SFBMX Board of Directors Duties and Responsibilities
Board of SFBMX Directors and Responsibilities
The following members shall be elected by the Shelby Farms BMX (SFBMX) current members. Any member under the age of 18 may have a parent or guardian vote on behalf of their membership.
The Board of Directors shall make all financial decisions of major and permanent track improvements for the completion of the voted term.
ALL BOARD OF DIRECTOR PERSONS are responsible for raising funds to use for the growth of SFBMX. It is their sole responsibility to hire/fire any contract laborer doing business with SFBMX. The Board of Directors will vote on any major track improvements or investments over $300.00 such as track rebuilds, new buildings or structural changes. Should know all rules of competition or know where to find them.
Track Operator – Be responsible for all aspects of track operations, including scheduling and promoting races with the help of any track/director board assistant if needed. The Track Operator shall work with the Track Assistant/s on any track construction and maintenance. It is the responsibility of the Track Operator for race and or practice day staffing of officials, registration, concessions, track grooming and repair (before and during the event). Shall be the representative and local spokesperson with the Memphis Sports Commission, Shelby Farms Parks and Recreation Department, and the USA BMX Administration. Should know all rules of competition or know where to find them. Must receive and rule on all protests. Attend all open SFBMX sanctioned events. The track operator is responsible to have an assistant present during any sanctioned event in his/her absence. Maintain and communicate with all board members concerning any matter with SFBMX. Continue to grow SFBMX with new ideas, events, and advertising.
President / Track operator Assistant - Shall preside over all board and parent’s organizational meetings, act as mediator with Shelby Farms Parks/Recreation and City Members. Hold meetings with SFBMX members concerning upcoming events, rules, safety regulations and confirm SFBMX is ready in all aspects during any sanctioned event. Present the track to the surrounding area by promoting through their term. Should know all rules of competition or know where to find them. Maintain promoting the track through Social media, face to face meetings, and regular scheduled rider meetings.
Vice President / Track Operator Assistant - Shall assist the President with all of the duties and assume all responsibilities of the President or Track operator in his/her absence. Shall assist the Track Operator with his duties and assume all responsibilities of the Track Operator during his absence. Shall assist with volunteers and board members in setting up the equipment on practice/race nights. Shall be able to produce involvement with riders, help to grow riders from the community and promote SFBMX through their voted term. Should know all rules of competition or know where to find them.
Secretary- Keep accurate records, roll call, attendance, agenda, voting eligibility, minutes of meetings, keep these records available for inspection upon request. Shall have ballots available at each meeting when a voting will be taking place. Prepare an Agenda for all monthly and or special meetings. Communicate with board of directors on upcoming events, scheduling, and social media control. To be an assistant of the treasure in his/her absence. Is responsible for all of the tracks practice and race day administrative needs, including new and renewal license applications. Will be responsible for sending moto sheets along with applications and race reports to the National Office within 48 hours after race communicating and working with the treasurer.
Treasurer- Must be responsible for registration and concessions cash in any event SFBMX will be hosting. Must have cash available at the opening of registration and concession. The treasurer along with one other officer of the organization must count and record all monies immediately following the event. It is the responsibility of the Treasurer or his/her assistant to attend all practice/race days and any other special events where cash on hand will be needed. Is responsible for all of the tracks practice and race day administrative needs, including new and renewal license applications. Will be responsible for sending moto sheets along with applications and race reports to the National Office within 48 hours after race communicating and working with the secretary. Maintain the records for insurance, taxes, nonprofit 501 (3)c license, and comply with all TN state regulations and rules for non profit book keeping.
Grounds Supervisor – Organize a team to keep the grounds of SFBMX trimmed including weed control, insect control, helping to maintain the tracks surface. The grounds supervisor shall work with a built team that will collect garbage, maintaining a safe and clean environment for riders and families. Help in the build and upgrades of SFBMX including but not limited to staging, striping lines, tenting, shades, grass, trash collection, etc.
Concessions Clerk – Shall be responsible for all monies in concessions during any open hours. Shall count prior to and after each event. Shall be responsible for the menu items for sale during open hours. Will have to make numerous trips to the store during non-race hours throughout the season for stoking, re stoking and being sure there is plenty of concessions available for the future events. Controlling the Square device in and orderly manner including but never limited to advertising, marketing items for sale, and maintaining attendance at all racing events. In any absence being responsible of having a “floater” or group of volunteers that will maintain all responsibilities during their absence. Turn in all receipts for any purchases within one weeks time to the treasure. Discuss any purchases over the voted amount prior to purchasing. Maintain all purchases with non profit 501(3)c tax identification number. If the vendor is not set for non tax maintain accounts at vendors for any purchased item non taxed. Keep records of all accounts.