Revised and adopted 9/23/02 CONSTITUTION AND BY-LAWS RIP VAN WINKLE HIKERS ARTICLE 1 - NAME SECTION 1 The name of the club shall be known as Rip Van Winkle Hikers, hereinafter referred to as the "Club". ARTICLE 2 - PURPOSE SECTION 1 The purpose of the Club is to promote and foster interest in the sport of hiking. The Club will be open to persons 16 years of age and older, and will promote camaraderie, physical fitness, and an appreciation of the wilderness, nature, and local history. ARTICLE 3 - HEADQUARTERS SECTION 1 The headquarters of the Club is located in the village of Saugerties, Ulster County, New York. ARTICLE 4 - CLUB OFFICERS SECTION 1 The executive officers of the Club shall be a President, Secretary, and Treasurer. SECTION 2 The term of office of all executive officers will be at the pleasure of the incumbents, with confirmation of appointment by the membership at the annual meeting or by election of new executive officers by the membership at the annual meeting. New officers will assume their responsibility at the March business meeting. Prior to that meeting, all documentation (books, funds, records, etc.) will be transferred to the new officers. SECTION 3 Other officers, drawn from members of the Club, who have expressed a willingness to serve, may be appointed from time to time by the President, with the approval of the Executive Committee. The term of office of members so appointed will be by mutual agreement between the incumbents and the President, with the approval of the Executive Committee. SECTION 4 The President shall preside at the meetings of the Club. Should the Secretary be absent from any meeting, the President shall appoint a member to record the minutes. SECTION 5 The Secretary shall have charge of all Club correspondence. Specific duties are as follows: 1. The Secretary shall record the minutes of all Club meetings. 2. The Secretary shall read aloud the minutes of the previous Club meeting. 3. The Secretary shall preserve the minutes of all meetings so they can be used as a reference at all subsequent meetings. Minutes shall be open for inspection. 4. The Secretary shall record attendance at each meeting. 5. The Secretary shall provide hiking schedules to all members absent from any business meeting. 6. In the absence of the President at a Club meeting, the Secretary shall preside. SECTION 6 The Treasurer has custody of all monies and other funds of the Club and, as such, is responsible for all receipts and disbursements to/from the Club Treasury. Specific duties are as follows: 1. The Treasurer shall maintain a written record of all funds that pass to or from the Club treasury. 2. The Treasurer shall pay all Club debts and obligations only after approval of the President. 3. The Treasurer shall submit a financial report to the membership at each business meeting. 4. The Treasurer shall submit an annual statement at the annual meeting. 5. Members may request to view the financial records of the Club at any time. ARTICLE 5 - EXECUTIVE COMMITTEE SECTION 1 The Executive Committee shall consist of the President, Secretary, Treasurer, Membership Chair, and Hiking Group Leaders. SECTION 2 Duties: The Executive Committee shall have the power to act or speak (oral or written) on behalf of the Club in situations \&, here immediate action in needed, or when action is needed prior to the convocation of the next regularly scheduled business meeting of the Club. The Executive Committee may also meet to discuss issues prior to the presentation of the issue at a general membership meeting. The Executive Committee may also deliberate on problems that arise concerning the Club. SECTION 3 Limits of Authority: The Executive Committee may not vote to spend any Club funds, other than normal operating expenses, without the approval of a majority vote of the general membership at a regular meeting. Furthermore, a majority vote of the full Executive Committee is required for the approval of any action by the Executive Committee. SECTION 4 Chairperson: The President of the Club shall serve as chairperson of the Executive Committee. SECTION 5 Meetings: The Chairperson will convene meetings of the Executive Committee from time to time as deemed necessary. Any member of the Executive Committee may ask the Chairperson to convene a meeting. Any member of the Club may communicate their concerns to any member of the Executive Committee if they consider the issue of such urgency as to warrant presentation to the Executive Committee. ARTICLE 6 - MEETINGS OF THE CLUB SECTION 1 The Club shall conduct regular bimonthly business meetings. The January meeting is designated as the annual meeting. SECTION 2 The order of business at all business meetings shall be as follows: 1. Meeting called to order 2. Secretary's reading of minutes of prior meeting for approval 3. Treasurer's report 4. Reports of all hiking groups 5. Correspondence and bills 6. Old business 7. New business 8. Adjournment of business meeting 9. Hike planning for all groups SECTION 3 At any meeting, fifteen members of the active voting membership as carried on the Secretary's books shall constitute a quorum for the transaction of business. A majority vote of the members present shall be necessary to carry an act or resolution. ARTICLE 7 - MEMBERSHIP SECTION 1 Members shall be assessed annual dues, the amount to be approved by the membership at a scheduled business meeting. SECTION 2 The following criteria are to be met in order to be considered for membership: a. Dues must be paid in full. Annual dues must be paid in full to the Treasurer by January 31st. b. New members are to remit annual dues with their membership application. Dues paid with membership applications received after October 1 will be considered applicable through the following calendar year. ARTICLE 8 - AMENDMENTS SECTION 1 The constitution and by-laws of the Club and any rules or regulations may be amended by the Executive Committee at any time to reflect the changing needs of the majority of the membership at large. Such changes shall be referred to the membership at the next scheduled business meeting for consideration and approval. ARTICLE 9 - LIMIT OF LIABILITY Rip Van Winkle Hikers does not assume any liability whatsoever for any injury, damage, loss, accident, or delay to person or property during any activity sponsored, arranged, or for which the Club acts as an agent or is in any way connected. POLICY GUIDELINES: RIP VAN WINKLE HIKERS GUIDELINES FOR HIKERS, HIKE LEADERS, & GROUP LEADERS A. HIKER RESPONSIBILITIES ARE: 1. To be at designated meeting place on time. 2. To personally sign Hike Report Form provided by Hike Leader. 3. To provide your own supplies and clothing. It is suggested that you: o Carry a compass, map, food, water, rain gear, first aid kit, and flashlight in a backpack; and o Dress appropriately, including hiking boots, for the season and the type of outing. 4. To remain with the group and not separate. 5. To not hike without a minimum of three (3) hikers. * REMEMBER: Hiking involves hazards; if you participate, you do so at your own risk. You are responsible for your own safety. Being in good health and keeping up with the group are solely your responsibilities. B. HIKE LEADER (SPECIFIC TO A PARTICULAR HIKE) GUIDELINES 1. PRELIMINARY TO HIKE: a. If the Hike Leader finds that he/she will be unable to lead a scheduled hike, the Hike Leader should both arrange to have another Group member cover the hike and notify the Group Leader. If the Hike Leader has a problem in arranging coverage, the Hike Leader should immediately notify the Group Leader. b. If less than three (3) people show up, including the Hike Leader, the hike is cancelled. c. If the weather conditions are questionable, the Hike Leader should be at the designated meeting place to greet any hikers and to decide at that time the course of action to take. d. In the case of inclement weather (rain, snow, sleet, high winds), the hike should be rescheduled. There is no need to be at the designated meeting place if the hike would not take place because of the weather conditions. e. If a hike does not take place because of inclement weather, the hike should be rescheduled to the following week, same time, and same place - not cancelled. If, on the following week the rescheduled hike does not take place, the hike is cancelled. 2. AT THE DESIGNATED MEETING PLACE a. The Hike Leader should be at the designated meeting place 10 minutes prior to the time scheduled. b. The Hike Leader is to ensure that all hikers personally sign the Hike Report Form prior to the departure of the hike. c. The Hike Leader must have a map or directions to the trailhead, a map of the hike area, and a compass. d. When a change to the hiking plans is made at the last minute (at the designated meeting place), a call should be made to someone who is at home and/or a note left on a car, making known the trailhead from which the hike will begin and the general route of the hike. This is in case of an emergency on the trail so that help can be sent to the proper location. 3. AT THE TRAILHEAD a. It is the responsibility of the Hike Leader to sign in and sign out at all DEC log registration stations. You should sign in as "Rip Van Winkle Hikers, Saugerties, NY," with the Hike Leader's name and telephone number, and the number in the group. b. Hike Leaders are not responsible for any hikers. 4. AT THE CLUB MEETING a. Hike Leader should present the Hike Report at the next Club meeting. If attendance is not possible, the Hike Leader should make arrangements to have it read by someone else. C. GROUP LEADER (NOVICE, INTERMEDIATE, ADVANCED) RESPONSIBILITIES 1. To represent your Group at all Club and executive committee meetings. 2. To plan hikes per Club schedules at the conclusion of the bi-monthly Club Business Meetings and report them so that the information can be included in the Club bi-monthly hike schedules. Scheduled hike information should include approximate: level (strenuous, moderate, easy), length, time, and trailhead departure. 3. To provide all Hike Leaders with the Hike Report (sign-in) form. 4. To provide leadership coverage for each scheduled hike by ensuring that a Hike Leader will be available. If a Hike Leader is not available, the hike shall be cancelled. The Group Leader must ensure that someone goes to the designated meeting place to cancel the hike.