Overview of Final Changes to the HTSC Bylaws Voted at Annual Meeting 3-2025 

Over the past several years Nassau has focused greater scrutiny on all non-profits. Consequently, we have been working with our Nassau lawyers to document the Club’s charitable, tax-exempt status, the maintenance of which now requires an annual filing. As part of this process, we noticed that the Bylaws filed in Nassau were out of date and no longer reflected current Club practice.

The HTSC Executive Committee appointed a sub committee to review and recommend changes to the By Laws. This committee worked tirelessly over the last 6 months. The resulting amendments were forwarded to the Executive Committee on February 11 which approved them unanimously. Members who wish to read the Bylaws in their entirety will find them posted below, but we provide a summary of the key changes below.

1.     A broader, more inclusive objective for the Club to include non-sailors, cruisers and power boaters;

2.     A reduction in the initiation requirement from recommendations by 4 members to recommendations by 3 members, consistent with many sailing clubs of a similar size to HTSC;

3.     The current fiscal year runs from March through February with new committee members appointed in March. The Club season runs from November through April and as such the year end and Committee appointments occur in the middle of the fiscal year. Fiscal reporting and accountability would be significantly improved if the fiscal year was aligned to the Club’s period of activity, therefore the Executive Committee proposes to change our fiscal year to run from July through June.  The membership year will also run from July through June with a membership dues notice sent to members by 1 March. A member who has not paid dues by May 1st will be notified that the membership will terminate on June 30th that year.

What does this mean for me? Members pay dues in advance for the UPCOMING year, so dues are already paid from March ‘25 through the end of February ‘26. To accommodate this necessary one-time, 4-month extension of the 2025-26 FY, on May 1, 2025, each member will be sent a pro-rated request for $35 which will automatically extend their membership through June 2026. Members will not need to pay dues again again until March 2026 for the 2026/27 FY, at which time dues will return to $100. 

Hope Town Sailing Club Bylaws

The Hope Town Sailing Club is a Not-for-Profit Company Incorporated Under the Companies Act, 1992, of the Commonwealth of the Bahamas.

Article 1 - Objectives

a)    To promote the sport of sailing, and cruising in company, with both sail and power boats,  in the area of Hope Town, Abaco.
b)    To hold or arrange regattas, races and other competitions and to offer, grant or contribute towards the provisions of prizes, awards & distinctions.
c)    To encourage and support Bahamians, of all ages, to continue their interest in sailing & racing.
d)    To provide social amenities for its members.
e)    To finance the objectives of the company through membership fees and other funding raising activities.
f)      To be a positive contributor to the community by supporting, financially and otherwise, community projects and endeavours.

ARTICLE 2 - CLUB BURGEE

The Club Burgee shall be a white triangular flag with the Hope Town Lighthouse logo in red and white stripes.

ARTICLE 3 - MEMBERSHIP

a)    The Roster of the Club is the Register of Members pursuant to the Companies Act.
b)    The Club shall consist of Members and Honorary Members.
c)    A Member is a person elected to the Club who is over the age of eighteen.
d)    A Member is a Member in their own right, once elected.

ARTICLE 4 - ELECTION OF MEMBERS

a)    In electing new member, priority shall be given to Bahamian Citizens, Abaco residents, local homeowners, boat owners and those applicants the Membership Committee consider who best support the objectives of the Club.
b)    The Membership Chair will consider new applications each season from October 1st through April 30th the following year. The sponsor of a candidate shall contact the Membership Chairman to obtain an application form to be filled out by the candidate
c)     Three letters of recommendation are required, including one from the sponsor who shall solicit the other two letters. No Member may act as a sponsor or provide a letter of recommendation more than twice in season defined as October 1^st - April 30^th of the following year. 
d)    The sponsor shall ensure the candidate has been introduced to a majority of the Executive Committee.
e)     Sponsorships or recommendation by spouses, or partners, shall be counted as only one, for the purpose of membership applications, of the three letters required.
f)      New members shall not sponsor or recommend candidates until they have been a member of the Club for over a year.
g)     Applications shall be considered by the Executive Committee. Two negative votes shall preclude approval for posting. Names of all candidates who are approved for posting shall be posted on the website and/or Club House for one month. During the posting period objections by a member shall be communicated in writing to the Membership Chairman.
h)    Members shall be elected by the Executive Committee. Two negative votes shall preclude an election.
i)       Membership is limited to 300 members, or such number as may be fixed by the Executive Committee. When there are no vacancies a waiting list shall be maintained.
j)      The Executive Committee may offer short-term memberships.
k)    The Executive Committee may elect Honorary Members.
l)       Any member who reaches the age of 90 will become an Honorary Member.
m)   If a former member wishes to be re-instated, letters of recommendation shall not be needed. A membership application shall be submitted to the Executive Committee through the Membership Chairman and posted for a month. A candidate for re-instatement, if elected, shall pay the current dues and pay a reinstatement fee which is equal to the current initiation fee.
n)    A letter written to the Membership Chair by a member in opposition to a proposed member will be presented confidentially to the Executive Committee. The member’s identity will not be disclosed to the membership, the proposed member or the sponsor of the proposed member.

ARTICLE 5 - FISCAL YEAR, INITIATION FEES AND DUES
a)    The Fiscal Year (FY) of the Club shall be July 1st to June 30^th.
b)    The Initiation Fee and Membership Dues shall be set up by the Executive Committee and are non-refundable.
c)    To support good governance Membership Dues are paid in advance of the Membership Year to enable the Executive Committee to ascertain Membership income and set budgets for the forthcoming year.
d)    Membership dues will be sent to members to enable payment by 1 March.
e)    A late payment penalty determined by the Executive Committee will be applied for sums not paid by March 1^st.
f)      A member who has not paid dues by May 1^st will be notified that the membership will terminate on June 30^th each year.
g)    Candidates under forty years of age are exempt from the Membership Initiation Fee.
h)    Honorary Members are exempt from paying annual dues and other member obligations.

ARTICLE 6 - MEMBERSHIP AND MEMBERSHIP MEETINGS

a)    Members are encouraged to support the Objectives of the Club.
b)    In the spirit of the Club, Members are requested to volunteer each year by hosting social engagements, assisting with racing events and assisting the Executive Committee when assistance is sought.
c)     An Annual Meeting of the Members shall be held in February or March each year, at the Hope Town Sailing Club. Each member is entitled to one vote. Notices about such a meeting shall be sent, together with a proxy form, to all Members at least three weeks before the meeting. Club meetings shall be conducted in accordance with Robert’s Rules of Order.
d)    A quorum is at least 20 members, present in person or via video conferencing.
e)    At the Annual Meeting reports shall be presented by the  Flag Officers and Executive Committee Members.
f)      A special meeting may be requested by ten percent of the Membership, at any time, provided that a notice stating the purpose of the meeting is sent to the Executive Committee who will call the meeting and send proxy forms to all Members at least three weeks in advance. Such a meeting must be held between November 1^st and April 30^th.
g)    A Member may, by written proxy, appoint another Member to attend and act at any meeting of Members on such Member’s behalf. The proxy shall be received by the Secretary 24 hours prior to the scheduled time of commencement of that meeting.

ARTICLE 7- FLAGE OFFICERS

Article 7 – Flag Officers
a)    The Flag Officers of the Club shall be a Commodore, a Vice Commodore, a Rear Commodore, and Commodore at Large and each shall be past or present owners of a sail or power boat. The Commodore at Large shall ordinarily be an Abaco resident. These Flag Officers are the Directors of the Company.
b)    The Flag Officers shall be elected for a term of one year or until the election of a successor. The election shall be conducted at the Annual Meeting of Members.
c)    The Vice Commodore shall ordinarily be elevated, by election, to the post of Commodore after a two-year term. The Rear Commodore shall ordinarily be elevated, by Election, to the post of Vice Commodore after a two-year term.
d)    The Flag Officers can be held over for an additional year should the season need to be cancelled for any reason. Cancellation must be approved by the Executive Committee.

ARTICLE 8 - APPOINTED EXECUTIVE COMMITTEE MEMBERS

a)    The Flag Officers and the Appointed Committee Members form the Executive Committee.
b)    The past two Commodores are invited to serve as members of the Executive Committee.
c)    The Flag Officers shall appoint the following Committee Members, including the Treasurer, and Secretary. Other committee members may be appointed such as but not limited to: Fleet Captain, Race Committee Chair, House Committee Chair, House Committee Vice Chair, Buildings and Grounds Chair, Membership Chair, Webmaster, Communications Chair and Quartermaster to effectively facilitate the activities and fiduciary responsibilities of the committee.
d)    The term of office of an Appointed Committee Member shall commence upon appointment, which shall be in line with the FY or as required.

ARTICLE 9 - DUTIES OF THE EXECUTIVE COMMITTEE

a)    The management of the affairs of the Club is vested in the Executive Committee which consists of the Flag and Appointed Executive Committee Members and the immediate past two Commodores.
b)    Each members present, whether in person or by video, holds one vote. If a member of the executive Committee is unable to attend a meeting and if they have an Assistant, they may appoint their Assistant as their proxy.
c)    The Executive Committee shall approve all unbudgeted disbursements exceeding $250.
d)    The Executive Committee shall consider and vote on all applications for membership, and it shall have the power to suspend or expel any Member for non-payment of dues or for violation of any rule.
e)    The Executive Committee shall be responsible for the proper upkeep and improvement of the Club premises.
f)      A quorum is at least five members of the Executive Committee.
g)    The Executive Committee shall, each year, appoint a Nominating Committee of five Members, at least two of whom are not members of the Executive Committee, to present a proposed slate of  Officers at the Annual Meeting. The Chairman of the Nominating Committee shall be made aware of the Article (7)(c) guideline. At the Annual Meeting additional nominations may be made from the floor by any Member.

ARTICLE 10 - DUTIES OF THE OFFICERS 

Commodore: The commodore shall preside at all meetings of the Club and its Executive Committee. The Commodore shall be a member ex-officio of all committees.
Vice Commodore: The Vice Commodore shall assist the Commodore in the discharge of all duties and act in the Commodore’s absence with the same power as the Commodore.
Rear Commodore: The Rear Commodore shall assist the Commodore and Vice Commodore and act in their absence with the same power.
Commodore-At-Large: The Commodore-at-Large shall maintain liaison with the local community and shall identify community projects worthy of support by the Club.
Treasurer: The Treasurer shall send out notices of dues and collect and receive all monies due in the Club’s name; pay all debts incurred by the Club submitting unbudgeted expenditures exceeding $250 to be approved by the Executive Committee. The Treasurer shall make a report at the Annual Meeting of receipts and disbursements for the previous fiscal year and current statement of bank accounts and cash on hand. An Elective Officer may sign cheques in the absence of the Treasurer.
Secretary: The Secretary shall keep a true record of all the proceedings of the meetings of the Club and the meetings of the Executive Committee, keep a roll of all Members, and perform the customary duties of this office, including any statutory filings.
Article 11 – Changes and Amendments to By-Laws
The By-Laws may be amended at the Annual Meeting or at a special meeting of Members with approval of three quarters of those Members present or represented by proxy.

Revisions to By-Laws:
7 March 2000; 4 March 2003; 1 March 2005; 4 March 2008; 3 March 2015; November 2019; 7 March 2023; 5 March 2024; March2025.