Constitution
When Bob McDonald founded our club he sweated and sweated and debated what rules should define our club. When he was done we had a club "Constitution". This constitution defines our club as a not-for-profit organization and spells out our general operating rules and procedures.

Article I
Name

The name of this organization shall be "Hoboken Ski Club" (hereinafter "the club") and shall be incorporated as a not-for-profit organization under the laws of the state of New Jersey.

Article II
Objective

The objective of this club shall be to encourage skiing and other activities that promote social interaction and community service.

Article III
Membership

Section 3.1 Classification of Members.

Section 3.2 Admission of Members.

Section 3.3 Membership Fee.

Section 3.4 Termination of Membership.

Article IV
Board of Directors/Officers

Section 4.1 Powers and Duties.

Section 4.2 Election.

Section 4.3 Term of Office.

Section 4.4 Title.

1. President - Perform the usual duties of a presiding officer, preside over club and board meetings and oversee operation of the club.
2. Vice President - Assist the President with the management of the club.
3. Treasurer - Handle financial aspects of the club including assets, budget, bank account, etc.
4. Ski Coordinator - Oversee ski activities, including scheduling ski events, selecting trip locations and selecting trip leaders.
5. Non-Ski Event Coordinators (1) - Oversee all non-ski activities, including scheduling events and selecting members to run them.
6. Newsletter coordinator - Organize and prepare monthly newsletter and mailing.
7. Membership Coordinators (3) - Handle all membership related activities, including, but not limited to, signing up new members, dispensing information to prospective members, maintaining membership database & mailing lists and developing strategies to attract new members.
8. Webmaster - Administer the club's Internet activities.
9. Historian - Maintain records of the year's trips and meetings.
10. President Emeritus - The most recent past President.

Section 4.5 Committees.

Article V
Meetings

Article VI
Voting

Article VII
Amendment

Membership Policies

These policies apply to all Hoboken Ski Club members or potential members:

1. The full membership period is a year beginning October 1 and continuing through September 30.
2. Summer membership period is less than a year long beginning on March 1 and continuing through September 30.
3. Membership includes:
   1. A monthly newsletter
   2. Two HSC rosters a year
   3. Ability to sign up and participate in any HSC events or trips.
   4. Membership card with and a NJSC sticker.
   5. NJSC sticker will provide members with various discounts at some of the mountains (including lift tickets) and other discounts in and around Hoboken.
4. You can sign up to become a member at the weekly meeting or by mail.
5. Becoming a member:
   1. you must complete the membership form
   2. you must read the HSC policies
   3. you must sign the membership form
   4. you must pay the membership dues
6. HSC can NOT process a membership, under any circumstances, unless a check for the full amount and a completed and signed membership form has been provided.
7. A separate check for the membership dues is required.
8. If signing up to be a member by mail, you must include a self-addressed stamped envelope so that your membership card can be mailed to you. If an envelope was not provided, membership will hold your card for you to pick-up at the meeting.

Event Policies

These policies apply to all Hoboken Ski Club events, unless otherwise noted:

1. The HSC acts only to arrange activities for its members and is not responsible for any loss, damage, delay, injury, or accident as a result of or in any HSC activity.
2. The HSC and its members have no responsibility for personal or bodily injury to members or their families, or of damage to or loss of personal property, which may occur by reason of participation in the activities of the HSC.
3. Minimum Age: 21
4. Bounced Check Fee: $15
5. Members only on all trips. A trip leader may ask to see your card to verify membership.
6. Trip/Event Sign up:
   1. Trip/Event leaders will sign up members for trips/events at the weekly meetings.
   2. A deposit or full payment (see below) is required to hold a spot on the trip/event.
7. Payment for Trip/Events:
   1. On events costing under $100, full payment must be made to hold a spot.
   2. For trips over $100, trip leader will announce the necessary deposit to hold a spot.
   3. A separate check is required for each trip deposit.
   4. For trips/events less than a week long, final payment is required two weeks prior to the first day of the event.
   5. For trips/events a week long or longer, final payment is required 60 days prior to the first day of the event.
   6. For trip/events involving a flight regardless of length of trip/event, final payment is required 60 days prior to the first day of the event
8. Waiting List for Trip/Events:
   1. Trip/event leaders will keep a waiting list for people who want to attend the event above the number of spots available
   2. Wait listee must put a deposit down with the trip/event leader.
   3. Cost of deposit will be determined by trip leader or 50% of the trip/event cost if the trip is under $100.
   4. The deposit check will not be deposited unless the member gets a spot on the trip/event.
   5. If a spot does not become available or the member is unable to attend the event, they must make arrangements with the trip leader to pick up the check or send a self-addressed stamped envelope so it can be returned.
   6. If a wait listee can not attend the trip/event, they must notify the trip/event leader and have their name removed from the wait list.

Cancellation Policies

These policies apply to all Hoboken Ski Club events, unless otherwise noted:

1. Cancellation Fee: $15
2. After a trip/event cancellation, the open spot will be offered first to members on the waitlist (gender may become an issue if rooming assignments have been completed).
3. After a trip/event cancellation, if there is no waitlist, the burden of filling the spot lies with the member canceling.
4. All replacements must be approved by the trip/event leader (again, gender may be an issue).
5. Refunds for cancellations will be less any expenses the club incurred as a result of the cancellation.
6. The spot must be filled in order to receive any refund.

Refund Policies

These policies apply to all Hoboken Ski Club events, unless otherwise noted:

1. Members are allowed one refund per membership year. Each additional refund will incur a $15 fee.
2. For trips/events less than a week (No flights involved)
   1. Cancellation 22+ days prior to the first day of the trip/event member 100% Refund
   2. Cancellation 0-21 days prior to the first day of the trip/event 0-100% Refund
3. For trips/events less than a week (Flights involved)
   1. Cancellation 61+ days prior to the first day of the trip/event 100% Refund
   2. Cancellation 60 days or less before the first day of the trip/event 0-100% Refund
4. For Trips/Events one week long or longer
   1. Cancellation 61+ days prior to the first day of the trip/event 100% Refund
   2. Cancellation 60 days or less before the first day of the trip/event 0-100% Refund
5. If the spot is paid for by the club and not filled, you may receive a partial refund if the club receives a reimbursement from the resort or travel agent (usually the price of lift tickets, and a percentage of the airfare).
6. All requests for refunds less than 60 days and more than 31 days before the event will be provided at earliest convenience of the trip leader and club, and is conditioned on the spot is being filled and paid for (see Cancellation Policies above).
7. Any refunds less than 31 days before the event will be made after the event is completed.
8. Refunds are to be picked up a the weekly club meeting from the trip leader. If the member can not attend weekly meetings, then a self-addressed stamped envelop must be provided to the trip leader so the refund can be sent by mail.
9. If an event is cancelled or rescheduled by the club and a member is unable to attend, a refund will be issued at the earliest convenience.
10. All fees and penalties incurred by the club are the responsibility of the canceling member and will be charged to the member and/or taken out of the refund due.

Suspension Policies

These policies apply to all Hoboken Ski Club members:

1. Members may be suspended by special vote of the board (see Suspension Process below) for mis-conduct, or inappropriate behavior at club events or on club trips. Length of suspension will be determined by the board.
2. Members may be suspended if the member owes the club money from a trip, bounced check fee, cancellation, etc. Their membership will be restored once all balances owed are paid.
3. Suspended members will be removed from any events they have signed up for and their refunds will be subject to refund policies and any incurred penalties.
4. Suspended members will not be able to participate in any HSC events, including weekly meetings.
5. Suspended members will not receive the newsletter.
6. Suspended members will not be able to sign up for new events.
7. Members have the right to appeal their suspension to the board (see Suspension Process below).

Suspension Process

1. There will be a vote to begin Suspension Proceedings:
   1. A board member makes a motion at a board meeting to begin suspension proceedings against a certain member, including all details of why they should be suspended. Quorum voting rules apply here.
   2. The board, then votes to begin proceedings or not by a simple majority vote.
   3. If the board votes no, the matter is dropped.
   4. If the board votes yes,
      1. A day and time for the proceedings is established.
      2. A letter notifying the member must be sent out within 3 business days of the vote. President (or Vice President in his absence) must write the letter.
      3. The letter must indicate the reasons why the suspension proceedings are beginning and the day and time of the proceedings.
      4. A copy of the "suspension proceedings" procedures must accompany the letter.
2. Suspension Proceedings:
   1. The suspension proceedings must begin within two weeks of the initial vote.
   2. The proceedings will consist of all board members (the quorum rule of voting does not apply here), the member who faces suspension, and a club member to speak on behalf of the accused referred to as "club member advocate".
   3. The accused can choose any member from the club to speak on his behalf as "club member advocate". The advocate can not be a board member.
   4. Proceeding will begin with a member of the board re-capping the reasons for suspension with a 10 minute limit on speaking time.
   5. The member facing suspension will have 10 minutes to present his/her side of the story in front of the full board and club member advocate.
   6. The club member advocate will have 10 minutes to present in front of full.
   7. The board will then vote on suspension and terms thereof. This board vote will be a private vote among the board members.
   8. Member will be notified by mail or e-mail of the results and terms of suspension in the case of a yes vote.