By-Laws

Emerald Coast Jeepers (ECJ) is a family orientated club for jeep enthusiasts located in the panhandle region of Florida. ECJ is a not for profit organization created for the purpose of social, recreational and educational activities designed for to develop the love of jeeps and off-roading while protecting and preserving our National Resources. 

 1A. CORE MEMBER: Be the owner of a Jeep.

 1B. ASSOCIATE MEMBER: Be the owner of a four-wheel drive vehicle AND be sponsored by a core member. Associated members have the same club rights as core members, but they cannot hold an officer position.

 1C. HONORARY MEMBER: A person or business that may not own a 4WD vehicle but has been recognized as a supporter of ECJ. Honorary members must be voted in by a majority vote. Honorary members do not have voting rights and may not hold an officer position. 

1D. Membership type will automatically change based on the eligibility above. Should a Core member no longer have a Jeep, but still has a 4WD vehicle membership will change to an Associate Member. In the event a member no longer has a 4WD vehicle, they will be allowed to remain a member until the end of the membership year.

1E. To ensure the preservation of the club's identity as a Jeep club, voting membership MUST always consist of at least 51% CORE MEMBERS. This will be accomplished by limiting sponsorship of associate members to one per Core member. If an Associate member's sponsor is no longer a Core member, they must find another sponsor, or they will be dismissed from the club.

1F. Membership is based on a "family unit" and given one vote per membership. Family members are considered all persons living in one household.

1G. Prospective members must attend at least one monthly meeting or club event to apply for membership. In addition, all prospective members are required to read and adhere to all club policies on and off the trail.

1H. All members must conduct themselves in a respectable and orderly manner. Any member not doing so, may be subject to dismissal. A formal complaint may be brought, in writing, to any club officer, to prompt a vote for dismissal. One or more of the club officers will meet with the accused and the person that submitted the written request for dismissal to determine the validity of the claim prior to submitting the request to the club for a vote. Consideration for the dismissal of a member must be addressed and voted on at a club meeting. A two-thirds vote of members at the meeting is required before a member can be dismissed. If a club member is dismissed for any reason, they forfeit any dues, fees, monies paid to the club, and they will not be eligible for membership again.

1I. Members agree to remove club stickers and logos from vehicles in the event they and/or the vehicle are no longer in the club.

2A.  Payable every October at the monthly meeting for the current 12-month fiscal year. Dues will not be prorated; however, new members who join in August or September will be given full membership for the upcoming FY.  Members must be 18  

2B. Initial membership dues: 

     1 Voting Member $35

     2 Voting Membership "Family" $50.00    

     Members who renew before the 1st of the year will get a $10 discount  

2C. All dues are payable directly to the club's treasurer by cash. We currently do not have electronic payment.  

2D.  Members with outstanding due on 1 January will be removed from the roster, member's only sections on social media, and will lose club privileges. Additionally, they will no longer be eligible for the "renewal" dues and will have to pay for a "new" membership should they decide to rejoin. 

3A.  All officer positions will be held for a term of one year.  Nominations will be held at the August meeting with Elections held at the September meeting.

3B. New officers assume responsibility on the first day of October 

3C. All officers must attend at least 50% of all club events. In the event an elected board member fails to meet his or her responsibility, the membership has the right to request a majority vote to remove the officer from his or her position.

3D. There must be at least one officer, trail boss or designated representative, appointed by the board, present at all organized club events.

3E. In the event the president vacates his/her position, for any reason, the Vice President (VP) will assume the position until the next election. Should the VP, Treasurer or Administrative Officer position become vacant, someone will be appointed by the remaining officers and maintain responsibility until a new officer can be elected. The membership may choose to hold a special election early to fill the position 

Exercise general supervision of the club, club affairs and be the primary representative for the club in all formal interactions with outside organizations. Conduct meetings as needed, manage the club's calendar of events and assure delegation of assignments to event coordinators. Act as senior administrator for social media. In the event of any tie vote, the president will decide the vote.

Act as President in the absence of the president. Assist president in conducting club meetings, events and act as club representative with the community and supporting businesses.  Ensures processes, procedures, and timelines within these bylaws are adhered too. (i.e.: bylaw review, charity timeline, etc.).

 Record minutes of all club meetings and ensure they are posted on social media for review by members. Maintain a copy of all club membership paperwork and rosters. Provide a copy of all documents to other club officers. Provide a phone list of those members willing to share their numbers with members semi-annually.  In the absence of the Treasurer the Administrator will collect funds as required and coordinate with the Treasurer 

Maintain all club finances and inventory of club promotional items. Presents regular financial statements at club meetings. The Treasurer will budget for and advise the Charity and event planning committees, website hosting, and procurement of new inventory. In the absence of the Administrator the Treasurer will collect membership paperwork and rosters as required and coordinate with the Administrator. 

SOCIAL MEDIA  

 Administration of Club Facebook Account (Emerald Coast Jeepers and ECJ Members) and web administrator for www.emeraldcoastjeepers.com page. Responsible for posting club news, creating events, and adding/removing members. 

TRAIL BOSS

 Appointed 3/5ths vote of the officers at any time though the end of the FY. Trail Bosses should be knowledgeable on leading trail rides, spotting, and recovery. Additional requests may be made for Trail Bosses to teach Jeep, 4x4, recovery, mechanical, etc. classes based on their expertise. 

 4A. Membership dues and any other funds collected will be used to pay for additional inventory of promotional items, website, and social media maintenance. Funds may also be used to provide for management of club miscellaneous expenses at the discretion of the officers if the following conditions are met: a) value not to exceed the amount of $100.00, and b) a minimum of 3 out of 5 officers agree. Any other expenditures must be approved by club members prior to use.  

4B. Club funds will be used explicitly for the good of ALL members if voted on and approved by at least 2/3 vote at a club meeting. Any funds collected specifically for the purpose of contributing to a charitable organization (or other special event) WILL remain separate from the club's general funds. In the event of the disbanding of Emerald Coast Jeepers, all club funds and assets will be donated to a charity organization determined by the remaining members.

5A. The club will identify one charity group to support annually. The group supported must be formally recognized as a charity or community support organization that provides support to the local community or sport of off-roading within the Panhandle. Members will present nominations for our support at the June & July meetings with a vote conducted at the August meeting. 

5B. Volunteers for the Charity Committee will be collected at the July meeting. The Committe will oversee coordination with the Charity and arrange any pick-up/drop-off or gathering needed. Finally, the Committee will coordinate with the officers for funds and publicity. 

 6A. Club Meetings will be held on the last Thursday of each month from 7:00 pm until 8:00pm at Ace's Hangar in Milton, 3966 Avalon Blvd, 32583. In special circumstances, the meeting day and time can be changed by a majority vote of the membership during the previous months meeting. Meetings are family friendly events. 

7A. Except for the club's name (Emerald Coast Jeepers) and identity as a Jeep Club, amendments may be made to the club bylaws as the members see fit. Proposed changes must be submitted to an officer no later than 21 days prior to the meeting at which the bylaw changes will be discussed and voted upon. A 2/3 vote of the voting members present is required to amend the Emerald Coast Jeepers Bylaws. Changes become effective immediately upon an affirmative vote. 

7B. Bylaw reviews will be conducted by the officers every odd-numbered FY. Input from all members will be requested for the review.