BYLAWS OF THE SITZMARKERS SKI CLUB (Incorporated)

Approved 04/17/2024; Effective Date 05/01/2024

I.  DEFINITIONS

  1. Good Standing means members who have paid dues and are not subject to any removal action.
  2. Proxy voting means delegation to another member of the voting body to vote in their absence (it is not allowed in the Sitzmarkers Club)
  3. Quorum at a Board of Directors’ Meeting shall be 50% of the number of directors rounded to the next whole number plus one.
  4. Quorum at an Executive Board Meeting shall be a minimum of three (3) yes votes.
  5. Quorum of an Annual Meeting shall be 1/10thof members entitled to vote.
  6. Ski Club means the Corporation and is subject to the provisions of the New Mexico Nonprofit Act (Chapter 53, Article 8 New Mexico Statutes Annotated 1978 [Pamphlet 76—General Provisions]), unless redefined by these bylaws.
  7. Official email address of the Sitzmarkers ski club shall be: [email protected].  Storage of official club documents shall also be held via a secure Google drive account.

II. GENERAL MEMBERSHIP AND MEETINGS

  1. Members:  All members in the Club are entitled to vote at the Annual Meeting. Membership term is from November 1 through October 31.
  2. All members must be a minimum of twenty-one (21) years of age.
  3. All members shall complete an application for membership and pay dues as established by the Board.
  4. The Board has the authority to cancel membership for any member who conducts themselves inappropriately.
  5. Annual Meeting and Gatherings:
    1. The Club shall hold monthly gatherings at a time and place determined by the Board of Directors.  All meetings and gatherings shall be duly publicized.  There shall be a minimum of ten (10) per year which includes the Annual Meeting.
    2. The Club shall hold its Annual Meeting in April at a time and a place determined by the Board of Directors.  The purpose of the meeting is to elect next year’s Board of Directors.
  6. Notice of Meetings and Gatherings:
    1. Notice of the Club’s Annual Meeting shall include the date, time, and place. Such notice shall be emailed to all members entitled at least fourteen (14) days prior to the meeting.
    2. Notice about gatherings shall be emailed out to membership at least a week in advance.
  7. Annual Election and Quorum Requirements:
    1. Voting Entitlement:  Each member is entitled to one (1) vote (ref New Mexico Statutes Chapter 53-8-15) in each election.
    2. Quorum:  See definitions section.
    3. The election of officers and directors shall take place at the Annual Meeting.

III. BOARD OF DIRECTORS

  1. The corporate powers of this Club shall be vested in the Board of Directors, who shall be members in good standing with the Club.  Directors are required to maintain a current membership.
  2. Number of Directors shall be no less than five (5) and no more than twelve (12). The Board of Directors under these bylaws must fulfill the following responsibilities and be so declared at the time the Slate of Candidates is presented to the membership for the Annual Election:
    1. President
    2. Vice President
    3. Secretary
    4. Treasurer
    5. Membership
    6. Ski Trips
    7. Marketing
    8. Social Events
  3. The number of directors shall include those officers as determined by Resolution of the Board.
  4. Qualifications of Directors:  Directors shall be active members of the Club.
  5. Removal of a Director:  Any Director who was elected by the General Membership may be removed for cause by a two-thirds (2/3) majority vote of the Board of Directors.
  6. Resignation and Succession:  In the event of a vacancy, the President shall appoint a member in good standing to fill the position; the member must receive approval by the Board of Directors, quorum being present.  Such member so appointed shall serve until the next Annual Meeting.
  7. It may be cause for removal, if a Board member cannot attend a meeting and misses three consecutive meetings without notification to the President.
  8. Candidates’ Search and Election of Directors and Officers (refer to Policies & Procedures)
    1. The Candidates’ Search Committee shall be appointed no later than ninety (90) days prior to the Annual Meeting.
    2. The official ballot will be emailed at least ten (10) days before the Annual Meeting.
    3. Members may vote by mailing their ballot to the Post Office Box or email to the official club email address, to be received prior to the Annual Meeting, or complete a ballot in person on Election Day.
    4. The Club Officers and Directors shall be elected by a majority of those who voted, quorum being represented.
  9. Election of Directors
    1. The Directors shall be elected by the members of the Club at the Annual Meeting.
    2. In the event that there are no contested positions in the election, the President is authorized to request a motion from the membership to accept the nominated slate of Directors by acclamation of the membership present at the meeting, quorum being present.  The nominated slate can then be validated by a majority vote by a show of hands of the assembled membership.
    3. If there is more than one (1) candidate for each position, the candidate receiving the greatest number of votes for each open position shall be elected to serve as the Director. Each member shall have one (1) vote for each position on the ballot.
  10. Term of Office
    1. The newly elected Directors shall take office at the start of the fiscal year—May 1.
    2. The term of a Director will be one (1) year or until their successors are elected/appointed.
  11. Duties of Directors
    1. A Director shall perform their duties, in good faith, and to the best interests of the club.
    2. In performing such duties, a Director shall be entitled to rely on factual information, opinions, reports or statements including financial statements and other financial data in each case prepared or presented by:
      1. One (1) or more Directors of the corporation whom the Director reasonably believes to be reliable and competent in the matters presented;
      2. Counsel, public accountants or other persons as to matters which the Director reasonably believes to be within such persons’ professional or expert competence
  12. Board of Directors’ Quorum – See definitions section.
  13. Sub-Committees:  The Board may appoint such sub-committees as deemed necessary to gather information and to support the work of the Board in managing the affairs of the Club.  Such sub-committees shall serve only to advise the Directors and shall conclude once their function is completed.
  14. Directors’ Meetings:
    1. Board meetings shall be held at a time and place to be determined by the President or designee, who may from time-to-time determine that an electronic meeting shall be held.
    2. Special meetings of the Board of Directors may be called from time to time by the President or at the written request of three (3) members of the Board of Directors.
    3. Action without a Meeting:  Any action normally required to be approved at a meeting of Directors, may be approved without a meeting if consent is in writing, including email, setting forth the action so approved. A quorum of responses is necessary.
  15. Compensation:  Directors shall not receive compensation for serving on the Board but may be reimbursed for expenses incurred relating to their position as a Director. Exceptions may be made for the Ski Trip Director as outlined in Club policy.

IV. EXECUTIVE BOARD

  1. Executive Officers’ Titles:  The following are the Executive Officers of the Club and will serve on the Board as Directors.
    1. President:  The President shall:
      1. Preside over all Club meetings and be the official representative of the Club.
      2. Appoint necessary committee chairs with the approval of the Board of Directors.
      3. Have signature authority on the Club checking account.
    2. Vice President:  The Vice President shall:
      1. Perform the duties of the President when the President is unable or unavailable to perform such duties.
      2. Serve as the Chair of the Candidate Search Committee.
    3. Secretary:  The Secretary shall:
      1. Keep full and complete records of the proceedings of the Board of Directors.
      2. Update and maintain Club documents and distribute the bylaws and Club Policies and Procedures to the incoming Board of Directors and ensure documents are archived on the official club repository.
      3. At the end of the outgoing Secretary’s term, shall give electronic copies of all Club documents to the incoming Secretary and the incoming President.
    4. Treasurer:  The Treasurer shall:
      1. Receive and keep all funds of the Club and deposit the same in such bank or banks as may be designated by the Board of Directors.
      2. Funds shall be disbursed upon the signature of the Treasurer up to a predetermined dollar limit per check.  If the amount is above this predetermined dollar limit, the signature of an additional Director will be required. This limit shall be set at the beginning of each club fiscal year by the new Board of Directors.
      3. Prepare a monthly financial statement and electronically distribute it to the Board of Directors.
      4. Review all contracts and if acceptable, the Treasurer will sign of on it in addition to the appropriate director.
      5. Disburse funds to cover the expenses of the Club upon receipt of the club reimbursement form or other proper documentation. The primary disbursement document is the Club check/debit card but when necessary the Treasurer will use their personal credit card to make a payment related to a ski trip expense which must be paid while on the trip.  In their absence, the Ski Trip Director will use theirs.
      6. The outgoing Treasurer shall prepare and submit an Annual income tax return.
      7. File the Annual Corporation Report to the New Mexico Public Regulation Commission.
    5. A fifth Executive Board member shall be selected from and by the newly elected Board at the beginning of the fiscal year.
    6. Other Directors:  The Ski Club may have such other Directors as needed to manage the affairs of the Ski Club as defined in the Policies & Procedures. These positions will be outlined in the Position Responsibilities document.
  2. Executive Board Responsibilities
    1. The Executive Board shall be empowered to make decisions and authorize expenditures between regular meetings when such decisions need to be made quickly.
    2. The Executive Board shall report to the Board of Directors at the next scheduled Board meeting the results of any decisions.
  3. Executive Board Quorum: See definitions section

V. GENERAL

  1. General Powers / Budget and Finance:
    1. The Ski Club shall have the powers vested in it by the New Mexico Nonprofit Corporation Act.
    2. The Board of Directors shall authorize expenditures of funds and the incurrence of indebtedness.
    3. The Executive Board described in Article IV shall have discretion to approve expenditures up to an amount approved by the Board of Directors at the beginning of each fiscal year.
    4. The President shall also have discretion to approve expenditures up to an amount approved by the Board of Directors at the beginning of each fiscal year.
  2. Fiscal Year:
    1. The fiscal year shall begin on May 1st and end on April 30th of the following year.
    2. The election year is the same as the fiscal year.
  3. Contract and Signatory Authority:
    1. The authority to sign checks, sign contracts, or to make any financial obligation on behalf of the Club shall be in accordance with the Policies and Procedures approved by the Board of Directors.
    2. Review and approval of all Contracts shall be made by the President (or designee) and the Treasurer.
    3. Such Policies and Procedures may be modified as needed by the Board of Directors.
  4. The Board of Directors shall establish and modify the Policy and Procedures as needed.
  5. The State of New Mexico requires that each nonprofit have a registered agent and location.  This information is filed with the New Mexico Public Regulation Commission.

VI. AMENDMENTS:

  1. Amendments to these bylaws may be proposed at a meeting of the Board of Directors. To become effective, the amendments must receive a two-thirds majority vote of the assembled Board of Directors, quorum being present.
  2. The New Mexico Public Regulation Commission, 1120 Paseo de Peralta, Santa Fe (505) 827-4500 changed the state Statute for nonprofit organizations June 1, 2003.  Bylaws are to reside with the principle place of business.  The Statute referenced is #53812 and a copy of the Statute will be on file with the Secretary.
  3. The undersigned President and Secretary of the Sitzmarkers Ski Club, Incorporated do hereby certify that the foregoing bylaws were duly adopted by the Board of Directors of said Club on April 17, 2024and that the same do now constitute the bylaws of said Club.

 

_________________________________                           ________________________________

Alison Webster, President                                                 Date

 

_________________________________                           ________________________________

Cindy Stanley, Secretary                                                   Date