Constitution and By-Laws of Friends of Polar Bears, Inc.
Article I – Name
This organization is Friends of Polar Bears, Inc., commonly known and referred to as the Polar Bear Ski Club.
Article II – Purpose
This organization is a non-profit corporate organization. The corporation is not formed for financial gain, and no part of the assets, income or profits of the corporation is distributable to or inures to the benefit of its members, directors or officers except to the extent permitted under these By-Laws and under the NYS Not-for-Profit Corporation Law. The fiscal year of the corporation shall commence on July 1 and end on June 30.
As such, it shall have as its purpose to:
1. Pledge itself to observe and be governed by the Constitution and By-Laws and other enactments and rules of the United States Ski Association (USSA) and to make its own Constitution and By-Laws and rules harmonize with USSA and to support the applicable governing agencies financially and otherwise to the best of its ability.
2. Provide encouragement, advancement, and improvement of the sport of skiing and promote good camaraderie among skiers and ski enthusiasts within the Central Adirondacks.
3. Schedule ski competitions by providing the structure and technical necessities for hosting Alpine, Nordic and Biathlon races.
4. Provide financial support and encouragement to ski racers at competitive levels. The Executive Committee is authorized to disperse funds for financial support as the need arises.
5. Provide financial support and encouragement to the designated coaches of our racers at competitive levels.
6. Polar Bear Ski Club policies and procedures will be outlined in the handbook, which will be updated as necessary.
Article III – Board of Directors
The Board of Directors shall consist of the Executive Board members, Race Administrators for Alpine and Nordic, Committee Chairs and the McCauley Mountain manager.
Article IV – Officers
Section 1- Officers of this club shall consist of a President, Vice-President, Secretary, and Treasurer. The Executive Committee shall consist of the preceding officers. Out going officers will work with incumbents for one season.
Section 2- President: It shall be the duty of the President to preside at all meetings of the Club, enforce the by-laws and give the deciding vote in case of a tie.
Section 3- Vice-President: Shall act during the absence of the President.
Section 4- Secretary: It shall be the duty of the Secretary to keep records of all activities of the Club, to give members written notice of any special meeting and furnish a report at each meeting.
Section 5- Treasurer: It should be the duty of the Treasurer to collect all dues from the Membership Committee Chair and to handle all the funds of the Club and keep a correct record of the same, furnishing a report at each meeting. The accounting for the Polar Bear Ski Club shall be done on a cash basis.
Section 6- Terms of Office: The elected officers can be elected for (2) two consecutive four-year terms with the election of officers in the fall. The offices of President plus Treasurer, and Vice-President plus Secretary will be elected alternately every two years.
Section 7- The Executive Committee shall meet in the summer to provide a slate of officers for the election in the fall.
Section 8- The above officers shall be chosen by ballot at the first meeting in the fall of the election year. Should any vacancies occur among the officers, the Executive Committee will nominate replacements at the next regular meeting.
Section 9- Conflict of Interest- No officer or director shall engage in, or condone, any conduct that is disloyal, disruptive, damaging or in competition with the corporation. No officer or director shall take any action, or establish any interest that compromises his/her ability to represent the corporation’s best interest. A member of the Board of Directors shall abstain from voting and/or influencing the vote on any matter before the Board that places him/her in a conflict of interest.
Article V – Standing Committees and Race Administrator Duties
Section 1- The Standing Committees of the Club are the Membership Committee, Fund Raiser Committee, Publicity Committee, and Race Administrator ((RA) for each Alpine and Nordic). The Club president shall appoint each committee chairman. The chairman shall choose committee members and should be represented by both Alpine and Nordic members when possible.
Section 2- Fund Raising Committee will consist of (3) three members including the Vice-President and (1) one member from each skiing discipline when possible. The Club Purchasing Agent shall be the committee chair.
Duties shall be to develop, plan, and schedule the year’s fundraising events and to appoint a chairman for each of the fundraising events; including but not limited to, the consignment sale, tent sale and the sign board.
Section 3- Publicity Committee will consist of (2) two members – one alpine and one Nordic. Duties shall include: publicizing all activities of the club; including the Snowflake Derby and other events, submitting race results and pictures to the newspapers, and updating the Polar Bear Ski Club website and Facebook page.
Section 4- Membership Committee will work with the Publicity Committee to facilitate membership activities. The duties of the chair include: collecting member information and fees, providing coaches with accurate and up to date athlete information, creating a list of athletes broken down by discipline, gender and age group; assuring that ALL athletes and coaches are members of USSA and/or NYSSRA or the like, answering questions about parent/racer responsibilities.
Section 5- Coaches Committee will consist of (1) one head coach for each discipline- Alpine and Nordic. The current number of athletes in each discipline needed will determine the number of additional coaches needed. Duties of all coaches shall include but not be limited to: parent/athlete communications regarding the practice schedule and race day expectations; ensuring athletes have proper equipment, follow code of conduct, and observe the Polar Bear Race Center guidelines and etiquette.
Section 6- Race Administrator(s) will consist of (1) one alpine and (1) one Nordic member. Duties will include those as per the guidelines of USSA, NYSSRA and NYSSRA Nordic.
Article VI – Membership
Section 1- Membership in the Polar Bear Ski Club shall be open to individuals who wish to race and reside in the Central Adirondacks. No person in the Polar Bear Ski Club shall, on the basis of gender, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any racing program or activity. The Polar Bear Ski Club does not discriminate against any person on the basis of race, color, weight, national origin, religion, religious practice, political affiliation, disability, sexual orientation, gender, age, veteran status, or genetic information.
Section 2- Dues are $125.00 per family per year. Members will also pay a coaching fee based on the number of athletes they have in the Club. Fees are as follows: 1st athlete $45.00, 2nd athlete 40.00 Committee, and there will be a $100.00 cap if more than (2) two athletes.
Membership dues may be waived by the discretion of the Executive Board upon review.
Section 3- Only members of the Polar Bear Ski Club will be able to race under the Polar Bear sponsorship.
Section 4- Only those racers who become members by November 30th of that year are eligible for any funds incurred that racing year.
Article VII- Harassment
Section 1- The corporation shall maintain an environment free from unlawful harassment based on gender, race, color, religion, national origin, ancestry, age, marital status, sexual orientation, pregnancy, physical or mental disability, citizenship, veteran status, gender expression and/or identity, or any other class protected by federal, state or local laws.
Section 2- The Executive Committee is committed to providing a fun and encouraging ski environment that promotes respect, dignity and equality and that is free from all forms of sexual harassment. To this end, the Committee condemns and strictly prohibits all forms of sexual harassment at any activities, programs, races and events including those that take place at locations outside the home mountain.
Article VIII-Equal Opportunity Organization
The Polar Bear Ski Club is an equal opportunity corporation and shall act, in all its affairs, without regard to race, creed, color, national origin, gender, age, marital status, religious belief or affiliation, socio-economic status, sexual orientation, or physical, mental or medical disability unrelated to the ability to engage in activities of the Club. The corporation shall make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in undue hardship.
Article IX -Drugs and Alcohol
The possession or use of any illegal drugs or of any non-prescribed prescription drugs or controlled substances, on the premises or at any off-site event, is strictly prohibited. The possession and use or alcohol shall be in strict accordance with the laws of the State of New York. Athletes, coaches and family members will also abide the rules set forth by USSA and NYSSRA.
Article X- Meetings
The general membership of the Club shall hold biannual meetings. The Executive Committee will set the meeting night. The Executive Board meetings will occur as necessary.
Article XI- Amendments
Proposed amendments to this Constitution shall be presented in writing and read by the Secretary at a regular meeting of the Club. At the next regular meeting, the proposed amendments may be adopted by a 2/3 vote of these present.
Article XII- Dissolution
The corporation may be dissolved by a two-thirds (2/3) majority vote of the Board of Directors, ratified by a majority vote (including proxies) at a membership meeting, pursuant to a dissolution plan prepared by the Board. Upon dissolution of the corporation, any residual assets shall be donated to a non-profit organization with purposes aligned with those of the existing corporation.