Blue Springs BMX Bylaws

Author:             Blue Springs BMX Board Members
Created:           February 7, 2017
Last Updated:  February 20, 2017
REVISION:       February 28, 2017


Article I: Organization Name

Section 1: Agreements

Section 2: Season

Article II: Purpose

Article III: Membership

Section 1: Eligibility

Section 2: Voting Eligibility

Article IV: Finances

Article V: Board Members and Their Elections

Section 1: Board Members

Section 2: Duties of Board Members

1) Track Operator

2) Assistant Track Operator/President

3) Treasurer

4) Clerk/Secretary

5) Public Relations

6) Sponsors/Fundraising

7) Rider Development

8) Maintenance Manager

9) Membership

Section 3: Terms and Elections

Section 4: Removal or Resignation

Article VI: Meetings

Section 1:  Monthly Board meetings

Section 2:  Order of business for Board meetings

Section 3:  Member meetings

Article VII:  Code of Conduct

Article VIII:  Amendments

 Article IX:  Distribution of Assets



Article I: Organization Name

The Organization shall be BMX of Blue Springs Inc. (also known as Blue Springs BMX). The organization is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code.

Section 1: Agreements

In consideration of being allowed to operate the City of Blue Springs facilities in conjunction with the City of Blue Springs, MO, Parks Department, BMX of Blue Springs Inc. agrees to a Facility Use Agreement, constructed and signed yearly, prior to March 1st. The Agreement last until February 28th of the following year. BMX of Blue Springs Inc. also agrees to a Concessions Agreement, constructed and signed every 3 years, with a 2 year extension, prior to March 1st.

Section 2: Season

The Blue Springs BMX season shall begin anytime after January 1st, based on Board approval, and the dependence on the City of Blue Springs to supply water to the facility. Water to the facility is turned on around April 1st, and is turned off around November 1st. The season concludes in late November, with the last practice before Grands, and based on Board approval and the condition of the track.

Article II: Purpose

A: The purpose of the Organization is to maintain a high quality facility and provide a safe, fun, and competitive racing environment for racers and their families.

B: Support the goals and objectives of USA BMX

C: Promote good sportsmanship among participants

D: Promote community awareness of BMX

E: Provide positive outlet for kids and adults of all ages

F: Create and maintain positive relationships with sponsors

G: Recognize racers advancements on their home track of Blue Springs BMX


Article III: Membership

Section 1: Eligibility

Membership in Blue Springs BMX shall be granted to all riders in good standing with USA BMX and those who have registered Blue Springs BMX as their home track, along with receiving the other benefits included in a USA BMX membership.

Section 2: Voting Eligibility

Parents or guardians of minor members that meet the Eligibility (Section 1) will have one vote per household for elections. If a member is of 18 years of age and resides with a minor member, the member of 18 years of age or older can cast an individual vote.

Article IV: Finances

Blue Springs BMX funds gathered through entry fees, concessions, sponsors, fundraising, and donations shall be kept in a checking account.  Fiscal year of Blue Springs BMX will be January 1 through December 31. The Treasurer will review with the Track Operator and present a financial report at every Board Member meeting.

The funds gathered shall be used to cover all operating expenses, including utilities, contracts entered into with the City of Blue Springs, financial obligations with USA BMX, track maintenance, and general event costs.

No part of the net earnings of Blue Springs BMX shall inure to the benefit of, or be distributable to its parent/members, Board Members, or other private persons except that Blue Springs BMX shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof.

Blue Springs BMX shall keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the organization. Such books of account and records shall at all reasonable times be open to inspection by any Board Member.

The books of the Treasurer shall be reviewed annually and upon the resignation or removal of the Treasurer or any other authorized bank signatory, by an auditor, reviewer or reviewing committee.

Article V: Board Members and Their Elections

Definition of the Blue Springs BMX Board Members:  Group of volunteers committed to assisting the Track Operator to run Blue Springs BMX in an organized manner in full compliance with USA BMX regulations.  This group will promote accountability, organization, and sustainability for Blue Springs BMX. Eligibility includes, but is not limited to, having at least one member of the household, adult or child registered with USA BMX, and a current membership with Blue Springs BMX. . (hereinafter “Board” or “Board Members”)

Section 1: Board Members

The elected Board Members of Blue Springs BMX shall be: Assistant Track Operator/President, Treasurer, Clerk/Secretary, Public Relations, Sponsors/Fundraising, Rider Development, Maintenance Manager and Membership. There shall be a Track Operator appointed by the Board with full Board Member duties, but will only cast a vote in the event of a tie.

Section 2: Duties of Board Members

1) Track Operator:

Responsible for overseeing function of all committees in accordance with USA BMX rules/regulations and the best interest of Blue Springs BMX. Also hold primary responsibility for USA BMX communication and administrative responsibilities.  Current Track Operator commits to the following:

·         Follow USA BMX rules and regulations to the best of their knowledge and ability

·         Fulfill USA BMX administrative responsibilities in an organized and timely manner

·         Monthly communication with Board

·         Promote positive relationships with the city, local organizations, board members, parents, and other track operators

·         Run races and providing training when possible/necessary

·         Oversee Board function and providing support as needed.

·         Acts as head track official for Blue Springs BMX

·         Responsible for selecting and training track officials

·         Understands the positions & functions of event operation and acts as the operator of those positions when necessary, or when an appropriate operator is not present


2) Assistant Track Operator/President:

Responsible for assisting track operators in administrative duties when appropriate.  Anticipated commitment includes the following:

·          Function as Track Operator, and perform all duties when primary operator is not available

·          Understand track operations and USA BMX regulations

·          Recognizes USA BMX requirements for paperwork and managing funds.

·          Assist in ordering necessary items for running Blue Springs BMX

·          Responsible for communicating important information to Board Members

·          Track functions include Sign-ups and Lead Scorer for race events


3) Treasurer:

Responsible for administering fiscal matters of Blue Springs BMX. The Treasurer commitment includes the following:

·         Act as the custodian of the funds of Blue Springs BMX

·         Responsible for signing checks for Blue Springs BMX financial matters

·         Make disbursements as authorized by the Track Operator and Board in accordance with the budget

·         Maintain a full account of funds for Blue Springs BMX including all receipts and disbursements

·         Collect and maintain all expense related records

·         Prepare monthly financial report for board meetings

·         Shall collect and consolidate annual finances for end of year tax filing.  

·         Responsible for an annual report of the financial condition of Blue Springs BMX at the end of year general membership meeting

·         Prepare IRS forms by 15th day following 5 month after fiscal year end in accordance with tax exempt status under section 501 (c) (3) of the Internal Revenue Code


4) Clerk/Secretary:

Collects and consolidates information discussed at the Board meeting. Other functions include:

·         Take board meeting minutes

·         Report previous meetings minutes.

·         Responsible for maintaining and referencing previously discussed meeting information  

·         Oversees the collection and archival of Board Member signatures from each Board meeting

·         Maintains a current copy of the Blue Springs BMX Bylaws.


5) Public Relations:

Responsible for promoting track functions, organizing membership drives, and communicating information for track events. Anticipated commitment includes the following:

·         Maintain Public relations

·         Utilizes social media outlets for communication…Facebook, website, etc.  

·         Communicate with local businesses, schools, other tracks, and parents when necessary

·         Commitment to communication of information to local newspapers

·         Organization of promotional events including activities and materials

·         Communicates with Track Operator for ordering of advertising media from USA BMX


6) Sponsors/Fundraising:

Responsible for increasing track operating resources through sponsorships, fundraising and/or grants. Anticipated commitment includes the following:

·         Communicate with current Blue Springs BMX sponsors

·         Identify new sponsorship opportunities

·         Organize fundraising events to increase public relations and resources

·         Research and apply for any grant funding


7) Rider Development:

Available for creating fitness program for riders, organizing dates for training days, clinics, new rider programs and continual improvement of registered riders. Ongoing responsibilities include:

·         Oversee new rider preparation and appropriate clinics

·         Perform rider development programs

·         Responsible for administering local BMX rider team building and team training programs 


8) Maintenance Manager:

Responsible for maintaining track safety, ride ability, and appearance. Current Maintenance Manager commit to the following:

·         Assemble group of people responsible for maintenance

·         Schedule track work days as necessary

·         Special or extra preparation for season opening race, State Qualifier or other large events

·         Perform emergency maintenance when caused by weather, vandalism, etc.

·         Responsible for Blue Springs BMX property such as the maintenance shed and equipment related to track function.

·         Acting as head track official for Blue Springs BMX when Track Operator or Assistant Track Operator/President is not present or available


9) Membership:

Responsible for maintaining rider membership and works to increase the quantity of Full Memberships registered with Blue Springs BMX. Communicates with parents and/or riders over any concerns, and reports those to the track operator. Will then communicate information from the track operator, concerning issues, back to parents and/or riders. Will note parent and/or rider complaints and concerns in a journalized fashion. (e.g. note dates of complaints). Ongoing responsibilities include:

·         Maintain and motivate current member base through constant communication

·         Follow-up contact with One-Day Membership riders and new registered riders

·         Acts as advocate for the parents and/or riders, while being positive and approachable

·         Greet incoming riders and parents entering the track, when not engaged with a concern


Section 3: Terms and Elections

Elections for the Board shall be held at the conclusion of the racing season, but before December 31st. This will take place during the second parent/member meeting. The duration of a term will be one calendar year, with a maximum of 2 years in the same position. A Board Member can be granted a 1 year extension each year thereafter, and remain in the same position with a 100% vote. There must be a minimum of 10 parent/members present. The elections shall also include a vote to retain the Track Operator.


Section 4: Removal or Resignation

If a Board position becomes vacant, the Board shall begin the electoral process a find a replacement. To commence within 30 days to replace open position on the Board. A Board member may be removed from office by a majority vote from the Board.  If an individual on the Board resigns, they must take a relief of duty for one calendar year of resignation or have an approval of 100% from the Board to be re-instated.


Article VI: Meetings

Section 1:  Monthly Board meetings

Track Operator shall announce regular Monthly meetings.  Meetings shall be held at the beginning of each month, then on a schedule determined by the Board. Official meeting minutes shall be recorded and posted in track documentation for review. Voting during meetings on track operational items shall be a majority vote. Five Board Members must be present to make an official vote. The event of a tie will be broken by the Track Operator. Meetings in December will be to reflect on accomplishments and election of new Board Members.

Section 2:  Order of business for Board meetings

1) Sign In/Call to Order

2) Election of Board Members – when required

3) Review previous meeting minutes

4) Board Member reports

5) Treasurer financial report                        

6) Unfinished business

7) New business

8) Next meeting date

9) Adjournment


Section 3:  Parent/Member meetings                 

There shall be a minimum of two voting parent/member meetings held per calendar year.  One parent/member-voting meeting shall be held at the beginning of the season, prior to March 31st, in order to propose and/or adopt changes to Blue Springs BMX bylaws. Information will be posted prior to the meeting, and a 7 day minimum timeframe will be set to accept proposed changes. A second voting member meeting shall be held at the end of the season, prior to December 31st, in order to elect Board Members (Article V, Section 3). Voting on changes to the bylaws and Board Members will require a minimum of 10 parent/members be present, and will pass by majority vote. The event of a tie will be broken by the Track Operator.


Article VII:  Code of Conduct

Every rider must at all times observe such conduct as reflects the ideals of good sportsmanship and avoid any conduct which may bring himself or the sport of BMX into disrepute.  Failure to follow these rules could result in an immediate removal from Blue Springs BMX, could include a minimum 3 month suspension or possible termination of membership, to be decided on by the Blue Springs BMX Board, in coordination with Blue Springs Parks & Recreation and USA BMX rules.

1.     Follow all Blue Springs City Park rules and regulations

2.     No alcohol or drugs

3.     No offensive language or behavior

4.     Enforce all USA BMX rules and regulations including wearing helmets. For a complete list on USA BMX rules and regulations, refer to:

5.     All rules will be strictly enforced

6.     Failure to follow the Code of Conduct may be grounds for suspension or termination of membership.

7.     No Smoking within 25 yards of athletes & spectators during sanctioned events. Signs will be posted.

8.     No running onto track if your rider/child falls, track officials will assess the situation

9.     A parent/guardian or accompanying party may have their event attendance privilege revoked for their own actions or actions of their rider(s).


Article VIII:  Amendments


These bylaws may be amended by majority parent/member vote at the first parent/member meeting of each calendar year, held prior to March 31st.


Article IX:  Distribution of Assets

In the event of the dissolution of the Organization (BMX of Blue Springs, Inc.), the Board shall, after paying all expenses or making provisions for payment of all liabilities of the Organization, dispose of all assets of the Organization in the following manner:

Any funds left available after all liabilities are settled will be donated to a charity, decided on by the Board.

The Blue Springs BMX starting gate and Tara system (which consists of gate ram, light, control box, remote, speakers and electrical cords) will be donated to City of Blue Springs Parks and Recreation Department for future use at the Blue Springs BMX facility or donated to other BMX facilities in Missouri, at the discretion of the Board.