HISC Bylaws

ARTICLE I

The government and management of the HEIDELBERG INTERNATIONAL SKI CLUB (HISC) shall be vested in the Executive Council. The Executive Council (here after referred to as the Council) will be composed of the following elected officers: President, VP/Social, Trips Manager, Publicity Manager, Membership Manager, Treasurer, Executive Secretary and Boutique Manager; and the following appointed officers: Trip Captain Manager, Accounts Manager, Webmaster, and Publications Manager. At his discretion, the President will appoint the four appointed officers and may appoint up to four members-at-large. These appointed members must be approved by a majority vote of the Council with whom they will be serving. Appointed members will serve with the same powers and responsibilities as elected members. An individual may serve as president for a maximum of two terms.

ARTICLE II

Each year, not later than July 30th, the Council will review the work in progress for the forthcoming year. Areas for review will consist of, but will not be limited to:

Proposed schedule, location, and budget for the social activities for the coming ski year.
Proposed schedule and budget of trips for the coming ski year. The Council will review all documents supporting the price of the scheduled trips, such as hotel and bus contracts, and other supporting documents as available. Actual cost information from prior years will also be included for comparison purposes. Council will approve/disapprove Trips Manager's proposals as appropriate.
Audit results and proposed budget for the coming year, which are not related to social or trip activities.
The Trip Captain Guide.
Policies printed in the HISC Ski Guide.

ARTICLE III

Regular meetings of the Council shall be held at such time and place as determined by the President. A majority of the filled Council positions shall constitute a quorum. It shall be the duty of each Council member and Council-Elect member to attend the regular scheduled meetings of the Council. Attendance by active HISC members at the Council meetings is permitted. Before attending, coordination with the President is required. Minutes of each meeting will be recorded by the Executive Secretary and distributed in accordance with AE Regulation 210-22. Additionally, each Council member and Council-Elect member will be furnished a copy of all council proceedings and financial statements.

ARTICLE IV

To avoid criticism of the club and preclude a perceived or actual conflict of interest, no person having a direct or indirect interest in any transportation agency, travel bureau, hotel or restaurant that does business with HISC will serve as an officer of the club.

ARTICLE V

Should a Council vacancy occur, the President shall forthwith appoint a member from among the active members to fill the vacancy for the remainder of the term, and such member shall serve with the same powers and responsibilities as an elected member. Should the President be unable to complete the term of office, a special election will be held at the next general membership meeting, unless a President-elect has already been elected. In this situation, the President-elect will be installed at the next general membership meeting.

ARTICLE VI

If it becomes necessary to remove a Council member, a majority vote of the remaining council members is required.

ARTICLE VII

The functions of the Council are as follows:

Develop a program of skiing, social, and educational activities for the club membership.
Determine the purposes for which the club funds may be spent.
Review the financial statements in order to determine whether they are correct and monies have been justly spent.
Appoint committees from the club membership for business and/or social events.
Draft proposed amendments to the constitution and bylaws, as appropriate.
Carefully supervise travel and lodging arrangements contracted for the club.
Make available to the members at each regular meeting a record of the Council meetings and financial statements.

ARTICLE VIII

The remuneration provided to the council members shall be a 200€ voucher. Vouchers will be issued to elected and appointed council members. Vouchers will also be issued to individuals filling a council vacancy in accordance with Article V. Vouchers will be issued to individuals who fill a council vacancy upon installation. Vouchers will be signed by the President. Issued, redeemed, and unredeemed vouchers will be tracked by the Treasurer. These vouchers are non-transferable and must be used by the Council member, their immediate family, or significant other within the ski year for which they are issued. Vouchers may not be redeemed for a cash refund. There will be no provisions for monies from the general membership funds to be used for any other form of council remuneration such as end of year council-only banquets, meals, trips, clothing, etc.

Council members are eligible for a reimbursable voucher based on active participation in the council. Remuneration for council membership will not exceed €200 for the full year of service. Members appointed to the Council after 1 August but prior to the first Social in September will be entitled to a maximum remuneration of €150. Those appointed after the first Social and prior to 1 December will receive a maximum voucher of €100.

Normally appointments will not be made after 1 December, but if they are the Council will determine appropriate remuneration by majority vote.

In all cases, vouchers will be issued in two installments. The first half (50%) will be issued upon assumption of duties. The balance will be issued not earlier than 1 January and may be withheld if the council member has not been an active, contributing participant of the Council (i.e., attended at least 75% of Council meetings, Socials and special events.)

ARTICLE IX

The President of the club shall:

Preside at all the membership and Council meetings.
Upon written demand of ten percent (10%) of the membership, will call a special general membership meeting.
Upon the majority demand of the members of the Council, call a Council meeting.
Approve all payments over the dollar amount mentioned in Article XIV prior to the Treasurer issuing a check.
Author the SnoSheet, direct the activities of the club, and delegate responsibilities and tasks to the council.
Draft updates to the policies printed in the Ski Guide for approval by the Council before publication.

ARTICLE X

The 1st Vice President (Trips Manager) shall:

Not later than July 30th, compose and submit a schedule of proposed trips for the coming year for review and approval by the Council.
Work closely with the President and Treasurer to arrive at trip prices.
Make final arrangements for all approved trips to include hotel and bus reservations, confirmations, and follow up coordination.
Provide the trip narratives for the yearly ski guide.
Write the individual trip information sheets and provide to the TC Manager at least one month before the trip opening night.
Act as the HISC liaison with the tour operators for all matters other than payments.
After each HISC social meeting, report trip sign-up counts to the tour operators and to the council.
Coordinate with the TC Manager to ensure rooming lists are provided to the tour operators as required.
Certify the accuracy of all trip bills and expenses for payment.
Perform all other duties that usually pertain to the office or are delegated to them by the President.
The 1st Vice President (Trips Manager) shall, in case of the absence or disability of the President, perform the duties of the President.

ARTICLE XI

The 2nd Vice President (Social Programs Director) shall:

Plan all social activities throughout the year and present the budget for these activities to the Council not later than July 30th.
Contact, schedule, and contract, with prior approval of the council, for entertainment for all events.
Confirm room arrangement with the meeting sites, and sign contracts for the same.
Arrange for contests and prizes to be awarded during HISC social meetings.
Share the responsibility with the Publicity Manager for staffing the Welcome Table.
Perform all other duties that usually pertain to the office or are delegated by the President.
The 2nd Vice President (Social Programs Director) shall, in case of the absence or disability of the President and the 1st Vice President (Trips Manager), perform the duties of the President.

ARTICLE XII

The Publicity Manager shall:

Arrange for publicity of all HISC activities and events
Provide announcements of HISC activities to publications such as Stars and Stripes and the Herald Post.
Coordinate with AFN to insure broadcast to listeners of HISC activities.
Develops special flyers as required.
Ensure that flyers, signs, and other advertising are posted in a timely manner through out the greater Heidelberg and Mannheim communities.
Find members to “adopt” a HISC lion to ensure that the lions are placed throughout the community.
Share responsibility with VP/Social for staffing the welcome table.
Perform all other duties that usually pertain to the office or are delegated to them by the President.

ARTICLE XIII

The Membership Manager shall:

Account for and control HISC membership cards.
Accept membership applications and dues from eligible persons.
Input and update information into the HISC membership database to include member’s email and phone number.
Provide a printed copy of the HISC membership database to the Trip Sign-up table and Welcome Table at the start of every social.
Distribute an updated electronic copy of the membership database within 5 days after every HISC social meeting.
Perform all other duties that usually pertain to the office or are delegated to them by the President.

ARTICLE XIV

The Treasurer shall:

Maintain accounting procedures in accordance with AE Regulation 210 22 and other applicable regulations.
Have custody of all the monies and securities of the club and be responsible for their proper safeguarding.
Be empowered to sign checks and make necessary disbursements of funds as approved by the council. All payments in excess of Three Thousand Dollars ($3,000) or Three Thousand EURO (€3,000) must be approved by the President.
Provide a monthly income statement to the council for review, not later than the 20th of the succeeding month.
Arrange for the required audits of the club financial records. Audit is required prior to changeover of Treasurers and not less than every two years.
Perform all other duties that usually pertain to the office or are delegated to them by the President.

ARTICLE XV

The Executive Secretary shall:

Set up council meeting places and notify council and council-elect members of dates and time of scheduled meetings.
Maintain the official version of the HISC By-Laws, Constitution, and Council meeting minutes.
Maintain the HISC historical files to include all prior year HISC Ski Guides.
Prepare and distribute the Council meeting minutes to the council members within 5 days of each council meeting.
Bring copies of the current year Council meeting minutes to the member Social meetings to provide to members for review upon request.
Prepare the Revalidation Request in accordance with AR 210-22 paragraph 2-1d and AE 210-22 II.4.e. on an every other year basis. The document is required to be submitted 90 days prior to expiration.
Prepare the Reporting Requirements document in accordance with AR 210-22 paragraph 2-1c and AE 210-22 II.4.d. The document must be submitted in the year after revalidation.
Maintain contact with community officers. Coordinates with Community on security measures for on-post meetings during force protection time.
During April of each year, provide a current copy of AR 210-22 and AE Reg 210-22 to each Council member for their review.
Pick-up HISC mail at its APO and German post office boxes on a regular basis.
Maintain a current inventory of the club’s physical assets and records (by council member and by location). Update the inventory upon change of council members.
Perform all other duties that usually pertain to the office or are delegated to them by the President.

ARTICLE XVI

The Boutique Manager shall:

Operate the HISC Boutique.
With prior approval of the council, purchase all Boutique merchandise.
Store, secure and control inventory of all Boutique merchandise.
Provide the Treasurer a detailed sales accounting after each meeting.
Quarterly, provide the council a copy of the Boutique current inventory (item description, cost basis, selling price, quantity on hand).
Perform all other duties that usually pertain to the office or are delegated to them by the President.

ARTICLE XVII

The Trip Captain Manager shall:

Nominate slate of trip captains for Council approval.
Train and supervise all Trip captains.
Supervise the Trip Sign-up table during HISC Socials.
Coordinate with Treasurer and Trip Captains to settle TC expenses.
Write, publish, distribute, and ensure compliance with the Trip Captain’s guide.
Provide proposed schedule of trip opening and closing dates.
Accept pre-booking requests in accordance with ARTICLE XXII.
After each HISC social, review Trip Captain rooming lists and reconcile against the trip accounts spreadsheet to ensure compliance with HISC policies. Coordinate resolution of discrepancies with the Trip Captains and Trip Accounts Manager.
Coordinate with the Trip Captains and the Trips Manager to ensure accurate and up-to-date rooming lists are provided to the tour operators as required.
Perform all other duties that usually pertain to the office or are delegated to them by the President.

ARTICLE XVIII

The Publications Manager shall:

Ensure publication of the yearly Ski Guide to include solicitation, editing, and publishing.
Serve as the club liaison with HISC sponsors and advertisers.
Coordinate with advertisers for follow up and promotion.
Take pictures during social meeting and events for use in the ski guide and on the HISC website.
Perform all other duties that usually pertain to the office or are delegated to them by the President.

ARTICLE XIX

The Trip Accounts Manager shall:

Act as or provide cashiers to collect all money paid in for trips.
Collect and account for all payments made to the cashiers.
Turnover of all funds at the close of each meeting to the Treasurer.
Provide updated computer-generated trip lists to the President, Treasurer and Trips Captain Manager within two days of the close of each regularly scheduled club meeting. For a trip departing on a Friday after a HISC social meeting, the Trip Accounts Manager shall email the trip accounts spreadsheet to the Trip Captain of that trip by 1200 on Friday.
Coordinate with the TC Manager to reconcile all balance due amounts and to reconcile all names to the rooming list. Provide final accountability lists for each trip to the Treasurer.
Perform all other duties that usually pertain to the office or are delegated to them by the President

ARTICLE XX

The Webmaster shall:

Design and develop the HISC website.
Manage the SnoSheet distribution list.
Ensure payment for the domain name and web hosting services are made in a timely manner.
Ensure timely and accurate information is posted on the website.
Perform all other duties that usually pertain to the office or are delegated to them by the President.

ARTICLE XXI

This Club is not an instrumentality of the United States. It must remain self sustaining and may not receive financial assistance from the U.S. Army or Non Appropriated Funds.

ARTICLE XXII

These Bylaws are the sole Bylaws of HISC. They are effective when approved by the majority of the membership at a general membership meeting and ratified (signed) by the majority of the Executive Council. Upon approval by the general membership all previous versions are rescinded.

Elections

The following procedures govern the election of the Executive Council:

Election of officers to the Council will be held annually at a general membership meeting in March.
Nominations for elected positions shall be taken beginning with the first regularly scheduled general membership meeting in February. Elections will be conducted by prepared ballot. The number of members present at the announced election meeting will constitute a quorum for a valid election.
The length of term is for one-year beginning the first of May.
Council vacancies shall be filled by appointment of the President. The appointee shall be selected from the active members and shall fill the vacancy for the remainder of the elected term. Should the President be unable to complete the term of office, a special election shall be held at the next regularly scheduled membership meeting, unless a President elect has already been elected. In this situation the President elect will be installed at the next regularly scheduled general membership meeting.
Announcement of the annual elections will be made via the Sno Sheet beginning in January.

General Membership/Social Meetings

The Council determines the frequency and dates for general membership/social meetings. Special events will be conducted on an announced basis. Announcements of the general membership meetings, social meetings, and special events shall be made via the Sno Sheet.

Pre-booking Trip Sign-up Procedures

Pre booking privileges for HISC Trips are limited to HISC past presidents, current council members, NSP patroller in charge assigned to that trip, and appointed trip captains whose trip is open on the night the desired trip opens. Pre booking is limited to the qualified individual's immediate family or significant other. Requests for pre booking can be provided to the Trip Captain Manager at any time but should be made at least one week before a trip opens.

Expenditures

Expenditures will be limited to those required to support the activities listed in the Constitution. Petty cash (if maintained) will not be used for these expenditures.

Membership Dues

Membership dues shall be assessed on an annual basis beginning in September. Membership dues will be determined by the Council on a year-to-year basis. (For 2007-8 dues are €15 per person or €35 per family.) The Council may discount membership dues when deemed appropriate. On an annual basis, the Treasurer will establish a membership cost for members that desire to pay in US dollars.

Bonding

Any Executive Council member having access to cash on hand or assets which when totaled exceed $1,000.00 will be covered by fidelity insurance. Fidelity insurance shall be procured by HISC and charged to the trips operating accounts.

Financial Control

A single entry cash system will be used to record the financial transactions of the club. A computer based commercial accounting package will be used to record the above transactions and produce all necessary financial documents to support the annual club operations in accordance with AE Regulation 210 22.

Audit Procedure

The club's financial record shall be audited on change of the Treasurer and not less than every two years. The club's accounting year begins on 1 May and ends 31 April (to coincide with term of Treasurer). The cost of the audit shall be paid for by HISC and charged to the general operating account. The Treasurer will coordinate the selection of the auditor through the USAGH.

APPROVED BY majority vote of the Members present at the general membership meeting on 27 April 2007.

Click here to see the list of council members
Click here to read the HISC charter
Click here to read our constitution
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Heidelberg International Ski Club Bylaws

Heidelberg International Ski Club
Bylaws