Southern Off Road 4wd Association

Club By-Laws

Article I

1. This organization shall be known as the Southern Off Road 4wd Association.  Also known in this document herein as SORA.

Article II

Objectives

1. SORA is organized for the purpose of:

a. Providing social, educational, and recreational activities for its members in a family-friendly atmosphere.

b. Participating in and supporting civic and environmental activities for the betterment of the community.

Article Ill

Membership and Dues

1. Owners of all make and models of street legal four-wheel drive vehicles are eligible for membership in SORA.
2. The total membership shall not exceed 35 members at any one time.
3. Members must abide by and comply with the minimum equipment list.
4. Each member must agree with and comply with the “No member left behind” policy stated below.

“No member left behind policy”

This policy simply states that when a SORA member gets stuck or is otherwise stranded in some way, AT LEAST one other member must stay with them until they can move their vehicle safely.

5. Each membership includes the immediate family, however, voting power is restricted to one vote per dues paying family.  If a family would like to each have individual voting rights, they must join separately and pay the respective dues.
6. SORA members who invite guests are 100% responsible for them and their actions.  SORA will not hold any responsibility for guests.
7. All members must conduct themselves in a respectable and orderly fashion whether in or out of club activities. Any members disgracing themselves in the public eye will be subject to immediate expulsion from the Club, subject to decision of The Executive Committee.
8. SORA will not tolerate any illegal drugs, alcohol on the trails and reckless driving including tailgating.
9. There are two membership options: Driver and rider only.
10. Any application for a “rider only” membership must be sponsored by a driving member in good standing.  A driving member may not sponsor more riders than their vehicle has seats without approval from The Executive Committee.
11. Applicants for membership must be at least eighteen years of age, must hold a valid driver’s license, and must have property liability (PL) & property damage (PD) insurance coverage on their vehicles.
12. Dues for this organization shall be paid per membership, per year, in an amount established by the membership, payable in advance. New members will pay a pro-rated fee. Renewal dues for current members are due by March 1 for each upcoming year.  Any member whose dues are three months in arrears shall be dropped from the rolls of this organization. Nothing herein contained shall prevent reinstatement of a delinquent member upon payment in full of their unpaid dues, together with a reinstatement fee in an amount established by the membership, providing vacancy exists.
13. Any member who does not attend at least 6 events per year shall be dropped from the rolls of this organization. The Executive Committee may grant exceptions.
14. Some trips will be labeled as “member only”.  No guests, with the exception of family members are allowed on these type of trips.
15. All personal expenses such as uniforms, decals, insignia, etc., shall be born by each individual.  The club may choose to provide such items for individual purchase.
16. Members shall immediately notify an officer of any change of address, mailing address, or telephone number.
17. Resignation of any member shall be in writing and submitted to the Secretary.
18. When a member no longer possesses a four-wheel drive vehicle for an extended period of time, their membership must change to rider only.  The Executive Committee may grant temporary exemptions.

Article IV

Business Meetings

1. Meetings of the membership of SORA shall be held at least quarterly at such times and places as designated and announced by The Executive Committee.  Additional meetings may be scheduled at the discretion of The Executive Committee.
2. There shall be no quorum requirement for regularly scheduled quarterly business meetings.  For any other non-quarterly or emergency meeting, thirty-three percent (33%) of the membership shall constitute quorum.

 

 

Article VI

Administration of Officers

1. The officers of SORA shall consist of a President, Vice President, and Secretary and shall be known as The Executive Committee. It shall be their duty to draw up agenda for all board and business meetings.
2. The Executive Committee shall have the authority to take any immediate action necessary to fulfill the aims of this organization without first obtaining the agreement of the membership.  However, any other action must be approved by a majority of the membership present and voting at the next scheduled meeting.
3. No officer shall be added to the club except by the vote of the majority of the entire membership of the club.  
4. Special posts may be provided, as needed to advise and support the administration, based on membership consent (33% quorum vote) and Board approval.

Article VII

Duties and Powers of Officers  

1. The PRESIDENT, VICE PRESIDENT and SECRETARY shall be The Executive Committee and shall have the duty to carry out all the policies and decisions of the club.  At least one of the Executive officers shall sign all checks.  They shall keep and preserve all records and minutes of the meetings of the regular membership and the ledger roll call to determine the number of voting members present so it may be known if a quorum is in attendance, shall keep a file system of membership, and shall receive and answer all general correspondence pertaining to the organization. They shall keep accurate and complete records of the funds and accounts of this organization, and shall collect all dues and maintain a record thereof.  The Executive Committee is responsible for maintaining the website, managing apparel, collecting new member’s fees and all applicable paperwork and leading the organization of large events on and off the trail.  They may elect to delegate any of these jobs and/or responsibilities temporarily as they see fit.
2. TRAIL LEADERS are appointed by The Executive Committee based on their knowledge, experience and familiarity with the specific event.  Trail leaders are responsible for ensuring all SORA rules are followed and safety is a priority.  They are also responsible for enforcing the “No member left behind” policy.  Trail leaders must do vehicle inspections and minimum equipment checks.  Trail leaders are also going to set meeting times and places, set up camping/accommodations and be a point of contact for members who have questions or problems on or about the trip.  They must also make sure that at least one person (preferably the trail leader) on the trip has all necessary safety equipment according to SORA’s minimum equipment list.
3. Indemnification Against Liability.  The organization shall indemnify and hold harmless each person who shall serve at any time hereafter as a director or officer of the organization from and against any and all claims and liabilities to which such person shall become subject by reason of his having heretofore or hereafter been a director or officer of the organization, or by reason of any action alleged to have been heretofore or hereafter taken or omitted by him as such director or officer, and shall reimburse each such person for all legal and other expenses reasonably incurred by him in connection with any such claim or liability. The rights accruing to any person under the foregoing provisions of this section shall not exclude any other right to which he may be lawfully entitled, nor shall anything herein contained restrict the right of the organization to indemnify or reimburse such person in any proper case even though not specifically herein provided for. The organization, it’s directors, officers, employees, and agents shall be fully protected in taking any action or making any payment, or in refusing so to do, in reliance upon the advice of counsel. The Executive Committee shall, within its sound business judgment and discretion, have the power to purchase and maintain insurance on behalf of any person who is or was a director, officer, employee, or agent of the organization, or is or was serving at the request of the organization as a director, officer, employee, or agent of another organization, partnership, joint venture, trust or other enterprise against any liability asserted against him and incurred by him in any such capacity, or arising out of his status as such, whether or not the organization would have the power to indemnify him against such liability.

Article VIII  

Expenditures and Finance

1. All monies received from all sources shall immediately be turned over to an officer to be deposited in the checking account of SORA.
2. Officers are authorized to pay non-budgeted expenditures up to fifty dollars ($50) without the prior approval of the membership.  Single non-budgeted expenditures in excess of fifty dollars ($50) must have prior approval of a majority of the membership present and voting at a scheduled quarterly meeting.
3. In the event that SORA dissolves as a club, all assets and monies will be evenly divided among each member currently in good standing at the time of the decision.

Article IX

Committees

1. The Executive Committee shall designate committees. The President shall assign each committee to a director who shall be responsible for its activities and who, with the approval of The Executive Committee, will appoint a committee chairperson.

Article X

Election of Officers

1. The candidates for offices must be regular members in good standing. Nominations may be announced prior to the election by mail, to each member who is in good standing, at least two weeks prior to the general election. At all elections, nominations for each and every office of this organization may be made from the floor.
2. A majority of votes cast is necessary for election to an office or position on The Executive Committee. 

Article XII

Events

1. All events shall be subject to approval by The Executive Committee. Events will be under the direction of a Trail Leader appointed by The Executive Committee.
2. All events must be conducted in an orderly manner and with safety as the prime factor.  
3. Anyone determined to be under the influence of alcohol or mind-altering drugs during any club event is subject to immediate dismissal from the club.
4. All members, including the President, Vice President, and Secretary are responsible to the direction of the appointed Trip Leader and his/’her appointed assistants throughout the determined duration of an event.  
5. No provisions are to be made to permit any member to join an event at any time or location if that provision decidedly interrupts the designated time schedule or plan for the event.
6. Any events held on private property must have property owner permission, and will be subject to liability releases.  
7. Any member or guest under the age of Eighteen (18) must be accompanied by or have written permission of a parent or guardian to drive in any club event. Members must take full responsibility for their guests.
8. All competitive events shall be under the direct authority, supervision, and control of The Executive Committee. The Executive Committee shall determine entrance classifications and regulations for various events and shall approve trophies and awards to be presented. Vehicles may be subject to technical inspection varying according to the type of event and shall be disqualified if found to be mechanically unsafe.  
9. All members and guests participating in an event shall abide by the Motor Vehicle Code of the State concerned, and by the laws and regulations of the city, the county, or the circumstances involved.
10. During club sponsored trail rides, members in good standing may invite as many guests as their vehicle will carry. Exceptions to this will only be made with approval of The Executive Committee. This will assure that no club sponsored trail ride has too many participants, which affects the convenience and safety of those participating. Additionally, members inviting a guest driving a vehicle shall notify the Event Coordinator of this guest prior to the trail ride. When a given trail ride is particularly popular (i.e. Many vehicles are expected) the Event Coordinator may ask members to refrain from inviting additional guests with their own vehicles. All guests participating in an event shall sign a waiver of liability.

Article XIII

Rules and Procedures

1. Unless otherwise specified, Robert’s Rules of Order (Revised) shall govern parliamentary procedure.

Article XIV

Amendments

1. These By-Laws may be amended by a two-thirds majority vote at a regular business meeting. Any proposed amendment to the By-Laws must be presented to the membership by electronic mail at least Three (3) weeks prior to the regular membership meeting in which the vote is taken.  These amendments will be added to the end of this document with the amendment date.