Ford Yacht Club BYLAWS APPENDIX Table of Contents

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1 Ford Yacht Club BYLAWS APPENDIX Table of Contents BYLAWS - APPENDIX 1 Operating Policies... 1 ARTICLE I CONDUCT OF BUSINESS POLICIES... 1 MEMBERSHIP COMMUNICATION POLICY POLICY... 1 WEB SITE POLICY... 1 CLUB ROSTER POLICY... 2 ARTICLE II MEETING POLICIES... 3 BOARD MEETING DRESS POLICY... 3 ARTICLE III BOARD OF DIRECTORS POLICIES... 4 EMERGENCY MATTER POLICY... 4 COMMITTEE POLICY... 4 CHANGE OF BY-LAWS AND POLICY... 4 BUDGETS AND AUTHORITY POLICY... 5 VOLUNTARY/INVOLUNTARY RESIGNATION POLICY... 6 DISPOSAL OF CLUB ASSETS POLICY... 7 ARTICLE IV CORPORATE OFFICERS POLICIES... 8 ADMINISTRATIVE POLICY... 8 ARTICLE V FLAG OFFICERS POLICIES... 9 DELEGATES AND SOCIAL REPRESENTATIVE POLICY... 9 ADDITIONAL REAR COMMODORE RESPONSIBILITIES POLICY... 9 POWER FLEET CAPTAIN POLICY... 9 SAIL FLEET CAPTAIN POLICY FUND RAISING POLICY ARTICLE VI OPERATING COMMITTEES POLICIES MARINA MANAGEMENT POLICY ENTERTAINMENT COMMITTEE POLICY YARD MANAGER RESPONSIBILITIES POLICY ARTICLE VII SUPPORT COMMITTEES RESPONSIBILITY POLICIES AUDIT COMMITTEE FORWARD PLANNING COMMITTEE SPECIAL PROJECTS COMMITTEE CONSTITUTION AND BYLAWS COMMITTEE LIAISON COMMITTEE FINANCE COMMITTEE WORK HOURS COMMITTEE SAIL RACE COMMITTEE POLICIES ARTICLE VIII MEMBERSHIP POLICIES ACTIVE MEMBERSHIP POLICY INACTIVE MEMBERSHIP POLICY MEMBERSHIP CHANGE POLICY NEW MEMBER WAITING LIST POLICY REGULAR MEMBERSHIP OFFER POLICY EQUITY MEMBERSHIP OFFER POLICY MEMBERSHIP REINSTATEMENT POLICY MEMBERSHIP REINSTATEMENT HEARING POLICY ARTICLE IX MEMBERSHIP CHARGES POLICIES WORK HOUR RULE POLICY Page a - Ford Yacht Club Bylaws December 31, 2006

2 WORK TICKET ADMINISTRATIVE POLICY QUARTERLY MINIMUM / WORK HOUR WAIVER POLICY DELINQUENT PAYMENT/TERMINATED MEMBER POLICY ARTICLE X ELECTION PROCEDURE POLICIES ELECTION PROCEDURE POLICIES NOMINATION OF OFFICERS POLICIES CLUB CAMPAIGN POLICY CLUB ELECTION POLICY ARTICLE XI FINANCIAL POLICIES FINANCIAL ISSUES POLICY EXPENSE ALLOWANCE POLICY CHECK APPROVAL LIMITATION POLICY CHECK PROCESS AND CONTROL POLICY CAPITAL EXPENDITURE PROJECT POLICY ARTICLE XII MARINA FACILITY POLICIES HARBOR AND BOAT OPERATION POLICY MARINA USAGE POLICY FOR REGATTA AND SPECIAL EVENTS VISITING BOAT POLICY LAUNCH RAMP AND TRAILER BOAT POLICY DINGHY AND PWC OPERATION POLICY SMALL BOAT HARBOR POLICIES SINGLE POINT LIFT CERTIFICATION POLICY LAUNCH AND HAUL-OUT CREW / MEMBER RESPONSIBILITY POLICY.. 45 LAUNCH AND HAUL-OUT POLICY WINTER STORAGE BIDDING AND ASSIGNMENT POLICY WINTER STORAGE POLICY MAST-UP STORAGE POLICY POST-LAUNCH (SUMMER) STORAGE POLICY STORAGE BILLING POLICY BOAT STORAGE CLEAN-UP POLICY CRADLE SAFETY GUIDELINE POLICY JACK STAND POLICY DOCK POLE POLICY DOCK BOX POLICY CENTER PILING POLICY ARTICLE XIII GROUNDS FACILITY POLICIES ARTICLE XIV CLUBHOUSE FACILITY POLICIES CLUBHOUSE POLICY CHILDREN IN THE CLUBHOUSE POLICY CLUBHOUSE USE POLICY PRIVATE EVENTS RENTAL POLICY DINING ROOM RENTAL REQUEST POLICY BULLETIN AND ADVERTISING LITERATURE POSTING POLICY LOUNGE MANAGER RESPONSIBILITIES POLICY ARTICLE XV DOCK ASSIGNMENT POLICIES DOCK ASSIGNMENT POLICY DOCK BIDDING POLICY BOAT/DOCK COMPATIBILITY POLICY DOCK ASSIGNMENT APPEAL POLICY DOCK BILLING POLICY BOAT PURCHASES POLICY JOINT OWNERSHIP POLICY ARTICLE XVI MEMBER COMPLAINTS, REQUESTS AND SUGGESTIONS POLICIES Page b - Ford Yacht Club Bylaws December 31, 2006

3 ARTICLE XVII EXTENT AND LIMITS OF AUTHORITY ENTERTAINMENT/EXPENSES POLICIES ARTICLE XVIII VIOLATIONS AND/OR PROPERTY DAMAGE POLICIES EMPLOYEE NO HARASSMENT POLICY APPEALING AN INFRACTION OF CLUB RULES POLICY ARTICLE XIX BURGEE POLICIES ARTICLE XX FIRST MATES POLICIES ARTICLE XXI JUNIOR GROUP POLICIES BYLAWS - APPENDIX 2 - Schedule of Rates and Fees BYLAWS - APPENDIX 3 - Ford Yacht Club Organizational Chart BYLAWS - APPENDIX 4 Request for FYC Facility Reservation Contract BYLAWS - APPENDIX 5 Petition Form /// Page c - Ford Yacht Club Bylaws December 31, 2006

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5 BYLAWS - APPENDIX 1 OPERATING POLICIES ARTICLE I CONDUCT OF BUSINESS POLICIES MEMBERSHIP COMMUNICATION POLICY 1. The Signal Hoist is the official means of communication with the active membership. 2. The Ford Yacht Club web site may be used to provide periodic updates to Members on such items as dredging reports. POLICY 1. The Club shall respect the confidentiality of any list information provided by Members. 2. All Club mailings shall use a blind copy (bcc:) addressing method to protect mailing list addresses. 3. The Club shall use the Primary List to notify members of information of short notice or of an immediate critical nature. 4. The club shall maintain additional, but separate, Sub-Lists to notify members of information of different categories. Categories can be added and subtracted as needed, per the List Chairperson. (Currently Feb Entertainment, Dining Room and Lounge Specials, and Fleet Captain s Water Activities). WEB SITE POLICY The Club shall use its Web site to: 1. Promote the Club and communicate timely information about its current activities: 1.1 Boating Programs (e.g. sail races, power rendezvous, etc.) 1.2 Social Events 1.3 Membership Growth 1.4 Club Newsletter (The Signal Hoist) 2. Provide a means to inform associated boating organization members about the Club s transient facility and a means of contacting the Club for visiting information. 3. Provide links to other associated clubs and facilities for our membership use. 4. Provide historical information about the Club. Page 1 - Ford Yacht Club Bylaws December 31, 2006

6 5. Display the Clubhouse, Grounds, and Marina facilities. CLUB ROSTER POLICY 1. The Club Roster is intended for personal use of Members only. Its use for solicitation or other commercial purposes is expressly forbidden. Page 2 - Ford Yacht Club Bylaws December 31, 2006

7 BYLAWS - APPENDIX 1 OPERATING POLICIES ARTICLE II MEETING POLICIES BOARD MEETING DRESS POLICY 1. Club Directors shall wear blazers at all Board meetings except during June, July, August and September. Officers shall wear standard uniforms. Summer attire for Board meetings shall be business casual (e.g. no shorts or jeans). Page 3 - Ford Yacht Club Bylaws December 31, 2006

8 BYLAWS - APPENDIX 1 ARTICLE III BOARD OF DIRECTORS POLICIES EMERGENCY MATTER POLICY 1. Decisions on emergency matters between regular meetings may be reached by the Board through or by a phone poll of the Board Members. 2. The results of the or phone vote must be read into the minutes of the next Board of Directors meeting. COMMITTEE POLICY 1. All auxiliary organizations (e.g. First Mates, Euchre Club, Pool League, Past Commodores and similar organizations) shall handle their own books independently from the Club financial system. 2. Net income generated from these activities must be used by Ford Yacht Club for the benefit of Ford Yacht Club members. 3. For Committees with specific limits on the number of Members, spouses working on the same committee shall be considered one Member and shall be entitled to a single vote on any issue. CHANGE OF BY-LAWS AND POLICY 1. The Board shall approve all changes to By-laws and policies. 2. By-laws changes require prior review by the Equity Membership of the Club as noted in the Constitution. 3. Policies shall be presented to the Board for approval and then added to the Policy Appendix to the By-laws. Posting of policies prior to Board approval is not necessary. 4. Members shall be notified of any new policies passed by the Board. 5. Members shall have the right to challenge new Bylaws or policies by bringing their concerns to the Board or by petitioning a change, as noted in the Constitution, Article IX, Section 1. Page 4 - Ford Yacht Club Bylaws July 20, 2010

9 BUDGETS AND AUTHORITY POLICY 1. In January, the Controller shall conduct a meeting with all new Board Members to educate them on how budgets should be prepared and controlled throughout the year and copies of prior year's budget and actual expenses for each Board position shall be provided to every Board member. 2. The detailed budget developed by each Director and Flag Officer shall be zero-based and include a line item for each category of expense by month with the sum total equaling the requested budget amount for the year. Each line item expense shall be rounded to the nearest hundred dollars. Variances (for each line item) from the prior year's budget and from the prior year's actual expense shall be explained in detail. 3. In February, the Board shall conduct a peer review of every line item budget to ensure agreement on allocated budgeted funds to each Committee/Board Member. 4. In February, the Board also shall ensure adequate funds are set aside annually (i.e. rainy-day fund) for future long range or unexpected expenditures. The rainy-day fund would not be a miscellaneous fund that is depleted every year to cover non-budgeted or overrun expenses, but, rather would accumulate over the years and be used to cover future large capital expenses such as a boat lift replacement or a new tractor, etc. 5. Each Board member shall use their best efforts to contain expenses within their budgeted amount. They have authority to reallocate expenses between line items and between quarters (i.e. recalendarize), but do not have authority to overrun their projected annual budget. 6. Budget overruns or non-budgeted expenses, if approved by the Board, shall be tasked proportionately across all Board budgets. If overruns are not approved by the Board or cannot be contained by the remaining Board budgets, then a request for overrun approved shall be submitted to the membership for approval by vote. If the membership does not approve the overrun, the Board shall only then utilize the rainy-day fund to cover the overage. 7. A Preferred Supplier list will be used for items requiring emergency services and in areas where contractors have done work for the Club in the past. In such cases, the Board may waive the bidding process. 8. If a Member, or Member s company is selected to provide a product or service, they must provide that product or service at a competitive price. Any product or service expected to cost more that $2500 requires two other bids to ensure competitiveness. Page 5 - Ford Yacht Club Bylaws September 17, 2013

10 9. Member companies on the Preferred Supplier list, and Member services for emergency items are exempt from the bid process. However, the competitiveness of such Member companies must be confirmed on an annual basis. 10. The Board shall ensure that an umbrella insurance policy for the Club be maintained at a minimum level of $2 million. VOLUNTARY/INVOLUNTARY RESIGNATION POLICY 1. The Board shall review all circumstances under which a Director resigns, whether or not it is due to absences (reference Bylaw Article II-7), or other infractions. 2. The Board (sans the Director in question) shall review the facts of the case, solicit input from Members present at this meeting, and evaluate whether the infractions merit resignation, or whether the director should be reinstated because infractions were justified (e.g., extenuating circumstances). 3. If by 2/3 majority vote, the Board believes the infraction merit resignation, the Chairman shall inform the Director in question of the decision to remove them from the Board. The vacancy shall only then be filled as specified by Bylaw Article III, Section If the infractions do not merit resignation, then the Chairman shall so notify the Director. The Board meeting used to decide this matter shall not count as an absence for the Director in question. Page 6 - Ford Yacht Club Bylaws July 22, 2008

11 BYLAWS - APPENDIX 1 ARTICLE III BOARD OF DIRECTORS POLICIES (Continued) DISPOSAL OF CLUB ASSETS POLICY When the Board deems that the Club no longer needs an asset other than land or buildings, the Chairman shall be allowed to sell the asset. The process to be used shall be: 1. The Director responsible for the asset shall place an ad in the Club newsletter (The Signal Hoist) stating the type of item, original cost, years used, condition and minimum bid. (Note, the bid price shall include Sales Tax.) 2. Bids shall be mailed to the Club Business Office and postmarked by a stated date. 3. The Chairman shall then contact the Member with the highest bid for the asset. 4. If the Member declines to complete the sale, the Member(s) with the next highest bids shall be contacted. 5. If no Member wants the asset, the Chairman shall then consider bids from Non-members. 6. If the asset cannot be sold, the Chairman shall decide whether to scrap or donate the item. Page 7 - Ford Yacht Club Bylaws December 31, 2006

12 BYLAWS - APPENDIX 1 ARTICLE IV CORPORATE OFFICERS POLICIES ADMINISTRATIVE POLICY 1. The Secretary shall, the day after each meeting of the Board and/or the GBC, prepare a list of things that need attention by the Business Office. 2. The Secretary shall ensure that Board Minutes are printed on a separate page from the Signal Hoist and removed from the Signal Hoist mailings to other clubs. 3. The Secretary shall prepare communications and notices to Directors and Members, as required. 4. The Controller shall ensure that copies of financial and critical files are kept in a secure manner off site. Page 8 - Ford Yacht Club Bylaws December 31, 2006

13 BYLAWS - APPENDIX 1 ARTICLE V FLAG OFFICERS POLICIES DELEGATES AND SOCIAL REPRESENTATIVE POLICY 1. The Commodore shall appoint, and the Board shall approve all delegates (who may or may not be Flag Officers) of the Club to associated club meetings (e.g. Associated Yacht Clubs (AYC), Detroit Regional Yacht-racing Association (DRYA), Inter-Lake Yachting Association (ILYA), Western Lake Erie Cruising Association (WLECA), etc.). 2. If the Commodore cannot represent social functions to which the Club is invited he will be responsible for contacting the inviting organization to indicate his inability to attend, and to determine if they want a substitute Flag Officer to attend. When a substitute is desired, the Vice Commodore will be asked to attend, then the Rear Commodore and the Past Commodore, in that order. ADDITIONAL REAR COMMODORE RESPONSIBILITIES POLICY 1. Shall be responsible for the annual Club Hospitality Room at the AYC Weekend corresponding to the AYC Commodore s Ball. 2. Shall be responsible for the Club advertisements to be placed in the annual AYC and I-LYA books. The Vice Commodore and Commodore shall approve these ads before submittal. 3. Shall report any security breaches in the Signal Hoist. POWER FLEET CAPTAIN POLICY 1. Shall coordinate inbound rendezvous with the Commodore, Harbormaster, and the Lounge and Food Service Managers. 2. Shall attend all AYC Poker Runs, or shall designate someone in advance, and notify all members of that designation, in order to ensure the attendance book is signed and approved. 3. Shall coordinate outbound rendezvous wherever possible with inbound events, so as to minimize dockage concerns. 4. Shall also have pre-arranged agendas for all outbound rendezvous and will permit Members to vary from the agenda as they may wish. Agendas shall include restaurant suggestions, dinner arrangements, and daily activities, as applicable. Page 9 - Ford Yacht Club Bylaws December 31, 2006

14 5. May schedule bus trips in satisfaction of member wishes. 6. The Power Fleet Captain shall assist the Commodores in the planning and hosting of special events. 7. Shall be reimbursed for uniforms as identified by the Commodore, to be purchased no later than March Shall include all proposed expenditures, including those defined above the Power Fleet Captain s budget. Page 10 - Ford Yacht Club Bylaws December 31, 2006

15 BYLAWS - APPENDIX 1 ARTICLE V FLAG OFFICERS POLICIES (Continued) SAIL FLEET CAPTAIN POLICY 1. Shall ensure there is an active Race Committee and may act as Sail Race Committee Chairman. See Appendix 2, Article VII, Sail Race Committee Policy. 2. Shall provide the Race Committee with all affiliated Race Events prior to the publishing of the sponsored Racing Calendar. 3. Shall issue invitations to DRYA officials requested to be judges for the annual Regatta. 4. May coordinate with the Vice Commodore in the invitation of guest speakers, or events, to the best interest of Ford Yacht Club members. 5. Shall assist the Commodores in the planning and hosting of special events. 6. Shall be reimbursed for uniforms as identified by the Commodore, to be purchased no later than March Shall include all proposed expenditures, including those defined above in The Sail Fleet Captain s budget. FUND RAISING POLICY 1. Fundraising on Club grounds shall be limited (unless exempted by the Board) to raising supplemental funds to support Club events (i.e. programs, activities, and social affairs). 2. Fund raising advertisements and flyers must include the name and the cause of the organization benefiting. 3. The Vice Commodore shall schedule all approved fund raising on Club grounds. Responsibilities include: 3.1 Review and recommend action to the Board on any proposed fundraising other than for the Ball. 3.2 Provide a brief verbal overview of fundraising activities at Board meetings. Page 11 - Ford Yacht Club Bylaws December 31, 2006

16 3.3 Coordinate fundraising by other Club groups (e.g. Blue Gavel, First Mates, Junior Sail, etc.) with Ball fundraising and the Club calendar to minimize conflict and maximize collective success. 4. The Board must approve all Club fundraising efforts. Page 12 - Ford Yacht Club Bylaws December 31, 2006

17 BYLAWS - APPENDIX 1 ARTICLE VI OPERATING COMMITTEES POLICIES MARINA MANAGEMENT POLICY 1. The Harbormaster shall be responsible for: 1.1 Establishing a Harbormaster Committee. The Harbormaster Committee shall coordinate with the Dock Assignment Committee for long term, temporary (floater) assignments, and shall maintain a floater list, after the Dock Assignment Chairman creates the initial list. 1.2 All short term assignment of available docks to Members on a temporary basis. 1.3 Provision of docks for visitors on a short-term basis whenever possible. 1.4 Periodic checks to ensure that Members and visitors are in their assigned docks. 1.5 Interfacing with the Dock Assignment Chairman as required (e.g. shall coordinate long term temporary (floater) assignments, and maintain a floater list, after the initial list is created by the Dock Assignment Chairman). 1.6 Overseeing and enforcing all Harbor & Boat Operation Policies (see Appendix 1, Article XII, Marina Facility) 2. Equipment operator and coordinator assignments shall be permanent until the Marina Committee Chairman, or the assigned personnel, request replacement. ENTERTAINMENT COMMITTEE POLICY 1. The Commodore's Ball, the FYC-DRYA Regatta, and all First Mates functions will not be the responsibility of the Entertainment Committee, except to give assistance to the Chairpersons of these events or functions as requested. 2. The site of the Annual Commodores Ball shall be at the discretion of the Commodore being honored. 3. No business will be allowed to sponsor events at FYC. Page 13 - Ford Yacht Club Bylaws December 31, 2006

18 BYLAWS - APPENDIX 1 ARTICLE VI OPERATING COMMITTEES POLICIES (Continued) YARD MANAGER RESPONSIBILITIES POLICY 1. The Yard Manager reports primarily to the Grounds Director, but has dotted line responsibility to other Directors as shown on Appendix 3, Organization Chart. 2. The Yard Manager has the following responsibilities: 2.1 Maintenance of all Clubhouse equipment, including: Heating/cooling system. Water/sewer system. Lighting. Minor roof repairs. Minor damage repairs to interior and exterior of building. Doors and locks. Refrigeration and freezers. 2.2 Maintenance of Grounds, including: Hiring, firing and supervising summer help. Mowing grass in areas not contracted. Keeping grounds weed free. Repairing playground equipment as required. Maintaining safety equipment. Patching roads as required. Removing snow from roads and walkways. Maintaining lift station. Maintaining Club entrance gate, and changing codes as requested. 2.3 Maintenance of Marina, including: Repairing docks as required. Maintaining supply of dock posts and bolts, nuts and washers. Installing and moving dock boxes. Maintaining bubbling system. Replacing light bulbs as required. Removing and report dock post left up by members. Install and report dock post not put up by members. Repairing water system as required. Assisting in moving boats as directed by Director. Page 14 - Ford Yacht Club Bylaws December 31, 2006

19 2.4 Maintenance of Equipment, including: Changing oil and filters in all equipment as required. Inspecting equipment and make minor repairs. Keeping tools in serviceable condition. 2.5 Reporting of all problems, potential problems, and repairs to appropriate Director. 2.6 Assistance with projects as requested, including: Assist Lounge Manager with deliveries. Assist Office Staff with mailings. 2.7 Operation of the lift in an emergency. Page 15 - Ford Yacht Club Bylaws December 31, 2006

20 BYLAWS - APPENDIX 1 ARTICLE VII SUPPORT COMMITTEES RESPONSIBILITY POLICIES AUDIT COMMITTEE No policies at this time. FORWARD PLANNING COMMITTEE No policies at this time. SPECIAL PROJECTS COMMITTEE No policies at this time. CONSTITUTION AND BYLAWS COMMITTEE No policies at this time. LIAISON COMMITTEE No policies at this time. FINANCE COMMITTEE No policies at this time. WORK HOURS COMMITTEE No policies at this time. SAIL RACE COMMITTEE POLICIES 1. November February meetings may be combined if no business is before the committee. 2. The number of committee members shall be adjusted to meet the needs of the programs undertaken by the Fleet Captain for the Commodore. 3. A quorum shall consist of 2/3 of the members. A quorum need not be present to carry on a discussion of general business. Page 16 - Ford Yacht Club Bylaws December 31, 2006

21 4. For voting purposes, the Chairman of the Race Committee shall vote only in the case of tie votes among the other committee members. The Fleet Captain shall have a vote if not acting as Chairman. If a vote must be taken and quorum is not present, a telephone vote may be taken by a designated member of the committee. An attempt shall be made to reach every absent member of the committee. 5. The term of office for Committee members shall be one year. 6. Unless otherwise specified, Robert s Rules of Order will be followed at meetings. 7. The members shall be granted work hours for participation in the Race Committee. Credited work hours shall be granted on the following basis: one hour for each committee meeting attended. Page 17 - Ford Yacht Club Bylaws December 31, 2006

22 BYLAWS - APPENDIX 1 ARTICLE VIII MEMBERSHIP POLICIES ACTIVE MEMBERSHIP POLICY 1. Members may not provide one-time funds in exchange for on-going elimination of dock charges. Any outstanding Harbor Bonds expire once a Member resigns or requests a lower Membership (Senior, Basic, Regular), and they cannot be reinstated. Harbor Bond rights cannot be carried forward beyond the original Members. Members with Harbor Bonds are not exempt from summer storage fees or other charges. 2. Members may not purchase bonds in consideration for on-going reduction in dock fees. 3. Any rule infringement reprimand by a Standing Committee action that is not considered satisfactory may be brought to the Board for considerations. After review, the Member may be declared Not in Good Standing for a period of time as determined by the Board. INACTIVE MEMBERSHIP POLICY 1. Senior Members shall pay the special Senior Member annual dues rate and receive an annual Club Card; shall have full rights of visitation and have all dining room, lounge, game room and social event privileges. 2. Senior Members shall not be required to log work hours or pay any assessments; shall not have any equity or voting rights, shall not use any storage or marina services; and shall not have quarterly minimum assessments. 3. Senior Members can revert to the same active status as when they converted to Senior status, provided they pay all back dues and assessments, including another initiation fee, and changes in fees which would have accrued during tenure as a Senior Member. The date of re-instatement will be considered the Member s seniority date, and they will go to the top of the Equity Waiting list. 4. Life Membership shall be awarded a plaque by the Board. Page 18 - Ford Yacht Club Bylaws December 31, 2006

23 Page 19 - Ford Yacht Club Bylaws December 31, 2006

24 BYLAWS - APPENDIX 1 ARTICLE VIII MEMBERSHIP POLICIES (Continued) MEMBERSHIP CHANGE POLICY 1. All changes of membership status from one type to another must be submitted in writing to the Business Office by the Member(s) desiring the change. If the Member is married, both spouses must sign the request. 2. The Business Office will process no changes in membership until a document is received with required signature(s) requesting the change. All regular monthly charges (dues, assessments, etc) will continue until the Member returns proper documentation. 3. All changes to memberships are to be included in the Membership Report. 4. The Board must approve all changes in membership. 5. Changes in fees and work hours will be pro-rated during the year that a Member changes to Equity membership based on the month that the change becomes effective. NEW MEMBER WAITING LIST POLICY 1. In the event that membership reaches the roster limits for membership types established in Article VIII, Section 5 of the Bylaws, a list of applicants for membership will be created based on the date that applications were received. 2. As new membership openings become available, the Membership Chairperson or his/her representative will contact the prospective member at the top of the list. 3. If they are unable to accept membership at that time, they will be placed in an inactive application file for a period of one year. 4. If within that year they choose to reactivate the application by contacting the Membership Chairperson, they would be added to the Membership waiting List sequenced by the date of contact. Page 20 - Ford Yacht Club Bylaws December 31, 2006

25 REGULAR MEMBERSHIP OFFER POLICY 1. Junior, Basic and new Members can apply to become Regular Members and a list of applicants for Regular Membership (Regular Waiting List) will be created based on the date that the application was received. 2. As Regular Membership openings become available, the Membership Chairperson or their representative will direct the Business Office to contact as many Members in good standing at the top of the Regular Membership Waiting List as there are openings. 3. Members in good standing shall be explained the options for accepting or declining Regular Membership. The options are: 3.1 Accept Regular Membership, and abide by the regulations associated with this change in membership. 3.2 Decline Regular Membership, and be placed at the end of the Regular Waiting List. 3.3 Decline Regular Membership, and be removed from the Regular Waiting List. 4. If the Member is not in good standing at the time their name appears at the top of the Regular Waiting List, they shall be automatically repositioned to the end of the waiting list. Page 21 - Ford Yacht Club Bylaws May 21, 2013

26 BYLAWS - APPENDIX 1 ARTICLE VIII MEMBERSHIP POLICIES (Continued) EQUITY MEMBERSHIP OFFER POLICY 1. Junior, Basic and Regular Members can apply to become Equity Members and a list of applicants for Equity Membership (Equity Waiting List) will be created based on the date that application was received. 2. As Equity Membership openings become available, the Membership Chairperson or his/her representative will direct the Business Office to offer Equity Memberships to as many Members in good standing at the top of the Equity Waiting List as there are openings. 3. The Members shall be contacted by phone regarding the offer and the options will be explained verbally. 4. If the candidate expresses an interest in proceeding, they shall receive a letter explaining the options for formally accepting or declining Equity Membership. The letter will request a reply to the Business Office within 14 days of receiving the offer. The options are: 4.1 Accept Equity Membership with one of the current payment plans as described in the equity letter and respond with the appropriate payment, or 4.2 Request removal from the Equity Waiting List, or 4.3 Request to drop back on the Equity Waiting List, with the following consequences: a. First drop back request the Member will drop back 10 positions, or to the end of the list, whichever is less. If multiple members request to be dropped back, they will be placed 10,11,12, etc. based on their original list position. b. Second drop back request the Member will drop back 15 positions and behind any Members being dropped back their first time, or to the end of the list, whichever is less. If multiple members request to be dropped a second time, they will be handled in the same manner as described in the first request category, except starting at position 15. c. Third, and all subsequent, drop back requests the Member will be placed at the end of the list. 5. If the Member does not respond within the time limit, it will be assumed that the Member has chosen Option 4.3 (drop back) and his/her position on the Equity Waiting List will be adjusted accordingly. Page 22 - Ford Yacht Club Bylaws May 21, 2013

27 6. If Members are not in good standing at the time their name appears at the top of the Equity Waiting List, the Member will drop back 10 positions, and behind any Members in Good standing who voluntarily dropped back. 7. If the Member has moved back into an Equity Offer position a second time and is still not in good standing, the Member will drop back 15 positions, or appropriately adjusted as described in the first instance of repositioning. 8. If the Member has moved back into an Equity Offer position any subsequent times and is still not in good standing, the Member will be placed at the end of the list. Page 23 - Ford Yacht Club Bylaws December 31, 206

28 BYLAWS - APPENDIX 1 ARTICLE VIII MEMBERSHIP POLICIES (Continued) MEMBERSHIP REINSTATEMENT POLICY Members terminated for financial cause, but who subsequently meet their obligations to the Club may be reinstated as follows: 1. The former member may request reinstatement after all debt has been settled, including collection costs. 2. If reinstatement is approved, the former member shall be permitted to become a Junior or Basic Member with a one-year probation period. 3. Should the probationary membership become 60 days past due, the membership shall be terminated and the Member will not be reconsidered for reinstatement. 4. If the Member passes the one-year probation with no further problems a Member In Good Standing status will be granted with the reinstatement date as their new seniority date. MEMBERSHIP REINSTATEMENT HEARING POLICY 1. Former members requesting a Hearing may: (1) pay all dues, fees and assessments accrued since the date of termination; or, (2) pay current initiation fee plus current dues, fees and assessments, the same as a new member. 2. In either case, if the former member is reinstated, the date of reinstatement will establish a new seniority date. Page 24 - Ford Yacht Club Bylaws May 21, 2013

29 BYLAWS - APPENDIX 1 ARTICLE IX MEMBERSHIP CHARGES POLICIES WORK HOUR RULE POLICY 1. All active Members, with few exceptions, have a work hour obligation as well as a financial obligation to the Club as described in the current Appendix 2, Schedule of Rates and Fees. 2. Past Commodores, Inactive Members and their surviving spouses shall be exempt from work hours. Directors and/or GBC Members and First Mates Executive Officers (President, Vice President, Secretary, Treasurer, Ship Store Manager) who have served at least six years and their surviving spouses shall be exempt from work hours. Any Member may elect to pay the established fee in lieu of performing work hour assignments except during the first year a Member joins the Club, in which case work hours must be worked as a condition of membership. 3. Non-residents may apply in writing to the Board for a work hour exemption. 4. Various jobs have physical or skill limitations. It is recommended that a Member confer with the appropriate job chairman or manager beforehand as to what the requirements are. 5. A valid work ticket, submitted to the Business Office, must substantiate all credits for work hours. 6. Only active card-holding Members (and spouses and/or dependents over 12 years of age) are allowed to fulfill work hour requirements. Friends or other related persons are excluded from working any hours for active Members. 7. Work hours may not be waived for the first year of new membership. They must be worked as a condition of becoming a member of the Club. 8. Committee meetings shall only count as one work hour per meeting for each member in attendance. WORK TICKET ADMINISTRATIVE POLICY 1. The Member should pick up a blank ticket from the rack located in the foyer of the Clubhouse. Page 25 - Ford Yacht Club Bylaws As of December 15, 2009

30 2. Each Member must fill out his/her individual work ticket and have the appropriate Committee Chairman or Job Manager sign it for validation of work completed. 3. It is the Member s responsibility to place the validated ticket in the Business Office mailbox. 4. Work hour tickets must be submitted within 15 days after the hours are worked. 5. All work hour cards for current year must be turned in by January 15 of the following year. QUARTERLY MINIMUM / WORK HOUR WAIVER POLICY 1. Waivers for quarterly minimum fees and/or work hour requirements for Members may be granted by the Board only in cases of extended (more than three months) terms of hospitalization or physical impairment of the Member. 2. Each case shall be reviewed on an individual basis. Page 26 - Ford Yacht Club Bylaws December 31, 2006

31 BYLAWS - APPENDIX 1 ARTICLE IX MEMBERSHIP CHARGES POLICIES (Continued) DELINQUENT PAYMENT/TERMINATED MEMBER POLICY 1. The Controller shall monitor delinquent payments and shall work with Members to obtain payments and arrange payment plans (including interest charges), and shall also send termination notices, as required. At the descretion of the Controller, payments of terminated and/or 90+ day delinquent members may be allowed in non-traditional means, Credit Card.These payments will be reported at the next GBC meeting. 2. The Controller shall arrange for sale or auction of any boats remaining on Club property belonging to Members that have been terminated. Page 27 - Ford Yacht Club Bylaws January 15, 2013

32 BYLAWS - APPENDIX 1 ARTICLE X ELECTION PROCEDURE POLICIES ELECTION PROCEDURE POLICIES 1. The Chairman shall appoint an equity Member as the Chairman of the Nominating Committee in early June. 2. The Chairman of the Nominating Committee, in consultation with the Chairman, shall solicit the remaining equity members for the Nominating Committee in June. 3. The July Board shall review and approve the Nominating Committee members. 4. The Chairman of the Nomination Committee shall consider using the Board Room for all Committee Meetings. 5. The Chairman of the Nominating Committee shall, in July, solicit equity members, in good standing, for Rear Commodore and all open positions on the Board of Directors with an article in the August Signal Hoist. 6. The Chairman of the Nominating Committee shall, in July, publish a date for the Open Nomination Meeting in the August Signal Hoist. 7. The Nominating Committee shall advise all candidates considered, but not selected as soon as practical after the final slate of candidates is established. 8. The Nominating Committee shall advise all candidates being proposed to the September Board as soon as practical after the final slate of candidates is established. 9. The Nominating Committee Chairman shall present the final slate of candidates to the Board at the September Board meeting. 10. The Nominating Committee shall advise all candidates approved by the Board as soon as practical after the September Board meeting. 11. The Nominating Committee Chairman, or his designate, shall introduce the candidates at the Meet the Candidates Meeting. 12. The Nominating Committee shall provide candidates with examples of Bio/campaign literature to be published in the October Signal Hoist, and shall advise candidates of the October Signal Hoist, and shall advise candidates of the October Signal Hoist deadline for pictures and campaign literature to be included in the October Signal Hoist mailing. 13. The Nominating Committee shall report election results to the candidates as soon as practical after the ballots are counted. Page 28 - Ford Yacht Club Bylaws September 17, 2013

33 NOMINATION OF OFFICERS POLICIES 1. No member of the Nominating Committee may be a candidate for an elected office for that election. 2. No member of the Nominating Committee may nominate their spouse or an immediate relative as a candidate for elected office. 3. Nominees considered, but not selected, from the prior year's Nomination Process shall be considered as a candidate for elected office. 4. No sitting Bridge Officer (i.e. Commodore, Vice-Commodore, or Rear Commodore) shall be considered as a candidate for Board of Directors. 5. Selection criteria of candidates by the Nomination Committee shall include: Invested in Club Skilled Personal Traits Work Traits 6. The final slate of candidates shall be selected with a mindset favoring diversity (e.g. male/female, power boater/sail boater, etc.) 7. Unless the Board grants an exception, candidates may only petition to run for office if, during the nomination process, they have a complaint about the Nomination Committee or process. They may not petition to run for office if they (1) turned down a solicitation by the Nomination Committee, or (2) did not volunteer to be a candidate, or (3) were not recommended as a candidate at the Open Nomination Committee meeting. Page 29 - Ford Yacht Club Bylaws September 17, 2013

34 CLUB CAMPAIGN POLICY 1. Candidates are strongly encouraged to talk with Members to become aware of their concerns, and to allow Members to get to know the candidates. 2. Campaign material (flyers, banners, poster, etc.) must not be posted in, or on, the Club house Building, or any nearer than the travel lift area. 3. No flyers are to be distributed in the Club House. 4. No Campaign material may be posted on Club equipment or structures. 5. Campaigning in the Clubhouse is encouraged, and give-a-ways are permitted, and encouraged. Pens, pencils, note pads, key chains, and stickers are examples of promotional support items from past campaigns. 6. Campaign material may be posted only after the September Board approval of the presented candidates. 7. All campaign material must be removed within 7 days after the elections. 8. Campaign material for the Signal Hoist mailing is limited to ½ sheet, 1 side (5 ½ x 8 ½). This is due to the Signal Hoist no later than the October Signal Hoist cutoff date. It may be deposited in the Signal Hoist Mail Box at the Club, or ed to the editor. Black and white photos are also acceptable for the mailing. 9. Over-the-road banners must have a minimum clearance of 14 feet. 10. Campaign material must not be nailed or tacked to trees (tape or clear wrap is acceptable). Page 30 - Ford Yacht Club Bylaws December 31, 2006

35 CLUB ELECTION POLICY 1. Ballots for the election shall contain an open spot for write-in candidates for all Board positions. 2. In the event there is a tie for any elected office, the Board of Directors shall determine the winner by secret, written ballot at a session to be called as soon after the results of the election are published as possible. A simple majority shall determine the winner. If the parties to the tie vote are able to resolve the issue between themselves, the meeting shall not be called and their decision shall be final. 3. The chairman, or his designate, shall introduce the newly elected candidates at the Annual Meeting in November. Page 31 - Ford Yacht Club Bylaws September 17, 2013

36 BYLAWS - APPENDIX 1 ARTICLE XI FINANCIAL POLICIES FINANCIAL ISSUES POLICY 1. The Business Office shall notify the Commodore whenever financial issues arise that deal with other Yacht clubs. EXPENSE ALLOWANCE POLICY 1. The Club, after the Board s approval, shall reimburse or pay directly all ordinary and necessary travel and other expenses incurred by individuals on behalf of the Club in connection with Club business. 2. All expenditures must stand the test of reasonableness and any expenses that are lavish or extravagant shall not be paid. 3. The Controller shall follow the IRS published allowance when reimbursing Employees for personal car usage associated with Club business. 4. Any expenses that might seem unreasonable without all of the facts shall be carefully documented and explained. The following illustrates this policy. 4.1 Meals Meals are normally not reimbursable. 4.2 Lodging Lodging is not an applicable expense unless directly requested by the Board in connection with an approved Club project. 4.3 Transportation The Club shall reimburse a Member for the use of their personal car for Club business only in connection with an approved Club project. All transportation usage must be fully documented. 4.4 Telephone Calls Telephone calls made by a Member on his personal phone in conjunction with Club business are reimbursable. 4.5 Emergencies The Club shall reimburse invoices paid by a Member for emergency conditions involving health and safety -- after subsequent approval of a Board member. The Club will reimburse invoices paid for parts/equipment necessary to keep major equipment operating with prior approval of the Board member. Page 32 - Ford Yacht Club Bylaws December 31, 2006

37 4.6 Reimbursement of Expenses For any expense, the Member shall submit a documented report including reasons for expense, actual costs and any applicable receipt. The expense request shall then be forwarded to the Business Office as described below. Payment for reimbursable expenses shall be by check only or by credit to the Member s account. 4.7 Monthly Reports The controller shall submit to the Board a monthly summary of all reimbursed expenditures listing Member s name, amount of reimbursement and reasons for expenditure. 4.8 Copies of Ford Yacht Club current contracts will be kept in the Club office in a notebook that can be reviewed, upon request, by Board of Directors members. CHECK APPROVAL LIMITATION POLICY 1. Check Request Approval Authority is limited to Board members. 2. Authorization to sign checks is limited to the following individuals: President of the Club, Treasurer, Lounge Manager, Designated Office Employee(s). Page 33 - Ford Yacht Club Bylaws August 17, 2010

38 BYLAWS - APPENDIX 1 ARTICLE XI FINANCIAL POLICIES (Continued) CHECK PROCESS AND CONTROL POLICY 1. Invoices and Receipts an appropriate invoice and/or receipt are required before any check is written or disbursed by the Club. Only the President of the Club (Chairman) or the Treasurer may approve or disburse any check without invoice or receipt. 2. Approval Authority a different authorized individual must sign checks made to individuals who are authorized to sign checks. Approval from spouses of individuals requesting checks is not acceptable. Any check for an amount greater than $3, must be co-signed by the Chairman or the Treasurer. 3. Payroll Payroll checks will be prepared by the Business Office Staff and will be signed by the Designated Office Employee except for that employee s payroll check, which shall be signed by a different authorized individual. 4. Recurring Expenses Checks for recurring expenses (mortgage, taxes, loans, etc.) will be prepared by the Business Office Staff and signed by the Designated Office Employee. If required, either the Chairman or the Treasurer will co-sign. 5. Nonrecurring Expenses The Business Office, upon request, shall prepare checks for non-recurring expenses by an appropriate authority (Commodore, Director, etc.). Requests must be submitted on a Ford Yacht Club Check Request with appropriate approval, and in enough time to allow preparation of the check within normal Business Office business hours. The Designated Office Employee shall sign these checks. 6. Deliveries Checks for deliveries requiring payment upon delivery may be prepared by the Designated Office Employee or the Lounge Manager. The Lounge Manager or the Designated Office Employee shall sign these checks. Page 34 - Ford Yacht Club Bylaws December 31, 2006

39 7. Payment for Services Checks required for payment of services from outside companies or individuals (deposits and payment for bands, miscellaneous entertainment expenses, etc.), shall be prepared from invoices submitted with approval by the appropriate authority. The Designate Office Employee or the Lounge Manager shall sign these checks. All checks for services must be written to the person who performed the service. Social Security number/tax I.D. and address must accompany all check requests for service from outside companies or individuals. 8. Refunds Checks for amounts refundable to Members of the Club (i.e. Par Harbor Bonds, Capital Member Notes, Refundable Assessments) shall be prepared by the Business Office. These shall be signed by the Designated Office Employee and co-signed by the Chairman or Treasurer, if required. Page 35 - Ford Yacht Club Bylaws December 31, 2006

40 BYLAWS - APPENDIX 1 ARTICLE XI FINANCIAL POLICIES (Continued) CHECK PROCESS AND CONTROL POLICY (Continued) 9. Reimbursements Checks for reimbursements of expenses to Members or Employees of the Club shall be prepared by the Business Office. These requests must be submitted on a Ford Yacht Club Check Request form and must include all required information including reason for expense and actual cost. The appropriate Approval Authority must approve the Check Request form. The Designate Office Employee shall sign these checks. 10. Emergencies In emergencies, the Lounge Manager, upon direction of the Chairman or Treasurer, may prepare checks. 11. Emergency On-Line Approval Process In emergencies, Check Requests may be submitted on-line to an appropriate Approval Authority in the Business Office with all required information. The approval authority can approve the request via reply memo to the Business Office. An invoice must be provided to the Business Office within 5 days of the on-line request. If the invoice is not provided, The Business Office shall notify the Controller or Treasurer and shall not issue any other checks to the requestor until the delinquent invoice is provided. CAPITAL EXPENDITURE PROJECT POLICY 1. All requests for capital expenditure projects shall be presented to the Board in the following proposal format. Project Name Project Cost Capital Spending and/or Recurring Annual Expense Project Description A one paragraph description of the nature of the spending (i.e. what, where, when, how, why now) Visual Description (e.g. picture, illustrative drawing, or artist rendition) supplement to the narrative above showing what/where Budget and Capital Spending Effect A short narrative describing an attached financial analysis (including on-going expenses and/or administrative workload). Page 36 - Ford Yacht Club Bylaws September 17, 2013

41 BYLAWS - APPENDIX 1 ARTICLE XI FINANCIAL POLICIES (Continued) CAPITAL EXPENDITURE PROJECT POLICY (Continued) Funding Source Recommend method for funding project if required funds exceed the Constitution Guidelines (See point 2 below), and/or the amount available in the general fund (e.g. special assessment, increased dues, special mortgage, etc.) Financial Benefits Return on investment or payback period analysis Other Benefits/Risk Rationale Supporting documentation explaining non-financial benefits from expected expenditure and/or what would happen if funding is not provided Alternatives Considered but Dismissed Explain what alternatives were considered (e.g. why not later, other equipment/vendors, etc.), and why they are not acceptable Project Risk and Contingency Plans Explain what actions will be taken to avoid project risk (e.g. unexpected expenditures, project timing delays, etc.) and steps that will be taken to contain any overruns or delays 2. Project Expenditure Guidelines Projects shall be categorized according to the guidelines specified in the Constitution in Article 5, Section 2, (e.g., Project is less than $12,000, but would exceed the annual capital budget of $25,000, etc.) Projects with a product expenditure of over $2,500 shall have at least three bids, where practical. 3. Projects shall be presented to the Board using overhead slides and/or Power Point presentations, with paper copies provided to all Board Members. Page 37 - Ford Yacht Club Bylaws September 17, 2013

42 BYLAWS - APPENDIX 1 ARTICLE XII MARINA FACILITY POLICIES HARBOR AND BOAT OPERATION POLICY 1. Boats must be operated in the Harbor in a manner that avoids excessive noise or disturbance to others, and does not cause wake or property damage to the harbor. The Harbor includes all areas within the West Basin and the East Channel, including the channel entrances. 2. Boats entering either harbor shall have the right of way over boats leaving the harbor. Under no circumstances shall there be any attempt to overtake or pass a boat while either craft is inside the channel entrances. 3. Sailboats with auxiliary engines are to be operated under power when within channel entrances. 4. Boats are to be moored or tied in such a way that they will not break away or drift into another boat under any wind or water level condition. 5. Permission to use a dock other than that assigned must be obtained from the Harbormaster. 6. The Club retains the right to use unoccupied wells in the best interest of the Club. 7. All halyards while in a dock or during mast-up storage must be secured so as not to create a disturbance. 8. All shore power cords connected to dock service boxes (pedestals) must be at least # 10 AWG grounded wire with sealed connectors. Shore power cords must be unplugged from the dock pedestals when the boat is not at the dock. Maximum number of shore power cords used shall not exceed the number of receptacles provided on each pedestal except as authorized by the Marina Committee Chairman. Additional charges may be levied for any extra electrical service. 9. All portable and/or removable fuel tanks must be taken off boats and filled in an open area. Fixed tanks are not to be filled at dockside. 10. No charcoal, wood burning, or open flame cooking equipment may be used on docks, piers or on boats moored to docks. 11. No swimming is permitted at the sandy shoreline or in the East or West basins. Page 38 - Ford Yacht Club Bylaws As of October 20, 2009