Name
The corporate name of this organization shall be:
“HAT ISLAND YACHT AND GOLF CLUB, INC.”
Objectives
Section A-Yachting: To encourage yachting and boating of all kinds; to promote the science of seamanship and navigation; to encourage, develop and stimulate public interest in the development of The Hat Island Yacht & Golf Club. To encourage and stimulate all types of water activity about Hat Island, and the Pacific Northwest. To provide and maintain a suitable clubhouse for the use and recreation of its members; and raise money by subscription or by any other means which may be used for the furtherance of the objectives and purposes of the corporation.
Section B-Golfing: To assist in development and maintaining a golf course on Hat Island which will provide its members with a more complete recreational activity.
Section C-Others: To assist in developing such other recreational facilities and/or activities as may be desired by the membership.
Government
Section A-Direction and Control: The government of this Club shall be exercised by a majority vote of the active members present at the quarterly and/or special meeting requested by the
Section B-Rules or Order: Robert’s Rules of Order, revised, shall govern all procedures of the Club when not in conflict with these Bylaws.
Section C-Transfer and Dissolution of Property: It is provided that, in order to purchase, mortgage, sell, lease, or dispose of all property; a notice of the proposition to be voted upon, shall be mailed to all active members of this corporation (30) thirty days prior to the date of the quarterly or special meeting called; and a (51) fifty-one percent favorable vote, of the active members attending, shall be necessary for such authorization.
Item 1: In the event of the dissolution of the corporation, each active Member whose dues are paid current at the time of such dissolution, shall recline a prorate proportion of the assets after all the debts have been paid.
Section D-Member Participation: All members regardless of their classification shall be invited to and allowed to participate in all meetings of the Club, subject however, to the voting restrictions as herein specified.
Membership
Section A-Eligibility: Any person 18 years of age or more shall be eligible for membership in this Club.
Section B-Classes: There shall be four classes of membership available to those who are eligible. They are: Active, Associate, Honorary and Life. *Revised Aug. 4, 2001 *Accepted Sept. 1,2001.
Item I-Active Members (Lot ownership required): The active members only shall be entitled to hold office and vote, and they and their immediate families shall enjoy all privileges of the Club. No more than one vote per membership card. (Immediate family is the member’s spouse and minor children living in the family home). *Revised Aug. 4,2001 *Accepted Sept. 1,2001.
Item 2-Associate Members: The Club may provide for such number of associate memberships as it may deem reasonable and can charge such initiation fee and dues as it may from time to time fix. This membership shall entitle the associate member to the privileges of the Club, however to moor, be on the island, or otherwise use the facilities of the Club, must be sponsored by a member of the Club, to accommodate Hat Island Community, Inc. regulations, but with no right to participate in the assets of the Club, nor to hold office or vote, and cannot be Hat Island Property owners. Applications for membership as associate member must be sponsored by an active member and be accepted by a majority of the active members present at any quarterly or specially called meeting.
Item 3-Honorary Member: Those elected to this Club, as honorary members, shall be limited to ten (10) in number. They shall be members in good standing for at least 20 years total. They shall be selected for a specified period of time by a unanimous vote of board of directors. Their dues shall be set by the board of directors and they shall be entitled to all the privileges of the club. *Revised Aug. 4, 2001 *Accepted Sept. 1, 2001.
Item 4 Life Members: Those elected to the Club as Life Members shall be limited to ten (10) in number, and shall be lot owners. Candidates shall be referred to the Board Of Directors by written recommendation by an active member(s), who will review the merits of such recommendation(s), followed by submission to the membership at the next Quarterly Meeting. Nomination's must be approved by a unanimous vote of the active members present at a quarterly meeting. Any such Life Members shall be exempt from any initiation fee or annual dues of any nature and shall be entitled to all privileges of the club, including the right to vote and the privilege of holding office. *Revised Aug. 4,2001 *Accepted Sept. 1,2001.
Item 5 Past Commodores: All past commodores shall be entitled to be an active voting member regardless of lot ownership, as long as dues are paid at the prevailing rate.
Section C-Application: All applications for membership shall be processed by the current Club procedure. *Revised Aug. 4, 2001 *Accepted Sept. 1, 2001.
Section D-Presentation of and Approval of Applications: Completed applications shall be directed to the Senior Vice Commodore. The application must be submitted by a member in good standing. After satisfactory review of the sponsored application, it shall be presented to the Board for Membership. Upon approval, the Senior Vice Commodore will immediately send a welcome letter to the new members. Candidates for Membership are encouraged to participate in all HIY&GC activities. *Revised Aug. 4, 2001 *Accepted Sept. 1, 2001. When reinstatement of a lapsed membership occurs within a 24 month period the initiation fee will be waived. *Revised Aug. 2, 1993 *Accepted Sept. 4, 1993.
Section E-Initiation Fee: The Initiation fee shall be as fixed by a vote of the active members. The fee, plus dues, as appropriate, must be paid to the Treasurer before application for membership can be considered. *Revised Aug. 4. 2001 *Accepted Sept. 1, 2001.
Section F-Dues of the Membership: All membership dues are payable annually, on or before the first day of October, commencing with October 1965. All dues may be changed from time to time by vote of the active members. The dues for all members of the Club shall be fixed by the Board and approved by the active members. Special dues amounts may be set by the Board of Directors for a member with a minimum of twenty consecutive years of club membership. Those members shall not exceed ten (10) in number and must be lot owners. *Revised Aug. 4, 2001 *Accepted Sept. 1, 2001.
Officers, Titles and Duties
Section A-Elected Officers: There shall be nine (9) officers of this corporation. They are: Commodore (President); Senior Vice Commodore (Vice President); Vice Commodore of (Yachting); Vice Commodore of (Golfing); Rear Commodore (Social); Secretary; Treasurer; Facilities Manager, and Storekeeper. No more than three (3) at any one time shall also be members of the Hat Island Community Board of Trustees.
Item 1 Commodore (President): The Commodore shall, as Commodore of the corporation, command the Club squadron; enforce the rules and general provisions respecting the conduct of its members and the welfare of the Club; and shall, as Commodore of the corporation, preside at all meetings of the Club and of the Board of Directors. The Commodore shall sign, together with the Secretary, on behalf of the Club, all contracts, bonds and other written instruments approved by the Board of Directors and by the active members as required by these Bylaws; shall see that the Bylaws and rules and regulations made by the Board of Directors are enforced; shall have such other powers and perform such other duties as are in the Bylaws especially provided or which may be imposed by the Board of Directors.
Item 2 Senior Vice Commodore: It shall the duty of the Senior Vice Commodore to assist the Commodore in the discharge of duties and officiate in the Commodore’s absence. In the event of a vacancy occurring in the office of the Commodore during the elected term of office, the Senior Vice Commodore shall succeed to that office immediately, with the vacated position being filled asset forth in Section H ARTICLE VI of these Bylaws. Further, the Senior Vice Commodore shall be responsible for the membership of the Club, and shall Chair the Membership Committee.
Item 3 Vice Commodore (Yachting): It shall be the duty of the Vice Commodore of Yachting to oversee and manage activities relating to the yachting aspects of this Club, specifically boating activities afloat.
Item 4 Vice Commodore (Golfing): It shall be the duty of the Vice Commodore of Golfing to assist the Commodore in management programming of the Golf Club and to oversee and promote golfing activities of the Club.
Item 5 Secretary: It shall be the duty of Secretary to perform such duties as are incumbent upon the office or essential to the proper conduct of the Club and its affairs, or which may from time to time be imposed by the Club or by the Board of Directors. The Secretary will:
A. Keep a true record of the Club Board of Directors the same to be kept in a comprehensive and legible form, and to be the permanent property of the Club.
B. Keep a correct roll of all the Club Members.
C. Keep a correct list of the name, ownership, dimensions and rig of each yacht enrolled in the Club.
D. Keep and file all documents, records, reports and communications connected with the business of the Club.
E. Notify all members of their election, expulsion or suspension or the acceptance of their resignation.
F. Notify each member of every special meeting called by the Commodore or Board of Directors, and of the annual meeting.
G. In case of inability to attend any meeting, to cause the necessary books and papers to be conveyed to the place of meeting.
H. Be allowed the necessary and proper disbursements for postage and stationery.
I. Furnish to the club a suitable bond, in the amount to be determined by the Directors, for the faithful performance of duties and the premium, therefore, to be paid by the Club.
J. It may be the Secretary’s privilege to seek assistance in any of the above duties. Item 6 Treasurer: It shall be the duty of Treasurer to conduct the financial relations of the Club and shall perform the other duties usually incumbent upon the office. The Treasurer will chair the Finance Committee and shall keep suitable books of account, which will be the permanent property of the Club. The books shall be audited at least once a year, prior to an annual meeting and the installation of the new officers. In addition:
A. Receive all monies paid the Club and give receipt therefore and shall deposit the same in a bank or banks approved by the Directors, and only in the name of the Hat Island Yacht and Golf Club, Inc.
B. Out of all funds received, provide such sinking funds or other special funds as may be ordered by the Board of Directors.
C. Make available for such uses as the Board may direct, all other receipts and revenues of the Club, and shall sign disbursements, having same countersigned by the Commodore or designated officer.
D. Make a report once a month to the Board of Directors, showing the receipts and disbursements since the previous report. A complete statement of the financial condition of the Club shall be made at the close of the fiscal year.
E. Furnish the Club a suitable bond in the amount to be determined by the Board of Directors, for the faithful performance of duties, the premium therefore to he paid by the Club.
F. Be allowed the necessary and proper disbursements for postage and stationary and other expenses as authorized by the Board of Directors. Item 7 Vice Commodore (Social): The Vice Commodore (Social) will be responsible for all social activities ashore, and for the general overall social activities of the club. *Revised Aug. 4, 2001 *Accepted Sept. 1, 2001. Item 8 Facilities Manager: The facilities Manager will be automatic chair of the Facilities Committee and will be responsible for the maintenance and use of the Club’s facilities in the best interest of its members.
Item 9 Storekeeper: The Storekeeper will manage the club store, including inventory, orders, product sales, and cash management. The Storekeeper will chair the Store Management Committee.
Section B-Staff Personnel: Additional personnel may be added from time to time as the Club requirements demand, but only when requested of and approved by the Board of Directors.
Section C-Appointed Officers: The Board of Directors shall have the power to appoint officers of the Club at their discretion, determining the titles, length of office and the purpose for the appointment. The appointed officers will fulfill their assignments to the best of their ability keeping in mind the best interest of the Club.
Section D-Board of Directors: The nine (9) officers, with the retiring Commodore, shall constitute the Board of Directors of this Club and shall meet at least once a month and at such other times as the Commodore by any two members thereof. Each member of the Board shall receive such notice of every meeting, as the Board shall direct, following the annual election. The retiring Commodore shall act as an advisor to the Board of Directors, but without vote.
Section E-Duties of Officers: The duties of both elected and appointed officers of this Club shall be as set forth in ARTICLE V, Section A, B, and C of these Bylaws.
Section F-Control of Affairs: The Board of Directors shall have the active business management and control of the affairs and funds of the Club. No monies in excess of $75.00 will be spent at any one time, without a favorable vote of a quorum of the Board of Directors.
Section G-Remuneration: No elected or appointed officer of this Club shall receive any remuneration whatever for services as such.
Section H-Removal from Office: Any elected or appointed officer of the Club may be removed from office upon a two-thirds vote of the active members. In any event no action shall be taken until the officer of member has had a reasonable opportunity to appear in his own defense.
Section I-Attendance Requirements of Officers and Junior Officers: All officers shall attend 9 Monthly Board meetings in additions to 3 or4 Quarterly business meetings a year unless either illness or another valid reason prevents them from attending. In the event an officer or board member is unable to function in the above-state manner such member will be subject to removal from office.
Elections
Section A-Eligibility: Active members only shall have the right to hold office in the Hat Island Yacht and Golf Club, Inc.
Section B-Time and Place: The annual meeting for the election of officers shall be held on the first Quarterly meeting in September of each year.
Section C-Nominations: A Nominating Committee appointed by the Board of Directors and comprised of one member of the Board plus at least two active members, shall nominate at least one member for each office to be filled and make a report to the Board of Directors. The Board of Directors will mail a copy of the Nominating Committee’s report to the active members with the notice of the annual meeting. In addition thereto, the Commodore shall at the annual meeting, call for nominations from the floor. The nominating speeches shall not exceed one minuet and the seconding speeches shall not exceed one minute.
Section D-Balloting: At the annual meeting, a paper ballot shall be taken to determine the election of officers from names placed in nomination. An absentee ballot, which will be available through the Secretary, may be cast by an active member, by mailing a proxy ballot to the Secretary at the Clubs current address in an envelope marked PROXY BALLOT, or by forwarding via an active member to the Secretary to arrive on or before the prescribed meeting date and time. The candidate who shall receive the majority of the votes shall be declared duly elected. If no candidate receives a majority of the votes cast, a new ballot shall be taken, with the candidate receiving the least number of votes eliminated from the ballot. This method shall continue until a majority is reached.
Section E-Installation: The retiring Commodore shall appoint an installing officer, whose duty it shall be to instruct the incoming officers in their duties.
Section G-Limitations: No member shall be eligible for any office or be allowed to vote who at the time be in arrears for dues or other indebtedness to the Club, which arrears have existed for more than one month period. No elected officer shall hold the same office for more than two successive terms.
Section H-Vacancies: Whenever a vacancy shall be eligible for any office by reason of resignation or for any other cause, the Directors shall (except for the office of the Commodore) appoint a successor to hold the vacated office until the next quarterly business meeting. The Club shall, at the first meeting following such a vacancy, elect a successor to hold the office for the remainder of the term.
Article VII
Section A-Standing Committees: There shall be eight regular committees to carry on the general activities of this Club, as needed, who’s actions shall be subject to the approval of the Board of Directors. Each committee as appropriate, shall be composed of not less than a chair and three members. *Revised Aug. 4, 2001 *Accepted Sept. 1,2001.
Item 1 Membership Committee: The Membership Committee of the Club shall be under the direction of the Senior Vice Commodore who assumes the responsibility. This committee will accept all applications for consideration, determine membership category, make recommendations to the Board and in general be ambassadors of good will
Item 2 Finance Committee: The Finance Committee of the Club shall be under the direction of the Treasurer who will assume the responsibility. The committee shall consist of I Yachting Officer, 1 Golfing Officer, I past member of Finance Committee and such other members the Treasurer shall appoint. The duties of this committee will be to formulate a budget for the first Quarterly meeting. This committee will accept all monies received by the Club, banking same and making disbursements as approved by the Board. Membership may include the immediate past Treasurer and the immediate past Commodore as ex-official members.
Item 3 Social Activities Committee: The Social Activities Committee of the Club shall be under the direction of the Rear commodore (Social) who assumes the responsibility. This committee will direct all the social activities of the Club with the approval of the Board.
Item 4 Facilities Committee: The Facilities Committee of the Club shall be under the direction of the Facilities Manager who assumes the responsibility. This committee will direct the acquisition. Maintenance and disposal of facilities with the approval of the Board
Item 5 Golfing Activities Committee: The Golfing Activities Committee of the Club shall be under the direction of the Vice Commodore of Golfing who shall assume the responsibility. This committee will direct all the social activities of the golfing branch of the Club with the approval of the Board.
Item 6 Yachting Activities Afloat Committee: The Yachting Activities Afloat Committee of the Club shall be under the direction of the Vice Commodore of Yachting who shall assume the responsibility. This committee will direct all other yachting activities not assumed by the Rear Commodore with the approval of the Board.
Item 7 Standing Rules and By-Laws Committee: The Commodore shall appoint the members of this committee. The duties of this committee shall be to annually review the standing rules and bylaws and present any necessary changes to the membership.
Item 8 Store Activities Committee: The Store Activities Committee of the Club shall be under the direction of the Storekeeper who shall assume the responsibility. With approval of the Board, this Committee will be responsible for inventory, staffing, and placement of value on store items available.
Section B-Special Committees: The Chairs of the eight standing committees shall form the Commodores Committee of Special Occasions and be under the direction of the Senior Vice Commodore. This Committee may be called into service by the Commodore for any reason and shall be charged for a specific reason and length of time. Additional committees may also be established as required.
Item I Advisory Staff: An Advisory Staff may be appointed by the Commodore. The Staff may have any number of members and when seeking information the Commodore may contact the members in a group or individually.
Item 2 Other Committees: Additional committees may be established by, or at the discretion of, the Commodore, or upon request by the Board members.
Article VIII
Section A-Meetings: All meetings of the Club shall be announced by a notice sent to each member giving the time, date and place. Said notice shall be mailed to each active member no less than ten days prior to the date called.
Item 1 Annual Meeting: The annual meeting shall be held on the first quarterly Meeting night in September of each year. At the annual meeting the election of officers shall take precedence over everything except the reading of the minutes of the previous meeting.
Item 2 Quarterly Meeting: The business meetings of the Club shall be held quarterly. The Board of Directors will determine the dates.
Item 4 Special Meetings: Special Meetings, other than Quarterly may be called by the Board of Directors or by a petition signed by 10 percent of the active members.
Section B-Quorum: In order to hold a meeting a minimum requirement of officers and active members must be in attendance.
Item 1 Board Meetings: Five members of the Board of Directors shall constitute a quorum for a Board Meeting.
Item 2 Club Meeting: Four elected officers and ten (10) percent of the active members in good standing shall constitute a quorum for the Club Meeting.
Section C-Order of Business: At all meetings of this Club an agenda will he provided and business shall be at the Chair’s discretion.
Section D-Participation: All members of what ever class shall be invited to and allowed to participate in all meetings subject, however to the voting restrictions as herein before specified.
Suspension
Section A-Delinquency: Any member may be suspended or expelled from the Club for delinquency when dues become sixty (60) or more days past due. Before such action is taken a notice shall be mailed to such member at least fifteen (15) days before such action is taken.
Section B-Indebtedness: Any member may be suspended or expelled from the Club for indebtedness other than dues, when such condition exists for sixty (60) or more days. A notice will be mailed at least fifteen (15) days before such action is to be taken.
Section C-Reinstatement: Reinstatement of the suspended or expelled member may be made upon such terms as the Board of Directors may direct, including a reinstatement fee as set by the Board of Directors and approved by the membership.
Article X
Section A-Club Burgee: The Club pennant or burgee shall consist of a blue and red triangular field. 12” X 18”, diagonally crossed with a third yellow triangle centrally located.
Section B-Commodores Ensign: The Commodore, when afloat, shall fly the Club burgee and in addition, the Commodore’s ensign which will consist of an anchor within a circle of white stars on a blue field.
Section C-Senior Vice Commodore’s Ensign: The Senior Vice Commodore, when afloat, shall fly the Club burgee and in addition a blue and red ensign, with a white anchor displaying a golf club for the top piece, in the middle, surrounded by a circle of thirteen white stars.
Section D-Vice Commodore’s (Yachting) Ensign: The Vice Commodore (Yachting), when afloat, shall fly the Club burgee and in addition the Vice Commodore’s (Yachting) ensign which consist of an anchor within a circle of white stars on a red field.
Section E-Vice Commodore’s (Golfing) Ensign: The Vice Commodore (Golfing), when afloat, shall fly the Club burgee and in addition the Vice Commodore’s (Golfing) ensign which will consist of three equally spaced gold bars and three blue bars with a red golf club placed diagonally across ensign.
Section F-Vice Commodore (Social): The Vice Commodore (Social), when afloat, shall fly the Club burgee and in addition the Rear Commodore’s ensign which will consist of an anchor within a circle of red stars on a white field. *Revised Aug. 4, 2001 *Accepted Sept. 1,2001.
Section G-Facilities Manager: The facilities Manager, when afloat, shall fly the Club burgee and in addition the Facilities Manager’s ensign which will consist of a dark blue anchor diagonally located on a solid white field.
Section H-Secretary: The Secretary, when afloat, shall fly the Club burgee and in addition shall fly the Sec-retary’s ensign with a crossed pen and quill in white on a blue field.
Section I-Treasurer: The Treasurer, when afloat, shall fly the Club burgee and in addition shall fly the Treasurer’s ensign with a white acorn on a blue field.
Section J-Storekeeper: The Storekeeper when afloat, shall fly the Club burgee and in addition shall fly the Storekeeper ensign Quartermaster ensign with a white “S”.
Section K-Candidate for Membership Pennant: DELETED.
Section A-Notice of Intent: Notices of intent to amend these By-Laws must be posed in the Clubhouse and meeting place two (2) weeks prior to the Quarterly meeting. In addition all active members will be notified ten (10) or more days prior to said meeting. *Revised Aug. 4,2001 * Accepted Sept. 1,2001.
Section B-Board of Director’s Approval: All amendments to these By-Laws shall be passed by motions at a Quarterly meeting of the Board of Directors who in turn will present a copy of said amendments to the Secretary of the Club to be posted and mailed in the prescribed manner.
Section C-Ratification: The amendments to the By-Laws of the Club may be ratified by a two thirds affirmative vote of the members present, or by proxy ballot received by the Secretary on or before the prescribed date and time of Quarterly Meeting.
Section D-Notification: All members of the Club will be notified by mail of any amendments that have been voted on by the membership of any Quarterly meeting.
Article XII
Section A-Official: Any notices required to be given pursuant to these ByLaws shall be a written notice, unless otherwise specifically provided for herein. The Board of Directors shall approve all notices.
Section B-Non-Official: Nonofficial notices, not pertaining to the government of the Club may be posted by members through one of the committee chairs. The chair shall screen all notices and/or announcements for validity and appearance before posting, and reject any if not in the best interest of the Club.
Section C-Waiver of: A written waiver of any notice, signed before or after the time stated in such waiver for holding a meeting or attendance at a meeting, shall be deemed equivalent to notice thereof required to be given by these By-Laws.
Section D-Official Publications: The “Mad Hatter” shall be the official publication of this Club. Official Club notices shall be published therein and no further mailing of notices shall be made if the publication in the “Mad Hatter” is within the time limit specified for that notice.
BY-LAWS COMMITTEE ACCEPTANCE Accepted by Board of Directors May 6, 1986 Approved by Membership July 4, 1986 Revised by Board of Directors August 2, 1993 Approved by Membership September 4, 1993 Revised by Board of Directors September 4, 1999 Approved by Membership October 2, 1999 Revised by Board of Directors August 4,2001 Approved by Membership September 1,2001