New Mexico Mountain Club

NM Mountain Club Bylaws

Two women on the trail
There are thousands of trails in the mountains
near Albuquerque

Approved for Revision by the Membership: July 19, 2006
Final Board Approval: Oct. 12, 2006

ARTICLE I – MEMBERSHIP

  1. Any person fifteen years or older, interested in furthering the purposes of the New Mexico Mountain Club (hereinafter referred to as the Club) and willing to abide by these By-laws and Club Policies, is eligible to apply for Club membership.
  2. Membership applications shall be submitted in a manner prescribed by the Board of Directors (hereinafter referred to as the Board) and shall be signed by the applicant. Each application shall be accompanied by the proper dues. If the application is not accepted, all dues shall be refunded.
  3. Members, on behalf of themselves, their heirs, their minor children and their legal representatives, waive any and all responsibility of the Club and any of its members for damages by reason of death, personal injury and loss and/or for damage to personal property as a result of Club activity.
  4. Any member may be expelled by a three-fourths (¾) vote of the entire Board for such cause as it deems sufficient. No such vote shall be taken until after the member has been given opportunity to appear before the Board for a suitable hearing.
  5. When a membership terminates, for any cause whatsoever, all rights and interests of membership shall cease.
  6. Members are entitled to vote for Club Officers and Members of the Board, and to participate in all Club activities for which they are qualified. Members vote on all matters pertaining to policy, finance, and other pertinent issues.

ARTICLE II – BOARD OF DIRECTORS

  1. Voting members of the Board shall consist of the Club Officers, Chairmen of the Standing Committees, and the Santa Fe Representative.
  2. The Board shall be elected by a majority of the Club members in good standing at the November General Membership Meeting of each year, for a period of one year, with terms of office to commence three weeks following the election meeting. Voting shall be by appropriate method, determined beforehand by the Board, without proxies. Each nominee for the Board must be a Club member in good standing.
  3. Vacancies occurring on the Board shall be filled for the remainder of the term by a majority vote of the Board remaining in office.
  4. The Board shall be the governing and coordinating body of the Club. The Board shall make recommendations to the membership on matters pertaining to policy, finance, and other pertinent issues.
  5. The Board shall draw up an annual budget for approval by the membership; authorize unbudgeted expenditures of not more than $100.00 without a vote of the membership; may veto by a majority vote any unbudgeted expenditures voted or recommended by the membership, subject to re-passage by the membership at the next General Membership Meeting; and may provide for an annual audit of the Club funds and inventory of Club equipment. Any proposals for an unbudgeted expenditure of more than $100.00 must be first considered by the Board, which will then make a recommendation on the proposal at a General Membership Meeting.
  6. Monies for donations to or memberships in other organizations shall not be included in the annual budget. Such monies for contributions or memberships must be individually approved by the Board and Membership.
  7. Budgeted funds which have not been spent during the fiscal year by the Club shall remain in the NMMC treasury.
  8. The Board shall act as a nominating committee for the annual election of Club Officers and Standing Committee Chairmen, and shall provide at least one nominee for each office and chairmanship.
  9. The Board may approve all outing schedules and all programs for General Membership Meetings.

ARTICLE III – OFFICERS AND DUTIES

  1. The Club Officers shall include a President, Vice-President, Secretary, and Treasurer.
  2. The President shall preside at all meetings of the Board and at all General Membership Meetings; enforce the By-laws; call special meetings when required; act as an ex-officio member of all committees; appoint chairmen of special committees; exercise general supervision over the activities of the Club; and shall have other powers such as ordinarily accompany the office of President.
  3. The Vice-President shall act in the absence of the President and shall assume the duties thereof; with the assistance of a committee which he may appoint, shall suggest and arrange for programs for the General Membership Meetings; and shall make arrangements for the meeting place.
  4. The Secretary shall keep an accurate record of all proceedings of the Club and Board.
  5. The Treasurer shall collect all dues and other monies received by the Club; make disbursements of the Club funds as prescribed by the Board or membership; keep all financial records of the Club; keep all Club funds in a bank or repository selected by the Board; submit to the board and the membership at such times as may be required a report of receipts and disbursements and the financial condition of the Club; and make any necessary loans to outing leaders and collect same.
  6. An Officer of the Club shall be appointed by the Board to make disbursements of the Club funds in the absence of the Treasurer. The Board may require the Treasurer and any other Officer handling Club funds to furnish a surety bond or bonds guaranteeing faithful performance. The amount and form of such bond or bonds shall be determined by the Board and the expense of such bond shall be paid by the Club.
  7. The Santa Fe Representative will be a Club contact in the Santa Fe area and will represent members living outside the Albuquerque area.
  8. A Special Events Coordinator shall be a non-voting Member of the Board; responsibilities will be to arrange the annual picnic for members and other events directed by the Board.

ARTICLE IV – STANDING COMMITTEES

  1. Each Standing Committee shall be headed by a committee chairman elected in the same manner prescribed herein for election of officers.
  2. The Standing Committees shall be Conservation Committee, Outing Committee, Technical Climbing Committee, Bulletin Committee, Equipment Committee, Library Committee, Membership Committee, and Refreshment Committee.
  3. The Conservation Committee shall keep the membership informed on relevant issues;
    propose policies for action; and represent the Club on matters concerning the conservation of natural resources.
  4. The Outing Committee shall be responsible for the Club’s outing program; prepare outing schedules; actively recruit new leaders and act as a resource for new leaders; furnish trip report sheets to leaders and endeavor to have such trip report sheets returned.
  5. The Technical Climbing Committee shall prepare schedules of technical climbs for the Outing Committee Chairman; establish qualifications of members participating in technical climbs and review these qualifications annually; provide technical climbing schools; and be responsible for the maintenance and safe storage of technical climbing equipment. The provider of such storage shall not be held liable in case of loss or damage to the equipment due to fire, theft, or vandalism.
  6. The Bulletin Committee shall be responsible for obtaining the outing schedule, the technical climbing schedule, and the program schedule from the appropriate committee chairmen; editing such material for accuracy and chronological order; adding such special information as is needed for each issue of the bulletin; preparing the material for printing or photo­copying, delivery to and from the printer; collating, stapling, and assembly for mailing according to Postal Regulations; and delivery to the Post Office on time.
  7. The Equipment Committee shall be responsible for the maintenance and safe storage of Club equipment exclusive of technical climbing equipment; make recommendations for purchase of new equipment and disposal of obsolete equipment; determine equipment rental schedule and fees; limit equipment rental and loan strictly to Club members. The Equipment Chairman may, with the approval of the Board, appoint a deputy in his/her absence. The provider of storage room shall not be held liable in case of loss or damage to the equipment due to fire, theft, or vandalism. The Equipment Chairman and Committee shall use Club funds for the purchase of equipment related to the membership’s recreational activities.
  8. The Library Committee shall maintain the Club library; select and purchase new books and publications appropriate to the Club’s activities; have the discretion of disposing of old material; and make the library available at General Membership Meetings. The Chairman may appoint a deputy in his/her absence. The Library Chairman and Committee shall use Club funds for the purchase of books and publications related to the membership’s recreational activities.
  9. The Refreshment Committee shall arrange for the provision of refreshments at General Membership Meetings and be responsible for the supplies required for serving such refreshments.
  10. The Membership Committee shall provide information to prospective members, collect Applications for Membership, maintain the database of members’ addresses and payment status, prepare the Membership List for annual publication, and provide mailing labels for distribution of the Club Outing Bulletin.
  11. Special committees shall be appointed by the President for such purposes as may arise.

ARTICLE V – MEETINGS

  1. Meetings of the Club shall be held at times and places to be determined by the Board. General Membership Meetings of the Club shall be held in Albuquerque, New Mexico. Thirty (30) members shall constitute a quorum for the purposes of Club elections, for amending the By-laws, and for any other reason requiring a vote of the membership by reason of these By-laws, at duly called General Membership Meetings. Meetings at which such a quorum is required shall be preceded by at least seven (7) days notice to be given by the Board.
  2. Meetings of Club members and of the Board shall be conducted in accordance with “Robert’s Rules of Order,” whenever so determined by the President or other officer presiding over such meetings. A copy of “Robert’s Rules of Order” shall be present at each meeting.
  3. Meetings of the Board shall be called at such times and places as may be determined by the Board. Such meetings shall be held at least once each calendar quarter. A majority of the Board shall be a quorum for all purposes; all questions and issues before the Board shall be decided by a majority of the Directors present. Any members of the Club may attend meetings of the Board, but may speak and participate only if recognized by a member of the Board, and may not vote. When occasions arise, the President may poll the Board by phone for majority decisions.

ARTICLE VI – DUES

  1. Dues shall be set by the Board.
  2. Membership renewal dues shall be payable as of January 1, regardless of when the membership commenced and a member shall be considered in arrears if dues have not been paid by February 21. At such time, Club membership will automatically cease and the lapsed member will be removed from the Bulletin mailing list, the email list (group list) and any Club record, printed or electronic, that represents persons as Club members. At that time the lapsed member shall forfeit all Club privileges: borrowing or renting Club equipment and/or participation in Club members' communications.
    The only exception to this shall be for new membership applications and dues received in the period October 1 through December 31. That person's dues shall be valid for the remainder of the year in which paid and their membership will not expire until December 31 of the following year.
  3. Any member dropped for non-payment of dues may be re-instated at any time by payment of current dues and any assessment set by the Board.

ARTICLE VII – OUTINGS

  1. Trip leaders, Club members, and guests shall abide by the policies set forth for activities and outings.
  2. Trip leaders shall be members of the Club.

ARTICLE VII I – MISCELLANEOUS

  1. During General Membership Meetings, matters shall be devoted to the primary activities of the Club. Extraneous discussions, sales, solicitations, letter-writing campaigns, or contributions shall not be conducted without prior Board approval. No material extraneous to the Club’s primary activities shall be included in the quarterly bulletin without prior approval of the Board. Requests for such presentation may be made to the Board in writing, orally, or in person.
  2. It shall be required of all members of the Board that they read and be conversant with the By-laws.
  3. Firearms and explosives are not permitted on Club outings.
  4. All members are to abide by local, state, and federal laws in the conduct of Club outings and activities including, but not limited to, motor vehicle laws regarding license, registration, and insurance and operation of motor vehicles. Anyone driving on a Club outing, whether alone or accompanied by other members or non-members must, if asked, show proof of driver’s license, registration, and insurance.

ARTICLE IX – AMENDMENT TO THE ARTICLES OF INCORPORATION

  1. Any amendment of the Articles of Incorporation shall be accomplished in the manner prescribed in Chapter 51, Article 14, New Mexico Statute Annotated, or in such manner hereinafter prescribed by law.

ARTICLE X – AMENDMENT OF BY-LAWS

  1. Any proposed amendment to the By-laws shall be introduced at a meeting of the Board. The Amendment shall then be held until the next duly called General Membership Meeting at which a quorum is present. If, at this time, the amendment is approved by two-thirds (2/3) of the members voting, it shall be referred back to the Board. The Board, in a meeting held on a date other than the membership meeting, must approve the amendment by a majority for final passage.