Article 1. Name
The name of the group shall be "Hartland Winter Trails." Hereafter referred to as "HWT"
Article 2. Mission Statement
Hartland Winter Trails is a member- and user-supported non-profit organization dedicated to developing and maintaining a local trail system for cross country skiing and snowshoeing. Through use of the trail system we promote our core goals:
Article 3. Membership and Meetings
Section 1.
Any person may consider themselves a member by being an active and interested participant in activities concerning HWT. All landowners who provide HWT access to their land will be considered a member.
Section 2.
The annual meeting of the members will be held on the first Saturday in November, starting at dusk and preceded by a pot-luck supper. The purpose of this annual meeting will be to elect the directors for the coming year, to ratify any newly proposed amendments to the by-laws or amendments enacted by the directors in the preceding year, and for the transaction of any other business presented by any member. General members will be empowered to vote for the election of the board of directors and amendments to the by-laws.
Section 3.
Special meetings may be called by the executive director or two other directors for any reason deemed necessary.
Section 4.
The board of directors may designate any place within the town of Hartland as a place of meeting for any annual meeting or special meeting.
Section 5.
Notice stating the place, day and hour of the meeting, and in the case of a special meeting, the purpose for which the meeting is called, shall be posted on HWT's web page at least one week before the meeting is to occur.
Section 6.
Decisions at any regular or special meeting will be made by the directors and will not be binding unless there is a quorum. At least three directors must be present to be considered a quorum and a binding decision.
Article 4. Organization of Management
Section 1.
The business and affairs of HWT shall be managed by the board of directors. The board may appoint committees for any purpose. The board of directors shall consist of the executive director, secretary, treasurer, cartographer, trail meister, special events and education director, and director of volunteers.
Section 2.
Directors shall be elected at the annual meeting of members, and the term of office of each director shall be until the next annual meeting of the members.
Section 3.
Regular meetings of the directors will occur at least three times per year. These meetings will generally be in late summer, at the November meeting and in the spring after the ski season is complete.
Section 4.
A vacancy in any office may be filled by the board of directors for the unexpired portion of the term by appointment.
Section 5. The Board of Directors:
A. Executive Director
Coordinates with the town manager and Hartland Recreation Department. Is an active member of the Hartland Recreation Dept.. The overseer of all other committees and board members of HWT.
B. Secretary
Takes notes at all HWT meetings. Updates and maintains the mailing list. Develops the letter for the annual meeting and other special events. Is responsible for any correspondence related to HWT. Maintains the HWT web page on the internet, or delegates this task.
C. Treasurer
Maintains financial records and tracks account balance of HWT in conjunction with the Hartland town treasurer. Coordinates fund raising efforts, including grant writing. Receives monies from the Hartland town treasurer for disbursement as needed.
D. Cartographer
Performs GPS mapping of the trail system. Responsible for trail names and coordinates with Trail Meister on trail signage. Maintains and updates changes to the map as modifications occur to the trail system, and insures the web page has an up to date map.
E. Trail Meister
Coordinates all trail maintenance and construction. Responsible for trail re-locations, creation of new trails and maintenance of trail signage. Maintains a current landowner list, and is the landowner liaison.
F. Special Events and Education Director
Develops and organizes any special events that utilize the HWT trail system, and coordinates with Hartland Recreation Dept. when their events include use of the trails. Responsible for coordinating with schools or other groups for educational activities involving the trail system.
G. Director of Volunteers
Develops a list of potential volunteers which includes their special interests and talents. Responsible for coordinating volunteers when they are needed for any HWT project or special event.
Article 5. Finances
Section 1.
All finances and receipts for payment or reimbursement will be managed by HWT's treasurer in coordination with the Hartland town treasurer.
Section 2.
Normal operating expenses will be approved by consent of the treasurer and executive director. Large expenditures must be approved by consensus of all board members.
Section 3.
All monetary donations to HWT will be surrendered to the HWT treasurer for deposit.
Article 6. Fiscal Year
The fiscal year of HWT shall be July 1st through June 30th. This being the same as the town of Hartland.
Article 7. Books and Records
The HWT will keep correct and complete books and records of account and will also keep minutes of the proceedings of its members, board of directors and committees having and exercising any of the authority of the board of directors.
Article 8. Amendments
These by-laws may be altered, amended or repealed and new by-laws may be adopted by consensus of all directors at any regular or special meeting of the board. These changes will be in effect until the next annual meeting, at which time they must be ratified by a vote of the general membership to remain in effect.
Article 9. Dissolution
Only by consensus of all members of the board of directors can a sale of assets or dissolution of HWT be carried out. Upon dissolution of HWT, any assets remaining after payment of all debts shall go to the Town of Hartland. None of the net assets, or monies from sale of assets shall benefit or be paid to any director, member or donor of HWT