Standard Operating Procedures

Standard Operating Procedures (SOP)
Supplement to the By-Laws of the
Black Hills Jeeps
(Current as of 11 November 2006)

ARTICLE I - DUES

Voting Membership shall pay $50.00 per year. $35 for the Club Membership and $15 for the South Dakota Off Highway Vehicle Coalition. Membership shall entitle all family members of a household who are eighteen (18) years of age or older to vote and hold office. Dues for new members shall be pro rated at $4.00 per month or portion of a month remaining in the fiscal year ending December 31st. Dues shall be delinquent the 1st day of January, and all rights and privileges of membership will end.
Associate Members shall pay $50.00 per year for an individual or family, pro rated for new membership at $4.00 per month or portion of a month remaining in the fiscal year ending September 30th. Dues shall be delinquent the 1st day of January, and all rights and privileges of membership will end.
There are no dues for Honorary Members.
There are no pro rated dues for sustaining members.

ARTICLE II - MEMBERSHIP

Prospective Voting Members shall attend two (2) meetings and one (1) Trip. Prospective Voting Members must make written application for membership and must be approved by a majority of members at any meeting.
Prospective Associate Membership is determined by distance alone, which shall be defined as a minimum of 50 miles from the Pennington County Courthouse steps in Rapid City, SD. However, eligibility for Voting Membership shall not be restricted by distance.

ARTICLE III - MEETINGS

General Club Meetings will be held monthly. (dates to be determined)
Board of Director Meetings will be held at least monthly.
The Club will schedule at least one ride per month.
An attendance sheet will be taken at each ride and/or meeting.
Smoking and alcoholic beverages will not be allowed while meetings are in progress.

ARTICLE IV - DUTIES OF OFFICERS

The President (Elected Office) shall preside at all meetings, carry out the policies and decisions of the Members, and appoint such Committees as deemed necessary. (S)he may dissolve such Committees at his/her discretion. (S)he shall be an additional signer on the Corporation checking account with the Treasurer, and is authorized to conduct the financial business of the Corporation in the absence of the Treasurer. (S)he may not be related to the Treasurer.
The Vice President (Elected Office) shall assist the President, and shall perform the duties of the President in his/her absence. (S)he shall be in charge of the Membership of the Corporation. (S)he may be assigned special duties by the President. The Vice President will be designated as “Sheriff” and carries the authority to levy fines of $1 against members for infractions deemed detrimental to club unity and contrary to responsible 4-wheeling. The “Sheriff” responsibilities may be delegated to appointed deputies, in the absence of the Vice President.
The Secretary (Elected Office) shall keep minutes of all meetings, shall keep an accurate list of names and addresses of al Members, and shall conduct the correspondence of the Corporation. (S)he shall transmit all records to the successor in this office.
The Treasurer (Elected Office) shall have custody of all monies of the Corporation, and shall receive all funds. (S)he shall maintain a checking account for the purpose of conducting the financial business of the Club. All expenditures will be approved by the Voting Members. The Treasurer shall keep accurate records of the financial business of the Corporation, and shall transmit these records to the successor in this office. (S)he may not be related to the President.
The Volunteer Coordinator (Appointed Office) shall plan and coordinate all volunteer actives for the club, and shall be in charge of some of fundraising activities for the Corporation. All activities will be approved at regular meetings.
The Trail Leader (Appointed Office) in cooperation with the club membership, shall be in charge of all trips of suitable interest to the members. (S)he shall over see the Trail and be responsible for planning, scouting and guiding each trip. Said Trail Leader may appoint assistants as needed. The Trail Leader shall keep appropriate records of the trip, and submit a written report of the trip to the secretary at the next regular meeting.
The Environmental Affairs Chairman / SDOHVC Representative (Appointed Office) shall keep the Members informed of all local, state, or federal land closures or openings, or proposals of such, and shall work with appropriate Officials on these matters. (S)he shall work with the Environment Affairs Officers of other local, state, or national Clubs or Associations in these areas. The person that is in this position is not subject to pay dues and has this title tell (S)he resigns or can not uphold the duties of this position. And because of the time that this position takes (S)he dose not have to participate in any of the clubs events with the exception of the monthly meeting.
The First Aid and/or Safety Chairman (Appointed Office) shall be responsible to ensure that all rigs are equipped with the minimum safety equipment as set for in the Rules and Regulations. (S)he will also ensure that the Club first aid box be available for all trail functions.
The Webmaster (Appointed Office) shall be responsible for development and maintenance of the Club website. (S)he shall periodically revise and/or update the website such that it will provide a benefit to active and potential members. (S)he shall also ensure that the Club’s domain name and web hosting service is renewed annually, or as required. The webmaster will post ads from members after verifying the appropriate fee has been paid.
The Jeep Camp Director (Appointed Office) shall be responsible for overseeing all aspects of the yearly Jeep Camp held every summer.
The Past President shall be the previous years president and assist the new president with any club issues that is required.

ARTICLE V - SAFETY

Members and guests shall abide by all laws of the State of South Dakota applicable to motorized vehicles, remembering that highway laws also apply to travel off-highway on public lands. Members will also abide by BLM and Forest Service regulations as dictated on the trails or in the Forest Service map, whichever is most current.
Each vehicle shall be a self-sufficient unit. The following equipment is recommended.

Roll bars in all soft tops, removable hard tops, and fiberglass tops
First aid kit
Fire extinguisher
Spare tire, jack, and lug wrench
Axe and shovel
Tow strap
Tow hooks ( this one will enforced)
Flashlight
Jumper cables
1 gallon of water for each person in vehicle
compass
CB radio or 2 way radios approved by Club( this one will enforced)
Seatbelts as required under Article V., Paragraph A. of the SOP
Other equipment as recommended depending on the Trail Boss

ARTICLE VI - AWARDS

At the last meeting of the month in September of each year, each Member may vote by secret ballot for the person of his/her choice to be :

Outstanding Member
Most Improved Member
Most Likely Member to Become a Darwin Award Winner
Best Rig

The awards will be presented as a banquet /barbeque which time and date will be set at the Annual Meeting.

ARTICLE VII - REIMBURSABLE EXPENSES

Certain expenses incurred by Officials or Members of the Corporation are considered to be reimbursable when incurred on behalf of the Corporation. Generally speaking, they would include such items as phone calls, consumable supplies used for the Corporation activities, printing, or similar expenses.
Requests for reimbursement must be made at a regular meeting and approved by the Members. If approved, The President will direct the Treasurer to issue a check for disbursement. Cash reimbursements will not be made.
No person may claim reimbursement for an expense not incurred. No Official or Member of the Corporation may receive compensation for services (S)he may render to the Corporation while performing his/her duties, nor in any way receive gain from membership in the Corporation.