Ocean State Jeepsters: By-Laws

Ocean State Jeepsters By-Laws

Article 1: Name

1.1. The official name of this organization shall be Ocean State Jeepsters. The organization may also be referred to within these By-Laws as “OSJ” or the “Club.”

Article 2: Purpose

2.1. Ocean State Jeepsters is a non-profit organization whose purpose is to advance the sport of four-wheeling as a safe, enjoyable, and environmentally responsible form of outdoor recreation; to regularly host trail rides and other social events for its members; and to expand land access through public education, private partnerships, and the legislative process.

Article 3: Membership & Dues

3.1. Membership in the Club is open to Jeep owners who are at least eighteen (18) years of age and want to advance the sport of four-wheeling.

3.2. Provisional membership in the Club shall be granted by the Secretary (Art. 4) upon submission of a completed application and registration for the OSJ Internet forum.

3.3. Provisional members shall be voted into membership after attending at least two (2) Club events and one (1) quarterly business meeting. A simple majority of votes cast by the membership is required to become a member.

3.4. Provisional membership shall be limited to a period of eight (8) months from the date of application.

3.5. Provisional members who are denied membership shall not be eligible to reapply for a period of twelve (12) months.

3.6. Provisional membership can be terminated at any time by majority vote of the Board (Art. 5.)

3.7. Each member shall be entitled to one (1) vote on all Club matters that require a vote. Provisional members shall not be allowed to vote.

3.8. Dues shall be determined by the Board (Art. 5) on an annual basis and cover the period from January 1st to December 31st.

3.9. Dues shall become payable on January 1^st of each year and must be received by the Treasurer (Art. 4) no later than January 31^st. Late dues shall result in suspension of membership privileges unless prior arrangements have been made with the Board (Art. 5.)

3.10. Dues for new members shall become payable when the membership vote closes and must be received by the Treasurer (Art. 4) within 30 days. Dues shall be $50 for members that join between January 1^st and June 30^th and $25 for members that join after June 30^th. Provisional member status shall be revoked if dues are not paid within the 30 day period.

3.11. Dues shall not be refundable.

3.12. The Club Founders shall be granted honorary lifetime memberships.

Article 4: Officers

4.1. The Officers of the Club shall consist of President, Vice President, Secretary, and Treasurer.

4.2. Officers must be members for at least one year prior to seeking election.

4.3. The President:

4.3.1. Presides at Club meetings.

4.3.2. Enforces Club by-laws.

4.3.3. May negotiate and sign all legal documents of the Club.

4.3.4. Shall be an authorized signatory of all Club checks.

4.3.5. Shall carry out the duties of the Secretary and Treasurer in their absence.

4.4. The Vice President:

4.4.1. Assists the President on any and all matters.

4.4.2. Temporarily assumes the duties of the President in the President’s absence.

4.5. The Secretary:

4.5.1. Shall keep accurate minutes of Club meetings.

4.5.2. Notifies members of meetings, votes, and dues assessments.

4.5.3. Keeps accurate Club membership records.

4.5.4. Shall be an authorized signatory of all Club checks.

4.5.5. Performs other duties as determined by the President.

4.6.The Treasurer:

4.6.1. Maintains a Club banking account and has custody of all Club funds.

4.6.2. Receives all Club income, pays all Club expenses, and co-authorizes all checks.

4.6.3. Keeps accurate records of all income and expenses.

4.6.4. Provides a report on the Clubs financial status and transactions at each business meeting.

4.6.5. Performs other duties as determined by the President.

Article 5: Board of Directors

5.1. The Board of Directors (Board) is the managing body of the Club and consists of the Officers, an Events Director, a Land Use Director, and a Member Benefits Director.

5.2. The President shall serve as Chairman of the Board but does not vote on Board matters except to break a tie.

5.3. The Event Director:

5.3.1. Chairs the Event Committee.

5.3.2. Encourages member participation in the event selection process.

5.3.3. Keeps the membership informed of Club events.

5.4. The Land Use Director:

5.4.1. Chairs the Land Use Committee.

5.4.2. Encourages member participation in land use activities.

5.4.3. Keeps the membership informed of Club land use activities.

5.5. The Member Benefit Director:

5.5.1. Chairs the Member Benefit Committee.

5.5.2. Encourages member participation in expanding benefits.

5.5.3. Keeps the membership informed of Club benefits.

5.6. The Board shall be responsible for establishing policies and procedures for the Club, developing and executing a comprehensive plan, and reporting back to the membership.

Article 6: Elections

6.1. Only members shall be eligible for election to the Board.

6.2. Nominations for all Board positions shall open on October 1^st of each year and remain open for a period of at least thirty (30) days.

6.3. Sitting Board members shall be automatically nominated for their positions.

6.4. Candidates that run unopposed shall take office upon closing of the nominations.

6.5. Voting for contested Board positions shall open during the November business meeting and may continue for up to seven (7) days.

6.6. Candidates with the highest number of votes cast by the membership shall take office upon closing of the vote.

6.7. If a Board member resigns before their term expires then the President shall nominate a member to fill the position for the remainder of the term.

Article 7: Events

7.1. An event schedule for the following year shall be presented to the membership no later than December 31^st of each year.

7.2. Additional events may be scheduled throughout the year as determined by the membership and with approval from the Board.

7.3. Attendance at events shall be open to members, provisional members, and guests.

7.4. Members and provisional members who bring guests shall be responsible for the actions of their guests.

7.5. Vehicles owned by members shall be given priority on a first-come basis for openings at trail ride events. Provisional member participation at trail ride events shall be by invitation only.

7.6. Vehicles owned by guests shall be allowed at trail ride events when space is available and no participating members object.

7.7. Guest-owned vehicles may participate in at most one (1) trail ride event per twelve (12) month period with the exception that vehicles owned by guests who belong to NEA-affiliated clubs may participate in any number of trail ride events.

7.8. All vehicles participating in trail ride events shall be equipped with the following:

7.8.1. A transfer case with low range.

7.8.2. Appropriately sized spare tire.

7.8.3. Front and rear tow points.

7.8.4. Tow strap without metal hooks.

7.8.5. Fire extinguisher.

7.8.6. A working CB radio.

7.9. Participants in trail ride events shall adhere to the Tread Lightly principles at all times.

7.10. Participants in trail ride events shall be strictly prohibited from consuming alcohol immediately before or during trail ride events.

Article 8: Meetings

8.1. Quarterly business meetings shall be held in the months of February, May, August, and November at a time and location determined by the Board.

8.2. Attendance at quarterly business meetings shall be open to members, provisional members, and their families. Other guests shall be permitted to attend at the discretion of the President.

8.3. The order of business at quarterly business meetings shall be:

8.3.1. Reading and acceptance of minutes from the previous quarterly business meeting.

8.3.2. Board member reports including Treasurer, Events Director, Land Use Director, and Member Benefits Director.

8.3.3. Discussion of unfinished business.

8.3.4. Presentation of new business.

8.3.5. Open forum where any member is permitted to present and/or submit a motion.

8.3.6. Adjourn.

8.4. Special Club meetings can be called by Board members or by petition from two (2) or more members.

8.5. Attendance at special Club meetings shall be determined by the member who called the meeting.

8.6. Any consequential decision made during a special Club meeting that was closed to the membership shall be communicated to the membership during or before the next business meeting.

Article 9: Code of Conduct

9.1. Members shall not act, nor knowingly cause or encourage others to act in any manner that would bring discredit to the club.

9.2. Members may not speak for, or otherwise imply authorization to speak for, the Club without permission from the Board.

9.3. Members shall abide by Federal, State and Local Laws when attending Club events and meetings or otherwise conducting the business of the Club.

9.4. By a two-thirds (2/3) vote the Board shall have the right to withdraw membership status from any member who has violated Club By-Laws or engages in conduct that is detrimental to the best interest of the Club. In the event of such expulsion, the Club shall be under no obligation to refund the club dues.

Article 10: Revision and Amendment

10.1. These By-Laws may be revised or amended upon proposal from either the Board or signed petition from five (5) or more members. The Secretary shall inform the membership of the proposed changes at least ten (10) days prior to a final vote which will require approval from the membership by two-thirds (2/3) of the votes cast.

Article 11: Parliamentary Procedures

11.1. Board decisions can over overruled by two-thirds (2/3) of the votes cast by the membership.

11.2. All points of law and order, not covered in these By-Laws, and where these By-Laws remain silent, shall be governed by “Roberts Rules of Order (revised).”

Article 12: Dissolution

12.1. Upon dissolution of Ocean State Jeepsters, the assets of the Club shall be distributed in accordance with the laws of the State of Rhode Island and Providence Plantations.