Kingstowne Striders Bylaws

Kingstowne Striders Running Club Bylaws

(Amended October 2022)

TITLE

The Name of the association shall be “The Kingstowne Striders,” Inc. hereafter referred to as “this association” or “this organization.”

OBJECTIVES

• The prime objective of this association shall be the promotion and encouragement of running and walking, and the education of the public to its benefits.

• In furtherance of Objective “a” this association may hold championships and races, on the road or track, lectures, fun runs, other educational activities, demonstrations, clinics and social events; print and publish books, magazines and newsletters, make awards; do all such things as may be conducive to the encouragement of running and walking.

• Other objectives are to engage in community activities and to publicize, by appropriate means, the benefits of running and walking as a means of physical fitness.

AFFILIATION

This association shall be a Chapter of the Road Runners Club of America (RRCA) and all measures adopted by RRCA must be considered and, when applicable, followed by this organization.

MEMBERSHIP

Individuals who wish to participate in the activities of this organization shall enroll for membership. Membership dues are collected annually due on the first of January for each calendar year for current members.  New members are to pay dues within 30 days of their first run with the club. Membership is continually done throughout the year for new members. Those who pay dues after Oct 1st of the year will have their membership considered valid through the following year.

Only those that have been a member for at least thirty days are eligible to vote. Those whose dues are not current are not eligible to vote nor can they receive any membership benefits.

MEMBERS

Club members are encouraged to participate in as many club-staged events as possible and members are urged to volunteer for at least one club-staged event a year.

DISCRIMINATION DISCLAIMER

This organization does not discriminate on the bases of race, color, national origin, gender, sexual orientation, religious affiliation, age, disability, or veteran status.

MANAGEMENT OR GOVERNMENT

• The management of this association shall be vested in a Board of Directors consisting of a President, Vice-President, Treasurer, and Secretary.

• Duties of officers: A separate Officer Descriptions document describes the role of the officers and committee chairpersons.

ELIGIBILITY

Officers may be elected to succeed themselves. Officers are to be dues-paying adults (not minors). Officers must  be active members of the club.

TERM OF OFFICE

• Standard term of office shall be about one year,  in alignment with the calendar year.  A transition will be held at the first running event of the year, typically the Annual New Year’s Day Relays.

• Officers may continually succeed themselves from term to term, Offices filled upon resignation shall also expire at the time of the first meeting of the calendar year.

• Offices may be filled as needed should Officers depart the area during a normal term.

ELECTIONS

When a board vacancy occurs, or when the term of office for elected positions is about to expire, the President will notify all club members and accept nominations for vacancies and expiring terms. If there are multiple persons seeking vacated or expiring positions, an Election shall occur. Candidates receiving the majority of the votes cast shall be appointed for that office. Each office shall be voted on separately. Voting may be conducted via an online medium. Non contested positions will not be subject to election, and the sole candidate will be automatically deemed to be the winner of the position for which he/she volunteered.

MEETINGS & PROCEDURAL REQUIREMENTS

Meetings will be held at least once each quarter and more frequently if called by the President, Vice, President, Secretary, or Treasurer. Meetings will most often occur on the even months of the year, typically the first Wednesday.

• Parliamentary procedure will be carried on at meetings, and every effort will be made to discuss any measures coming before the group. However, topics which were not included on the original agenda might have to be tabled until the next meeting based on time constraints. One hour shall be allotted for each meeting.  Meetings may go over the limit with agreement from the board.

• A majority vote of the members present is necessary to pass ordinary measures. All measures shall be deemed ordinary except those proposing an amendment to these bylaws.  A review of the bylaws every three to five years will be deemed ordinary.

• A quorum shall consist of the number of elected officers plus one. No official meeting shall be held unless a quorum is present.

• Biannual meetings will be held twice a year, typically summer or winter, for current members to discuss amendments to bylaws or articles of incorporation, to give a detailed accounting financial report as well as a summary of the past year events and upcoming future events.

• Once a year an accounting and financial report will be presented by the Treasurer. However, the Secretary and Vice President will double check and verify all information to make sure it is accurate.. The review will be conducted at the conclusion of the fiscal year.

• A yearly holiday party will be held in conjunction with the biannual winter meeting for members. The winter party will be at a reduced rate for members or free of charge depending on where the party is held and its costs.

BYLAWS AMENDMENT

• A bylaws amendment may be accomplished by a two-thirds vote of the members present at the official annual meeting, or two-thirds of current members via an online medium

• Only those who have been members of this organization for 30 days prior to the proposal of such an amendment may vote upon such.

• All members must be notified at least 7 days prior to voting that bylaw amendments will be discussed and voted on.

• A review of the bylaws should be conducted every few years to ensure the bylaws reflect current practices. Minor updates do not require an amendment.

FINANCES

Dues shall be as determined by a majority of the members present at an official meeting and shall not be changed more often than once per year.

• No part of the net earnings of the club shall inure to the benefit of its individuals.

• This organization shall be empowered to participate in fund-raising activities.

• This organization will submit a portion of the annual dues (described in a supra) to the RRCA as membership in that body shall require.

DISSOLUTION

In the event of dissolution of this association, the funds in the treasury, after all creditors have been paid, shall go to the Road Runners Club of America or other 501c (3) non-profit organization.

EVENT MANAGEMENT

For a race to be considered “club-managed,” four members of a race organizing committee must become Kingstowne Striders members. The club members must actively stage the event. The Kingstowne Striders logo or text must be included in race promotions (news releases, race programs, race applications, etc.). The Kingstowne Striders web address must be included on the race web site. The Kingstowne Striders must receive the email addresses of the participants of the event from the race organizing committee. The Kingstowne Striders must be given the opportunity to include its membership enrollment information  and race entry forms in the race's goody bags or to be handed out on site if there are no bags. The Kingstowne Striders must be provided a free Expo booth. The race organizers should ask the Kingstowne Striders for race management status at least three months in advance.

Before the Kingstowne Striders become involved in any event, an applicant shall develop a detailed proposal that includes a budget, milestones, and summary of objectives. The application shall provide a detailed description of exactly what support is necessary from the Kingstowne Striders. This description should include the number of volunteers needed and time commitment required. The package shall be given a minimum of two weeks before the scheduled next meeting to the board of directors, so they can review the package for completeness and accuracy. Once the board approves the package for discussion it will be added to the agenda of the next scheduled meeting. The applicant must be present at the club meeting to present his proposal. This process may only be waived with the approval of the three of four of the board members. These procedures must be followed for events such as Springfield Day 15k/5k or grant walking application. The Jack T. Farrar, “Fill the Shoes” 5k run is exempt from this application process.

NON - BYLAWS RULES OF THE CLUB

No officer or member should disseminate a formal communication without permission of the club (their title should not be used on these communications without the club members' knowledge).

OTHER

The club maintains a separate statement of mission and goals. The mission statement is simply a succinct recap of the bylaws’ overall objectives. Goals are yearly measurable objectives discussed and approved by club members, and other objectives developed by the committees.