BY-LAWS
OF THE ITASCA MORAINE CHAPTER
OF THE NORTH COUNTRY TRAIL ASSOCIATION
ARTICLE I - Purpose
The major purposes of the ITASCA MORAINE
CHAPTER of the North Country Trail Association are to build, maintain and
promote the North Country National Scenic Trail as defined by the
boundaries in the Charter as follows:
Covering the trail in Minnesota
between the west boundary of the Chippewa
National Forest and a point
within Itasca
State Park defined as
the intersection of the Eagle Scout Trail (host trail) and Nicollet
Trail. In meeting this purpose, the
Chapter also seeks to:
1. Promote and exchange outdoor educational information relating to but
not limited to personal safety and skills, resource use and management and
increased individual activities promoting good health;
2. Promote preservation and conservation of our natural resources;
3. Promote hiking
ARTICLE II Office
The principal office of the Chapter shall
be the address of the current President, or as determined by the Chapter
Board of Directors.
ARTICLE III - Membership
Chapter members shall be defined as any member of the North Country
Trail Association in good standing who elects to participate in or support
the Chapter. Classes of membership, admission, dues, restrictions and other
related policies shall match current definitions set forth in the by-laws
and policies of the North Country Trail Association.
ARTICLE IV – Meetings of Members
A quorum for all membership meetings shall
be 25% of the Chapter's total membership. Proper and effective votes at
membership meetings shall be carried by simple majority of those members
present.
Section 1: Regular Meetings
Meetings of the Chapter members are held
quarterly at a location and time determined by the Chapter's President.
Section 2: Special Meetings
A special meeting may be called by the
President and one other officer or by not less than 1/10 of the members.
Section 3: Annual Meetings
An annual meting shall be held at a time and place to be selected by the
Board of Directors for the purpose of electing officers and for the
transaction of such other business as comes before the meeting. If the
election of Officers is not held on the designated annual meeting date, it
shall be held at a special meeting.
ARTICLE V - Board of Directors
Section 1: Composition
The Chapter's Board of Directors shall
consist of the Officers of the Association and 2 at large directors. The at
large Directors will be elected in the same manner as the Officers of the
organization. The Board of Directors shall determine policies, nominate a
slate of officers, and function in any other manner deemed advisable by
formal action of the Board. The Board will meet quarterly, unless deemed
unnecessary by a majority of the Board. A quorum shall be four (4) Board
members.
Section 2: Board Member Qualifications
To serve on the Chapter's Board, a Director
must be a member in good standing of the North Country Trail Association
who has chosen to affiliate him or herself with the Chapter. The director
also shall agree to commit the time and efforts necessary to the
satisfactory performance of his or her duties, and shall agree to serve as
Chair of one of the Chapters standing or Ad hoc Committees.
Section 3: Compensation
Directors as such shall not receive any
stated compensations for their services as Board Members, but by resolution
of the Board of Directors, expenses of office, including but not limited to
travel, phone, and mailings may be allowed; but nothing herein contained
shall be construed to preclude any director from serving the Chapter or the
Association as a whole in any other capacity and receiving compensation
thereof.
Section 4: Tenure
Officers and At-Large Directors shall serve
two (2) year terms with a maximum of two (2) terms.
Section 5: Vacancies
Vacancies are filled by appointment, for
the duration of the term, by the President, with Board approval. .
ARTICLE VI - Officers
Section 1: Officers
The elected Officers of the Association shall consist of a President, a
Vice-President , a Treasurer and a Secretary.
Section 2: Election and Term of Officers
Each Officer shall serve for a term of 2 years. No Officer may serve
more than 2 consecutive terms in the same position. Each Officer shall hold
office until a successor shall have been elected and duly qualified.
A slate of candidates shall be submitted to the membership at the annual
general membership meeting. Additional nominations for each office may be
made from the floor at the meeting.
The Officers shall be elected by a simple
majority vote of those members present. In the case of no candidate
receiving a simple majority, the candidate with the least number of votes
shall be dropped and an additional vote taken for the remaining candidates.
In the event of vacancies between elections, the President (or in case of
the presidency being vacant, the Vice-President) shall nominate a member
for the vacancy and this person shall be elected by the Board of Directors.
Officers shall begin their tenure immediately following their election.
Section 4: President
The President shall preside at all
meetings, direct the activities of the Chapter, and act as spokesperson for
the Chapter. The President and/or Board may appoint or remove as necessary
ad hoc committees with agreement of each other. The president is a voting
member of all standing or special committees. [Further duties could be
added here.]
Section 5: Vice-President
The Vice-President shall assist the
President conducting functions of the Chapter, and substitute for the
President in the event of his/her absence.
Section 6: Secretary
The Secretary shall be responsible for the following:
1. maintain a written permanent record of Board of Director meetings
which shall be reviewed and approved at the next Board meeting.
2. submit the minutes of the Board meeting and provide copies at the
monthly meeting
3. correspondence relating to club activities.
4. custodian of all properties and titles
thereof other than the monies of the Chapter.
Section 7: Treasurer
The Treasurer shall be responsible for the following:
1. serve as liaison to the national office of the NCTA in all issues
regarding Chapter finances.
2. forward all Chapter revenues and related documentation to the
national office of the NCTA for deposit to the Chapter's account.
3. review, approve for payment where appropriate, and submit all bills
and expenses to the national office of the NCTA for payment.
4. submit a financial report at each meeting.
5. prepare an annual financial summary
report to be published in the December newsletter each year.
Section 8: Removal
Any officer or director may be removed by a
majority vote of the full Board of Directors. Removal may be proposed to
the Board by any member of the Chapter. The member shall be duly informed
before any action of the Board and thus given an opportunity to be heard.
Removal may be with or without cause whenever, in the judgement of the
Board, the best interests of the Chapter would be served thereby.
ARTICLE VII - Committees
The Chairperson shall be responsible for all activities of the
Committee, and shall be nominated by the President and elected by the other
officers of the Chapter's Board of Directors. The following shall be
standing committees of the Chapter: .
Ad hoc committees and their chairs shall be
appointed/removed by the President of the Chapter as deemed necessary to
fulfill the purposes and functions of the Association.
ARTICLE VIII Contracts and Agreements
The Chapter Board of Directors may enter into contracts and agreements,
however, such agreements may only bind the Chapter itself. The Chapter
Board does not have the authority to enter into agreements or contracts
binding the national North Country Trail Association. If the authorization
of the national North Country Trail Association is required for a contract
or agreement, the agreement must be deferred to the Board of Directors of
the North Country Trail Association for action.
ARTICLE IX - Finances
Section 1: Annual Budget
Before the start of each calendar year, the
Secretary/Treasurer, with the help of an Ad Hoc finance committee, shall
prepare an annual budget for the Chapter. This budget shall be reviewed and
approved by the Board of Directors. Approval of the budget, or any portion
of that budget, at any monthly meeting authorizes the appropriate
Committees to expend Chapter funds as specified in all approved portions of
that budget. All subsequent expenditures shall be authorized by the Board.
Section 2: Expenditure of Funds
Chapter funds beyond those specified in the annual budget, may only be
expended as follows:
For any amount of $200.00 or less, funds may be expended when the
majority of Board of Directors authorizes payment of reasonable
compensation for services rendered or expenses incurred in supporting the
goals of the Chapter.
Approval of expenditures for reimbursement
or payment shall follow procedures drafted by the Chapter Treasurer and
approved by the Board of Directors. Documentation of expenditures and
subsequent reimbursement shall follow procedures established by the
national office of the North Country Trail Association.
Any request for funds to be used by an
outside organization must be submitted in writing to the Board of
Directors, who will vote upon the request. The request will show how these
funds will be spent.
Section 4: Annual Audit
At least once every four (4) years, the
President, with the approval of the Board of Directors, shall appoint a
three-member audit committee to audit the Association's financial records
from the time of the previous audit through the current accounting period
(month end, year end, fiscal year end). The audit committee shall report their
findings in writing, to the Board. Such audit shall be made a permanent
record of the Chapter and shall be available to the membership.
Section 5: Dues
These are paid to the national office,
which transfers a portion to the Chapter's account, with the amount being
at the discretion of the NCTA national Board of Directors.
ARTICLE X Fiscal Year
The Fiscal year of the Chapter shall match that of the National
Association, currently same as calendar. .
ARTICLE XI - Amendments
Amendments to the By-laws may be adopted at any Chapter meeting by a 2/3
majority of the members present.
Proposed amendments to the By-laws may be submitted in writing by any
member of the Chapter. Proposed amendments shall be submitted to the
President, and shall be presented to the Board for review and circulated to
the membership at least one month but not more than 90 days prior to the
meeting at which the proposed amendment. The proposed amendment shall
become effective when seconded and approved by a 2/3 majority of those members
present at a meeting.
Adopted Nov. 23, 2002
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