Herd of Turtles Four Wheel Drive Society - Policy & Procedures

Definitions

Member – Regular voting member-in-good-standing

Society Functions – Society Functions are any meeting or event organized and/or authorized by the Events Coordinator and/or the BOD with proper notification to the membership.

Membership Types

- Regular Voting Member

• Persons seeking membership in this Society as regular voting members shall:
• Be sponsored by a Society member in good standing.
• Have an interest in off-highway travel.
• Be a legally licensed driver of Canada or the United States with no government training restrictions.
• Have attained the age of 19 years of age.
• Have participated in 6 events, 2 of which must be meetings, and 1 of which must be an overnight camping event.
• Must have adequate liability insurance for any vehicle attending club sanctioned events.

The above requirements must be met within a twelve [12] month period.

The prospective regular member will become eligible for vote upon completion of the requirements and upon recommendation by their sponsor to the Board of Directors (BOD).

The election of a new member shall be by show of hands. New members are voted in by a two-thirds majority vote of the members present at that regular general meeting.

The prospective member will not attend that part of the meeting at which their sponsor nominates them for membership.

Any 1 (one) of the eligibility requirements may be waived upon majority decision of the membership. Members present at that regular general meeting must be notified of any waived requirement prior to the election.

- Corporate Members

• By nomination of any member and majority vote of the membership, any suitable business or person which contributes or volunteers support, advertising or merchandise towards the club and its meetings and events, may be elected to Corporate Membership in the Society.

- Associate Members

• An Associate Member is any individual who meets the legal definition of spouse or common-law (2 years) within the bounds of British Columbia. An Associate Member must meet all of the eligibility requirements of a Regular Member and be voted into the Society by a majority of the membership.

- Honorary Members

• Honorary members may be nominated by any member in good standing and elected by majority vote of the membership. Honorary membership may be bestowed upon any suitable person who in their own efforts has contributed to the well being of the club and/or the sport of four wheeling. Honorary Membership, which shall confer the honorary member the right to attend meetings and outings of the Society, shall lapse annually at the Annual General Meeting unless renewed by BOD nomination and majority vote of the membership.

Rights and Duties of Members

- Regular Voting Members shall

• Pay dues on time.
• Be entitled to hold any office of the Society.
• Be entitled to attend Society Only Events
• Be entitled to any Society Discount Club cards
• Must attend at least two Society functions over a twelve month period

- Corporate members shall:

• Pay the same dues as regular members.
• Be entitled to one vote.
• Not be entitled to hold any office of the Society.

- An Associate Member shall:

• Have all of the same rights as a Regular Member provided that they comply with the applicable eligibility requirements and pay the appropriate annual membership dues.
• Continue to be a member if the Regular member ceases to be a member or if a Family membership is dissolved.
• Can convert to a Regular Member by paying Regular Membership dues at the next renewal.

- Honorary members shall:

• Not pay dues.
• Will receive notice of meetings.
• Not be entitled to vote.
• Not be entitled to hold any office of the Society.

Transferal of Membership

• There shall be no Transferal of Membership.

Dues

• The annual dues of each member of the Society shall become due and payable at the commencement of the Annual General Meeting.
• Dues for new members shall become due and payable on the day they are voted into the Society. Society dues will be prorated on a quarterly basis.

Non-Participation

• A Regular or Associate Member may be dropped from the rolls of this Society due to non-participation with a majority vote of the BOD. Reinstatement can be made by a two-thirds vote of the membership or by completing the membership requirements as a new member. Non-participation shall be defined as not attending at least two Society functions over a twelve-month period.

Prolonged Absence

• Members who are going to be unable to attend Society meetings or events for the remainder of the Herd Of Turtles Four Wheel Drive Society’s fiscal year not to exceed past the next fiscal year and who wish to maintain membership shall apply to the BOD in writing or by email.
• Prolonged absence: such as long term medical leave or work related relocation from their base residence.
• When prolonged absence is granted the member will not be required to pay dues for that year.
• If membership dues have already been paid refunds will not be issued.
• If the member wants to end the Prolonged Absence, they must pay dues for the remainder of the year on a prorated quarterly basis.

Club Decals and Emblems

• Members may display club decals and emblems only on vehicles that they own or lease, and only as long as they remain members in good standing.