SWAMP CREEK & WESTERN
RAILROAD ASSOCIATION

211 Railroad Ave. Edmonds, WA 98020

B Y - L A W S

Revised September 4, 2001

I. DUTIES OF THE ASSOCIATION OFFICERS:

The officers of the Swamp Creek & Western Railroad Association shall endeavor to cooperatively perform the duties of office as follows and as otherwise stated in the Association's Constitution, Bylaws, Procedures and Standards:

1. The President shall be the chief executive officer of the Association. The duties of the President shall be to lead the Association, to preside over Association meetings, meetings of the Executive Committee, and Association functions, and to perform such other duties as required by his/her office. Except as otherwise expressly provided by law, by the Association’s Constitution or Bylaws, he/she shall, in the name of the Association, execute such deeds, mortgages, bonds, contracts, checks, or other instruments which may from time to time be authorized by the Association.

2. The duties of the First Vice President shall be to serve as President in the President's absence or disability. The First Vice President shall oversee Association events (swap meets, clinics, open houses, field trips and such similar projects the Association may undertake). He/she shall oversee the Association's formal operating sessions. The First Vice President shall be in charge of the building, its upkeep, maintenance and supply.

3. The duties of the Second Vice President shall be to oversee the Association layout. He/she shall be the foreman of layout construction and layout maintenance, and oversee project procedures.

4. The duties of the Secretary shall be to keep a written record of the Association's business meetings, membership meetings, and meetings of the Executive Committee. To draft, post, and appropriately distribute the Association’s official notices and public announcements, and to file and maintain the official records and documents of the Association. The Secretary shall exhibit at any mutually agreeable reasonable time to any officer or voting member of the Association any of the Association’s official records. The Secretary shall be the Association’s historian, and shall keep all historical records. In general, the Secretary shall perform all duties incident to such office, and such other duties as may be required by law, by the Constitution or Bylaws of the Association, or those assigned to him/her from time to time by the Executive Committee.

5. The duties of the Treasurer shall be to conduct and keep a written record of the Association's financial transactions and regularly report these to the Association membership and to the Executive Committee at the business meetings or such other meetings as may be required. He/she shall be responsible for all funds and securities of the Association, and deposit all such funds in the name of the Association. He/she shall exhibit at all reasonable times the books of account and financial records to voting members of the Association or to officers or the Executive Committee. He/she shall perform all duties incident to the office of Treasurer and such other duties as may be required by law, by the Constitution or Bylaws of the Association, or which may be assigned to him/her from time to time by the Executive Committee.

6. With the consent of the Executive Committee, an officer may appoint a Regular Board or Senior Regular Board member to assist him/her in the duties of his/her office. The authority of the office remains with the elected officer.

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II. MEMBERSHIP RESPONSIBILITIES:

1. All members are expected to attend Association meetings regularly. In special or unusual circumstances the Association Executive Committee may make temporary exceptions.

2. Each member is expected to actively participate in Association sponsored events that have been voted by the membership.

3. Dues, assessments and fees will be paid on a timely basis. Dues are due on the first of the month; assessments and fees are due as provided in the voted action that levies them.

4. The Association is authorized to do cooperative purchasing for the benefit of the Association and its members.

5. It is the duty of each member, regardless of his/her membership status, to protect the Association layout, Association property and the property of other Association members from damage, theft, vandalism and other loss at all times. Loss or damage done by self or others shall be promptly reported to the Executive Committee.

6. Failure of a member to comply with any of these responsibilities may result in censure, restriction, special assessment or expulsion from the Association when voted at a regular Business Meeting by two-thirds (2/3) vote of the voting members present or as otherwise stated in the Association Constitution or By-Laws.

7. Safety is the number one rule when working in or on Association facilities. Carelessness resulting in damage to the layout or to another member's equipment shall be paid for by the offender.

8. Each Association member shall be responsible for knowing and following all Procedures and Standards.

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III. MEMBERSHIP APPLICATION PROCESS

The Association shall formulate and adopt a membership application procedure.

See   Procedure & Standard 2.A

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IV. SENIORITY:

1. All members shall enjoy seniority based on the cumulative time served on Regular Board and/or Senior Regular Board status.

Board priority:

1. Reserve Board members may petition the Association to return to active status when they can demonstrate that they are in full compliance with the requirements. If approved by a two-thirds (2/3) vote of voting members present at a duly called regular or special business meeting the Reserve Board member moves back onto the Regular or Senior Regular Board.
2. Extra Board members advanced to Regular Board must pay the initiation fee or drop from the Association membership.
3. Regular Board members, age 65 or older, who have served as Regular Board members for twenty (20) years or more shall advance to the Senior Regular Board.

2. Upon reaching their nineteenth (19th) birthday, Associate Board members move to the Extra Board under the same rules as for prospective members and pay regular dues as Extra Board members.

3. Locker space and hand-held throttles shall be exclusively provided to Regular Board and Senior Regular Board member as available based on seniority.

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V. INITIATION FEE, DUES, ASSESSMENTS:

1. Upon acceptance by the Association to Regular Board membership, the new Regular Board member shall pay an initiation fee of $100 as part investment in the Association assets.

   1. Up to ninety (90) days may be used to pay this fee if arrangements satisfactory to the Executive Committee are made by the new member.
   2. The initiation fee shall at any time be non refundable.

2. Monthly dues effective January 1, 2002 shall be:

   1. Regular Board   $20
   2. Extra Board   $20
   3. Reserve Board   $10
   4. Associate Board   $10
   5. Senior Regular Board   $20*
      * subject to terms of Association Constitution, Article III, Section 2.5.
   6. Honorary   none

3. Assessments shall be proposed by the Executive Committee or by any committee determining a need for funds not available through the Association treasury or other sources.

   1. No assessments shall be approved nor payment required without said assessment having been voted and approved as provided for in the Association Constitution, Article VI, Section 1.3.
   2. Membership advancement to the Regular Board after an assessment has been levied does not obligate the new member to pay said assessment.
   3. Reserve Board members returning to Regular Board or Senior Regular Board status must pay, in full, all assessments made during their inactive period.

4. Should a member in good standing experience a time of financial hardship, such member may petition the Executive Committee in writing for a reasonable reduction in payment of dues and/or assessments. Such member shall include in the written proposal a specific amount to be paid and specify the time for which the reduced amount will be paid. If the proposal is approved by a 4/5 vote of the whole Executive Committee, a written agreement between the member and the Association shall be signed and become a part of the Association’s records. Such member shall then keep payments current pursuant to the agreement. Should payments not be current, Article IV, Section 4, 1., of the Association’s Constitution shall apply.

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VI. BUDGET:

The Association body shall develop and maintain an annual budget. It shall be proposed by the Executive Committee and approved by a majority of the voting members.

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VII. MEETINGS:

1. Regular meetings shall generally be held on Tuesday of each week throughout the year. When Tuesday is on a holiday, the Executive Committee may name another day. Regular Board and Senior Regular Board members are free to enter the Association room to work or operate at any time.

2. Special meetings may be called by the Executive Committee when there is at least twenty-four (24) hours notice given to each member.

3. Meetings, unless specified to be elsewhere, shall be held at the location of the Association layout.

4. The first Tuesday of each month shall be designated as a regular business meeting date.

5. The second, fourth and fifth (if any) Tuesday meeting shall generally be considered work nights. Work is primary to operations on these nights.

6. The third Tuesday meeting will generally be an operating session. Formal operations of the Association layout takes precedence over any work. This is the night for invited and drop-in guests.

7. Meetings commence at 7:30 p.m. and formally end at 9:30 p.m. Members may operate before and after this time. The Association facility is generally open from 6:30 to 11:00 p.m. All operations on work nights is suspended from 7:30 to 9:30 p.m.

8. Minutes of business meetings shall be prepared by the Secretary and placed in the Association archive/file.

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VIII. PROCEDURES AND STANDARDS:

1. Procedures and Standards for the various functions of the Association shall be established as needed.

2. Procedures and Standards may be proposed by an individual member or by the Executive Committee.

3. Procedures and Standards shall be submitted in writing to the Executive Committee. Upon approval of the Executive Committee the proposed Procedure or Standard shall be posted in the association meeting room for not less than four (4) weeks. It shall then be voted upon at the next business meeting.

4. If approved by a simple majority of the voting members present it shall become effective.

5. Amendments to the Association's Procedures and Standards shall follow the same procedure.

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IX. COMMUNITY PROJECTS:

In the event that the Association is invited to participate in a community event, such as a museum exhibit, a public or private exhibition, train show, swap meet or as a part of a convention the following procedures shall be followed:

1. The general idea shall be presented to the Executive Committee in a timely fashion. An initial committee of two or more shall be formed to pursue the idea. The committee shall not have the authority to make any commitments or promises on behalf of the Association.

2. Once the committee has gathered enough facts they shall draft a written proposal and submit it to the Executive Committee for approval. If approved by a majority vote of the Executive Committee, the proposal shall then be submitted to the Association at the next business or special meeting. A two-thirds (2/3) vote of the voting members in attendance may adopt the plan as a Association sponsored project. The Executive Committee shall notify the outside party in writing of the Association's acceptance or rejection of the invitation.

3. The Project Committee shall then have the authority to make commitments as outlined in the adopted written proposal. The Project Committee shall be held responsible for seeing the project through to its conclusion. All Association members are expected to participate in a reasonable manner. Changes to the proposal must be authorized by Association vote.

4. The Project Committee shall keep the Association informed of its progress with regular oral reports at the business meetings. Upon the conclusion of the project the Project Committee shall submit a final written report which will be entered into the Association archives.

5. Association financial matters shall be handled by the Treasurer.

6. Members promising Association commitments without authorization will be held accountable and their membership may be forfeited, as specified in the Association Constitution.

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X. FUND RAISING:

In the event that the Association decides to conduct a fund raising event, such as a swap meet, train show or formal open house the following procedures shall be followed:

1. The general idea shall be presented to the Executive Committee in a timely fashion. An initial committee of two or more shall be formed to pursue the idea. The First Vice President shall chair the committee. At this point the committee shall not have the authority to make any commitments or promises on behalf of the Association.

2. Once the committee has gathered enough facts they shall draft a written proposal and submit it to the Executive Board for approval. If approved by a majority vote of the Executive Committee, it shall then be submitted to the Association at the next business or special meeting. A two-thirds (2/3) vote of the voting members in attendance may adopt the plan as a Association sponsored event.

3. The Event Committee shall then have the authority to make commitments as outlined in the adopted written proposal. The Event Committee shall be held responsible for seeing the project through to its conclusion. All Association members are expected to participate in a reasonable manner. Changes to the proposal must be authorized by Association vote.

4. The Event Committee shall keep the Association informed of its progress with regular oral reports at the business meetings. Upon the conclusion of the project the Event Committee shall submit a final written report which will be entered into the Association archives.

5. All financial matters will be handled by the Association Treasurer or his/her designated assistant.

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XI. OPERATION OF THE LAYOUT:

1. Only elected members of the Association will be permitted to operate their equipment on the Association layout. Visitors may be invited to operate under the direct guidance of a Regular or Senior Regular Board member when it does not interfere with other members' activities.

2. Access to the Association layout, other than during regular meetings, shall always be under the supervision of a Regular or Senior Regular Board member. Each operating member assumes full responsibility for any damage to Association owned equipment, rolling stock, scenery and to any other member's equipment then on the layout.

3. No member shall operate a locomotive of another member without their express permission except when expected during organized operating sessions. Handling other member's equipment should only be with the owner's permission.

4. Each Regular Board and Senior Regular Board member shall be issued a hand-held throttle unit. A deposit of $25 shall be held by the Treasurer and surrendered upon its return in working condition. The line cords may be refitted with coil cords and the like at the member's discretion and cost but must be returned with the original cord. (When refitting make sure the replacement is a "line cord" type, not a "hand set" type as the plugs are different.)

5. Each Regular Board and Senior Regular Board member shall be issued a radio. A deposit of $25 shall be held by the Treasurer and surrendered upon its return in working condition.

6. Hand-held throttle units and radios should normally be kept in member's locker when not in use. They are not intended for personal use outside the layout room.

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XII. OPEN HOUSES AND SPECIAL VISITS

As noted in By-law VII, the regular operating sessions on the third Tuesday of the month and second Saturday are the designated times for invited or drop-in guests. Open houses and special visitations shall be conducted in the following manner:

1. Open houses may be conducted from time to time as approved by the voting members. The frequency, time and dates are left to the discretion of the Association.

2. The dates should be chosen well in advance so all members will have fair warning so personal items and equipment might be removed. Major work projects should be suspended during the open house. Press releases, flyers and notices should be distributed.

3. The Association room must be prepared in advance. The layout, track and equipment should be in good operating condition. The Association room should be neat, tidy, and free of obstacles. Chairs and benches should be stowed away so as to avoid having children standing on them. Potential hazards such as unsecured chemicals, tools, exposed wires and precariously stored materials should all be looked for and addressed.

4. A minimum of three members must be present to conduct an open house. All members are expected to participate in their fair share of such events throughout the calendar year.

5. Children must be accompanied and kept under control by an adult parent or guardian. No more than three children per guardian shall be permitted to enter at one time. Unruly persons shall be asked to leave.

6. In the event that a special group (defined as any group of more than four persons or any number of persons who have paid money) desires to visit the layout the Association must be informed in advance so the members can consider the proposal and approve it by vote. Organized groups such as tours should be handled like open houses. Informal groups such as family or friends can be handled with individual discretion.

7. Paying groups must provide a written and signed copy of sufficient liability insurance.

8. Drop-in visits of four guests or less may be hosted by any Regular Board or Senior Regular Board member without pre approval or notice. The conditions of the Association room, layout and equipment of course are as they find them. The host must accept all responsibilities for his/her guest's actions. The guests must register in the Association guest book upon entering.

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XIII. MAINTENANCE:

1. The First Vice President shall oversee the proper maintenance of the Association room. Each active member shall be assigned a particular area or function of the Association room for which he/she is responsible to maintain.

2. During the assignment, the Association member shall be responsible for keeping his/her area of the Association room neat, clean and orderly, attractive in appearance and free of known hazards.

3. All Association equipment placed on the layout shall be certified operable and maintained by the First Vice President or his designated agent.

4. The Second Vice President shall oversee the proper maintenance of the Association layout. Each active member shall be assigned a particular area or function of the layout for which he/she is responsible to maintain.

5. During the assignment, the Association member shall be responsible for inspecting and reporting problems that could prevent full operation over his/her area, finding the needed expertise to do specialized work, seeing that it gets done, and keeping his/her area neat, attractive and in acceptable condition.

6. All members are expected to help in general with their fair share of keeping the entire Association room and layout neat, clean and orderly at all times, regardless of their particular assignment.

7. All work projects (construction, maintenance or otherwise) shall be cleaned up after each work session. All equipment, tools, materials and supplies shall be properly stored away between work sessions. Leaving the mainline in operable condition shall always be of the highest priority. The 1st and 2nd Vice Presidents shall be notified in advance of any project affecting operation of the mainline.

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SWAMP CREEK & WESTERN
RAILROAD ASSOCIATION

211 Railroad Ave. Edmonds, WA 98020