Northern Traxx ATV Club By-Laws
Article I: Name and Purpose
Article II: Membership
Article III: Dues
Article IV: Fiscal Year
Article V: Management
Article VI: Board of Directors
Article VII: Officers
Article VIII: General Membership Meetings
Article IX: Election Procedures
Article X: Trail Maintenance
Article XI: Property and Equipment
Article XII: Political Campaigning
Article XIII: By-Laws
Section 1. The Name of this club shall be “Northern Traxx ATV Club” hereinafter referred to as NTXX.
Section 2. NTXX is a C3/7 non-profit club.
Section 3. The purposes of this club are:
- To encourage and promote the use of all-terrain vehicles in collaboration and conjunction with other off-road motorized groups;
- To stimulate and advance the general welfare and safety of ATVing;
- To provide a medium for the exchange of ATVing information;
- To develop a fraternal spirit among ATVers and other recreational interests;
- To serve interests of ATV owners;
- To defend such owners against discriminatory legislation, regulations, and burdensome taxation;
- To own or lease property for club uses;
- To perform all desirable and lawful functions for the successful operation of the club and in the general public interest.
Section 1. Membership in the club shall consist of the following classes:
A. Active Member
i. Individual Member
ii. Family Member
B. Business Member
C. Associate or Honorary Member.
Section 2. Active Membership is available to all ATV owners and enthusiasts without regard to sex, race, or religious beliefs. An active member must be at least eighteen (18) years of age. If a person under the age of eighteen wishes to become a member, that person must be a child on his or her parent’s “family” membership. Active family membership shall extend to all members of a cohabiting family. Any one under the age of sixteen (16) requires adult supervision at all NTXX events.
Section 3. Business membership shall be available to any business or company interested in or associated with ATV recreation. These businesses and/or companies shall be known as Business Members throughout these by-laws.
A. A Business Membership only applies to the owner or representative of said business. The business membership is non-transferable to the employees or anyone associated with said business. Separate individual membership must be obtained from each previously mentioned group or category.
B. The business agrees to support NTXX throughout the duration of said membership period. Business members in exchange will receive advertisement within the NTXX mailed minutes (E-mails). Advertisement consists of a small ad mentioning the name of each member as space allows.
Section 4. Associate and/or Honorary Membership is a special membership. These memberships are granted to individuals via majority vote of the Active Members present and these individuals must provide a positive voice and appearance for the NTXX and the sport of ATVing. This membership can be terminated at any time by the majority vote from the NTXX Board of Directors or by volunteer termination from the member.
Section 5. Application for new membership and renewal membership shall be made in writing on the appropriate application form, to the Membership Chair, and shall consist of furnishing current information and paying required membership fees (dues). That (Those) person(s) shall immediately become a registered member. A membership card will be mailed to each member at ATVAM’s will. Each member shall agree to abide by the by-laws and all rules of the club.
Section 6. Each active member as part of their membership shall also be a registered member of the All-Terrain Vehicle Association of Minnesota (ATVAM).
Section 7. A member may resign from the club at any time upon written notice to the Secretary. Any and all dues for the remaining year will be forfeited.
Section 8. Membership in NTXX may be terminated only by majority vote of the Board of Directors for just cause or actions not consistent with the by-laws or rules of the Club. Termination of any member shall not release said member from the obligation to pay dues and other amounts owed for the period of membership.
Section 9. The Board of Directors may establish and/or amend the qualifications and rights of Associate and Honorary Members at any time.
Section 1. The amount of dues as well as the time for their payment shall be determined at the end of the current fiscal year for the succeeding fiscal year by the action of the Board of Directors and presented for a vote from the membership.
Section 2. The dues are payable to NTXX and shall be sufficient to include membership to ATVAM and the dues required by NTXX. The proper amount shall be forwarded to ATVAM at the appropriate time. If dues are not paid in full by the date of expiration, membership shall be forfeited.
Section 3. Membership term shall begin on the day of payment of dues and end on the last day of that month, one year after dues were actually presented for payment.
Section 1. The fiscal year of NTXX shall commence on the first day of January and end on the last day of December of the year.
Section 1. The management of NTXX shall be vested in its Officers and Board of Directors, and said management shall be conducted in accordance with these by-laws of NTXX.
Section 2. All NTXX ATV Club mail shall be directed to the Official Club address.
Section 3. All Club papers and records pertaining to NTXX business shall be kept together and stored for safe keeping.
Section 4. All outgoing officers and committee chairs shall turn over all NTXX Club records to the current NTXX Club secretary who will then store them in the Club’s offices.
Section 1. The Board of Directors shall consist of seven (7) Directors, each of whom shall be an active member of NTXX. Directors shall be elected at the Annual Meeting of the membership and shall take office at the close of such Annual Meeting for a term of two (2) years.
A. The Board of Directors shall elect, from the current Board members, a meeting facilitator at the first meeting after elections, if the President wishes not to do this role.
Section 2. If vacancies on the Board of Directors should occur by reason of death, resignation, or otherwise, the remaining Directors shall elect, by majority vote, a successor for each unexpired term.
Section 3. Other meetings of the Board of Directors shall be held at such time and place as may be fixed from time to time by resolution of the Board of Directors, or by call of the President. Upon the written request of a quorum of Board members, the Secretary shall call a special meeting of the Board of Directors.
Section 4. A majority of the Board of Directors shall constitute a Quorum for the transaction of club business. Each director shall be entitled to one vote. Any formal action taken at any meeting of the Board of Directors shall require a majority vote of those Directors present, said action shall then be presented to the membership at a regular meeting.
Section 5. The Board of Directors may, at its discretion, by the affirmative vote of the whole Board of Directors, appoint an Executive Committee of the Board to act in its stead in emergencies. (Such committees usually consist of the officers and one or two other Directors.) The Board of Directors may appoint club committees, fill any vacancies or change the membership in club committees. The Board may by resolution, delegate such authority to the President. The Board of Directors shall have the power to abolish any committee.
Section 6. The Board of Directors may employ whatever personnel they deem necessary, and for which funds are available, to aid in the management and programs of the NTXX, and may authorize the expenditure of NTXX funds in any other manner, provided such actions are in the proper furtherance of the purposes of the NTXX club.
A. Discretionary spending of up to $400.00 for NTXX related expenses will be allowed only by the President and/or the Club Card Holder/Vice President. The treasurer must then be notified before the purchase or immediately after a purchase is made.
Section 7. The Board of Directors will allow any legal club fund-raisers with a majority vote. Fund raisers are intended for club business and benefit only.
Section 8. The Board of Directors may appoint a committee to oversee Grant writing and Grant in Aid (GIA) for NTXX.
A. The Board of Directors shall appoint a Trail Administrator or President to perform all needed work on GIA projects.
1. The duly appointed Trail Administrator may make use of an assistant for projects as needed.
Section 9. Any Board Member missing three (3) consecutive Board meetings without good cause, will be asked to resign his/her position on the Board or more than 6 in a 2 year time period.
A. If this Board Member does not respond to Section 9, the Board will automatically replace that Board Member.
Section 1. The officers of this club shall be: President, Vice-President, Secretary, Treasurer, and 3 Board Members.
Section 2. The officers shall be elected from the membership by majority vote of the membership present at the Annual meeting. The Annual meeting shall be held in March of each year. Vacancies occurring between such elections shall be filled for the unexpired term by the Board of Directors. The appointment shall be approved by a majority vote of all Active Members present. Any officer may be removed from office by the affirmative vote of two-thirds (2/3) of the whole Board of Directors.
Section 3. All officers shall take office immediately upon election and hold office for a term of two years or until their successors shall have been elected and qualified.
Section 4. The president shall preside at all meetings of the NTXX, unless a meeting facilitator is requested and assigned by the Board of Directors, and of its Board of Directors; shall oversee and coordinate such committees as are authorized by the Board of Directors; shall be a member ex-officio of all such committees; and shall carry out those other responsibilities assigned to him (her) by the By-laws and by the Board of Directors.
Section 5. The Vice-President, during the absence or temporary incapacity of the President, shall perform all the duties and have the power of the President.
Section 6. The Secretary shall keep all club records, except financial records, including minutes of meetings, roster of members, lists of committees and their members; shall send out notice of meetings; shall be, or designate a person, the liaison between NTXX and NTXX webmaster; and discharge all of the usual secretarial functions of the office required by these by-laws or by the Board of Directors.
Section 7. The Treasurer shall keep all financial records of the club and have charge of its funds. He (she) shall keep all of the funds in a bank approved by the Board of Directors and in the name of NTXX. He (she) shall disburse such funds of the club under the direction of the Board of Directors; withdrawals shall be approved from time to time by the Board of Directors. A Treasurer’s report shall be prepared for each regular meeting and an annual audit shall be prepared and submitted at the Annual Meeting.
Section 8. All officers shall have such other powers and duties as are required by law.
Section 1. The Annual Meeting of NTXX shall be held as stated at the place designated by the Board of Directors. The major business of this meeting shall be the election of Officers and Board of Directors.
Section 2. Regular meetings of the membership of NTXX shall be held at the time and place fixed by resolution at the previous meeting, or as designated by the President, or by the Board of Directors.
Section 3. Special meetings of the NTXX may be called by the Board of Directors, or by the President, or by any group of four (4) Active Members, by giving adequate notice (5 working days) of the time, place, and purpose of such special meetings.
Section 4. Written notices of the time and place of the Annual Meeting and all other meetings of the membership shall be prepared and distributed to the membership by the Secretary.
Section 5. The active members present at any duly called meeting shall constitute a quorum. Any formal action taken at each meeting of the membership shall require a majority vote of those active members present. Each Active Member age 18 and older shall be entitled to one (1) vote.
Section 6. All persons in attendance at NTXX functions, meetings, etc… shall conduct themselves in a manner showing respect for all others in attendance.
A. Any person acting out; showing violent actions, name calling, using rude or vulgar language will be asked to leave immediately. Any member refusing to abide by this rule will be asked to resign from NTXX. Law enforcement shall be called when needed.
Section 1. Each active member age 18 or older shall be entitled to one (1) vote. A “qualified member” is an active member age 18 or older whose dues are paid.
A. Official ballots will be distributed at the Annual March Meeting to those qualified members present.
B. In each instance, a Tally Committee of three (3) members shall be appointed to count the ballots and announce the names of those elected to Office for the various terms.
C. All ties will be decided by a run-off ballot.
D. There will be at least 2 calls for nominations before voting, usually Feb meeting and March meeting before voting takes place.
Section 1. All paperwork; names, hours, miles, and specific work accomplished shall be turned into the Trail Administrator not more than seven (7) days after completion.
Section 2. All reimbursable work done on NTXX Grant-in-Aid (GIA) Trails shall be completed and submitted to the City of Chisholm as Trail Administrator see’s fit.
Section 3. Inspection of GIA Trails shall be done on a regular basis, during the riding season. Trail Administrator will coordinate these inspections.
Section 4. Trail Administrator will meet with the Board of Directors (Trail Committee) prior to GID grant submission deadline annually.
Section 1. All NTXX property and/or equipment is for the exclusive use of NTXX members, for use on projects and activities.
Section 1. NTXX is a 501 (c) (3) tax exempt non-profit organization. A 501 (c) (3) organization cannot engage in political campaigning. NTXX may not directly or indirectly participate in any political campaign on the behalf of (or in opposition to) any candidate for elective public office.
Section 1. These By-laws may be amended by the affirmative vote of a majority of the Active Members of NTXX provided thirty (30) days notice of intent to amend is published. The changes will be read over three meetings and will be added to the By-laws after a majority vote of all active present members.
A. These By-laws shall be reviewed biannually.
Section 2. All amendments shall be documented in the Amendment Index at the end of this document. All appropriate changes will be reflected in the NORTHERN TRAXX ATV CLUB By-laws per Amendments specifications.
(a) Amendment shall include: date, article, section, approved by, and description.
Amendment #1: These bylaws were reviewed and amended to conform to the current operating procedures of the NTXX Club. A committee of at the seven (7) Officers and Board members met and discussed these bylaws over the past 9 months to present these changes. The changes were then compiled and presented for vote, according to the rules in these bylaws. Approved by majority vote of all members present at the October 16, 2014 meeting.
Amendment #2: These bylaws were reviewed and amended to include Article XII and change the Article number of By-laws to Article XIII. A committee of the seven (7) officers and board members met and discussed the additional bylaw of Political Campaigning. The change was presented to the general membership at the September, October and November meetings and presented for a vote. Approved by majority vote of all members present at the November 10, 2016 meeting.
Amendment #3: These bylaws were reviewed and amended to include Article VII, Section 7, A: A committee of seven (7) officers and board members met and discussed the elimination of the statement “NTXX Bank Accounts will hold two (2) signatures for business purposes. These two (2) signatures shall be the Vice-President and the Treasurer. If there is a conflict of interest due to marriage or family, the Board of Directors may assign a second signature.” The change was presented to the general membership at the January, February, and March meetings and presented for a vote. Amendment approved by majority vote of all members present at the March 9, 2017 meeting.