ARIZONA 4X4 CLUB BYLAWS ESTABLISHED 1/2014 Arizona 4x4 Club BYLAWS Forum site: http://forum.arizona4x4club.com Facebook: facebook.com/arizona4x4club 1
Meetings: Held the first or second Wednesday of every month beginning at 7:30 p.m. Club History: The Arizona 4x4 Club was founded in late 2012 by Colm MacDiarmid(a.k.a. Josh or AJ Cherokar), Richard Snyder and David Stutheit. The basic idea of the club is to include anyone and everyone who enjoys 4x4 off-roading and is not specific as to any particular type of 4x4. This club is a non-profit organization with nearly 2500 members on Facebook and more than 700 members on our original forum. We are so excited to have launched our new forum and it is quickly growing. All Club related information will now be available only on the Arizona 4x4 Club Forum. This is a family oriented club with events and off-road runs that allow any 4x4 vehicle to participate. This club is a member of the Arizona State Association of 4WD clubs. Objectives: The Arizona 4x4 Club, Inc., shall be a non-profit organization. To provide social, educational, environmental and recreational activities for the club. Promote organized 4-Wheeling. Assist anyone in trouble, whenever possible, includes any person anytime and is not club exclusive. Ensure that all rules are followed and preservation of trails is of the utmost priority including: clean-up, no littering, no defacing terrain, no cutting fences, no trespassing, staying on designated trails allowed for off-roading and no vandalism. Promote 4-wheeling as a family sport, including our Junior AZ 4x4 Club Page. Participate in and support activities to support the community. Engage in charitable fundraising. Operation of AZ 4x4 Club Search and Rescue. Operation of AZ 4x4 Classifieds Page. Operation of the AZ 4x4 Club Forum. Operation of or AZOHV/Adopt-a-Trail Program. Membership: Members are required to follow all objectives listed by the club. Members are those who have joined the forum and been approved. Members are required to have a 4x4 vehicle or in the market for a 4x4 or an off-road enthusiast and are required to follow all rules when 2
participating in club events and runs. In order to be eligible to win prizes and/or raffles on a Club Run, all participants must be in a 4x4 vehicle. Members are required to read and follow these bylaws. If they are not followed, it may result in the termination of membership. BYLAWS of the Arizona 4x4 Club Article I Name The name of this organization shall be the Arizona 4x4 Club. Article II Purpose The purpose of this organization is to engage in the off-road use of roads and trails, while promoting safety of all involved as well as the preservation of these roads and trails. Article III Membership This organization shall maintain an active membership in the Arizona State Association of Four-Wheel Drive Clubs. The membership of the Arizona 4x4 Club shall consist of active members who have a 4x4 vehicle or market for a 4x4 vehicle or is an off-road enthusiast. Staff shall consist of members who have been chosen to handle specific duties with respect to events, runs, merchandising, accounting, search and rescue, and sponsors; all specifically required to act at all times with the best interest of the club in mind. Staff shall be required to attend any and all meetings unless incapable of doing so based on compelling circumstances. Staff members are required to participate in as many events and runs as possible and to assist wherever possible. Staff members shall perform their specific duties subject to their specific job title. 3
No officer, director, staff, sponsor, or any other member shall receive any type of salary or wages for their duties. All efforts made by anyone in this club are strictly voluntary. There are no dues required as part of the membership of this club. Members of this club, including all staff, directors and administrators waive any liability with respect to this club when participating in any events. Non-members will be required to sign a waiver of responsibility, thus releasing Arizona 4x4 Club of any liability. This club reserves the right to refuse membership or participation in any event to any person for any reason and reserves the right to terminate membership for any reason seen fit by Administration. Excessive Use of Alcohol or Use of Illegal Drugs will not be tolerated for any reason at any club sponsored event as this is a family oriented club. Members are required to follow all rules set forth at any club sponsored event including but not limited to; no littering, preservation of the trails, staying in designated spot for safety and communication purposes, no use of weapons in illegal or threatening manner, no driving off designated trails and seatbelts must be worn at all required events. Members are allowed to lead club sponsored runs provided they have proper safety equipment and communication devices including, but not limited to a CB radio, recovery gear, a first aid kit, straps, a spill kit and ensure that at least one person on the club sponsored run has a winch. Members are also allowed to be the shepherd, the last vehicle in line, provided they have a CB radio, recovery gear and a first aid kit. Members who create non-club sponsored runs must give detailed information and directions as to all details of the run, including, but not limited to what type of equipment is required for the run. It is suggested that these non-club sponsored runs follow the same rules for a club sponsored run. Events or gatherings by club members that may be friends are not in any way subject to these bylaws. It is suggested however, that everyone remain aware at all times if they are representing the club, either through shirts or stickers, that the reputation of the club should be respected in all aspects. Staff members are not allowed to participate in any event/raffle that awards prizes or cash so long as that event/run is sponsored only by this club. For events/runs that are co-sponsored with any other organization, staff may participate. All club sponsored events, including all details of the event, must be submitted to Wendy Reasons and shall be posted by Wendy Reasons no later than three weeks prior to the scheduled event. 4
All club sponsored runs, including all details of the run, shall be posted by the appropriate Run Leader (Bobby Nelson Eastside; Erick Sin Northside; Jesse Stephens Westside) for that particular month no later than three weeks prior to the scheduled run. Directors, Administration and Staff shall not publicly disagree on any club or nonclub related issues in any public forum; whether online or at any event. Any and all issues shall be discussed in a private manner and if help is needed, Administration is available to assist. Members shall exercise good judgment and shall not post negative comments on any public forum, when those comments are designed to undermine another club or any other club member. All Members are required to treat all other Members and Staff with respect and dignity at all times both in person and on any public or private forums. Any issues shall be taken up in a private format, and if need be, administration and/or the Heads of the Divisions, shall be available to assist in personal matters between members. If there is a disagreement in a public forum and one or more parties are disrespectful, that party will be warned. If this warning goes ignored, this is grounds for termination. When, or if, this Club participates in a charity event, any participation by other members and/or staff, is strictly voluntary and not a requirement. While this club has different divisions, all divisions are part of this same Arizona 4x4 Club and subject to the same rules. All division leaders should discuss club related issues for their divisions with Administration as necessary. Only Staff may handle club funds. Mechanic Advisors are not to be abused. They are not required to give any advice or help anyone. Any assistance from them is done strictly on the Advisors time frames and any members who need assistance are subject to when they are able to assist. As a general rule, unless it is an emergency, in which case it should be posted on the Search and Rescue page, please do not contact them between the hours before 8 a.m. and after 8 p.m. Mechanic Advisors are free to choose whom they will assist and when. 5
Article IV Sponsors Current Sponsors include: Phoenix Rack and Axle (Richard Snyder), Phoenix (602)252-8255; Double Down Tattoo/Double Down Industries (Jesse Stephens), Glendale (623)934-1182; Double Down Decals/Double Down Industries (Melissa Stephens), Peoria (623)241-1520; Arizona 4x4 Offroad Recovery, LLC, (Joe Osuch), Mesa ((602)697-8306 or (602)930-9676) ; CCFabs Offroad Fabrication (Chris Dennis), Glendale (623)939-3118; Nichols Auto Fab, Prescott (928)708-0300; Hempelman s Machine (Scott Hempelman), Waddell (602)300-0502; Ramsey Welding Supply (Brandon Kaffenberger), Glendale (623)934-0311 and Tempe (602)453-3410; GetHIDLights (John Barcelos(Eastside)), Mesa (480)610-1412 and RPM Fabrication (Don Rycroft), Tempe (480)329-2992; A Better View Auto Glass (Jennifer Tank Glider), Valleywide (623)204-5609; Hero Offroad (Mike Rubio), Valleywide (480)290-5993; ARTEC Industries (Armando Verdugo), Statewide(https://artecindustries.com); BMAC (Andrew McBee and Amanda Kaffenberger), Glendale (602)930-2218; Bad Chicken Racing (Mark Busby), Glendale (602)315-2898; Rock Star Window Tinting (Kyle Salem), Mesa (480) 332-2771; and Summer Night Lights (Michael Summers(Westside)), Glendale (602)544-9318. Sponsors may donate time, money, merchandise, services, etc to the Arizona 4x4 Club. This club prohibits any conflict of interest among sponsors within Divisions. All New Sponsors must be ultimately approved by Colm MacDiarmid, a.k.a Josh or AJ Cherokar. Article V Directors Colm MacDiarmid(a.k.a. Josh Campbell) shall be the Chief Executive Director. Richard Snyder shall be the Executive Director. The Directors shall have sole final authority in all matters related to the Arizona 4x4 Club. Article VI Administrators Administrators shall be responsible for discussing all major issues related to the Arizona 4x4 Club. Colm Macdiarmid(a.k.a. Josh or AJ Cherokar) shall be the Head of Sponsors for the Arizona 4x4 Club. He is responsible for any and all information posted on facebook/forum with regards to sponsors. 6
Richard Snyder shall be the Head of Runs for the Arizona 4x4 Club. Wendy Reasons shall be the Head of Promotions/Events for the Arizona 4x4 Club. She is responsible for posting and creating all events, excluding runs, on facebook/forum. She is also in charge of all Promotions/Events for the Westside. David Stutheit shall be the Head of Charity for the Arizona 4x4 Club. He is responsible for posting and creating any information related to charity. All Administrators shall share the position as Head of all Staff of the Arizona 4x4 Club. Article VII Staff Ryan Rich shall be the Head of the Eastside Division of the Arizona 4x4 Club as well as Head of Staff for the Eastside Division of the Arizona 4x4 Club. Mark McClellan shall be the Head of the Northern Division of the Arizona 4x4 Club. Joanna Novarese shall be the Treasurer/Purchasing Agent/Bookkeeping Agent for the Arizona 4x4 Club. John Burnett shall be the Head of The Search and Rescue Division and Westside Mechanic Advisor of the Arizona 4x4 Club. Justin Leach shall be responsible for all Public Relations as well as Coordinator for the Search and Rescue Division of the Arizona 4x4 Club. Jeff LaBelle shall be Supervisor and Head of OHV Program for the Arizona 4x4 Club. Duties include Supervision of all Divisions. Jesse Stephens shall be the Trail Master and the Run Coordinator for the Westside Division and must post all details of the Run at least three weeks prior to the Run. Sabrina Berg Stutheit shall be Assistant of Promotions/Events for the Westside Division. Tom Sarrett shall be an OHV Consultant for the Arizona 4x4 Club. Samantha Burnett shall be the Accounting Agent for the Arizona 4x4 Club. Amanda Kaffenberger shall be the Assistant to Joanna Novarese for the Arizona 4x4 Club, and also in charge of Merchandise Sales and Bookkeeping for Phoenix and far Westside. Melanie Ryan shall be the Assistant to Wendy Reasons for the Arizona 4x4 club, and also in charge of Merchandise Sales and Bookkeeping for Phoenix and the Westside. Melissa Stephens shall be the Assistant to Jeff LaBelle for the Arizona 4x4 Club. Anthony King shall be OHV Liaison for the Westside Division of the Arizona 4x4 Club. Duties also include Trained Crew Leader for the Adopt-a-Trail Program. Mark Busby shall be OHV Liaison for the Westside Division of the Arizona 4x4 Club. Duties also include Trained Crew Leader for the Adopt-a-Trail Program. Brad Hills shall be Head of Staff for the Eastside Division of the Arizona 4x4 Club. Toni Gillock-Knox shall be Secretary for Eastside and in charge of Promotions/Events for the Eastside Division of the Arizona 4x4 Club and shall be required to submit 7
details of all Eastside Events to Wendy Reasons no later than three weeks before the scheduled event. Tawnya Gresh shall be in charge of Merchandise Sales and Bookkeeping for the Eastside Division of the Arizona 4x4 Club. Bobby Nelson shall be shall be the Run Coordinator for the Eastside Division of the Arizona 4x4 Club and shall be required to post all details for a run at least three weeks prior to the scheduled run for posting. Chris Dennison shall be OHV Liaison for the Eastside Division of the Arizona 4x4 Club. Duties include Trained Crew Leader for the Adopt-a-Trail Program. Alex Havoc shall be OHV Liaison for the Eastside Division of the Arizona 4x4 Club. Duties include Trained Crew Leader for the Adopt-a-Trail Program. Josh Pedersen shall be OHV Liaison for the Eastside Division of the Arizona 4x4 Club. Duties include Trained Crew Leader for the Adopt-a-Trail Program. Karen McClellan shall be the Secretary for the Northern Division of the Arizona 4x4 Club. Erick Sin shall be the Run Coordinator for the Northern Division of the Arizona 4x4 Club and must post all details of Northern Division at least three weeks prior to the scheduled run. Aaron Lietz shall be charge of Promotions/Events for the Northern Division of the Arizona 4x4 Club and shall be required to submit details of all Northern Events to Wendy Reasons no later than three weeks before the scheduled event. Article VIII Nominations Nominations of staff will be made by any current staff member and must be approved by the Directors. Staff changes must be approved by the Directors. Article IX Meetings Meetings shall be held on the first or second Wednesday of every month at 7:30 p.m. unless otherwise authorized for the Westside. Eastside and Northern Division Staff shall be required to hold monthly meetings, times, locations and dates to be determined on the Eastside by Ryan Rich and Northern Division by Mark McClellan. A majority of votes must be required to pass all motions with the directors having the final say on all motions. 8
Each staff member shall address any concerns with respect to their duties at each meeting in an organized fashion. Minutes/Notes will be taken of all meetings and recorded on the forum. These Minutes/Notes shall be printed after they are posted and kept in a separate file. There will be quarterly meetings for all Staff, Administration and Directors. These will be set as the time arrives. Staff retreats/camping trips once per year for Staff only. Only staff members may be present at meetings. Article X Promotional and Advertising Items Stickers/Shirts and other Merchandise as determined by Joanna Novarese for anything related to the AZ 4x4 Club, including event stickers as well as sponsor stickers for the banners, are to be created only by Double Down Decals/Double Down Industries owned by Jesse and/or Melissa Stephens. AZ 4x4 Club owns this name as well as Arizona 4x4 Club and making any items with these names is illegal and specifically prohibited and is grounds for immediate termination. Shirts, hats, flags, jackets, hoodies, koozies, pens or any other clothing or promotional items are purchased by Joanna Novarese only through the vendor we are currently using. If a change is to be made in this category, it will be addressed as necessary. All Club Members are specifically prohibited from creating any of these items outside of the above guidelines. Article XI Amendment to the ByLaws These Bylaws may be amended at any regular meeting of the club by the directors. 9