Adult: Person at least 18 years of age.
Attendee: A Club event participant, whether Club member or guest.
BOD: Board of Directors
Club: Mid-Atlantic Jeepers
Event: A Club sponsored activity.
Guest: An event attendee formally invited by a Club member prior to the start of the event. These may include:
Jeep 4-Wheel Drive Vehicle: A 4-wheel drive vehicle originally built by Bantam, Willys, Willys-Overland, Kaiser, American Motors Corporation, Chrysler, or Daimler-Chrysler and sold as a "Jeep" vehicle either to the public or the military. Also includes the Ford GPW (government contract, 80-inch wheelbase Reconnaissance Car, Willys.)
MAJ: Mid-Atlantic Jeepers
Member/Membership: An individual or family paying dues to the Club to maintain Club member status. A member has a Club membership. Membership is also defined as the collective members for the purpose of voting or other Club activities.
Motion: An action presented by any Club Member for vote by the membership.
Officer: An elected Club official in the rank of President, Vice President, Secretary, or Treasurer.
Quorum: Number of active members that must be present in order to vote on a motion. Currently at 9.
Trail Guide: Member that leads a trail run. The Trail Master will designate this person. The Trail Guide must have first hand knowledge of the trail on which he/she is to perform guide duties.
Trail Master: The officer or member leading a Club event. Usually this person will physically lead an event and has a high level of experience in order to provide guidance to the rest of the attendees. The Trail Master will announce upcoming trail rides to the member message board and may include a registration cutoff date for any trail ride.
This Not for Profit Corporation shall be known as the Mid-Atlantic Jeepers, Inc. Mid-Atlantic Jeepers, Inc. maintains a mailing address in Glen Allen, VA.
To coordinate and support off-road events, and foster fellowship among Mid-Atlantic area Jeep owners. To promote responsible use of public lands, and help protect our rights to enjoy our hobby. To bring together people who enjoy the common hobbies of trail riding, traveling, camping, and working on their Jeeps.
The Board of Directors may limit the number of memberships to an exact number at any time. The Board of Directors may review individual memberships at their discretion. The Board of Directors may make a recommendation concerning actions to be taken regarding individual memberships to the members and the members will vote on whether or not to follow the recommendation.
The Board of Directors shall approve by vote all new memberships. Memberships shall only be valid if submitted via established Club application processes. Applications must be submitted with a non-refundable application fee of ten (10) dollars.
Membership dues are not paid until the membership is approved by the BOD.
Applicants for Active Membership must attend two monthly Club meetings and at least one one-day Club sponsored, or BOD approved, event.
Applicants for Supporting Membership must attend one one-day Club sponsored, or BOD approved, event.
Applicants for Distant Membership must attend one one-day Club sponsored, or BOD approved, event.
Renewal memberships do not require Board of Directors approval.
Members who adopt and sign the By-laws of the Mid-Atlantic Jeepers on or before 1 May 2000, shall be known as Charter Members of the Organization.
Active Membership -
Active Members are required to attend monthly Club meetings. Any Active Member who fails to attend three consecutive monthly Club meetings will be transferred to a Supporting Membership. No fees will be refunded. The BOD, upon review of any extenuating circumstances, may waive this policy.
Individual Active Memberships will have one vote per membership. Family Active Memberships will have two votes per membership. All Active Members may run for office and participate in Club events. Active Memberships will receive access to the Club private message board and a Club sticker. Both Individual and Family Active Memberships will receive a single V4WDA/UFWDA membership.
Supporting Membership -
Supporting Members are not required to attend monthly Club meetings. Supporting Members are required to attend Club events. Any Supporting Member failing to attend three consecutive events will be transferred to a Distant Membership. No fees will be refunded. The BOD, upon review of any extenuating circumstances, may waive this policy. Supporting Members have no voting privilege. Supporting Members will receive access to the Club private message board and a Club sticker. Supporting Memberships will receive a single V4WDA/UFWDA membership.
Distant Membership -
Distant Members have no requirement to attend either monthly Club meetings or Club events. Distant Members have no voting privilege. Distant Members will receive access to the Club private message board and a Club sticker. Distant Members do NOT receive V4WDA/UFWDA memberships.
Honorary Membership -
Honorary memberships will be given as a special recognition for someone going above and beyond normal circumstances for MAJ or one of its members. Honorary members have no requirement to attend either monthly Club meetings or Club events. Honorary Members have no voting privilege. Existing Honorary Memberships are reviewed and automatically renewed on an annual basis by the BOD unless extenuating circumstances suggest that the Honorary Membership status should be revoked. Any member may recommend someone for Honorary Membership to the BOD through a written proposal. This proposal will be presented to the members for a vote of approval. Honorary Members will receive access to the Club private message board and a Club sticker.
Active membership dues- Individual Active dues are $35. Family Active dues are $40 for a period of 1 year.
Supporting membership dues- Supporting membership dues are $30 for a period of 1 year.
Distant membership dues- Distant membership dues are $20 for a period of 1 year.
Dues are to be paid annually on the 1st of January.
Members who fail to pay their dues prior to the scheduled March meeting date will be removed from the Club roster and no longer considered a member of Mid-Atlantic Jeepers. Removed members may reapply for new Membership, subject to approval of the Board of Directors, by paying a $10 reinstatement fee, along with membership dues.
No portion of annual dues will be refunded to any member whose membership is terminated either by choice or by Board of Directors decision, except upon approval of the Board of Directors in consideration of extenuating circumstances.
Meetings of the membership of the Mid-Atlantic Jeepers shall be held once a month at such times and places as may be designated by the Board of Directors.
Nine (9) Active Members at a regularly scheduled meeting shall constitute a quorum. In the event that a quorum is not met, the business will roll over to the next regularly scheduled meeting.
All members will abide by the Mid-Atlantic Jeepers "Sponsored Events and Trip Rules."
Only 4-wheel drive Jeep vehicles as defined above may be driven on Mid-Atlantic Jeepers trail rides.
Each member may sponsor Guests, as defined above, to a Mid-Atlantic Jeepers event.
Members must inform the Trail Master, in advance of the ride, of guests that will be driving along with the Club. Members who choose to sponsor a guest are solely responsible for that guest. Should the Trail Master or Officer in attendance determine that any guest is posing a risk to safety, or simply to the enjoyment of the event itself, that guest may be asked to leave via host member escort. All guests will be required to sign a waiver of liability and indemnity agreement. All guests will agree to abide by the Mid-Atlantic Jeepers By-Laws and the Mid-Atlantic Jeepers "Sponsored Event and Trip Rules." Guests may operate a 4-wheel drive Jeep vehicle at one Club sponsored trail ride per year. In order to operate a 4-wheel drive Jeep vehicle at another Club sponsored trail ride within 12 months of the previous event in which they drove, they must apply for membership as stated above.
Administration of Officers:
There will be no paid positions within the Mid-Atlantic Jeepers. All Officers and Board Members are volunteers.
The officers of the Mid-Atlantic Jeepers shall consist of a President, Vice President, Secretary and Treasurer, and shall be known as the Executive Committee. It shall be their duty to draw up an agenda for all Board and membership meetings. It shall be their further duty to assume the functions of the Board of Directors in cases of emergency.
The Board of Directors (BOD) shall consist of the members of the Executive Committee, and three Directors elected by the membership. Each Director shall be assigned one or more committees as needed and it shall be his/her duty to represent such committees on the Board. Further duties of the Directors shall be to conduct the day-to-day business, to take such actions as might best fulfill the aims of this organization, and to audit the books of the previous administration.
The BOD will also elect a volunteer into the position of Land Use Officer for the duration of their terms.
An Officer or Director may serve in the capacity of Officer or Director for more than two successive terms, but may not serve in the same position for more than two consecutive terms. Serving as an Officer or Director for part of a term due to vacancy shall not constitute a term.
No officer shall be added to the Club except by the vote of the majority of the entire attending membership of the Club.
The four elected officers will comprise the Grievance Committee. Their responsibility is to determine the validity of any grievance voiced by any member. This committee will decide on the proper course of action for resolving any grievance. Majority will rule in Grievance Committee votes. In the event of a tie, the full BOD will vote. Decisions of the Grievance Committee will be final.
Duties and Powers of Officers:
The PRESIDENT shall preside over all membership and board meetings and shall be present at all events when possible. He/She shall be the executive officer and shall have the duty to carry out the policies and decisions of the BOD. He/She shall be without right to vote on the BOD except in case of a tie.
The VICE PRESIDENT shall, in the absence of the President, serve in that capacity. He/She will also serve as the Parliamentarian and perform such duties as may be assigned by the BOD.
The SECRETARY shall keep and preserve all records and minutes of the meetings of the regular membership and the ledger roll call and determine the number of voting members present so it may be known if a quorum is in attendance. He/She shall receive and answer all general correspondence pertaining to the organization.
The TREASURER shall keep accurate and complete records of the funds and accounts of this organization. He/She shall keep a file system of membership. He/She shall collect all dues and maintain a record thereof. He/She shall make only such disbursement from the funds of the organization as are directed by the BOD.
The LAND USE OFFICER shall be responsible for informing the Club of issues that affect the membership's recreational use of public lands. He/She will stay in close contact with the Land Use personnel of the UFWDA and V4WDA. The Land Use Officer is elected by the BOD, not the general membership.
Expenditures and Finance:
All monies received from all sources shall immediately be turned over to the Treasurer to be deposited in the checking account of the Mid-Atlantic Jeepers.
No withdrawal from funds shall be made without the approval of the BOD. Single expenditures in excess of fifty dollars ($50) must have an approval of the majority of a voting quorum of the membership. All expenditures shall be made by check, and the item for which each check is drawn shall be designated on the face of the check along with an itemized receipt.
Committees shall be designated by the BOD. Each committee shall be assigned by the President to a Director who shall be responsible for its activities and who, with the approval of the BOD, will appoint a committee chairperson.
Election of Officers:
The members shall meet and nominate Officers and Directors for each fiscal year at the regular October meeting. Elections will take place at the November meeting. The newly elected Officers shall take office on January 1st. Voting shall be in person and not by proxy or mail.
A nominating committee consisting of a chairperson and two members in good standing shall be appointed by the BOD to nominate one or more candidates for President, Vice President, Secretary, Treasurer and three Directors. The candidates for offices must be members in good standing. Nominations shall be announced to each member in good standing at least two weeks prior to the general election. At all elections, nominations for each office of this organization may be made from the floor.
Balloting for each office will be held by secret ballot. All ballots for offices must be counted and checked by three members other than the nominees.
A majority of votes cast is necessary for election to an office or position on the BOD.
In the event of a vacancy in the office of Vice President, Secretary, Treasurer, an election shall be called to the membership to elect a successor. In the event of a vacancy of the Land Use Officer, the BOD shall elect a successor. In the event of a vacancy on the BOD, the remaining BOD shall elect a successor.
Any officer or director of the Mid-Atlantic Jeepers may be recalled by a two-thirds majority vote at a regular membership meeting, a quorum being present and voting.
These by-laws may be amended by a two-thirds majority vote at a regular membership meeting, a quorum being present and voting. Any amendment to the By-laws must be presented to the membership at the regular membership meeting preceding that meeting in which the vote is taken.
P.O. Box 2157
Glen Allen, VA 23058