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Gretna BMX Raceway Inc. Association By-Laws - Adopted 7-31-07 - Revised 8-15-07, Revised 7-22-08 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 March 20, and must have attended a minimum of one meetings 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. SECTION 3.3 Officer Eligibility Members must have paid dues in the association by March 20, and must have attended a minimum of 5 meetings 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 rider(s) 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 Tuesday 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 March 20 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. |
