A prospective candidate for membership in the club should seek a sponsor. The sponsor must be an active member of the club (meaning all classes of membership except inactive), and may not be an officer of the club or its membership committee, or a business associate, or a close relative of the candidate.
The sponsor should then contact the membership chair to discuss both procedure and the particular case of the candidate. If the membership chair thinks the application is likely to be in order, he or she will send an application to the sponsor. If the membership chair anticipates problems, he or she will discuss ways in which they can be remedied.
In consultation with the candidate, the sponsor will fill out the application, write the primary letter of recommendation and find two other members who can write seconding letters. Restrictions about who can write seconding letters are similar to those for sponsors. The completed package can then be sent to the membership chair for action at the next meeting of the membership committee.
The membership chair will bring the application and supporting letters to the next full council meeting for action.
Procedures
A sponsor starts by contacting the membership chair, as listed in the current yearbook.
The sponsor writes the primary letter and completes the form; also secures two seconding letters. It is the responsibility of the sponsor to combine in a single package the completed application and all three letters. Letters should include an overview of the applicant’s nautical interests and experience or other interest in participating in the life of the club. They should be of sufficient detail to give the membership committee a clear picture of the mutual benefits of membership to the applicant and the club. The application should indicate what class of membership is anticipated. The complete package should be in the hands of the membership chair two weeks before the next council meeting. Council meeting dates can be found on the club calendar printed in the yearbook.
The membership committee meets in the weeks prior to the council meeting to make a recommendation. If the committee needs more information or anticipates a problem, it may return the application to the sponsor for re-submission at a later date.
If there is a quorum present, the council acts on applications that are brought in by the membership committee.
If the application is approved, the commodore informs the applicant. If there are circumstances that make the application unacceptable, the membership chair contacts the sponsor. In the case of rejection it is the policy of the club not to state specific reasons.
The successful applicant must pay the initiation fee within 30 days of acceptance, and pay dues in accordance with the regulations for other members.
Policies
The following are policies regarding membership that have been approved by the club’s governing council. They may be changed from time to time, and applicants and sponsors should make sure they have the most current version of this circular.
New membership is limited to persons residing at least a portion of the year in Hancock County, though the council may, at its discretion and for good reason, waive this requirement.
Classes of membership include Life (L), Sustaining (SUS), Family (F), Single (SI), and Shore (SH). New members may apply for any one of these classes. A married person whose spouse and children or grandchildren will not use the club in any way, including social events, may apply for single membership.
The status of a married person holding single membership, of shore members, and of inactive members will be reviewed by the membership committee annually. The committee has authority to reclassify members.
In the case of divorce or separation of a couple holding Family, Sustaining or Life membership, the couple must agree between themselves which one will continue as a member and inform the membership committee chair. The other person may apply for membership without sponsorship and without paying an initiation fee, if the application is made within 12 months of the date the separation or divorce decree is made final. In cases where the couple cannot agree, the club will consider both to have resigned.
Applicants accepted in the late July meeting of the club will pay only half a year’s dues for the current year.
If the membership of the club reaches 250, excluding Honorary and Inactive members, the council will consider further rules and procedures for application.
Children of a member of at least five years standing whose Life, Sustaining or Family membership had previously included them shall be exempt from initiation fees and membership limits when applying for their own memberships within one year of lapse of parental coverage. Such children need only a single sponsor to complete their application; no supporting letters will be required. As in other cases, the sponsor should not be a close relative.
Each active member may sponsor only one new candidate and second only one new candidate for membership each calendar year.
No officer of the club or member of the membership committee may sponsor or second an application for membership. A list of officers can be found in the annual directory. A list of members of the membership committee can be found at the end of this notice.
Sponsors and seconders should have had a significant social and personal relationship with the candidate for a number of years prior to proposing him or her. Members should not propose an applicant with whom they have a primarily business relationship. Examples of such a relationship include but are not limited to the following: tenant-landlord, architect-client, real estate agent-client, contractor-client, doctor-patient, and lawyer-client.
Close relatives may not sponsor or second an application. Close relatives include descendants of a known common ancestor, spouses, brothers and sisters-in-law, and step-children.
Candidates rejected by the council will not be informed of the reasons.
Approved by the Governing Council, July 27, 2002
Membership Committee 2002
Marcia Fenn, Chair
Kollegewidgwok Yacht Club Membership Manual
Version 1, Approved 7/27/02
Procedures and Policies for Membership