WVMTR Bylaws
BYLAWS OF THE WEST VIRGINIA MOUNTAIN TRAIL RUNNERS
Adopted January 4, 2003
Amended December 30, 2004
Amended January 10, 2009
Helvetia, West Virginia
I. Title
The name of this association shall be the West Virginia Mountain Trail Runners, WVMTR, hereafter referred to as the organization.
II. Objectives
The objective of the organization shall be the promotion of running and the education of the public to its benefits.
In the furtherance of objective “A” the organization may hold races, non-competitive runs, educational activities, clinics, and social events. The organization may print or publish articles or newsletters, maintain a website, present awards and do all other such things as may be conducive to the encouragement of running.
Other objectives are to engage in community activities and publicize the benefits of running as a means of physical fitness.
III. Affiliation
The Board of Directors of this organization shall consider and act to affiliate this organization with national organizations and other bodies when it is deemed to be in the best interest of the organization membership to further the objectives set forth in Article II, Objectives.
IV. Membership
Individuals/families who wish to participate in the activities of the WVMTR shall submit an application for Membership and dues. Membership shall not be restricted on the basis of race, creed, color, national origin or sexual orientation. There will be two categories of Membership , individual and household.
V. Management
The management of the organization shall be vested in a seven (7) person Board of Directors (Directors) as elected by the Membership annually in December. In order to maintain continuity in the new 2009 Board, the current Board of Directors terms shall be extended, and additional Directors elected to fill the full complement of seven (7).
Duties of officers:
President – to preside over meetings, to represent the organization, to call any special meetings, to appoint committees and chairpersons thereof, to administer financial matters and to have authority to disburse necessary appropriations, to annually report in writing to the Membership the status of the organization, to plan an annual business meeting.
Vice President – to assume the powers of the president in his/her absence, to take on any special assignments as requested by the president.
Secretary – to record minutes of meetings, to keep a file of such meetings, to condense and maintain minutes of electronic meeting correspondence.
Treasurer – to administer all financial matters and to have authority to disburse necessary appropriations, to maintain necessary records to assure proper fiscal management, to jointly with the President establish and monitor financial management policy and procedures.
Eligibility:
Directors may be elected to succeed themselves.
Term of Office:
Directors shall serve two (2) year staggered terms where each year either three (3) or four (4) Directors shall be elected accordingly.
Elections:
Meetings and/or elections may be held via regular or electronic mail or telephonically. Directors shall be elected by a majority vote of those responding.
Procedural Requirements:
1. Parliamentary procedure will be followed at meetings.
2. A majority vote of the members present is necessary to pass ordinary measures. All measures shall be deemed ordinary except those proposing a bylaw amendment.
3. A quorum shall consist of twice the number of elected officers. No official meeting shall be held unless a quorum is present. Members may submit a proxy in writing to represent them at an ordinary or special meeting.
4. Bylaws amendment
a. A bylaw amendment may be accomplished by a two-thirds vote of the members present at the meeting, or by a two-thirds vote of those responding to a mail or electronic mail vote.
b. Only those who have been members of this organization for 30 days prior to the proposal of such an amendment may vote upon such.
c. Members must be notified of proposed bylaw amendments at least 7 days prior to voting.
5. Meetings may be held electronically provided all Procedural Requirements are maintained. For mail or electronic meetings and voting, “presence” specified above in Section V shall be deemed as those responding by mail or electronically.
VI. Committees
The President may appoint committees as needed to carry out the objectives of the organization. A standing Events Committee will be established to develop requirements for races the organization may sponsor, to review requests for sponsorship, and to make recommendations to the Board
VII. Fiscal
Dues shall be as determined by a majority of the members present at a business meeting and shall not be changed more often than once a year.
The WVMTR is a non-profit organization. Dues, entry fees and other monies received by the organization will be spent entirely for carrying out the stated purpose to the organization.
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.
The President and Treasurer shall jointly set financial management policy and procedures that are approved by the majority vote of the Directors.
VIII. Propaganda/Legislation Clause
No substantial part of the activities of the club shall be the carrying out of propaganda or otherwise attempting to influence legislation, and the club shall not participate in or intervene in any political campaign on behalf of any candidate for public office.
IX. Notwithstanding Clause
Notwithstanding any other provision of this document, the club shall not conduct or carry on any activities not permitted to be conducted or carried on by an organization exempt from tax under Section 501(c)(3) of the Internal Revenue Code of 1986, or by an organization contributions to which are to be deductible under Section 170(c)(2) of such code.
X. Dissolution
In the event of dissolution of this organization, the funds in the treasury, after all creditors have been paid, shall go to another similar 501(c)(3) non-profit organization.
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