Bylaws of Northwood Club, Inc.
Hagerstown, Maryland
Revised – Season 2000
Revised – Season 2009
Revised – Season 2011
Revised – Season 2015
Revised – Season 2019
Revised – Season 2021
Bylaws of Northwood Club, Inc.
Hagerstown, Maryland
Revised – Season 2000, 2009, 2011, 2015, 2019, 2021
ARTICLE I – Name
Section 1: Name
● A. The name of the Club shall be NORTHWOOD CLUB, INC.
Section 2: Principal Office
● A. The principal office of the corporation is located in Washington County, State of Maryland.
Section 3: Change of Address
● A. The designation of the county or state of the corporation’s principal office may be changed
by amendment of these by-laws. The Board of Directors may change the principal office from
one location to another within the named county from time to time, and such changes of
address shall not be deemed, nor require, an amendment of these by-laws:
1. Physical Address: 13116 Pennsylvania Avenue, Hagerstown, Maryland 21742
2. Mailing Address: P.O. Box 2101, Hagerstown, Maryland 21742
Section 4: Other Offices
● A. The corporation may also have offices at such other places, within or without its state of
incorporation, where it is qualified to do business, as its business and activities may require,
and as the Board of Directors may, from time to time, designate.
ARTICLE II – Objective
Section 1: Purpose of Formation of Club
● A. The purpose for which this Club is formed is to promote the health, education and general
welfare of its members and, in pursuance thereof, to construct, own, and operate a non-profit
swimming pool and other recreational facilities, together with such incidental objectives as are
appropriate, in the conduct of its activities in Washington County, State of Maryland, for the
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exclusive use of its members, their families, and guests as covered by the Rules and
Regulations.
Section 2: IRC Section 501©(7) Purpose
● A. This corporation is organized exclusively for the purposes as specified in Section 501©(7) of
the Internal Revenue Code.
ARTICLE III – Government
Section 1
● A. The Club shall be managed by a Board of Directors elected by the membership at the annual
meeting. The directors shall be elected from among the adult members (18 years or older) for a
term of three (3) years. The Board shall number at least twelve (12), but no more than
fifteen(15).
Section 2
● A. On or before September 15 of each year, the Nominating Committee shall give the Secretary
at least 6 director nominees, who will have consented to their nomination. The President will
designate the members of the Nominating Committee.
Section 3
● A. The Board of Directors shall cause the names of all legally posted candidates to be printed
on a ballot, either in paper or digital format, with blank spaces provided for candidates who
may be nominated from the floor, and said ballot shall be the only ballot counted at the annual
meeting. Nominees from the floor must consent to their nominations.
Section 4
● A. Any member of the Board of Directors who shall cease to hold membership in the Club shall
automatically cease to be a member of the Board of Directors.
Section 5
● A. When a vacancy occurs on the Board of Directors, the Board shall fill such vacancy from the
club membership.
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Section 6
● A. In the event that a board vacancy cannot be filled by the provisions in Section 5, a current
board member may be allowed to extend their term for one additional year to fill such vacancy,
subject to board approval.
ARTICLE IV – Board of Directors
Section 1
Consistent with these By-Laws, the Board of
Directors shall:
● A. By a majority vote, the board may transact all Club business, and make and amend rules for
the use of the Club property. It may appoint and remove such officers, clerks, agents, servants,
or employees as it may deem necessary and may fix their duties and compensations.
● B. Fix, imposes, and collects penalties for violations of these By-Laws and the rules of the Club.
● C. Elect from the Board of Directors a President, a Vice-President, Treasurer, Pools and
Grounds Chairperson, and a Secretary, all of whom shall serve without monetary
compensation. Compensation may occur after review by the Executive Board in the form of
reduced dues.
● D. Constitute and appoint committees and define the powers and duties of the same.
Section 2
● A. The Board of Directors shall designate the bank or banks in which the funds of the Club
shall be deposited and determine the manner in which checks, drafts, and other instruments
for the payment of funds of the Club shall be executed. All checks and drafts over $500 must be
approved by one Club officer and the Vice President and/or Treasurer; checks and drafts under
$500 shall be signed by the Vice-President and/or Treasurer.
● B. No capital expenditure shall be made by the Board of Directors in excess of $2,500 in any
year unless approved by a vote of a majority of the membership present in person or by proxy
at the annual meeting or any special meeting called for that purpose.
Section 3
● A. The Board of Directors shall cause the books of the Club to be reviewed annually by auditors
selected by the Board of Directors, who shall neither be Directors nor officers of the Club, and
the report of the auditors shall be available to the members at all times.
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Section 4
● A. The Board of Directors shall meet monthly and at such other intervals, as they may deem
necessary.
● B. A majority of the Board of Directors constitute a quorum.
● C. Members of the Board of Directors have a responsibility to attend all scheduled Board
meetings. If any Board member misses three consecutive Board meetings that member shall be
subject to replacement unless the Board shall determine that one or more of the absences was
for good cause. Replacement shall be in accordance with Article IV, Section 6, Part A, and
Article III – Section 5, Part A and Section 6, Part A.
Section 5
● A. Nothing in these by-laws shall be construed to permit the Board of Directors to borrow or
pledge the credit of the Club without the specific approval of the membership at a duly held
meeting.
● B. The Club shall maintain a reserve fund to provide emergency funds to cover emergencies
which were not budgeted and are necessary to keep the pool or other facilities operating. The
Board of Directors may authorize expenditures from the emergency fund. This fund may not
exceed $60,000 and will be accumulated from the unused funds at the end of the year.
Section 6
● A. Any member of the Board of Directors may be removed from office by a majority vote of the
membership present in person or represented by proxy at either an annual meeting or a special
meeting called in accordance with these by-laws.
Section 7
● A. A Board member may not be a paid employee of Northwood Club, Inc.
ARTICLE V- Officers and Pool Management
Section 1
● A. The officers of this Club shall be a President, Vice-President, Treasurer, Pools and Grounds
Chairperson and a Secretary. The President, Vice-President, Treasurer, Pools and Grounds
Chairperson and Secretary shall be elected annually by the Board of Directors from among its
members. The President and Vice President may serve a two year term. The President, Vice
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President, Treasurer, Pools and Grounds Chairperson and Secretary will serve as the Executive
Committee within the Board with certain authorities as outlined by the Board.
Section 2
● A. The President shall preside at the meetings of the Club and of the Board of Directors, shall
be the administrative officer of the Club, shall appoint, subject to confirmation by the Board of
Directors, all standing committees, designating the Chairperson thereof, and all special
committees as may be directed and shall be ex-officio, a member of all committees.
● B. The Vice-President in the absence or disability of the President shall act in place of the
President. The Vice-President, under the direction of the President, attends to the business and
financial operations of the Club, and shall be the chairperson of the Finance Committee, and
shall be ex-officio, a member of all committees.
● C. The Treasurer shall establishment and maintain a proper accounting system, which will
provide for records of accounts of the Club and shall maintain active account records for each
member for invoicing or issuing refunds, etc.; and shall perform such other duties pertaining to
the office, as requested by the Board of Directors.
● D. The Pool and Grounds Committee shall exercise supervision over the pool and grounds,
shall attend to the improvement and maintenance of the pool, buildings, operating equipment,
and grounds, shall have authority there over, and, in conjunction with the Rules Committee,
shall see that the rules and regulations of the Club are enforced.
● E. In accordance with Article VIII, Section 3, Part A and Part B, the Secretary shall send out
the notices of the meetings of the Club and of the Board of Directors, keep minutes, and attend
to the correspondence pertaining to the office of Secretary. The Secretary shall perform all
other duties pertaining to the office of Secretary as may be requested by the Board of Directors,
and in the absence or disability of the President and Vice-President, shall act for the President.
Section 3
● A. Pool Management shall be recommended for employment by the Pool and Grounds
Committee to the Board of Directors. The Executive Committee of the Club along with the
Pools and Grounds Chairperson shall confirm the employment and establish the compensation
package, and periods of employment for pool management and staff.
● B. The Pool Management will be responsible for the operation and maintenance of the pools
(main and children), tennis courts, buildings, machinery and grounds. Management shall take
instructions from the Pool and Grounds committee and shall attend the Board meetings in an
advisory but non-voting capacity.
● C. Other duties of Pool Management will be included in job descriptions, which shall be
reviewed and/or revised annually as needed.
● D. All management and staff positions will run concurrent until the end of the pool season and
are considered seasonal employees. Management positions will be contracted in the
winter/early spring for the next season; however, all other positions, including lifeguards,
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swim coaches, and tennis pros, must be reapplied for at the beginning of the new season as
prescribed by the Board of Directors.
● E. Management and staff members will not receive any compensation for closure due to any
reason.
ARTICLE VI – Membership
Section 1
● A. Family Memberships – Shall be issued to a family as defined by Maryland Tax Laws as the
tax payers and any dependents of the same household. Family Memberships will be issued a
Membership Fee Document and shall have one vote. Membership cards entitling use of the
Club facilities will be issued to the family and all dependents of the family as defined by Federal
tax standards and Maryland tax standards.
● B. At its discretion, the Board of Directors may issue a “Special Membership” card provided a
written request has been submitted to the Board for consideration and has been approved
annually.
● C. A “Special Child Care” card may be provided to the family to be used by a “caregiver” in the
absence of the parents provided a written request has been submitted to the Board for
consideration and has been approved annually.
● D. The Board has the authority to issue Individual Memberships.
● E. The Board has the authority to offer Senior Discounts.
Section 2
● A. The Board of Directors at the second meeting of the Board after each annual meeting of the
Club shall appoint a Membership Committee for the ensuing year. It shall be the duty of this
committee to meet from time to time to consider applications for membership in the Club and
to recommend to the Board suitable applicants for membership. Candidates are encouraged to
include current club member recommendations.
● B. The Board of Directors shall vote upon the admission to the Club of each applicant
recommended by the Membership Committee at its first meeting after receiving such
recommendation and shall confer membership only upon those applicants by two-thirds (2/3)
of the members of the Board present. The Membership Committee has the option to use email
for the two-thirds (2/3) vote of acceptance to expedite acceptance to the club.
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Section 3
● A. Any member of the Club may withdraw at anytime subject to the provisions of Article VII
and there shall be no refund of the current year’s dues. Written notification to the Board is
required thru Postal mailing or email methods are recommended.
Section 4
● A. Any individual of either membership classification may, for cause and after having been
given an opportunity for a hearing, be suspended for a period not exceeding three months by a
twothirds (2/3) vote of the members of the Board of Directors present at any meeting thereof,
or expelled by a three-fourths (3/4) vote of the entire membership of the Board. Cause for
expulsion or suspension shall, in general, consist of violation of these bylaws or of the rules of
the Club, or of conduct unbecoming a lady or gentleman.
● B. The Board of Directors may delegate to any responsible employee of the Club, the authority
to suspend pool privileges for the violation of Club rules and regulations, provided such
suspension does not exceed seven (7) days. A written report of such suspension, containing
reasons therefore, shall be submitted to the President within 24 hours.
Section 5
● A. All members of the Club shall be accorded use of the facilities of the Club subject to the pool
rules and regulations, which shall be posted at all times on the pool grounds.
● B. The Board of Directors at its discretion may extend the privileges of the Club to any person
or persons.
● C. The Board of Directors shall regulate the terms and conditions upon which guests or
members may use the facilities of the Club.
● D. Any property of the Club broken or damaged deliberately or carelessly by a member or guest
shall be promptly paid for by such member. No person shall remove any article or property
belonging to the Club from the pool grounds without permission of the Board or pool
management.
● E. The Club assumes no responsibility, and members or their guests can have no claim against
the Club for the property of members, or any guest which may be brought into or left in the
Club buildings or on the grounds.
● F. The Club assumes no responsibility, and members or their guests can have no claim against
the Club for any accident or injury to any person or their property.
Section 6
● A. The number of memberships of the Club shall be established at three hundred (300), but at
the discretion of the Board of Directors, this number may be increased not to exceed a limit of
three hundred fifty (350).
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Section 7
● A. At any annual or special meeting, each current membership shall be entitled to one vote. A
membership may vote in person or by proxy designated in writing.
Section 8
● A. Members desiring to transfer must be in good standing with the Club.
● B. Request must be made in writing to the Board of Directors in consideration for approval.
● C. Memberships may be transferred with Board approval.
● D. Upon the completion of the transfer, the original member forfeits all rights and privileges of
Northwood Club, Inc.
● E. The initiation fee and the application fee shall be waived on this transfer. Membership fee is
transferred to the new member.
Section 9
● A. Membership Preference – Former members in good standing or the sons or daughters
eighteen(18) years of age or older of current or former members shall be given preference over
all other applicants for membership.
Section 10
● A. Divorce and Separation – In the event of an absolute divorce and/or written separation
agreement between a husband and wife who held a family membership, the husband and/or
wife shall notify and provide written legal documentation to the Board of Directors which
spouse (if either) will retain the family membership. Failure to advise and provide legal
documentation to the Board of Directors in a timely manner granting of the absolute divorce or
the execution of a written separation agreement may result in termination of membership
including privileges for all members of the family.
Section 11
● A. For the benefit of the club, the Board of Directors can establish and approve any
membership promotional activities and concepts during the normal pool season.
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ARTICLE VII – Dues and Fees
Section 1
● A. The Board of Directors, at its second meeting after the annual meeting of the members,
shall establish dues for each class of membership for the ensuing year. Annual dues for
membership shall be established by the Board of Directors but shall not exceed an amount
approved by the membership at the annual meeting. Such an amount must be sufficient to
cover the approved budget.
● B. Dues shall be sufficient to provide for the necessary operating expenses of the Club and the
proper maintenance and improvement of its property.
● C. Other incurred charges will be included on the dues statements rendered the following year.
If the member should cancel his membership, the amount due shall be deducted from his
membership refund.
Section 2
● A. The cost of a membership and initiation fees shall be set forth annually by the Board of
Directors and presented in writing at the annual general membership meeting. The
membership fee is refundable in accordance with Section 3 of this Article but the initiation fee
is not refundable. The membership fee shall be increased in value to cover capital expenditures
as follows:
● B. When capital expenditures for new capital items are approved by vote of the membership,
the value of the membership’s fee shall be increased provided the accumulated capital
expenditure is $4,000 or multiples thereafter of $2,000 and is voted in a single fiscal year. The
increase in value of a membership share shall be determined by dividing the capital
expenditure by the existing number of memberships. Increases after the first $10.00 per share
shall be in increments of $5.00. Capital items thus approved by the membership are to be
financed by membership assessment and not by dues.
If capital items do not equal the amount required for assessment, they are to be financed
within regular dues. Assessment revenues shall be deposited in a separate bank account and
used only for approved specified capitalization. Capital items shall be defined as land, buildings
and equipment, and major improvements which fall within the amounts specified above.
● C. Replacement of existing capital items may be capitalized for the difference between the
original costs of the item being replaced and the new cost, providing the amount of the
difference meets the requirements in paragraph A of this section. Otherwise, such expenses
shall be financed within regular dues.
Section 3
● A. Except for payment as hereinafter provided each membership shall become null and void
upon the date that the holder thereof ceases to be a member for any cause. The time and
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manner in which the holder shall be paid the value of his membership, subject to the
provisions of Section 5B of this Article, shall be determined by the Board of Directors,
provided, however, that each membership shall be redeemed in the chronological order in
which the memberships terminate.
● B. Members who have resigned and settled their accounts in full and who may request to
return to the Club may be placed at the top of the waiting list. A former member who returns to
the Club shall pay the current membership fee cost, initiation fee, and dues as if he were a new
member.
Section 4
● A. In the event of the dissolution of the Club in any manner or for any cause, and in no event
upon the effective date of dissolution of the Club, membership shall be a lien upon the
proceeds of the sale of the property of the Club, after the payment of all its just debts and
obligations to the extent of the then value of membership as fixed by these by-laws, subject to
set off of all debts, dues and obligations owed by the holder of the Club.
Section 5
● A. Invoices covering dues and other items due by members of the Club shall be distributed by
mail or email on or before March 15 with payment due by April 30 of each year. If payment or
notice of resignation is not received by April 30, the delinquent membership will be referred to
the Board of Directors. The Board of Directors will then issue a notification to the member of
their delinquent payment and advise that they have ten (10) days to make payment or notify
the board in writing of their resignation. If member indebtedness shall not be paid in ten (10)
days after the sending of such notice, the membership will be terminated and the member shall
cease to hold membership in the Club. The terminated membership shall then be offered to the
next eligible applicant. Re-instatement of terminated membership procedures are outlined in
Article VII, Section 3, Part B, Section 5.
● B. Upon termination of membership for any cause, all indebtedness owing to the Club by the
member shall be a lien upon and charged against the membership, and the membership may
be taken over by the Club to satisfy such indebtedness. In the event of the Club being unable to
obtain possession of the membership, it may be canceled on the books of the Club, and a new
membership issued in place thereof to a newly elected member on payment by the member to
the Club of the then value of a membership as fixed by these by-laws. In case of the
enforcement of a lien, as above herein provided, neither the signature of the holder nor the
delivery of the membership shall be requisite to complete the transfer to the Club, or to a new
possessor, and the Treasurer of the Club, for the time being, is hereby authorized as the
attorney of the holder of such membership to make such transfer. Every membership issued is
expressly subject to the provisions of this section.
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Section 6
● A. Membership shall be responsible for the payment of all charges or liabilities that may be
imposed upon or incurred by members of their family to whom the privileges of the Club have
been extended, and for all charges and liabilities imposed upon or incurred by guests
introduced by them.
Section 7
● A. All dues, fees and other charges mentioned herein are exclusive of taxes imposed by the
Federal, State, or other governmental bodies and agencies. Taxes will be shown as separate
items on the Club dues statement.
Section 8
● A. The board has the right to create and offer a Finance Program to prospective new members.
This offer should be designed as a one time opportunity per family for new members; however,
possible special financing can also be offered to existing members with board approval on a
case by case basis.
Section 9
● A. The board has the right to create and offer a program to former members that makes a
request to rejoin the club. This program would not apply to former members whose
membership was terminated for cause (except for non-payment of dues).
ARTICLE VIII – Meetings
Section 1
● A. The annual meeting of the Club shall be held after the end of the pool season and before the
end of the calendar year each year, at such place and time as the Board of Directors may
determine.
● B. The annual meeting shall be for the purpose of electing Directors, presenting committee
reports, and for the transaction of such other business as may be indicated in the notice, or
may be brought before it.
Section 2
● A. Special meetings of the Club may be called by the Board of Directors upon the written
request to the Secretary of ten (10) memberships stating the purpose of the special meeting. If
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approved by the Board of the Directors, a special meeting shall then be called by the Secretary
within thirty (30) days.
Section 3
● A. Notice of the annual meeting shall be given by postal or electronic mail to the membership
at least five (5) days prior thereto. The notice of the annual meeting shall include the names of
candidates nominated by the Nominating Committee.
● B. Special meetings of the Club may be held on five (5) days notice by postal or electronic mail
to all memberships. The notice shall state the purposes for which the special meeting is called,
and no other business shall be transacted thereat.
● C. Written notice of Special Board meetings shall be given to each member of the Board at least
five (5) days before the date of the meeting.
Section 4
● A. Only memberships shall be entitled to vote at meetings of the Club. Any membership may
be represented by proxy if not able to attend in person.
Section 5
● A. Five (5) percent of the existing general memberships, present in person or by proxy, shall
constitute a quorum at all Annual or Special Club meetings in order to properly conduct Club
business and make Club decisions.
Section 6
● A. Whenever a by-laws notice to memberships is required, the primary notification will be
done via electronic mail and posting on our Northwood website. Only in cases where
specifically requested or deemed necessary by the Board of Directors will regular mail be the
method of notification for future meetings. Members are responsible for providing current
email address or a written request for regular mail.
Section 7
● A. The Board of Directors shall hold its first meeting following the annual meeting of the
memberships in each year as promptly, as practical.
● B. The Board of Directors may, by resolution, establish from time to time a schedule of its
meetings and rules for the conduct thereof.
● C. Special meetings of the Board of Directors may be called by the President, and shall be
called by the Secretary upon the request of four (4) members of the Board.
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● D. Notice of Board monthly meetings shall be provided to each member of the Board at least
five (5) days before the date of the meeting. Notice of Special Board meetings shall be provided
to each member of the Board in accordance with Article VIII, Section 3, Part C.
ARTICLE IX – Committees
Section 1
● A. The Executive Board will create committees necessary for the opening of the pool and
grounds.
● B. The duties and powers assigned in these bylaws to the committees shall be subject to the
authority of the Board of Directors.
ARTICLE X – Miscellaneous
Section 1
● A. Each person who acts as a Director or officer of the Club shall be indemnified by the Club
against expenses actually and necessarily incurred by them in connection with the defense of
any action, suit or proceedings in which he is made a party by reason of his being or having
been a Director or officer of the Club, except in relation to matters as to which they shall be
adjudged in such action, suit or proceedings to be liable for gross negligence or willful
misconduct and except any sum paid for the Club in settlement of an action, suit or
proceedings based on gross negligence or willful misconduct in the performance of their duties.
● B. The right of indemnification provided herein shall inure to each Director and officer
referred to in Section 1A hereof, whether or not they were a Director or officer at the time such
costs or expenses are imposed or incurred, and in the event of their death shall extend to their
legal representatives.
Section 2
● A. Any question as to the meaning for proper interpretation of any of the provisions of the Club
by-laws shall be determined by the Board of Directors.
Section 3
● A. Wherever mention is made herein to age of members, it shall be the age attained as of
January 1 of the current year.
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Section 4
● A. The Club by-laws may be amended by a two-thirds (2/3) vote of the members present or
represented by proxy at any meeting of the Club; provided, at least five (5) days notice of such
amendment by mail shall be given to each member. The proposed by-law change may be made
upon petition by five (5) percent of the voting members having provided the Board of Directors
with the signed petition at least five (5) days prior to the mailing, either by paper or digital
format, of the aforementioned notice; or a proposed By-Law change shall be submitted to the
membership by resolution passed by a majority of the Board of Directors present and voting.