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ARTICLE
I: GOVERNING RULES
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1. The rules contained In
Robert's Rules of Order shall govern the conduct of business when
such conduct is not otherwise provided for either in the
Constitution of the Chicago Metropolitan Ski Council (CMSC) or In
these Standing Rules.
2. For the purposes of
registration as a corporation of the State of Illinois, the address
shall be as most recently designated by a sitting President and
approved by the Executive Board. The address in effect at any time
will remain so until changed by the President and the Executive
Board; the address currently in effect is:
c/o Bob Meyer
1307 Old Timber Lane
Hoffman Estates, IL 60192
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ARTICLE II:
MEMBERSHIP
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1. All members of the CMSC shall be required to sign an
agreement to support its mission and uphold its constitution, Including
the sections of the constitution on exculpability and indemnification.
Members shall also be required to pay annual dues in the following
amounts by July 1 of each year:
| Club
Member |
$40.00
|
| Individual Member (member
of CMSC club) |
$25.00 |
| Individual Member (not
member of a CMSC club) |
$25.00 |
| Individual Member In a 100%
CMSC club |
$5.00 |
| Individual Life
Member |
$0.00 |
| Associate Member
|
$75.00 |
| Competition Member
|
TBD by Executive
Board |
| Ski Council Member
|
$0.00 |
Increases in dues for the year beginning July 1,
1996, will begin June 12, 1996. Persons or organizations joining for
the 1996-97 year who pay dues prior to June 12, 1996, will be
eligible to join at 1995-96 rates.
a)
The Vice President-Membership will be responsible for sending out
dues notices to all current members in May of each year. It will,
however, remain the responsibility of the Club Individual or
Associate Member to pay dues with or without notice.
b) Any
Individual or Associate Member who fails to make dues payment by
August 1 will be considered in arrears and membership will be
considered canceled.
c) Any
member club which fails to make dues payments by September 1 shall
be considered in arrears and shall be disqualified from voting and
may not participate in other CMSC activities until such payment is
made. Clubs must have paid dues by the annual magazine of the CMSC
(formerly known as the Midwest Skier) deadline (which may be earlier
than September 1) in order to be listed in the annual magazine of
the CMSC (formerly known as the Midwest Skier) for that year.
d) Any member club that fails to make just
and due payments to the CMSC for any obligation within one year of the
date of the obligation shall be automatically suspended for one year and
will have to re-apply for membership as described in Article VIII of the
Constitution.
2. Club Membership
a) Ski clubs that meet the requirements
in the Constitution may apply for club membership through the Vice
President-Membership. The following definitions will apply to the terms
in the Constitution:
1) Active ski club implies that
the organization operates within a structure defined by a constitution,
bylaws, or some type or standing rules, and minimally runs at least one
ski trip per year for its members. This trip can be operated through
another ski organization, such as CMSC or USSA.
2) Nonprofit means that the
assets of the club will not accrue to the benefit of any individual or
for-profit entity through ownership, and that net revenues from dues or
other activities are either used to fulfill its purpose (which must be
defined In Its governing documents and consistent with the purpose and
mission of CMSC) or kept segregated from any individual's private funds
until they can be used for that purpose. The governing documents must
state how assets will be disposed of upon dissolution.
3) Bona fide dues paying
members are members who pay a specific amount of money at a
regular interval (no more than two years) to belong to the club. If the
club is operated as an employee benefit of a for-profit organization,
dues may be considered paid by the employer’s subsidization of the club.
Dues payment (amount, interval, when payable) must also be defined in
the club's governing documents.
4) The capacity to enter legally
binding contracts or a sponsor who will be responsible for it
means that the organization Is a legal “person”, i.e., that It has
sufficient structure to obtain a Social Security or Federal Employers
Identification Number and to open a checking account, or that it
operates under the auspices of a person or organization that does have
such structure..
b) The Vice President-Membership Is
responsible for collecting Information needed to evaluate a club for
CMSC membership. A prospective club shall submit a CMSC application for
club membership, initiation fees of not less than ten dollars ($10) and
first year’s dues and the following information: Date of organization,
list of officers and committees, statement of bona fide membership,
financial status, constitution and/or bylaws, previous year’s activities
and planned activities for the next six months.
1) This information shall be presented
to the Executive Board at its next meeting for approval by a majority of
Executive Board members present and voting.
2) Upon approval at an Executive Board
meeting, the President will place the club's application on the
published agenda of the next Regular Assembly Meeting and invite a
representative of the club to appear at that meeting.
3) The information described above shall
be presented to the General Assembly for discussion and questions from
the floor for the club's representative(s), if present. The
representative(s) will then be escorted from the room. The President
shall call for further discussion or questions and a vote. Approval by a
simple majority of the delegates present will be required for
acceptance.
3. Individual Membership
a) Upon signing the agreements and
paying dues as described In Section I of this article, any individual
who meets the requirements of the constitution may become an individual
member of CMSC. Individual membership will, however, be limited to three
years for any person who is not a member of a CMSC club unless the
member is an owner or a staff member of a CMSC Associate Member To
demonstrate membership in a club, an individual must either have
participated in a CMSC activity as a member of that club during the
prior twelve months or show a receipt for membership signed by an
officer or the membership chairperson of the club dated within the prior
twelve months. For persons who have been members of CMSC during the year
ending 6/30/96, the three year will begin with their first year of
membership beginning 7/1/96 or later.
b) Member ski clubs that sign up one
hundred percent (100%) of their membership who are eligible as
individual members of CMSC shall receive a fifty percent (50%) discount
on each member. The member club shall assume the responsibility of
collecting membership dues, providing the necessary documentation, and
distributing CMSC information (including the annual magazine of the CMSC
(formerly known as the Midwest Skier)) to its members.
c) Member Clubs that are multi-purpose
in character shall receive a fifty percent (50%) discount on each member
if they sign up one hundred percent (100%) of their membership who
actively engage in the skiing functions of the club. Active engagement
shall be defined as participation in one ski trip per year sponsored by
the club. The member club shall assume the responsibility of collecting
membership dues, providing the necessary documentation and distributing
CMSC information (including the annual magazine of the CMSC (formerly
known as the Midwest Skier)) to its members.
4. Individual Life Membership
a) The retiring CMSC President shall be
presented with a life membership within sixty days of his/her
retirement.
b) The President of CMSC may also award
one other life membership during each term in office to someone who has
made substantial contributions to CMSC by which their nature and
significance reflect effort beyond usual and normal contributions.
c) Presidents who served prior to
adoption of this section shall be eligible for its provisions.
5. Associate Membership
Upon signing the agreements and paying dues as described in Section 1 of
this article, any individual or organization who meets the requirements
of the Constitution may become an Associate member.
6. Ski Council Membership:
a) Upon signing the agreements as
described in Section 1 of this article. any Ski Council that meets the
requirements of the Constitution may become a Ski Council member.
b) The Vice President-Membership is
responsible for collecting information needed for the Executive Board to
evaluate a Ski Council for CMSC membership.
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ARTICLE
III:
ORGANIZATION
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1. The Assembly
a) Club Presidents shall provide an updated list of the Officers and
Delegates of their clubs by September 1 of each year. If clubs are
otherwise in good standing, their prior year's delegates and alternates
shall retain their positions until new lists are received. All changes
in CMSC records concerning Officers and Delegates must be submitted in
writing by the Club President.
b) Club Presidents and Delegates and CMSC Officers, Vice Presidents, and
Committee Chairpersons are responsible for reporting their presence to
the Credentials Chair at any General Assembly meeting for the purposes
of establishing a quorum, conducting business, and earning club
participation points.
2. Elected Officers
a) The President, as chief executive officer of CMSC, is responsible to
the General Assembly for its efficient operation and for fulfilling its
purposes and mission. They chair all meetings of the Assembly and the
Executive Board and directly or indirectly supervises the activities of
ail Officers, Vice Presidents, and Committees. The President is the
official representative of CMSC to other organizations, Ski related
businesses, public information media, and the public.
b) The Executive Vice President fulfills the duties of President in the
President's absence or incapacitation. They supervise Regional Vice
Presidents and other appointed Vice Presidents as directed by the
President.
c) The Treasurer shall be responsible for all matters of a financial
nature and shall assure fulfillment of all monetary obligations and
transactions. They shall keep a complete ledger on all assets,
liabilities, fund balances, and operating revenues and expenses, and all
records and supporting documents of contracts and financial
transactions. They shall present a tentative budget to the Executive
Board by its September meeting, and financial statements and other
records to the Finance/Audit Committee, governmental agencies, and
independent auditors as required. The Treasurer shall be responsible for
filing tax returns and other documents required to protect the legal
status of CMSC.
d) The Assistant Treasurer shall assist the Treasurer in his/her
responsibilities and shall receive and maintain records of all incoming
monies. They will also provide information to the Finance/Audit
Committee and independent auditors as required.
e) The Secretary shall take minutes of all meetings of the Executive
Board and the Assembly and provide copies to the President. The
Secretary shall maintain the official records of CMSC (except those
maintained by the Treasurer), and be prepared to distribute them either
as directed by the President or as required to fulfill legal
obligations. The Secretary shall effect correspondence with outside
persons and organizations as necessary or appropriate, maintain mailing
lists required by officers and committees, distribute notices, minutes
and other official records, and maintain files of all correspondence,
3. Appointed Vice Presidents (except as noted,
appointed Vice Presidents will report to the President, or at his/her
discretion, another elected officer)
a) The Vice President-Membership will be responsible for processing
applications, verifying credentials, and maintaining attendance records
for Associate, Individual, Individual Life, and Club Membership, and
will appoint and supervise activities of standing committees for each of
these membership Classifications, and any ad hoc committees required to
fulfill these responsibilities. They will also be responsible for
sending dues notices and collecting dues from Associate, Individual, and
Club members.
b) The Vice President-Recreational Skiing will be responsible for
organizing competitive and educational ski activities and for liaison
with organizations who are not members of CMSC but whose goals are
consistent with its mission. They will appoint and supervise the
activities of Standing Committees for Alpine Racing, Nordic Programs,
and Ski Education, and any ad hoc committees required to fulfill these
responsibilities, and will appoint and supervise liaisons to other
significant organizations.
c) The Vice President-Special Events will be responsible for overseeing
non-skiing activities and events and awards presentations for overall
club participation and competition that are not supervised by other
committees. They will appoint and supervise the activities of standing
committees for the Seminar, the Annual Picnic, the Chicago Ski Show, and
awards, and any ad hoc committees required to fulfill these
responsibilities.
d) The Vice President-Trips will be responsible for organizing council
ski trips, collecting bids on costs and conditions from ski areas,
airlines, tour operators, and other vendors, and presenting this
information to the Executive Board for Its approval. They will appoint
and supervise the activities of standing committees for Chicago Week,
CMSC Carnival, a European trip, and USSA Week, and any ad hoc committees
required to fulfill these responsibilities,
e) The Vice President-Public Relations will be responsible for public
communications, advertising, and marketing, for publishing and
disseminating club trip information, and maintaining a history of CMSC
activities. They will appoint and supervise the activities of Standing
Committees for the annual magazine of the CMSC (formerly known as the
Midwest Skier), Advertising, Publicity, Trip Referral, and Council
History, and Webmaster and any ad hoc committees required to fulfill
these responsibilities.
f) Regional Vice Presidents will report to the Executive Vice President
and will be responsible for maintaining CMSC's relationship with Its
member clubs. Each Regional Vice President will be assigned eight member
clubs. Regional Vice Presidents will be responsible for collecting
Officer and Delegate lists and for reporting significant changes in the
leadership of the clubs they oversee to the Executive Board and the
General Assembly. They will visit or contact each of their clubs
regularly and keep them informed of CMSC activities and other useful
information received by CMSC about skiing and related subjects. They
will report regularly to the Executive Board and the General Assembly
concerning their clubs’ activities, attitudes, problems and needs.
4. Committees
a) The Steering Committee shall be responsible for reporting to the
President, the Executive Board, and the General Assembly the long range
needs of CMSC, and to recommend actions and programs that will fulfill
its mission and purposes, but shall not itself serve as a committee to
conduct programs or functions.
b) The Finance/Audit Committee shall be responsible for performing
quarterly audits of CMSC financial records and activities and reporting
its findings to the President, Executive Board, and General Assembly.
This committee shall also make recommendations on any matter relating to
the financial operation of CMSC, and may require specific procedures and
reports from any CMSC Officer, Vice President, or Committee to assure
that financial and accounting controls will adequately protect the
integrity and assets of CMSC.
c). The Nominating Committee shall be responsible for identifying
appropriately qualified individuals to run for elected office in CMSC.
The President will appoint a convening chairperson who will convene this
committee no later than February 15 of each year. The Nominating
Committee will consider prospective candidates in terms of
constitutional requirements for each office, the candidates' abilities,
record of service in their clubs and/or CMSC, willingness to serve, and
other appropriate factors, and present its recommendations to the
Assembly as described in the Constitution. At the two Regular Assembly
Meetings prior to the election meeting, the President shall yield the
gavel to the Nominating Committee Chairperson who will take nominations
from the floor in accordance with Robert's Rules of Order. Acceptance of
nominations must be provided to the Nominating Committee chairperson in
person or in writing no later than one week prior to the Regular
Assembly Meeting at which elections are held,
d) Standing Committees will be established by appointed Vice Presidents
as described in Article III, Section 3 of these Standing Rules. Vice
Presidents may appoint chairpersons to these committees or chair them
themselves. Chairpersons must be presented to the Executive Board no
later than its second meeting after elections.
e) Ad hoc committees may be established by any elected officer or
appointed Vice President to assist in fulfilling their responsibilities.
Committee chairpersons must be presented to the Executive Board at its
first regular meeting following creation of the committee,
f) Subcommittee chairpersons need not be presented to the Executive
Board for approval, and may be removed at any time by the President or
the Officer or Vice President in charge of the committee.
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ARTICLE V:
FINANCE
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1) Officers of CMSC and others authorized by them shall be eligible for
reimbursement for expenses incurred while conducting business for CMSC,
provided the Executive Board shall have been given an estimate of the
expense to be incurred and that all expenditures are supported by
receipts prior to reimbursement.
2) Expenses for driving a personal car shall be reimbursed at a rate not
to exceed the maximum rate per mile allowed by the Internal Revenue
Service, such rate to be set by the Executive Board and reviewed
annually,
3) Cash advances may, at the discretion of the Treasurer and/or
President, be provided to Officers, appointed Vice Presidents, and
Standing Committee Chairpersons when expected cash outlays exceed $100.
Receipts for previous advances must be submitted to the Treasurer before
additional advances are made.
4) All revenues and receipts for CMSC activities must be submitted to
the Assistant Treasurer for deposit. Cash expenditures may not be netted
out of receipts prior to deposit,
5) An independent audit will be performed annually by a certified public
accountant (“CPA”) chosen by the Finance and Audit Committee and
approved by the Executive Board. The Treasurer for the year audited will
be responsible for providing records and other required information and
certifications to the CPA. The Finance and Audit Committee Chairperson
should receive a preliminary auditor's report within ninety (90) days of
the end of the fiscal year, and present an audited financial statement,
including a Revenue and Expense Report, Balance Sheet, an Auditors
Opinion, and relevant notes to the General Assembly at its October
meeting.
6) The President, Executive Vice President, and Treasurer shall be
authorized to sign checks and assume financial obligations on behalf of
CMSC. The President may delegate specific authorizations to other
persons as required for the orderly transaction of CMSC business.
7) The fiscal year of CMSC shall run from July 1 to June 30.
8) The President shall make every effort to obtain comprehensive crime
insurance covering theft and embezzlement by any employee or volunteer
handling CMSC funds. At a minimum the President, Executive Vice
President, Treasurer, and Assistant Treasurer shall be bonded or covered
by crime insurance. The Executive Board shall be informed of the type
and amount of insurance obtained.
9) The President shall also obtain property insurance for equipment or
fixed assets of CMSC valued at more than $500, and shall attempt to
obtain liability insurance for any activities of CMSC that carry
significant exposure to financial or physical risk. The Executive Board
shall be informed of the type and amount of insurance obtained.
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ARTICLE VI: CMSC
RECORDS AND COMMUNICATIONS
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1) Master Copy of the Constitution, Standing Rules, and all addenda
thereto shall be maintained by the President and Treasurer, and shall be
filed with the Secretary of State of Illinois. It shall be the duty of
these officers to fully maintain and protect these documents and provide
for their availability.
2) CMSC membership and participant information shall not be released to
persons outside of CMSC except as required by ski areas, airlines, and
other providers to complete arrangements for CMSC trips and activities.
3) CMSC representatives shall not be given, nor shall they use, mailing
lists and other unpublished club and personal information for purposes
other than CMSC business. Candidates for elected office may obtain
addresses of club delegates and alternate delegates for the purpose of
informing them of the candidate's qualifications and/or platform. No
more than one mailing per candidate shall be allowed.
4) The Vice President-Public Relations shall obtain appropriate releases
for personal and club information and photographs published in the
annual magazine of the CMSC (formerly known as the Midwest Skier) or any
other CMSC publication or news release.
5) CMSC officers and representatives shall be responsible for
maintaining records concerning their activities and financial
transactions and for forwarding their records to the appointed Vice
President or officer to whom they report. Appointed Vice Presidents and
officers shall be required to submit accurate statements of revenue and
expense to the Treasurer for activities and committees they oversee, and
for providing appropriate information on activities and procedures to
their successors.
6) The Steering Committee shall maintain all job descriptions and
procedure manuals pertaining to the Executive Board, CMSC officers,
appointed Vice Presidents, standing committees, and the General
Assembly.
7) Each CMSC trip shall have an availability date prior to which no
reservations will be accepted. The destination of the trip and the
availability date, as well as general procedures for procuring space on
it, will be announced at a Regular Assembly Meeting prior to the
availability date.
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