The Name of the organization shall be: Middle Peninsula Jeep Association Inc. (MPJAI).
Middle Peninsula Jeep Association Inc. is a non profit organization based out of Gloucester VA.
The purpose of MPJAI shall be having fun, sponsoring events and outings, bringing Jeep® owners together, protecting our right to use public lands for our sport, to give new jeepers® a chance to learn about 4 wheeling and meet others with the same interest, and for all other lawful purposes.
• Members must have a 4 wheel drive Jeep® vehicle.
• Members must be at least 18 years of age.
The Board of Directors may limit the number of memberships to an exact number at any time. The Board of Directors may review any memberships at their discretion. The Board of Directors may make a recommendation concerning actions to be taken regarding any memberships to the members and the members will vote on whether or not to follow the recommendation. The recommendation shall pass upon a majority vote of a quorum of Active Members present.
The Board of Directors shall approve by vote all new memberships. Memberships shall only be valid if submitted via established Club application processes.
Membership dues are not paid until the membership is approved by the Board of Directors.
Applicants for Membership must attend one monthly Club meeting and at least one Club sponsored, or Board of Directors approved, event.
Renewal memberships do not require Board of Directors approval.
Members who adopt and sign the By-laws of the MPJAI shall be known as Charter Members of the Organization.
Active Members are required to attend monthly club meetings. Any Active Member who fails to attend three consecutive monthly club meetings will be transferred to a Supporting Membership classification. No dues will be refunded. The Board of Directors, upon review of any extenuating circumstances, may waive this policy, in their sole discretion.
Active Memberships will have one vote per membership. All Active Members may run for office and participate in club events. All Active Memberships shall receive a single V4WDA/UFWDA membership.
Supporting Members are not required to attend monthly club meetings. Supporting Members are suggested to attend club events. Supporting Members have no voting privilege. Supporting Members will receive a membership packet to include a decal and a copy of these by-laws. Supporting Memberships will receive a single V4WDA/UFWDA membership.
Honorary memberships will be given as a special recognition for someone going above and beyond normal circumstances for MPJAI or one of its members. Honorary members have no requirement to attend either monthly club meetings or club events. Honorary Members have no voting privilege. Honorary Memberships will be reviewed and automatically renewed on an annual basis by the Board of Directors unless extenuating circumstances suggest that the Honorary Membership status should be revoked. Any member may recommend someone for Honorary Membership to the Board of Directors through a written proposal. This proposal will be presented to the Active Members for a vote of approval. The proposal shall pass upon a majority vote of a quorum of Active Members present. Honorary Memberships will receive a single V4WDA/UFWDA membership, at the sole discretion of the board of directors.
Dues are subject to change to reflect changes in dues charged by VA4WDA. Dues changes to MPJAI will be made as soon as the new VA4WDA dues are known.
Active membership dues- Individual Active dues are $30 for a period of 1 year.
Supporting membership dues- Supporting membership dues are $21 for a period of 1 year.
Honorary membership dues shall be paid by MPJAI.
Members who fail to pay their dues within 60 days of its due date will be removed from the club roster and no longer considered a member of MPJAI. Removed members may reapply for new Membership, subject to approval of the Board of Directors.
No portion of annual dues will be refunded to any member whose membership is terminated either by choice or by Board of Directors decision, except upon approval of the Board of Directors in consideration of extenuating circumstances, in their sole discretion.
Meetings of the membership of the MPJAI shall be held once a month at such times and places as may be designated by the Board of Directors.
Special meetings of the members, other than those regulated by statute, may be called at any time by the Board of Directors or any Active Member in good standing.
There shall be an annual meeting held concurrently with the February regular meeting. Notice indicating the place, day, and hour of the meeting shall be given not less than ten (10) days nor more than sixty (60) days before the date of the meeting to each Active Member in good standing entitled to vote at such meeting.
At any meeting the presence of a majority of the Active Membership shall be necessary to constitute a quorum for the transaction of business, except as provided in Article 12 for Amendment of by-laws.
All members will abide by the MPJAI "Sponsored Events and Trip Rules."
Only 4-wheel drive Jeeps® may be driven on MPJAI trail rides.
Each member may sponsor guests to a MPJAI event not exceeding the number of members attending the event.
Guest: An event attendee formally invited by a club member prior to the start of the event. These may include:
1. Non-member passengers, up to the number of available seat belts, in a members' Jeep® or ;
2. One non-member 4-wheel drive Jeep® and its passengers per club sponsored event.
Members must inform the Trail Master, in advance of the ride, of guests that will be driving along with the club. Members who choose to sponsor a guest are solely responsible for that guest. Should the Trail Master or Officer in attendance determine that any guest is posing a risk to safety, or simply to the enjoyment of the event itself, that guest may be asked to leave via host member escort. All guests will be required to sign a waiver of liability agreement. All guests will agree to abide by the MPJAI By-Laws and the MPJAI "Sponsored Event and Trip Rules." Guests may operate a 4-wheel drive Jeep® vehicle at one club sponsored trail ride per year. In order to operate a 4-wheel drive Jeep® vehicle at another club sponsored trail ride within 12 months of the previous event in which they drove, they must apply for membership as stated above.
There shall be three (3) board members of the MPJAI and shall consist of the President, Vice President, and Secretary.
The term of each director shall be served concurrently with that of the President, Vice President, and Secretary, respectively. No Director shall serve in the capacity of Director for more than two successive terms. Serving as Director for part of a term due to vacancy shall not constitute a term. Former Directors who have not held office for one year may again hold an office.
Directors shall be elected at the annual meeting, except as otherwise provided for filling vacancies, by a majority vote of a quorum of Active Members, in accordance with Election of Officer, Article 9, Section 3 of these by-laws.
There will be no paid positions within the MPJAI. All Board Members are volunteers.
Directors may be removed from the Board of Directors in accordance with Article 9, Section 7 of these by-laws.
Any vacancy occurring in the Board of Directors, being a direct result of a vacancy of the office of President, Vice President, or Secretary, respectively, shall be filled in accordance with Article 9, Section 8 of these by-laws.
The officers of the MPJAI shall consist of a President, Vice President, Secretary, and Treasurer and shall be known as the Executive Committee.
The members shall meet and nominate Officers for each fiscal year at the regular January meeting. Elections will take place at the February meeting.
The candidates for offices must be members in good standing. Nominations must be accepted by the candidates. At all elections, nominations for each office of this organization may be made from the floor.
In the event of a vacancy in the office of Vice President, Secretary, Treasurer, or, an election shall be called to elect a successor. In the event of a vacancy on the BOD, the BOD shall elect a successor.
Officers shall be elected at the February meeting each year, except as otherwise provided for filling vacancies, by a majority vote of a quorum of Active Members. Voting shall be in person and not by proxy or mail.
Balloting for each office will be held by secret ballot. All ballots for offices must be counted and checked by another member other than the nominees. Ballots shall be destroyed after elections are final.
The newly elected Officers shall take office on March 1st.
No Officer shall serve in the capacity of Officer for more than two successive terms. Serving as an Officer for part of a term due to vacancy shall not constitute a term. Former Officers who have not held office for one year may again hold an office.
At any meeting the presence of a majority of the Active Membership shall be necessary to constitute a quorum for the transaction of business, except as provided in Article 12 for Amendment of by-laws.
There will be no paid positions within the MPJAI. All Officers are volunteers.
Any officer may be removed with or without cause at any time by a two-thirds majority vote of the Active Membership at any regular meeting, or specially held meeting called for that purpose, when a quorum is present at such meeting.
All vacancies in any office shall be filled promptly at the regular meeting, or specially held meeting called for that purpose, immediately following such vacancy. The vacancies shall be filled by a majority vote of the Active Membership when a quorum is present at such meeting.
It shall be the duty of the Officers to draw up an agenda for all Board and membership meetings. Officers shall also have the following duties and powers:
The PRESIDENT shall preside over all membership and board meetings and shall be present at all events when possible. He/She shall be the executive officer and shall have the duty to carry out the policies and decisions of the BOD. He/She shall be without right to vote on the BOD except in case of a tie.
The VICE PRESIDENT shall, in the absence of the President, serve in that capacity. He/She will also serve as the Parliamentarian and perform such duties as may be assigned by the BOD. The Vice President shall be responsible for informing the club of issues that affect the membership's recreational use of public lands. He/She will stay in close contact with the Land Use personnel of the UFWDA and V4WDA.
The SECRETARY shall keep and preserve all records and minutes of the meetings of the regular membership and the ledger roll call and determine the number of voting members present so it may be known if a quorum is in attendance. He/She shall receive and answer all general correspondence pertaining to the organization.
The TREASURER shall keep accurate and complete records of the funds and accounts of this organization. He/She shall keep a file system of membership. He/She shall collect all dues and maintain a record thereof. He/She shall make only such disbursement from the funds of the organization as are directed by the BOD.
The Board of Directors shall comprise the Grievance Committee. Their responsibility is to determine the validity of any grievance voiced by any member. This committee will decide on the proper course of action for resolving any grievance, in its sole discretion. Decisions of the Grievance Committee will be final. In the event that the grievance is about the Board of Directors or Officers, there shall be a spokesperson for the membership to propose a complaint and suggest a course of action. The majority vote of a quorum of the Active Membership shall be final.
All monies received from all sources shall immediately be turned over to the Treasurer to be deposited in the checking account of the MPJAI.
No withdrawal from funds shall be made without the approval of the Board of Directors. Single expenditures in excess of fifty dollars ($50) must have an approval of the majority of a voting quorum of the Active Membership. All expenditures shall be made by check, and the item for which each check is drawn shall be designated on the face of the check along with an itemized receipt.
Committees shall be designated by the Board of Directors. Each committee shall be assigned by the President to a Director who shall be responsible for its activities and who, with the approval of the Board of Directors, will appoint a committee chairperson.
These by-laws may be amended by a two-thirds majority vote of the Active Membership at a regular membership meeting, a quorum being present and voting. Any amendment to the By-laws must be presented to the membership at the regular membership meeting preceding that in which the vote is taken.
In all questions or order and parliamentary procedure not covered by these by-laws, Robert’s Rule of Order shall govern.