Bylaws - Chiltern Mountain Club
Proposed Revisions 11/27/12

1. The legal name of this organization shall be the Chiltern Mountain Club, Inc.
2. The Chiltern Mountain Club is a volunteer, non-profit, outdoor recreation and sports club sponsored by its gay, lesbian, bisexual, transsexual, and gay-friendly members. Its purposes and goals are:
a. To provide active, group, outdoor, recreational opportunities for its members;
b. To inform members of activities and outings in which they may participate with other members;
c. To encourage among its members an appreciation for the natural environment and its conservation and protection;
d. To encourage responsibility and safety among its members in the pursuit of outdoor recreation; and
e. To provide opportunities for fellowship and group interaction among a broad membership drawn from various communities of gay men and gay women, their friends, and other persons wishing to associate with them.
3. Membership
a. Membership in the Chiltern Mountain Club is open to gay, lesbian, bisexual, transgender, and gay-friendly persons wishing to associate with them. The minimum age for membership is 18. A parent or guardian should accompany those under the age of 18 who wish to participate in Chiltern activities. The members of the Executive Committee may, by a 2/3 vote, remove any member who fails to abide by these bylaws or any properly voted policy of the membership or the Executive Committee.
b. The Chiltern Mountain Club does not discriminate in its membership policies or activities on the basis of race, sex, ethnic background or association, nationality, age, marital status, political affiliation, or sexual or affectional orientation.
c. Members are defined as those persons eligible for membership whose dues are currently paid.
4. Membership meetings:
a. An Annual Meeting of the membership will be held for purposes of electing members to the Executive Committee, and for transacting club business as may be stated in the meeting announcement, and for conducting such other business as may be brought before the meeting. An Annual meeting shall be held in the months of either November or December. The Executive Committee shall determine the date and location of the Annual Meeting.
b. Special meetings of the membership may be called at any time by a majority vote of the Executive Committee.
c. A notice stating the date, time, place and subjects to be considered at each meeting shall be distributed to each member at least seven days in advance.
d. A quorum for conducting any and all business at membership meetings shall be five percent of those members currently enrolled in the Club, that number to be determined by the Secretary.
5. Governance:
a. The club will be governed by an Executive Committee of ten members, which shall elect from among its ranks (at their first meeting) a Chair, a Vice Chair, Treasurer, and Secretary. The Chair and Vice Chair (called President and Vice President for legal reasons), the Secretary and the Treasurer shall constitute the "officers" of the corporation. Executive Committee members shall continue performing in their jobs until officially relieved of their duties by the newly elected Executive Committee or until the first meeting of the new Executive Committee after the Annual Meeting, whichever comes first. Whenever possible, the Chair and Vice Chair shall have at least one year of experience on the Executive Committee before serving in one of these positions, and, whenever possible, one chair shall be a male, and one a female. The members of the Executive Committee may remove an officer (or any other member of the Executive Committee) by 2/3 vote for failure to abide by these bylaws, or any properly voted policy of the membership or the Executive Committee. Unless otherwise indicated, "Roberts Rule's of Order" as most recently published, shall govern the parliamentary procedure for all club meetings and activities requiring a recorded vote. Any three members of the Executive Committee may defer any issue once only to the next meeting of the Executive Committee. The purpose of this is to allow consultation with others before action is taken. The "last word" in any case will be with the members of the Executive Committee. A copy of the minutes of the Executive Committee shall be sent to all past Presidents and Co-Chairs who wish to receive them, and to other members designated from time to time by the Executive Committee. All members of the Executive Committee shall receive a list of contact information for the people receiving copies of the minutes. These people are intended to be available for advice when asked by any member of the Executive Committee.
b. The Chair shall preside over meetings, determine the order of the agenda, serve as official representative of the club and have the authority necessary for the fulfillment of these duties.
c. The Vice Chair shall preside in the absence of the Chair.
d. The Treasurer shall maintain and keep all financial records and disburse funds according to Executive Committee policy. S/he shall give a report of the financial status of the club at the Annual Meeting and all meetings of the Executive Committee. Financial reports shall include all bank reconciliations. All transactions processed by the Treasurer shall have proper documentation. An Audit of the Treasurer shall be performed before the end of each year. There shall be a requirement for Executive Committee approval of any expenses exceeding $800. The Executive Committee shall approve all "payments in advance" to a member for official club business. The member obtaining the payment in advance shall present receipts to the Treasurer. The Treasurer shall maintain the budget as approved by the Executive Committee and shall be reviewed by the Executive Committee on a monthly basis.
e. The Secretary shall maintain and keep a record of all meetings and shall serve as official counter and validator of the ballots for club elections. S/he shall be responsible for overseeing the dispersal of club literature and shall also oversee the keeping of the official club archives. Further, s/he shall be responsible for overseeing the maintenance of club enrollment, verifying that all current members are members in good standing according to the bylaws of the club.
f. The Membership Coordinator shall keep the club membership records (the database) updated and current and enforcing membership rules as called for in club regulations.
g. The Executive Committee positions shall be for two years, for staggered terms, with a total of 5 members being elected at each Annual Meeting for two-year terms. There shall be no fewer than 5 members on the Executive Committee.
h. Meetings of the Executive Committee shall be held monthly or as deemed necessary by the Chair or a majority of the members of the Committee.
i. A majority of the serving members of the Executive Committee shall constitute a quorum.
j. In the event of a resignation or otherwise vacant position on the Committee, the Executive Committee shall fill such vacancies by a majority vote.
k. The By-laws may be amended at any Annual Meeting or special meeting of the membership by a two-thirds vote of the members present, if those present represent a quorum, and the entire membership has been sent written notification of amendment proposals at least two weeks prior to the meeting.
6. The club will exist until such time as a majority of the membership votes that it shall be dissolved. At such time as a majority of the membership votes to dissolve, one or more of the officers of the corporation shall cause to be taken such legal steps as are necessary to dissolve the corporation in accordance with M.G.L. Chapter 180 as amended. In the event of dissolution, any and all assets of the Chiltern Mountain Club shall be distributed as determined by a majority vote of the members at the time of dissolution is authorized and in accordance with requirements applicable to non-profit corporations determined to qualify for Internal Revenue Code 501(c)
7. The club as an organization shall remove itself from all liability for any activities, to the extent permitted by law, incurred on all Chiltern events. Participants shall be responsible for determining their capability to handle the demands of a trip, and for their actions as a participant. Participants shall release Chiltern for any and all liability for their participation, association, or connection in any way with Chiltern, its members, or participants. This paragraph covers all club meetings, events or other activities connected with the club or club business in any way.
©2013 Chiltern Mountain Club