Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 1 Bylaws of Pleasant Forest Camping Club 2010 Amendment Article I The Corporation of Pleasant Forest Camping Club Section I: Physical Location and Size The physical location of Pleasant Forest Camping Club is: 4922 Puget Road NE, Olympia, WA. This location is comprised of approximately 70 acres. Section II: Mailing Address The mailing address of Pleasant Forest Camping Club is 4922 Puget Road NE, Olympia, WA 98516. Section III: Principal Office The principal office of Pleasant Forest Camping Club is located at 4922 Puget Road NE, Olympia, WA.
Section IV: Contact Numbers The telephone number of Pleasant Forest Camping Club office is 360-491-2467. The Bar number is 360-491-8547. The fax number is 360-491-2467. The Ranger number is 360-480-7160. Section V: Internet and Web Numbers The email address for Pleasant Forest Camping Club is pfcClub@gmail.com. The Web address is www.pleasantforestcampingClub.org. Section VI: Communication Tools The Club newsletter, the Board of Directors meeting agendas and minutes, the Club email account, and the Club web page are the official Pleasant Forest Camping Club Member communication tools. Reader boards at the entrance gates and/or bulletin boards in the Club house also announce upcoming activities, events and meetings.
Section VII: State of Washington The Pleasant Forest Camping Club is Incorporated and licensed under RCW 24.03 Section VIII: Management and Administration The Corporation is managed by and administered through an elected Board of Directors. The Corporation, through its Board of Directors, has fiduciary duty to its Member ship. Section IX: Stock and Shares This Corporation shall have no capital stock or shares issued. Section X: Membership in the Corporation Membership in this Club will be evidenced by the issuance of a certificate which assigns a specific lot for exclusive use. The Certificate is signed by the President and the Secretary of the Corporation.
Each Member ship has the same value regardless of the amount paid for by the Member, improvements made to a lot, or for any other reason.
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 2 Section XI: Number of Memberships The total number of Memberships allowed for purchase is fixed by the Board of Directors through motion and passing vote during a regular meeting of the Board of Directors. The Board of Directors may increase or decrease this number to meet Corporate needs as long as State and County guidelines are met. Section XII: Dividends No Member receives dividends from owning a Membership. Section XIII: Value of Corporate Membership The value of membership is the value set by the Board of Directors for Corporate owned Memberships and establishes the price for which the lot may be sold by the Club.
Section XIV: Vision of Corporation The vision of Pleasant Forest Camping Club is a healthy recreational community for its Member ship that supports relaxation, reflection, and rejuvenation in a natural setting. Section XV: Mission Statement The mission of Pleasant Forest Camping Club is to ensure the continuation of present and future club, recreational, and open space resources and services for enjoyment by its Member ship while protecting and supporting the distinct nature of its community and natural setting. Section XVI: Primary and Off Season Camping The Pleasant Forest Camping Club is an all seasons camping facility offering both primary season and offseason camping services.
Off season camping may be subject to additional use fees which must first be approved by motion and majority vote of the Board of Director s and majority vote of the Budget / Finance Committee.
Section XVII: Recreational Vehicles (RV) / Recreational Units (RU) / Other Motorized The Corporation allows recreational vehicles, units, and other motorized vehicles on exclusive use lots which must remain in a mobile ready status, legally functional, operational, licensable, and free of land-locking improvements. Requirements for recreational vehicles and units are found in the Rules and Regulations. Section XVIII: Lot Improvements Improvements to Membership lots are limited to removable personal property. Improvements to Membership lots are regulated through the Rules and Regulations. Section XIX: Lot Use The Corporation allows Membership lots to be utilized for recreational use only.
All trees on member lots are the property of the Club and may not be cut down except where specifically established in the Rules and Regulations.
Section XX: Member ships for the Purpose of Establishing Residency Certificates will not be issued to any Member as a means to establish residency in Washington State. Section XXI: Articles of Incorporation The Corporation operates under full authority granted in the State of Washington under the Articles of Incorporation adopted in 1970 and all of its amendments. The Corporation reserves the right to amend, alter, change or repeal any provision contained in its Articles of
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 3 Incorporation through a motion and majority vote of the Board of Director s in a regular meeting of the Board followed by a majority vote of the Member ship through the ballot voting process.
Section XXII: Bylaws The Bylaws comprise the legal policy document for the operation and management of the Pleasant Forest Camping Club. Section XXIII: Rules and Regulations The Rules and Regulations are the procedural steps for implementing the Bylaws. At no time may the Rules and Regulations be in conflict with the provisions and policy of the Bylaws. Section XXV: Effective Dates for Implementing Changes Changes to the Bylaws are effective immediately following a Membership vote to approve. Changes to the Rules and Regulations are effective following majority vote of the members of the Bylaws Committee, the Compliance Committee and the Board of Directors.
Article II Non Profit / Not for Profit Status Section I: Not for Profit This Corporation is a Not for Profit 501(c) (3) for Federal tax purposes. Section II: Non Profit This Corporation is a Non Profit Corporation under RCW 24.03.035 for all other purposes. Section III: Duration of Corporation The duration of this non-profit Washington Corporation shall be perpetual. Article III Fiscal Management Section I: Bank Accounts All bank accounts, depositories, and investments shall be established in the name of the Pleasant Forest Camping Club. All withdrawals from such accounts shall require two (2) signatures of two of the Board of Directors officers.
All accounts are retained in institutions insured by the Federal Deposit Insurance Corporation or its equivalent. The Board of Director s has authority in the regulation and control of all revenue from the Corporation and establishes who can deposit, invest, withdraw funds, and sign checks in accordance with these Bylaws. Section II: Authority to Invest The Treasurer, with approval of the Board of Director s on motion and majority vote in a regular meeting of the Board shall have the authority to invest funds in savings accounts, certificates of deposit, or other secure investments so long as other funds are available to meet the obligations of the Club.
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 4 Section III: Fiscal Year The accounting fiscal year shall be April 1 through March 31. Section IV: Audit The Board of Director s shall have an independent accounting firm audit the books and records of the Corporation annually at the end of each fiscal year and provide a written report. Such audit report shall be presented to the Board of Director s and the Member ship at the annual Meeting to be held in June of each year. Section V: Insurance Adequate insurance coverage shall be maintained at all times and shall include but not be limited to liability coverage, fire and property damage coverage on the buildings and related facilities, fidelity bonding of the persons authorized to receive or expend funds, liability and workmen’s compensation insurance for authorized paid employees, and other insurance coverage that may be deemed to be in the best interest of the Corporation , or which may be legally required, and as normally carried by an organization of this type.
Section VI: Budget The Board of Directors and the Budget / Finance Committee is charged with adopting an annual budget prior to the beginning of the fiscal year, April 1, of each year by motion and unanimous vote during a regular meeting of the Board of Director s. The Budget shall be reviewed quarterly and any amendments or modifications to the annual budget occur during this review process. Any changes to the annual budget are through motion and unanimous vote at a regular meeting of the Board of Directors.
Section VII: The Budget Process The Budget / Finance Committee works with staff, committees, agents, and volunteers to prepare the annual budget and submits the budget or amended budget at least one month prior to the meeting of the Board of Director s. Preparation of the annual budget includes anticipated expenses and revenues for all budget line items and categories. An annual budget must include documentation to support any raise in the annual dues. The Budget / Finance Committee recommendations must be complete at least 60 days prior to the budget adoption for any decision by the Board of Director s to increase the annual dues.
Section VIII: Capital Replacement Fund The Capital Replacement amount is to be calculated and set in the budget by the Budget/Finance Committee with full consideration of all previously identified financial responsibilities the Club has to meet. Consideration of all cash assets / reserves or needed reserves must also be calculated into the annual budget. A Five (5) to ten (10) percent allocation of all dues, fines or fees, Bar and Kitchen revenue, or any other revenues collected each month will be budgeted and deposited to a designated Capital Replacement Fund. The percentage is determined by the Board of Director s in conjunction with the Budget / Finance Committee during the budget process.
The amount shall be set by motion and majority vote during a regular meeting of the Board. The interest income is excluded as a contributing source of the reserve percentage. The Capital Replacement Fund will be used as a source for expenditures to replace, maintain or improve capitalized items of the Corporation. Section IX: Expenditures Over Budget Limits The Board of Director s has the authority to expend up to $10,000 of operating funds for urgent need. The proposed expenditure must be approved by the Budget / Finance Committee by
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 5 majority vote prior to expending the funds. The Board will authorize the expenditure by motion and majority vote at a regular meeting of the Board of Director s or a special meeting called for that purpose. Section X: Maintenance and Repairs to Property Except as otherwise provided herein, the Board of Director s shall have the authority to maintain and repair the property of the Club within maintenance and repair in line with budgetary limits. Section XI: Special Assessments The Board of Director s may initiate a call for a special assessment for a specific major improvement or repair that is over the existing budgetary limits through its regular meeting by motion and majority vote to call for special assessments Member ballot vote.
The Member ship must approve the special assessment through the ballot voting process. Section XII: Emergency Special Assessments Special assessments for emergency situations may be imposed on Member s if required for the health, safety or welfare of the Club. An emergency must be declared through motion and unanimous vote during a regular or special session of the Board. Section XIII: Assessment Value Met Once the assessment value is satisfied the fees assessed shall end. Section XIV: Availability and Presentation of Annual Budget to Membership The annual budget will be presented to the Member ship at the June annual meeting of the general Member ship, available on line through the Club web site, emailed to a requesting Member, posted in the Club house, printed at the request of a Member.
Section XV: Member input to the Budget Process Member s may have input to the budget process prior to its adopted by attending Budget / Finance Committee meetings, volunteering to be on the Budget / Finance Committee , in person, by email, by postal service, or by attending the Board of Director s meeting calling for adoption, modification or amendment to the budget.
Section XVI: Financial Statements Monthly line item expense and income financial statements are prepared and available to Member s on line through the Club web site, emailed to a requesting Member , posted in the Club house, or mailed to a Member with the cost of mailing charged to the Member account. The Corporation mails out an annual budget to its Member ship prior to the Annual Meeting of the Member ship and in accordance with the provisions in these Bylaws governing the Annual Meeting. Section XVII: Annual Dues Set By Board of Directors Annual dues are paid by every Membership in the amount set by the Board of Director s for a Membership with the Club.
The Budget / Finance Committee must forward their unanimous recommendation for setting the annual dues. The Board of Directors shall set the amount of annual dues for each fiscal year through motion and unanimous vote at a regular meeting of the Board of Directors. That may include decreasing, increasing or not changing the amount from the previous year. Under no circumstances shall the Board of Director s set the annual dues less than the amount needed to provide full and complete support to maintain the Club. Once set, the annual dues rate applies to every Member without exception.
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 6 Section XVIII: Date for Setting Annual Dues Amount The effective date for increases or decreases to Membership annual dues amount is April 1 of every year. Section XXX: Payment Dates Dues are payable either annually, semi annually, or quarterly. Annually payment is April 1 through March 31 and payable in advance on or before April 1. Semi-Annually payment is April 1 to September 30 and October 1 to March31 and payable on or before the first of April and the first of October. Quarterly payment is April 1 to June 30, July l to September 30, October 1 to December 31 and January l to March 31 and payable before the first day of April, July, October and January.
Section XX: Dues on New Memberships Purchased Dues will be prorated for the first year from the date of approval by the Boards of Director s for the application of a new Member ship to the next April I of the succeeding year. These dues will be paid in advance at the time of approval and prior to signatures on any documents evidencing Member ship. Section XXI: Setting the Value of Corporate Memberships The Board of Directors shall set and regulate the value of Corporate Memberships. Section XXII: Setting the Transfer Fees The Board of Directors shall set and regulate the transfer fee. Article IV Duties, Responsibilities and Authority of the Board of Directors Section I: Right to Hire, Evaluate, Dismiss, Fix Compensation and Enter into Contracts The Board of Directors has full authority to hire, fix compensation, enter into employment or business contracts, evaluate performance, and dismiss its employees or agents in line with the needs of the Corporation, within budgetary consideration, and in compliance with State and Federal employment laws.
Decisions to hire, evaluate, dismiss, fix compensation and enter into contracts through motion and majority vote at a regular session of the Board. The Board of Director s shall have full authority to define and limit the powers and duties of all agents, employees and others not otherwise already provided for in these Bylaws. Section II: Management of Club The Board of Director s has full authority to enter into agreements in line with the adopted or amended annual budget for the management of the Club’s property and assets, the handling of its books and records, the collection of dues and charges, the sales of Member ships, and other contracts or services as may be needed from time to time.
Any change contemplated by the Board of Director s for the management of the Corporation other than through its Board of Director s requires a motion and majority vote during a regular meeting of the Board to forward the matter to the Membership for a majority vote through the ballot voting process.
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 7 Section III: No Authority to Usurp or Undermine Bylaws and Rules and Regulations The Board of Directors shall not violate the provisions of the Bylaws or Rules and Regulations in any of its fiduciary responsibilities. The Board of Director s is bound by the current Bylaws and Rules and Regulations until such time as one or both are changed. Section IV: Bound By Previous Board Rulings Until Changed The Board of Director s is bound by the decisions of each previous Board decision made during regular meetings until changed by motion and majority vote during a regular meeting of the Board.
Section V: Conflicts of Interest The Board of Director s shall not allow or cause a conflict of interest to continue once discovered and will take action to remedy the situation once discovered. Section VI: Bonding of Service Providers The Board of Directors requires all service providers to be licensed and bonded. Section VII: Bonding of Volunteers and Employees The Board of Directors requires its stipend volunteers and employees to be capable of being bonded. Article V Membership Section I: Class of Member ship The class of Member ship is General Membership. Section II: Membership Application Process All persons wishing to be considered for Member ship at Pleasant Forest Camping Club must first complete a financial statement, a nationwide criminal and credit background check, and an application packet.
All costs associated with the Member ship application process is the responsibility of the Member applicant.
Section III: Applicant Review of Bylaws and Rules and Regulations Every applicant will be provided a copy of the Bylaws and Rules and Regulations. No applicant will be considered for Member ship without a signed statement agreeing to be bound by these documents. Section IV: Member ship Review of Application Applicant names will be posted at the Clubhouse for a period of (7) seven days. Any objections by a Member to the applicant must be in writing and signed and filed with the Club Secretary prior to the end of the (7) seven days.
Section V: Acceptance or Rejection of an Applicant The Board of Director s shall be responsible for the acceptance or rejection of Member ship applicants.
No person shall be discriminated against in the Member ship application process or otherwise. Approval or rejection shall be through an interview with the applicant in a closed Executive Session. If approved the acceptance is completed through executing the agreement
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 8 by no fewer than four (4) of the Board of Directors present. The Board of Directors shall formerly enter into record their approval at the next regular meeting of the Board of Directors through motion and majority vote. Section VI: United States and State of Washington Protection of Rights No applicant will be rejected for consideration of Member ship for reasons that would conflict with "U.S. Constitutional rights" or the "Citizens Rights" of the State of Washington. Section VII: Date of Membership The signatures of a minimum of four (4) Board of Directors on the Membership agreement will establish the date of Member ship.
Once accepted and all monetary responsibilities have been satisfied the applicant shall be considered a Member of the Corporation and as such is entitled to all rights and privileges afforded that status. (date signing of letter of acceptance at the interview) Section VIII: Volunteering Member ship in Pleasant Forest Campground includes volunteer support. Volunteer opportunities include committees, special projects, activities, and services. Stipend volunteer positions are available from time to time as determined by the Board of Director s through a motion and majority vote during a regular meeting of the Board.
Section IX: Occupancy Limitations The Pleasant Forest Camping Club is legally operating in Thurston County as Pleasant Forest Camping Club, a 365 day per year facility, without occupancy limitations, and established prior to adoption of Thurston County Land Use Codes in 1980. Section X: Membership Through Default When a Member ship has come into the possession of any person or institution by means of default of a monetary obligation because the Member ship was offered as collateral guarantee, the entity in possession of the defaulted obligation will not be considered a Member until all of the preceding requirements for Member ship have been met and the applicant is approved for Member ship.
Section XI: Membership through Gift or Legal Process When a Membership has come into the possession by means of gift or legal proceeding, that person will not be considered a Member until all of the preceding requirements for Membership have been met and the applicant is accepted for Membership. Section XII: Member ship signified by Certificate Member ship in the Pleasant Forest Camping Club is signified by a properly executed certificate of Member ship. Section XIII: Number of Members per Certificate The maximum number of Members to one (1) certificate is 4 (four) adults. Section XIV: Membership ID Cards Member ship includes the issue of Pleasant Forest Camping Club identification card which is used for proof of Member ship should a Member be asked to produce proof.
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 9 Section XV: Number of Membership per Individual Any individual person may acquire up to two (2) Member ships. An existing Member with more than two Member ships is not affected by this Bylaw Section. All other Member ships will be held to two Member ships for future Members and existing Member s wanting to increase Memberships. Section XVI: Minors as Members No person under the age of 21 may be given Member ship status. Section XVII: Real Property and Personal Property Member ship in the Pleasant Forest Camping Club does not include ownership of real property.
All Personal property affixed to the Member ship is the property of the Member and must not be attached to real property in a permanent manner. Water and utility lines and their attached equipment once installed become a part of the lot itself.
Article VI Benefits and Restrictions of Membership Section I: Membership in Good Standing Members are required to be in compliance with the terms and conditions set forth in these Bylaws and in the Rules and Regulations of the Club. Memberships in "Good Standing" are entitled to vote, hold office and participate in all meetings of the Corporation, have exclusive use of their Member lot, and shall have use of all the common property and buildings designated for use by the general Member ship as identified in the rules and regulations where age restrictions for use of services and facilities may apply.
Section II: Loss of Good Standing If at any time the Member loses their status of "Good Standing", the Member will be notified in writing through the Board of Directors of the reason for the loss and the corrections needed to reestablish good standing status. Member s will be given an opportunity to meet with the Committee from whom the notice was sent and with the Board of Director s regarding the violation(s). Failure to make required corrections will result in termination of Member ship. Section III: Administrative Services The office of the Pleasant Forest Camping Club offers Member s full mail services, office support services, and use of office equipment during regular weekly office hours as set in the Rules and Regulations of the Club.
Section IV: Operation of a Business or Commercial Use No Member may run a business in or from the Pleasant Forest Camping Club which utilizes the Club address as a business address. No Member may run a business from the Club which brings Non-Member customers to the Club for business transactions. Section V: Non-Member s A Member is permitted to have Non- Member guests at Pleasant Forest Camping Club to utilize the Club facilities and Member ship Lot. Non-Member guests are the complete responsibility of
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 10 the Member.
Members are required to be with their Non-Member guests when utilizing Club facilities, services and activities. Section VI: Possession Does Not Constitute Member ship Foreclosure of a lien by an established lending institution, a defaulted promissory note, the possession of a Member ship does not constitute Member ship in Pleasant Forest Camping Club, all applications for Member ship and transfer of certificate must comply with acceptance by the Board of Director s. Until the Board of Director s accepts an applicant they will have no privileges or rights of the Member ship with Pleasant Forest Camping Club.
Section VII: Activities Jeopardizing Club No Member may engage in any activity which will jeopardize the zoning status, sanitation, safety or general welfare of Pleasant Forest Camping Club. Any activity which results in a fine or fee due to a Member activity will be paid by the Member. Section VIII: Renting Membership/Membership Lot No Member is permitted to rent out use of their Member lot or Membership to another Member or Non-Member under any circumstances. Section IX: Illegal, prohibited, or Criminal Activity No illegal drugs may be used, sold, dispensed, or acquired on any of Pleasant Forest Campground’s property, common or Member exclusive use area.
No criminal behavior or activity will be tolerated on Club property. Firearms and fireworks are prohibited as addressed in the Rules and Regulations Section X: Leasehold Interest/Implied Equity Member ship does not carry with it a leasehold interest, or an implied equity. Section XI: Peaceful Enjoyment All Member s are entitled to utilize their Member ships in peace and harmony with the environment free from interference from other Member s. All Members are required to treat each other, Club employees and agents, and Board and Committee Members with respect and courtesy and in a professional manner.
The Rules and Regulations set the conditions and terms for peaceful enjoyment.
Section XII: Updated Contact Information Members are required to update their contact information once yearly prior to the Annual Meeting. Section XIII: Unrestricted Access Access to Pleasant Forest Camping Club is a Membership benefit provided through the use of a security key card entry through the main gate and key pad entry by the Member for non- members. Section XIV: Safety and Sanitation Campfires are permitted in accordance with the provisions of the Rules and Regulations and with adherence to declarations of burn ban posted notices. Management and proper disposal of garbage and waste is required to protect the environment and to deter animals from access.
All electrical work must be through a licensed electrician in accordance with the terms of the Rules and Regulations. Sanitation management is restricted to portable sanitation emptying
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 11 devices and regulated through the Rules and Regulations. Motorized and non-motorized safety operation of vehicles and equipment is regulated through the Rules and Regulations. Section XV: Domesticated Animals Pets are allowed only in accordance with the provisions of the Rules and Regulations and only when a Member is present. Section XVI: Environmental Considerations The Club adheres to environmental considerations for the management of the Club property. The Rules and Regulations implement environmental friendly programs and services to protect our resources.
Article VII Non-Member Guests Section I: Non-Member Access To and Use of Facilities A Member may entertain a Non-Member guest (s) at their Member ship lot. Non-Member guests may also enjoy the general facilities of the Club when in the company of a Member. Section II: Registration with Ranger Non-Member overnight guests must register with the Ranger upon arrival at Pleasant Forest Camping Club. Members are responsible for the registration of their overnight Non-Member guests. Section III: Member Responsibility Any Member admitting any Non-Member onto the property of Pleasant Forest Camping Club has complete responsibility for their Non-Member guest whether they are day use or overnight guests.
Section IV: Limited Stay Non-Member s guests are limited to a 30 overnight visits per calendar year at Pleasant Forest Camping Club. Day use Non-Members guests have no limit per calendar year. Section V: Extended Stay Members who desire to have a Non-Member guest(s) stay beyond the 30 overnight visits per calendar year must request an extended stay status be granted through written request to the Board of Directors. The Board will review each request for extended stay for up to 60 additional days only with a national criminal and credit background at Member expense prior to granting the extended stay.
Section VI: Use of Courtesy Site In the event Membership lot becomes temporarily overcrowded, the Member may make a request of the Ranger for a courtesy for their Non- Member guest(s) use if available. The Member is responsible for utility costs to the lot. The Member is responsible for all cleanup of the courtesy site. The Ranger may require the Member to obtain a courtesy lot(s), at Member expense, if roadways become blocked or vehicles spill onto other Membership lot(s) or
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 12 greenbelt areas.
The Ranger may require that guest vehicles be parked at the Clubhouse parking area if space allows. Section VII: Bylaws and Rules and Regulations Non-Member guests are subject to complete compliance with the Bylaw and Rules and Regulations of the Pleasant Forest Camping Club and if found in violation of them will be held to the same standards of correction as the Member including suspension, fines, and termination of Non-Member guest privileges.
Section VIII: Member Designated Use A Member may designate Non- Member guest(s) to use their exclusive use lot when the Member will not be present. All provisions of this Article apply to the Non Member guest whether the Member is present or not. Section IX: Terminated Member as a Non -Member Guest No terminated Member is permitted to return as a guest of any Member. No Member is permitted to allow access through the Gate to any terminated Member. Section X: Terminated Non-Member Guest Privileges No Non-Member guest is permitted to return as a guest of any Member if privileges have been suspended or terminated.
No Member is permitted to allow access through the Gate to any terminated Non-Member.
Article VIII Relocation, Transfer, Sale of Membership or Corporation Section I: Relocation for Club Benefit The Board of Director s may require a Member to move to a Club owned or Membership lot to be selected by the Member from those available in the event the Membership lot is needed for the benefit of the Club. Relocation of a Membership is done only if necessary for improvement of common facilities or to address documented safety or health concerns. Section II: Compensation or Improvement to Relocated Lot In the event a Member is required to relocate to another Member lot, the Club will either compensate the Member for the cost of improvements which differ from the Member lot being vacated to the relocation lot or will improve the relocation lot to a condition comparable with the improvements on the on the Member lot being vacated.
Section III: Limitations for Improvement Compensation Compensated improvements include bringing the transfer lot to comparable utilities, grading and leveling of the lot being vacated. It includes moving structures to the new location and replacement or moving of landscaping improvements. Section IV: Authority to Determine Relocation Process If the cost of improvements and moving exceed the Club determined value of the Member ship, the Board of Director s shall have the option to purchase the Membership.
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 13 Section V: Dispute Resolution If the Member and the Corporation cannot come to terms for the transfer to occur, the matter will go to the Grievance Committee to assist in coming to a best negotiated settlement.
The Disputing parties include the Sales Agent representing the Board of Directors and the Member who is the owner of the Certificate of the Membership being relocated. In no case will there be more than two (2) parties to the dispute present during the Grievance Committee Session. Section VI: Transfer of Membership The transfer of a Member ship shall carry with it all the rights of a general Member ship in the Pleasant Forest Camping Club. This shall include the exclusive use of the Membership lot assigned to that Member ship. Any transfer of Member ship whether Club owned, private sale, inherited by will or intestacy, etc.
must be by application and approval of the Board of Directors during a regular meeting of the Board through motion and majority vote. The transaction shall be concluded with the remittance of dues pro-rated to the next calendar April 1, a transfer fee per Membership transferred, the first and last installment if Member ship is purchased on credit contract, cash in full if Membership was an agreed cash purchase. In addition any other monies and or penalties owed the Corporation by the Member ship being transferred must also be paid in full before a successful transfer of Membership can be transacted.
Section VII: Legally Held Member ship Denied In the event of a rejected application for Member ship the holder of a Member ship certificate by legal means, but denied Member ship for legitimate cause, shall be afforded the opportunity to sell the Member ship; a reasonable calendar span of time will be set by the Board of Director s during a regular meeting of the Board through motion and majority vote for the Member ship holder to accomplish the sale.
Section VIII: Member ship Sales to Family Member s or Friends No Membership sale may be restricted to family Member s. This does not apply to transfers of existing Memberships. All lot sales, other than transfers, must be publically offered without discrimination. Section IX: Terminated Member Right to Sell /Transfer Membership The terminated Member shall be permitted to conduct a sale or transfer of their Member ship. Proceeds must first go to settle all monetary accounts with the Club. Member ships may not be sold for less than all amounts owed to the Club. Failure to complete a sale within a reasonable time as granted by the Board of Directors during a regular session of the Board through motion and majority vote will result in the terminated Member ship reverting back to the Club as a repossessed Membership.
Section XI: Repossessed Member ship All proceeds from a repossessed Member ship shall become the property of the Corporation. Section XII: Abandoned Property Abandoned personal property which has been left unclaimed for 6 months or longer following a termination of Member ship will be removed and the costs for removal, storage and/or disposal will billed to the terminated Member. All legal means available will be utilized to recover the costs of this property removal.
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 14 Section XIII Transfer or Assigning of Member ship No Member may transfer or assign the Member ship right, including Member ship dissolution, without the Board of Directors’ approval through motion and majority vote during a regular session of the Board and a signed Certificate of Member ship authorizing the assignment or transfer.
Section XIX: Profits for Sale of Member ship There is no restriction on the amount a Member may sell his Membership to an individual willing to pay the asking price of the Member.
Section XX: Liquidation of Corporation After all liabilities and obligations of the Club are paid, satisfied and discharged, or adequate provision has been made and agreed to by the Board of Directors during a regular session of the Board by motion and unanimous vote, all remaining assets shall be divided among, and distributed to, the then current Member s of the Club on the following basis: Equally divided among the Member ship, share and share alike, one share for each Member ship owned. Section XXI: Sales or Purchase of Real Estate The Board of Directors may purchase or sell real estate by notifying Member s by mail of a Special Meeting to be called to discuss the proposed sale/purchase, the details of that sale/purchase and the business reason for that sale/purchase.
The outcome of that special meeting would determine whether a special ballot of the Member ship is required to approve the proposed sale/purchase or if the conditions dictate that the Board of Director s must proceed with the sale/purchase due to legal issues or circumstances that allow no other recourse in carrying out their fiduciary duties to the Corporation. Section XXII: Total Value of Corporation and Real Estate No fewer than three (3) real estate appraisals by certified appraisers are required to establish the value of real estate to be sold by the Corporation or to be purchased by the Corporation.
The Board of Directors shall meet in Executive session to review the appraisals. The Board of Directors by motion and majority vote during a regular meeting of the Board shall forward the proposal for sale or purchase to the Membership for a ballot vote.
Article IX Annual and Special Meetings of the Member ship Section I: Annual Meeting The annual meeting of the Member ship is held during the month of June, on the 3rd Saturday of June, at a common area of the Club of sufficient size to accommodate its anticipated Membership attendance. The Annual meeting will begin at twelve noon. Section II: Notice of Annual Meeting At least 20 days but no more than 50 days written notice must be received by all Member s prior to the scheduled date of the meeting.
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 15 Section III: Entrance and Participation Entrance and participation in the proceedings of the annual meeting are limited to those Members eligible to participate.
Entrance requires every entrant to the meeting to be validated as eligible. Section IV: Order of Board of Director s Business at Annual Meeting The Annual meeting requires a written Agenda be posted at the Clubhouse, mass emailed, and noted on the web site at least 7 days in advance of the meeting. The President will call the meeting to order. The President will lead the Member ship in a Pledge of Allegiance to the Flag. Minutes of the previous Annual Meeting will be available for Member s on or before the Annual Meeting. The President will call for a motion to approve the previous year’s minutes.
The President will give a report on the year’s actions of the Board. The Treasurer will provide a financial report and present the annual budget which will be available to Member s. The tallying of votes for the elections of new Board Directors will take place. Section V: Other Business at Annual Meeting Member s in attendance may vote to have proposals forwarded to the entire Member ship for implementation or adoption ballot vote.
Section VI: Business Brought Forward at Annual Meeting The newly Elected Board of Directors is required to move forward all Membership voted business from the Annual meeting with them into their terms of service and to take action as directed by the Membership during the Annual meeting. Section VII: Membership Call for Special Meeting A special meeting of the Membership may be called by the Member ship for any specific reason through the use of the Petition process. If the Petition results in support of the request for a special meeting, no business other than the subject matter will be discussed at the special meeting.
A written Petition properly executed and valid petition count according to the terms of these Bylaws will be presented to the Board of Director s by the Petition Coordinator to the Board of Director s at the next Regular meeting of the Board. The Board of Director s is required to act on the results of the Petition of its Member ship.
Section VIII: President or Board of Director s Call for Special Meeting The President and/or the Board of Directors may call a special meeting of the Membership at any time. The Board of Director s may call for a special meeting upon motion and majority vote during a Regular Session of the Board of Director s. Section IX: Notice of Special Meeting The Secretary of the Corporation will notify all Member s by email or postal mailing. The notice will give the Member ship at least twenty days (20) prior notice but not more than fifty days (50) before the meeting. The notice will indicate the purpose of the meeting and the action be asked for consideration.
Section X: Annual Meeting or Special Meeting Member ship Quorums Member s in attendance at an Annual or Special meeting shall constitute a quorum of the Member ship of Pleasant Forest Camping Club for the purpose of forwarding to Member s all majority supported action requests and actions forwarded for a vote if applicable.
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 16 Article XI Elections of the Board of Directors, Removal, and Filling Vacancies on the Board Section I: Staggerd Terms Every Year two Director s shall be elected for a three (3) year term and one Director for a one (1) year term.
Staggered terms are required. Every election shall have three Director s retiring and three newly elected. The seventh (7th) Director has only a one-year obligation to the Board. That position will be determined by virtue of the declining vote count. Section II: Basis for Elections to Occur Elections are held following a candidate recruitment process of the Nominating / Elections Committee.
Section III: Campaigning Campaigning is permitted on a limited basis. Negative campaigning is not permitted. Banners and signs are not permitted on Club properties or facilities or Membership lots. Candidate’s qualifications may be discussed between Member s, but no Member may ask or request candidates to be endorsed. Votes cannot be requested for or against a candidate. Candidates may discuss their own skills, abilities, and interests with Member s, only upon approval of the Member being approached.
Section IV: Election Results During the annual meeting, candidates receiving the highest tally of votes will be considered duly elected and shall be seated immediately following adjournment of the Annual Meeting.
Section V: Oath of Office Immediately upon establishing the results of the election, the current President of the Board of Director s shall perform an Oath of Office Ceremony during the Annual Meeting. The Oath of Office for the newly elected officers shall consist of a sworn agreement vowing to act in the best interests of the organization as a whole and not on behalf of, or in opposition to, any one segment of the organization or its Member ship; to never use information gained through their position for personal gain or advantage; to remove themselves from any discussion or vote for which they have a conflict of interest or the appearance of a conflict of interest; to be faithful to the organization’s mission and to act in a consistent way within the organization’s goals, values, and ethical standards and within the boundaries of all of its governing documents; to do their part to help manage and protect the financial stability of the PFCC in their decision making to maintain solvency for the organization; to give of their time and service through attendance at meetings and in other appointed areas of service for which they agree to serve; and to ensure that the organization, as a governing body, acts within the scope of local, state, and federal governing laws.
Section VI: Tallying Votes During the Annual Meeting, the Board of Director s will call for a ballot counting committee of three (3) or more persons to be assembled from Member s in attendance of the meeting. The ballot counting committee shall consist of one (1) member of the Nominating/Elections Committee, two members from the general membership in attendance and one (1) Member of the Board of Director s in attendance during the counting of the ballots. The Board Director will verify and certify to the Board of Director s and the Member ship the accuracy of the results, but will not handle the ballots during the tally.
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 17 Section VII: Voting Voting will be accomplished by one of two methods, either in person or by absentee ballot. Mail in ballots must be received prior to any meeting in which votes will be cast to decide an issue or elect Director s to the Board. The Secretary of the Corporation shall ensure that absentee ballots are mailed out for receipt of Member s, with sufficient time for their return. Section VIII: Voting by Proxy Voting is by the Member only. No substitute, stand-in, or replacement is permitted. Section IX: Ballot Validation for Voting By Mail The Secretary of the Corporation will prepare written ballots and ensure that they are mailed to the address of record for each Member of the Club.
The Member voting by mail will have twenty (20) days from the date the ballot was mailed to return the ballot to the Pleasant Forest Camping Club. The Secretary must receive the ballot prior to the meeting to be valid. Late or invalid votes will be filed without having been opened. Important documents and or money should never be placed in the actual ballot envelope. The balloting envelope must be placed in a second envelope. The Member’s identification will be located in the upper left corner of the return envelope.
Section X: Ballot Validation for Voting in Person Ballot envelopes returned in person to the Club office must also be placed inside a larger envelope with the Member s name on the outside of the larger envelope. Section XI: Casting Ballot at the Door Ballot envelopes may also be dropped into the ballot box prior to the start of the Annual Meeting. Section XII: The Ballot Box Ballots are placed into the Ballot Box upon receipt once established that the Member is eligible to vote. Section XIII: Invalid Ballots Invalid ballots are those without the Member name on the outside of the envelope or that Member s who are not eligible to vote.
Invalid ballots are discarded following completion of the election process.
Section XIV: Retention of Ballots Once the Member s in attendance of the meeting have been officially notified of the results and it has been written in and approved for the minutes, the ballots will be held for three (3) years and then may be destroyed. Section XV: Vacancies on Board Vacancies will first be filled by the next highest vote count from the most recent annual election who had at least the mean value number of votes of candidate votes. The Board of Director s will nominate from the General Member ship to fill vacancies occurring between elections if there is no nominee to fill the vacated position.
A motion and majority vote of the Board of Director s during regular session is required to place the nominee on the Board. This position is to last only until the next annual election.
Proposal for Amendments to Bylaws 2010 First Draft Property of the Dream Team 18 Article XII The Petition Process Section I: Petition Form Members utilize an official PFCC logo issued petition form to initiate a petition for action to Member s. This form is available through the Secretary of the Club. The form requires a Petition Coordinator to be named. Section II: Petition Subject The petition subject is limited to those subjects afforded the petition process in these Bylaws. No subject matter not afforded this petition process is allowed. The petition will be complete in its context and explain in detail the purpose of the proposal and its proposed benefit to the entire Member ship.
Section III: Signatures to a Petition Each signature represents one Membership vote representing the exclusive use Membership lot. No more than two (2) Member ships votes are allowed for any Member. Section IV: Mailing of Petitions The cost for mailing and the mailing of petitions is the responsibility of the Petitioner Coordinator. The Petitioner Coordinator will be provided an updated Member mailing list. Section V: Posted on Web Page The Petition will be posted on the official web page of the Club for viewing purposes only. The process for return of a joined Petition is through the official procedure.
Section VI: Dedicated Mail Box Petitions will be provided a dedicated mail box for return of petitions and ballots. The envelope must be so marked for return to the dedicated box. No petitions can be returned in person, they must be mailed.
Section VII: Circulation Period Petitions are circulated for fifteen (15) days from date of mailing. Members are required to return their petitions within the fifteen (15) days only in support of the petition subject. Section VIII: Supported Petition The original signature of 25 percent of the eligible Member ship vote is required to move forward. The Secretary of the Corporation will validate the signatures of eligible Member voters. The original petition will be delivered to the Board of Director s. Section IX: Board Review of Petition The Board of Director s will review the petition as soon as possible but not later than thirty (30) days following its being received and read at a regular meeting of the Board of Director s.
The final petition signature count will then be provided at the Board of Directors meeting during regular session to establish a petition as supported or invalid for lack of support. The outcome of the count and the petition subject is entered into the formal record of the meeting.