Constitution & By-laws

Constitution

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 Club.

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 each member.

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 dues amount.

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 year.

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.

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 Committee.

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.