first Club constitution and bylaws
HENDERSON HARBOR YACHT CLUB
CONSTITUTION - 1948
Article I. Name
The name of this club shall be the Henderson Harbor Yacht Club. The object of the club shall be to provide a club house and other facilities for the promotion of sailing, good sportsmanship and fellowship among its members.
Article II. Location
The Club House and principal port of the club shall be at Henderson Harbor, New York.
Article III. Membership
Section 1. Election of Members - Each candidate for membership shall be proposed and seconded by two members over their signatures on an appropriate form to be provided, such proposal to be delivered to the Commodore or to the Secretary. After approval by the Membership Committee as provided for in Article VIII, Section 5, election to membership may be made by the Board of Directors at any meeting of the Board.
Section 2. Types of Membership – There shall be three types or classifications of membership:
Family Members shall comprise all of the members of a family including minors and those still in educational institutions.
Associate Members shall include those who are single female adults not included in a qualified family group.
Junior Members shall be those individuals of both sexes who are less than 21 years of age and whose families do not have a Family Membership.
Section 3. Withdrawal - Any member may withdraw at any time by delivering his resignation in writing to the secretary, but shall remain liable for all dues due at the time of the receipt of the resignation, and unpaid.
Article IV. Dues and Initiation Fees
The dues for the Family Membership shall be $25.00 which, plus the 20% Federal Tax, will make an aggregate of $30.00 and which will payable in two installments, the first half to be billed February 1st of each year and the second half, August 1st, in equal $15.00 installments to include the dues plus the tax.
The Associate Members' dues shall be just one-half of the dues which will be chargeable to and payable by Adult Members (Family Memberships). In other words, $12.50 plus the 20% Federal Tax, making the aggregate $15.00 payable in two installments of $7.50 each on the first day of February and the first day of August in each year.
The dues for Junior Memberships shall be just exactly the same as those chargeable to and payable by Associate Members.
Initiation Fees for Family Members shall be $25.00 in the form of a subscription for that amount of the Henderson Harbor Yacht Club's debenture bonds. A Federal Tax of 20% of that $25.00 bond subscription ($5.00) must also be paid in cash in order that such tax may be remitted to the Bureau of Internal Revenue of the Treasury Department,
While it is obligatory for new Family Members to subscribe to only one $25.00 debenture bond, now members will be encouraged to voluntarily subscribe to an additional amount of $75.00 of said bonds (which additional amount will not be taxable inasmuch as it will be a voluntary subscription) bringing their holdings up to $100.00 in debenture bonds and relatively comparable in amount to bonds hold by the average family members.
Associate Members must also subscribe to debenture bonds in the amount of $25.00 and pay in cash the tax of $5.00 which will be remitted to the Treasury Department. Associate Members will be invited and encouraged to voluntarily purchase more debenture bonds than the required amount (See the preceding paragraph).
Junior Members shall pay no Initiation Fee.
However, as Junior Members advance into a full Membership, the Initiation Fee in the form of a subscription to a $25.00 debenture bond will be required in order to bring them up to the status of Family Members (the 20% tax of $5.00 will also be payable in cash).
Article V. Officers
The officers of the club shall be a Commodore, Vice-Commodore, Rear Commodore, Fleet Captain, Fleet Co-Captain, Secretary, Treasurer and six Directors.
Article VI. Election of Officers
The officers of the Club, except for the Fleet Captains, who are appointed by the Commodore, shall be elected at the annual meeting of the club called by the Commodore and to be held on the last Friday in August, if possible, but must be held between the fifteenth and thirtieth of that month except as provided in Article IX. They shall each be elected on a separate ballot. All officers, except Directors, shall hold office for one year or until their successors are elected. Directors shall be elected for a term of three years, two to be elected each year. There shall also be elected such members of the Board of Directors as may be necessary to fill out the unexpired term of any member or members of the Board who shall for any reason cease to perform the duties of their office during the year preceding said annual meeting
Article VII. Duties of Officers
Section 1. COMMODORE - It shall be the duty of the Commodore to command the fleet, preside at all meetings of the club, and in general perform the usual functions of his office. He shall appoint the Chairmen and members and fill vacancies in all Committees, except the Nominating Committee. He shall be ex-officio a member of each Committee. He may appoint special officers and define their duties; such officers shall hold office during the pleasure of the appointer but not exceeding his term of office. In the event of the temporary absence of either the Secretary or the Treasurer, the Commodore may appoint a member to act in his place. In the event, however, of a vacancy occurring in the office of either the Secretary or the Treasurer, the Commodore may appoint a successor to hold office until an election to fill the vacancy shall be held as provided in Article VI.
Section 2. VICE-COMMODORE - The Vice-Commodore shall assist the Commodore in the discharge of his duties, and in his absence officiate in his stead. He shall be a member of the Board of Directors,
Section 3. REAR COMMODORE - The Rear Commodore shall assist the Commodore in the discharge of his duties and in the absence of the Commodore and the Vice Commodore shall officiate as Commodore. He shall be a member of the Board of Directors and of the Regatta Committee.
Section 4. FLEET CAPTAINS - The Fleet Captains shall assist the Commodores in the discharge of their duties. Under their superiors, they shall have command of the squadron or squadrons; shall see that the squadrons are in proper order when under way; shall report to the officer in command any delinquencies or disobedience of orders. In the absence of their superiors, the Fleet Captains shall command the fleet.
Section 5. SECRETARY - The Secretary shall keep a record of the proceedings of all meetings of the club and of the Board of Directors, in books provided for that purpose; shall keep a correct roll of all the members; shall keep a list of the names, dimensions, or class rig and ownership of each boat enrolled in the club; shall notify all members-elect of their election; shall notify each member of every meeting and regatta; shall have club books printed when authorized by the Board of Directors; shall keep a report of each cruise and regatta. The annual dues of the Secretary shall be remitted.
Section 6. TREASURER - The Treasurer shall receive all monies due the club and pay all bills contracted by it, except that invoices for indebtedness in excess of $100.00 must be approved by the Board of Directors; shall keep a correct account of the same in a book provided for that purpose; shall make a report at each annual meeting, and at all times when requested so to do by the Commodore, of the receipts and expenditures of the club. The annual dues of the Treasurer shall be remitted.
Section 7. BOARD OF DIRECTORS - The Board of Directors shall consist of the Commodore, the Vice-Commodore, the Rear Commodore and the six Directors, any four of whom shall constitute a quorum. They shall have full charge of the general management of the club; they must approve all contracts, leases and proposed expenditures made by the committees of the club (except for items of less than $100,00. See section 6) before the same shall take effect; they shall approve or disapprove any or all the rules, plans or arrangements of the House or Regatta Committees; their decision thereon to govern, unless otherwise decided at a meeting of the club.
Section 8. Vacancies occurring in the Board of Directors by death, resignation, expulsion, or otherwise, shall be filled by appointment made by the remaining members of the Board of Directors. Appointees shall serve until the next annual meeting. A vacancy which occurs by reason of a member of the Board being elected Commodore shall be filled by election at the same annual meeting which elected such person to the office of Commodore, to fill out the unexpired term of the person so elected Commodore.
Section 9. In addition to the general powers of the Board of Directors, and in the extension and not in limitation thereof, the Board of Directors shall have the power to elect, appoint, suspend or remove any employee, clerk, or agent as they may deem advisable and to specify the duties of such appointee; to fix the office, salary and amount of security to be furnished by its appointees in instances where security is deemed advisable; to delegate by resolution or vote such appointive power to any officer of the Club, to provide for management of the Club, or of any property of which it may be possessed and to delegate any of the powers of the Club to any Committee officers or agent they may deem fit.
Section 10. The Board of Directors shall appoint annually an independent auditor who shall audit all books and expenditures of the Club, and shall require from him an annual statement with reference to the financial affairs of the Club. It shall prepare a budget for the ensuing year as soon after the annual meeting as possible
Section 11. No Committee Officer or other person shall obligate the Club in any way for an amount in excess of an appropriation made for its or his use.
Section 12. The Board of Directors shall have power to hear and determine charges against members for violation of any provisions of the Constitution, By-Laws or Rules pertaining to the Club or for conduct unbecoming a member or for unsportsmanlike conduct and may, if satisfied of the truth of any charge, censure such member or suspend him from any or all privileges of the Club for a period not to exceed twelve months, provided, however, that a hearing by the Board shall be upon written charges delivered to the member, Pending the hearing of any such charge by the Board of Directors any member of the House Committee may suspend a member so charged from any or all privileges of the Club. It may also recommend to the club the expulsion of a member, the Club to act thereon at its next meeting upon specific notice of this matter. Expulsion shall occur by a two-thirds vote of those present.
Section 13. There shall be a Committee on Nominations consisting of three members of the Club who are not officers or members of the Board of Directors. They shall be appointed by the Commodore and approved by the Board of Directors. It shall be the duty of this committee to nominate candidates for Commodore, Vice-Commodore, Rear Commodore and directors to be voted upon at the annual meeting. They shall notify the Secretary in writing at least fifteen days before the annual meeting of the names of such candidates. The Secretary shall immediately post on the bulletin board the report of the Committee on Nominations.
Article VIII. Committees
Section 1. Appointment - The Commodore shall each year appoint the following standing committees:
The Commodore may also at his pleasure appoint such other committees as he may deem necessary for the proper function of the Club.
Section 2. Regatta Committees - It shall be the duty of the Regatta Committees to officiate at all regattas and races; to prepare a schedule of events for boats without class organization; to handle all races scheduled by those boats having local fleets; to see that all yachts are measured and certification issued; to keep records of all local races and regattas; to award all prizes and, decide all protests. No member of the Regatta Committees shall serve on a committee considering a protest or matter in which his boat is involved. It shall be the duty of the Regatta Committee to coordinate all schedules and it shall have the final authority on the matter of schedules for boating events. Appeals from the decisions on protests by this committee may be made to the North American Yacht Racing Union for consideration and decision. It shall be the duty of this committee to select challengers both boats and skippers for interclub events except where the interclub event is in a class which has a local organization in which case such local class organization shall select challengers.
Section 3. House Committee - It shall have charge of the management and operation of the club house and all of the property contained therein. It shall hire all employees of the club and have the power to discharge them. It shall be their duty to preserve the club property and to enforce order and obedience to their rules. All contracts and leases must first be approved by the Board of Directors before becoming effective.
Section 4. Building and Grounds Committee - It shall have charge of the development of the property. Subject to the approval of the Board of Directors it shall contract for all work in connection with additions and/or structural changes in existing buildings as well as improvements and/or additions to the club property.
Section 5. Membership Committee. It shall consist of three members whose names shall remain secret. It shall be the duty of this committee to receive from the Secretary applications for membership in the club. They shall approve or disapprove applications and report their findings to the Secretary who in turn shall report to the Board of Directors for consideration and actions.
Section 6. Entertainment Committee - It shall make arrangements for and have charge of all social events of the club or held in connection with regattas or cruises.
Article IX. Meetings
Section 1. Notice - The Secretary shall give notice by mail to each member at the address to be furnished by each, at least six days before any meeting. Said notice must state the business to be transacted.
Section 2. Proxies - No voting by proxy shall be counted or allowed.
Section 3. Quorum - Ten members must be present and voting to constitute a quorum at any meeting. At any meeting called upon notice to the membership should less than a quorum be present, those present shall have the power to and in the case of the annual meeting must adjourn the meeting until a quorum be present.
Section 4. Special Meetings - Special meetings may be called at any time by the Commodore; or by the Secretary upon the written request of twenty-five members, setting forth the object of such meeting.
Article X. Assessments
No assessments for any purpose shall be made except by the vote or the written consent of two-thirds of all the members of the club.
Article XI. Amendments
Amendments to the Constitution may be made at any meeting by a two thirds vote of all the members of the club; such voting to be done at provided in the Bylaws or in writing enclosed within a sealed envelope with the voter's name endorsed by himself thereon, and delivered either personally or by mail to the Secretary at any time before the ballot is closed.
Chapter I. - Meetings
Section 1. The order of business at all meetings shall be as follows:
1. Roll call.
2. Reading minutes.
3. Report of Secretary.
4. Report of Treasurer.
5. Report of Committees.
6. Unfinished business.
7. New business.
8. Report of Nominating Committee at Annual Meeting.
9. Election of officers.
Section 2. Voting, except as otherwise provided in the Constitution, shall be ayes and noes, unless another method shall be called for before the vote be taken.
Section 3. Should a member desire to bring a matter before the club at any meeting, he must file written notice thereof, clearly specifying the question to be raised, with the secretary, at the time of a previous meeting, or at least ten days before the meeting in which the question is to be voted upon. It shall be the duty of the Commodore to furnish to the Secretary a written statement of all now matters to be brought before any meeting at the time of directing him to call such meeting. The said notices and statements to be kept by the Secretary, who shall report the same at the next meeting of the club.
Section 4. The places of holding all meetings shall be fixed by the Board or Directors, or Commodore, and notice thereof given by the Secretary to all members.
Chapter II. - Colors
Section 1. The club burgee shall be triangular, half black and half light blue, the light blue to be the upper half.
Section 2. The Commodore's, Vice-Commodore's, Rear Commodore's and Fleet Captain's flags shall be the accepted yachting flags for their respective ranks.
Section 3. Officers' pennants shall be carried at all club events, except when the boat carrying the same shall be actually engaged in a club race.
Chapter III. - Rules and Regulations
Section 1. The Regatta committees, as quickly as possible after appointment, shall compile a schedule of events together with rules governing and present the same to the Secretary for publication in the Club Year Book. If no Year Book is published, a copy of such schedule must be sent to each member.
Section 2. The House Committee shall at its earliest convenience after appointment set up the rule governing the use of the Club House and see that a copy of the same is mailed to each member.
Section 3. The Entertainment Committee, as quickly as possible after appointment, shall compile a schedule of social events to be hold for the coming year and file the same with the Secretary for publication in the Club Year Book, If no Year Book is published, a copy of such schedule must be sent to each member.
Section 4. Guests of members shall be limited to four invitations a year,
Chapter IV. - Effect of withdrawal
Any yacht leaving the club shall deliver its club burgee to the House Committee and shall receive a fair compensation therefor. Any member who shall withdraw or be expelled or suspended or dropped from the roll, shall forfeit the right to carry the club ensign and shall deliver the same to the House Committee, the same to be returned should the member be reinstated or again become a member.
Chapter V. - Amendments
Amendments to the By-Laws may be made upon the favorable report of the Board of Directors thereon at any meeting, by a two-thirds vote of all the members present and voting theron.