2.0 BY-LAWS OF THE HUNTSVILLE TRACK CLUB, INC.
2.1 ARTICLE I - DUTIES OF OFFICERS
2.1.1 President
The President of the
organization shall preside at all meetings of the organization and of the
Executive Committee. The President shall
be responsible for the conduct of all business and negotiations performed in
the name of the organization. He shall
make every reasonable effort to further the policies of the organization. He shall appoint any committees deemed necessary,
subject to approval of the Executive Committee.
He shall be responsible for the scheduling of all road races,
cross-country, and track and field meets conducted in the name of the
organization. He shall submit a
schedule of events for the next calendar year for approval by the Executive
Committee no later than September 1 of each year.
2.1.2 Vice President-Programs
The Vice
President-Programs shall assist the President as necessary and perform the
duties of the President when so directed or in his inability to act. The Vice President-Programs shall be in
charge of all regular programs and special programs conducted in the name of
the organization. He will schedule and
make arrangements for all regular club meetings.
2.1.3 Vice President-Races/Equipment
The Vice
President-Races/Equipment shall assist the President as necessary and perform
the duties of the President when the President and Vice President-Programs are
unavailable to act. The Vice
President-Races/Equipment shall be responsible for the selection of Race
Directors for all road races, cross-country, and track and field meets
conducted in the name of the organization.
If, after a reasonable search he is unable to find a director for any
event, he shall not be required to assume that directorship. He shall report such an occurrence to the
Executive Committee for action. All
directorships must be approved by a majority of the Executive Committee. If the Vice President-Races/Equipment
determines that a Race Director should be replaced, he must receive a majority
vote approval from the Executive Committee before taking such action. His primary duty shall be to train new Race
Directors and to act as a consultant to all Race Directors to insure that all
aspects of HTC races are properly conducted.
However, proper conduction of each race shall be the responsibility of
the Race Director.
The Vice
President-Races/Equipment shall keep a listing of all equipment owned by the
organization and, when practical, maintain possession of said equipment. Where personal possession of equipment is not
practical, he shall know the whereabouts of equipment not in his
possession. The intent of this duty is
to provide a single person who Race Directors can call for access to any
HTC-owned equipment. The Vice President
Races/Equipment shall be responsible for maintenance of all equipment and for
the procurement of new equipment when approved by the Executive Committee.
2.1.4 Vice President-Communications
The Vice
President-Communications shall be responsible for the organization's newsletter
and correspondence. The address of the
Vice President-Communications shall serve as the organization's address. He shall serve as the organization's liaison
with the RRCA and other similar organizations and maintain an address file for
this purpose. He shall serve as the
Executive Editor and Publisher of the organization's newsletter and serve as a
consultant in this function for any other special publications produced by the
organization.
2.1.5 Secretary
The Secretary shall
keep the minutes of all meetings in written form and shall maintain the
organization's files on all official business.
Meeting minutes shall be prepared and supplied to the Vice
President-Communications for publication in the newsletter. He shall maintain the organization's
membership roster. He shall prepare a
year-end report detailing the primary organizational business for the past
year. He shall present this report to
the Executive Committee no later than January 15 each year, including that
January 15 that falls 15 days past his term of office. The Secretary shall support and prepare as
required all official organizational reports, documents and business letters
required by the President.
2.1.6 Treasurer
The Treasurer shall maintain
the organization's finances in an account authorized by the Executive
Committee. All funds received and paid
in the name of the organization must be through the organization's accounts and
handled by the Treasurer. He shall
disburse all monies under the direction of the Executive Committee and shall
present an annual written financial report.
This report must be presented to the Executive Committee and then to the
membership at the annual business meeting.
He shall arrange for an audit of the accounts of the organization if so
directed by the Executive Committee. He
shall receive all monies and fees collected in the name of the organization and
keep records of such transactions. It
shall be possible for the Executive Committee to determine from the Treasurer's
records the general source of all income and expenses. No income or fees shall be received and no
expenditures made in the name of the organization except through the
organization's account and records kept by the Treasurer. He shall be responsible for compiling the
operating budget for the organization.
If required he shall prepare and file an Income Tax Return for the
organization.
2.2 EXECUTIVE COMMITTEE
(A) The Executive
Committee shall consist of the six officers of the organization, one member of
each standing committee, and 3 appointed members (see C below).
(B) The voting
members of the Executive Committee shall consist of the six officers and the
three appointed members.
(C) The President
shall appoint a past HTC officer to serve on the Executive Committee for the
same term as the President subject to the majority approval of the other
officers. If the current President is
not in his second consecutive term, first consideration shall be given to the
immediate past President. Otherwise any
past officer may be selected. The six
officers shall determine the 2 most important races to the club and ask these
directors to be Executive Committee members.
If either of these directors are already on the Executive Committee or
choose not to serve on the Executive Committee, the corresponding position
shall not be filled.
(D) The Executive
Committee shall determine the qualification for membership and shall set up a
training program if necessary and provide other means necessary for improving
and maintaining good officiating in track and field and cross country.
(E) The Executive
Committee shall pass on all applications for membership and shall require at
least a majority affirmative vote before accepting an application.
(F) Action of the
Executive Committee may be vetoed by a 2/3 vote of the members present at a
meeting called for this purpose. Notice
of the meeting must be sent out at least ten days prior to date of voting.
(G) The Executive
Committee shall have the right to submit to the membership for removal from
office the name of any officer or committeeman failing to function properly in
his capacity. The officer may be removed
by a 2/3 vote of those qualified members attending a meeting called by mailed
notification, sent one week in advance, giving purpose of meeting.
(H) A quorum for the
Executive Committee in any meeting session shall be a minimum of four voting
members. (see B
above). A majority vote shall be
necessary to pass any official business.
(I) The Executive
Committee shall have the right to submit to the membership for removal any
member who fails to uphold the objectives of the organization. This shall be done by a 2/3 vote of those
qualified members attending a meeting, called by mailed notification, sent one
week in advance, giving purpose of meeting.
2.3 ARTICLE III - MEMBERSHIP
New applicants must
file an application form with the Secretary.
These forms may be obtained from any officer. This organization will have a dual level
membership. The first level will be
active or working members and the second level will be inactive or non-working
members. The fee structure for
membership will be divided into four divisions: General, Family, Subscribers,
and Supporters. The administration of
dues will be as follows:
1 - All membership
dues become due and payable on January 1 each year. New members entering the club will be charged
their first year dues prorated quarterly depending on the month they join the
club.
2 - The annual
membership dues will be: General-$12.00, Family-$15.00.
3 - Active or working
members will be entitled to a 50% discount on these dues. The administration of these discounts will be
handled by issuing coupons that are effective for one year. Educational leaders, Race Directors, Officers
and Committee Leaders will develop standard lists of tasks to support their
activities and be responsible for issuing the coupons in return for significant
work accomplished. Coupons will be
issued for each race or worthy club activity.
Two coupons will be required to be turned in by January 1 each year to
receive 50% discount on annual dues.
There is no limit on the number of coupons that can be earned. Coupons not used for annual dues discount
will be worth $2.00 discount for any clinic, race or dinner meeting. Coupons may be earned by family members and
will be accepted for the annual dues discount or for the $2.00 discount for
other events, but will not be transferable outside of that family.
4 - Runners who do
not live in
5 - SUPPORTERS of
this organization are those who contribute $15.00 or greater.
2.5 ARTICLE V - MEETINGS
(A) The annual
meeting of the organization shall be held sometime during the month of
January. Meetings to discuss and
interpret rules shall be held at times designated by the Executive committee or
by the request of a majority of the members.
Special meetings may be called by the President or by a majority of the
Executive Committee or by a majority of the members present at any regular
meeting. The Executive Committee shall
meet upon call by the President or by two or more members of that Committee.
(B) Regular meetings
shall be set up by the Executive Committee as deemed necessary.
(C) Lack of
attendance at meetings will be construed as disinterest by the member and shall
be handled in any way set forth by this organization.
2.6 ARTICLE VI - OPERATING COMMITTEES
(A) The Executive
Committee shall have the power to set up certain operating committees whenever
it may be deemed necessary and in the best interest of the organization.
(B) These committees
may include the following:
(1) Membership
(2) Publicity
(3) Finance
(4) Legal
(5) Research
(6) Public Relations
(7) Rules and Records
(8) High School Track
and Field
(9) High School Cross
Country
(10) Junior High
School Track and Field
(11) Junior High
School Cross Country
(12) College Track
and Field
(13) College Cross
Country
(14) Road Racing
(15) Jogging
(16) Officials
Training
(C) Additional
committees shall be established as the need arises.
(D) Committees may be
combined or otherwise modified where this action will better accomplish the
purpose and objectives of the club.