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.