*Brookhaven Family Camping Club Constitution, By-Laws, and Camping Rules
and Regulations*

*March 2004*

*[Table of Contents]{.underline}*

[*Constitution*](http://www.bnl.gov/bera/activities/camping/#constitution)

*Article 1: [Name](http://www.bnl.gov/bera/activities/camping/#name)*

*Article 2:
[Purpose](http://www.bnl.gov/bera/activities/camping/#purpose)*

*Article 3: [Nominating
Committee](http://www.bnl.gov/bera/activities/camping/#NomComm)*

*Article 4: [Elected
Officers](http://www.bnl.gov/bera/activities/camping/#ElectOfficers)*

*Article 5:* [*Duties of
Officers*](http://www.bnl.gov/bera/activities/camping/#Duties)

*Article 6:* [*Executive
Board*](http://www.bnl.gov/bera/activities/camping/#ExecBd)

*Article 7:* [*Audit
Committee*](http://www.bnl.gov/bera/activities/camping/#Audit)

*Article 8:*
[*Quorum*](http://www.bnl.gov/bera/activities/camping/#Quorum)

*Article 9:
[Membership](http://www.bnl.gov/bera/activities/camping/#Membership)*

*Article 10:* [*Change to Constitution, By-Laws & Club
Rules*](http://www.bnl.gov/bera/activities/camping/#Changes)

*Article 11:*
[*Omnibus*](http://www.bnl.gov/bera/activities/camping/#Omnibus)

[*By-Laws*](http://www.bnl.gov/bera/activities/camping/#By-Laws)

*Article 1: [Dues](http://www.bnl.gov/bera/activities/camping/#Dues)*

*Article 2:*
[*Meetings*](http://www.bnl.gov/bera/activities/camping/#Meetings)

*Article 3: [Order of
Business](http://www.bnl.gov/bera/activities/camping/#OrderBus)*

*Article 4:
[Discipline](http://www.bnl.gov/bera/activities/camping/#Discipline)*

[*Club Rules and
Regulations*](http://www.bnl.gov/bera/activities/camping/#RulesReg)

*Article 1: General*

*Article 2:*
[*Guests*](http://www.bnl.gov/bera/activities/camping/#Guests)

*[CONSTITUTION]{.underline}*

1.  ***ARTICLE 1: NAME***

    1.  *This organization shall be known as Brookhaven National
        Laboratory Family Camping Club*

2.  ***ARTICLE 2: PURPOSE***

    1.  *First: To promote outdoor living and good fellowship.*

    2.  *Second: To promote the conservation of woodlands.*

    3.  *Third: To promote interest in safe camping.*

3.  ***ARTICLE 3: NOMINATING COMMITTEE***

    1.  *At the September meeting of the club a nominating committee of
        three club members in good standing for a minimum of one year,
        shall be elected by the club at large. Members for the current
        Executive Board shall NOT be considered eligible for this
        committee. The committee shall prepare and present to the
        membership at the October meeting a nominee for each office to
        be filled. A copy thereof in ballot form shall be mailed by the
        Secretary to every member two weeks prior to the November
        meeting.*

    2.  *The foregoing provision shall not exclude the nomination of any
        other candidates. A petition shall be submitted to the Secretary
        no later than three weeks prior to the October meeting. The
        petition shall include the candidate's name, the position they
        are nominated for and the names of those members proposing the
        candidate, the same to be at least five members in good
        standing. This shall be cause for the Secretary to enter the
        candidate\'s name in contest for the position on the ballot. No
        member shall be eligible for election to any office unless their
        name shall have been listed as a candidate on the ballot. All
        elections shall be by ballot, and shall be returned to the
        Secretary on or before the November meeting.*

4.  ***ARTICLE 4: ELECTED OFFICES***

    1.  *The elected officers of this organization shall be: President,
        Vice-President, Secretary, Treasurer and Webmaster, who, acting
        as a unit, shall constitute the executive board. The officers
        elected by ballot at the November meeting shall hold office for
        two years from the January 1st following the date of election. A
        majority of the votes cast shall be necessary to elect each
        candidate, or if the vote is unanimous the secretary may be
        authorized to cast one ballot for the slate of officers.*

5.  ***ARTICLE 5: DUTIES OF OFFICERS***

    1.  ***President** - It shall be the duty of the President to:*

        1.  *Take command of the club,*

        2.  *Preside at all meetings*

        3.  *enforce laws and regulations of the club.*

        4.  *be an ex-officio member of all committees.*

        5.  *Or designee, shall attend all BNL/BERA meetings pertaining
            to the club along with a minimum of two other club members.*

    2.  ***Vice-President** - It shall be the duty of the Vice-President
        to:*

        1.  *assist the President in the discharge of his/her duties,*

        2.  *in the absence of the President, to officiate in his
            stead.*

        3.  *Keep an account of all BERA property and audit all Activity
            Chairmen who are responsible for same. He shall vouch for
            same as required by BERA.*

    3.  ***Secretary** - It shall be the duty of the Secretary:*

        1.  *to keep the minutes in a book provided for that purpose and
            to have custody of all reports and documents connected with
            the proceedings of the club.*

        2.  *to keep a corrected roll of all members.*

        3.  *To issue a copy of the Clubs \"Member Handbook\"
            (Constitution, By-Laws), to new members upon receipt of
            application form and acknowledgment of receipt of dues from
            Treasurer.*

        4.  *to conduct the correspondence of the club.*

        5.  *In case of inability to attend any meeting, to cause the
            necessary books and paper to be conveyed to the place of
            meeting.*

        6.  *At the expiration of office, to turn over to the successor
            all the books, papers and records in possession belonging to
            the club.*

        7.  *To keep an attendance record of meetings.*

    4.  ***Treasurer** - It shall be the duty of the Treasurer:*

        1.  *To collect and receive all dues and other monies due the
            club and deposit same in Teacher's Federal Credit Union in
            the name of the Brookhaven National Laboratory Family
            Camping Club.*

        2.  *To pay all bills contracted by the club. All expenditures
            shall have prior approval by the Executive Board (Minimum 2
            board members) and/or majority of Camping Club members
            present at monthly meeting.*

        3.  *To keep account of all monies received and paid in a
            book/file provide for that purpose.*

        4.  *At all meetings of the Executive Board and at each meeting
            of the club, to make a report including a statement of the
            balance on hand and in the bank to the credit of the club.*

        5.  *To notify the Secretary of any new members by forwarding
            signed application forms.*

        6.  *At the expiration of office, to turn over to the successor
            all monies, effects and papers in possession belonging to
            the club.*

    5.  ***Web Master**- It shall be the duty of the Web Master:*

        1.  *To develop and maintain club web site in accordance with
            rules and regulations set forth by BNL.*

6.  ***ARTICLE 6: EXECUTIVE BOARD***

    1.  *Subject to the general approval by the club members, the
        Executive Board shall have authority in the routine management
        of affairs and of the finances of the club, and shall have
        general control of all its property.*

    2.  *They shall have general authority over all standing committees,
        except the Nominating Committee.*

    3.  *They shall make such rules as they deem proper respecting the
        use of club facilities, both on and off site, not inconsistent
        with the Constitution and By-Laws.*

    4.  *They shall fill vacancies occurring during the year in the
        Board, and any such appointed executive shall hold office until
        the next election.*

    5.  *Any executive who shall be absent from three (3) consecutive
        meetings without making a sufficient excuse to the Executive
        Board shall be dropped from the Board.*

    6.  *A quorum shall consist of 51% of the Executive Board at
        meetings.*

7.  ***ARTICLE 7: AUDIT COMMITTEE***

    1.  *A committee shall be appointed from the membership by the
        President at the January meeting to audit the Treasurer\'s
        books. They will report their findings to the President and
        membership at the February meeting.*

8.  ***ARTICLE 8: QUORUM***

    1.  *Five members, who may consist of a minimum of 3
        members-at-large and 2 members of the Executive Committee, shall
        constitute a quorum at all meetings of the club. Any regular
        active member or life member (retiree) in good standing shall be
        entitled to vote.*

9.  ***ARTICLE 9: MEMBERSHIP***

    1.  *BNL employees, as well as official Laboratory guests and full
        time employees of other on-site facilities are eligible for
        active membership. Service contract people who are employed full
        time on-site are also eligible for membership, but their
        membership shall be limited to their term of employment at BNL.
        Spouses of employees may be members only if the employee is a
        member. Membership in the club shall entitle the member, along
        with their spouse and children, to the use of facilities of the
        club.*

    2.  *Active members are dues paying members as defined in item 1 of
        this Article.*

    3.  *For the purposes of assessing the payment of dues and for
        voting privileges Membership shall be one per family unit.
        Employee, Spouse (significant other) and children under 18.*

    4.  *Life members are retired active members who have been dues
        paying members for a minimum of five years. Retired BNL
        employees who were not previously active members or newly
        retired active members requesting life membership prior to
        meeting the five year minimum may fulfill this requirement with
        a lump sum payment, or continue payment annually following
        retirement until the 5 year requirement is met. Requests for
        life membership are subject to approval by the Executive Board
        and are not automatic. Life members shall be exempt for the
        annual dues only. Life members will be obligated to pay all the
        normal fees.*

10. ***ARTICLE 10: CHANGES TO CONSTITUTION, BY-LAWS AND CLUB RULES***

    1.  *No amendments shall be made to this Constitution unless a
        notice containing a copy of the proposed amendments, together
        with the notice of the regular or special meeting at which such
        amendments will be voted upon, shall be mailed or e-mailed to
        each Active Member of the club at his last known address at
        least two weeks prior to the time of holding such meeting. A
        two-thirds vote of the Active Members present at such meeting
        shall be necessary for the adoption of any such amendment.
        Amendments to the By-Laws and Club Rules may be proposed and
        voted on at the same regular meeting.*

11. ***ARTICLE 11: OMNIBUS CLAUSE***

    1.  *Any question not covered herein shall be decided in accordance
        with the rules of parliamentary procedure as laid down in
        Robert\'s Rules of Order.*

***[BY-LAWS]{.underline}***

1.  ***ARTICLE 1: DUES***

    1.  *The initiation fee shall be five (5) dollars, payable on
        application for membership. This initiation fee is in addition
        to the first year's annual dues.*

    2.  *The annual dues shall be twelve (12) dollars and shall be
        payable to the Treasurer on the first day of November of each
        year, or on application for membership. After the first day of
        April, of the the membership year, any member whose dues are
        unpaid shall be assumed to have resigned from the club.
        Reinstatement shall require an initiation fee; however
        exceptions may be made by the Executive Committee on a case-by
        case basis.*

    3.  *Membership dues and initiation fees taken after September 1^st^
        through the end of the initial membership calendar year will be
        credited to the following calendar year's membership dues.*

2.  ***ARTICLE 2: MEETINGS***

    1.  *There shall be a meeting of the club on the second Tuesday of
        the month. This can be changed, as needed. For example, a
        meeting can be held during a campout.*

3.  ***ARTICLE 3: ORDER OF BUSINESS***

    1.  *The order of business at all meetings of the club shall be:*

        1.  *Reading of the Minutes of the previous meeting.*

        2.  *Communications of the Secretary*

        3.  *Report of the Executive Board including the Treasurer's
            Report*

        4.  *Reports of Standing Committees*

        5.  *Reports of the Wagonmaster*

        6.  *Unfinished Business*

        7.  *New Business*

        8.  *Elections*

        9.  *Adjournment*

4.  ***ARTICLE 4: DISCIPLINE***

    1.  *Any member guilty of conduct injurious to the character or
        welfare of the club or deemed unsafe may be suspended by the
        executive board or expelled from the club by a vote of the
        membership at a special meeting called for this purpose. A 2/3
        vote of the members present at the special meeting called for
        this purpose shall be required for expulsion.*

***[CLUB RULES AND REGULATIONS]{.underline}***

1.  ***ARTICLE 1: GENERAL***

    1.  *For all Scheduled Camping Club weekend events, a "Wagonmaster"
        shall be selected by the attending club members.*

    2.  *For Club Members sponsoring and camping with guests on a non
        Camping Club weekend the sponsoring club member shall be the
        Wagonmaster.*

    3.  *Wagonmaster responsibilities:*

        1.  *Make sure the campground is safe.*

        2.  *Collect all weekend fees.*

        3.  *Select the area for the Club Fire Pit. Set up and maintain
            control of the fire area. All fires are to be extinguished
            before retiring for the night.*

        4.  *Be responsible for the club storage trailers, making sure
            all borrowed equipment is returned and locked at the end of
            the weekend.*

        5.  *Make sure that the area is left clean and safe.*

        6.  *Report any problems or un-safe conditions to the Club
            Executive Board*

    4.  *All campers using area must be Camping Club members or guests
        camping with a club member.*

    5.  *Registration to be done through the club web site. If club
        member is not able to register through the club web site then
        member shall register with the club president, or designee,
        prior to use of the facilities.*

    6.  *Septic system wastes and gray water must only use
        environmentally safe (formaldehyde free) chemicals and be
        collected in sealed containers for disposal in dump stations.*

    7.  *Pets will be permitted but must be kept on a leash near site of
        immediate owner. A leash is to be no longer than six (6) feet in
        length. Owner will be responsible for their behavior and clean
        up. Pets are not to run loose in immediate area. Owner must be
        able to furnish proof of currently effective inoculation of pet,
        to club secretary, if necessary.*

    8.  *Campfires are permitted in metal containers, off the ground,
        and be a minimum of 20 ft. from the wood line. No campfires to
        be left unattended.*

    9.  *Ground fires are not permitted.*

    10. *All charcoal fires will be started outside the grove. No
        charcoal fires to be left unattended.*

    11. *Campfire and Bar-B-Q ash is to be extinguished before being
        deposited in designate metal \"Hot Coals\" container.*

    12. *Every precaution should be taken, at all times, to prevent
        fires and accidents.*

    13. *All campsites are on a first-come serve basis. No reservations
        allowed.*

    14. *In the case of an electric hook-up campsite not available for a
        club member due to a group campout that has exceeded one week
        the camper that has been camped out the longest must relinquish
        the campsite. In the case of there being no electric site
        available due to a guest camper, that guest camper must
        relinquish the spot. No club member is to be inconvenienced due
        to extended camping.*

    15. *Gym and pool facilities, when open, can be used by children and
        guests -- only under supervision of a BNL Camping Club adult
        member.*

    16. *Children and guests will not be permitted outside camping area
        unless accompanied by an adult club member. All buildings except
        gym and cafeteria are off limits.*

    17. *All vehicles will be parked on the grove side of the road or as
        directed by person in charge.*

    18. *Bicycling and hiking is permitted on unrestricted
        thoroughfares. Caution should be taken in the area of the
        archery range south of camping area.*

    19. *Camping area will be thoroughly policed before leaving. All
        trash shall be deposited in the dumpster located at the
        campground*

    20. *Fireworks, model rocketry, or firearms are not permitted
        without prior approval.*

    21. *Down and dead wood can be used for campfires. Cutting down
        trees and shrubs is strictly prohibited. The use of any
        chainsaws is prohibited.*

    22. *There will be a \$5.00 camping fee for each scheduled Camping
        Club weekend.  Funds will be collected by the Treasurer or
        weekend Wagonmaster.*

    23. *The campground is open for use from April 1st through October
        31st.  The November Thanksgiving camp-out is the only
        exception.  The campground will be closed from November through
        March of each year. *

    24. *Camping on-site is limited to four weeks on-site, two weeks
        off-site, four weeks on-site with a maximum of eight weeks total
        for any one camper or rig or family.  BNL or the BERA Family
        Camping Club may, at any time, impose fees or charges for use of
        the facilities.  *

    25. *Storage of personal items or equipment at the campground or in
        the club trailers is strictly prohibited.*

2.  ***ARTICLE 2: GUESTS***

    1.  *A Camping Club member is allowed to bring one guest camping
        unit per visit. All guests must be registered through the club
        registration site and BNL Security must be notified of gate
        entrance.*

    2.  *Advance arrangement for two to five guest camping units must be
        made with the club President or designee. (No more than five
        guest camping units per employee are ever permitted). All guests
        must be registered through the club registration site and BNL
        Security must be notified of gate entrance.*

    3.  *Under no circumstances shall a non-BNL guest be allowed to camp
        without being accompanied at all times by a BNL Camping Club
        Member.*

    4.  *The sponsoring Camping Club Member shall be responsible for the
        action of their guest.*

    5.  *A fee of \$7.50 per camping unit, per week-end, will be
        assessed to BNL employees who are NOT members of the BNL Family
        Camping Club. Guest camper fees are to be collected by the
        sponsoring Camping Club Member and turned over to the weekend
        Wagonmaster or Club Treasurer immediately after the camping
        weekend.*

    6.  *A fee of \$10 per camping unit, per week-end, will be assessed
        to NON-BNL employees, and invited guests of the BNL Family
        Camping Club. Fees are to be collected by the Treasurer or
        weekend Wagon Master. Guest camper fees are to be collected by
        the sponsoring Camping Club Member and turned over to the
        weekend Wagonmaster or Club Treasurer immediately after the
        camping weekend.*