Constitution & Bylaws

OLYMPIC PENINSULA PADDLERS CONSTITUTION AND BY-LAWS ARTICLE 1 - OBJECTIVES  Section 1. Serve the needs of membership
  • by encouraging exploration and recreational use of waters by kayaks and other paddle craft,
  • by networking with members and local organizations to advance the sport of paddling in general,
  • by promoting safety and education,
  • by scheduling kayaking and other paddling activities throughout the year.
Section 2. Promote public good will and understanding of paddle sports and foster their safe development Section 3. Support conservation and quality of water resources and adjacent lands for recreational purposes. ARTICLE 2 - CLUB YEAR  The OPP Club year is defined as the period from September 1st to August 31st. ARTICLE 3 - LOGO  The adopted O.P.P. club logo consists of a kayaker paddling into the sunset, using a Greenland style paddle. The words OLYMPIC PENINSULA PADDLERS printed over the words Washington, USA in a semi-circular configuration above the paddler. The scene is encased by a Northwestern wave theme. This logo will be used as the official Club insignia. ARTICLE 4 – MEMBERSHIP  Section 1. Club membership is open to all persons who support and promote the objectives of the Club and comply with stated conditions of membership as specified in the Constitution and By-Laws. Section 2. Junior membership shall be made available to persons between 14 years old and legal age and for whom all responsibility in the event of accident has been assumed by their parents or guardian. Section 3. The Club Board shall have the power to expel any member for just cause, or who violates the terms of the Release and Waiver of Liability-Indemnity Agreement and Assumption of Risk form, this Constitution and By-laws, or whose conduct is detrimental to the Club. Article 5 – Governing Body Section 1. The Governing Body shall be referred to as “The Board”. The Board shall consist of 4 – 7 members from the general membership of the club. Vacancies on the Board shall be filled from the list of members wishing to volunteer for the position. If more members volunteer for the Board than there are positions available, a vote shall be cast by the general membership to determine which volunteers shall serve on the Board. The Members of the Board shall serve for a 2-year term, but may serve an additional term only if no one from the general membership volunteers to take the position in question. The Board shall conduct all the business of the club in the interval between general meetings of the membership. The Board may refer business to standing committees and receive reports from them. Section 2. Within the members of the Board there shall be a Club Chairperson, a Vice-Chairperson, a Secretary, and a Treasurer.  All Board members shall be members in good standing with the Club at all times.  Officers shall be selected each year through a volunteer and discussion process during the first board meeting of the year with results posted to the OPP website and announced at the next General Membership meeting. Section 3. No decision shall be made of any major consequence without all board members being notified of a quorum vote on the subject. Any major decisions affecting the Club shall be brought before the general membership meeting for approval by a majority vote by members present, including any expenditure of club funds in excess of $250. All decisions and minutes of the board meetings will be posted to the OPP website by the Secretary prior to the next scheduled general membership meeting. Section 4. Any Club member in good standing may present business to the Board. If the member is not satisfied with the action of the Board, the member may then present such business to a General meeting, or a Special Meeting of the Club. ARTICLE 6 – DUTIES OF OFFICERS  Section 1. The Chairperson shall:
  • Preside at all general membership and Board meetings,
  • Appoint committees and representatives to other organizations,
Section 2. The Vice-Chairperson shall:
  • Perform all the duties of the Chairperson when the Chairperson is absent or fails to act in accordance with his/her duty as decided by the Board.
  • Becomes the Chairperson in the event of a vacancy in that position.
Section 3. The Secretary shall:
  • Keep an accurate and true record of all the proceedings of meetings of the Club and Board.
  • Notify all members of Special Meetings,
  • Notify all Board members of all meetings of the Board.
  • Record the minutes of all club and board meetings and post on OPP Website.
  • Insure minutes are properly maintained, communicated to the general membership, and available for every meeting whether or not he/she is attending.
  • A Board member at Large will be responsible to record the minutes of meetings, when the Secretary is unable to attend.
 Section 4. The Treasurer shall:
  • Collect and deposit all monies due the Club.
  • Prepare club budget for annual fiscal year (Sept thru August).
  • Pay regular club bills.
  • Disburse Club funds as directed by the Board.
  • Keep all records of the club’s financial transactions.
  • Make monthly reports to the general membership.
  • Upon request, surrender the club’s financial records to an audit Committee.
ARTICLE 7 – SELECTION OF THE BOARD AND OFFICERS  Section 1. A request to serve as a volunteer on the board shall take place as position(s) need to be filled or at the June general membership meeting for open board position(s). If there are more members requesting to sit on the Board, than positions available, a vote of members present at the June general membership meeting. A majority vote of members present will determine which volunteer serves on the Board. Members shall be notified by email of the vote to take place, if it is to be held other than at the June meeting. Section 2. The new members of the Board and standing committees shall take office on August 1st, or the month following the selection if it was not held in June. Section 3. The new Board and standing committee members and the old Board members shall meet prior to the installment of new members to discuss the transition of duties. ARTICLE 8– QUORUM  Section 1. A Quorum shall consist of members in attendance at a general membership meeting. Section 2. A quorum by email shall consist of the number of members returning ballots within a reasonable time provided such time is not more than three weeks from the date of mailing. Any business that may be decided by the membership in a General or Special Meeting may also be decided by a mail or email ballot. Section 3. Simple majority of members of the Board shall be considered a quorum for the conduct of Business at Board meetings. If a member is unable to attend, he/she may name any other member of the Club to serve as his/her proxy during the meeting by notifying the Chairperson of his/her choice prior to the meeting. He/she may also delegate his/her right to choose a proxy to another member of the Board. No person may act as proxy for more than one Board member at a given meeting. ARTICLE 9 - GENERAL MEMBERSHIP MEETINGS  Section 1. There shall be a minimum of nine (9) General meetings at which General Club business may be transacted and programs presented in addition to these topics specified below: a. April
  • General Membership survey and Feedback form.
b. May
  • Announcement of pending vacancies on the Board and solicitation of volunteers from club membership to fill those vacancies.
c. June
  • The June meeting shall be the selection of board members and standing committees from membership volunteers.
  • End of Club year celebration and annual gear swap.
d. September:
  • First general membership meeting of club year.
  • General membership dues and Release and Waiver of Liability-Indemnity Agreement and Assumption of Risk form collection.
  • Inclusion and welcome of new Board members and standing committee heads.
  • Presentation and discussion of club’s Operating Budget for the new club year.
 e. December: General membership annual holiday party f. Additional meetings shall be added, or meetings shall be deleted as needed, and determined by the Board. Section 2. Special Meetings: A Special Meeting of the Club may be called by the Chairperson or Board, or by petition of 10% of the General membership. It shall be called within four weeks from the receipt of a written request stating the business to be considered. All members must be notified of the Special meeting and the reason for the meeting at least one week in advance. A Special Meeting may take action only on such matters as are presented in writing to all members in the notice of such Special Meeting. Section 3. Decisions made by 2/3 majority of the General membership in a General or Special Meeting or E-mail ballot may reverse the Board in matters of policy or allocation of unspent money but may not reverse actions already carried out. Section 4. Board Meetings: a. The Board shall hold at least six (6) meetings a year b. The Chairperson may call additional meetings of the Board. He/she shall call a meeting within two weeks of the receipt of a written request from five members of the Board. c. Informal meetings of the Board may be held at any time, but decisions reached shall be subject to ratification or revision at the next formal meeting of the Board. ARTICLE 10– INCORPORATION  The Club may become incorporated as a non-profit society under the laws of the State of Washington, for the purpose of holding property, and other advantages. In such case, the Board shall become Trustee of such property. The Club non-profit corporate license shall be renewed every year. ARTICLE 11– AMENDMENTS  This Constitution may be amended by: 1. Presenting the proposed change(s) to the membership at a General or Special meeting. The proposal must be approved by a simple majority of the members in attendance for it to move forward in the amendment process. 2. Notifying the general membership of the approved proposal for change in writing with a special email or in the published minutes of the General or Special meeting. The notification will also announce when and where the final approval membership vote is to take place. 3.  The proposed change(s) will be approved and Constitution amended by a simple majority vote of the members in attendance at the meeting cited in Paragraph 2 above. 4. Approved change(s) will be posted to Document on OPP website.   PART II. BY-LAWS  CHAPTER 1 – Release and Waiver of Liability-Indemnity Agreement and Assumption of Risk form  Section 1. Each member must sign the following Release and Waiver of Liability-Indemnity Agreement and Assumption of Risk form:

** Read carefully before signing**

 I am aware that my participation in Olympic Peninsula Paddlers (OPP) activities is dangerous, physically demanding and hazardous. It involves risks of injury, death, or personal property loss or damage. The risks include, but are not limited to: injury or fatality due to immersion underwater, impact with submerged or exposed objects, slipping and falling, accident or injuries in remote places without medical facilities, sprains, strains, dislocations or other injuries, exposure to temperature extremes or inclement weather, accidents while traveling to and from activity sites, participation in any OPP-related activity, and other risks that may not be known. I am also aware that weather and sea conditions are unpredictable and are dangerous. In consideration of being permitted to participate in these activities I AGREE TO: RELEASE, WAIVE, DISCHARGE AND COVENANT NOT TO SUE OPP, OPP trip initiators, all members of OPP, all trip participants (herein referred to as RELEASEES) for ALL CLAIMS OF LIABILITY for injury, death, property damage or other loss, now or in the future, as a result of my participation in these activities or activities incidental thereto EVEN IF CAUSED BY THE NEGLIGENCE OF THE RELEASEES. I understand that club members and trip coordinators act solely as a point-of-contact for trip participants and are not in any way trained, certified, or pre-qualified by OPP for their skills and abilities as kayakers or as leaders.                                                                                                                                                                                             Initial:_______ TO INDEMNIFY AND HOLD HARMLESS THE RELEASEES from all claims of liability for injury, death, property damage or other loss I incur EVEN IF CAUSED BY THE NEGLIGENCE OF THE RELEASEES. ASSUMPTION OF RISK – I acknowledge the dangers in the activities and I voluntarily ASSUME ALL RISKS, BOTH KNOWN AND UNKNOWN, AND ACCEPT FULL RESPONSIBILITY for injury, death, property damage or other loss, EVEN IF CAUSED BY THE NEGLIGENCE OF RELEASEES.  I am responsible for my own safety.  It is my responsibility to evaluate each situation, each activity and each trip to be sure I have the skills and necessary equipment to participate in club activities. I am free of any medical condition that might create undue risk to myself or others who might depend upon me in these activities. I further certify that I have adequate insurance to cover any injury or damage I may cause or suffer while participating, or else I agree to bear the costs of such injury or damage myself.                                                                                                                                                      Initial:_______ I hereby release the RELEASEES from any claim whatsoever on account of first aid treatment or service rendered to me during my participation in OPP activities, even if caused by negligence of RELEASEES.                                                                     Initial:_______ I expressly agree that this Release and Waiver of Liability, Indemnity Agreement and Assumption of Risk Agreement is intended to be as broad and inclusive as permitted by the laws of the State of Washington and that, if any portion of the agreement is held invalid, it is agreed that the balance shall continue in full force and effect. I have carefully read this agreement and fully understand its contents. I AM AWARE THAT THIS IS A RELEASE AND WAIVER OF LIABILITY TO ALL RELEASEES AND THAT BY SIGNING THIS AGREEMENT I AM GIVING UP IMPORTANT LEGAL RIGHTS.  I understand and freely sign this agreement and agree that no oral representation, statements or inducements have been made apart from the foregoing agreement. This AGREEMENT shall bind my heirs, executors, assigns, legal representatives and family members. CHAPTER 2 – TRIP PARTICIPANT RESPONSIBILITIES  Trip Participant Responsibilities are outlined on the Club website under Safety Information in the Resources section.  The Trip Participant Responsibilities may be added to or amended by a majority action of the Board at any of its meetings, but such additions or amendments shall not become official until they have been presented similarly to all members in writing or by email. CHAPTER 3 – DUES AND APPLICATION FOR MEMBERSHIP Section 1. Annual dues shall be determined by the Board and are payable each year by August 31st. A newly signed Release and Waiver of Liability-Indemnity Agreement and Assumption of Risk form must accompany the annual dues.  Any member who does not pay his/her dues by September 30th will be dropped from membership. Membership shall be automatically reinstated upon payment of annual dues at any time prior to October 31st, if membership has been suspended for non-payment of dues only. The Dues Year shall be defined as from the months of September 1 to August 31.  Dues shall be prorated quarterly for new members joining the club after October 31st. The prorated dues will be as follows: Nov-Jan = 80%; Feb-April = 60%; May-July = 40% for both family and individual memberships. Section 2. An application for membership shall be submitted on a signed Release and Waiver of Liability-Indemnity Agreement and Assumption of Risk form with annual dues. An application for family membership shall be submitted on Release and Waiver of Liability-Indemnity Agreement and Assumption of Risk forms, one signed by each participating family member, accompanied with annual dues. Additional eligible family members will be added to the roster upon receipt of a signed Release and Waiver of Liability-Indemnity Agreement and Assumption of Risk form. If membership is denied, the annual dues and initiation fee shall be refunded. It shall be the duty of each member to keep the Membership committee informed of his/her correct mailing address and email address, any notice or document mailed to such address shall be deemed to have been duly sent or served. CHAPTER 4 – NOTICE OF MEETINGS  Notice of a forthcoming Special Meeting shall be made by the Secretary in writing, or via email to each member entitled to attend a meeting of the Club and in writing or by direct word of mouth to each Board member and Officer entitled to attend a Board Meeting at least one week before such meeting. Notification of a regular schedule of meeting shall satisfy this requirement for General Meetings. CHAPTER 5 – COMMITTEES The Board Chairperson shall request volunteers from the general membership to serve on standing or special committees. Board members will chair the following standing committees. Primary duties and responsibilities of each committee are listed under each committee name. Committees shall report progress of respective programs during the business meeting section of each monthly general membership club meeting. Other committees may be added or deleted as the need arises. 1. Membership :
  • Receive member’s applications/Release and Waiver of Liability-Indemnity Agreement and Assumption of Risk form.
  • Record and/or update membership information to OPP membership roster.
  • Turn any collected membership dues money over to Treasurer for deposit.
  • Welcome new members to the club and take informal survey of skills and expectations.
  • Coordinate with established club members to act as a point of contact (mentor) for new members at local paddles and for club information.
2. Programs/Publicity:
  • Survey club membership for suggested presentation topics.
  • Solicit or procure person(s) to give presentations / tours.
  • Keep club membership informed of activities and events.
  • Notify media of club events and activities.
  • Research ways to promote club.
3.  Education: This committee will have 3 components: Safety, Training and Pool
  • Safety/Training
  • Survey membership to I.D. types of clinics members want.
  • Coordinate with membership and /or local kayak shops to determine how and when clinics can be given.
  • Schedule clinics.
  • Post schedule to OPP website.
  • Maintain and review the club’s paddle safety policies.
  • Promote paddle safety for club.
  • Contact appropriate pool authority to arrange for pool practice times and dates.
  • Post pool practice info on club website.
  • Insure pool is available and open for practice sessions.
  • Collect money for pool sessions and turn money over to treasurer.
  • Inspect member’s boats for cleanliness/pull hose and lane markers.
  • Liaison to pool officials (life guard).
  • Pool
4. Paddles and Trips:
  • Coordinates with club members to organize and lead club paddles and trips.
  • Posts trips and associated info for the club year on club calendar.
  • Follow up with trip coordinator to insure club trip report is posted to OPP website.
5. Website:
  • Maintains and coordinates OPP website and updates.
6. City Parks Maintenance Coordinator for Ediz Hook. CHAPTER 6 – AMENDMENTS These By-Laws may be amended by: 1. Presenting the proposed change(s) to the membership at a General or Special meeting. The proposal must be approved by a simple majority of the members in attendance for it to move forward in the amendment process. 2. Notifying the general membership of the approved proposal for change in writing with a special e-mail or in the published minutes of the General or Special meeting. The notification will also announce when and where the final approval membership vote is to take place. 3. The proposed change(s) will be approved and By Laws amended by a simple majority vote of the members in attendance at the meeting sited in Paragraph 2 above. 4. Approved change(s) will be posted to Document on OPP website.