BY-LAWS OF SOUTHWEST DISTRICT PARENTS COUNCIL, INC
ARTICLE ONE NAME The name of this organization the Southwest District Parents Council, Inc. shall be known as the Sarasota BMX Parents Council. ARTICLE TWO PURPOSE AND NATURE The Sarasota BMX Parents Council has been assembled as the governing body of this organization, located in the State of Florida. This organization is sanctioned by the National Bicycle League and is a member of the Sunshine State BMX Association, Inc. In addition, financial operations are under the control of the Sarasota BMX Parents Council, Inc. The Sarasota BMX Parents Council shall be responsible for promoting the sport of bicycle motocross. This shall include but not be limited to good sportsmanship, respect, proper bicycle safety, and encouragement of family participation in the sport of Bicycle Motocross. The Sarasota BMX Parents Council shall also assist with improvements, races and promotion of our local track. ARTICLE THREE MEMBERSHIP Every person, age 18 or over, who attends a Sarasota BMX Parents Council meeting shall become a member of the Sarasota BMX Parents Council. All members may participate in open discussions and be entitled to put a motion on the floor for discussion. To become a Voting member you must meet the following criteria: Members First Year Must attend three (3) consecutive meetings to receive voting rights at the next meeting and subsequent meetings thereafter. To retain voting rights you must not miss more than two consecutive meetings. If you do miss two consecutive meetings then you must start over and attend three (3) consecutive meetings to reinstate voting rights. Members Second Year and longer A member will maintain their right to vote by attending six (6) meetings in their current year. If the member fails to maintain the six (6) meeting minimum or misses two consecutive meetings in their year, they may then make a request to the Board of Directors for reinstatement of their voting rights or attend three (3) consecutive meetings. ARTICLE FOUR MEETINGS Monthly meetings of the membership shall be held on the day voted upon at each yearly election and all meetings shall consist of a quorum of at least 51% of all voting members. Meetings will be held at a place designated by the President. Meetings will be held in an orderly fashion, conducted by the President and the previous year’s Roberts Rules of Order will prevail. Regularly scheduled meetings may be postponed and rescheduled at a later date by the President with the approval of the Board of Directors. Nominations for officers and directors for the coming year shall be made at the May meeting of the membership. Nominees must be present to accept or decline a nomination or have sent a written acceptance to be presented to the President. Elections will be held at the June meeting by written ballot. No write-in nominations will be accepted. The Secretary shall make the final results of the voting public and recorded in the minutes. The ballots shall then be sealed by the Head Teller and then held by the Secretary until the next monthly meeting. Officers and directors shall begin their term in office on July 1st. At all meetings, all votes shall be by voting members raising their hands with the exception of elections of Officers and Directors for which ballots will be provided, collected and counted by Voting Tellers. Any member may make a motion to vote by secret ballots. The Board of Directors shall approve the Tellers. If deemed necessary, the President may request a Roll Call vote. The President shall have one vote at every meeting of the membership, but this vote shall only be exercised if it is necessary to break a tie. ARTICLE FIVE ORDER OF BUSINESS Roll Call – Officers and General Membership Reading of the Minutes of the preceding meeting and any actions taken thereon Report of Officers, Board Members and Standing Committees Report of Special Committees, if any Unfinished Business and General Orders New Business Rider and Volunteer of the Month Other Adjournment ARTICLE SIX OFFICERS The following Officials shall be elected by Sarasota BMX Parents Council: President/Track Director – Shall preside over meetings, oversee all Parents Council functions, act as mediator with County Parks and Recreation, act as representative and local spokesman with the SSA and the NBL. Be responsible for all aspects of track operations: scheduling and promoting races, track construction and maintenance, race day staffing of officials, insurance, track grooming and repair before and during the race. Attends all SSA meetings, directs any problems at the track to his District Race Commissioner. Nominee must be NBL licensed for a minimum of 2 years prior to nomination or with Board approval due to other experiences, or hold Vice President/Assistant Track Director position for a minimum of 1 year. Must be NBL licensed (license paid for by Sarasota BMX Parents Council.) Secretary – Keep accurate records, roll call, attendance and voting eligibility, minutes of meetings, and keep these records available for inspection upon request. Maintain accurate records of volunteer hours. Shall also have ballots available at each meeting. Handle incoming and outgoing correspondence related to this position. Treasurer – Must be bonded with bonding provided by Sarasota BMX. Must be responsible for registration and concession startup cash. Must have cash available at the opening of registration and concession. The Treasurer along with one other Officer of the organization must count and record all monies immediately following the event. Clerk of Course (Registrar) – Must know all rules of competition. Is responsible for all of the track’s practice and race day administrative needs; registration of riders, moto-writing, combining of classes, numbering of motos, race reports, new and renewal license applications. For sending moto sheets along with all applications and race reports to the National Office and State Points Keeper within 2 days after race. Must be NBL licensed (license paid for by the Sarasota BMX Parents Council). Head Official – Must know all rules of competition. Must receive and rule on all protests. Is responsible for conducting the new Riders meeting prior to each race. Will hold officials’ meetings as needed with the officials of the day’s race prior to race. Co-operate with all State and National Officials. Is responsible for directing and controlling the actual racing beginning with the end of practice in conjunction with the President/Track Director. Must be NBL licensed (license paid for by the Sarasota BMX Parents Council). Head Scorer – Should know all rules of competition related to scoring and be able to perform all duties associated with scoring such as red pen, head table position, other scoring positions and will prepare scoring pads prior to each race. Shall assign scorers their positions. Must be NBL licensed (license paid for by the Sarasota BMX Parents Council). Trophy Chairperson – Trophy Chairperson’s duties will consist of ordering all racing awards with President/Track Director’s approval and organizing award presentation. Shall be responsible for handing out Awards at Award races. Member – at - Large – Member-at-Large duties shall consist of Bike Inspection on Race nights, running of the Gate on Practice nights and checking for stickers and number plates. Must be prepared to fill any volunteer position as needed on practice or race nights. Must be NBL licensed (license paid for by Sarasota BMX Parents Council). Volunteer Coordinator – Volunteer Coordinator duties shall consist of staffing officials for each race. Should be present on the practice night prior to the race night to start filling in his/her volunteer list. Shall provide a copy of the volunteers list to the Secretary each race night. The appointed Officials of Sarasota BMX Parents Council shall be as follows: Vice President – Shall assist the President/Track Director with his duties and assume all responsibilities of the President/Track Director in the President/Track Director’s absences. Must be NBL licensed (license to be paid for by the Sarasota BMX Parents Council. Assistant Track Director – Shall be responsible for the maintenance and upkeep of the track. Shall be primary input to President/Track Director for track riding condition. Assistant Clerk of Course – Assist in any of the Clerk of Course duties. Assume responsibility of Clerk of Course in the Clerk of Course’s absence. Must be NBL licensed (license paid for by Sarasota BMX Parents Council). Assistant Head Official – Assist in any of the Head Official duties needed and assume all of the Head Official’s duties in the absence of the Head Official. Must be NBL licensed (license paid for by Sarasota BMX Parents Council). Assistant Head Scorer – Assist in any of the Head Scorer duties needed and assume all of the Head Scorer’s duties in the absence of the Head Scorer. Must be NBL licensed (license paid for by Sarasota BMX Parents Council). These officials are to be appointed by their primary position holders. Check Endorsement: No two people from the same family shall be allowed check endorsement. The Track Director and the President shall not have check endorsement privileges. Officials elected by the Board of Directors: Track Bookkeeper – Refer to Article 8 for this job description. AS AN ELECTED OFFICIAL AND/OR ASSISTANT OFFICIAL OF THE SARASOTA BMX PARENTS COUNCIL, YOU ARE REQUIRED TO ATTEND AND VOLUNTEER AT ALL LOCAL RACES EXCEPT IN EXTENUATING CIRCUMSTANCES WITH COMMUNICATION WITH THE TRACK DIRECTOR. ARTICLE SEVEN COMMITTEES The President shall appoint a member of the Parents Council to form committees as necessary for events. A List of possible committees are: Plan special events, Bike-A-Thon, fun days, picnics, recruitment of new riders and members for Parent Council. Organize, schedule, recruit workers for repairs to track, special events and concessions during these events. ARTICLE EIGHT BOARD OF DIRECTORS The business of the Board shall be to make decisions deemed necessary between regularly scheduled meetings. The Board may temporarily override a By-Law until the next scheduled meeting at which time such decisions shall be reported to the Parents Council. A Board of Directors meeting may be held by telephone in the event that a physical meeting cannot be met in a timely manner. A majority of the members of the Board of Directors shall constitute a quorum for the purpose of holding a meeting and each member of the Board of Directors shall have one vote at any Board of Directors meeting. Results shall be reported at the next general membership meeting. The President will only vote in the event of a tie. The Board of Directors shall each year, vote upon and appoint a qualified member of the organization to assist the Treasurer with the duties of bookkeeping. This position shall be known as Track Bookkeeper. The Track Bookkeeper shall be responsible for writing checks and paying all bills on time plus maintaining records of all monies or securities of the organization. The Track Bookkeeper shall render, at each regularly scheduled monthly meeting, a written account of the finances of the organization and such report shall be physically affixed to the minutes of each meeting. Must be bonded with bonding provided by the Sarasota BMX Parents Council. The Treasurer and Track Bookkeeper shall be responsible for having all monies counted and recorded immediately following each event and deposited to the Bank of the organization. These two offices cannot be combined or from the same family. In the event that the Track Bookkeeper or the Treasurer cannot fulfill their duties the President of the Sarasota BMX Parents Council will appoint an interim Bookkeeper and/or Treasurer The Board of Directors shall consist of the following officers of the Sarasota BMX Parents Council: President/Track Director Clerk of Course Vice President Bookkeeper Asst. Track Director 2 Members at large Secretary Head Official Treasurer Head Scorer The Vice President and Assistant Track Director positions can be combined ARTICLE NINE REMOVAL/RESIGNATION OF OFFICERS, DIRECTORS AND OFFICIALS To remove an Officer, Director or Official a written recommendation with reasons included must be presented to any Member of the Board of Directors. The Board will investigate and report findings to the general membership at the next scheduled meeting. The general membership, at that meeting, as defined by Article 4, by a vote of ¾ of those present and eligible to vote may remove or replace said officer, director or official of this organization. The open elected position will then be filled by appointment from the President, subject to approval of the membership. Any officer who resigns from office may not run again for this office for one calendar year. ARTICLE TEN FISCAL YEAR The fiscal year of this organization shall be the calendar year. ARTICLE ELEVEN AMENDMENTS Amendments of these By-Laws may be amended by a vote of the majority of the membership at any annual, regular or special meeting, provided that the substance of the proposed amendment shall be requested at the previous meeting. Revised January 2008 |