SENECA VALLEY SUGARLOAFERS VOLKSMARCH CLUB, INC.

STANDING RULES

1. The name of the club will be Seneca Valley Sugarloafers Volksmarch Club, Inc. in addition the club may trade as Seneca Valley Sugarloafers Volkssport Club, Inc., or Montgomery County, Maryland Walking Club.

2. The club address shall be P.O. Box 3716, Gaithersburg, MD 20885-3716.

3. Any individual or household may apply for membership in the Club.

4. A membership in good standing will be a membership with dues current.

5. Annual dues shall be determined by the Executive Committee and shall be payable by the first day of the fiscal year, July 1 except that dues due January 1, 1997 shall be for eighteen (18) months to June 30, 1998.

6. A membership shall be dropped from the mailing list if annual dues are not paid by September 30.

7. Dues and income from Club activities shall be used to pay expenses incurred in the normal administration of the Club.

8. When the final accounting is complete for the fiscal year end, a percentage of the annual fund balance (net income) may be contributed to worthy non-profit organizations as proposed by the Donations Committee and voted affirmatively by the club membership.

9. Date and location of meetings shall be scheduled by the Executive Committee and announced to the membership at least one month in advance in the club newsletter.

10. Each membership present and in good standing shall be entitled to one vote on all issues brought to a vote at meetings.

11. An Annual Meeting shall be scheduled by the Executive Committee, for the election of officers for the next fiscal year beginning July 1. The Annual Meeting and the election of officers shall be open to the entire membership and their guests; only memberships in good standing shall be entitled to vote.

12. At the Annual Meeting a quorum shall consist of the memberships in good standing who, after due notice in writing at least one month prior to the meeting, are present at the meeting.

13. Elected officers shall be:

a. President

b. Vice-President

c. Secretary

d. Treasurer

14. To qualify for elective office, a candidate shall have been a member of the Club for a minimum of six months.

15. A Nominating Committee shall be appointed by the President. Any member in good standing may nominate an individual for office. The nomination may be made either in writing or verbally to the Nominating Committee at least thirty (30) days prior to the annual meeting. Nominations may also be made from the floor. The individual making the nomination must have received the consent of the nominated individual.

16. To be elected, an individual must receive the affirmative vote of a majority of the memberships present and voting at the Annual Meeting.

17. The term of office for elected officers shall be from 1 July through 30 June, except that the officers elected in January 1997 shall serve from January 1997 election through June 1998.

18. In the event that the President cannot complete the term, the Vice-President shall assume that position for the balance of the term.

19. In the event that any other elected officer cannot complete the term, the Executive Committee shall appoint an eligible individual to assume the vacated position for the balance of the term.

20. The president shall

a. preside at all meetings of the Club and the Executive Committee

b. coordinate the work of the officers and committees

c. call all meetings and appoint all committees

d. serve as Maryland Volkssport Association delegate and appoint an alternate to serve in the absence of the president

e. maintain a permanent file of all official records and reports of the Club, except Club financial records

21. The Vice-President shall

a. perform the duties of the President in his/her absence and succeed to the Office of President in the event it is vacated

b. serve in other capacities as requested by the President

c. recruit committee heads and oversee committee work

22. The Secretary shall

a. keep accurate records of all meetings and publish them in a timely manner

b. in the absence of the President and Vice-President, call the meeting to order and preside until the immediate election of a chairman pro tempore

23. The Treasurer shall:

a. receive and distribute Club funds as required

b. prepare the annual financial report, summary monthly financial statements, and a statement of operation at the conclusion of each sanctioned event

c. advise the Executive Committee as to the location of Club funds

d. oversee a running inventory of Club assets (monies, AVA and Club specialty items on hand); and show disposition of assets distributed

e. maintain a permanent file of all official Club financial records

24. Recall of officers shall be according to Roberts Rules of Order under “Steps in a fair disciplinary process.”

25. Executive Committee shall consist of the duly elected officers of the Club and the immediate past-president.

26. Fifty percent (50%) of the members of the Executive Committee shall constitute a quorum to transact business.

27. The Executive Committee shall act for the Club in all matters between meetings. It shall be responsible for the policies and fiscal matters of the Club.

28. The Executive Committee shall have the authority to review all proposed amendments to the Bylaws and/or revisions of it.

29. The Standing Committees of the Club shall be:

a. Membership—shall be responsible for receiving and processing new and renewal memberships, maintaining a current roster of memberships in good standing to include current mailing addresses, e-mail addresses and telephone numbers, maintaining an inventory list of member interests and skills, and for publishing and distributing on a periodic basis membership rosters for use by Club members

b. Event Operations – Shall be responsible for establishing a walk event schedule and for choosing trails and a Trailmaster for each event. The Trailmaster shall be responsible for organizing the event:

i . For obtaining written permission for the use of the event location.

ii. For recruiting personnel to staff all aspects of the event.

iii. For insuring that materials required to set up, operate, and take down start, finish, and check points are available as required. Event Operations shall assist each event Trailmaster as requested.

c. Publicity—shall be responsible for publicity and promotional campaigns through the various local news media, radio, television, etc.

d. Newsletter— shall publish 4 newsletters per year (Feb., May, Aug., and Nov.), which shall include, but not be limited to upcoming events of AVA and MVA, and shall include pertinent club news.  This newsletter shall follow the Editorial Guidelines of the club and shall be distributed by regular mail and posted to the club website.

e. Sales—shall maintain the inventory of selected AVA specialty items and other items for sale and submit an inventory list to the Treasurer annually and as requested

f. Telephone—shall be responsible for verbal communications among members and for soliciting staffing for events as requested by the Events Operations Committee

g. Awards—with approval of the Executive Committee and/or the President, shall be responsible for the timely design and purchase of commemorative items offered at club events

h. Social—shall be responsible for serving beverages and light snacks at the monthly club meetings; for planning the location and food service for the Annual Meeting; and for providing beverages, and supplies needed for the Annual Picnic

i . Donations—shall make recommendations to the club concerning charitable donations

j. Brochures—shall be in charge of design, layout, printing, and distribution of event brochures which have been pre-approved by the President and/or the Executive Committee

k. Audit—shall conduct an annual audit of the club financial records

30. The President may appoint special committees as required.

31. These rules may be changed by a majority vote at any club meeting.

32. The date of adoption of the Standing Rules of the Seneca Valley Sugarloafers Volksmarch Club, Inc. is 20 March 1996. This date of revision of the Standing Rules of the Seneca Valley Sugarloafers Volksmarch Club, Inc. is 16 May 2007.