Proposed Newly Written Bylaws 7/28/17
Blanchard Woods BMX Parents and Riders Association Inc.
Article I Name
Section 1. The name of this organization shall be: Blanchard Woods BMX Parents and Riders Association Inc. and shall be referred to as the Association in the following articles.
Article II Purpose
Section 1. The Association will act in such a manner as to further the policies and purposes of the USABMX whilst complying with the Columbia County Land Use agreement.
Section 2. The Association will promote the sport of BMX (Bicycle Motocross). This shall include teaching youth good sportsmanship and respect for other competitors, to teach proper bicycle safety, and to make BMX a family activity that involves youth and parents in a well-organized program.
Section 3. The Association will establish, at its regularly scheduled meetings, the manner in which Blanchard Woods BMX track will be conducted.
Section 4. The Association will meet and render decisions which it deems necessary to operate an organized program within Columbia County and in so doing no member of the Association, either voting or otherwise, shall be personally or otherwise liable for any of the debts, liabilities and/or obligations of the Association. Decisions shall be made by a majority vote of the voting Executive Officers/Board Members.
Article III Membership
Section 1. An Association Member shall be defined as follows: Any person who actively participates, promotes, and/or supports participants in BMX Activities at Blanchard Woods BMX, without regard to race, color, sex, creed or national origin, and whom also labels Blanchard Woods BMX, as their “home track.”
Article IV Voting Membership
Section 1. An Association voting member must meet the following criteria:
- Have attended at least 50% of the Association meetings in the past 12 months.
- Have reached their eighteenth (18th) birthday at the time of voting.
- Be a rider, licensed with USABMX, and have Blanchard Woods BMX listed as their home track.
- If not a rider, be a parent of a rider under the age of eighteen (18) that has Blanchard Woods BMX designated as their home track.
Section 2. An association member may also be given a vote if they meet at least one of the following criteria:
- Have attended 75% of Association Meetings in the past 12 months.
- Have acted as a race day volunteer for a minimum of 4 races in the past 12 months.
- Having attended and assisted at least 3 designated track work days in the last 12 months.
Section 3. Each voting member will be entitled to cast one vote at all Association meetings except as described in sections 5 and 6 of this Article.
Section 4. To fairly represent larger families with more riders, therefore more financial stake in the track, Parents/Legal Guardians will be able to cast 1 extra vote for licensed minor riders in the household. This is one (1) vote no matter if there are 10 minor riders or 1 minor rider in the household. Each minor rider must have a current USABMX license and list Blanchard Woods BMX as their home track.
Section 5. A person may only cast more than one vote if they are voting for themselves and are representing riders under the age of eighteen (18) as their Legal Parent/Guardian.
Section 6. A family is entitled to a maximum of three (3) votes for the whole household/family. The three votes represent two (2) Legal Parents/Guardians and one (1) representing the minor riders.
Article V Board of Directors
Section 1. The Board of Directors here to referred to as Executive Officers and/or Board Members and/or Board shall be defined as follows: A President, a Secretary, a Treasurer, a Member-at-Large, a Rider-at-Large, a Track Operator, and an Assistant Track Operator.
Article VI Election of Executive Officers
Section 1. The Association will hold the election of officers at the October meeting.
Section 2. Nominations shall be accepted from the floor at the September meeting only.
Section 3. Candidates must be present at the September meeting, or have a written letter at the meeting stating their desire to run for office, in order to be nominated.
Section 4. Candidates who have been nominated shall be given the opportunity at the October election meeting to present their qualifications to the Association.
Section 5. 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.
Section 6. 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. The remaining Board Members may elect to fill a vacant position themselves by an Association vote at a regular or special meeting if needed.
Section 7. Any Executive Officer may be removed from office by a two-thirds vote of the Executive Officers at any regular or special Board Meeting. If this vote is passed the vote is then given to the Association to confirm, with no less than 50% + 1 vote to confirm the removal. This vote will take place at a specially called Association meeting of the voting members in which a quorum has been met.
Section 8. Any Executive Officer may be removed from office by a two-thirds vote of voting members at any regular or special meeting of the association in which a quorum has been met.
Section 9. Family members and are restricted from holding office at the same time. If a position needs to be filled and a family member is the only qualified candidate, one officer must sustain from voting for the remainder of the time that both Officers are on the Board of Directors.
Section 10. Elected Officers may hold a MAXIMUM of 3 consecutive years in the same position and 5 consecutive years as a Voting Officer on the Board of Directors. After these limits have been met, the member shall wait a minimum of 2 years before being eligible to fill a position again.
Section 11. Section 10 limits may be waived in the event that an Elected Office remains vacant after the close of voting and a sufficient amount of time has been given for the vacancy to be filled by other members of the Association.
Section 12. If any Executive Officer/Board Member resigns their position without serving the full term, they will not be allowed to run for a position for 2 calendar years beginning at their date of resignation. They may, however, fill unfilled vacancies, but only after a sufficient amount of time has been given for the vacancy to be filled by other members of the Association. The only exception to this rule will be extenuating circumstances beyond the Member’s control including but not limited to medical needs of themselves and/or a family member.
Section 13. Procedure for waiving the Section 12 resignation rule will be for the Board Members to vote on allowing said individual to run again. Vote must be two-thirds (2/3) of voting Officers voting in favor of waiving the rule.
Article VII Duties of Executive Officers/Board Members
Section 1. President:
The President shall be elected to a term of one (1) year, which shall run from January 1 to December 31. The President shall preside at any and all regular and special meetings, be a liaison for the Association to the Columbia County Recreation Department and be responsible for the interpretation of all rules and policies of the Association. The President shall assist Track Operator with their role – as a consultant, and be prepared to perform the Track Operators duties in his/her absence.
The President will also be responsible for scheduling meetings, addressing association members concerns and making sure all other officers are conducting their jobs as defined in a professional manner. The President will work closely with the Track Operator and make sure all tasks are being completed. The President will also be required to perform the duties and tasks in the absence of an officer for whatever reason. The President is further responsible for assigning additional duties to officers as needed. (Voting Officer)
Section 2. Secretary:
The Secretary shall be elected to a term of one (1) year, which shall run from January 1 to December 31. The Secretary shall record the roll call and the minutes of all Association and Board meetings regular or special. The secretary is responsible for operating and maintaining the Race Manager program with the assistance of the President and Track Operator. The secretary is responsible for either completing or delegating to volunteers, the registering of riders, collecting of monies, and preparing of race reports. The secretary is responsible for completing all new rider paperwork 48 hours after the event. The Secretary shall be responsible for ordering awards for all events excluding the following events. Bob Warnike, Race for Life, and Olympic Day. The Secretary is also responsible for training volunteers in registration and scoring. The secretary shall keep all records for a period of no less than 3 years. (Voting Officer)
Section 3. Treasurer:
The Treasurer shall be elected to a term of one (1) year, which shall run from January 1 to December 31. The Treasurer shall be responsible for registration and concession start up cash. The Treasurer along with one other Officer of the Association shall count, record, and signoff on all monies immediately following events. The Treasurer shall collect and disburse all funds and ensure that all checks are signed by two (2) executive officers. The Treasurer shall maintain good order of financial records, and present financial reports at all regular meetings. The Treasurer shall deposit all monies in the bank within two business days after each event. Should the treasurer be unable to do so, any elected board member may make the deposit. The treasurer must have the Profit and Loss Statement, budget, and proposed expenses for each year ready by January.
The Treasurer shall be responsible for appointing and working closely with the head of the Concessions Committee in regards to the purchasing, and stock of concessions items.
The Treasurer will be responsible for filing and keeping copies of all official documents in regards to non-profit status, state of Georgia tax forms, federal tax forms, and Incorporation paperwork.
The Treasurer will work with the Rider-at-Large to keep updated records of all track sponsorships and the ongoing relations with track sponsors. Track sponsorship is vital to the survival and growth of Blanchard Woods BMX. (Voting Officer)
Section 4. Member-at-Large:
The Member-at-Large shall be elected to a term of one (1) year, which shall run from January 1 to December 31. The Member-at-Large is to be the voice of the membership. They should actively seek out members input and perspective on issues in regards to the track. They should represent and vote based on the will of the membership with the best interest of them in mind. The Member at large is responsible for bringing forth any and ALL concerns the association may have.
The Member-at-Large will assist the Assistant Track Operator in obtaining volunteers for events held at Blanchard Woods BMX. He/She in conjunction with the Assistant Track Operator shall form committees to help in all areas of the track operations. Committees formed from the Member-at-Large may include: Volunteers, Concessions, Membership, Awards, or others as deemed necessary by the President and Track Operator. (Voting Officer)
Section 5. Rider-at- Large:
The Rider-at-Large shall be elected to a term of one (1) year, which shall run from January 1 to December 31. The Rider-at-Large with assistance from the Treasurer will be responsible to obtain and manage track sponsors. The Rider-at-Large will assist the Member-at-Large in forming race day volunteer lists. The Rider-at-Large will also work with the track’s coaching staff in obtaining clinics and new rider events. The Rider-at-Large should have operating knowledge of all facets of track operations and backfill voids in operations as necessary whether him/herself or by training volunteers. (Voting Officer)
Section 6. Track Operator:
The Track Operator shall be elected to a term of one (1) year, which shall run from January 1 to December 31. The Track Operator shall be responsible for the maintenance and repair of Blanchard Woods BMX Track and Facilities, the workings of the starting gate, and the placement of all the sponsor banners. The Track Operator is responsible for the scheduling, canceling, and rescheduling of races and or practices. The Track Operator shall also be the Association and Track’s liaison to USABMX.
The Track Operator is expected to attend the Sanction's Competition Congress and will be reimbursed for their accommodation and conference registration fee. If the Track Operator is unable to attend, the President or other designated Board Officer will stand in their place and will be entitled to claim the same expenses. The Track Operator will assist the secretary with registering riders, completing TORF forms, new rider paperwork, and help with the Race Manager program as needed. The Track Operator will also maintain the track website or delegate another officer to do so.
The Track Operator is expected to make decisions based on the best interest of the track and the association. All decisions regarding the operations of the track will be brought to the Executive Board and voted on to ensure all perspectives and voices are heard regarding the matter.
The Track Operator will have authority over any and all race day functions. To include ensuring and/or assisting the Member-at-Large with securing race day volunteers. If a problem arises and the Track Operator cannot find a solution, the President and Member at large will assist the Track Operator. The Track Operator will refer to the USABMX Track Operators handbook for guidance. (Voting Officer)
Section 7. Assistant Track Operator:
The Assistant Track Operator shall be elected to a term of one (1) year, which shall run from January 1 to December 31. The Assistant Track Operator shall assist the Track Operator in all duties specified for the Track Operator. The Assistant Track Operator shall be ready to fill in for the Track Operator in his/her absence. The Assistant Track Operator will be in charge of ensuring all track maintenance equipment is in serviceable condition and if not seek out equipment repairs or replacement. The Assistant Track Operator will ensure the cleanliness and organization of the storage area of the tower. The Assistant Track Operator will ensure all loaner bikes and equipment is in safe and usable condition. He/She will be responsible for the scheduling of work days for the loaner bike fleet and equipment. (Voting Officer)
Article IX Committees
Section 1. Committees shall be formed as necessary, but not limited to the safety of USABMX members, the improvement of Blanchard Woods BMX track, and the promotion of USABMX BMX.
Section 2. Committees shall consist of Association members.
Section 3. Committees shall be approved by the Association and must present progress reports at all regular meetings of the Association.
Article X Meetings
Section 1. Regular meetings of the Association will be held at the BMX track or another agreed on location and unless specified by the President, all regular meetings are open to the members of the association.
Section 2. There will be twelve (12) regular Board Meetings per calendar year. Once a month on the first Wednesday of each month. In the event that the majority of Board Members cannot attend, the President, at his/her discretion may reschedule the meeting at the soonest possible date available.
Section 3. There shall be at least twelve (12) regular meetings of the Association during a calendar year, one every month. During the local race season, the regular meeting will be held following registration of the first race of the month. During months in which there are no races in the first two weeks of the month, the regular meeting will be held at 10 am on the first Saturday of the month.
Section 4. Special meetings of the Association may be called by any one Association Officer with at least three (3) days’ notice being given to the Association’s voting members. The Officers calling the meeting must provide the remaining Officers with an agenda no later than 24 hours before the start of the meeting.
Section 5. Any member of the Association reserves the right to call a special meeting by contacting a Board Member and requesting a special meeting be held with at least (4) days’ notice being given to the Association’s voting members.
Section 6. The regular meetings of the Association must consist of the following agenda:
a. Roll Call
b. Minutes of the previous meeting
c. Financial report
d. Old business
e. Committee reports if applicable
f. New business
Section 7. Board Members must attend 80% of all meetings. Any excused absence must be given to the President 24 hours prior to the meeting.
Section 8. In the event that a meeting is called to discuss the actions of another Officer, that meeting will be held in Executive Session and all rules and Laws in the State of Georgia shall apply. If the dismissal of an Officer is to be discussed that officer will sustain from voting on the issue.
Section 9. All meeting minutes are to be forwarded to the President no more the (3) days following the meeting. The President will then forward any concerns to the county as needed.
Section 10. In the event that there is a conflict of interest regarding a topic and a majority of the Board Members deem it to be a conflict of interest, the Officer with the conflict shall abstain from voting on the matter. In the event of a tie vote, the Track Operator shall be given one vote to be deemed a tie breaking vote.
Section 11. Quorum is defined as any meeting in which an average number of Association members are present that would be present on an average local race day not withstanding weather conditions, holidays, time of the year, etc. i.e.-An average amount of riders and parents present.
Article XI Operational Regulations
Section 1. The Association Bank Account Shall have, as owners on the account, a Minimum of the Treasurer, President, and Secretary. Other Executive Officers may be listed as owners on the account as deemed necessary by the Treasurer.
Section 2. All checks shall be signed by two (2) Executive Officers.
Section 3. Monthly report of Profit and Loss shall be presented by the Treasurer at each Regular meeting of the Board and the Association. This statement shall include the beginning balance, categorized income, categorized expenses, and the end balance of the Association Bank Account and Cash on Hand.
Section 4. All receipts shall be kept for a period of no less than three (3) years.
Section 5. Copies of all Meeting Minutes, Profit and Loss Statements, Torf Forms, Race Reports, Concession Reports, and Official Correspondence shall be filed and retained by the secretary for a period of no less than three (3) years.
Section 6. Any spending of under $100 for use by the Association shall be at the Board Member’s discretion and reimbursed for all Association and Track related expenses immediately.
Section 7. Any spending of between $100 and $999 shall be brought to the Board, discussed and voted upon before a decision is made to spend the money. Every effort should be made to ensure any purchases of between $100 and $999 shall be purchased using the track checkbook or the track credit/debit card. This vote, and this vote only, may take place through electronic correspondence of text messaging or e-mail. The vote will only be approved once all voting Officers have responded with their vote and a majority has been reached.
Section 8. Any spending of $1000 or more shall be brought to the Board, discussed and voted upon. After passing the board this decision is to be brought to the Association at any Regular or Special Association meeting in which a quorum is present, and voted upon by the association. Every expense in the amount of $1000 or more shall be purchased using only the track checkbook or the track credit/debit card.
Section 9. Track operator decisions regarding major maintenance issues including but not limited to rebuilding, resurfacing, and major projects shall be brought to the board for discussion and approved by a vote of the Board Members.
Section 10. Unless otherwise specified in these By-Laws any votes that take place shall be by a majority rule.
Article XII Amendments
Section 1. It is the intent of the Association that these By-Laws not be amended at all unless a true need arises to clarify or otherwise better the Association.
Section 2. By-Laws shall be reviewed for accuracy and updated every 3 years.
Section 3. These By-Laws may be amended by the following procedures:
1. Thirty (30) days written notification of the proposed changes given to the Officers of the Association and the Association’s voting members.
2. Proposed changes can be accepted with the approval of two-thirds (2/3) of the Association’s voting members in favor, at a properly called meeting in which a quorum is present.
Last amended and filed on 07/25/2017