COASTAL SKI & OUTING CLUB BYLAWS

Submitted by the Bylaws Committee:               Mary Ann Carruthers, Peggy Christie, Annie Laurie Lehman, John Schwartz

Adopted by the Board of Directors on:             October 1, 2025

Approved by the Membership on:                    October 14, 2025 and supersedes all previous versions

SECTION 1 – PURPOSE OF COASTAL SKI & OUTING (CSOC)

The purpose of the Coastal Ski & Outing Club (CSOC) is to promote fun and fellowship and the sport of skiing among its members, as well as to plan social and recreational events for members.  These Bylaws are designed to provide for the government of the Coastal Ski & Outing Club, to set standards for membership, and to establish responsibilities of the Officers and Committees of the club.

SECTION 2 - MEMBERSHIP

Membership in the club shall be composed of individuals, aged 21 or older, who pay the annual dues as determined by the Board.  In order to go on a trip, an individual must join the club and pay dues.  A member in good standing has been a member for at least 30 days, and has no unresolved issues of financial responsibility, or personal behavior, or any other dispute with CSOC.  When participating in an event or activity sponsored by CSOC, members shall conduct themselves in a mature and responsible manner and follow all rules and/or policies associated with an event or activity.  Members in good standing are also members of the Crescent Ski Council and are eligible to participate in Crescent Ski Council events. 

Application for Membership

Membership in the club shall be made in writing and signed on an official club application form, accompanied by dues and fees.  Applicants agree to observe and be governed by the Bylaws.

Waiver of Liability

All members shall acknowledge by signature on their club application form annually, that they will participate in all Coastal Ski & Outing Club (CSOC) sponsored events at their own risk.  All participants (members and guests) absolve, release, and waive any and all liability claims or demands against the Coastal Ski & Outing Club, its Officers, Directors. Committee Chairpersons, Event Coordinators, Trip Leaders and each and every member thereof, which may arise out of, or be related to any injury, damage, or particular loss to me or any member of my family, by reason of such CSOC membership and participation in CSOC sponsored-events, including photographs that are taken at events that will be posted on our website and Facebook page.

Termination of Membership

The Board, by two-thirds (2/3) approval, may suspend or expel a member for just cause after an appropriate review.  Just cause may include inappropriate behavior or the creation of a hostile environment caused by a member.  CSOC’s President, a Vice President and the Secretary will conduct the review.  Anything discussed in the review shall remain confidential.  If a member is expelled from the club, that member’s dues for the current year, will be refunded in full and the member will be removed from all club publications, (i.e., roster, website, Facebook, email distribution list, etc.).

Guests

Prospective members may attend three (3) club functions as guests; after which they are required to join the club and pay their dues in order to continue attending club functions.  Any out-of-town club trip, international club trip, event or meeting requires club membership in good standing.  Guests are required to register for events and meetings.  In order to attend events and meetings, a lapsed member needs to renew their membership and shall not be considered a guest.

SECTION 3 – MEETINGS

General membership meetings of CSOC shall be conducted monthly.  Notification of location and time of meetings will be distributed to all members in a timely manner.

SECTION 4 – FISCAL YEAR AND DUES

The club’s fiscal year is June 1 through May 31.  All membership dues expire at the end of each fiscal year.  Annual dues are due and payable on June 1 and shall be in arrears if not paid by August 15, at which time those members will be removed from all club publications, (i.e., roster, website, Facebook, email distribution list, etc.).  The amount of the annual dues shall be established by the Board.

SECTION 5 - GIFTS AND GRATUITIES

• 1.    The Board may accept contributions, gifts, benefits of value, or other gratuities for the general purpose of CSOC.
• 2.    All such benefits, gifts, gratuities, quid pro quos, reimbursements, price reductions (i.e., group rates, individual discounts, etc.), having a monetary value in excess of $50, or other amount determined by the Board, shall be fully disclosed and shall not be retained or used in any way, by any Member, unless approved by the Board.
• 3.    Failure to comply with this policy may be considered misconduct of a member and subject to the provisions of Termination of Membership.

SECTION 6 – NO SOLICITATION POLICY

The CSOC Member Directory is for the private use of club members only and may not be used for any commercial, business development, marketing, or solicitation purpose of any kind.  Failure to comply with this policy may be considered misconduct of a member and subject to the provisions of Termination of Membership.

SECTION 6 – GOVERNMENT

Board of Directors

• 1.    The Board consists of the elected Officers (President, President Elect, Vice President-Administration, Vice President-Events, Treasurer, Secretary), four (4) Directors, the Immediate Past President and Committee Chairpersons.  Only the elected Officers, and Committee Chairpersons appointed by the President, have voting rights and must be present at meetings where a vote is taken.
• 2.    The Board shall serve as the governing body of CSOC, shall establish, review, and maintain all policies, procedures, and practices of the club.
• 3.    There shall be at least one (1) meeting each month of the Board.  All club members are invited to attend Board meetings.
• 4.    All elected Officers are expected to attend all Board meetings and should notify the President, in advance, if unable to attend meetings.  Any elected Officer missing three (3) consecutive scheduled meetings during any fiscal year, without prior notification to the President, can be replaced by the Board.
• 5.    A quorum (simple majority) of Board members must be present to have an official meeting for voting procedures.
• 6.    Robert’s Rules of Procedure shall govern all parliamentary matters.

Elected Officers, Election and Qualifications

The elected Officers shall be the President, President Elect, Vice President-Administration, Vice-President-Events, Treasurer, Secretary, and four (4) Directors.  All these elected Officers must be members in good standing and all except Directors and Secretary, must be a member for no less than one (1) year.

Vacancies

In the event a vacancy occurs, in any office, for any reason, the replacement shall be nominated by the President and approved by the Board for the unexpired portion of the term.

President

• 1.    The President shall be the principal executive Officer and shall preside at all general meetings and Board meetings.
• 2.    In emergencies, the President shall be empowered to make decisions and to take action for the club.  Any emergency decisions made by the President shall be made after an attempt to poll the elected Officers and shall be reported to the Board in a timely manner.
• 3.    If the President decides to not seek an additional term, the President shall give notice to the Board by February 28, prior to their last term.  

President Elect

• 1.    The President Elect shall automatically become President of the Club on June 1 of the year immediately following his/her election.   The President Elect should use his/her year to work closely with the President to enable a smooth transition to President.
• 2.    The President Elect shall perform such duties as are ordinarily incumbent upon a President Elect and such other duties as may be assigned to them by the President or Board of Directors.
• 3.    In the absence of the President, or in the event of their inability to act, the President Elect shall perform all the duties of the President, and when so acting, shall have all the powers of the President.

Vice-President-Administration

• 1.    In the absence of the President or in the event of their inability to act and there is no President Elect, the Vice President - Administration shall perform all the duties of the President, and when so acting, shall have all the powers of the President.
• 2.    The Vice President-Administration shall have the primary responsibility for arranging the location and food for the general membership meetings each month.

Vice-President-Events

• 1.    Provides direction and assistance as needed to Event Coordinators planning the various club-sponsored events. 
• 2.    Assigns experienced members to mentor and work with new members in planning events.
• 3.    A minimum of one (1) event shall be planned for each week.  Details of all planned events need to be made available to the members in a timely manner.

Treasurer

• 1.    Shall be responsible for the receipt of all funds and the disbursement for all expenditures.
• 2.    Shall propose an annual budget to be presented for Board approval.
• 3.    Presents a current financial report at each monthly Board meeting.
• 4.    The Treasurer and the President are authorized signatories for the club’s financial accounts.
• 5.    Uses the club’s debit card to pay for most expenses.
• 6.    Maintains an up-to-date roster of paid club members.
• 7.    Orders flowers, fruit, or other donation, as deemed appropriate, in memory of a deceased member or their relative.
• 8.    Orders recognition gift for the outgoing President.

Secretary

• 1.    Records the minutes of Board meetings and distributes copies of the previous month’s Board minutes to the Board members each month for approval.
• 2.    Maintains a file of past Board meeting minutes.
• 3.    Handles all official club business correspondence as needed.
• 4.    Updates the club’s Bylaws as needed.

Directors

• 1.    There shall be four (4) Directors elected for staggered two-year (2-year) terms.
• 2.    Their responsibilities are to assume any assignments given to them by the President.

SECTION 7 – COMMITTEE CHAIRPERSONS

• 1.    Permanent committees are maintained for the following functions:  Book Club, Club Merchandise, Crescent Ski Council, Events Calendar, Hospitality, Member Care, Membership, Nominations, Photos, Trips and Webmaster.  Additional committees can be formed and activated as needed.  Duties of these specific committees are listed in the Operations Manual.
• 2.    Committee Chairpersons are appointed by the President and are members of the Board of Directors.
• 3.    Each committee shall consist of one (1) or more members in good standing and can have a private meeting whenever it is deemed necessary to fulfill their duties.

SECTION 8 - NOMINATIONS AND ELECTION OF OFFICERS

• 1.    The Nominating Committee is to present a slate of candidates for all elected positions to the Board at their March meeting.
• 2.    The proposed slate will be communicated to the membership in the April President’s Letter.
• 3.    Nominations from the floor will be accepted at the April meeting, after which time nominations will be closed.
• 4.    The election will be conducted at the May membership meeting, after the slate of nominees is presented for the second time.
• 5.    A simple majority of members present will determine the results and the new Officers assume office on June 1.

SECTION 9 - AMENDMENTS TO BYLAWS

Recommended amendments to these Bylaws may be submitted at any Board meeting.  Any proposed amendment must be submitted in writing to each Board member at least one (1) week prior to such meeting.  Upon approval by the Board, the President will communicate the amendments to the general membership for approval, then the Bylaws will be updated on the website.

SECTION 10 - OPERATIONS MANUAL

The Operations Manual consists of a description of duties for the various standing committees.  Changes can be made to this Operations Manual through a simple approval of the Board.

Book Club

• 1.    Notifies Book Club members of upcoming meeting date, book selection, host name and address, etc.
• 2.    Picks up and distributes Book Club Kits, if available, from the library or assigns a volunteer to do this.
• 3.    Maintains a file of Book Club records (i.e., meeting dates, titles of books read, host name, discussion leader name, etc.)
• 4.    Hostesses provide appetizers and desert for monthly meetings.  Members provide their own beverages.

Club Merchandise

• 1.    Purchases merchandise with the club’s logo (i.e., tee shirts, baseball caps, etc.) from chosen vendor.
• 2.    Takes orders and sells merchandise to members.
• 3.    Maintains record of merchandise ordered and sold.
• 4.    Turns monies and financial accounting from sales over to the Treasurer.

Crescent Ski Council Representative

• 1.    Gathers and distributes information on trips offered by Crescent Ski Council and other Crescent ski clubs that might be of interest to CSOC members.
• 2.    Plans and coordinates trips for CSOC members.
• 3.    Represents CSOC at Crescent Ski Council Spring and Fall Conventions.  Provides convention report to Board members at the next Board meeting.

Event Coordinators

• 1.    Works with the Vice President-Events to plan and coordinate events for club members each month.
• 2.    Provides information for the website describing upcoming events (date, location, fees, etc.)
• 3.    Ensures a printed calendar of events is distributed at the monthly meetings. 
• 4.    Has volunteers provide photos for the website and Facebook.
• 5.    At least one (1) of the Event Coordinators attends each scheduled event and notifies all concerned club members if an event is cancelled.
• 6.    Collects any event fees.  Events should not cost the club money and event fees should cover all expenses.

Hospitality Committee

• 1.    Greets events, introduces them to other guests and new members at monthly membership meetings and
• 2.    Holds a New Member Reception once a year for new members who have joined the club since the last reception.
• 3.    Sends a hand-written invitation to each new member inviting them to the New Member Reception.
• 4.    Purchases beverages for the reception and requests Board members bring an appetizer or dessert.  The club pays for the beverages (with receipts.)

Member Care Committee

• 1.    Notifies club members of any seriously ill members.
• 2.    Sends Welcome Ecards to new members.
• 3.    Sends birthday and special occasion E-cards to members.

Membership Committee

• 1.    Provides the opportunity for interested people to complete a Membership Application.
• 2.    Distributes membership information to all guests at meetings.
• 3.    Creates and maintains members’ nametags and collects nametags at the end of meetings.
• 4.    Prior to the start of the meeting, sets up table with nametags and membership information.
• 5.    Greets guests and new members at the door at monthly membership meetings, introduces them to Hospitality member.
• 6.    Maintains a record of guest’s attendance at meetings and events. 

Nominations Committee

• 1.    Identifies and prepares a proposed slate of nominees as potential Officers for the coming year and presents it to the Board at their March meeting.
• 2.    Reads the slate of nominees to the general membership at the April meeting.
• 3.    Conducts the Election of Officers at the May meeting under the leadership of the President.
• 4.    Nominations Chairperson requests Board members nominate potential candidate(s) to be selected for inclusion in the Book of Fame by April 1.
• 5.    The selected candidate(s) are selected by the President and Nominations Chairperson.
• 6.     The candidate(s) selected will be announced at the May membership meeting, at the same time the new Officers are installed.
• 7.    Nominations Chairperson maintains the Book of Fame, prepares the Recognition Certificate, orders the display frame.
• 8.    Nominations Chairperson adds the selected candidate(s) information to the Book of Fame.

Trips Committee

• 1.    Research’s locations, lodgings, and activities for out-of-state and international trips.
• 2.    Determines trip price and sets budget for trip and other incidentals.
• 3.    Makes lodging reservations (i.e., house or hotel) for participants.
• 4.    Makes event reservations.
• 5.     Maintains a participant list, sets up a waiting list if necessary.
• 6.     Sets up room assignments.
• 7.    Assures that participants complete and sign a Trip Application and Liability Form and a CSOC Medical Form.
• 8.    Advises participants that transportation to events is the responsibility of the participants.

Webmaster Committee

• 1.    Webmaster coordinates and collects information from members and Event Coordinators in a timely manner.
• 2.    Webmaster manages a committee that will coordinate and collect all pertinent information to be entered on the website and any other online presence.  This includes, but is not limited to articles, events, trips, President’s letter, photos, and data entry.