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Salem Jeepers By-Laws and Release of Liability

Article 1 - Name & Purpose
1.1 The name of this organization shall be “Salem Jeepers”. Salem Jeepers adopted by-laws and was founded on August 12, 2009.
1.2 The purpose of this organization shall be non-profit in character, promoting family interest in Jeeps, for Jeep owners, off-roading in general and enjoying our country’s natural resources.

Article 2 - Membership & Dues
2.1 Membership is open to anyone who owns a Jeep and shares a common interest in Jeeps and off-roading. New persons must attend one meeting and agree to and sign these By-Laws and Release of Liability before becoming a member and participating in a club sponsored event or ride.
2.1(a) Must own a Jeep to become a member but can maintain membership if no longer own the Jeep, as long as Article 3.1 is still adhered to.
2.2 Annual membership dues for this organization must be paid in full within thirty days after the due date of January 1st of each calendar year or upon enrollment for new members. Membership dues are inclusive of all persons residing within the same household sharing a common address. Any household member(s) age 18 or older will retain voting rights. Dues will be as Follows $10 per year and for New members joining after January it will be $10 if join from January 1st to June 30th and $5 for joining year from July 1st to December 31st.
2.3 Membership in this organization may be terminated or suspended for any of the following reasons: littering, abuse of others’ property, gaining membership under false pretense, dangerous driving tactics, returning to a trail without consent, the use of illegal substances, and/or alcohol/marijuana or any other substance that may cause impairment by anyone at a driving event, or for any reason deemed detrimental to the viability of the Salem Jeepers Club. Any witness thereby should immediately report the instance to the President or event leader. Termination or suspension of membership shall only be issued through the direction of the President with the support of all officers, or if the officers are at an impasse, by a two-thirds majority vote of the membership in attendance at a general membership meeting.
2.4 Salem Jeepers insignia may only be displayed by members. Salem Jeepers members will become eligible to display the Salem Jeepers insignia after 3 months, and upon meeting the terms outlined in Article 2.1 of these By-Laws. If a member loses their membership for any reason or has not met the requirements outlined herein, they are no longer authorized to display the Salem Jeepers insignia and agree to remove it immediately.


Article 3 – Member Responsibilities
3.1 All members of this organization must actively participate or contribute in some form to the Salem Jeepers. This includes participating in one or more of the following: Club Meetings, Club Runs, Club Events, such as the Salem Jeepers Summer Jam, the club forum or as a club officer, or any other club authorized and approved activity.
3.2 Each driver must hold a valid operator’s license from any state as required by law.
3.3 All members must conduct themselves in a respectable, responsible, and orderly fashion and must adhere to the direction of the trail leader. They must also adhere to the”Tread Lightly!” principles at all times: Travel and recreate with minimum impact. Respect the environment and the rights of others. Educate yourself – plan and prepare before you go. Allow for future use of the outdoors – leave it better than you found it. Discover the rewards of responsible recreation.
3.4 All drivers participating in official rides and events must be current members or be sponsored by a member. Guest drivers will be limited to one sponsored vehicle per Member vehicle, not to exceed 50% of the total Member vehicles or the event will no longer be deemed an Official Salem Jeepers Event.

Article 4 – Vehicle Equipment
4.1 The vehicle being used at club functions must carry adequate insurance coverage as required by law.
4.2 The vehicle being used at club functions must carry a valid registration and state inspection from the state the vehicle is registered in as required by law.
4.3 Seat belts and the use thereof are mandatory at all club functions as required by law.
4.4 Mandatory equipment includes any permits, supplies (e.g. shovel, fire extinguisher, etc), etc, as required by laws or rules in place at the Event host location.
4.5 Recommended equipment on all vehicles being used on off-road excursions:
a Battery properly secured by rigid fastener
b Tow point secured properly to the front of the vehicle
c Tow point secured properly to the rear of the vehicle
d Tow strap in good condition without hooks
e Fire extinguisher in working condition
f Roll bar for soft top or removable top vehicles
g It is recommended you speak with an experienced club member about other equipment recommended for off-road excursions.
4.6 The vehicle being used must have a functioning CB radio (hand-held or mounted). Exception: Not required for New Members or Guests on the first run attended but must have for any run thereafter.
4.7 The vehicle being used at official club functions must be a Jeep.

Article 5 – Elections and Voting
5.1 Elections will be held in December of every ODD-Year.
5.2 There shall be one vote cast per member (age 18 or older) by members with the organization.
5.3 All members interested in holding the elective office within Salem Jeepers must be nominated and seconded for such position by members.
5.4 Elections of elective officer shall be held by poll on the forum, with nominations of officers forewarned at the preceding scheduled meeting.
5.5 Duration of voting poll will be two weeks.
5.6 An officer can be voted in by a majority rule of members.
5.7 A prospective or existing elective officer can decline or resign the office at any time.
5.8 In the event of an elective office vacancy, nominations shall be accepted at the next scheduled meeting with voting to done by poll on the forum.
5.9 There is no limitation to amount of terms an officer can serve.

Article 6 – Elective Officers
6.1 The elective officers of this club shall be in ranking order: President, Vice President, and Secretary/Treasurer.
6.2 The officers of this organization shall be elected, by majority vote of the members (age 18 or older). The term of elected officers begins One (1) month from election date.
6.3 All elective officers shall be volunteers and not receive any compensation as part of that office.

Article 7 – Duties of Elective Offices
7.1 President: The President shall be the executive officer, and will prepare for and preside at all meetings that he/she can attend. He/she shall have the duty of carrying out the policies and decisions of the membership. He/she shall appoint committees as necessary.
7.2 Vice President: The Vice President shall aid the President as necessary and preside at all meetings he/she can attend. Back up President if he/she is absent.
7.3 Secretary: The Secretary shall keep records about the club. Attendance at meetings, runs and events.
7.4 Treasurer: As of October 2013 the Treasurer position will be combined with the Secretary. Duties to include, ensuring that Club funds and assets are appropriately managed. Present Quarterly Financial Statements.

Article 8 – Appointive Offices
8.1 All appointive officers of this club shall be volunteers and not receive any compensation as part of that office.
8.2 All appointive offices shall be administered at the discretion of the president for the ensuing year or another time frame deemed necessary (e.g. Membership Coordinator, Run Coordinator, Newsletter Editor, Forum Administrator / Webmaster, Event Coordinator, Internet Social Administrator etc.).
8.3 All appointive offices may be declined or resigned from at any time. If resigning, allowing the club a “lead time” such as two weeks or more notice would be appreciated.
Article 8(b) – Duties of Appointive Offices
8b.1 Run Coordinator: Coordinate all official runs, Lead runs, select or approve alternative run leaders. Distribute run/liability waivers.
8b.2 Membership Coordinator: Maintain membership database and provide reports as needed. Promote and stimulate member’s interest in club activities. Collect and log member information such as addresses, phone numbers etc., primarily for emergency contact or other administrative uses. Supply the Secretary with signed waivers and contact information.
8b.3 Event Coordinator: Plan and organize special events. Request volunteer help, assigning duties etc.
8b.4 Website Administrator: Responsible for maintaining the clubs website(s) and associated forums. Approving applicants/registrants and "activating" the appropriate forums.
8b.5 Internet Social Administrator: Administrate / moderate the club's social forums

Article 9 - Meetings
9.1 General membership meetings shall be held monthly or at the discretion of the President. Notification of time and location for general membership meetings shall be warned at least 14 days in advance.
9.2 Officer meetings shall be held at the discretion of the President.
9.3 An annual meeting of the club shall be conducted on a regular, yearly basis at the discretion of the President.

Article 10 – Changes and/or Amendments to the By-Laws
10.1 The by-laws may be changed or amended by a 2/3 majority vote of members via a poll on the forums.
10.2 Proposed changes and amendments to the by-laws may be presented at any general membership meeting during the year and shall be held for vote via poll on the forums.
10.3 Members shall be advised in writing of the specific proposed change(s) and amendment(s) at least 14 days in advance via the forums.

Article 11 – Non – Profit Club
11.1 Salem Jeepers operates as a non-profit club. No club members individually or collectively shall receive compensation for promoting any fund raising events or activities for the club.

Article 12 - Special Provisions
12.1 The club officers and general membership shall not be personally liable for any debt, liability, or obligation of the organization. All entities extending credit to, contracting with, or having any claim against Salem Jeepers may look only to the funds and property of Salem Jeepers for payment of any debt, damages, judgment, or decree, or of any money that may otherwise become due or payable to them from Salem Jeepers .
12.2 Applicants to Salem Jeepers must sign a Release of Liability agreement upon joining the organization. The agreement shall outline the following:
a OHRV (Off-Highway Recreational Vehicle) operation can be inherently dangerous and can result in bodily injury and/or death.
b OHRV operation can cause irreparable damage to the vehicle.
c Upon acceptance of membership, the applicant agrees to take full responsibility for their actions. If any personal injury is incurred or vehicle damage is incurred, the member and his/her personal representatives, next of kin, and/or heirs agree to indemnify and hold harmless all officers, general members, landowners, and event affiliates from any loss, liability, damage or cost. The member also agrees to assist in any claims against the Salem Jeepers due to any damages they incur.
12.3 Any guest driver participating in a Salem Jeepers sponsored event must agree to sign and adhere to the Release of Liability. Failure to cooperate will disqualify them to participate in the event.

Article 13 - Affiliations
13.1 Salem Jeepers is in no form affiliated with Jeep, the Roberson Group, or any other parties or entities.

Amendment 1 - Soliciting
A1.1 Salem Jeepers does not allow or permit Membership or participation at, or during Salem Jeepers Meetings for the purpose of soliciting for personal or financial gain, or for any other reason except as outlined in Article 2.1 of the By-Laws. Salem Jeepers is open to individual members only and does not permit businesses or companies to be members, to attend Salem Jeepers Meetings, or to be members of the Salem Jeepers Website forums. Use of a business name as a user name on the Salem Jeepers Website forums is considered business membership and soliciting and is therefore banned.


_____Agree: I agree to abide by all applicable federal, state and local laws pertaining to the operation of my vehicle including, but not limited to, any and all laws applicable to alcohol, illegal substances and firearms. I certify that I am a licensed driver and that my vehicle is in proper working condition and agree to all conditions set forth by the above By-Laws (Version 12-2015) for Salem Jeepers.

_____Liability Waiver: I hereby agree that any damage to my vehicle during a recovery operation is my sole responsibility, regardless of whether my vehicle is being recovered or is assisting in the recovery of another vehicle. I also acknowledge that I will not be held liable for any damage to a vehicle that my vehicle is assisting in the recovery of, and that I will not hold anyone liable for damage to my vehicle incurred during a recovery operation regardless of whether my vehicle is being recovered or is assisting in the recovery of another vehicle.

_____Release: I hereby release and forever discharge Salem Jeepers, its officers and members (hereinafter referred to as Salem Jeepers) from any and all liability for acts or omissions – including negligent acts or omissions – causing damage, loss, injury, or death to me while participating in activities with Salem Jeepers.

_____Hold Harmless: I hereby agree to indemnify and hold Salem Jeepers harmless from any and all liability or loss – including liability for negligence – arising in conjunction with or resulting from my participation in activities with Salem Jeepers. This indemnity also includes all attorney’s fees and expenses incurred by Salem Jeepers in defending suits against them arising from my participation in activities with Salem Jeepers.

Dated this ___________________ day of ____________, 20_____
Signed: __________________________________________________
Printed: _______________________________________________
Address: ______________________________________________
City, State, Zip: _________________________________________
Phone: _______________________________________________
Mobile: _______________________________________________
Email: ____________________________________
Forum user name: ___________________________

In Case of Emergency
Contact: ______________________________________________
Phone: _______________________________________________
Mobile: _______________________________________________ 

You can download a PDF of the By-Laws with the required waiver here by-laws-12-2015-website.pdf