STARDARD OPERATING PROCEDURES
WeyburnCrocus CityGood Sam Chapter
May 3, 2013
Article I - Name
As Chartered by the Good Sam Club, this Chapter shall be known as the Weyburn Crocus City Good Sam Chapter and was organized on November 2, 2009. The aforementioned shall recognize the Good Sam Club’s Constitution and By-Laws as their ultimate body of law.
The Weyburn Crocus City Good Sam Chapter will always use the terminology “Chapter” when referring to its organization. The term Club always means the Good Sam Club.
This Chapter will only use the Good Sam name and logo in good taste and to promote the Good Sam Pledge and Chapter activities and in a manner consistent with the Good Sam Club Constitution, By-Laws and General policies of the Club. The Chapter agrees to cease and desist from all use of the Good Sam name and logo upon loss of its Charter from the Club for any reason.
Article II - Purpose
It is the purpose of this Chapter to operate a social organization to promote the use and enjoyment of recreational vehicles and outdoor fellowship among its members through trips and group activities. This Chapter shall maintain an attitude which is strictly non-sectarian, non-partisan, non-sectional and non-racial, and shall be dedicated to bringing together people interested in ideals and principles of the Good Sam Club.
ARTICLE III – GENERAL MEMBERSHIP
All people who are members in good standing with the Good Sam Club and who are interested in the promotion of good recreational vehicle camping and the purpose for which this Chapter was formed, are eligible for membership.
Article IV - Membership
Section 1. All members of this Chapter must be members in good standing with the Good Sam Club.
Section 3. New members must pay the dues within 30 days of joining the Chapter. Duesfor subsequent years are due on November 1st of each year and must be paid within 30 days. Dues will be prorated for part year membership.
Section 6. The conduct of each Chapter member during Chapter activities shall be at all times be a credit to the Chapter and to the Club
Section 7.Membership in this Chapter will be forfeited for failure to comply with the above stated requirements. Individuals shall be notified in writing, signed by three elected Chapter officers, that his/her Chapter membership has been terminated, listing the cause.
Article V - Dues
Charter dues shall be established by a two-thirds (2/3) majority vote of all members present at a duly called meeting of the Chapter
Article VI - Voting
Section 1. Each family membership (unit) shall be entitled to a maximum of two votes, but not by proxy. The President however shall only vote to break a tie. All voting for Chapter officers shall be by secret ballot unless otherwise approved by a unanimous vote of the members present.
Section 2.A quorum at any meeting of the Chapter shall be one third (1/3) of the member families in good standing and eligible to vote.
Article VII - Meetings
Section 1.Meetings shall be held on the first Monday of each month or as voted by a majority of the members present at the meeting in which the date is being set. If the first Monday is a holiday then the meeting shall be held on the second Monday of the month.
Section 2.The annual meeting shall be held in October of each year.
Section 3.Special meetings may be called by the Chapter President at his/her discretion.
Section 4.All business at the chaptermeetings will be conducted as follows:
* Call to order
* Roll call
* Introduction of guests
* Approval of minutes of previous meeting
* Treasurers report - presentation of bills
* Correspondence
* Reports of committees
* New business
Article VIII - Election of Officers
Section 1.The following Chapter officers will be elected at the annual October Chapter meeting, and hold office for two years: President, Vice-President and Wagonmaster will hold office for two years and will stand for re election on even years commencing in 2012: the Secretary, Treasurer,Social Convenor, Historian and Publicity Chairperson will hold office for two years and stand for re election on odd years commencing 2013.
Section 2.Nominations and elections shall be held inOctoberand the elected take office in November.
Section 3.Election Committee - The Chapter President shall appoint a committee of up to three members to prepare a slate of nominations for all officers andcommittees. The committee will also be responsible for balloting as well as conducting the tally and announcing the results of the election if one is necessary.
Section 4.Nominations can be made by any Chapter member in good standing, either in person at the designated meeting or in writing to the Election Committee before the date of the designated meeting.
Section 5.Elections - All Charter members in good standing are entitled to vote. After nominations have been made, the voting shall take place by a written ballot, unless otherwise unanimously agreed.
Section 8.A roster of newly elected Officers and all Chapter members must be sent annually to the Good Sam Club and to the Provincial Director.
Section 9.Vacancies - In the event of the resignation or removal of a Chapter officer, the President may, with the approval of the executive committee appoint a pro-term officer to fill the vacancy until the next scheduled election or until a special election can be held.
Article IX - Duties of the Officers
President:Presides at all meetings, appoints all committees, supervises all Chapter activities, represents the Chapter as a member of the Provincial Committee
Vice-President:Conducts meetings in the absence of the President. Co-ordinates activities of all committees.
Secretary:The Secretary shall record the minutes of all meetings of the Chapter with the time and place of the meeting, how called or authorized, the notice thereof given, the names of those present and the proceedings thereof. Receives reads and answers all correspondence after action taken by membership at meetings, or at the direction of the Chapter President.
Treasurer:The Treasurer shall have custody of all funds, securities, and assets of the Chapter, shall be responsible for keeping full and accurate accounts of all receipts and disbursements, and report to Chapter members all such receipts and disbursements made, on a monthly basis. The Treasurer shall forward a copy of the quarterly itemized financial report to the Executive Committee
A committee will be appointed by the Chapter President to audit the accounts of the Treasurer at least once annually and submit their report of findings to the membership.
Wagonmaster:Responsible for organizing Chapter outings under the direction of the Chapter President, and includes the responsibility for selecting campout sites, making all necessaryarrangements for outings, arranging tours and activities at campouts, responsible for trail boss or committee to assist with parking, collecting fees, coordinating activities at campouts.
Executive Committee:
The Executive Committee will consist of all elected Chapter Officers.
Article X - Chapter Treasury
Section 1.The fiscal year of the Chapter will be November 1 to October 31 of the following year.
Section 2.All monies received by the Chapter from dues or any other sources shall go into the Chapter treasury.
Section 3.All expenditures of money from the Chapter treasury shall be ratified by the membership at a regular meeting. Extraordinary expenditures requiring immediate action may be authorized by the Chapter President after contacting the other officers.
Section 4.All disbursements shall be by cheque co-signed by any two officers after ratification by the membership.A $50 cash floatwill be available to the member in charge of cards and flowers to be replenished by receipts.
Section 5.The President shall appoint two non-officer members of the Chapter to act as an audit committee, with the President acting as chairperson. This audit will be conducted annually in conjunction with the fiscal year end. It will be carried out regardless of whether the Treasurer is re-elected. The outgoing and incoming Treasurer will participate in this audit to attest to their own satisfaction as to the validity of the audit. Special audits shall be initiated by the President if there is a mid-year change in Treasurers.
Article XI - Committees
The President shall be empowered to appoint such special committees as deemed needful at any time, or on the majority vote of the members at any meeting shall appoint committees as they direct.
Article XII - Disbandment
Section 1 The Executive Committee must notify the Provincial Director and all chapter members listed on thecurrent roster in writing of the Chapter’s intention to disband. Unless objectionis voiced by Chapter membersto both the Provincial Director and the chapter Executive Committee within 30 days of receipt of the letter, the Chapter will be considered disbanded upon receipt of written approval of Provincial Director and Good Sam Club.
Section 2.Upon official dissolution of the Chapter, the charter must be forwarded to the Provincial Director and to Good Sam Club.
Section 3.If this Chapter should decide to disband, all monies left in the treasury shall be distributed to a charitable organization of the chapter members choosing.
Article XIII - Standing Rules
Section 1.Only members in good standing may address the Chapter on matters of policy.
Section 2.This Chapter’s Standard Operating Procedures, and any amendments made thereto, must be submitted to the Provincial Director and Good Sam Club for approval.
Section 3.The Good Sam Club’s Constitution and By-laws supersedes this Chapter’s Standard Operating Procedures at all times
Article XIV - Amendments
A proposed amendment of the Standard Operating Proceedures shall be presented to the President in writing and shall be read to the membership at the next regular meeting. Written proposed amendments shall then be given to all members at least 30 days prior to voting on said change in the Standard Operating Procedures. A two thirds (2/3) vote of all members present at a duly called meeting shall be required for approval of such amendments.
The Standard Operating Procedures were approved by the membership at the organizational meeting held December 7,2009 and subsequently amended on August 11, 2012 and October 1, 2012 and April 8, 2013,
Jim and Judy StewartErna Murray
President Secretary
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