ADKhighpeaks Foundation, Inc.
Article I - Name/Purpose
Section 1. Name. The organization will be name the Adkhighpeaks Foundation, Inc., hereafter referred to as the Foundation.
Section 2. Purpose. The purpose of the Foundation is to provide financial assistance to individuals or organizations whose activities provide a benefit to the New York State Forest Preserve and the people that use it. The Foundation has a particular interest in funding wilderness zone and environmental protection, safe recreation, public education and biological research.
Article II - MEMBERS
Section 1. Members. Membership will consist of the general public that understands and supports the purpose of the Foundation as stated in ARTICLE 1, Section 2 above.
Memberships will be granted upon application and payment of annual dues. Ongoing membership is contingent on continued good standing with the Foundation and annual payment of dues.
Membership dues are to be set by the Board of Directors at the annual meeting.
Section 2. Voice and Vote. Members are entitled to both voice and vote on the principle matters of fundraising activities and distribution of assets related to wilderness projects supported. Members, not appointed to the Board of Directors, committees, or other related activities as defined in these by-laws and are entitled to voice, but no vote for all matters related to the running of the foundation outside those described above, including annual, regular and special meetings described herein.
Article III - BOARD OF DIRECTORS
Section 1. Power of Board and Qualification of Directors. The Foundation shall be managed by its Board of Directors. Each Director shall be at least eighteen years of age.
Section 2. Number and Term of Office.
(a) The Board of Directors shall consist of up to 4 Executive Directors and not more than seven (7) Affiliate Directors, the number of Directors to be determined from time to time by resolution of the entire Board of Directors provided that no decrease in the number of Directors shall shorten the term of any incumbent Director. As used in this Article, "entire Board of Directors" means the total number of Directors entitled to vote which the Foundation would have if there were no vacancies.
At the Annual Meeting of the Directors in even numbered years, Affiliate Directors shall be elected to fill vacancies for a term of two (2) years and until their successors have been elected and qualified.
Executive Directors consist of the 4 founding members as listed on the certificate of application in 2008.
Executive directors shall serve until they resign their position. Affiliate Directors shall serve two year terms, beginning and ending in even numbered years starting in 2008.
Each Director, both Executive and Affiliate, shall have one vote on the Board of Directors.
Directors, both Affiliate and Executive, shall be required to be members in good standing as outlined in ARTICLE II.
Section 3. Organization. At each meeting of the Board of Directors, the President, or, in the absence of the President, an Executive Director chosen by a majority of the Directors present shall preside. The Secretary shall act as secretary of the Board of Directors. In the event the Secretary shall be absent from any meeting of the Board of Directors, the meeting shall select its secretary.
(a) Any Director of the Foundation may resign at any time by giving written notice to the President or to the Secretary. Such resignation shall take effect at the time specified therein or, if no time be specified, then on delivery.
(b) Any or all of the Affiliate Directors, may be removed for cause by vote of the Directors provided there is a quorum of not less than a majority of the entire Board of Directors present at the meeting of Directors at which such action is taken.
(c) Any or all of the Executive Directors, may be removed for cause by vote of the Executive Directors provided there is a quorum of not less than a majority of the Executive Directors present at the meeting of Directors at which such action is taken.
Section 5. Newly Created Directorships and Vacancies. Newly created Directorships resulting from an increase in the number of Directors and vacancies occurring in the Board of Directors for any reason shall be filled by vote of a majority of Directors then in office, regardless of their number. Directors elected to fill newly created directorships shall hold office in accordance with their classification (if Directors are classified) and until their successors have been elected and qualified. Directors elected to fill vacancies shall serve until the next annual meeting at which the election of Directors is in the regular order of business and until their successors are elected and have qualified.
(a) Except as otherwise provided by law or in these By-laws, the act of the Board of Directors means action at a meeting of the Board by vote of a majority of the Directors present at the time of the vote, if a quorum is present at such time.
(b) Any action required or permitted to be taken by the Board of Directors or any committee thereof may be taken without a meeting if all members of the Board or the committee consent in writing to the adoption of a resolution authorizing the action. The resolution and the written consents thereto by the members of the Board or committee shall be filed with the minutes of the proceedings of the Board or committee.
(c) Any one or more members of the Board of Directors or any committee thereof may participate in a meeting of such Board or committee by means of a telephone conference or similar communications equipment allowing all persons participating in the meeting to hear each other at the same time. Participation by such means shall constitute presence in person at a meeting.
Section 7. Place of Meeting. The Board of Directors may hold its meetings at the principal office of the Foundation, or at such place or places within or without the State of New York as the Board of Directors may from time to time by resolution determine.
Section 8. Annual Meetings. As soon as practical after each annual election of Directors, the Board of Directors shall meet for the purpose of organization and the transaction of other business. Notice of such meeting need not be given. Such first meeting may be held at any other time; and if it is held at another time, notice shall be given as hereinafter provided for special meetings of the Board of Directors.
Section 9. Regular Meetings. Regular meetings of the Board of Directors shall be held without notice at such times as may be fixed from time to time by resolution of the Board of Directors, but not less then 4 times per year.
(a) Regular Meetings may be held by means of a telephone conference or similar communications equipment allowing all persons participating in the meeting to hear each other at the same time. Participation by such means shall constitute presence in person at a meeting.
Section 10. Special Meetings. Special meetings of the Board of Directors shall be held whenever called by the President, an Executive Director, or by any two (2) Directors. Notice shall be given orally, by fax, by e-mail, or by mail and shall state the purposes, time and place of the meeting. If notice is given orally, in person or by telephone, it shall be given not less than one day before the meeting; if it is given by fax, by e-mail or by mail, it shall be given not less than three days before the meeting.
Section 11. Waivers of Notice. Notice of a meeting need not be given to any Director who submits a signed waiver of notice whether before or after the meeting, or who attends the meeting without protesting, prior thereto or at its commencement, the lack of notice to him.
(a) A majority of the entire Board of Directors shall constitute a quorum for the transaction of business, so long as 1 Executive Directors are present.
(b) A majority of the Directors present, whether or not a quorum is present, may adjourn any meeting to another time and place without notice to any Director.
Section 13. Compensation. Directors shall receive no compensation for their services but may be reimbursed for the expenses reasonably incurred by them in the performance of their duties.
Section 14. Annual Report. The Board of Directors shall present at the Annual Meeting a report verified by the President and Treasurer or by a majority of the Directors, showing in appropriate detail the following:
(a) The assets and liabilities, including the trust funds, of the Foundation as of the end of the twelve-month fiscal period terminating not more than six months prior to said meeting.
(b) The principal changes in assets and liabilities, including trust funds, during said fiscal period.
(c) The revenue or receipts of the Foundation, both unrestricted and restricted to particular purposes during said fiscal period.
(d) The expenses or disbursements of the Foundation for both general and restricted purposes, during said fiscal period.
This report shall be filed with the records of this Foundation and a copy thereof entered in the minutes of the proceedings of the Annual Meeting.
Article IV - COMMITTEES
Section 1. Executive Committee and Other Standing Committees. The Board of Directors, by resolution adopted by a majority of the entire Board, may designate from among its officers an Executive Committee and members to form other standing committees. The standing committees shall have such authority as the Board shall by resolution provide; and the Executive Committee shall have all the authority of the Board, except that no such committee shall have authority as to the following matters:
The filling of vacancies in the Board or in any committee.
The fixing of compensation of the Directors for serving on the Board or on any committee.
The amendment or repeal of the By-laws, or the adoption of new By-laws.
The amendment or repeal of any resolution of the Board which by its terms, shall not be so amendable or repealable.
Any reference in these By-laws to the Board of Directors shall include the Executive Committee unless the context or express provision otherwise indicates.
Section 2. Special Committees. The Board of Directors may designate special committees, each of which shall consist of such persons and shall have such authority as is provided in the resolution designating the committee, except that such authority shall not exceed the authority conferred on the Executive Committee by Section 2 of this Article.
Section 3. Meetings. Meetings of committees, of which no notice shall be necessary, shall be held at such time and place as shall be fixed by the President of the Foundation or the chairman of the committee or by vote of a majority of all of the members of the committee.
Section 4. Quorum and Manner of Acting. Unless otherwise provided by resolution of the Board of Directors, a majority of all of the members of a committee shall constitute a quorum for the transaction of business and the vote of a majority of all of the members of the committee shall be the act of the committee.
The procedures and manner of acting of the Executive Committee and of the committees of the Board shall be subject at all times to the directions of the Board of Directors.
Section 5. Tenure of Members of Committees of the Board. Each committee of the Board and every member thereof shall serve at the pleasure of the Board.
Section 6. Alternate Members. The Board of Directors may designate one (1) or more Directors as alternate members of the Executive Committee or of any standing committee of the Board, who may replace any absent member or members at any meeting of such committee.
Article V - OFFICERS
Section 1. Number. The officers of the Foundation shall be a President, a Vice-President, a Treasurer, a Secretary and/or such other officers as the Board of Directors may in its discretion determine. Any two (2) or more offices may be held by the same person, except the offices of President and Secretary.
Section 2. Term of Office and Qualifications. Those officers whose titles are specifically mentioned in Section l of this Article shall be elected by the Board of Directors at its Annual Meeting in odd numbered years. Unless a shorter term is provided in the resolution of the Board electing such officer, the term of office of each officer shall extend to the next Annual Meeting held in an odd numbered year, and until the officer's successor is elected and qualified. The President shall be elected from among the Directors.
Section 3. Additional Officers. Additional officers may be elected for such period, have such authority and perform such duties, either in an administrative or subordinate capacity, as the Board of Directors may from time to time determine.
Section 4. Removal of Officers. Any officer may be removed by the Board of Directors with or without cause at any time, so long as two (2) Executive Directors approve of that action
Section 5. Resignation. Any officer may resign at any time by giving written notice to the Board of Directors, to the President or to the Secretary. Any such resignation shall take effect at the time specified therein, or, if no time be specified, then upon delivery.
Section 6. Vacancies. A vacancy in any office shall be filled by the Board of Directors.
Section 7. President. The President shall preside at all meetings and of the Board of Directors at which the President is present. The President shall act as the chief executive officer of the Foundation and shall supervise generally the management of the affairs of the Foundation subject only to the supervision of the Board. The President shall also perform such other duties as may be assigned from time to time by the Board.
Section 7.5. Vice-President. The Vice-president shall serve as the primary assistant to the President and shall act as president in his/her absence. The Vice-President shall also perform such other duties as may be assigned from time to time by the Board.
Section 8. Treasurer. The Treasurer shall, if required by the Board of Directors, obtain a bond for the faithful discharge of his duties, in such sum and with such sureties as the Board of Directors shall require. The Treasurer shall keep and maintain the books of account and shall have charge and custody of, and be responsible for, all funds and securities of the Corporation, and shall deposit all such funds in the name of and to the credit of the Foundation in such banks, trust companies, or other depositories as shall be selected by the Board of Directors. The Treasurer shall also perform all other duties customarily incident to the office of Treasurer and such other duties as from time to time may be assigned by the Board of Directors. The Treasurer shall appoint a designee as needed.
Section 9. Secretary. It shall be the duty of the Secretary to act as secretary of all meetings of the Board of Directors, and to keep the minutes of all such meetings in a proper book or books to be provided for that purpose; the Secretary shall see that all notices required to be given by the Foundation are duly given and served; the Secretary shall keep a current list of the Corporation's Directors and officers and their residence addresses. The Secretary shall have custody of the minute book containing the minutes of all meetings of Directors, the Executive Committee, and any other committees which may keep minutes, and of all other contracts and documents which are not in the custody of the Treasurer of the Corporation, or in the custody of some other person authorized by the Board of Directors to have such custody. The Secretary shall appoint a designee as needed.
Section 10. Appointed Officers. The Board of Directors may delegate to any officer or committee the power to appoint and to remove any subordinate officer, agent or employee.
Section 11. Assignment and Transfer of Stocks, Bonds and Securities. The President, the Vice Presidents, the Treasurer, the Secretary, and each of them, shall have power to assign, or to endorse for transfer, under the corporate seal, and to deliver, any stock, bonds, subscription rights, or other securities, or any beneficial interest therein, held or owned by the Corporation.
Article VI - CONTRACTS, CHECKS, DRAFTS AND BANK ACCOUNTS
Section 1. Execution of Contracts. The Board of Directors, except as in these By-laws otherwise provided, may authorize any officer or officers, agent or agents, in the name of and on behalf of the Foundation to enter into any contract or execute and deliver any instrument, and such authority may be general or confined to specific instances; but, unless so authorized by the Board of Directors, or expressly authorized by these By-laws, no officers, agent or employee shall have any power or authority to bind the Foundation by any contract or engagement or to pledge its credit or to render it liable pecuniarily in any amount for any purpose.
Section 2. Loans. No loans shall be contracted on behalf of the Foundation unless specifically authorized by the Board of Directors.
Section 3. Checks, Drafts, etc. All checks, drafts and other orders for the payment of money out of the funds of the Corporation, and all notes or other evidences of indebtedness of the Corporation, shall be signed on behalf of the Foundation in such manner as shall from time to time be determined by resolution of the Board of Directors.
Section 4. Deposits. All funds of the Foundation not otherwise employed shall be deposited from time to time to the credit of the Foundation in such banks, trust companies or other depositories as the Board of Directors may select.
Article VII - INDEMNIFICATION AND INSURANCE
Section 1. Authorized Indemnification. Unless clearly prohibited by law or Section 2 of this Article, the Foundation shall indemnify any person ("Indemnified Person") made, or threatened to be made, a party in any action or proceeding, whether civil, criminal, administrative, investigative or otherwise, including any action by or in the right of the Corporation, by reason of the fact that he or she (or his or her testator or intestate), whether before or after adoption of this Section, (a) is or was a Director or officer of the Corporation, or (b) in addition is serving or served, in any capacity, at the request of the Corporation, as a Director or officer of any other Corporation, or any partnership, joint venture, trust, employee benefit plan or other enterprise. The indemnification shall be against all judgments, fines, penalties, amounts paid in settlement (provided the Foundation shall have consented to such settlement) and reasonable expenses, including attorneys' fees and costs of investigation, incurred by an Indemnified Person with respect to any such threatened or actual action or proceeding, and any appeal thereof.
Section 2. Prohibited Indemnification. The Foundation shall not indemnify any person if a judgment or other final adjudication adverse to the Indemnified Person (or to the person whose actions are the basis for the action or proceeding) establishes, or the Board of Directors in good faith determines, that such person's acts were committed in bad faith or were the result of active and deliberate dishonesty and were material to the cause of action so adjudicated or that he or she personally gained in fact a financial profit or other advantage to which he or she was not legally entitled.
Section 3. Advancement of Expenses. The Foundation shall, on request of any Indemnified Person who is or may be entitled to be indemnified by the Corporation, pay or promptly reimburse the Indemnified Person's reasonably incurred expenses in connection with a threatened or actual action or proceeding prior to its final disposition. However, no such advancement of expenses shall be made unless the Indemnified Person makes a binding, written commitment to repay the Corporation, with interest, for any amount advanced for which it is ultimately determined that he or she is not entitled to be indemnified under the law or Section 2 of this Article. An Indemnified Person shall cooperate in good faith with any request by the Foundation that common legal counsel be used by the parties to such action or proceeding who are similarly situated unless it would be inappropriate to do so because of actual or potential conflicts between the interests of the parties.
Section 4. Indemnification of Others. Unless clearly prohibited by law or Section 2 of this Article, the Board of Directors may approve Foundation indemnification as set forth in Section 1 of this Article or advancement of expenses as set forth in Section 3 of this Article, to a person (or the testator or intestate of a person) who is or was employed by the Foundation or who is or was a volunteer for the Corporation, and who is made, or threatened to be made, a party in any action or proceeding, by reason of the fact of such employment or volunteer activity, including actions undertaken in connection with service at the request of the Foundation in any capacity for any other Corporation, partnership, joint venture, trust, employee benefit plan or other enterprise.
Section 5. Determination of Indemnification. Indemnification mandated by a final order of a court of competent jurisdiction will be paid. After termination or disposition of any actual or threatened action or proceeding against an Indemnified Person, if indemnification has not been ordered by a court the Board of Directors shall, upon written request by the Indemnified Person, determine whether and to what extent indemnification is permitted pursuant to these By-laws. Before indemnification can occur the Board of Directors must explicitly find that such indemnification will not violate the provisions of Section 2 of this Article. No Director with a personal interest in the outcome, or who is a party to such actual or threatened action or proceeding concerning which indemnification is sought, shall participate in this determination. If a quorum of disinterested Directors is not obtainable, the Board of Directors shall act only after receiving the opinion in writing of independent legal counsel that indemnification is proper in the circumstances under then applicable law and these By-laws.
Section 6. Binding Effect. Any person entitled to indemnification under these By-laws has a legally enforceable right to indemnification which cannot be abridged by amendment of these By-laws with respect to any event, action or omission occurring prior to the date of such amendment.
Section 7. Insurance. The Foundation is not required to purchase Directors' and officers' liability insurance, but the Foundation may purchase such insurance if authorized and approved by the Board of Directors. To the extent permitted by law, such insurance may insure the Foundation for any obligation it incurs as a result of this Article or operation of law and it may insure directly the Directors, officers, employees or volunteers of the Foundation for liabilities against which they are not entitled to indemnification under this Article as well as for liabilities against which they are entitled or permitted to be indemnified by the Foundation.
Section 8. Nonexclusive Rights. The provisions of this Article shall not limit or exclude any other rights to which any person may be entitled under law or contract. The Board of Directors is authorized to enter into agreements on behalf of the Foundation with any Director, officer, employee or volunteer providing them rights to indemnification or advancement of expenses in connection with potential indemnification in addition to the provisions therefore in this Article, subject in all cases to the limitations of Section 2 of this Article.
Article VIII - CONFLICTS OF INTEREST
Section 1. Definition of Conflicts of Interest. A conflict of interest will be deemed to exist whenever an individual is in the position to approve or influence Foundation policies or actions which involve or could ultimately harm or benefit financially: (a) the individual; (b) any member of his immediate family (spouse, parents, children, brothers or sisters, and spouses of these individuals); or (c) any organization in which he or an immediate family member is a Director, trustee, officer, member, partner or more than 10% shareholder. Service on the board of another not-for-profit Foundation does not constitute a conflict of interest.
Section 2. Disclosure of Conflicts of Interest. A Director or officer shall disclose a conflict of interest: (a) prior to voting on or otherwise discharging his duties with respect to any matter involving the conflict which comes before the Board or any committee; (b) prior to entering into any contract or transaction involving the conflict; (c) as soon as possible after the Director or officer learns of the conflict; and (d) on the annual conflict of interest disclosure form. The Secretary of the Foundation shall distribute annually to all Directors and officers, a form soliciting the disclosure of all conflicts of interest, including specific information concerning the terms of any contract or transaction with the Foundation and whether the process for approval set forth in Section 3 of this Article was used.
Section 3. Approval of Contracts and Transactions Involving Potential Conflicts of Interest. A Director or officer who has or learns about a potential conflict of interest should disclose promptly to the Secretary of the Foundation the material facts surrounding any actual or potential conflict of interest, including specific information concerning the terms of any contract or transaction with the Foundation. All effort should be made to disclose any such contract or transaction and have it approved by the Board before the arrangement is entered into.
Following receipt of information concerning a contract or transaction involving a potential conflict of interest, the Board shall consider the material facts concerning the proposed contract or transaction including the process by which the decision was made to recommend entering into the arrangement on the terms proposed. The Board shall approve only those contracts or transactions in which the terms are fair and reasonable to the Foundation and the arrangements are consistent with the best interests of the Foundation. Fairness includes, but is not limited to, the concepts that the Foundation should pay no more than fair market value for any goods or services which the Foundation receives and that the Foundation should receive fair market value consideration for any goods or services that it furnishes others. The Board shall set forth the basis for its decision with respect to approval of contracts or transactions involving conflicts of interest in the minutes of the meeting at which the decision is made, including the basis for determining that the consideration to be paid is fair to the Foundation.
Section 4. Validity of Actions. No contract or other transaction between the Foundation and one or more of its Directors or officers, or between the Corporation and any other Foundation, firm, association or other entity in which one or more of its Directors or officers are Directors or officers, or have a substantial financial interest, shall be either void or voidable for this reason alone or by reason alone that such Director or Directors or officer or officers are present at the meeting of the Board of Directors, or of a committee thereof, which authorizes such contract or transaction, or that his or their votes are counted for such purpose, if the material facts as to such Director's or officer's interest in such contract or transaction and as to any such common Directorship, officership or financial interest are disclosed in good faith or known to the Board or committee, and the Board or committee authorizes such contract or transaction by a vote sufficient for such purpose without counting the vote or votes of such interested Director or officers. Common or interested Directors may be counted in determining the presence of a quorum at a meeting of the Board of Directors or committee which authorizes such contract or transaction. At the time of the discussion and decision concerning the authorization of such contract or transaction, the interested Director or officer should not be present at the meeting.
Section 5. Employee Conflicts of Interest. An employee of the Foundation with a potential conflict of interest in a particular matter shall promptly and fully disclose the potential conflict to his supervisor. The employee shall thereafter refrain from participating in deliberations and discussion, as well as any decisions, relating to the matter and follow the direction of the supervisor as to how the Foundation decisions which are the subject of the conflict will be determined. The President shall be responsible for determining the proper way for the Foundation to handle Foundation decisions which involve unresolved employee conflicts of interest. In making such determinations, the President may consult with legal counsel.
The President shall report to the Board at least annually concerning employee conflicts of interest which have been disclosed and contracts and transactions involving employee conflicts which the President has approved.
Article IX - COMPENSATION
Section 1. Reasonable Compensation. It is the policy of the Foundation to pay no more than reasonable compensation for personal services rendered to the Foundation by officers and employees. The Directors of the Foundation shall not receive compensation for fulfilling their duties as Directors, although Directors may be reimbursed for actual out-of-pocket expenses which they incur in order to fulfill their duties as Directors. Expenses of spouses will not be reimbursed by the Foundation unless the expenses are necessary to achieve a Foundation purpose.
Section 2. Approval of Compensation. The Board of Directors must approve in advance the amount of all compensation for officers of the Corporation.
Before approving the compensation of an officer, the Board shall determine that the total compensation to be provided by the Foundation to the officer is reasonable in amount in light of the position, responsibility and qualification of the officer for the position held, including the result of an evaluation of the officer's prior performance for the Foundation, if applicable. In making the determination, the Board shall consider total compensation to include the salary and the value of all benefits provided by the Foundation to the individual in payment for services. At the time of the discussion and decision concerning an officer's compensation, the officer should not be present in the meeting. The Board shall obtain and consider appropriate data concerning comparable compensation paid to similar officers in like circumstances.
The Board shall set forth the basis for its decisions with respect to compensation in the minutes of the meeting at which the decisions are made, including the conclusions of the evaluation and the basis for determining that the individual's compensation was reasonable in light of the evaluation and the comparability data.
Article X - GENERAL
Section 1. Office. The office of the Foundation shall be at such place in the County of Monroe, State of New York, as the Board of Directors may determine.
Section 2. Books and Records. There shall be kept at the office of the Corporation: (1) correct and complete books and records of account; (2) minutes of the proceedings of the Board of Directors and the Executive Committee; (3) a current list of the Directors and officers of the Foundation and their residence addresses; (4) a copy of these By-laws; (5) a copy of the Foundation's application for recognition of exemption with the Internal Revenue Service; and (6) copies of the past three (3) years' information returns to the Internal Revenue Service.
Section 3. Loans to Directors and Officers. No loans shall be made by the Foundation to its Directors or officers, or to any other Corporation, firm, association or other entity in which one or more of its Directors or officers are Directors or officers or hold a substantial financial interest except as allowed by law.
Section 4. Fiscal Year. The fiscal year of the Foundation shall commence January 1 in each calendar year and end on December 31.
Article XI - AMENDMENTS
The By-laws of the Foundation may be amended or repealed by a majority of the Board of Directors.