Herd of Turtles Four Wheel Drive Society - Policy & Procedures


Member – Regular voting member-in-good-standing

Society Functions – Society Functions are any meeting or event organized and/or authorized by the Events Coordinator and/or the BOD with proper notification to the membership.

Membership Types

- Regular Voting Member

  • Persons seeking membership in this Society as regular voting members shall:
  • Be sponsored by a Society member in good standing.
  • Have an interest in off-highway travel.
  • Be a legally licensed driver of Canada or the United States with no government training restrictions.
  • Have attained the age of 19 years of age.
    1. Have participated in 6 events, 2 of which must be meetings, and 1 of which must be an overnight camping event.
    2. Must have adequate liability insurance for any vehicle attending club sanctioned events.


  • The above requirements must be met within a twelve [12] month period.
  • The prospective regular member will become eligible for vote upon completion of the requirements and upon recommendation by their sponsor to the Board of Directors (BOD).
  • The election of a new member shall be by show of hands. New members are voted in by a two-thirds majority vote of the members present at that regular general meeting.
  • The prospective member will not attend that part of the meeting at which their sponsor nominates them for membership.
  • Any 1 (one) of the eligibility requirements in may be waived upon majority decision of the membership. Members, who are present at that regular general meeting, at which a new member is voted in, must be notified of any waived requirement prior to the election.

- Corporate Members

  • By nomination of any member and majority vote of the membership, any suitable business or person which contributes or volunteers support, advertising or merchandise towards the club and its meetings and events, may be elected to Corporate Membership in the Society.

-  Associate Members

  • An Associate Member is any individual who meets the legal definition of spouse or common-law (2 years) within the bounds of British Columbia.  An Associate Member must meet all of the eligibility requirements of a Regular Member and be voted into the Society by a majority of the membership.

- Honorary Members

  • Honorary members may be nominated by any member in good standing and elected by majority vote of the membership. Honorary membership may be bestowed upon any suitable person who in their own efforts has contributed to the well being of the club and/or the sport of four wheeling. Honorary Membership, which shall confer the honorary member the right to attend meetings and outings of the Society, shall lapse annually at the Annual General Meeting unless renewed by BOD nomination and majority vote of the membership.
    1. Turtle Tots
      • A Turtle Tot is any regular member’s child up to the age of 12 years of age whose name is submitted to the Society by the regular member.
    2. Turtle Teens
      • A Turtle Teen is any regular member’s child from the age of 13 to 18 years of age whose name is submitted to the Society by the regular member.

Rights and Duties of Members

- Regular Voting Members shall

  • Pay dues on time.
  • Be entitled to hold any office of the Society.
  • Be entitled to attend Society Only Events
  • Be entitled to any Society Discount Club cards
  • Must attend at least two Society functions over a twelve month period

- Corporate members shall:

  • Pay the same dues as regular members.
  • Be entitled to one vote.
  • Not be entitled to hold any office of the Society.

-An Associate Member shall:

  • Have all of the same rights as a Regular Member provided that they comply with the applicable eligibility requirements and pay the appropriate annual membership dues.
  • Continue to be a member if the Regular member ceases to be a member or if a Family membership is dissolved.
  • Can convert to a Regular Member by paying Regular Membership dues at the next renewal.

- Honorary members shall:

  • Not pay dues.
  • Will receive notice of meetings.
  • Not be entitled to vote.
  • Not be entitled to hold any office of the Society.

Transferal of Membership

  • There shall be no Transferal of Membership.


  • The annual dues of each member of the Society shall become due and payable at the commencement of the Annual General Meeting.
  • Dues for new members shall become due and payable on the day they are voted into the Society. Society dues will be prorated on a quarterly basis.


  • A Regular or Associate Member may be dropped from the rolls of this Society due to non-participation with a majority vote of the BOD.  Reinstatement can be made by a two-thirds vote of the membership or by completing the membership requirements as a new member.  Non-participation shall be defined as not attending at least two Society functions over a twelve-month period.

Prolonged Absence

  • Members who are going to be unable to attend Society meetings or events for the remainder of the Herd Of Turtles Four Wheel Drive Society’s fiscal year not to exceed past the next fiscal year and who wish to maintain membership shall apply to the BOD in writing or by email. This submission will be kept confidential and only the BOD will be involved with any communication regarding any leave of absence.
  • Prolonged absence: such as long term medical leave or work related relocation from their base residence.
  • When prolonged absence is granted the member will not be required to pay dues for that year.
  • If membership dues have already been paid refunds will not be issued.
  • If the member wants to end the Prolonged Absence, they must pay dues for the remainder of the year on a prorated quarterly basis. Under these conditions, Society membership and privileges will be maintained excluding the right to vote, for a period not to exceed two consecutive fiscal years.
  • Once the Prolonged Absence has come to term, the member either pays full membership dues by the AGM or forfeits membership and privileges. The grace period of dues is not applicable.

Club Decals and Emblems

  • Members may display club decals and emblems only on vehicles that they own or lease, and only as long as they remain members in good standing. Members shall remove all club decals and emblems from a vehicle sold to a person who is not a member in good standing of the Society. Persons who cease to be members in good standing of the Society shall remove club decals and emblems from their vehicles.


- Monthly Meetings

  • Changes to the time and place of a general meeting shall not be made unless notice is given not less than two weeks prior to the meeting date.

- Annual Meetings

  • The Annual General Meeting shall be the February General Meeting of each year. The Secretary shall give notice of the Annual General Meeting to every entitled member at least two weeks before the date of the Annual General Meeting. The Society newsletter may serve as notification.
  • At the Annual General Meeting, the Order of Business shall include:
  • Minutes of the previous meeting.
  • Reports of the Officers of the Board of Directors.
  • Accomplishments of the last year and progress reports.
  • Announcements of the results of the Annual election.
  • Vote on proposed bylaw changes.

- Special Meetings

  • A special meeting of the Society may be called by the BOD or whenever three (3) or 10% (which ever is less) of the voting members of the Society shall make a written request to the President for the same, specifying the object of the meeting, provided not less than fourteen days written notice of such special meeting shall be given to the members.

- Conduct of Meetings

  • All meetings shall be conducted according to parliamentary procedure as outlined in The Robert’s Rules of Order Newly Revised, and open discussion from the floor shall be permitted and encouraged.

- Board Meetings

  • The Board of Directors shall meet at the direction of the Society or when three or more directors call for such a meeting.

Voting and Quorums

- Definition of a Voting Member

  • Voting members are defined in the Membership Policies.

- Who May Vote

  • Votes on all other society business, such as when and where to have the next event, may be voted on by any Society member in good standing.

- Management

  • The management of the Society shall be vested in the President, Vice President, Secretary, Treasurer, Events Coordinator, and Membership Coordinator who shall constitute the Board of Directors.

Officers and How Elected

- Term of Office

  • The President, Vice President, Secretary, Treasurer, Events Coordinator and Membership Coordinator shall be elected by vote of Society members at the Annual General Meeting. They will serve a one year term.


  • In the event of vacancy in any office except the President, the BOD shall appoint a member in good standing to fill the office until the next general election.
  • In the event of vacancy in the office of the President, the Vice-President shall assume the role of President.

- Remuneration

  • There will be no remuneration (pay) for any positions, executive or other, within the Society.

- General Policies regarding the Board Of Directors

  • The regular membership shall have final control over the affairs of the Society and may, by motion, veto the decisions and actions of the BOD.
  • A veto action can be initiated at any general meeting by motion, and carried by majority vote, of all voting members present at such meeting.
  • A notice of pending veto action shall be made to all members within five days of a veto motion. The veto motion will be carried out at the next general meeting.
  • Between General Meetings, a member can initiate a veto action by notifying all BOD members that a veto motion will be introduced at the next General Meeting. The BOD must not proceed with the action in question until the veto motion is voted upon. The BOD must notify the membership that a veto motion will be introduced and give the particulars. The notice to the membership must be made five days prior to the next General Meeting or the matter will be deferred to the following meeting.
  • Any officer or member of the BOD who shall absent themselves from three consecutive meetings of such Board, unless they offer at the meeting an excuse for their absence which is satisfactory to the Board of Directors, shall be deemed to have resigned as a member of said Board and cease to be a member of the BOD.
  • The Board of Directors shall have the following specific powers:
  • To appoint Delegates to the different Associations of which this Society may be a member of for the purpose of conferring with any Association or Society with respect to any matter in which this Society may be concerned.
  • To make rules for the conduct of the members of the Society and for their use of Society property.
  • To prescribe additional duties for any officers, in addition to those herein set forth.

- Duties of the Board Of Directors


  • The president shall preside at all meetings of the Society and BOD and enforce all laws and regulations of the Society. They shall perform other duties as shall be imposed upon them by resolution of the BOD. They shall, with the Secretary, sign all written contracts and written obligations of the Society. The president shall have the power to appoint committees whenever it becomes necessary. The president shall appoint a sergeant-at-arms at the beginning of each meeting.



  • In the absence of the President, the Vice-President shall perform their duties. In the event of death or disability of the President, the Vice-President shall assume the duties of the President for the remainder of their term and the BOD shall appoint a member of the Society to fill the office of the Vice-President until the next general election.


  • The Secretary shall keep the minutes of the meetings and other official reports of the Society. The Secretary shall keep documents and papers relating to the Society in a place as shall be designated by the BOD. The Secretary shall perform such other duties as may be assigned by the BOD.


  • The Treasurer shall keep account of all monies received by them and deposit the same, in the name of the Society, in such bank as designated by the BOD. They shall not pay out any money of the Society except in such a manner and for such purpose as shall be authorized by motion or resolution of the BOD. The Treasurer shall not be responsible for money or funds the Society paid out or disbursed upon cheques or vouchers, which have been properly signed by the Treasurer, President, or Vice-President. At each monthly meeting of the membership, they shall make a statement of the financial condition of the Society. The membership shall, by motion, approve said report, and at the Annual General Meeting of the Society the Treasurer shall submit a detailed report of the financial condition of the Society, by accountants or a financial committee designated by the BOD.

 Events Coordinator

  • The Events Coordinator shall organize events and functions within the Society. The Events Coordinator shall coordinate with other societies and educational bodies. The Events Coordinator shall:
    • Organize one official event per calendar month.
    • Proper notice of official events shall be one week prior to the event or earlier.
    • Perform such other duties as may be designated by the BOD.

 Membership Coordinator

  • Track all prospects activity as they work toward membership

    Maintain the Society contact list.

    Respond to inquires for membership. Respond to inquired for information from prospects.

  • Maintain the roll of Members / Members in good standing

 Suspension/ Expulsion of Members

 - Grounds for Suspension or Expulsion

  • Any member, who conducts himself in an irresponsible manner that, in the opinion of the Society, is not in the best interests of the Society or when such actions bring discredit upon the Society, shall be subject to suspension at the discretion of the Society.
  • Any member who conducts themselves in an irresponsible manner during Society or other functions such that there is damages to, or potential damages to persons or property, public or private, shall be subject to suspension or expulsion at the discretion of the Society.
  • A two-thirds majority vote will be required at the General Meeting for any disciplinary action to have effect.

 Amendments to the Policy & Procedure Manual


  • Amendments to these policies and procedures may be made at any Society meeting with a majority vote of the membership present, provided that notice of the proposed amendments shall be submitted to the BOD and provided further, that notice of the proposed amendments shall be given to all members. An announcement published in the Society newsletter or posted on the Society forum shall be considered sufficient notice of such proposed amendments.
  • The BOD may delegate the responsibility of receiving policy and procedure proposals to a Policy Chairperson appointed by the President. The Policy Chairperson shall receive and screen policy proposals for proper wording, spelling, punctuation, etc. … but shall make no judgment as to the context or validity of a proposal. The Policy Chairperson shall compile all proposals and submit same to the voting members no later than 14 days prior to the meeting at which the vote will be called for the proposed changes.

Changes Index

Feb 2, 2008             HOT AGM                         First presented

Jun 16, 2008            HOT Monthly Meeting        Tabled item from AGM resolved

Feb 11, 2012           HOT AGM                          Updated Regular Voting Member requirements and Terms Of Office per AGM discussion.

Mar 31, 2012           HOT Monthly Meeting         Updated Associate Members, Non-Participation, Conduct of Meetings and Amendments to the                                                                            Policy & Procedures Manual per discussion at March meeting.

May 29, 2012           HOT Monthly Meeting        Updated Non-Participation per discussion at April meeting.

Mar 18, 2013            HOT Monthly Meeting        Updated Terms of Office per vote at meeting.


Version 1.6