As revised on October 29, 2011
This organization shall be known as the "North East Trailer Sailors Yacht Club" or "NE-TS."
The object of the organization is to encourage and foster sailing skills and fellowship among trailer sailor boat owners and other interested parties in the Northeastern United States.
ELECTED OFFICERS OF THE ORGANIZATIONCommodore
DUTIES OF THE OFFICERS
It will be the responsibility of the Commodore to take command of the fleet, preside at all meetings, and enforce the By-Laws of the organization. The Commodore may call special meetings of the organization or the Board of Directors as deemed necessary, or upon the written request of five members. The Commodore shall be responsible for the coordination of all organizational functions. The Commodore shall be an ex-officio member of all committees.
The Commodore shall be entitled to fly the Commodore’s Burgee while in office, and the Past Commodore’s Burgee upon successful completion of his/her term of office.
It shall be the responsibility of the Vice Commodore to assist the Commodore in the discharge of all organizational duties, and to officiate in the absence of the Commodore.
The Vice Commodore shall be entitled to fly the Vice Commodore's Burgee while in office.
It shall be the responsibility of the Rear Commodore to actively seek new members, welcome guests to meetings, offer guidance and help to new members, arrange for the coordination of social activities and special events.
The Rear Commodore shall be entitled to fly the Rear Commodore's Burgee while in office.
FLEET CAPTAIN - CRUISE/RACE
It shall be the responsibility of the Fleet Captain to:
-Promote and coordinate all organizational cruising events, to include overnight, weekend, and extended cruises. He/she shall recruit and act as a resource to cruise leaders.
-Seek out race opportunities and inform the membership. Where appropriate he/she may arrange for and coordinate races sponsored by the organization or as a part of organization cruises.
The Fleet Captain - Cruise/Race shall be entitled to fly the Fleet Captain's Burgee while in office.
It shall be the responsibility of the Treasurer to collect and disburse all organization funds. He/she shall generally be responsible for safeguarding of all organizational funds in accordance with accepted procedures. A brief written statement of the organization's financial position shall be included in the organization newsletter, and available for all organization meetings or upon request from the Board of Directors. The Treasurer will maintain an up-to-date list of all members, and dues list of all members.
Maintenance of the NE-TS Yacht Club corporate name with the state of NH:
1. The treasurer is responsible for filing with the State of New Hampshire Corporate division, Secretary an “Annual Report” every 5 years starting in 2015 along with the fee ($25.00 in 2011). The report form can be filed on line or printed out and mailed in with a check.
2. If the treasurer is new, and the address of the club is being changed, filing with the
State of New Hampshire a form NP-3 and the appropriate fee ($25.00 in 2011). NOTE
the change of address generates the requirement of the form and fee.
Maintenance of the NE-TS Yacht Club filings with the IRS:
1. Filing annually an IRS Form 990-N electronically and keep a record of the filing for future reference.
2. If the treasurer is new, filing a change of name and address of treasurer, along with the notice of the tax ID number to the IRS (Notice is in the files with the treasurer information).
The term of Treasurer shall be a minimum of 2 years.
The Treasurer shall be entitled to fly the Treasurer's Burgee while in office.
It shall be the responsibility of the Secretary to keep the minutes and record of attendance of the organization's meetings, and to have custody of all minutes, reports, and documents connected with organization meetings.
The secretary is also responsible for notifying the State of New Hampshire of the change in Officers of NE-TS. This can be done by letter to:
Secretary of State
107 North Main St
Concord NH 03301-4989
If the treasurer is new, filling out appropriate paperwork with the bank to transfer / open a checking account. NOTE – the minutes of the election should authorize the new treasurer to take become signature authority of the checking account.
The Secretary shall be entitled to fly the Secretary's Burgee while in office.
It shall be the responsibility of the Webmaster/Historian to maintain the organization Web Site on a regular schedule. He/she shall solicit appropriate material for the articles, and ensure that it serves and represents the objectives of the organization. The Web Site shall serve as an educational tool, a source of information on organization news and events, and a vehicle for the open exchange of ideas and information on topics of interest to the membership.
It shall further be the responsibility of the Webmaster/Historian to keep archives and a record of organization history and activities.
The Webmaster/Historian shall be entitled to fly the Webmasters's Burgee while in office.
It shall be the responsibility of the Assistant Webmaster/Historian to assist the Webmaster/Historian in all official duties as needed and to officiate over Webmaster/Historian duties in the absence of the Webmaster/Historian.
The Assistant Webmaster/Historian shall be entitled to fly the Webmasters's Burgee while in office.
The membership shall annually elect at least two, but not more than one for every 30 members plus one additional, to serve on the Board of Directors as Members-at-Large. It shall be the responsibility of the Members-at-Large to provide additional consultation and input to the Board to help reflect and respond to the overall desires of the organization.
DUTIES OF THE BOARD OF DIRECTORS
The Government of the organization shall be vested in the Board of Directors. The Board of Directors is composed of the Commodore, Vice Commodore, Rear Commodore, Fleet Captain - Cruise/Race, Treasurer, Secretary, Webmaster/Historian, Assistant Webmaster/Historian and all members-at-large.
Subject to general action by the membership of the organization, the Board of Directors shall have the final authority in the management of the affairs and finances of the organization, and shall have control of any property belonging to the organization. They shall appoint special chairpersons. They shall hold meetings as necessary. They shall fill vacancies within their number, which shall hold good until the next annual election. Expenditures in the furtherance of organization business, without ratification of the General Membership, shall be limited to $100 per month.
The Board of Directors shall appoint a member of the organization, but not a Board Member, and make available to that individual the statements, books and records of the organization for review. The Auditor shall prepare an "Auditor's Opinion" to be presented at the first meeting of each year and included in the records of the organization.
ELECTIONS AND TERMS OF OFFICE
NOMINATION AND ELECTION OF OFFICERS
All elective officers shall be elected at the last meeting of the calendar year, and shall hold office until their successors are elected. Nominations for elective officers shall be solicited at the meeting prior to the last meeting of the year and may be submitted up until the time that elections are held. Elections may be by voice vote. Upon request of five members at the meeting, a written vote may be requested. Elections to office will require a majority of the votes from those eligible members attending the meeting. A runoff election between two or more persons shall be held in the event of a tie.
TERM OF OFFICE
The term of office for all but Treasurer shall be one year. Term of office for Treasurer shall be two years. Officers will be limited to four consecutive terms in a particular office unless waived by the Board of Directors.
ANNUAL MEETING TO ELECT OFFICERS
The last meeting of each calendar year will be held for the purpose of electing officers for the following year. The location of the meeting will be announced by the Board of Directors. The General Membership will receive written notice of this meeting by electronic mail and posting on the Web Page. The notification will include a list of nominees for officer positions. Elections will be held in accordance with Article VII.
GENERAL MEMBERSHIP MEETINGS
Meetings of the General Membership will be held as necessary and appropriate, but typically monthly from late fall through early spring. The General Membership will be notified of the meeting dates, any special agenda items, and locations by electronic mail and posting on the Web Page.
BOARD OF DIRECTORS
The Board of Directors will meet as needed. Votes may be taken by phone or electronic mail.
Special meetings may be called by the Commodore, or by the request of the Board of Directors, or at the written request of at least five members to the Commodore. The Commodore will schedule a special meeting as soon as possible, but allowing for proper notice of the reason, location, date and time of the meeting. Notification will be made by electronic mail and posting on the Web Page.
Notification of meetings, special events, rendezvous, and any other important information will be conducted by e-mail and posting on the Organization Web Site. Members who do not have access to electronic mail will be notified by U.S. Mail. When warranted by a special situation where e-mail or U.S. Mail is not practical, notifications will be made by telephone.
QUORUM, VOTING RIGHTS, AND OFFICE HOLDING
There shall be one vote for each club membership.
A quorum shall constitute 10% of the organization's membership in a general membership meeting.
A quorum shall constitute 50% of the members at a Board of Directors meeting.
Only those members attending a general membership meeting will be eligible to vote (proxy will not be permitted).
Only those members attending a Board of Directors meeting will be eligible to vote (proxy will not be permitted). The Board of Directors may act based upon polling by the Commodore using telephone or electronic mail, with a majority of the Board concurring.
Any member of the organization in good standing shall be eligible to hold office.
MEMBERSHIP AND DUES
Membership dues will cover a calendar year (January - December). Any member joining after July 1st will be assessed œ the normal dues. Any member joining after November 1st shall pay a full year dues, but their dues will cover both the current and following year.
At the first meeting of each calendar year, the Treasurer will make a recommendation as to the annual dues based on the anticipated expenses of the organization. A notification of the dues amount and schedule for payment will be sent to the membership by the Treasurer. Dues will become due following this notification. If dues are not received prior to April 1st members will be dropped from the rolls of the organization.
The Board of Directors may recommend special assessments to the membership. The amount of the assessment, and the reason therefore, will be published on the organization Web Page. Action on the assessment will be taken at the next properly noticed meeting of the general membership. A two-thirds majority of the voting members present will be required to institute a special assessment.
The official club burgee shall be a yellow sun, blue water, black sloop-rigged sailboat on white background.
CHANGES AND/OR AMENDMENTS
Changes and/or amendments to organization By-Laws may be proposed by a majority of the Board of Directors, or by petition to the Board of Directors by at least five voting members. Written notice of the proposed changes will be posted on the organization's Web Page, sent to all members by email, or both, and voted on at the next scheduled general membership meeting. Copies of the changes will be available at the meeting. A two-thirds majority of the voting members present will be required to change or amend the By-Laws.
This organization shall not be subject to dissolution as long as at least five voting members oppose the dissolution.
In the event of the dissolution of the organization, all properties and remaining funds shall be given to a recognized nonprofit sailing orientated organization. The selection of such organization shall be made by a majority vote of the voting membership attending a properly noticed general membership meeting.