White Mountain Trail Collective

Established 2019

 

ARTICLES OF AGREEMENT OF A NEW HAMPSHIRE NONPROFIT CORPORATION

 

THE UNDERSIGNED, BEING PERSONS OF LAWFUL AGE, ASSOCIATION UNDER THE PROVISIONS OF THE NEW HAMPSHIRE REVISED STATUTES ANNOTATED, CHAPTER 292, BY THE FOLLOWING:

 

Article I.  The Name of the Nonprofit Corporation shall be:

 

White Mountain Trail Collective

 

Article II. The object for which this corporation is established is:

 

  1. To work in cooperation with trail clubs, crews and organizations in support of the trail systems in the White Mountains; to maintain an association of persons interested in trail maintenance and preservation; to assist in development, promotion, and completion of trail services, facilities, and programs; to act as liaison between the community and trail clubs, crews and organizations; and to increase public awareness and stimulate the use and preservation of the trail systems in White Mountains.

 

  1. WMTC is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations described under Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

 

  1. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of Section 501( c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by a court of competent jurisdiction in the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Cou

 

Article III. The provisions for establishing membership and participation in the corporation are:

 

Non Voting Membership - Membership in this corporation is open to all individuals, organizations, or clubs in agreement with the purposes of this association.

 

Article IV. Board Members:

 

 

  • General Powers - The affairs of the Corporation shall be managed by its Board of Directors.  The Board of Directors shall have control of and be responsible for the management of the affairs and property of the Corporation.

 

 

 

  • Number, Tenure, Requirements, and Qualifications - The number of Directors shall be fixed from time-to-time by the Directors but shall consist of no less than four or more than fifteen (15) including the following officers: the President, the first Vice-President, second Vice-President, the Secretary, and the Treasurer.

 

 

The members of the Board of Directors shall, upon election, immediately enter upon the performance of their duties and shall continue in office until their successors shall be duly elected and qualified.  All members of the Board of Directors must be approved by a quorum (the majority of officers or members of a body that when duly assembled is legally competent to transact business see Article IV section 6) No vote on new members of the Board of Directors, shall be held unless a quorum of the Board of Directors is present as provided in Section 6 of this Article.

 

No two members of the Board of Directors related by blood or marriage/domestic partnership within the second degree of consanguinity or affinity may serve on the Board of Directors at the same time.

 

Newly elected members of the Board of Directors who have not served before shall serve initial one-year terms.  At the conclusion of the initial one-year term, members of the Board of Directors may serve additional three year terms.  Their terms shall be staggered so that at the time of each annual meeting, the terms of approximately one-third (1/3) of all members of the Board of Directors shall expire.

 

  1. Regular and Annual Meetings - An annual meeting of the Board of Directors shall be held at a time and day in the month of September of each calendar year and at a location designated by the Board of Directors.  

 

The Board of Directors may provide by resolution the time and place, for the holding of regular meetings of the Board.  Notice of these meetings shall be sent to all members of the Board of Directors no less than ten (10) days, prior to the meeting date.

 

  1. Special Meetings - Special meetings of the Board of Directors may be called by or at the request of the President or any two members of the Board of Directors.  The person or persons authorized to call special meetings of the Board of Directors may fix any location, as the place for holding any special meeting of the Board called by them.

 

  1. Notice - Notice of any special meeting of the Board of Directors shall be given at least two (2) days in advance of the meeting by telephone, electronic methods or by written notice.  Any Board Member may waive notice of any meeting. The attendance of a Board Member at any meeting shall constitute a waiver of notice of such meeting, except where a Board Member attends a meeting for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened.  Neither the business to be transacted at, nor the purpose of, any regular meeting of the Board of Directors need be specified in the notice or waiver of notice of such meeting, unless specifically required by law or by these by-laws.

 

  1. Quorum - The presence, in person of a majority of current members of the Board of Directors shall be necessary at any meeting to constitute a quorum to transact business, but a lesser number shall have power to adjourn to a specified later date without notice.  The act of a majority of the members of the Board of Directors present at a meeting at which a quorum is present shall be the act of the Board of Directors, unless the act of a greater number is required by law or by these by-laws.

 

  1. Forfeiture - Any member of the Board of Directors who fails to fulfill any of his or her requirements as set forth in Section 2 of this Article by September 1st shall automatically forfeit his or her seat on the Board.  The Secretary shall notify the Director in writing that his or her seat has been declared vacant, and the Board of Directors may forthwith immediately proceed to fill the vacancy.  

 

Members of the Board of Directors who are removed for failure to meet any or all of the requirements of Section 2 of this Article are not entitled to vote at the annual meeting and are not entitled to the procedure outlined in Section 14 of this Article in these by-laws.

 

  1. Vacancies - Whenever any vacancy occurs in the Board of Directors it shall be filled without undue delay by a quorum vote of the remaining members of the Board of Directors at a regular meeting.  Vacancies may be created and filled according to specific methods approved by the Board of Directors.
  2. Compensation - Members of the Board of Directors shall not receive any compensation for their services as Directors.

 

  1. Informal Action by Directors - Any action required by law to be taken at a meeting of the Directors, or any action which may be taken at a meeting of Directors, may be taken without a meeting if a consent in writing, setting forth the action so taken, shall be signed by two-thirds (2/3) of all of the Directors following notice of the intended action to all members of the Board of Directors.

 

  1. Confidentiality - Directors shall not discuss or disclose information about the Corporation or its activities to any person or entity unless such information is already a matter of public knowledge, such person or entity has a need to know, or the disclosure of such information is in furtherance of the Corporations’ purposes, or can reasonably be expected to benefit the Corporation.  Directors shall use discretion and good business judgment in discussing the affairs of the Corporation with third parties. Without limiting the foregoing, Directors may discuss upcoming fundraisers and the purposes and functions of the Corporation, including but not limited to accounts on deposit in financial institutions.

 

Each Director shall execute a confidentiality agreement consistent herewith upon being voted onto and accepting appointment to the Board of Directors.

 

  1. Parliamentary Procedure - Any question concerning parliamentary procedure at meetings shall be determined by the President by reference to Robert’s Rules of Order.

 

  1. Removal - Any member of the Board of Directors or members of the Advisory Council may be removed with or without cause, at any time, by vote of the quorum of the members of the Board of Directors if in their judgment the best interest of the Corporation would be served thereby.  Each member of the Board of Directors must receive written notice of the proposed removal at least ten (10) days in advance of the proposed action. An officer who has been removed as a member of the Board of Directors shall automatically be removed from office.

 

Members of the Board of Directors who are removed for failure to meet the minimum requirements in Section 2 of this Article in these by-laws automatically forfeit their positions on the Board pursuant to Section 7 of this Article, and are not entitled to the removal procedure outlined in Section 13 of this Article.

 

Article V.  Board of Directors - The officers of this Board shall be the President, Vice-President, Secretary and Treasurer. All officers must have the status of active members of the Board.

 

  1. President

 

The President shall preside at all meetings of the membership. The President shall have the following duties:

 

  1. He/She shall preside at all meetings of the Steering Committee.
  2. He/She shall have general and active management of the business of this Board.
  3. He/She shall see that all orders and resolutions of the Board are brought to Board.
  4. He/She shall have general superintendence and direction of all other officers of this corporation and see that their duties are properly performed.
  5. He/She shall submit a report of the operations of the program for the fiscal year to the Board and members at their annual meetings, and from time to time, shall report to the Board all matters that may affect this program.
  6. He/She shall be Ex-officio member of all standing committees and shall have the power and duties usually vested in the office of the President.
  7. Vice-President

 

The Vice-President shall be vested with all the powers and shall perform all the duties of the President during the absence of the latter. 

 

The Vice-President's duties are:

 

  1. He/She shall have the duty of chairing their perspective committee and such other duties as may, from time to time, be determined by the Board.

 

  1. Secretary

 

The Secretary shall attend all meetings of the Board and of the Steering Committee, and all meetings of members, and assisted by a staff member, will act as a clerk thereof. 

 

The Secretary’s duties shall consist of:

 

  1. He/She shall record all votes and minutes of all proceedings in a book to be kept for that purpose. He/She in concert with the President shall make the arrangements for all meetings of the Board, including the annual meeting of the organization.

 

  1. Assisted by the Executive Director, he/she shall send notices of all meetings to the members of the Board and shall take reservations for the meetings.

 

  1. He/She shall perform all official correspondence from the Board as may be prescribed by or the President.

 

  1. Treasurer

 

The Treasures duties shall be:

 

  1. He/She shall submit for the Steering Committee and the Board approval of all expenditures of funds raised.

 

  1. He/She shall present a complete and accurate report of the finances raised.

 

  1. It shall be the duty of the Treasurer to assist in direct audits of the funds of the program according to funding source guidelines and generally accepted accounting principles.

 

  1. He/She shall perform such other duties as may be prescribed by the Board or the President under whose supervision he/she shall be.

 

  1. Election of Officers

Names shall submit at the meeting prior to the annual meeting the names of those persons for the respective offices of the Board.  The election shall be held at the annual meeting of the Board. Those officers elected shall serve a term of one (1) year, commencing at the next meeting following the annual meeting.

 

Officers of the Executive Committee shall be eligible to succeed themselves in their respective offices for two (2) terms only.

 

  1. Removal of Officer

The Advisory Board with the concurrence of a quorum of the members voting at the meeting may remove any officer of the Board of Directors and elect a successor for the unexpired term. No officer of the Board of Directors shall be expelled without an opportunity to be heard and notice of such motion of expulsion shall be given to the member in writing twenty (20) days prior to the meeting at which motion shall be presented, setting forth the reasons of the Board for such expulsion.

 

  1. Vacancies

Nominations shall be sent in writing to members of the Board at least two (2) weeks prior to the next meeting at which the election will be held. The persons so elected shall hold membership or office for the unexpired term in respect of which such vacancy occurred.

 

Article VI. Committees 

 

  1. Committee Formation - The board may create committees as needed, such    as fundraising, steering, public relations, marketing, etc. The board chair appoints all committee chairs.

 

Article VII. Corporate

 

Section 1: Executive Director

 

The Board of Directors shall hire an Executive Director who shall serve at the will of the Board.  The Executive Director shall have immediate and overall supervision of the operations of the Corporation, and shall direct the day-to-day business of the Corporation, maintain the properties of the Corporation, hire, discharge, and determine the salaries and other compensation of all staff members under the Executive Director’s supervision, and perform such additional duties as may be directed by the Executive Committee or the Board of Directors.  No officer, Executive Committee member or member of the Board of Directors may individually instruct the Executive Director or any other employee. The Executive Director shall make such reports at the Board and Executive Committee meetings as shall be required by the President or the Board. The Executive Director shall be an ad-hoc member of all committees.

 

The Executive Director may not be related by blood or marriage/domestic partnership within the second degree of consanguinity or affinity to any member of the Board of Directors or Advisory Council.  The Executive Director may be hired at any meeting of the Board of Directors by a quorum vote and shall serve until removed by the Board of Directors upon an affirmative vote of the quorum of the members present at any meeting of the Board Directors.  Such removal may be with or without cause. Nothing herein shall confer any compensation or other rights on any Executive Director, who shall remain an employee terminable at will, as provided in this Section.

 

Article VIII.  Conflict of Interest and Compensation

 

  1. Purpose

The purpose of the conflict of interest policy is to protect this tax-exempt organization’s (Organization) interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

 

  1. Definitions

 

  1. Interested Person

Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.

 

  1. Financial Interest

A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

  1.       An ownership or investment interest in any entity with which the Organization has a transaction or arrangement,
  2.       A compensation arrangement with the Organization or with any entity or individual with which the Organization has a transaction or arrangement, or
  3.       A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Organization is negotiating a transaction or arrangement.

 

Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

A financial interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists.

 

  1. Procedures

 

  1. Duty to Disclose. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.

 

  1. Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists.

 

 

  1. Procedures for Addressing the Conflict of Interest

 

  1.       An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.
  2.       The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
  3.       After exercising due diligence, the governing board or committee shall determine whether the Organization can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.

.4.       If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a quorum vote of the disinterested directors whether the transaction or arrangement is in the Organization’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.

 

  1.     Violations of the Conflicts of Interest Policy

 

  1.       If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.
  2.       If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

 

  1. Records of Proceedings

 

The minutes of the governing board and all committees with board delegated powers shall contain:

 

  1.       The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed.

 

  1.     The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

 

  1. Annual Statements

 

Each director, principal officer and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person:

 

  1.     Has received a copy of the conflicts of interest policy,
  2.     Has read and understands the policy,
  3.     Has agreed to comply with the policy, and
  4.     Understands the Organization is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

 

  1. Periodic Reviews

 

To ensure the Organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:

  1.       Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm’s length bargaining.

 

  1.     Whether partnerships, joint ventures, and arrangements with management organizations conform to the Organization’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction.

 

  1. Use of Outside Experts

 

When conducting the periodic reviews as provided for in Article VIII, the Organization may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring periodic reviews are conducted.

 

Article IX Indemnification

 

  1. General - To the full extent authorized under the laws of the State of New Hampshire, the corporation shall indemnify any director, officer, employee, or agent, or former member, director, officer, employee, or agent of the corporation, or any person who may have served at the corporation’s request as a director or officer of another corporation (each of the foregoing members, directors, officers, employees, agents, and persons is referred to in this Article individually as an “indemnitee”), against expenses actually and necessarily incurred by such indemnitee in connection with the defense of any action, suit, or proceeding in which that indemnitee is made a party by reason of being or having been such member, director, officer, employee, or agent, except in relation to matters as to which that indemnitee shall have been adjudged in such action, suit, or proceeding to be liable for negligence or misconduct in the performance of a duty. The foregoing indemnification shall not be deemed exclusive of any other rights to which an indemnitee may be entitled under any bylaw, agreement, resolution of the Board of Directors, or otherwise.

 

  1. Expenses

Expenses (including reasonable attorneys’ fees) incurred in defending a civil or criminal action, suit, or proceeding may be paid by the corporation in advance of the final disposition of such action, suit, or proceeding, if authorized by the Board of Directors, upon receipt of an undertaking by or on behalf of the indemnitee to repay such amount if it shall ultimately be determined that such indemnitee is not entitled to be indemnified hereunder.

  1. Insurance

The corporation may purchase and maintain insurance on behalf of any person who is or was a member, director, officer, employee, or agent against any liability asserted against such person and incurred by such person in any such capacity or arising out of such person’s status as such, whether or not the corporation would have the power or obligation to indemnify such person against such liability under this Article.

Article X. Books and Records

The corporation shall keep complete books and records of account and minutes of the proceedings of the Board of Directors.

Article XI. Amendments

  1. Articles of Incorporation

The Articles may be amended in any manner at any regular or special meeting of the Board of Directors, provided that specific written notice of the proposed amendment of the Articles setting forth the proposed amendment or a summary of the changes to be effected thereby shall be given to each director at least three days in advance of such a meeting if delivered personally, by facsimile, or by e-mail or at least five days if delivered by mail. As required by the Articles, any amendment to Article III or Article VI of the Articles shall require the affirmative vote of all directors then in office. All other amendments of the Articles shall require the affirmative vote of an absolute by quorum of directors then in office.

  1. Bylaws

The Board of Directors may amend these Bylaws by quorum vote at any regular or special meeting. Written notice setting forth the proposed amendment or summary of the changes to be effected thereby shall be given to each director within the time and the manner provided for the giving of notice of meetings of directors.