West Texas BMX Inc. Bylaws
Article I: Organization Name
The Organization shall be West Texas BMX Inc. The organization is organized exclusively for 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, and has been granted 509(a)(2)
Public Charity Status.
Section 1: Agreements
In consideration of being allowed to operate the City of Midland facilities in conjunction with the City of
Midland, MO, Parks Department, West Texas BMX Inc. agrees to a Facility Use Agreement, constructed
and signed yearly.
Article II: Purpose
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.
A. Support the goals and objectives of USA BMX
B. Promote good sportsmanship among participants
C. Promote community awareness of BMX
D. Provide positive outlet for kids and adults of all ages
E. Create and maintain positive relationships with sponsors
F. Recognize racers advancements on their home track of West Texas BMX
Article III: Membership
Section 1: Eligibility
Membership in West Texas BMX shall consist of three categories:
A. Parents or legal guardians of currently licensed riders who claim West Texas BMX as their home
B. Currently licensed West Texas BMX riders who are 18 and older.
C. Adult volunteers who are active at the West Texas BMX track.
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
West Texas BMX funds gathered through entry fees, concessions, sponsors, fundraising, and donations
shall be kept in a checking account and Paypal account. Fiscal year of West Texas 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 Midland, financial obligations with USA BMX, track maintenance, and general event
No part of the net earnings of West Texas BMX shall inure to the benefit of, or be distributable to its
parent/members, Board Members, or other private persons except that West Texas 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.
West Texas 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.
Tax Exempt paperwork will be filed yearly by May 31st.
Article V: Board Members and Their Elections
Definition of the West Texas BMX Board Members: Group of volunteers committed to assisting the
Track Operator to run West Texas BMX in an organized manner in full compliance with USA BMX
regulations. This group will promote accountability, organization, and sustainability for West Texas
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 West Texas BMX. (hereinafter “Board”
or “Board Members”)
Section 1: Board Members
The elected Board Members of West Texas BMX shall be: President, Track Operator, Treasurer,
Secretary, Public Relations and Maintenance Manager.
Section 2: Duties of Board Members
Responsible for being liaison for West Texas BMX with City of Midland Parks and Recreation.
Anticipated commitment includes the following:
A. Function as Track Operator, and perform all duties when primary operator is not available
B. Understand track operations and USA BMX regulations
C. Recognizes USA BMX requirements for paperwork and managing funds.
2) Track Operator:
Responsible for USA BMX communication and administrative responsibilities. Current Track Operator
commits to the following:
A. Follow USA BMX rules and regulations to the best of their knowledge and ability
B. Fulfill USA BMX administrative responsibilities in an organized and timely manner
C. Monthly communication with Board
D. Run races and providing training when possible/necessary
E. Oversee Board function and provide support as needed.
F. Acts as head track official for West Texas BMX
G. Responsible for selecting and training track officials
H. 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
Responsible for administering fiscal matters of West Texas BMX. The Treasurer commitment includes the
A. Act as the custodian of the funds of West Texas BMX
B. Responsible for signing checks or paying with debit card for West Texas BMX financial matters
C. Make disbursements as authorized by the Track Operator and Board in accordance with the
D. Maintain a full account of funds for West Texas BMX including all receipts and disbursements
E. Collect and maintain all expense related records
F. Prepare monthly financial report for board meetings
G. Shall collect and consolidate annual finances for end of year tax filing.
H. Responsible for an annual report of the financial condition of West Texas BMX at the end of year
general membership meeting
I. 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
Collects and consolidates information discussed at the Board meeting. Other functions include:
A. Take board meeting minutes
B. Report previous meetings minutes.
C. Responsible for maintaining and referencing previously discussed meeting information
D. Oversees the collection and archival of Board Member signatures from each Board meeting
E. Maintains a current copy of the West Texas BMX Bylaws.
5) Public Relations:
Responsible for promoting track functions, organizing membership drives, and communicating
information for track events. Anticipated commitment includes the following:
A. Maintain Public relations
B. Utilizes social media outlets for communication…Facebook, website, etc.
C. Communicate with local businesses, schools, other tracks, and parents when necessary
D. Commitment to communication of information to local newspapers
E. Organization of promotional events including activities and materials
F. Communicates with Track Operator for ordering of advertising media from USA BMX
6) Maintenance Manager:
Responsible for maintaining track safety, ride ability, and appearance. Current Maintenance Manager
commit to the following:
A. Assemble group of people responsible for maintenance
B. Schedule track work days as necessary
C. Special or extra preparation for season opening race, State Qualifier or other large events
D. Perform emergency maintenance when caused by weather, vandalism, etc.
E. Responsible for West Texas BMX property such as the conex and equipment related to track
Section 3: Terms and Elections
A. The Association will hold the election of officers at the October meeting.
B. Nominations shall be accepted from the floor at the September meeting only.
C. Candidates must be present or have a written letter with their desire in order to be
D. Candidates who have been nominated shall be given the opportunity at the election
meeting to present their qualifications to the Association.
E. The election of Officers shall be by secret ballot with the office going to the candidate
receiving 50% plus 1 of the votes from the voting members.
F. Vacancies in office shall be filled by nomination from the floor. The candidate receiving 50%
plus 1 of the votes from the voting members present at a meeting held by a quorum shall assume
the vacant office immediately.
G. Any Officer may be removed from office by a two-thirds vote of the voting members at a
regular or special meeting in which a quorum has been met.
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
Section 2: Order of business for Board meetings
A. Sign In/Call to Order
B. Review previous meeting minutes
C. Board Member reports
D. Treasurer financial report
E. Unfinished business
F. New business
G. Committee reports if applicable
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 in order to propose and/or
adopt changes to West Texas BMX bylaws. A second voting parent/member meeting shall be held near
the end of the season in order to elect Board Members.
Article VII: Committees
Committees shall be formed as necessary.
Article VIII: 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 West Texas BMX, could include a minimum 3 month
suspension or possible termination of membership, to be decided on by the West Texas BMX Board, in
coordination with City of Midland Parks & Recreation and USA BMX rules.
A. Follow all Blue Springs City Park rules and regulations
B. No alcohol or drugs
C. No offensive language or behavior
D. Enforce all USA BMX rules and regulations including wearing helmets. For a complete list on
USA BMX rules and regulations.
E. All rules will be strictly enforced
F. Failure to follow the Code of Conduct may be grounds for suspension or termination of
Article VIII: Amendments
Section 1. These By-Laws may be amended by the following procedures:
A. Thirty (30) days written notification of the proposed changes given to the Officers of the
Association and the Association’s voting members.
B. Proposed changes can be accepted with the approval of 50% plus 1 of the Association’s voting
members present at a properly called meeting in which a quorum is present.
Article IX: Distribution of Assets
In the event of the dissolution of the Organization (West Texas 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:
A. Any funds left available after all liabilities are settled will be donated to a charity, decided on by
B. The West Texas BMX starting gate and control system (which consists of electric gate ram, lights,
control box, remotes, speaker and cords) will be donated to City of Midland Parks and Recreation
Department for future use at the West Texas BMX facility or donated to other BMX facilities in
Texas, at the discretion of the Board.
Article X: Acceptance
These bylaws were approved at a Parent/Member meeting and signed by Board of Directors of West
Texas BMX Inc on the