenses
authorized by the Executive Committee. The Executive Committee
will prescribe the amounts and the manner in which all dues, contributions,
or assessments shall be levied and collected.
Section 2. No person will be considered to be a member
until he or she has paid the annual dues. Payment of dues will
entitle a member to a membership card, a hike schedule, and the
right to vote in annual and other elections, as well as the right
to attend special functions for members only. Members will bring
their membership cards to each activity as verification of their
status with the Club.
Section 3. Annual membership dues are for a calendar year.
All members joining on April 21, 1990, after the Club's first
organizational meeting, through August 31, 1990, will be considered
Charter Members and will pay the full annual dues amount. Members
joining as of September 1, 1990, will be charged $2.00 per person,
or $3.00 per family, for membership valid through December 31,
1990. After January 1, 1991, all members will pay the full annual
dues amount, regardless of when they join, with the exception
of persons joining in December, who will be allowed to hike with
the Club without additional charges over and beyond the annual
Proposed Section 3. Annual membership dues are for a calendar
year. Members joining as of September 1 of any year will be charged
$2.00 per person, or $3.00 per family, for membership valid through
December 31. Persons joining in December will be allowed to hike
with the Club without additional charge for the remainder of the
ARTICLE II - NONMEMBER PARTICIPATION
Nonmembers participating in a Club activity will be charged a
stipulated amount on a per diem basis: $1 will be charged per
Hike leaders will accept annual dues in lieu of the per diem charge.
ARTICLE III - LIABILITY DISCLAIMER
Any person participating in any Club activity, whether a member
or nonmember of the Club, is responsible for his or her own safety,
health and welfare, and must assume, and agrees to assume all
risks and liability related to, or resulting from any and all
Club functions. The Club's leaders, officers and representatives
will not be liable for any injuries, losses, or damage to persons,
children, pets, and/or other property, arising directly or consequentially
out of any trips and/or activities of the Club.
ARTICLE IV - DUTIES OF OFFICERS
Section 1. The duties of President, Vice President, Executive
Secretary, Recording Secretary, and Treasurer will be the duties
usually prescribed for such officers in Robert's Rules of Order,
together with such other duties as may be prescribed by the Executive
Section 2. The duties of the Director of Trails, Director
of Entertainment, and Director of Public Relations will be prescribed
by the Executive Committee.
ARTICLE V - COMMITTEES
Section 1. The President or Temporary Presiding Officer
will appoint a Nominating Committee of at least three members
with the advice and consent of the Executive Committee.. The Nominating
Committee will prepare a slate of officer candidates including
at least one candidate for each office. The Nominating Committee
will not nominate any of its own members. No member of the Executive
Committee will be a member of the Nominating Committee.
Section 2. The President may appoint such volunteers or
committees as may be found advisable to aid in the conduct of
the affairs of the organization, but no such volunteer or committee
may authorize the expenditures of organization funds except upon
express authorization of the Executive Committee.
ARTICLE VI - ANNUAL MEETING
The annual meeting of the Club membership will take place after
due notification by mail of all Club members.
(This constitution is up to date as of the Annual Meeting of April 23, 1995.