HCBOA BYLAWS

Harrods Creek Boat Owners Association

By-Laws

8.11.2015

Article I – General

  1. Membership – Membership will be restricted to persons 21 years of age or over, of good moral character who have a positive and actual interest in boating.
  2. Charter Members – Any member in good standing as of 2/1/1983.
  3. Members – Any member in good standing after 2/1/1983.
  4. Honorary Member – A selected non-voting, non-dues paying member who is entitled to all club privileges.  Recommendation for Honorary Membership must be presented to the Membership Committee for approval.  If approved by the Membership Committee, it them must be voted on and carried by a majority of members present at any regular meeting.
  5. New Members – Any applicant for membership must be sponsored by at least one active member.  New member applications will them be reviewed by the Membership Committee and approved or disapproved.  If approved by this Committee and upon payment of dues, the person will become a member in good standing.  Approval or disapproval is required by this Committee within 60 days of application for membership.
  6. Membership Committee – This Committee’s duties will be to review new Member Applications and to approve or disapprove membership.  If an applicant is to be disapproved, the reasons for the disapproval will be submitted in writing to the Executive Board for review.  The committee will consist of the following:
    • President
    • Committee Chairperson
    • Active Member (appointed by the Committee Chairperson)
    • Active Member (appointed by the Committee Chairperson)
  7. Disciplinary Action – Any member may be suspended or removed from membership at the sole discretion of the Executive Board, provided that the member shall be given a hearing if the member in question desires one.  A two-thirds affirmative vote is required by the Executive Board to suspend or remove a member.
  8. Guest – Members will be responsible for their quests’ conduct at all times during Club functions.  Minor children shall be accompanied by their parent(s) or guardian at all times.
  9. Charity Committee – This Committee’s duties will be to review Applications of Need and to approve or disapprove.  Any application must be sponsored by at least two (2) active members.  If an application is to be approved, the reasons for the approval will be submitted in writing to the Executive Board for review and approval.  If approved, it shall be advertised in the monthly newsletter to the membership and it will be placed upon the agenda at the next regular meeting.  Final approval will require 60% approval of the members present.  The Committee will consist of the following:
    • President
    • Committee Chairperson
    • Active Member (Appointed by President)
    • Active Member (Appointed by President)

Article II – Management

  1. Executive Board – The management of the organization shall be vested in the Executive Board.  This Board will be comprised of the following:
    • President
    • Vice-President
    • Secretary
    • Treasurer
    • Historian and/or Assistant Secretary
    • Advertising/Promotions
    • Sergeant at Arms
    • Safety Officer
    • Social Officer
    • Charity Officer
  2. Vacated
  3. Term of Office – All Officers are elected for a period of one (1) year (December 1st to November 30th).  Any Officer may be impeached at any time during their term of office for just cause by a two-thirds majority vote of the membership during a regular or special meeting.  If impeachment takes place, it is the duty of the membership during that meeting to elect a replacement for that vacated post.  All Officers may succeed themselves indefinitely if elected.

Article III – Nomination and Election of Officers

  1. Nomination of Officers – Nomination of Officers shall take place during October and November meeting(s).  Nominations can also be made from the floor during the election of any office that is open or vacant.
  2. Election of Officers – Election of Officers shall take place during the November general meeting.  If an office remains open for more than 45 days, the President may appoint a member in good standing to that position and such appointed member shall hold office until the next general election.

Article IV – Election Procedures

  1. Election Committee – This Committee shall consist of three (3) persons.  The president shall appoint the Chairperson.  The committee Chairperson will choose the other members.
  2. Ballots – Ballots will be made up by the Election Committee.
  3. Voting – Voting will be by secret ballot and tabulated by the Election Committee.
  4. Results – Voting Results will be announced by the Election Committee after each count.
  5. Order of Election – The order of election will be the following:
    • President
    • Vice-President
    • Secretary
    • Assistant Secretary and/or Historian
    • Treasurer
    • Sergeant at Arms
    • Safety Officer
    • Social Officer
    • Charity Officer
    • Advertising/Promotions
  6. Voting Privilege – Only members in good standing are eligible to vote (paid up on dues).
  7. Club Records and Property – All outgoing Officers must turn over to their successor all properties pertaining to that office, such as monies, records, equipment, pictorials, books, receipts, etc. on the day of election.

Article V – Financial

  1. Fiscal Year – For the purposes of collecting Dues, Initiation Fees, and other monies, the fiscal year will be from January 1st to December 31st.
  2. Dues – Dues and initiation fees will be paid in fill upon application for membership.  The amount of dues for new members shall be prorated quarterly, with the first and second quarters paid in full, the third quarter paid at 75% of full fee, and the fourth quarter paid at 50% of full fee plus next years’ full fee.
  3. Amount of Dues – The amount of dues and initiation fees will be those amounts approved and voted on by the majority of the membership.
  4. Accounting Procedure – The accounting procedure will be of the cash method.
  5. Accounting Records – All financial records will be kept by the Treasurer and are subject to review by the general membership upon request.
  6. Checks – Any payments made to the Club by check shall be approved by the President and endorsed by at least two (2) of the following Officers:
    • President
    • Secretary
    • Treasurer
  7. Loans – No authority is given to any member and/or Officer to make any loans on behalf of Harrods Creek Boat Owners Association.
  8. Bank Accounts – The President, Treasurer, and Secretary are authorized and have the authority to open, close, maintain, or change the bank accounts for the Club as approved by the President.  The Club shall maintain bank account(s) as needed.
  9. Charity Funds – The Club shall be authorized to disperse funds to charities and to families or members in need.  Said dispersals shall follow the procedure below:
    • Request for funds must be made to the Charity Chair.
    • Any request/application must be sponsored by at least two (2) active members.
    • Must have Charity Committee’s approval
    • Must have Executive Board review and approval
    • Must be advertised in the newsletter before membership vote
    • Must have super majority (60%) approval of the members present at any regular meeting
    • Requests that are over $250 and involve more than 10% of the total charity funds balance shall require a two-thirds approval of the members present at any regular meeting
    • Emergency Relief:  If there is an emergency, a motion may be made to supply funds up to $500 where 100% of the members present at any regular meeting vote for relief of such emergency.  An emergency is a situation which poses an immediate risk to health, life, property, or environment.

Article VI – Amendments to By-Laws

  1. Amendments, changes, and repeals in By-Laws shall be made in the following manner:
    • All recommendations must be submitted in writing and approved by the Executive Board (two-thirds majority).
    • If request for a change in the By-Laws is not approved, a petition signed by at least ten (10) active members in good standing makes it mandatory that the request be placed on the agenda at the next regular meeting.
  2. Any amendments, changes, and repeals in the By-Laws must be passed by a two-thirds affirmative vote by those members present at any regular or special meeting.
  3. Any defeated changes may not be brought back on the floor for a period of three (3) months unless otherwise stated by two-thirds majority vote of the general membership present at any meeting.

Article VII – Duties of Officers

  1. Duties of President – The President shall supervise the executive affairs of the Club and make an annual report thereof to the Club.  Included in this supervision shall be the responsibility fir the records and minutes of all meetings, and for all contracts, papers, and documents executed by the Club.  The President shall preside at all meetings of the Club, and by virtue of office, shall be Chairman of the Executive Board.  The President shall be an ex officio, a member of all committees, with the power to vote.  It shall be the Presidents duty to assign direct supervision of committee work to a member of the Club, either regular or honorary, who will them become said committee chairman, and whose responsibility of function is with the office of the President.  Volunteers for and willingly accepts assignments and completes them thoroughly and on time.  Stays informed about committee matters, prepares well for meetings, and reviews and comments on minutes and reports.  Participates in fund raising for the Club.
  2. Duties of the Vice-President – The Vice-President shall perform all duties of the President in the event of the absence or disability of the President.  They shall assume direct supervision over and responsibility for any functions that may be assigned to him by the President.  Volunteers for and willing accepts assignments and completes them thoroughly and on time.  Stays informed about committee matters, prepares well for meetings, and reviews and comments on minutes and reports.  Participates in fund raising for the Club.
  3. Duties of the Secretary – It shall be the duty of the Secretary or such persons whom they may direct, subject to the approval of the Executive Board, to give notice of all meetings of the Club.  They shall have controlled custody of all books, records, and papers of the Club, and generally they may perform such duties as may be required by the Executive Board.  They shall also be responsible for processing new members following acceptance by the Membership Committee.  Volunteers for and willingly accepts assignments and completes them thoroughly and on time.  Stays informed about committee matters, prepares well for meetings, and reviews and comments on minutes and reports.  Participates in fund raising for the Club.
  4. Duties of the Treasurer – It shall be the duty of the Treasurer to receive and disperse all funds of the Club, and to keep an accurate account of all receipts and expenditures.  They shall make a report thereon at all regular meetings of the Club, and at the annual meeting they shall render a complete report of receipts and expenditures for the year.  They shall pay all bills on order or direction of the Board.  The Treasurer’s books shall be open at all times for inspection by the general membership and the Board, and the Treasurer further shall notify all active member in arrears in the payment of their dues, of the fact of such delinquency.  Volunteers for and willingly accepts assignments and completes them thoroughly and on time.  Stays informed about committee matters, prepares well for meetings, and reviews and comments on minutes and reports.  Participates in fund raising for the Club.
  5. Duties of the Advertising/Merchandise Chair – It shall be the duty of the Merchandise Chair to supply the Club with Logo materials including t-shirts, hats, huggers, flags, sweatshirts, and any other items that the Club shall need.  Funds for these items shall come from the general fund and require approval of the President.  The Merchandise Chair shall set the price to offer said merchandise to the membership.  Volunteers for and willingly accepts assignments and completes them thoroughly and on time.  Stays informed about committee matters, prepares well for meetings, and reviews and comments on minutes and reports.  Participates in fund raising for the Club.
  6. Duties of the Social Officer – It shall be the duty of the Social Officer to provide activities for members to interact and get to know each other.  Volunteers for and willingly accepts assignments and completes them thoroughly and on time.  Stays informed about committee matters, prepares well for meetings, and reviews and comments on minutes and reports.  Participates in fund raising for the Club.
  7. Duties of Charity Officer – It shall be the duties of the Charity Offices to promote volunteering and generate appropriate volunteering opportunities, researching and writing charity policies and procedures, and attending committees and meetings. Reports to the full membership of Charity Committee’s recommendations.  Volunteers for and willingly accepts assignments and completes them thoroughly and on time.  Stays informed about committee matters, prepares well for meetings, and reviews and comments on minutes and reports.  Participates in fund raising for the Club.
  8. Duties of the Safety Chair – To assist the Club of matters related to the safety of recreational boaters and boating in and around the Louisville Metro area.  Assisting the Club in promoting boating safety, working on concerns identified by Club members, helping with programs and directions by the Club in boating safety, and promoting boating safety though communications.  Volunteers for and willingly accepts assignments and completes them thoroughly and on time.  Stays informed about committee matters, prepares well for meetings, and reviews and comments on minutes and reports.  Participates in fund raising for the Club.
  9. Duties of Sergeant at Arms – It shall be the duties of the Sergeant at Arms to be charged with the maintenance of order of the meetings of the Club.  Volunteers for and willingly accepts assignments and completes them thoroughly and on time.  Stays informed about committee matters, prepares well for meetings, and reviews and comments on minutes and reports.  Participates in fund raising for the Club.

Article VII – Rules of Order

  1. During Club meetings, the following rules will be observed:
    • Call meeting to order (President)
    • Roll Call of Officers (President)
    • Reading of Minutes of last meeting (Secretary)
    • Financial Report (Treasurer)
    • Committee Reports (Committee Chairpersons)
    • Old Business (President, Chairperson(s), etc.)
    • New Business (Committee Chairperson(s), open to general membership)
    • Good and Welfare (Open to discuss any new ideas or general information)
    • Adjourn (A motion is always in order)
  2. Out of Order – Any member who maintains a posture of being excessively out of order can be asked to leave the meeting at the discretion of the President or acting Chairperson presiding over the meeting.
  3. Rules of Order – The rules contained in the current addition of Robert’s Rules of order Newly Revised shall govern the Club in call cases to which they are applicable and in which they are not inconsistent with the By-Laws of the Club and any other special rules of order the Club by adopt.