BY-LAWS OF IDEAL SNO PROS SNOWMOBILE CLUB INC.
revised
September 2009
1. Board of Directors: The board of Directors
shall consist of nine (9) persons. The President, most recent Past President, Vice-President, Secretary,
Treasurer, Trails Coordinator, and Groomer Coordinator are Directors by virtue of their capacity as officers of the corporation.
In addition, two (2) directors, called “directors at large”, shall be elected by the membership from a
slate proposed by the President. Directors shall serve for a term concurrent with their term as an officer.
Directors may serve successive terms without limit. Directors may resign without cause by means
of a letter to the remaining members of the Board. Directors may be removed without cause by a unanimous
vote of the remainder of the Board.
2. Directors at Large: Directors at Large shall act in
an advisory capacity to the officers of the corporation, and shall assist the officers of the corporation in whatever manner
deemed necessary by the officers. Directors at Large serve three (3) years each with overlapping terms.
Candidates for directors at large are presented for election at an annual meeting of general membership by the President.
3. Officers: Officers of the Corporation shall consist of President, Vice President, most
recent Past President, Secretary, Treasurer, Trail Coordinator, and Groomer Coordinator. Officers may serve
successive terms without limit if properly elected to each term at an annual meeting of the general membership.
Officers shall serve terms of 2 years. The President and Board members together shall
present a slate of candidates for office to be elected at an annual meeting of the general membership. If
a vacancy of an office occurs during a term, a replacement shall be appointed by the Board of Directors to fill the unexpired
term. Officers may be removed without cause in the same manner as Directors. Officers
may select one or more members to assist them in the conduct of their office. Certain officers may be compensated
for their duties at the discretion of the Board and approval of the general membership.
4.
President: The President conducts Board meetings and general membership meetings following
Roberts Rules of Order. The President serves as chairperson of the Board of Directors. The
President appoints committees to study, recommend and act, with Board approval, in the conduct of specific areas of the corporation’s
business. The president shall be responsible for nominating future officers that will be previously approved
by the Board. The President shall be responsible for setting up an annual audit of the financial books.
5. Vice President: The Vice-President serves as President at all times
when the President is incapacitated or absent.
6. Past President: The Past
President shall act as a consultant to the President and the Board members and shall be available when
questions arise.
7. Secretary: The Secretary records and permanently
retains minutes to all Board and general membership meetings. The Secretary notifies members for all meetings
of Board and general membership. The Secretary handles all correspondence relating to the conduct of the
corporations business, and maintains mailing lists. The Secretary shall be responsible for MNUSA membership
filings, submitting bills for outside grooming jobs, sending thank-yous for donations, and creating a fashionable newsletter
throughout the season.
8:
Treasurer: The Treasurer shall receive, record and disburse all funds.
No funds may be expended nor committed without the approval of the Treasurer. The Treasurer shall
keep such records as are required for tax and audit purposes. The Treasurer shall prepare a brief recap
of the corporation’s finances for each general membership meeting and a comprehensive report for each annual meeting.
The Treasurer shall file all forms as required by state and federal agencies on behalf of the corporation.
The Treasurer shall prudently maintain such bank accounts as needed to operate, and to maximize the interest potential
of excess funds. The Treasurer shall maintain a list of members. The Treasurer may serve
without bond. The Treasurer shall retrieve PO Box correspondence, prepare and present monthly financial
reports, and compile club short-term and long-term financial goals/purchases. The Treasurer shall maintain
clear distinction of membership funds, grant income, and respective expense payments. The Treasurer shall
prepare an annual budget for approval at the Board of Directors April meeting. The Treasurer shall complete
and distribute 1099 forms in January, complete annual Workers Comp audits. The Treasurer shall maintain/coordinate
bank safety deposit box items. The Treasurer shall register club/corporation with the Secretary of State
annually.
9: Trails Coordinator: The Trails Coordinator shall oversee all
grooming, maintenance, and improvement of the trails system governed by the corporation. The Trails Coordinator
may appoint members to assist him in supervising certain areas of the trails system. The Trails Coordinator
shall keep records of all work performed. The Trails Coordinator shall hire any outside services deemed
necessary for the proper and sage operation or improvement of the trails system, under guidelines stated by the county and
the Department of Natural Resources. The Trails Coordinator shall make application to appropriate agencies
for any and all legislated funding, and maintain all GIA records. The Trails Coordinator shall meet with
DNR personnel and/or other area trails coordinators to determine the best and safe public use of trails. The
Trails Coordinator shall be a phone contact for trail emergencies. The Trails Coordinator shall obtain
trail signs form the DNR and keep up to date with all DNR regulations. The Trails Coordinator shall obtain
land owner permission, keep records up to date on trails, and ensure all signs and brushing are done on trails.
The Trails Coordinator shall be responsible for the placing of stakes and signs on lakes and retrieving of same signs,
open and closing gates that are on private land, and finding alternate routes when necessary.. The Trails Coordinator shall
be the point of contact on the maps for any trail issues, attend county meetings and provide input, and update and verify
trails on county map and club map. The Trails Coordinator shall sign off on monthly reimbursable labor
sheets and do the monthly member reimbursements. The Trails Coordinator shall fill out the 4 “bench marks” and
get them to the County on a timely basis.
10. Groomer Coordinator: The
Groomer Coordinator shall set up grooming schedules and train new groomer operators. The Groomer Coordinator
shall oversee proper maintenance of the groomer and other equipment. The Groomer Coordinator shall be responsible
for groomed trail conditions. The Groomer Coordinator shall be responsible for groomer and drag maintenance.
The Groomer Coordinator shall be listed as a contact person for trail emergencies. The Groomer Coordinator
shall keep equipment inventory and keep the shop presentable.
11. Expenditures:
Officers may hire outside services and purchase goods deemed necessary for the conduct of the business of the corporation
upon the approval of the Treasurer and with the limitation of $200.00 for each transaction or hired service. If
an amount in excess of $200.00 is required, the approval of the Board is required.
12.
Meetings: Meetings of the Board of Directors may be called by the Chairman of the Board or
by any two directors, and all members of the board must be notified by mail or phone by the secretary 24 hours in advance
of the meeting. If the secretary makes three unsuccessful attempts over a 12 hour period to reach a member
of the board by phone the notification requirement shall be considered to be fulfilled. The meeting location
will be in a location specified in the notice. If 50% of the board’s membership is present the actions, recommendations,
and resolutions of the meeting shall have full force. The chair votes only to break ties on all matters
put to a vote.
General Membership meetings shall be held starting at 7:00 pm on the second Tuesday of each
month from October through April, and the annual meeting will be held in September or October each year. Date and place will
be determined by board.. This bylaw meeting provision shall be considered proper notification of regularly
scheduled general membership meetings. In addition, special general membership meetings may be called by
the Board of Directors after mail notification three (3) calendar days in advance of the meeting date. The
location for all general membership meetings shall be Ideal Community Center, Ideal Township, Crow Wing County, Minnesota,
unless otherwise specified in a mailing to the general membership. All matters considered at a general
membership meeting shall be decided by a simple majority of those attending, If a new meeting date
and/or place is announced at a general membership meeting it is considered proper notice. If a special
general membership meeting is announced at a general membership meeting it is considered proper notice.
13:
Committees: The President shall nominate committees as deemed needed to the conduct of the corporation’s
business. These committees with the exceptions of the Executive Committee shall operate within the purview*
and with the concurrence of the Board of Directors. The Executive Committee shall confirm to Minnesota
statues Chapter 317.20 subd11. The President shall prepare a slate of Directors at large and of Officers
to be elected by the general membership at an annual meeting of the general membership. These actions shall
occur at an appropriate time to be presented to the general membership prior to or at the time of the expiration of a term
of office,. The President shall in addition to its own slate entertain nominations from the floor of the
general membership meeting.
(*purview: the range or limit of authority, responsibility, or intention)
14. Other: All rules governing the conduct of the corporation and its
business shall conform to Minnesota Statues Chapter 317. The terms “Directors” and “Officers”
will remain one and the same for the purpose of the Ideal SnoPros.
