Hello Fellow Paddlers,
First may I note this is an important message for me to pass to you. Please read this email fully. We are proposing some major changes to the club and how we gather together. This will require amendments to the club’s bylaws which I’m presenting to you now.
In this past year there has been a great drop off in attendance at our monthly meetings. Something that has bothered me quite a bit. Attendance has never come back to its pre-Covid levels and we have had trouble getting speakers for the meetings. This past winter and spring attendance at meetings has dropped off to as low as six showing up at the church. It takes a bit of work to find speakers and prepare for our meetings and can be a bit embarrassing when we have a speaker who goes out of their way to come out. After a lot of discussion, the board has made the decision to recommend changes to how often the club meets and the format of those meetings. This is the major thrust of the changes being made to the bylaws. We propose dropping all but the July meeting, when we hold elections. In the place of monthly meetings, we are proposing the addition of some special events/ social gatherings similar to the summer picnic. For example, we might continue with the oyster roast, summer picnic, July meeting and Christmas party, then add a couple events. This is still just a proposal and it would be the responsibility of the board to schedule, organize and publish announcements of these gatherings. Members would rely on the board to manage the budget, membership rolls and maintain the website and Facebook page and other administrative duties. This will also change how we approve spending club funds, present the treasurers report, how we propose changes to our operations and the bylaws. Below is a copy of the bylaws with deleted items marked through and the changes underlined.
Also, you’ll note changes in job descriptions for the Vice-President and Treasurer. The Vice-President will now be taking on more of a role as social director in planning these new gathering/meetings.
One final change being made is we are moving the Membership Manager job into a board member position. We find this job includes a lot more work than originally thought and warrants this change.
Please give this some thought. As it is presently written in the bylaws, I need to present bylaw changes to all members one month in advance of the actual vote. At our July meeting, in addition to the elections for our officers, we as a whole will vote on changes to the bylaws. We do plan to have an online method of voting for those who do not make the meeting. I plan on bringing out burgers and hotdogs to have a cookout at the conclusion of our July meeting, so please come out and plan on having dinner. I want to thank the current members of the Board and our Membership Chairman for their work to help us maintain a club that is active and enjoyable for participants.
Dan Hoke
President
Lowcountry Paddlers By-Laws
Proposed Amendments, July 2023
Article 1 – Name
The organization shall be called Lowcountry Paddlers. Within this document Lowcountry Paddlers is also known as the “Club”.
Article 2 – Organization Structure
The Club shall function as a non-profit membership association comprised of an elected governing board and general members.
Article 3 – Objectives
The objectives of the Club shall be:
a) to provide organized paddling and social activities for the enjoyment of the members,
visitors, and all Lowcountry citizens residents;
b) to promote interest, education, instruction, and opportunities for paddling activities;
c) to encourage and support paddling activities of similar purposed organizations, including the
American Canoe Association (also known here as “ACA”) and the Charleston County Parks
and Recreation Commission (also known here as “CCPRC”); and
d) to address issues that may impact our environment, our paddling activities, and our
community.
Article 4 – Membership and Dues
Section 1—
The Club shall grant membership on a non-discriminatory policy to all adults, 18 years of age or older,
upon the following terms and conditions:
a) acceptance of an application with the payment of then current dues;
b) an agreement to abide by the Club By-Laws;
c) producing proof of a current active-status membership with ACA before participating in any
Club sanctioned event;
d) recording and delivering to both ACA and the Club a current and executed “ACA Waiver and
Release of Liability” form;
e) an agreement that, as to each member, and your invited guests who are 18 years of age or
older, shall follow and adhere to all safety instructions given by a trip leader, all civil laws
and regulations, and all other provisions included in the Club document, Trip Participant Responsibilities.
Section 2 –
Membership Categories:
a) Individual Membership is available to all adults, 18 years of age or older.
b) Family Membership is available to all adults, 18 years of age or older (a maximum of two), and family residing at the same address. Minor children shall not be entitled to vote, hold an elected Club position, serve as a Trip Leader, or participate in any club paddle events.
Section 3 –
Membership, with the payment of current dues, shall be required after attending two (2) Club meetings and two (2) Club sanctioned events.
Dues shall first be paid with the application for membership and thereafter be paid on or before January 1 of each successive year with annual membership beginning January 1 and ending December 31.
Dues shall be set by the Club’s governing board.
Section 4 –
Members may attend all meetings. Adult members may vote at all Club elections and vote on Club business, be eligible for nomination to all offices, and be eligible to lead activities. All members may participate in other activities, and members under the age of 18 and accompanied by an adult may participate in all outings.
Article 5 – Club Governing Board
A governing board (also known here as the “Board”), comprised of elected members of the Club, shall conduct the business of the Club and administer its affairs as set forth in the By-Laws.
The governing board shall consist of the offices of President, Vice President, Treasurer, Secretary and Membership Manager.
a) The President shall be the presiding officer, conduct Club meetings, manage the voting process and appoint committees, represent the Club to the media and other organizations, and present the Secretary reports for Club files.
b) The Vice President shall coordinate promote and facilitate instructional programs for the membership meetings occasional social gatherings, including at least one annual Club event with a safety theme, conduct meetings in the President’s absence and direct relevant information to the Secretary for publication in newsletters and Club files.
c) The Treasurer shall collect dues and other collected funds, open and maintain a Club
checking account, and issue authorized and approved payments for Club debts, report on Club finances at every Club and planning meeting, and provide the Secretary a written copy of the Treasurer’s monthly report to be retained in the Club’s files. All club expenditures must be approved by recorded vote at a Club meeting. An annual Club budget, of non-discretionary spending, must be approved, by recorded vote, by the Governing Board. Discretionary spending must be approved , by recorded vote, by the Governing Board on as-needed basis.
d) A Secretary shall keep a written record of all Club meetings, shall make Minutes and records available to the Board and members, and maintain a file of Club documents.
e) A Membership Manager shall enroll new members and process renewals, update the membership information on the Club website, and manage our relationship with the American Canoe Association, including filing trip reports and assuring each active member has a current executed ACA Annual Waiver.
In the case of a vacancy among the Board, a majority of the remaining members of the Board may select and appoint a successor to hold office until the next annual meeting.
Article 6 – Committees
The Club President is authorized to appoint members to serve on committees to report back to the Board on issues of various interests for the Club.
Article 7 – Meetings
The Annual Meeting of the Club shall be held in July. Election to the offices of the governing board shall take place at the Annual Meeting or electronically. Election for office shall be for one (1) year term.
The Club shall meet monthly with the Annual Meeting being one of the scheduled monthly meetings.
The date, time, and place of Club meetings shall be determined vote by the general members by the Board of Governors, with proper notice being given by electronic posting to the Club’s website or other appropriate means at least five (5) days in advance of the meeting.
A Special Meeting may be called by the Board with proper notice of the time, date, location, and
purpose being given by electronic posting to the Club’s website or other appropriate electronic means at least ten (10) days in advance of the Special Meeting.
Article 8 -- Voting
Actions and elections shall be taken by vote of the members present at the Annual Meeting, regular monthly, and specially called meetings with a quorum counted as those voting members present for the votes Special Meetings or Electronic Voting, at the discretion of the Club President, with a quorum being counted as those members casting a vote ahead of a defined deadline. No proxy votes are permitted.
A majority of the quorum is required for a passing and electing vote.
Each Family Membership shall have one (1) vote for each adult member, not to exceed two (2) votes.
An Individual Membership shall have one (1) vote.
Any voting member of the Club shall be permitted to bring Motions to the floor at any Club meeting.
Article 9 – Amendment of By-Laws
The Club By-Laws may be amended at any General Meeting of the Club by a two-thirds (2/3) vote,
provided that the amendment was presented as a written proposal at a Club Meeting prior to the vote.
Article 10 – Dissolution
Dissolution of the Club shall require a vote of two-thirds (2/3) of the members attending the Annual or Special meeting. Upon dissolution of the Club, all obligations of the Club shall be paid from the Club funds. Any remaining assets and funds shall be transferred to a kayak-related and similar purposed organization, the selection of which shall be determined by a majority vote of the Club’s governing board.
Adopted this ____ day of __________, 2023.
Lowcountry Paddlers
Club Secretary