PHOC Bylaws

Article 1: Name

The name of this organization shall be the Piedmont Hiking and Outing Club.

Article 2: Purpose

The Piedmont Hiking and Outing Club is a recreational outing club devoted to enjoying outdoor activities in an environmentally low-impact manner. The club shall not be used as a political or religious forum.

Article 3: Membership

Section 1: Types of memberships shall consist of individual and family.

Section 2: Any adult is eligible for admission so long as s/he agrees to and complies with the bylaws and standing rules of the club.

Section 3: Annual dues shall be:

1. Individual - $20 per year.
2. Family - $30 per year.

Section 4: Dropped from membership for nonpayment of dues.

1. A member who has not paid current dues within a 30 days grace period of 1 year from their original membership sign up date,  shall be dropped from membership.
2. A member who has been dropped may reinstate membership by payment of dues.

Article 4: The Executive Board

Section 1: The Executive Board shall consist of elected officers, the committee chairpersons and the past president.

Section 2: The Executive Board shall handle the regular business of the organization.

Section 3: Three meetings of the Executive Board shall be held each year. Additional meetings shall be called as deemed necessary by the President or a majority of the Executive Board.

Section 4: A quorum for conducting the business of the Executive Board shall be not less than four members of the board, two of whom must be elected officers.

Section 5: Each outgoing Executive Board must leave in the treasury a sum equal to the unpaid bills and/or obligations for which the club is responsible.

Article 5: Officers and Committee Chairpersons

Section 1: There shall be the following elected officers:

1. President
2. Vice-president
3. Secretary
4. Treasurer

Section 2: The committee chairpersons shall be appointed by the President and approved by a majority vote of the elected officers no longer than two weeks after officers assume office.

Section 3: An officer who does not comply with assigned responsibilities may be relieved of office by majority vote of the Executive Board. Appointment of a replacement shall be made by the President with approval by majority vote of the remaining members of the Executive Board.

Article 6: Elections

Section 1: A nominating committee shall consist of the four most recent past presidents of the club. The president who served least recently shall serve as committee chair. If four past presidents are not available, the current president shall appoint the additional members to the committee. Their duty is to nominate the officers for the following year.

Section 2: Preliminary report of the nominating committee shall be made at the December meeting. Final report of the nominating committee shall be made at the January meeting. Nominations from the floor shall be accepted at the January meeting.

Section 3: At the January meeting, after all nominees are placed before the membership, election shall be by majority vote. Each adult member shall have one vote for each office. The presiding officer shall ask each nominee to be excused from the meeting while the vote is being taken.

Section 4: New officers shall assume office on February 1st.

Section 5: Officers shall be elected for a term of one year, to serve from the time they assume office. Officers may not serve more than two consecutive years in one office. An individual may serve a maximum of five years in elected offices, and then will not be eligible for elected office until a period of two years has elapsed.

Article 7: Duties of Officers

Section 1: The president shall:

1. Preside at all meetings of the executive board and general meetings of the organization, and at any special meetings.
2. Appoint the committee heads per Article 5, Section 2.
3. Make interim appointments as needed with the approval of the executive board.
4. Sign all contracts with the secretary after the approval of the executive board.
5. Serve as ex-officio member of all committees except the nominating committee.
6. Call a special meeting when it is necessary.

Section 2: The vice-president shall perform the duties of an absent president and perform such duties as are assigned by the president. The vice-president shall serve as program chairperson.

Section 3: The secretary shall:

1. Record the minutes of all proceedings of the board and membership meetings.
2. With the president, sign all contracts for the organization.
3. Handle the correspondence of the organization.

Section 4: The treasurer shall:

1. Have charge of all the funds for the organization and the bank account.
2. Make financial reports to the membership

Section 5: Finances. All checks shall be signed by either the treasurer or president of the club.

Article 8: Amendments

The bylaws may be amended or revised by an affirmative vote of two-thirds of all members present at a meeting designed for that purpose. Copies of the proposed amendments shall be available upon request at least one month prior to the meeting.

Article 9: Dissolution

Should the organization be dissolved, all material possessions of the organization must be sold and the moneys obtained from the sale donated to a North Carolina non-profit environmental group approved by majority vote of the Executive Board after all bills have been paid.

Article 10: Definitions

As used in these bylaws, the following definitions shall apply:

1. The word vote shall include votes cast at a meeting by voice, show of hands, written ballot, or electronic means, or any combination thereof, as the presiding officer may deem to be appropriate in the exercise of his or her discretion.

2. The word meeting shall include a gathering of members attending in person or by telephonic or other electronic means of communication, or any combination thereof, as may be determined by majority vote of the Executive Board in its discretion.

Revised by majority vote of members present on the 11th day of April 1994.
Revised by majority vote of members present on the 11th day of September 1995.
Revised by majority vote of members present on the 12th day of February 1996.
Revised by majority vote of members present on the 19th day of January 2002.
Revised by majority vote of members present on the 17th day of January 2014.
Revised by majority vote of members present on the 11th day of January 2021.
Revised by majority vote of members present on the 12th day of June 2023.

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Standing Rules

1. Practice low impact recreation by:
   • Leaving a campsite as natural as possible,
   • Packing out what you pack in with absolutely no littering,
   • Having no radios on wilderness outings,
   • Observing other common-sense rules as necessary.
2. Recognize the trip leader as the person in charge of the outing.
3. No illegal substances on any outings.
4. Abide by all regulations of the U.S. Forest Service or relevant organization.
5. No pets without the approval of the trip leader.