Heritage Ranch Road Runners Travel Club

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RELEASE FORM
If you are traveling on any Travel Club sponsored trip, you must sign a release form and return to  Carolyn Dill,  418 Branding Iron Way. You need complete only one form, no matter how many trips you take with us.
Document
HERITAGE RANCH ROAD RUNNERS TRAVEL BYLAWS
The name of the association is the Heritage Ranch Road Runners Travel Club, also known as HR-RRTC.
The purpose of the Heritage Ranch Road Runners Travel Club is to inform, educate, and create interest in travel by Heritage Ranch homeowners and to organize trips to destinations as requested by members of the Club.
Primary (voting) membership shall be open to any Heritage Ranch resident.Memberships shall be for the calendar year, with all memberships expiring on December 31 of the year.
Auxiliary Membership shall be available to family or friends of primary members who are interested in traveling with the HR-RRTC. At least one Officer must approve each auxiliary membership. An Auxiliary Member shall have no voting rights. At the end of each calendar year, the names of auxiliary members shall be removed from the membership roster. They may rejoin the HR-RRTC by remitting the appropriate dues.
Annual membership dues shall be $5.00 per person for both Primary and Auxiliary Members, unless otherwise determined by the HR-RRTC membership at the first annual meeting. Dues for the calendar year are payable on January 1 of each year. If, at the beginning of the calendar year, the balance in the Travel Club account is greater than $1,000, the dues for existing members may be waived for that year.Only Primary Members with dues paid in good standing are eligible to vote or to be considered for office.
Members of the Board shall be the elected President, Vice President, Secretary, and Treasurer and the Immediate Past President, who will exercise all powers of management of the HR-RRTC. Each Officer shall serve without compensation.Time, place and frequency of meetings of the Board shall be determined by the Board.
The election of Officers shall take place during the last planned meeting of the calendar year. Elected Officers shall take office effective at the first planned meeting of the new calendar year following the election, and continue through the last planned meeting of the same year.Officers shall be elected for a one-year term (HOA recommendation) by a simple majority vote of those members present at the last meeting of the year who are eligible to vote, beginning in the calendar year 2010. Officers may serve a maximum of two consecutive terms. A candidate may serve a third term if the candidate is unopposed and willing to accept the office.
The Officers shall attend and participate in Board meetings and regularly scheduled membership meetings of the Club.PresidentThe President shall preside at all meetings of the HR-RRTC, shall call all special meetings and direct all activities of the HR-RRTC. The President shall be responsible for meeting agendas and shall arrange for presentation of travel-related topics at membership meetings. The President shall also work in concert with the Heritage Ranch Activities Committee, to insure cooperative understanding of all HR-RRTC events at Heritage Ranch. The President shall, with Board approval, appoint committee chairpersons and serve ex officio on all committees. The President shall represent the HH-RRTC on any advisory committees. 　　Vice PresidentThe Vice President shall act on behalf of the President during any absence and perform the duties of the President. The Vice President shall serve the unexpired term of the President should the President leave office. The Vice President shall represent the HR-RRTC on any advisory committees. The Vice President shall be responsible for chairing the Nominating Committee.SecretaryThe Secretary shall record and maintain the minutes of each meeting and make them available to the membership. The Secretary shall write all letters, invitations and thank you notes as deemed appropriate. The Secretary shall have the responsibility to maintain a roster of active members and their standing. The secretary may delegate computer maintenance of the membership roster to a designated member of HR-RRTC. The Treasurer shall receive all moneys of the HR-RRTC and deposit such sums in a non interest bearing account of a recognized bank. The Treasurer shall sign all authorized warrants and checks drawn on funds of the HR-RRTC. All financial obligations shall be approved and authorized by the Board before payment. The Treasurer may make expenditures of $50.00 or less without Board Approval. All checks over $50.00 will be signed by both President and Treasurer. The Treasurer shall keep an itemized account of all financial transactions and render a report of receipts and disbursements at each meeting. The Treasurer shall insure that new Members have been properly billed.Past PresidentThe Immediate Past President shall perform duties as directed by the President and shall be a voting member of the Board.
Any Officer may be removed from the Board for excessive absences from scheduled meetings of the Board, which have been duly noticed in accordance with notifications of scheduled meetings. Any Officer may also be removed for conflict of interest on conduct detrimental to the HR-RRTC.A vacancy in any position shall be filled by the HR-RRTC Board. The appointment shall last for the balance of the vacant term.
The Board shall authorize and define the powers and duties of Committee. Each Committee shall consist of a chairperson. Committee members must be residents of Heritage Ranch and will serve for no less than one year and for no more than two years. The Committee chairperson may delegate duties of the committee as appropriate, but will be responsible for reporting to the Board on the Committee’s activities.These Committees may consist of:ADVISORY COMMITTEE which shall assist the Board in planning travel events and obtaining speakers and programs for membership meetings.EVENTS COMMITTEE which shall assist the Board in planning and achieving a particular event.NOMINATING COMMITTEE which shall be chaired by the Vice President and consist of at least three Members. The Nominating Committee shall assemble a list of nominees who have expressed an interest to serve as an Officer on the HR-RRTC Board. The Nominating Committee shall mail/email the proposed slate of Officers to the Members thirty (30) days prior to the Annual Meeting and create ballots for voting ten (10) days prior to the Annual Meeting. DESIGNATED MEMBERS A Designated Member may be responsible for travel planning, including surveying member interest in trips and recommending specific trips to the BoardA Designated Member may be responsible for publications, newsletters, and notifications to the HR-RRTC membership and to new residents of Heritage Ranch.A Designated Member may be responsible for coordinating all business issues between the HR-RRTC and a designated travel agency or tour company for particular trips. This Member may, with approval of the Board, appoint a Trip Coordinator to coordinate details of a specific trip with the agency and Members signed up for the trip.　ARTICLE XMEETINGSMembership meetings shall be held on the day after the first Wednesday of the month in the Heritage Ranch Country Club, at a time designated by the Board. If the day after the first Wednesday is a holiday, the meeting shall be held the second Thursday. Voting on specific issues will be by simple majority of those voting members present at the meeting.Board meetings will normally be held on the first Wednesday of the month. Other meetings may be held as needed. A quorum for the Board shall be three of the four Members present.
The acceptance of membership in the HR-RRTC shall bind each Member to uphold the provisions of the Bylaws of the club, and to accept and enforce all rules and decisions of the Board, acting within the Board’s jurisdiction.Any Member may be subject to suspension or expulsion for conduct detrimental to group travel by the HR-RRTC. Any charges must be presented in writing. Any Primary Member failing in his/her obligations as set forth herein may be suspended or expelled by majority vote of the Board. Any Auxiliary Member may be suspended or expelled by a majority vote of the Board. Any Member subject to a vote of suspension or expulsion must be given due notice of the charges against him/her and an opportunity to be heard in defense. Members may not be suspended or expelled if they have non-refundable funds paid on an upcoming trip.Any Member suspended or expelled by a vote of the Board may appeal the Board’s decision to the voting Members of the full organization at any annual meeting.Any Member expelled for cause shall lose the dues paid for that calendar year.
Only members in good standing may travel on HR-RRTC sponsored trips.All bonuses, rebates, discounts, or other benefits of group travel for a specific trip shall be prorated in a fair manner and available to all Members traveling on that trip who have booked through the designated travel agency/tour company. Any other bonuses, rebates, or other benefits of aggregate HR-RRTC business with a travel agent or travel company must be used for the benefit of those traveling on the specific HR-RRTC trip, and who have booked through the designated travel agency/tour company.The Board may appoint a designated travel agency for a specific trip and/or use a designated travel agency for multiple trips as long as the membership is satisfied with the agency’s service and performance.A designated travel agency shall provide a trip itinerary, establish a pricing structure, options, payment schedule, and other terms and conditions in writing for each trip. All terms and conditions shall be approved and signed by the President and Vice President as mutually agreed to by all parties.Members shall adhere to all terms and conditions, including payment schedule, to participate in trips sponsored by the HR-RRTC.If the HR-RRTC arranges ground transportation for a specific trip, the normal HOA procedures for signing up in advance, making deposits, setting and adhering to cancellation deadlines and granting refunds will be followed.Air and ground perks and prizes provided by designated travel agencies/tour companies are not available to members who do not book through the designated travel agency/tour company.Additional fees may be charged for HR-RRTC events or other activities as deemed appropriate by the Committees with Board approval.
Travel vendors who are sponsored or promoted by the HR-RRTC shall present proof of General Business Liability with a minimum coverage of $1,000,000. The HR-RRTC will also require a copy of the vendor’s Errors and Omissions policy.As proof of insurance, a Certificate of Insurance will be required from the vendor’s insurance carrier.Members of the HR-RRTC are required to complete and sign a "Member Profile and Release of Liability Form" that will release the HR-RRTC from liability related to travel. The form will be provided by the Travel Club and must be signed and returned to the Travel Club before the Member can travel on a HR-RRTC sponsored trip. Completed forms will be kept on file by the Travel Club President.Prior to any HR-RRTC sponsored trip, the club Officers or Trip Coordinator will verify that a valid "Member Profile and Release of Liability Form" is on file for all club members scheduled on the trip.
The Bylaws may be altered, amended, or repealed by simple majority vote of the ballots cast at a regular annual meeting or at any special meeting of the Members called for that purpose.The Members shall not have the power to change the purpose of the Association so as to decrease its rights and powers or to deprive any Member of rights and privileges then existing, or so to amend the Bylaws to deviate from the original intents and purposes of the HR-RRTC.Notice of any amendment to be made at a special meeting of the Members must be distributed to the membership at least ten (10) days before such meeting and must set for the amendments to be considered.Any amendments to the Bylaws must be approved by the HOA Board of Directors of Heritage Ranch.  Approved by HR-RRTC Board___________________ Date____________　Approved by HR-RRTC Membership___________________ Date ___________　Approved by Activities Committee Resident Organization___________________ Date ___________　Approved by HR HOA Board___________________ Date ___________