Listed below are the bylaws of the Baton Rouge Triathlon Club as adopted by the membership on 16 January 2009. If you have any questions regarding the bylaws or club membership please CONTACT US.
Baton Rouge Triathlon Club By-Laws
Baton Rouge Triathlon Club, Inc. (BRTri)
Article I. MEMBERSHIP
Section 1.01 What is Baton Rouge tri
Baton Rouge Tri is a membership of fun-loving triathletes who train, race and hangout together. We include all levels of experience and expertise that want to share their love of triathloning. Baton Rouge tri members are not just from the Baton Rouge area; we will allow members from all over the country as well as from around the world.
(a) You must be a fun-loving triathlete, defined as one who is an official finisher of a triathlon to vote in club matters.
(b) You must have completed one official triathlon, defined as a single event that combines the disciplines of swimming, cycling and running skills of any distance, in any order (Relays do not count as a qualifier).
(c) You must display ethical and honorable conduct to our members and the club, and members must treat each other with dignity and respect.
(d) You must display good sportsmanship at all times.
(e) You must fill out and sign the Baton Rouge Tri membership application and submit it for acceptance to the membership committee with all payments of fees and dues.
(f) When you receive your Baton Rouge tri number your membership is validated.
Section 1.02 Club Dues:
(a) New membership fee is $35 (includes T-shirt) for individuals and $55 for a family membership which includes triathlete children under the age of 18 at one mailing address.
(b) Dues are non-refundable.
(c) Dues are subject to change by recommendation of the Treasurer and voted on by the membership.
(e) Dues paid account for one calendar year, January 1 to December 31 of each calendar year.
(f) Dues will not be prorated
Section 1.03 Member descriptions:
(a) Active member is defined as a member who has paid their annual dues and is not under suspension.
(b) Inactive member is defined as a member who is not current in his/her annual dues, which will prohibit their ability to vote within the club, participate at club meetings, serve on a committee, or participate in any special club event.
1) Your application or renewal must be received by the 15th of the month in order to be considered by the membership committee for inclusion in the rolls for that month. If received after the 15th, your membership will be considered by the membership committee for inclusion in the rolls for the following month.
(c) Resignations or reinstatements of your active membership must be submitted in writing to the membership committee.
1) If your request is asking for reinstatement to the active membership roll, you must follow the process for a new member. You will not be reissued a new Baton Rouge tri number but will be notified in writing of the membership committee’s decision.
(d) Family and/or prospective members can be a guest of an active member to BRTri activities.
Article II. BOARD OF DIRECTORS
Section 2.01 The Board Members
(b) Vice President
(e) Newsletter Editor / Web Master –This is an appointed position, to be appointed by the Board
(f) Board Member
(g) Board Member
(h) Board Member
(i) Board Member
Section 2.02 General Info for Board Members
(a) Must be an Active Member and completed 3 official triathlons.
(b) The Board members shall have general supervision of the affairs of the club between its business meetings, fix the hour and place of meetings, make recommendations to the club, and shall perform such other duties as specified in these By-laws.
(c) All Board Members must make every effort to attend all meeting. Each member will receive 3 excused absences. Excused absences defined as a board member contacting the President, Vice President, and Secretary by email no less than 3 business days prior to the scheduled meeting.
(d) All Board Members must live within the Baton Rouge Region.
(e) Performs such other duties applicable to the office as prescribed by the parliamentary authority adopted by the club.
(f) No Board Member will be financially compensated.
(g) The BOD shall work within the confines of the budget and deviations from that budget will require membership approval.
Section 2.03 President
(a) Presides over Board meetings, business meetings, appoints needed committees and/or chairmen of committees as directed by the Board.
(b) Guides the members of the Board in devising and implementing goals, policies, and practices aimed at effective, coordinated pursuit of club objectives for the best interests of the club.
(c) The President is spokesperson for the club in public and makes presentations.
(d) Issues call for special meetings when necessary.
(e) Interfaces with USAT or other sport sanctioning bodies.
(f) Signs all official legal documents of the organization with Board approval.
(g) Under the by-laws of the club, the President is a non-voting moderator at all meetings except;
1) If the President’s vote would break a tie vote
2) If the President’s vote would create a tie vote
3) If the vote is taken by ballot
(h) Maintains the order of the meeting in a fair and impartial manner.
(i) The President is responsible for protecting the rights of all members.
Section 2.04 Vice President
(a) Chairman of membership committee.
(b) The audit committee reports directly to the membership thru the Vice President.
(c) Shall preside at board and/or business meetings in the absence of the President.
(d) Accepts and processes new applications, renewals, and resignations of all members thru the membership committee.
Section 2.05 Secretary
(a) Collects and maintains all committee reports, official documents and records of the organization, including the membership roll.
(b) Keeps accurate minutes of all meetings and presents them to the membership at meetings.
(c) Handles all correspondence for the organization.
(d) Prepares the meeting agenda and can call the meeting to order in the absence of the President and Vice President.
(e) Keeps all of the official books and supplies needed for the meeting.
(f) Signs for approval all accounts payable by the treasurer as “second signature” for amounts over $300.
(g) Maintains current copy of the club bylaws.
Section 2.06 Treasurer
(a) Chairman of finance/budget committee
1) The budget committee whose duty it shall be to prepare a budget for the fiscal year beginning January 1, they are to submit the proposed budget to the membership at the January General Membership Meeting and the proposed budget will be voted on during the February General Membership Meeting.
(b) Shall maintain an accurate account of all monies and at the end of the year, (At the Annual Meeting) shall present a complete accounting of all transactions of the previous fiscal year.
(c) Shall report a complete balance sheet if requested at meetings and provide same to the designated monthly financial reviewer (a non Board Member). On a monthly basis a member of the audit committee, who has no authority to withdraw funds, will review the financial accounts.
(d) The club shall have a designated financial reviewer (A non Board Member whom shall have no check writing privileges or access to club account/cash). This reviewer shall preferably be a CPA or accountant and shall be knowledgeable in financial and accounting principles.
1) The designated financial reviewer as noted above will receive copies of conduct a review or that fiscal years financial reports and documentation, and report back directly to the audit committee (consisting of non board members & non budget committee members) with any findings and recommendations.
(e) Receive dues and other monies, and depositing such in the club’s appropriate account.
(f) Pays all accounts payable associated with the organization and authorized by the board.
(g) Shall provide receipts on request for all monies paid to the organization.
(h) Neither the Treasurer nor any other member shall ever keep club money in their personal account.
Section 2.07 Newsletter Editor / Web Master (a) Responsible for the Newsletter and the Website
Section 2.08 Board Member
Section 2.09 Board Member
Section 2.10 Board Member
Section 2.11 Board Member
Article III. ELECTION of the BOARD of DIRECTORS
Section 3.01 Nominations for the (9) Board of Directors
(a) A volunteer nominating committee will be formed an October membership meeting to present a slate of candidates for the (9) BOD and presented to the general membership at the November End of the year and elections meeting.
(b) Additional nominations for board members will be taken from the floor during the November membership meeting, but will only be elected as write in nominations. Elections will be held at the November end of the year and elections meeting.
(c) President will automatically be re-nominated unless they decline.
(d) Candidates must be an active BRTri member for a minimum of 6 months.
(e) Candidates must be able to attend 8 regular board meetings.
Section 3.02 Elections
(a) Voting will be by ballot for the (9) BOD by title at the October general membership meeting.
1) The Ballot is to be prepared by the secretary.
(b) Results of the elections will be counted and documented by two members of the general membership selected by the presiding officer.
1) In the event of a tie, the top two candidates will have a re-vote by ballot.
2) In the event of a second tie, the membership can choose by a show of hands to:
i) Continue voting by ballot until the tie is broken.
ii) Or choose to have the presiding officer break the tie.
(c) The results will be announced before the meeting is adjourned and posted on the Baton Rouge tri web site and in the next issue of the Baton Rouge tri Newsletter.
Section 3.03 Terms
(a) All Board members shall serve a one year term.
(b) Neither the President nor the Treasurer shall serve more than 3 consecutive terms.
1) All other board positions have unlimited terms.
(c) Transition to the new Board Members will take place at the beginning of the year meeting to be held in January.
(d) Official duties will begin after the meeting at which they were elected or until there newly elected successor assumes the office.
(e) For transition, all reports and records, etc. must be submitted in written form, typed or in legible long hand to the incoming board member.
Section 3.04 Vacancies
(a) If there are less than 3 months remaining in a vacated board member position, the position will be appointed by the board.
(b) If more than 3 months remain in the vacated position it will be filled by a special election for that position at a general membership meeting.
(c) This person will serve only the remaining balance of the term.
Article IV. VOTING
Section 4.01 Voting
(a) In order to cast a vote you must be an Active Member over 18 years of age or older and in good standing.
(b) Quorum for the Board will be ½ plus one, meaning (5) five board members must be resent to hold a vote on business in board meetings. Quorum for General Meetings will be ¼ of membership.
(c) Voting can be by show of hands, ballot, roll call or voice.
(d) You must be present at the meetings to vote.
(e) Business transactions at the BOD meetings must be a majority vote of the entire membership of the board.
Section 5.01 General Membership Meetings
(a) Meetings will be held at Walk On’s Burbank location. There will be an October meeting to begin nominations for the upcoming board elections. There will be a November meeting to hold elections for the board.
1) The Annual meeting shall be (the first meeting of the fiscal year) in January.
(b) Time and place or date changes will be posted in the Baton Rouge tri Newsletter and the Baton Rouge tri web site.
(c) There will be no December meeting.
(d) This meeting should follow the standard agenda for meetings according to Robert’s Rules of Order.
(e) Each active member in good standing has the right to present a motion for discussion and/or vote by the membership.
1) Motions for discussion should be brought up at the New Business portion of the meetings.
2) Time limit to present a motion for discussion will be 3 minutes.
3) Time limits to discuss/debate a motion will be limited to 2 minutes per member
i) Additional time may be granted by a show of hands from the general membership if requested.
Section 5.02 Board of Directors’ Meetings
(a) The BOD will schedule this meeting and post the date, time and place (within Baton Rouge) on the Web site, usually once a month or as needed.
(b) This meeting is for discussions of leadership, direction, information, strategies, organization, and determines future goals of the club.
(c) Discussions from these meetings will yield items on the agenda to be brought before the general membership for discussion and/or vote.
(d) All active members are welcome to attend as observers only
(e) If you would like to discuss a topic, request must be submitted in writing with topic of discussion to the BOD. This must be done at least 2 working days prior to the meeting.
(f) Voting will be per Voting Article.
Section 5.03 Special Meetings
(a) A special meeting is defined as a single specific topic for discussion or vote. No other business can be transacted except for that for which the meeting was called.
(b) All special meeting must have at least three business days notice.
(c) Any member of the BOD may call a special meeting.
(d) The general membership may also call for a special meeting if there is a petition presented to the BOD with a minimum of 25 signatures from the general membership.
1) Signatures must be from active Members
(e) Notification will be by email and posted on the web site, or by telephone if requested.
(f) This meeting will be held within East Baton Rouge Parish.
Article VI. AMENDMENTS
Section 6.01 Proposals
(a) Amendments to these by-laws may be proposed by any active member over 18 years of age.
(b) The proposed amendment will be published in the next newsletter, and a vote will be held at the general membership meeting following the distribution of that newsletter.
(c) The proposed amendment will be incorporated in the by-laws if approved by a two-thirds majority vote of active members over 18 years of age.
Article VII. LOCATION
Section 7.01 LOCATION: (a) The principal place of business and mailing address of this corporation shall be: Baton Rouge Triathlon Club Post Office Box 66474 Baton Rouge LA 70896
Article VIII. NON-PROFIT STATUS
Section 8.01 The St. BRTri Triathlon Club is a 501(c)
(a) “Corporation not for profit” means a corporation no part of the income or profit of which is distributable to its members, director, or officers.
(b) No organizational requirement
(c) No requirement to dedicate assets
(d) Social activity must be primary; other activities must be less than primary.
(e) No limit on legislative activity as long as it furthers the exempt purpose.
(f) Political activity permitted, but taxed.
(g) Serves the social and recreation purposes of members.
(h) Donations not deductible as charitable contributions.
(i) Not eligible for lowest bulk mail rates.
(j) Exempt from Federal income tax on income derived from members; other income taxed.
Article IX. POWERS
Section 9.01 In order to promote the purposes of this club, it may acquire property by grant, gift, purchase, devise or bequest and hold and dispose of such property as the club shall require for the benefit of the club and not for any individual financial gain, with the approval of the general membership through a motion and vote.
Article X. PARLIAMENTARY AUTHORITY
Section 10.01 The rules contained in the current edition of Robert’s Rules of Order shall govern the club in all cases to which they are applicable and in which they are not inconsistent with these By-laws and any special rules of order the club may adopt.
Article XI. EFFECTIVE DATE
Section 11.01 These By-laws will take effect upon approval by the membership and take precedence over any and all previous By-laws of the Club.
End of By-Laws
Adopted by the membership 01/16/2009