BYLAWS OF THE BOWLING GREEN ROAD RUNNERS
(Last amended: 3/20/2015)
- Membership in BGRR
- Meetings of the Membership
- Club Officers/Board Members and Elections
- Committees and Task Forces
- Timing Services
- Savings Clause
- Tax Status Requirements and Dissolution
The name of the organization shall be "Bowling Green Road Runners" hereafter referred to as “BGRR”.
BGRR is organized to provide a structured organization for the purpose of promoting running as a sport and healthy lifestyle within our community. In furtherance of our purpose, BGRR hosts group runs, fun runs, training runs and programs on the road and/or track, hosts education lectures about topics of interest for runners, provides awards for club members, hosts social events for members, and all such other things as may be conducive to the encouragement of running. BGRR also engages in community activities, to publicize by appropriate means, the benefits of running as a means of physical fitness to improve the health status of people in our community.
BGRR shall be a chapter of the Road Runners Club Of America, and all measures adopted by that body must be considered by this organization. BGRR will submit a portion of the annual dues described in section V to the RRCA as membership in that body shall require.
Membership in BGRR will be on an annual basis starting January 1. Anyone can join BGRR without regard to race, creed, color, national origin, gender, sexual orientation, physical condition, or age (minors may be excluded from membership/participation at the discretion of club/event leadership). Individuals who wish to participate in the activities of this organization shall submit dues annually, complete an annual application for membership, which includes agreeing to follow BGRR’s code of conduct, and sign a waiver of liability for participation in all club activities.
The annual dues rate for BGRR membership will be set on an annual basis by the club Officers and Board Members and shared annually with the membership as part of the regular join and renew process for BGRR. Club membership dues are $15 for an individual / $20 for a family and cover an entire household effective January 1 and expiring on December 31 of any given year. ( Regardless of when you pay your club membership dues, those dues cover a family (household) through December 31 of that same calendar year. BGRR membership dues are not prorated. )
VI. MEETING OF THE MEMBERSHIP
The members of BGRR shall meet at least once a month at a date and time established by the Club Officers. Currently BGRR meets once a month on the last Wednesday of every month. The only exception to this schedule is the months of November and December as this is more or less a break period for the Club. One other exception is during the month of the BGRR Annual Banquet. The month of the Annual Banquet (typically in February, but subject to change) we use the banquet as our opportunity to perform our club duties either before or after the banquet.
Attendance at the monthly meetings is always open to all current club members and visitors alike. Anyone that has questions about Club policies and procedures, activities, or anything else in general is always encouraged to attend the monthly meetings and get answers to their questions.
VII. CLUB OFFICERS, BOARD MEMBERS, AND ELECTIONS
The current Club Officers and Board Members elect the following Club Officers on a biennial basis: President, Vice President, Secretary, Treasurer, Equipment Manager, Social Manager, Apparel Manager, Newsletter Editor, Club Membership/Grand Prix Manager, and Website Administrator.
A. Club Officer responsibilities. The elected Club Officers are the governing authority and have total oversight over the management of BGRR affairs. They carry out all the objectives and purposes for which BGRR is organized. This general mandate includes, but is not limited to, setting BGRR policy, financial oversight, strategic planning, fundraising, legal oversight, determining and monitoring BGRR’s programs and services, elevating BGRR’s public image, and hiring of any independent contractors.
B. Club Officers and Duties of those Positions:
1. President - To preside over meetings, represent this association with the RRCA, to call any special meetings, and to appoint committees and chairpersons thereof with approval from the club officers.
2. Vice-President - To assume the powers of the president in his/her absence, and to take on special assignments as requested by the president.
3. Secretary - To record minutes at all meetings in accordance with Roberts Rules of Order, oversee the election process for all board members, and, when requested by the president, to accept assignments involving correspondence and the keeping of records.
4. Treasurer - Oversee the budget planning process, ensure adequate income available to achieve the budgeted expenses, safeguard the organizations assets, draft financial policies for board approval, anticipate and report financial problems, ensure the board receives regular and accurate financial statements and that the board members understand the information presented, ensure federal, state, and local reporting takes place, and other duties as requested by the president.
5. Equipment Manager - Oversee the condition of all of BGRR's assets, including all timing equipment (manual and chip based). This also includes the checking out of and return of all rented timing equipment to ensure equipment is returned in the same condition it was originally rented out as.
6. Social Manager - Manage the club Twitter and Facebook accounts along with keeping the club message board at Kereiakes Park up-to-date with the latest race posters, club announcements, and any other notifications that would benefit the running community.
7. Apparel Manager - Manage the orders of club apparel throughout the year. This includes, but is not limited to: Collecting Order Information, Collecting/Auditing Payment Information, Placing Shirt Order, Placing Screen Print Order, and Distribution of Club Apparel.
8. Newsletter Editor - Responsible for managing and editing the content of the Club's monthly digital newsletter, BGRR Footnotes.
9. Club Membership/Grand Prix Manager - Responsible for managing and maintaining the club membership listing as well as the eligibility requirements and points standings for the current Grand Prix year.
10. Website Administrator - Responsible for updating/maintaining content on the Club website to keep it current with news, articles, promotions, and any other content/information deemed valuable for the Club membership in general. Responsible for updating the race calendar and race results as they are submitted to the Club.
C. Eligibility: To be eligible to become a Club Officer, anyone submitting their name for any of the Officer positions must be a dues paying member of the organization and in good standing with the Club.
D. Term of Office: Term of office, by default, shall be two years (24 months), beginning with or at the close of the annual banquet. Any Club Officer will be expected to serve two years on the board unless personal reasons dictate otherwise. At the end of the two-year term, all Club Officers will notify the other Club Officers and Board Members of their (1) intention to remain at their current position for another two-year term, (2) request to move to another officer position, or (3) their intent to step down from their current position. The president will appoint any board seat vacated during a term, with approval by the Club Officers and Board Members within 60 days of resignation of the seat. Appointed terms will end with the term of the seat, which is at the close of the annual banquet.
E. Elections: All Club Officers shall be elected by a majority vote of those Club Officers and Board Members present at the annual membership meeting. The Club membership will be notified no later than 60 days prior to the voting of Club Officers for anyone interested in submitting their name and making a case for why they want to serve as a Club Officer.
F. Board Members: A Board Member, as defined by BGRR, is someone that was previously a Club Officer, but chooses to continue to remain active in the club. Board Members regularly attend the monthly meetings and continue to provide their experience and expertise in all facets of club activities, policies, and procedures.
G. Procedural requirements: Parliamentary procedure will be carried on at meetings, and every effort will be made to discuss any measures coming before the group. A majority vote of the combination of the Club Officers and Board Members present is necessary to pass ordinary measures. All measures shall be deemed ordinary except those proposing a bylaw amendment. A quorum shall consist of three members. No official meeting shall be held unless a quorum is present.
VIII. COMMITTEES & TASK FORCES
The Club Officers have the authority to create committees and task forces, appointment members, and dissolve committees and task forces as it deems appropriate to carry out the purpose of the Club. The Club Officers will define the duties and deliverables for all committees and task forces and outline the performance expectations for all members of a committee or task force. All committee and task force members serve for one year or a term as defined by the Club Officers. The Club Officers are kept informed of the activities and progress of all committees and task forces, and the Club Officers have oversight duties in regard to the final outcome approval, acceptance or rejection, ratification of the actions of a committee or task force. (The committees may include race committees, membership, sponsorship, newsletter/website, special programs – youth, beginning, walking, etc.)
The Club Officers establish an annual operating budget and sets membership dues and event entry fees to support the budget. Club Officers may authorize the president and/or any officer to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Club with approval of the Club Officer and Board Members majority. All checks, drafts or other orders for the payment of money, notes or other evidences of indebtedness issued in the name of the Club are signed by authorized officers or employees and in accordance with policies and procedures adopted by the Club Officers. All monies for the Club are deposited to the credit of the Club in banks that are members of or whose deposits are insured by the Federal Deposit Insurance Corporation or other government insurance agency. No Club funds may be deposited in the personal account of a member of the Club Officers and/or Board Members. The treasurer reviews the status of the general fund once per month. At the same time, he/she reviews a forecast of estimated deposits and disbursements for the succeeding months. If the president and the treasurer determine that the balance of general funds exceeds the amount required for routine operating expenses, then the excess funds may be invested as authorized by the board.
X. TIMING SERVICES
BGRR offers their race timing services ONLY to non-profit events. Events that are organized to raise profits or partial profits from their event are not considered for BGRR timing services.
BGRR officers and board members reserve the right to take on as many or as few events per year as deemed necessary. BGRR timing services are limited to the number of events already on the timing calendar and the availability of qualified club personnel to manage said events.
Chip-timed events that are physically timed by qualified BGRR club personnel must be non-profit events. However, the Club chip-timing system (equipment only) can be rented by either non-profit or for-profit entities.
XI. SAVINGS CLAUSE
Failure of literal or complete compliance with provisions of the bylaws with respect to dates, times and notice, or the sending or receipt of the same, or errors in phraseology of notice of proposal, do not invalidate the actions or proceedings of the members at any meeting, as long as the members judge (by majority vote) that no substantial injury to the rights of members has occurred.
XII. TAX STATUS AND DISSOLUTION
No part of the net earnings of the Club inures to the benefit of, or is distributable to, its members, trustees, officers, or other private persons; except that the Club may pay reasonable compensation for services rendered and may make payments and distributions in furtherance of the purposes set forth in Article II. No substantial part of the Club’s activities can be the carrying on of propaganda or otherwise attempting to influence legislation. The Club may not participate in, or intervene in (including the publishing or distribution of statements), any political campaign on behalf of any candidate for public office.
Regardless of any other provision of these articles, the Club may not carry on any other activities not permitted to be carried on by a corporation (a) that is exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code or (b) contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Upon dissolution of the Club, the funds in the treasury, after all creditors have been paid, shall go to the Road Runners Club of America or other 501(c)(3) nonprofit organization with a similar purpose to the Club’s.
XIII. AMENDMENTS TO THESE BYLAWS
These bylaws may be amended by two-thirds of those voting at any of the monthly meetings, as follows: (a) a proposed amendment must be submitted in writing to the Club president at least 30 days preceding the monthly meeting; (b) the Club Officers and Board Members by majority vote determines its position for, against, or for with a recommended change; and (c) the Club Officers return the proposal along with its position to be included in the notice of the next monthly meeting.
In emergency or extraordinary situations, as defined by the Club Officers, the Club Officers (by two-thirds [2/3] vote of the Club Officers) may waive the 30-day submission deadline and bypass the requirement of including the proposed amendment in the notice of the monthly meeting. In such emergency cases the Club Officers must communicate the proposed amendment and Club Officers' position to the membership at least 30 days prior to the meeting.
A proposed amendment, which has not been recommended by the Club Officers and has been defeated at the monthly meeting may not be resubmitted until at least one monthly meeting has intervened. The Club Officers determine, in their sole discretion, whether an amendment is sufficiently similar to one previously considered to be governed by this subsection.
An amendment becomes effective upon adoption, unless another date is specified as part of the amendment.
The Club Officers may renumber, revise, codify and correct any provision in these bylaws, and in the rules, policies, procedures and regulations of the RRCA, to eliminate errors, to correct spelling and grammar, to provide consistent numbering and to bring about proper order and sequence, but in so doing it may not change the meaning of any provision