Heritage Ranch Day-Trippers Club
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Club By-Laws
ARTICLE I
NAME
The name of the organization is the Heritage Ranch Day Trippers (HR-DT).
ARTICLE II
PURPOSE
The Heritage Ranch Day Trippers (HR-DT) is an independent non-profit organization whose purpose is to promote interest in and organize day and overnight trips for the primary benefit of HR residents.
ARTICLE III
MEMBERSHIP
Membership shall be open to any Heritage Ranch resident.
ARTICLE IV
DUES
Annual membership dues will be $5.00 per person per year. Dues for the calendar year are payable on January 1 of each year.
ARTICLE V
OFFICERS / BOARD OF DIRECTORS
Members of the Board shall be the President, Vice President, Secretary and Treasurer. Their terms are effective March 1, 2008 and they will exercise all powers of management of the HR-DT. Each Officer shall serve without compensation. The Past President will not be in effect until the first President has finished their term.
Time, place and frequency of meetings of the Board shall be determined by the Board.
ARTICLE VI
ELECTION OF OFFICERS
The election of Officers shall take place during the annual membership meeting in January of each year beginning in 2009. Elected Officers will take office effective February 1, following the election and continuing through February 1 of the next year.
Terms of office will be for two (2) years. The President and Treasurer will be elected the same year. The Vice-President and Secretary shall be elected for a two year term, except that for the year 2008 such officers shall be elected for an initial term of one (1) year. Officers may serve a maximum of two consecutive terms unless the candidate is unopposed and willing to accept the office for additional terms.
A married couple cannot both serve on the Board at the same time.
ARTICLE VII
DUTIES OF OFFICERS
President
The President shall preside at all meetings of the HR-DT, shall call all special meetings and direct all activities of the HR-DT. The President shall also work in concert with the Heritage Ranch Activities Committee to insure cooperative understanding of all events at Heritage Ranch. The president shall, with Board approval, appoint committee chairpersons and serve ex officio on all committees. The President shall represent the HR-DT on any advisory committees.
The Activities Director will be an ex officio member of the Board and may contribute to the meeting agenda.
Vice President
The Vice President shall act on behalf of the President during any absence and perform the duties of the President. The Vice President shall serve the unexpired term of the President should the President leave office. The Vice-President shall represent the Board on the appointed committees.
The Vice President shall be responsible for chairing the Nominating Committee.
Secretary
The Secretary shall record and maintain the minutes of each meeting and distribute them to the membership. The Secretary shall write all letters, invitations and thank you notes as deemed appropriate. The Secretary shall maintain a roster of active members and their standing.
Treasurer
The Treasurer shall handle membership dues; shall reimburse expenditures in accordance with the By-Laws and Board policies; shall maintain the HR-DT’s bank account and shall deposit all moneys in a non interest bearing account in a recognized bank. The Treasurer shall sign all authorized warrants and checks drawn on funds up to twenty-five dollars ($25.00). All expenditures and financial obligations in excess of twenty-five dollars ($25.00) shall be approved and authorized by the Board before payment. All checks will be signed by either the President or Treasurer. The Treasurer shall keep an itemized account of all financial transactions and render a report of receipts and disbursements at each meeting.
Past President
Immediate Past President shall perform duties as directed by the President and shall be a voting member of the Board.
ARTICLE VIII
REMOVAL OF OFFICERS
Any Officer may be removed from the Board for failure to attend three (3) consecutive scheduled meetings of the Board, which have been duly noticed in accordance with notifications of scheduled meetings.
A vacancy in any position shall be filled by the HR-DT Board. The appointment shall last for the balance of the vacant term.
ARTICLE IX
EFFECTIVE DATE
The effective date for the formation of the Heritage Ranch HR-DT shall be February 28, 2008.
ARTICLE X
COMMITTEES
The Board shall authorize and define the powers and duties of Committees. Openings for Chairs and members of said Committees shall be posted in order that volunteers can be accepted annually and approved by the Board.
Each Committee shall consist of a chairperson and members as deemed necessary and will serve for no less than one year and for no more than two consecutive terms unless the candidate is unopposed and willing to accept the office.
The Committees shall work closely with the HR-DT board for a mutually beneficial relationship.
These Committees shall consist of but not be limited to the following: Travel Advisory Committee and Social Committee.
The Travel Advisory Committee will be responsible for reviewing input from the membership on suggested trips through interest sheets as well as reviewing previous trips for repeat trips in the future.
The Social Committee shall function as deemed by the Board.
ARTICLE XI
GENERAL RULES
Only members in good standing may travel on any HR-DT trip
All bonuses, rebates, discounts or other benefits of group travel for a specific trip shall be prorated in a fair manner and available to all members traveling on that trip.
The HR-DT Board may appoint a designated travel agency per trip and may use the same designated travel agency for many trips as long as the membership is satisfied with its performance.
The HR-DT Board will provide trip itinerary, establish the pricing structure, options, payment schedule, and other terms and conditions for each trip in writing. This must be signed by the President and Vice-President inclusive of all Terms and Conditions as mutually agreed upon by all parties.
Members must adhere to all terms and conditions, including payment schedule and cancellation policy to participate in the trip.
ARTICLE XII
AMENDMENT TO BYLAWS
These Bylaws may be altered, amended, or repealed by simple majority vote of the ballots cast at the regular annual meeting or at any special meeting of the Members called for that purpose.
The Members shall not have the power to change the purpose of the Association so as to decrease its rights and powers or to deprive any Member of rights and privileges then existing, or so to amend the Bylaws to deviate from the original intents and purposes of the Association.
Notice of any amendment to be made at a special meeting of the Members must be distributed to the membership at least ten (10) days before such meeting and must set forth the amendments to be considered.
ARTICLE XIII
NOMINATING COMMITTEE
The Vice President shall chair the Nominating Committee which shall consist of as many as three members as deemed necessary.
The Nominating Committee shall assemble a list of nominees who have expressed their interests to serve as an Executive Officer on the HR-DT Board.
The Nominating Committee shall mail/email the proposed slate to the members thirty (30) days prior to the Annual Meeting and create the ballots for voting ten (10) days prior to the Annual Meeting.
ARTICLE XII
LIABILITY
Travel vendors sponsored or promoted by the HR-DT shall present proof of General Business Liability with a minimum coverage of $1,000,000. The HR-DT will also require a copy of their Errors and Omissions policy.
As proof of insurance, a Certificate of Insurance will be required from the vendor’s insurance carrier.
For each trip, all participants are required to complete and sign a "Participants Profile and Liability Form" which will release the HR-DT Board from liability related to travel. The form will be provided by the HR-DT Board and must be signed and returned to the HR-DT Board before the participant can travel on a HR-DT sponsored trip. The completed forms will be kept on file by the HR-DT Board.
Prior to any HR-DT sponsored trip, the club officers or trip coordinator will verify that a valid Participants Profile and Liability Form is on file for all club members that are going on the trip. If a valid form is not on file, one will be requested.
Approved by HR HOA Board,
______________________ Date:___________