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BYLAWS OF THE ROCKFORD ROAD RUNNERS CLUB
I. TITLE
The name of this organization shall be "Rockford Road Runners, Inc."
(RRR) hereafter referred to as "this club" or "this organization."
II. OBJECTIVES
A. The prime objective of this organization shall be the promotion and encouragement of running and walking and the education of the public as to their benefits.
B. In furtherance of objective "A," this club may sponsor or conduct races, educational activities and social events; publish newsletters and coordinate electronic communications; present awards; and do all such other things as may be conducive to the encouragement of running and walking.
C. Other objectives are to participate in community activities, publicize by appropriate means the benefits of running and walking, and cooperate with other agencies advocating physical fitness.
III. MEMBERSHIP
Membership shall be open to any individual, without regard to race, color, religion, age, gender, national origin or physical condition, who agrees with the purposes of this club and pays appropriate dues in a timely manner.
IV. AFFILIATION
A. This club shall be a chapter of the Road Runners Club of America, and all measures adopted by that body must be considered by this organization.
B. This organization may be a member club of USA Track and Field (USATF).
V. MANAGEMENT
A. The management of this club shall be vested in an Executive Board consisting of a president, vice-president, secretary, treasurer and chairs of standing committees for race coordination, communications and membership.
B. Duties of the officers:
1. President - to preside over meetings, represent this organization to the RRCA and USATF, call any special meetings, appoint committees and chairpersons and assume other related duties as necessary.
2. Vice-President - (groomed for and expected) to succeed the president, assume the powers of the president in his/her absence, assume special assignments as requested by the president and other related duties as necessary.
3. Secretary - to record club meeting minutes, provide these minutes to the newsletter and web site; maintain a file of minutes; accept assignments involving correspondence and the keeping of records when requested by the president; and assume other related duties as necessary. The secretary shall serve as head election judge during the election of officers, and notify candidates of their election to office.
4. Treasurer - to bill, collect and receive monies on behalf of the club and pay properly due and invoiced expenses; balance bank statements; provide a monthly itemized financial report and assume other related duties as necessary. It is preferable, though not mandatory, for the treasurer to have accounting or bookkeeping experience.
5. Communications Chair - to edit and publish a monthly newsletter, maintain the club's web site and assume other related duties as necessary.
6. Membership Chair - to send out annual membership dues and cards; collect and record membership dues payments; maintain an official roster of current members; issue membership reports at least quarterly; print labels for mailings, and assume other related duties as necessary.
7. Race Coordinator - establish requirements, authorize and publicize circuit races, help coordinate and publicize races sponsored by the club, and assume other related duties as necessary.
8. Additional officers or standing committee chairs may be named by the Executive Board in proportion to the growth of club membership.
C. Committees
1. Circuit - tabulate circuit results, decide on circuit and other club awards and present such awards at the annual meeting.
2. Historian - keep files of club minutes, publicity and other materials deemed to be of historic value.
3. Equipment Management - to store equipment, maintain a schedule, bill and collect fees for use of equipment.
4. Environmental - to undertake environmental projects such as road clean-up, signage and other projects as delegated or needed.
5. Wildcat Youth Running Club – Committee to be Wildcat board of directors made up of parents and coaches per by-laws of youth group. Committee chair to be designated by the Wildcat youth committee and is to be a RRR member in good standing. Responsibilities of committee chair to include: Liaison between youth group and adult club, Provide quarterly itemized statements to RRR treasurer on all youth group financials with annual itemized statements for all financial activities.
6. Annie’s Locker - Committee collects and distributes new and gently used and running and fitness gear to people who are in need. Committee chair to be designated by the Annie’s Locker committee and is to be a RRR member in good standing. Responsibilities of committee chair to include: Appointing a liaison between Annie’s Locker and RRR Executive Board, Provide quarterly itemized statements to RRR treasurer on all Annie’s Locker financials with annual itemized statements for all financial activities.
7. Other committees may be established by the Executive Board.
D. Eligibility for Office
1. Any club member in good standing is eligible to run for any office.
2. Executive Officers may be elected to succeed themselves.
E. Term of office
1. Term of office shall run concurrently for one year, beginning with or at the close of the first meeting held within the calendar year, usually the January meeting, but in no case beginning later than March 31.
2. Offices filled upon resignation shall also expire at the time of the first meeting of the calendar year but in no case later than March 31.
3. If a vacancy arises, the Executive Board will appoint a replacement.
F. Removal from office
1. An officer or committee chair may be removed from office by the Executive Board for non-performance of duties, neglect of duties, unlawful acts or other reasons the Executive Board deems appropriate.
2. An officer or committee chair may be removed from office (impeachment) by a voice or balloted vote of the membership. An officer may be removed as follows:
a. By a two-thirds vote of the members present at the meeting and a subsequent majority vote at the next regularly scheduled meeting.
b. Only those who have been members of this organization for 30 days prior to the proposal of such action may vote.
c. All members shall be notified by the Secretary and/or the Communications Chair at least 7 (seven) days prior to the second vote that such action will be discussed and voted on.
G. Elections
1. At the September meeting the President shall appoint a nominating committee consisting of a chairperson and at least one other member. Only one member may be a current officer.
2. The nominating committee shall present a slate of officers at the October meeting. At the October meeting nominations may also be made from the floor. The Secretary and/or the Communications Chair will notify members of the nominations through the newsletter and/or the club web site.
3. Elections shall take place at the November meeting or at the last meeting before the end of the calendar year. This will be done by sealed ballots to be opened at the election meeting. Absentee ballots may be filed before the November meeting by contacting the Secretary.
H. Procedural Requirements
1. Parliamentary procedure (Roberts Rules of Order) will be followed at meetings, and every effort will be made to discuss subjects coming before the group.
2. A majority vote of the members present is necessary to pass ordinary measures. All measures shall be deemed ordinary except those proposing a By-Law amendment or impeachment.
3. A quorum shall consist of twice the number of Executive Board members plus one. No official meeting shall be held unless a quorum is present.
4. By-Law Amendments:
a. A By-Law amendment may be accomplished by a two-thirds vote of the members present at the meeting and a subsequent majority vote at the next regularly scheduled meeting.
b. Only those who have been members of this organization for 30 days prior to the proposal of such amendment may vote upon such.
c. All members shall be notified by the Secretary and/or Communications Chair in the newsletter, web site or by direct mail at least 7 (seven) days prior to the second voting that constitutional amendments will be discussed and voted on.
5. Meetings:
a. Meetings shall be held on a monthly basis with the Executive Board having the authority to suspend or add meetings. Meetings must be held at least quarterly.
b. The Executive Board shall designate one meeting as the Annual Meeting.
c. Dates for the regularly scheduled meetings shall be established at the Annual Meeting.
VI. FINANCES
A. Dues shall be recommended by the Executive Board and voted on by a majority of the members present at a business meeting. Dues shall not be changed more often than once per year.
B. Rockford Road Runners Club is a nonprofit organization. Dues, entry fees and any other monies received by the association will be spent entirely for carrying out the stated purpose of the organization. No part of the net earnings of the club shall inure to the benefit of its individual members.
C. Members using club funds for any purpose shall provide a full record/receipt of expenditures to the treasurer.
D. Race Directors and others maintaining separate accounts for a RRR club event will provide itemized statements and receipts for expenditures within 60 days of the conclusion of event.
E. The club may participate in fund-raising activities.
F. The Executive Board shall decide annually whether to submit a portion of the annual dues for affiliation to USATF as membership in this organization shall require.
VII. DISSOLUTION
In the event of dissolution of this organization, the Executive Board will distribute funds in the treasury, after all creditors have been paid, to the Road Runners Club of America or other 501c(3) non-profit organization.
Adopted:
November 2, 2005
Revised July 2, 2008.
Revised June 30, 2009
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