Winterset Ski Club Constitution

The below Constitution was voted on and approved in January 2009.

Please Note -- changes are in Orange...

NEWTOWN WINTERSET SKI CLUB, INC

P.O. Box 231

NEWTOWN, CT  06470

CONSTITUTION

(Proposed Revision, November, 2008)

Article One - Name

This organization shall be known as the Newtown Winterset Ski Club, Inc., D.B.A. Winterset Ski Club.

Article Two - Purpose

The Newtown Winterset Ski Club, Inc. is organized and operated as a not-for-profit club with the following objectives:

1.   To facilitate skiing/snowboarding by the members.

2.   To encourage participation in the sport of skiing/snowboarding by the members and prospective members.

3.   To promote safety in skiing/snowboarding and improve skiing proficiency among the membership.

4.   To provide other recreational and social events during the year.

Article Three - Membership

1.   Any person who meets the eligibility requirements as enumerated in the By-Laws and is interested in the sport of skiing or snowboarding is eligible for membership.        

2.   The period of membership shall be from September 1 to August 30 of the following year.

4.   The Club shall not discriminate on the basis of race, national origin, religion, or political beliefs.

Article Four - Dues

1.   The annual dues shall be determined by the Board of Directors prior to the new period of membership.

Article Five - Officers & Terms of Office

1.   The elected Officers of the Club shall be:

      a.   President

      b.   Vice-President

      c.   Director of Membership

      d.   Secretary

      e.   Treasurer

      f.    Immediate Past President

2.   The term of office for each officer shall be two years.

3.   The Officers of the Club shall be elected bi-annually. The election date shall be set by the President in accordance with the By-Laws. Newly elected Officers shall assume their duties at the next meeting following their election.

4.   Vacancies in any office, except President, shall be filled from the general membership by a majority vote of the remaining Board of Directors who shall appoint a member to the vacant position to serve out the remaining term.

5.   A vacancy in the office of the President shall be filled by the Vice-President, and a new Vice-President shall be appointed by the Board.

6.   At the Board of Directors discretion, appointed positions may be created or eliminated depending on the interests of the membership of the Club.

Article Six - Board of Directors

1.   There shall be a Board of Directors consisting of:

          Elected                                                                   Appointed

2.   The Officers of the Club are elected as in accordance with Article Five. The Day Bus Trip, Member-at-Large, Social, Publicity, Special Trips, Newsletter, Merchandising, and Bulk Buy Chair positions are appointed by the President and the other elected officers. The term of the Board is concurrent with the term of the Officers.

Article Seven - Meetings

1.   The Board shall conduct business meetings on a monthly basis and be responsible for the good order of the Club.

2.   The President, or any four members of the Board, may call a special meeting of the Club or the Board, in accordance with the By-Laws.

Article Eight - Termination of the Club

1.   Should it be determined by two-thirds of the Board that the Club can no longer fulfill its purpose, the Board shall call a special general membership meeting for the purpose of voting on termination of the Club. It shall take a two-thirds vote of the adult members present at the meeting for termination. The Board shall direct the President, Treasurer, and Secretary to finalize the business of the Club. All remaining assets shall be donated to the United States Ski Team.

Article Nine - Amendments

1.   Amendments or revisions to the Constitution and/or By-Laws shall be made by a two-thirds vote of adult members present at a meeting called specifically for amending or revising the Constitution and/or By-Laws.

2.   All members of the Club shall be notified in writing of any proposed amendments at least two weeks prior to the meeting when the proposals are to be voted on. See Article Five of the By-Laws.

NEWTOWN WINTERSET SKI CLUB, INC.

P.O. Box 231

NEWTOWN, CT  06470

BY-LAWS

(Proposed Revision, November 2008)

Article One - Membership

1.   There shall be two types of memberships: 

      a. Single -- 18 years of age or older or with children under 21.

      b. Family -- married or couple or with children under 21.

2.   Individuals under the age of 18 will be admitted only as part of a family membership or as children of a single membership.

3.   No one under the age of 18 will be permitted on a Club sponsored trip unless accompanied by a responsible adult 21 or over.  If the responsible adult is not the parent or legal guardian, the adult must have a medical release from the parent or legal guardian.  The maximum number of members that may be under the supervision of the responsible adult shall be at the discretion of the trip leader.

Article Two - Duties of Officers

1.   The President shall:

      a.   be the general executive officer of the Club.

      b.   preside over all Club meetings.

      c.   appoint chairman of all committees.

      d.   be an ex-officio member of all committees, except the Nominating Committee.

2.   The Vice-President shall:

      a.   act for the President in his or her absence.

      b.   assist the president in the organization and operation of the Club.

      c.   organize and be responsible for the general membership meeting programs.

      d.   oversee and advise all Club activities.

      e.   be responsible for upholding and abiding by the Club Constitution and By-Laws, in addition to the
      CSC laws.

3.   The Director of Membership shall:

a.   maintain the official membership list and application database.

      b.   be responsible for obtaining and welcoming new members.

      c.   produce new membership and renewal membership forms.

      d.   produce laminated membership cards.

      e.   make membership list available to board members for mailing labels, emails addresses,
      volunteer information.

      f.    attend all board meeting and report on the Club’s size and productivity.

4.   The Secretary shall:

      a.   record and publish all minutes of the Board of Directors and other meetings as required by the President.

      b.   be responsible for the maintenance and preservation of the Club's permanent records.

5.   The Treasurer shall:

      a.   be in charge of all funds of the Club.

      b.   pay all the Club's bills.

      c.   present a report of the Club's finances at each scheduled Board meeting.

      d.   be the treasurer of Raffle Night proceeds.

6.   The immediate Past President shall:

      a.   advise the President and provide continuity in the operation of the club.

      b.   assist the President in setting up the calendar of events.

      c.   define critical tasks that affect scheduling.

      d.   point out "lessons learned".

7.   Race Chairperson shall:

a.   Develop, promote, and organize member participation in the CSC Monday night race series.

      b.   Promote and coordinate all special events such as On-Snow Carnival, race instruction and clinics          and State sponsored events.      

      c.   Act as liaison with the CSC and serve on the CSC race chair committee to determine event         selection, race rules and other guidelines.

8.   The Day Ski Bus Trip Chairperson(s) shall:

      a.   be chairman of the Day Ski Bus Trips Committee.

      b.   be responsible for planning and/or execution of all Club sponsored day ski bus trips.

      c.   serve as chairman of the Nominating Committee, appoint and convene the committee and present to the club a slate of candidates for election.

9.   The Member-at-Large shall:        

      a.   represent the Club and act as a liaison between the Club and other ski organizations, namely the Connecticut Ski Club (CSC).

      c.   be responsible for attending and reporting on the CSC ski organization news.

      d    responsible for insuring that at least one delegate for the Club be present at each CSC meeting held.

10. Social Chairperson shall:

a.   work with the vice president in planning all social events for the club.

b.   be responsible for finding chairpersons for each event and assist the chairperson with all             the details of the event where necessary. Each Event Chair will be responsible for taking             reservations, forming committees for set up, cleanup and providing refreshments as necessary.

c.   attends all Board meetings and provided refreshments as needed.

11. The Publicity Chair shall:

      a.   attend board meetings.

      b.   review with board specifics of upcoming events.

      c.   create, reproduce, and mail out notices (either postcard or letter size) to membership as needed for events.

      d.   advertise the club with newspaper articles on activities and trips with pictures when possible.

12. Special Trips Chairperson shall:

      a.   attend Board meetings to report on the special trips running for the season.

      b.   responsible for overseeing, delegating, and consulting each trip leader in the Special Trips Committee as they set-up and run a trip.

      c.   offer assistance to each trip leader as needed.

      d.   responsible for running one special trip themselves a season.

13. Newsletter Editor shall:

      a.   responsible for the layout and design of each newsletter as needed.

      b.   responsible for getting the newsletter copied and mailed to the general membership.

      c.   must attend all Board meetings.

14. Bulk Buy Chairperson(s):

      a.   gather Bulk Buy information (rules, guidelines, prices, etc.) from the Connecticut Ski Council for upcoming season.

      b.   create and distribute Bulk Buy order forms, guidelines, rules, and method of ordering document. This document is mailed to each membership unit in the Winterset Ski Club.

      c.   receive and compile all orders from members along with payments. Submit aggregate order and payment to the Connecticut Ski Council.

      d.   receive ticket order from Connecticut Ski Council.

      e.   divide and distribute ticket orders to each Winterset Ski member that placed an order. This is done at Raffle Night, by insured mail, or by any other method stated in the ordering guidelines document.

      f.    at end of season, collect unused Bulk Buy tickets from Winterset members, compile them and return to the Connecticut Ski Council. This is for possible credit for next season. Credit guidelines are stated in the order documentation.

 

15. Web Coordinator shall:

a.   maintain current web site – add and update information, forms, activities and events. Attach copies of newsletter (supplied by Newsletter Chairperson) to the web site.

b.   maintain current web status – keep records and maintain billing of use of name, of web site address, etc.

c.   handle club email mailings through Constant Contact or other mass email provider.  Produce and send the emails from information provided by club members. This includes updating and maintaining email address (email address come from membership application and Membership chairperson).

16. No elected Officer (except Secretary, Membership, and Treasurer) shall serve for more than two years consecutively in any one position. The Secretary, Membership and Treasurer positions can be renewable for one additional term, but must be re-elected to the position.

17. No one person shall be an elected officer for more than 6 consecutive years (excluding the past president's position). Contrary to elected positions, one may be appointed to an Appointed Board position (i.e. Race Chairperson) for an undetermined number of years because of qualifications, interest in the position, or both.

Article Three - Administration of Finances

1.   Checking Accounts - all drafts, checks, etc. shall be signed by the Treasurer or the President.

2.   The Club shall not undertake any note, loan or other type of obligation.

3.   The Board shall maintain a Club Liability Insurance policy, for no less coverage than $300,000.

4.   The Board shall maintain the Club status as an incorporated not-for-profit club.

5.   The Board shall approve all expenditures of money and pro-forma budget for an event and/or activity. There may be situations when the President, in order to expedite expenditure, may authorize the expenditure of $100 or less if it meets Club guidelines and precedents.

6.   An annual audit of the Club's financial records and checking accounts shall be conducted in May of each year prior to the start of the next fiscal year (commences June 1). The audit shall be conducted by a three person committee appointed by the President.

Article Four - Committees

1.   Standing Committees shall be:

      a.   Day Bus Trips Committee

      b.   Social Committee

      c.   Publicity Committee

      d.   Special Trips Committee

      e.   Newsletter Committee

      f.    Financial Audit Committee

      g.   Nominating Committee

2.   Special committees may be set up at the discretion of and the President and the Board.

3.   Committee Chairmen shall maintain records of each activity.

Article Five - Meetings; Voting and Quorum  

1.   All motions at regular and special business meetings shall be carried by a majority of adult members present.

2.   All motions at special meetings shall be carried by a majority of adult members present except as defined in Articles Eight and Nine of the Constitution.

3.   Written notice must be given to the members at least two weeks in advance of a special meeting. The notice shall provide the date, time, place, and an explanation of the purpose of the meeting.

4.   No quorum requirement shall apply.

5.   Robert's Rules of Order, Revised, shall apply to any procedure not specifically called out in the Club's Constitution and By-Laws.

Article Six - Elections    

1.   Election of officers for the term of duty shall be held between the months of April and June in even number years.