STANDING OPERATING PROCEDURE (SOP)

Rev. 01/13/2004

Supplement to the By-Laws

Las Cruces Four Wheel Drive Club

ARTICLEI. Dues

A. Single Regular Membership dues for each fiscal year shall be $25.00 and shall entitle the member to exercise one vote. Family Regular Memberships dues shall be $35.00 for each fiscal year and shall entitle two (2) immediate family members eighteen (18) years of age or over, who live in the same household, to vote. New members pay full price the day they join. (For the purpose of clarification, you can be a new member only once, otherwise you are just renewing your dues.)> In July, they will pay the first year/s prorated amount as their second year's dues.  If a member joins within one (1) month either before or after the beginning of the fiscal year (July 1), the date they join will be considered as July 1 with no prorata dues for the following year.  Dues will be delinquent on the first day of August and all rights and privileges of membership will end.

B. There are no annual dues for Honorary Members.

C. There are no annual dues for Sustaining Members.

 

ARTICLE II. Membership Policy

A. Prospective new Regular Members must make application for membership and sign Hold Harmless.

 

ARTICLE III. Duties of Officers

A. The President shall preside at all meetings, carry out the policies and decisions of the members; and, appoint and/or dissolve committees as deemed necessary.  (S)He shall be an additional authorized  signer, with the Treasurer, on checks drawn on the Club checking account; and is authorized to conduct the financial business of the Club in the absence of the Treasurer. The President and Treasurer shall not be related.

 

B.  The Vice President shall assist the President and shall perform the duties of the President in his/her absence. (S)He shall be in charge of the planning of the Club's trips. (S)He shall appoint a Trip Leader to be responsible for planning, scouting and guiding each trip. (S)He may be assigned special duties by the President.

 

C. The Secretary shall keep all minutes of all meetings, shall keep an accurate list of names and addresses of all club members, shall have custody of all scrapbooks and archives containing the Club History and shall enter into it such appropriate material as may be presented by the members. (S)He shall convey all records to the successor in this office.

 

D. The Treasurer shall have custody of all monies of the Club and shall receive all funds incoming. (S)He shall maintain a checking account for the purpose of conducting the financial business of the Club.  All expenditures will be approved by the Board of Directors. the Treasurer shall keep accurate records of the financial business of the Club and shall convey these records to the successor in this office. The Treasurer and President shall not be related.

 

ARTICLE IV. Bank Account

A. The Treasurer shall maintain a bank checking account for the Club.  Two signatures will be required on all checks drawn on this account. Authorized signers of Club checks will be the President, Vice-President, Treasurer and up to two elected Directors to be selected by the Board of Directors. No two authorized signers may be related.

 

ARTICLE V.   Safety

A. Members and guests at Club functions shall abide by all laws of the State of New Mexico applicable to motorized vehicles, recognizing that highway laws also apply to off-highway travel on public lands.

 

B.  Members and guests shall abide by the TREAD LIGHTLY concept, so as to protect our natural resources.

 

C. Vehicles operated on official Club trips must be street legal, in safe operating order and properly insured.

 

D. No firearms will be allowed at all on any property where prohibited by law.  Recreational discharge of firearms will not be allowed during any Club function other than those sanctioned by the Club, such as a Turkey Shoot using strict adherence to safety and proper handling of firearms.

 

E.;  Consumption of alcoholic beverages during Club outings shall be kept to a minimum; and, used with discretion during events where the Club is in the public eye.  Persons found to be drinking excessively will be dealt with on an individual basis.

 

F.  Pets accompanying their owners must be under the control of their owner at all times.> Animals that consistently and/or repeatedly are a safety issue will be dealt with on an individual basis.

 

G. Most of all, use common sense.  If in doubt, check with the Trip Leader or other persons in charge of the event.

ARTICLE VI. Reimbursable Expenses

A. Certain expenses incurred by officials or members of the Club are considered to be reimbursable when incurred on behalf of the Club. Generally speaking, they would include such items as phone calls, consumable supplies used for Club activities, printing and similar expenses.

 

B.  Requests for reimbursement must be made to and approved by the Board of Directors, and must be accompanied by receipts. If approved, the President will direct the Treasurer to issue a check for reimbursement.  Cash reimbursement will not be made.  Any reimbursement over one hundred dollars ($100.00) must be approved by a majority vote of club members.

 

C. No person may claim reimbursement for an expense not incurred.  No official nor member of the Club may receive compensation for services (s)he may render to the Club while performing his/her duties.

 

ARTICLE VII.    Information Media

A. The Las Cruces Four Wheel Drive Club operates two forms of information media: a newsletter and a site on the World Wide Web.

 

B.  The newsletter, known as the Canyon Crawler, is the official information organ of the club and is the primary method of informing members of club activities, events, official business and other matters of general interest. The newsletter is produced by an editor who is appointed by the Club President. The editor is responsible for the form and content of the newsletter, within such guidelines as may be established by the Board of Directors

 

C.       The web site is the means by which the Club’s identity and activities are communicated to the public. Because the image of the club is presented on a worldwide basis through the web site, it must be structured and maintained in a manner that is attractive, professional and accurate; and supports the aims and goals of the Club as well as the four wheeling movement.  The Club site will be maintained by a member or members designated by the Board of Directors. The names of these authorized members will be communicated in writing by the President to the Internet Service Provider who host the site. The Board of Directors controls the content of material on the web site and must approve in advance the types of information, graphics, etc., displayed on the site.  The schedule of events should be updated monthly and every effort should be made to insure that the schedules on the web site and in the newsletter are consistent.

 

D.       All material published in the newsletter and displayed on the web site will be consistent with Tread Lightly guidelines.