CONSTITUTION
ARTICLE 1. NAME
The name of this organization shall be the HEIDELBERG
INTERNATIONAL WANDERING CLUB, hereinafter called HIWC.
ARTICLE
II. LOCATION
HIWC is located in
Heidelberg International Wandering Club Heidelberg International Wandering Club
Postfach 101164 CMR 419, Box 1915,
69001
ARTICLE
III. AUTHORIZATION
SECTION A. APPROVING
AUTHORITIES
1. HIWC will operate under the approval of the USAG
Heidelberg, Germany, APO AE 09102, and in consonance with the Deutscher
Volkssportverband (DVV) and the Internationaler Volkssportsverband (IVV)
2. As a private organization established pursuant to AR
210-22 and USAREUR Private Organizations and Fundraising Policy, this
organization is not an instrumentality of the
3. All members, in accordance with host nation
laws, may be personally liable to creditors, if the assets of the organization
are insufficient to discharge all liabilities.
SECTION B. GOVERNING
RULES
1. HIWC will function
in accordance with the rules established by the DVV, IVV, the Department of the
Army and USAREUR Private Organizations and Fundraising Policy, this
constitution, and HIWC’s standing rules and policies.
2. The conduct of the
meetings will be guided by Roberts’ Rules of Order.
ARTICLE
IV. PURPOSE
1. To unite in one
organization, volksmarchers of various backgrounds and nationalities.
2. To promote Volksmarching,
physical activity, and enjoyment of the outdoors.
3. To cooperate with
public agencies and organizations which subscribe to purposes and activities
similar to those of HIWC. The HIWC will
not engage in activities that compete with any appropriated fund or
non-appropriated fund activity.
4. To affiliate with
local national organizations having similar interests and objectives.
ARTICLE V.
ACTIVITIES
1. Conduct monthly
membership meetings and special events throughout the year.
2. Provide group
registration for designated volksmarches.
3. Publish periodic
club newsletter concerning club activities and future Volksmarching events.
4. Plan and conduct
club trips to various locations in
ARTICLE
VI. MEMBERSHIP
SECTION A. MEMBERSHIP
QUALIFICATIONS, CARDS, AND ANNUAL DUES.
1. Active membership
is open to both
2. This organization
fully supports the USAREUR policy on equal opportunity and will not
discriminate in membership eligibility on the basis of race, color, religion,
sex, national origin, age or physical or mental handicap.
3. Members may join
at any HIWC meeting or function by contacting the membership director directly
or by writing to the address in ARTICLE II.
Guests may participate in HIWC functions; however, surcharges may be
assessed for certain functions.
4. Each active member
will be issued a membership card, which will serve as a receipt of dues
payment.
5. Annual dues will
be established by the Executive Council and set forth in the bylaws.
6. Active members of the Stuttgart
German-American Wandering Club and Ramstein Roadrunners are indefinite honorary
members.
SECTION
B. CATERGORIES OF MEMBERSHIP
1. Active
Membership: Active members must be at
least 18 years of age and pay club dues to participate in club activities,
receive club benefits, vote, and hold club office. The President and Treasurer must be valid US
Military ID card holders. In accordance
with AE Reg 210-22 Section II, 5c, the President and Treasurer must have Status
of Forces Agreement (SOFA) status.
2. Associate
Membership: Associate members are family
members of active members under the age of 18.
Associate members have no voting rights and may not seek elected
office. Associate members pay no dues;
however, they may receive club benefits.
3. Honorary
Membership: Honorary members are
appointed by the Executive Council for a specified period. Honorary members may not vote nor hold
elected offices. Honorary members do not
pay dues and are not counted as active members; however, they may receive club
benefits.
4. Charter
Membership: Charter members are those
members who joined HIWC before or during January 1975. These members may retain or be reissued the
club card number first assigned to them, when available, upon proof of original
number assigned. Charter members pay no
dues.
SECTION C.
TERMINATION OF MEMBERSHIP
1. Active and
accompanying associate membership is terminated when not renewed for the
following year, or when the member submits a written resignation from club
membership. Reassignment from this
geographical area does not constitute automatic resignation. The HIWC Executive Council may terminate the
membership of any member who does not abide by ARTICLE VII.
ARTICLE
VII. MEMBERSHIP RESPONSIBILITIES
All members of HIWC are responsible for the following:
1. Active participation in HIWC activities.
2. Lending their time and talents to promote
club projects and activities when called upon, particularly during preparation
and conduct of the annual volksmarch.
3. Conducting themselves in a manner which is
neither abusive nor offensive while participating with, or representing, HIWC.
4. Complying with all IVV / DVV rules.
5. Reading the constitution and bylaws upon
joining HIWC.
6. In
accordance with Department of Defense Instructions 1000.15, Article 6.3.3, and
all members are personally liable if the club’s assets are insufficient to
discharge all liabilities incurred by HIWC.
ARTICLE
VIII. MEETINGS AND QUORUMS
1. General membership meetings will be held as
stated in the bylaws or as determined by the Executive Council. Meetings will be announced in the newsletter
and through available community media.
2. (a) A
copy of all meeting minutes and approved financial statements from the previous
year will be forwarded to the Heidelberg Private Organizations coordinator on
the last working day of January to meet the requirements of AE Reg 210-22,
Section II, 4d.
(b)
Biannually, the HWIC must submit for revalidation. The request must include current constitution
and bylaws and the most recent yearly audit report, in accordance with AE Reg
210-22, Section II, 4e.
3. The assembly of
active members present at any general membership meeting will constitute a
quorum, regardless of the number present.
4. A majority of the Executive Council shall
constitute a quorum at an Executive Council meeting.
ARTICLE
IX. GOVERNING BODY
1. The governing body, called Executive Council,
will consist of eleven (11) active HIWC members.
a. President
b. Vice
President (Volksmarch Director)
c. Secretary
d. Treasurer
e. Public
Relations Director *
f. Activities
Director
g. Membership
Director
h. Registration
Director
i. Boutique
Manager
j. Host Nation Liaison/Translator
k. Newsletter
Editor
* NOTE: Points of
Contact is incorporated into the duties of Public Relations Director.
2. Due to downsizing and/or not enough nominees
to fill positions, Council positions may be eliminated or combined by a
vote from the Executive Council.
3. In the interest of
the membership, the President and the Executive Council will conduct the daily
business of HIWC. The President and Vice
President are authorized by the members of the club to act as nominal
plaintiffs in asserting by court action, in their own names, the claims of the
club members. Council actions may be
subject to review by the general membership during a scheduled meeting when
deemed appropriate by the President, or by the majority vote of the Executive
council.
Article
X. GENERAL ELECTION POLICY
1. Annual elections will be held each
November. No absentee or proxy voting
will be permitted. Elections will be
conducted as stated in the bylaws.
2. Officers will be
elected to serve a one-year term (from 1 January through 31 December) unless
sooner relieved of responsibilities through resignation, prolonged absence as
determined by the Executive Council, or removal from office by the general
membership as provided in the bylaws.
3. If an officer
vacates a position during the term of office, the Executive Council will
appoint a club member to fill the vacancy until the next annual election. A vacancy in the office of the President
constitutes an exception to this policy; in this case, replacement will be nominated
and elected by the general membership under procedures determined by the
Executive council.
ARTICLE
XI. CONSTITUTIONAL AMENDMENTS
SECTION A. GENERAL
An active member in good standing who is eligible to vote
may submit constitutional amendments in accordance with procedures outlined below.
SECTION B. AMENDMENT
PROCEDURES
1. The constitution
may be amended at any regular general membership meeting by a two-thirds (2/3)
majority of vote of those active members present. Amendments must be submitted in writing to
the Executive Council at least 90 days prior to the general membership meeting
at which time they will be presented for vote.
Late requests can be acted upon when the Executive Council considers
them urgent, or by two-thirds (2/3) majority vote of the general membership
assembly present. Any member may bring
requests in person and/or writing to the attention of the Executive council to
be acted upon. If the Executive Council
fails to act, the member may bring this request to the attention of the general
membership in person to be acted upon.
This request can be approved by two-thirds (2/3) majority of the general
membership assembly present.
2. No article of this
constitution will conflict with those of the IVV / DVV, or with applicable Army
or USAREUR regulations.
3. Request for
biennial renewal of approval to operate as an official private organization
shall be accompanied by two copies of the last two annual audit reports. Request will be forwarded to USAG Heidelberg
not less than 90 days prior to expiration of the previous renewal.
4. Constitutional
amendments made throughout the year will be forwarded to the approval authority
and will include certification of general membership approval.
ARTICLE
XII. DISSOLUTION AND MEMBER LIABILITY
1. Dissolution of HIWC requires two-thirds (2/3)
majority vote of the general membership assembly present at a special
membership meeting called specifically for the purpose of dissolving the
club. The club may also be dissolved by
order of the approving authority.
a.
Any actions to
dissolve the club prior to the official expiration date from USAG Heidelberg
requires that a letter be furnished to the Private Organization Office signed
by the Executive Council.
b.
The letter must
indicate that the 2/3 majority of the membership voted in favor of
dissolving.
2. If the club is
dissolved, the Executive Council will appoint a liquidator to recommend proper
disposition of club assets.
3. In accordance with
host nation laws, all members may be personally liable to creditors if the
club’s assets are insufficient to discharge all liabilities.
ARTICLE
XIII. BUSINESS YEAR
1. The membership
year will run for a 12-consecutive-month period beginning from the payment of
established membership dues.
2. The term of office
for elected officers will run from 1 January through 31 December.
3. The fiscal year
will run from1 January through 31 December.
ARTICLE
XIV. APPROVAL
APPROVED BY MAJORITY VOTE:
14 July 2008
Rob Floyd Tina Kracke
PRESIDENT SECRETARY
BYLAWS
ARTICLE 1. MEETINGS.
1. General membership
meetings will be held the 2nd Monday of each month at 7:00p.m. at a
place to be determined. Meetings will be
announced through the use of HIWC members’ monthly newsletters, radio
announcements and community newspapers in sufficient time to promote maximum
attendance.
2. Executive council
meetings will be held during the week prior to the general membership meetings,
or as determined by the President.
Dates, times and locations of the next Executive council meeting will be
announced at the general membership meetings.
Special Executive council meetings will be announced via email and the
HIWC web site.
ARTICLE II. ELECTION
PROCEDURES.
SECTION A.
QUALIFICATIONS FOR OFFICE
1. Active membership in HIWC for a minimum of
six months prior to commencement of term of office.
2. Evidence of participation in club activities.
3. Approval by Nominating Committee.
4. Agreement to hold office for a one-year term,
tour of duty permitting.
5. If an incumbent must be replaced during a
term of office, the Executive council will appoint a club member to fill the
vacancy until the next annual election.
A vacancy in the office of President will be nominated and elected by
the general membership under procedures determined by the Executive council.
6. HIWC members known
to have been involved in dishonorable activities will not be eligible to hold a
council position or chair a position of any club activity.
SECTION B. NOMINATIONS
1. The President
shall appoint a Nominating Committee consisting of three members. This committee will open nominations at the
August meeting. Further nominations may
be made at subsequent general membership meetings, and write-in votes may be
made during the election, provided the nominee is present or has given consent
to serve if elected. Announcement of
nominees and elections will be outlined at the July through November general
membership meetings as well as noted in the corresponding monthly newsletters.
2. A nominee may
accept a nomination for more than one office, but must choose which office to
seek prior to printing of the ballot.
SECTION C. VOTING
1. Election to office
requires the approval of a majority of the general membership present voting
during the election at the November meeting.
The members in attendance shall constitute a quorum for a valid
election.
2. Elections will be
held by written ballot only.
3. Only Active
Members are eligible to vote.
4. Election results
will be announced during the election meeting.
ARTICLE
III. RESPONSIBILITIES OF CLUB OFFICIALS
SECTION A. EXECUTIVE COUNCIL
1. The Executive
Council shall consist of the 11 positions specified in Article IX, paragraph 1
(Governing Body) of the constitution
2. During Executive
meetings, only Executive Council members have voting privileges. Other HIWC members may attend Executive
Council meetings, but may not vote.
3. Meetings of the
Executive Council shall be at the call of the President, or any five council
members should the President refuse to do so.
4. The Executive
Council is responsible for the overall conduct of club business, and supervises
and coordinates the activities of the ad-hoc committees. The Council will transact necessary business
and present appropriate recommendations to the general membership for action.
5. Ad-hoc committees
and other officials will be established by the Executive Council as
appropriate.
6. Members of the Executive
Council should have a gentlemen’s agreement at the beginning of the year to be
eligible to win door prizes at the monthly membership meeting.
SECTION B.
ELECTED OFFICERS
1. PRESIDENT
a. Responsible
for the overall administration and functioning of the Executive Council.
b. Presides
over all council and general membership meetings.
c. Calls
special meetings as required.
d. Establishes,
in coordination with the Executive Council, the dates of all council and
general membership meetings.
e. Coordinates
the actions of council members and the general direction of the club’s programs
to ensure effective and meaningful activities.
f. Resolves
problems or disputes among council members.
g. Attends
scheduled meetings of IVV/DVV organizations and those called by the approving
authority.
h. Provides
direct support and manpower to other council members as required.
i. Verifies all required reporting
requirements of the Heidelberg Private Organization
Office are met.
2. VICE PRESIDENT
a. Responsible
for all aspects of the club’s annual volksmarch.
b. Chairs the
meeting of the volksmarch committee.
c. Responsible
for coordination, planning and assistance to the community for the annual
Kiddie Volksmarch.
d. Chairs the
volksmarch award committee.
e. Assumes the
duties of the President in his/her absence.
3. SECRETARY
a.
Responsible for the preparation of all minutes and written
correspondence. A copy of all signed minutes
and approved financial statements will be forwarded to the Heidelberg Private
Organization Coordinator within 30 days of each meeting.
b. Ensures each
council member receives a copy of the minutes.
c. Initial
point of contact for all incoming mail and correspondence. Picks up mail from the Army Post Office and
the German Post Office (Bundespost).
Opens all mail not specifically addressed to a council member and
distributes to the appropriate council member.
d. Primary point of
contact with the USAG Heidelberg community.
(1)
Prepares the biennial request for
renewal of eligibility to operate in the
(2)
Responsible to submit to the Heidelberg Private Organization
Coordinator:
(i)
Annually,
proof of bonding insurance for club members with access to cash or merchandise
with a value of $1,000.
(ii)
Annually,
proof of Liability Insurance.
(iii)
At
least 60 days in advance of a fundraising event, submits written request for
approval.
(iv)
45
days after fundraising event, submits after-action-reports.
(v) Submits any change to the name, address, or
telephone number of club officers.
e. Responsible
for collecting, accounting for, storing, displaying and disposition of all
group awards received by the club.
f. Ensure
sufficient awards are on hand at the monthly general membership meetings for
issue as milestones and door prizes.
g. Recommend
qualifications include reasonable writing skills, ability to take good notes
and to summarize them correctly, and to use word processing software and
e-mail.
4. TREASURER
a. The club’s
financial expert and is responsible for all aspects of the financial
system. Collects, safeguards, maintains,
accounts for, and disburses all revenue generated by or paid to the club.
b. Ensures that
all funds generated by the boutique are turned in at the end of each monthly
general membership meeting.
c. In
coordination with Activities Director, ensures that all financial matters
relating to club sponsored trips are complete and accurate.
d. Responsible
for payment of all debts incurred by the club in a timely manner.
e. Maintains
the club’s checking and savings accounts.
f. Prepares
financial statements:
(1)
Monthly: prepares and makes available to each council
member at the Executive Council meeting for approval.
(a) Once approved, the statement will be made
available to the general membership at the general membership meeting.
(b) A monthly ledger will be provided for the dollar
and Euro account.
(c) The treasurer will also prepare, in
coordination with the responsible officer (vice president, activities chair,
boutique manager, membership chair, etc., as appropriate) a "departmental
profit and loss statement" after the completion of each activity or
quarterly, whichever is least frequent.
(2)
Quarterly: Prepares a quarterly
financial report and submits it to the Heidelberg Private Organization Office
within 30 days after the end of the reporting period.
(3) Annually:
Prepares an annual statement, to coincide with the end of the fiscal
year. It will be prepared and presented to the council and subsequently to the
general membership.
g. Ensures an annual audit is performed by a qualified and
disinterest party, approved beforehand by the President and is listed on the
approved list by USAG Heidelberg.
Ensures an audit is conducted if the treasurer is changed during the
year.
(1)
Prepares, for the President’s
signature, any correspondence required to explain and/or transmit the audit to
the USAG Heidelberg Private Organization Office.
(2) Submits a copy of the annual audit to
Heidelberg Private Organization Office within 30 days of receipt of the
audit. It must include all corrective
action responses.
j. Assists
the Secretary in the preparation of the biennial request for renewal of
eligibility to operate in the
k. Ensures that the bonding insurance for members with access to cash with a
value of over $1000 and the club’s liability insurance are current.
5. PUBLIC RELATIONS
DIRECTOR
a. Responsible
for all aspects of public relations for the club.
b. Ensures the
timely and clear advertisement of monthly general membership meetings, the HIWC
volksmarch and any other activities provided by the club.
c. In close
coordination with the Vice President, the Public Relations Director is
responsible for the design, content, organization, advertising, printing, and
distribution of the club brochure for the annual volksmarch.
d. Responsible
for the design, preparation, and distribution of all advertisements required
for club meetings, volksmarchers, and special events.
e. Responsible
for recruiting, developing, and maintaining an updated list of Points Of
Contact (POCs) for all major units/activities/communities within the HIWC
membership area.
(1) Will
encourage POCs to maintain an information center in their area of
responsibility.
(2) The POC
information center should contain such items as POC name, address, and phone
number, copies of HIWC newsletter; information on club meetings, trips, and
activities; DVV march brochures; and any other information of interest to
potential and current members.
f. Recommended
qualifications include computer skills to maintain and/or improve the HIWC web
site, if it is active.
6. ACTIVITIES
DIRECTOR
a. Responsible
for all activities and events not specifically assigned to another council
member. Such activities include general
membership meetings, holiday party and the club bus trip program.
b. Responsible
for reserving monthly Executive Council and general membership meeting
locations.
c. Chairs the
bus trip selection committee. Ensures
that a tentative schedule of bus trips for twelve (12) months starting in April
of the current year to March of the following year is prepared by the February
meeting each year for approval.
Finalized trip schedule will be available to the general membership at
the March meeting.
d. Specifically
charged with the following aspects of the bus trip program:
(1) Publish
schedules.
(2)
Arranges bus transportation and hotel accommodations.
(3)
Develops trip costs and itineraries in coordination with the trip captain.
(4)
Coordinates with the Registration Director for pre-registering the volksmarch
trip.
(5) Timely
publication of trip itineraries in the newsletter.
(6) Recruitment
and training of trip captains.
e. In
coordination with the Treasurer, ensures that all money collected by trip
captains is turned in at the end of each membership meeting.
f. Ensures that
all records concerning trip participation are turned over to the Treasurer
(with copy to the President) within thirty (30) days following trip
completion. Ensures that no trip captain
takes the original set of trip records on the trip.
7. MEMBERSHIP
DIRECTOR
a. Responsible
for all aspects of membership including acquisition, preparation, validation,
issuance and accounting for membership cards.
b. Establishes
and maintains a membership roster indicating, as a minimum, the active and
honorary members’ names, addresses, telephone numbers, names of family members
who are associate members, and membership card numbers. Copies of initial roster and periodic updates
will be provided to key council members (President, Vice President, Treasurer,
Activities Director, and Registration Director).
c. Provides a
monthly membership summary to the general membership, which will include the
current total membership.
d. In
coordination with the Activities Director and the Treasurer, the Membership
Director is responsible for planning and conducting the annual membership
meeting in March, to include reserving the meeting place. Will also determine the sign-up method for
new members.
e. Ensures that
all money collected for memberships is expeditiously turned over to the
Treasurer.
f. Assists in the preparation of the
labels by providing an up-to-date membership list to the newsletter person in a
timely fashion.
g. Recommended
qualifications include computer skills to maintain the membership database and
to produce reports and mailing labels.
8. REGISTRATION
DIRECTOR
a. Responsible
for ensuring that the club is pre-registered for selected events sanctioned by
the IVV/DVV within 100KM of
b. Will also
register the club for other selected marches and events based on interest shown
by club members or marches and events that are known to attract club members.
c. Will publish
in each newsletter, a complete list of events (to include dates/locations) for
which the club is pre-registered during the following month.
d. Will track
the receipt of group prizes from registered volksmarchers.
e. Responsible
for the preparation and mailing of all pre-registration forms and letters, to
include those for bus trips.
f. Responsible
for the disposition of late registration awards sent to the club for its
members.
(1) If the
award is addressed to a specific club member, the individual will be notified
concerning pick-up of the award.
(2) If the
award is received in a group lot, a notice will be published in the newsletter.
(3) The
award will not be mailed to the individual at club expense.
(4) Will
ensure that all awards not picked up are at the general membership meetings for
the next three months following publication in the newsletter. After three months, the award will be
disposed of as directed by the Executive Council.
9. BOUTIQUE MANAGER
a. Responsible
for all aspects of boutique management and operation.
b. Orders,
stores, and accounts for special interest items, which will be sold at all
designated club functions.
c. Will
maintain sufficient stock and variety to satisfy the requirements of club
members.
d. Will
coordinate the selection of resale items with the approval of the council.
e. Will
maintain records of receipt and sale of all items for auditing purposes.
f. Will ensure
all funds are expeditiously turned in to the Treasurer after each function.
10. HOST NATION LIASION/ TRANSLATOR
a. Responsible
for translations of all oral and written communications for the HIWC.
b. Reviews all
written German communications and provides the English translation to the
appropriate council member.
c. Accompanies
the President and/or Vice President to all meetings where translation is
required.
d. Provides
German/English translation of information presented at the monthly general
membership meeting when required.
11. NEWSLETTER EDITOR
a. Responsible
for the preparation and printing of the club’s newsletter. The newsletter will contain comments of
appropriate council members, news of future volksmarches, milestone awards to
members, volksmarch policies from the IVV/DVV and the council, information from
the American Volkssport Association (AVA), and other items of general interest.
b. Delivers the
newsletter to the Membership Director.
c. To be
effective in this position, persons volunteering to be the Newsletter Editor
should have the following qualifications: (a) Reasonable writing skills,
computer skills, and journalistic skills to create and publish a quality
monthly newsletter. (b) An excellent
grasp of the English language to include proper grammar usage and punctuation.
SECTION
C. OTHER OFFICIALS
Other ex-official council members may be appointed by the
Executive Council.
SECTION
D. AD-HOC COMMITTEES
1. The President
and/or the Executive Council will appoint ad-hoc committees as
appropriate. The HIWC has no standing
committees.
2. Ad-hoc committees
are appointed to perform a specific task(s) within designated timelines
provided by the President. Committees
are dissolved upon completion of the task(s).
Examples of probable ad-hoc committees are constitution and by law committee, trip selection committee, medal design committee
and nominating committee.
ARTICLE
IV. FINANCIAL ACTIVITIES
SECTION A. INCOME
1. Dues: Active members pay $12.00 in annual dues for
a 12-month period. If DEROS occurs
before the 12-month membership period expires, members may request a refund
which will be pro-rated at $1.00 per month and may be obtained upon request
prior to departure.
2. Proceeds from club
operations will support the treasury and supplement dues income.
3. Donations accepted
by the club will be placed in the general treasury. Any donations earmarked for special projects
must be used for those projects.
SECTION
B. EXPENDITURES
1. Expenditures will
be limited to those required to support the activities listed in the constitution.
2. Any single
transaction in excess of two hundred fifty ($250) dollars or the EURO
equivalent, will be brought to the attention of the Executive council by the
Treasurer on a monthly basis.
3. Documented
reimbursable expenses and allowances to individuals will be granted by the
Executive council. The President must
approve any expense over $100 or the EURO equivalent.
4. Petty cash will only be used for approved
refunds and small operating expenses under $100.00 or the EURO equivalent. Only the President and Vice President are
authorized to approve the dispensing of petty cash funds to authorized
payees. Any expenditures or
reimbursements of $100.00 (or the EURO equivalent) must be paid by check, not
petty cash funds. Exceptions may be made
with the approval of both the President
and Treasurer regarding these expenditures incurred at the annual
Volksmarch which must be paid immediately.
SECTION C.
ACCOUNTING
1. A single entry
journal-ledger accounting system will be used.
Accounting records shall be maintained in accordance with the USAREUR
Private Organizations and Fundraising Policy (formerly USAREUR Regulation
210-1).
2. Only the
President, with a majority vote of the executive council, is authorized to
obligate funds. However, the treasurer
will execute financial transactions on behalf of the HIWC. Financial records will be maintained in
accordance with the USAREUR Command Memorandum On Private Organizations and
Fund Raising.
SECTION
D. BONDING
1. The
Treasurer, the President and the Boutique Manager will be bonded, at club
expense, for an amount to cover the average annual club assets. Any member of the organization with access to
cash on hand, in the bank or merchandise with a value of over $1,000 will be
bonded for an amount sufficient to provide full protection of assets.
SECTION
E. LIABILITY INSURANCE
1. Liability
insurance to cover HIWC annual volksmarchers will be maintained by the club
from a commercial firm in the amount as set by the DVV regulations.
SECTION
F. AUDIT
1. The President will initiate annually, or upon
change of Treasurer, a financial audit by a qualified auditor not serving on
the Executive council. The Audit will be
conducted in accordance with USAREUR Private Organizations and Fundraising
Policy.
2. Audit reports and financial records
will be retained for at least 4 years after audit completion. The auditor will furnish the President a
written report on audit results. A copy
of the audit will be provided to the approving authority. A corrective action reply by the President
will be forwarded to the approving authority within 30 days. Extensions may be granted if required.
ARTICLE
V. DISCIPLINARY ACTIONS
1. The Executive
Council can take any of the following actions against a member who violates the
Constitution or bylaws of the HIWC, or who refuses to follow instructions
issued by the Executive Council. The
member will be first afforded the opportunity to respond within a certain time
limit (e.g. 30 days). Actions available
to the Executive Council are:
a. Written
reprimand.
b. Temporary
suspension from participating in programs sponsored by HIWC.
c. Permanent
expulsion.
d. Actions a.
and b. may be taken pending execution of c.
2. The statement of
disciplinary action imposed will be forwarded to the member concerned by
certified mail.
3. An Executive
Council officer may be removed from office during his/her term, for cause, when
delinquency or negligence in performing the duties of office has been
determined. The Executive Council will
furnish written details of negligence to the officer, to include a responsible
date by which the officer must respond (such as 15 days). Failure to respond by the due date will
indicate concurrence with the Executive Council’s decision. An officer recommended for removal from
office by the Executive council, after actions required above have been
accomplished, will be removed from office officially by a 2/3 vote of members
present at the next general membership meeting.
ARTICLE
VI. CLUB SPONSORED VOLKSMARCH TRIPS
1. The HIWC offers its members a number of trips each
calendar year to special interest volksmarches outside the
2. A Trips committee, chaired by the Activities Chairperson
will select trips. Members may recommend
trips. The Executive Council will
approve all trips.
3. Each trip
participant will pay his own transportation costs on a pro-rata basis. Participants will also pay their share of
other costs such as hotel charges, entry fees, and volksmarch fees.
4. Each trip should
be self-sufficient, and transportation and other costs will be determined on
that basis. The Executive council will
establish more specific guidelines concerning computation of transportation
costs. Whether or not a trip will go,
and the costs of each trip will be a joint decision of the President,
Activities Chairperson, Treasurer and the Trip Captain. A minimum number of participants are required
to break even, not lose money, on a trip before it is taken. The ‘break-even’ number and the final ‘go or
no-go’ date will be determined by the President, Activities Director and Trip
Captain.
5. Guests (to include
spouses of members) may participate in a trip provided space is available, but
must pay the cost of membership dues above the standard trip fee. Club members will have priority for trip
sign-ups only during initial sign-up night, upon payment of 25% deposit.
6. A deposit of 25%
of the total individual trip costs is required to hold a seat on a trip. Those who have paid deposits will be placed
on the trip roster ahead of those who have not.
7. On the designated
final payment date, priority for seats will go to those who are fully paid
ahead of those with a deposit only.
8. The Trip Captain
or the Activities Director must receive cancellations not later that the “last
date to cancel” indicated on the trip itinerary for participants to receive
full refund. Later cancellations may
forfeit all or part of the payment, depending on the circumstances and/or
financial obligations already incurred by the Club. Exceptions to this provision will be
determined by the Executive Council and will not be made without due cause.
9. The Council must
receive petitions for refunds of late cancellations within 30 days of scheduled
trip departure. Council will review the
request, and provide a written response within 30 days after the council
meeting. If a refund is due, as approved
by the Council, it will be included with a written response.
10. HIWC will pay
full transportation costs, march registration fees and lodging fees for the
Trip Captain, and for the assistant Trip Captain if there is more than one bus.
11. The Trip Captain
will be in full charge of the trip, and all participants must abide by his/her
instructions. The Trip Captain will
participate in the decision concerning whether the trip will go.
12. The Trip Captain
must notify the Treasurer of foreign currency requirements at least five (5)
working days before trip departure. The
Trip Captain may not acquire foreign currency necessary for his trip from other
sources without proper approval of the Treasurer.
ARTICLE
VII. MILESTONES
1. HIWC will award
one of the trophies received as group awards (subject to availability of
trophies) to each member who achieves the milestone of 1,000 KM and subsequent
milestones in increments of 1,000 KM. To
receive one of the trophies, the individual must have been a member of the HIWC
for at least six (6) months and received his milestone in Germany while a club
member. Only an official passbook from
an IVV member nation with a DVV milestone stamp will be considered as evidence
to substantiate the achieved milestone.
For those who will PCS before the next membership meeting and have not
yet received their DVV milestone, the march book (IVV record book) may be used
to verify eligibility.
2. To receive a club
milestone, the member will present the passbook and valid membership card to
the Secretary at a regular meeting or other event where milestones are given
out. The Secretary will validate
eligibility for the milestone, and will maintain a record of each milestone
presented to prevent duplication.
Associate members (children under the age of 18) are eligible for
milestone awards as well. They will
present their own DVV-validated passbook and the active member’s club
membership card as proof of eligibility.
Associate members under 12 years will be eligible for a milestone award
at 500 KM, 1,000 KM and thereafter every 1,000 KM.
3. The club President
will present the appropriate award earned in the following manner:
a. First
priority for selection of awards will be for those associate members under 12
years of age who have achieved 500 KM, based on a drawing to determine
sequence.
b. Second priority for selection of awards
will be for those with 1,000 KM milestones, based on a drawing to determine
sequence.
c. Third
priority will be for those members achieving awards of 10,000 KM or greater,
based on a drawing to determine sequence.
d. Fourth
priority will be for all those members between 1,000 KM and 10,000 KM, based on
a drawing to determine sequence.
ARTICLE
VIII. OTHER POLICIES
1. In addition to
their free trip, Trip Captains may keep any group prize awarded the club for
that trip.
2. Executive Council
officers who satisfactorily complete their term of office will receive their
choice of any trophy awarded to the Club.
A dinner at Club expense will be provided to outgoing council members
and one adult guest.
3. Executive Council
officers receive one-half (1/2) off the transportation cost for any HIWC trip
they take (their family members will pay the regular trip costs).
4. All Executive
Council members must be actively paid members and pay the established annual
membership fee.
5. Any voucher/certificate for credit issued by
the HIWC will contain an expiration date.
ARTICLE IX. ANNUAL
VOLKSMARCH
1. The HIWC will
sponsor a volksmarch annually as determined by the IVV/DVV.
2. Volunteers, at
least 12 years old, who work at the volksmarch, will accumulate hours towards
HIWC recognition. These hours are
non-transferable. Recognition will be
determined by the Executive Council.
3. Twenty (20)
volunteer hours will be the minimum for recognition by the HIWC.
4. Recognition may
take the form of a club sponsored volksmarch trip.
5. To be eligible for
recognition, a volunteer must be a member of HIWC or another Volksmarch Club.
6. The Volunteer
Coordinator for the volksmarch will accurately maintain volunteer hours and
provide them to the President by the close of business of the volksmarch.
7. Each committee
chair for the annual volksmarch receives 100 hours volunteer credit. If two or more people share a chairmanship,
the 100 hours will be divided equally among them.
ARTICLE
X. AMENDMENT PROCEDURES
1. Bylaws may be
amended at a regular general membership meeting by a two-thirds (2/3) majority
of vote of those active members present.
Amendments must be submitted in writing to the Executive Council at
least 90 days prior to the general membership meeting at which time they will
be presented for vote.
2. If any amendment
to IVV/DVV rules makes a corresponding amendment to these bylaws necessary,
these bylaws shall be amended automatically by the Executive Council to
coincide with IVV/DVV change.
ARTICLE
XI. MEMBER LIABILITIES
1. All
members, in accordance with host nation laws, may be personally liable to
creditors, if the assets of the organization are insufficient to discharge all
liabilities.
ARTICLE
XII. APPROVAL
APPROVED
BY MAJORITY VOTE 14 July 2008
Rob Floyd Tina Kracke
PRESIDENT
SECRETARY