Bye-Laws
Gretna
BMX Raceway Inc. Association
By-Laws -
Adopted 7-31-07 - Revised 8-15-07, Revised 7-22-08, Revised 9-8-09, Revised 6-14-10
Article
I- NAME
Section 1.1
The
name of this association shall be: Gretna BMX Raceway Inc.
This association shall be referred to hereinafter in these By-Laws as
"Gretna BMX".
Section 1.2
This
association shall be a member of and be sanctioned under the AMERICAN BICYCLE
ASSOCIATION (ABA), Phoenix, Arizona.
ARTICLE II-
PURPOSE
SECTION 2.1
The
purpose of this organization shall be:
to support and promote the objectives and policies of the ABA at our track
to promote good sportsmanship among our riders
to increase the effectiveness and preparedness of out track officials and
volunteers through active participation, instruction, and training
to maintain a safe, race environment, equipment, and track at all times
to teach our riders to "help those less fortunate" by holding an
annual "Race For Life" to benefit the Leukemia Foundation, as well as
other special event races as voted on by the association, to render aid as
needed
to work to increase our membership and presence in the community, City of
Gretna, and in the state of Louisiana
to have good representation from our track at State and National race events
to encourage healthy competition, and bettering of self esteem in our riders
while promoting a sense of pride in our track, our park, and our riders
to provide wholesome, fun, year-round activities, weather permitting, from
January 1 through December 15
ARTICLE III
- MEMBERSHIP
SECTION 3.1
Membership Eligibility
Voting
membership in Gretna BMX shall be extended to all riders and parents who are in
compliance with the purpose and guidelines of the ABA and Gretna BMX.
Dues of Gretna BMX will be $5.00 per member.
SECTION 3.2 Voting Eligibility
Members must have paid dues in the Association by October 30, and must have
attended a minimum of one meeting during the current year to be eligible to vote
on the decisions of Gretna BMX, and to vote in an election of officers. Members
must be 18 years old to vote. If member is also a member at another BMX track,
Gretna BMX must be the members home track and member must vote only at home
track. All family rider memberships, Class and Cruiser, must be credited to
Gretna BMX in order to have PRA voting rights at Gretna BMX.
SECTION 3.3
Officer Eligibility
Members must have paid dues in the association by October 30 and must have attended a minimum of 5 meetings and completed 20 volunteer hours during the current year to be considered a member in good standing and to be eligible for becoming an elected officer of Gretna BMX.
ARTICLE IV - REMOVAL & REINSTATEMENT TO
MEMBERSHIP
SECTION
4.1 Removal of Membership
A
member may be removed from membership for:
non-payment of membership dues by designated time, or upon and reasonable notice
from
the Membership Committee
advocating
dis-unity within the association or un-sportsmanship like conduct
non-compliance
of Association By Laws in any instance
non-compliance
of ABA sanctioned rules and guidelines
All removals from membership must be done in accordance with Robert's Rules of
Order, Newly Revised.
SECTION 4.2
Reinstatement to Membership
Reinstatement
of a member removed from membership for any cause, dues, may be reinstated by
submitting a written request for reinstatement, which must be approved by
majority of members present, provided back dues are paid in full.
ARTICLE V -
OFFICERS AND THEIR ELECTIONS
SECTION 5.1
Officers and Duties
Officers
of Gretna BMX shall be: President, Vice President, Secretary, Treasurer, Head
Official, and Track Operator/Director.
SECTION 5.2
Term of Office
The
elected officers of this association shall serve for one (1) year, or for as
long as the association sees fit to continue to elect them annually.
Nominees
will be taken at the October meeting, for the purpose of presenting the nominees
for election at the November meeting each year. Officers will take office as of
January 1, and serve until January 1 of the subsequent year, regardless of the
installation date, or until an elected successor takes office. All officers will
be expected to attend when possible, monthly and special meetings of Gretna BMX.
First election process will start October 2008.
SECTION 5.3
Duties of Officers
Duties of
President shall be:
to preside at all meetings of this association
to prepare a program of action after consulting committee chairmen, for
presentation to the Membership
to sign checks, in the inability of the Treasurer to do so (two signatures
required)
to represent the organization at all times or to designate someone as
representative in their absence
to serve as delegate when possible to State and National Conventions
to perform such other duties as may be assigned
Duties of
Vice President shall be:
to perform the duties of the President in their absence
to oversee assigned committees and chairpersons
to sign checks, in the inability of the Treasurer to do so (two signatures
required)
to attend monthly and special meetings and functions of the association when
possible
assist in recruiting volunteers at track events
to help setup and run the race events as needed
to perform such other duties as may be assigned
Duties of
Secretary shall be:
to keep and read the minutes of all meetings of the Executive Board
to keep and read the minutes of all meetings of the Executive Committee
to oversee assigned committees and chairpersons
to be custodian of all records and contracts except financial records and make
them available to Executive Committee upon request
to provide President with a copy of minutes of all meetings
to conduct the correspondence of the Association as approved by the Executive
Committee
to submit list of monthly correspondences to President
to assist President in recognition and awards programs
to keep a file of all correspondences and make them available at all times to
the Executive Committee
to perform such other duties as may be assigned
Duties of
Treasurer shall be:
to be custodian of all operating funds of the association
to collect all funds and deposit all funds in a bank approved by the Executive
Committee
to disburse funds, sign checks (two signatures required), and to pay bills as
approved by the Executive Committee
to be ex-officio member of the Finance Committee
to sit on all committees where funds are expended
to provide monthly written reports of the receipts and disbursements for Gretna
BMX activities at the regular and special meetings
to oversee assigned committees and chairpersons as directed by President
to submit, upon request, books for an annual audit as of December 31, to the
audit committee that has been approved by the Executive Committee
to reconcile bank statements
to assist President in making reservations for general meetings and other events
as needed
to collect membership dues and general funds at meetings and events
to assist President in compiling reservation lists (RSVP's) for meetings and
events
to send notices of NSF check returns, stating the riders) may lose their
license, and advising of the total amount due from NSF check returned plus the
bank fees; send a "Notice of Demand" for payment, giving 10-days to
respond
to perform such other duties as may be assigned
Duties of
the Head Official:
to inspect the track and equipment frequently to insure a safe track operation
at all track events (races or practices)
to organize volunteers to help officiate at races
to instruct/train officials
to have the final say on rulings after discussion with the track operator
Duties of
the Track Operator:
to officiate as the Head Track Official at all track events
to appoint an alternate Head Official at events when Operator cannot attend
to insure the guidelines and rules of the ABA Sanction are followed at all
events
to conduct an annual meeting for the purpose of setting the calendar of race
events for the new year
to oversee committees and chairpersons as assigned
to be the liaison between the Gretna track and the ABA Headquarters
to perform such other duties as appointed
ALL OFFICERS
SHALL:
deliver
all records, files and properties of the Association, in an organized manner to
their prospective successors within one month after retiring from office. All
officers of Gretna BMX Raceway will receive up to two free races, per single
point race, (up to $20.00 per officers family) , while serving their term in
office.
ARTICLE VI -
EXECUTIVE COMMITTEE
SECTION 6.1
Executive Committee shall consist of:
the elected officers
standing committees
SECTION 6.2
The Standing Committee(s) shall consist of:
MEMBERSHIP:
to contact current riders, solicit new riders, notify temp riders of
conversion/expiration date
PUBLICATION: to
coordinate a track directory and quarterly newsletter
CONCESSIONS:
to coordinate the running of the stand by recruiting and scheduling volunteers
to assist with shopping, stocking, setup, cooking, customer service/sales,
cashiers, and cleanup of concession stand at races
PUBLICITY: to
get the newspaper announcements of our State Series, Race for Life, and other
large events in the papers prior to our events, and to get local Newspapers and
possibly TV-stations to run ads and to cover our special events, and to get
facts regarding parades and a booth at the fair, etc. to present to the
Executive Committee at our meetings.
To keep record of attendance at Board and Committee meetings, to keep an
updated membership roster of Gretna BMX, and to submit membership report to
President or Executive Committee.
WEB MASTER:
to update the Gretna BMX website with meeting information and updates of race
days and rainout information.
SECTION 6.3
- Appointing Standing Committee Chairpersons
The
new officers of the Association shall meet within one month after the election
and nominate committee chairpersons to chair each of the standing committees.
These recommendations may be made at the nomination meeting if President chooses
SECTION
6.4 - Duties of The Executive Committee shall be:
to approve members appointments of chairmen of standing committees
to direct disbursement of funds
to approve the bank or banks for funds to be deposited
to meet on call of the President or on written request of 30% of the Board
(which consists of the elected officers, the immediate past president, the track
director, the membership chairman, and chairmen of all standing committees)
to transact any necessary business between meetings
to make recommendations as to policies of the Association
to fill vacancies that may occur between elections
to
override or veto any decisions deemed necessary made by the parent riders
association.
to
have one Officer of Gretna BMX Raceway present at the track during operating
hours.
to
fulfill duties & responsibilities to open and operate the track on chosen
week selected.
ARTICLE VII
- MEETINGS
SECTION 7.1
- Notification of Meetings
Regular
monthly meetings shall be announced by the President of the Association, who
will give the date, time and place on the hotline and emailed five (5) days
prior to the meeting. It will generally be the second Wednesday of each month, but
may be held at the discretion of the President, at any time during the month, to
work with the schedules of all of the officers. Special meetings may be called
at any time, with a five (5) day notification. The purpose of the special
meeting will be stated in the call, and no other business may be transacted.
There shall be no fewer than four (4) quarterly meetings held per year. Robert's
Rules of Order, Newly Revised, shall govern this Association in all matters of
procedure not covered by these By-Laws.
ARTICLE VIII - THE
NOMINATING COMMITTEE AND THEIR ELECTION
SECTION 8.1 -
Nominating Procedure
Nominations
will be heard at the October meeting and voting will take place at the November
meeting and the results will be announced at the December meeting.
SECTION 8.2
- The Election Process
Election should be held at the November meeting
Elections shall be voted on by all members in attendance.
If other nominations were made from the floor for any position(s), these votes
will be determined by secret ballot.
ARTICLE
IX - DUES
SECTION 9.1
- Annual Dues
Annual
Dues of $5.00 per association member are due at the first meeting of each
calendar year. All dues must be paid by October 30 of the same year, and the
member must be in good standing, to be nominated for an executive committee
position, or a standing committee position of Gretna BMX.
A member in good standing shall be a member who has paid the association dues
on time, and has attended a minimum of 5 of the 12 meetings each year.
ARTICLE X -
METHOD OF VOTING
SECTION 10.1
-
The
business of Gretna BMX shall be determined by voting, except in an emergency
situation.
SECTION 10.2
-
There
shall be no proxy voting.
SECTION 10.3
-
Only
members after attending one monthly meeting, shall be a "Voting
Member".
SECTION 10.4 - The Gretna BMX shall follow the parliamentary laws of Robert's Rules of Order, Newly Revised.
ARTICLE
XI - DISSOLUTION RESTITUTION
SECTION 11.1
- Gretna
BMX will operate as a non - profit organization under the name Gretna BMX
Raceway Inc. If Gretna BMX Raceway Inc. should dissolve, any monies left in our
account will be donated to another non - profit organization, ex - church,
school, or scientific research.
ARTICLE XII
- AMENDMENT TO BY-LAWS
These
By-Laws may be amended by a majority vote of members in good standing at any
regular meeting of Gretna BMX, provided that notice of proposed amendments and
meeting date have been given at least thirty (30) days prior to said meeting.