Revision 18 Revised 04-20-2004
ARTICLE I. -- NAME
This organization shall be known as the Oklahoma Trailchasers Four Wheel Drive Incorporated, which may also be known as, and is hereinafter designated as Oklahoma Trailchasers or the club.
ARTICLE II. -- OBJECTIVES
The Oklahoma Trailchasers is organized as a 501-C7 not-for-profit organization for the purpose of:
- Promoting interest and providing education in the operation of four-wheel drive vehicles for recreational purposes.
- Organizing and conducting educational, social and recreational activities for its members and the public if so desired.
- Participating in and supporting civic activities and rendering aid and assistance as needed.
ARTICLE III. -- MEMBERSHIP
- Applicants for membership must be eighteen years of age or older, hold a valid State drivers license, and carry a minimum of the State requirement of liability (bodily injury and property damage) insurance on any vehicles attending or participating in club events. Application for membership will be made on official application forms. The Release and Waiver of Liability and Indemnity Agreement must be signed before the application will be considered valid.
- There shall be four membership classes: Family, Individual, Honorary and Out-of-State.
- Out-of-State membership allows individuals to join the organization at a reduced rate in dues (see Article IV for dues assessment). The Out-of-State will receive the monthly club newsletter and be eligible to attend all club activities. An Out-of-State member does not have voting privileges.
- Family membership allows families to join the organization, receive one copy of the monthly newsletter each month, and participate in all club activities. Family membership authorizes all immediate family members 18 years of age or older to vote. (Family membership includes: Member, spouse and children living in the home up to the age of 18.)
- Honorary membership is offered to individuals by club vote (see Article VI for voting requirements). Honorary membership is bestowed upon individuals deemed worthy by the club membership and entitles the member to family, or individual membership at no cost. Honorary memberships are valid for one calendar year at which time the membership will vote to renew or to offer a membership in a different category.
- Individual membership allows individuals to join the organization, receive one copy of the monthly newsletter each month, and participate in all club activities and voting privileges.
- All members must conduct themselves in a respectable and orderly fashion whether in or out of club activities. Any member disgracing himself or herself in the public eye (as described in Article XII) will be immediately subject to expulsion from the club at the discretion of the Board of Directors. This club will not tolerate any discrediting actions from its members. Any membership that has been revoked, cannot be reinstated in the future without prior approval of the Board of Directors. The Trailchasers reserves the right to refuse membership.
- Members with grievances concerning: club by-laws, SOPs, other members, Club Officers, or any other matter pertaining to the club are required to discuss their problems with two (2) Trailchaser board members of their choice. If the situation cannot be resolved by the chosen board members it will then be taken to a full meeting of the board of directors. The member will be allowed to be present at the board meeting to present their grievance to the board.
ARTICLE IV. -- DUES
- Dues are paid in one-year increments through the calendar year and are due at the October Club meeting. Applicants applying for new membership will pay one full year and dues will be pro-rated by the month at the next year's renewal.
- Members dues are considered delinquent after (30) days and membership will be dropped from the records when two months are delinquent.
- A Board of Directors vote will be taken in all regards to delinquency issues with regards to membership dues.
ARTICLE V. -- MEETINGS
- Meetings shall be held at least once per month. Meetings may be scheduled more often at the discretion of the Board of Directors.
- A minimum attendance of one-third of the voting membership must be present to be considered a quorum for a meeting.
- All proceedings will be governed by the President.
ARTICLE VI. -- VOTING
- Voting shall be conducted at scheduled club meetings where the attendance is considered a quorum. A motion will be carried by a simple majority vote.
- Amendments to these by-laws will be brought forth through motion at a scheduled club meeting to allow maximum communication of intent to all club members.
- The President will not vote except to break a tie.
- A member is eligible to vote at a meeting only if they have attended one of the three (3) previous meetings, or have received special dispensation from the Board of Directors.
ARTICLE VII. -- OFFICERS AND BOARD OF DIRECTORS
- The officers shall be: President, Vice-President, Secretary, Treasurer, Activities Coordinator, Newsletter Editor, Safety Coordinator, Trail Run Coordinator and Webmaster. The officers will be known as the Executive Committee and will be voted into office under the provisions set forth in Article VI of these by-laws.
- The Board of Directors shall consist of the members of the Executive Committee, and the immediate past President.
- No director may chair on a committee unless voted upon by the committee members as set forth in Article VI.
- All terms of office shall be for one calendar year. The position of President, Vice-President, and Activity Coordinator may not be held for more than two (2) consecutive terms.
- Officer positions will be nominated at the October meeting, voted on at the November meeting and newly elected officials will take office on January the following year. In the event of a vacancy on the Board of Directors, the Board of Directors shall elect a successor. A former President, former Board Director or club member voted on by the club membership as set forth in Article VI. This must be a member in good standing of theOklahoma Trailchasers.
- An officer failing to uphold the duties of their office constitutes grounds for immediate removal from office by the Board of Directors, without need for further recall.
- Any elected official can be recalled by a two-third-majority vote at a regularly scheduled meeting provided the recall is announced one month prior to the meeting.
ARTICLE VIII. -- DUTIES AND POWERS OF OFFICERS
- The President shall: Preside over all membership and board meetings, carry out the policies and decisions of the Board of Directors and vote if necessary to break tie votes.
- The Vice-President shall: In the absence of the President serve in that capacity. The Vice-President will serve as Parliamentarian and perform duties as directed by the Board of Directors and the President.
- The Secretary shall: Keep and preserve all records and minutes of the meetings of the membership and Board of Directors, record attendance at each meeting, determine the number of voting members present so that it may be known if a quorum is present, and shall maintain a file system of membership records.
- The Treasurer shall: Have charge and custody of, and be responsible for, all funds and securities of the Corporation, and deposit all such funds in the name of the Corporation in such banks and/or other depositories as shall be selected by the Board of Directors. Receive and give receipt for monies due and payable to the Corporation from any source whatsoever. Disperse, or cause to be dispersed, the funds of the Corporation as may be directed by the Board of Directors. Exhibit at all reasonable times the books of account and financial records to any member of the Board of Directors of the Corporation. Prepare and certify the financial statements to be included in any required reports. In general, perform all the duties incident to the office of the Treasurer and such other duties as may be prescribed by the Board of Directors. Under no circumstances shall the Treasurer or anyone withdraw funds from club assets without prior approval of a Board of Directors or majority club vote.
- The Editor shall: Be one of the Board of Director positions voted on by the membership. The Editor shall be responsible for publishing and distributing the monthly club newsletter.
- The Webmaster shall: Be one of the Board of Director positions voted on by the membership. The Webmaster shall be responsible for the upkeep of the clubs web page.
- The Safety Coordinator shall: Be one of the Board of Director positions voted on by the membership. The Safety Coordinator shall be responsible for scheduling sufficient workshops for club members, act with the Activities Coordinator to set trail ratings, maintain a members equipment list, and must be certified as Chief instructor in United program or current program endorsed, accepted, taught and majority voted upon by club membership. He will appoint the safety check person for each trail run if he is not available. In addition, he will be responsible to travel to other clubs in the 4WDA region as requested for training. He also orders and maintains all 4WDA materials.
- The Activities Coordinator shall: Be one of the Board of Directors positions voted on by the membership. The Activities Coordinator will manage all aspects of the Activities Committee to include requests for funds to be used in carrying out committee objectives. The Activities Director shall be responsible for planning, organizing, and implementing club activities to include social, recreational, educational, and fund raising events. The Activities Coordinator will inform the Secretary, Treasurer and Editor to advertise and document each event.
- Trail run coordinator shall: Bee one of the board of directors positions voted on by the membership. Trail run coordinator will manage all aspects of trail runs including appointing a trail run leader and tail gunner. Trail run leader and tail gunner are responsible for safety inspection of all vehicles attending that trail run only.
ARTICLE IX. -- FINANCES
- All moneys received shall be immediately turned over to the Treasurer to be deposited in the checking account of the Oklahoma Trailchasers.
- No withdrawal of funds shall be made without the approval of the Board of Directors. Single expenditures of $50.00 or more must be approved by a vote of the membership as described in Article VI of these by-laws. All expenditures shall be made by check with a description of the item for which the check is drawn appearing on the check.
ARTICLE X. -- COMMITTEES
- The Activities Committee will be headed by the Activities Coordinator who will be one of the Board of Director positions voted on by the membership. The Activities Coordinator will manage all aspects of the Activities Committee to include requests for funds to be used in carrying out committee objectives. The Activities Coordinator shall be responsible for planning, organizing, and implementing club activities to include social, recreational, educational and fund raising events. The Activities Coordinator will inform the Secretary, Treasurer and Editor to advertise and document each event.
- Temporary Committees shall be designated by a general membership vote. Committee chairperson will be elected by the committee itself.
ARTICLE XI. -- OFFICIAL CLUB EVENTS
- All official club events will be approved by the Board of Directors pursuant to Article X of these by-laws.
- All official club events will be governed by a designated Trail Leader. The Trail Leader must be a member in good standing of the club, trained and trail wise. The Trail Leader and Safety person for that event will see that all participants meet safety requirements as stated in Article XI sec. H.
- All members and guests attending official club events are expected to comply with Trail Leader directions.
- All guests attending official club events must sign a Release and Waiver of Liability and Indemnity Agreement prior to participation. Guest operating vehicles must meet the same requirements as applicants for membership stated in Article II of the by-laws. The Trail Leader will be responsible for assuring that guests sign the release waiver.
- Official Club events of a competitive nature will be governed by the Activities Coordinator and Safety Coordinator. The Activities Coordinator and Safety Coordinator will determine all necessary requirements including but notlimited to: entry requirements, classifications, scoring and prize disbursement.
- Any vehicle or individual deemed as incapable to participate in an official club event for any reason by the Safety Coordinator, Safety Person, Trail Leader or Activities Coordinator will be prohibited from participation.
- At all Official Club events anyone who has trouble with their vehicle on the trail will have at least one vehicle remain with them until they are back on the trail again or escorted back to civilization.
- Prior to any official club event, all vehicles participation in the event will undergo a technical safety inspection. This inspection is the that event only. All vehicles must be inspected at each event in order to participate - no exclusions.
- Vehicles operated at an event sponsored by the Oklahoma Trailchasers will contain the following minimum of required equipment:
- Four wheel drive vehicle with working four wheel drive.
- Basic first aid kit.
- Recovery strap without hooks (no rope).
- Tow hooks/attach points(2) front and (1) rear - hooks must not be welded on. No hitch balls will be permitted as attachment points.
- Full size spare within 2 inches in size to all others - or - patch gear with all the required equipment to get the tire repaired aired up and functional.
- Working seatbelts securely mounted for driver and all passengers.
- Factory rollbar/cage or better, or steel hardtop to encompass all passengers heads. Exceptions will be governed and approved by the Safety Coordinator or Trail Leader.
- Fire extinguisher securely mounted 2-lb. minimum Type ABC.
- Operating brakes front and rear.
- Jack (hi-lift is OK), and lug wrench.
- Trash bags.
- Flashlight (working).
- Battery hold down (no bungees, ratchet straps).
- Horn (working) and or whistle.
- Parking brake, micro-lock (line lock), or wheel chocks.
- Working CB Radio (40 channel) or FRS optional equipment.
- Winch use minimum equipment:
- Good winch cable.
- Hook not cracked or fatigued.
- Leather winch gloves.
- Cable drape.
- Tree saver.
- Snatch block rated at 1.5 times over winch capacity.
- 8 to 10 foot choker chain (recommended).
- Recommended Equipment:
- Basic tool kit.
- FRS Radio.
- Spare parts (U-joints, Birfields, etc.).
- Ax or hatchet.
- Drinking water (1/2 gallon per person).
- Survival kit (special medications, food, matches, toilet paper, etc).
- Fluids (oil, differential fluid, etc) for the vehicle that the member is driving.
- Tire repair kit (with required contents for person's vehicle tire repair).
- Water bucket.
- The consumption of an intoxicating substance while participating in an Oklahoma TrailChasers sanctioned motorized event is prohibited. Any member or visitor/guest in violation of this policy will be restricted from the event.
- Persons holding 4WDA instructor rating can do safety inspections with Safety Coordinator approval.
- Safety inspections will be available before day of trail ride.
- Trail ratings and minimum equipment shall be presented by the Trail Leader at the regular club meeting before each official club scheduled trail run.
- Safety Coordinator, Trail Leader and Trail Run Coordinator shall be responsible for setting trail ratings.
- All required equipment should be in place before second club run of vehicle (Safety Coordinator or Board of Directors can override on case-by-case basis).
- All Oklahoma Trailchaser membership is encouraged to attend a training course taught, endorsed or recommended by the Oklahoma Trailchasers not to exclude United training programs.
ARTICLE XII. -- DISCIPLINARY ACTIONS
- All members of the Oklahoma Trailchasers are subject to disciplinary action for the own, their families, or their visitor/guest's infractions against the club by-laws, irresponsible behavior, or delinquency.
- Reported violations worthy of consideration for disciplinary action will be forwarded to the Board of Directors for review. The Board of Directors will review and investigate the incident, to include hearing verbal testimony or written testimony from the accused, and determine if the incident meets disciplinary action criteria.
- Incidents meeting disciplinary action criteria will be voted on by the Board of Directors to determine what disciplinary action will be imposed on the member. Maximum disciplinary action will be revocation of club membership, including reimbursement of remaining dues, and if appropriate reporting the incident to the appropriate law enforcement agency.
- Disciplinary action can be imposed for, but not limited to, the following:
- Failure to follow Safety Coordinator or Trail Leader direction.
- Operating a motor vehicle while under the influence or impaired by alcohol or any other substance.
- Possession of illegal substances.
- Operating a vehicle or committing other such act in an unsafe manner.
- Willful disregard of the environment.
ARTICLE XIII. -- LIABILITY
While trail riding, if you venture on an area not marked, or a closed area, and an officer of the law issues you a ticket, arrests you, or confiscates your vehicle, liability is bore solely by the vehicle owner and/or the person performing the illegal action. Neither the Oklahoma Trailchasers Club, Inc. (nor its officers or members) is responsible for the loss, theft, or damage to any vehicle. Personal property in vehicles is solely the owner's responsibility. Each person is participating in Oklahoma Trailchasers activities voluntarily and is responsible for their own actions.
ARTICLE XIV. -- DISSOLUTION
Upon resolution by 4/5th's of the membership to dissolve voluntarily, or decree ordering the involuntary liquidation, the assets of the Oklahoma Trailchasers shall first be used to satisfy any outstanding obligations of the club. Any remaining assets shall then be contributed to United Four Wheel Drive Association.
ARTICLE XV. -- INDEMNIFICATION
The Club, to the extent legally permissible, shall indemnify each of it's officers and former officers and my indemnify all agents, members of the Club against all liabilities and expenses, including amounts paid in satisfaction of judgment, in compromise, or as fines, penalties, and counsel fees in connection with the defense or disposition of any action, suit, or other proceedings, whether civil or criminal in which he may be involved in with which he may be threatened, while in office, except with the respect to any matter as to which he shall be adjudicated of any proceeding not to have acted in good faith, if however, that as to any matter disposed of by a compromise payment by such officer, member, or agent, pursuant to a consent decree or otherwise, no indemnification for such payment or for any other expenses shall be provided unless such compromise shall be approved as in the best interest of the Club by a two-thirds (2/3) vote of the disinterested members of the Board of Directors. The right of indemnification hereby provided shall not be exclusive of or affect any other rights to which an officer may be entitled. As used in this paragraph the terms “officer”, “agent”, or “member”, include their respective heirs, executors, and administrators.