BY-LAWS OF PINELLAS NBL PARENTS COUNCIL

DecemberAS AMENDED AUGUST 1, 1998 2007

 

 

 

 

 

Article One: General

 

1.  The name of this organization shall be Pinellas NBL Parents Council Incorporated.

2.  The facility shall be St. Pete BMX.

 

 

 

 

 

Article Two: Purpose and Nature

 

1. This organization has been formed to be the governing body for St. Pete BMX              Track. Our track is located in the state of Florida and has the sanctioning of the National Bicycle Leagues (NBL) and the Sunshine State Association (SSA). Our organization is responsible for promoting the sport of bicycle racing and shall strive to show good family values and promote the family system and also promote our local track.

 

Article Three: Membership

 

1. Membership shall be open to anyone at least 18 years of age and is interested in helping support the sport of BMX Racing. Membership in our association shall consist of three types;

            1. Associate Member - Is anyone who is actively involved in BMX Racing at our track.

            2. Active Member – Are Aassociate Mmembers attending their third meeting in a row and now have voting privileges. You must be a member by the first meeting in January to vote in the June elections. Once you becoming are an active member, if you must miss two (2) consecutive meetings you will in a row in order to be be put back into aan Aassociate Member status.

            3. Honorary Member – Is someone who does not participate as Associate or Active Member, but has been recognized for contributions to the sport of BMX Racing. These people shall be picked by a vote at any scheduled Parents Council meeting. These people do not have a vote.

2. Excused absences will be done only by making motion to the council and receiving approval by vote. An excused absencesExcused absences will not count against Active Member towards the eligibility to maintain or become a voter.

3. Attendance at our meetings is from gavel to gavel unless otherwise noted. Anyone leaving early without council permission will be marked absent. Roll call book will be closed at 10:00 or the meeting adjournment.

4. Absentee vote – If a active member in good standing can not’t attend the June voting of Officers meeting for a good reason, a proxy or absentee vote may be submitted and accepted by Parent Council.

5. Any new parent (s) or rider who joined after the previous election year and who has attended one half (1/2) of their allotted Parent Council Meetings since they became an associate member of the track, will be allowed to vote at the June’s Officers Meeting.

* Exception to the above; Any new parent (s) or rider who became an associate member after March 31st,, will not be able to vote at the June’s Officer Election Meeting.

Any parent (s) or rider who was an associate member prior to the previous election year and who attended one half (1/2) of the allotted Parent Council Meetings during the previous election year, will be allowed to vote at the June’s Officers Election Meeting.

All voters must be an active member at the time of the June’s Election Meeting.      

 

 

AArticle Four: Meetings

 

1. Regular meetings will be held on or about the thirdsecond Sunday of the month. The Time, date and location will be decided by the organization at previous meeting and will be posted at the track. At least fifty one percent (51%) of the Aactive Members must be there for voting to take place that night. These meetings may be rescheduled or postponed by athe Board of Directors decision.

2. Special meetings may be called by the President when it is deemed necessary. The Date, time, location and reason will be listed as well as posted three days in advance. Only specific subject (s) will be discussed at theseis meetings. All Active Members must be called.

3. All votes at the meetings will be done by a show of hands, except for the yearly election meeting which will be done by written ballot.

4. The President/Track Director at Membership meetings is only allowed to vote in the case of a tie. They He/She may participate in all of the discussions.

5. Meetings will be held in an orderly fashion, and conducted by the President/Track Ditector and guided by our By-Laws. On subjects not covered by our By-Laws, the Roberts Rules of Order or Standing Rules of Order will take presidanceprecedence.

 

 

Article Five: Board of Directors

 

1. The business of the Board of Directors shall be to make decisions deemed necessary between the regularly scheduled meetings. The Board is also responsible for appointing a qualified person to handle finances in the absences of the Treasurer, including being second signer on the checks.

2. Meetings can be done by a telephone poll or in person, whichever is most convenient.  and tThe Membership will be informed of  of the decision at the next Parent Council meeting. In case of a Board Meeting, – every effort will be made to contact all Board Members.

3. A majority of Board Members will constitute a quorum. All Board Members will hHave only one vote and the President votes only to break a tie.

 

4. Members of the Elected Board of Directors and the Hierarchy of the organizationare elected Officers  and are as follows:

President/Track Director

Vice President/Assistant Track Director

Secretary

Treasurer

Clerk of Course

Head Official

Head Scorer

Two (2) Members at Large – from the general meeting voted on in June.

5. The President/Track Dierctor, or his designated assistant/Vise President/Assistant Track Direstor  or at the request of at least three (3) Board Members may call a Board of Directors meeting for emergency situations as theyHe/She deem it necessary. or at the request of at least three Board Members.

 

Article six: Officers

 

1. – Elected Positions

A1. President/Track Director: Shall preside over the meetings, oversee Parent Council functions, act as spokesman with SSA and NBL as well as other City Officials responsible for all aspects of the track operations such as; scheduling, promoting races, track construction or redesign, track maintenance, race day staffing or officials, insurance, track repair or grooming before and during the race,. Shall pick up and deliver the mail. Shall aAttends all Sunshine State meetings and will directs any problems to the District Race Commissioner. They wWill appoint theirHis/Her Assistant Track director/Vise Presidents/Assistant Track director. MustShould be NMBL licensed.

B2. Vice President/Assistant Track Director: Shall assist President/Track Director/President with theirhis duties and assume his/her responsibilityies in theirhis absences. There can be more than one assistant but with only the Vice President/Assistant Track Director one holdshaving a Board vote at Board Meeting. These assistants are picked by the President/Track Director/President. and s Musthould be NBL licensed.

 

C3. Secretary: Keep accurate records., Take roll call and, take minutes at Parents Council Meetings, Board Meetings and any other meetings that are held with regards to the track., furnish each member present with a copy of the minutes of the past meeting, Handle incoming and outgoing correspondence. Send letters out to the new riders. Handle flyers, calendars and any notification of things going on that needs to be advertised. Assist the Treasurer with the budget for the county and any other necessary papers for grants.handle incoming and out going mail and the necessary correspondence, publicize the Sport of BMX and help promote its name throughout magazines, newspapers, ETC. Must be NBL licenced.Should be NBL licensed.

 

D4. Treasurer: Keep accurate records of all moneys, reports, transactions, and keep records available for inspection if requested. Pay all the Bills in a timely manner and is responsible for all cash. and sShould be there when concession and registration opens and closes to do the deposits.if possible. It is your responsibility to have monthly Treasurers report for each month, whether you are attending the Parents Council Meeting or not. Must keep accurate records and produce a yearly report for the County (new property) and do the necessary paperwork with IRS and for Non-profit accreditations. Keep accurate and separate records of the track move. Assist in setting up new Parent Council Group upon the opening of the new track. Must be NBL licenced.Should be NBL licensed. It is his/her responsibility to have accurate treasurers report available if he/she is unable to attend the monthly Parent Council meetings.

E5. Clerk of Course: (Registrar) Rresponsible for all of the tracks race day administrative needs; Registration, Moto writing, combining of the classes if necessary, numbering of the Motos, running the computer (if available) race reports, nNew and rRenewal license applications, sending of  points and checks to proper areas necessary. Will appoint Assistants to work in their spot when absent. May appoint several assistants.  Mustsheet and paperwork to the State Point Keeper and National Office within three days after a race of practice. He/She will appoint with approval by the Board of directors an assistant and must be NBL licensed. Track will pay for License.

F6. Assistant Clerk of Course: (Registrar) Assist with all of the above duties of theHead Clerk of Course in every aspect in His/her absence. and sShould be NBL licensed.

G7. Head Official: Responsible for directing and controlling the actual race. Knowledge of Bicycle Moto Cross and NBL rules of competition are helpful must. Receive and rule on all protests, responsible for conducting or assigning riders meetings prior to each race, enforcing of the track and rider rules set up, cooperate with all State and National Officials. Has a board vote. Must be NBL licensed. which track will pay for.

H8. Assistant Head Official: Assists Head Official in all His/Her duties and should have knowledge of the Rules of Competition for State and NBL competitions. Position voted on by Parents Council. Must be NBL licensed.

I9. Head Scorer: Determines the order of finish in the caselass of a tie.s, Pprepares scoring pads and understands the NBL Rules of Competition.. Must be NBL licensed. Must be NBL licensed.

 

10J. Trophy: Orders trophies and other awards. Disperses them out at each and every race held at the track. In charge of bond punches and getting them out to the proper rider.  Keeps accurate records of the numbers of races for each rider. Tracks and report monthly expenses with a year to date figure. Should understand finishes and how scoring is done.person is voted on in yearly meetings and should be considered an officer of our membership for guidelines or rules. The duties of trophy person are to order trophies and awards and organize presentations of them to the riders.

K. Members at large (2): Objective persons who have the best interest in the track and will promote the Sport of BMX in all areas. These persons are involved in decisions with the Board as well as when it comes to vote on an issue with the track.

Most positions are voted on by the Parents Council and a person can only hold one (1) voting position for a term of one year at a time. You may not hold two (2) voting positions in a term. Term runs from July first (1st) through June thirtieth (30th) of the following year. All of the above positions needs a NBL Official license to help at a national race. This is the reason why the local track will pay for any position to attend the meeting necessary for licensing.

 

21. Nominations for Officers is every year during the May Meeting.

32. Elections are held during the June meeting and elected Officials take their elected positions on July first (1st) of that year through May thirtieth (30th)– from election to July 1, of the following year. They mayare be tTrained by the pPerson they will be replacing for one month prior to taking the new position.

43. Term of office will be for one year. July first (1st) through June thirtieth (30th).

54. Resignation can be done by any Officer by submitting in writing a letter of resignation to the President/Track Director or succeeding Officer. In the case of President/Track Director, at the next scheduled meeting nominations to fill that position should come with a vote at the end of old business. This person should assume responsibility until the next general election.

65. Vacated offices is when an Officer misses two consecutive meetings, the President/Track Director shall make note of absences and note the vacant office under new business in whichwhere a replacement can be nominated and voted on to insure smooth flow of organization. This rule can be overlooked if the council knows the circumstances and agrees to them on why the Officer has missed two meetings. If no replacement is available for vacated office – under new business where a replacement can be nominated and voted on to insure smooth flow of the organization. This rule can be overlooked if the council knows of the circumstances and agrees to them on why the officer has missed two meeting. If no replacement is available for vacated office the President/Track Dierctor will do the duties until one is found.

76. Impeachment of an Officer will take three fourths (¾) of the active voters present at meeting. This can be done to any Officer that council can state has broken rules or is miss using or misrepresenting the powers given to them by holding an office.

87. Concession Manager is appointed by President/Track Director and approved by council and is in charge of staffing, managing, supplying and selling our concession items.

 

 

Article Seven: Order of Business

 

1. Agenda

            1. Roll call.

            2. Reading of the minutes of previous meeting and actions taken.

            3. Treasurers Report.

            4. Old and unfinished Business.

            5. Report of the Board.

            6. Committee Reports inc. Concession and Trophy. - Committee reports included.

            7. New Business.

            8. Other.

            9. Adjournment.

 

Article eight: Committees

 

1. Shall be formed as deemed as necessary for special events. such as 50/50, raffle, volunteer finding, ETC..

2. Other committees such as track maintenance and  finance and audits as well as for publicity are also helpful.

3. All committees will be assigned by President/Track Director and approved by council where the President/Director formed the committee.

4. Examples of possible committees are; to plan special events, bike-a-thon, fun days, picnics, new rider recruitment, Parent Council recruitment, track maintenance, concessions, etc..  

 

Article Nine: Expenditures

 

1. The President/Track Director has the right to review and authorize payment of ongoing expenses IE: Power Bill, Phone, ETC. and forwards to treasure upon signature for payment.

2. All other expensed should be brought forward to Parents Council for approval at the next available meeting.

3. In the event of an emergency the President/Track Director has the authority to spend up to $200.00 before a Board meeting must be called.

 

Article Ten: Fiscal Year

 

1. The fiscal year of the organization shall start January first (1st) and run through December thirty first (31st).

 

Article Eleven: Racing Season

 

21. The Sunshine State Association’s (SSA) Championship Series which runs from NovemberJanuary first ( 1st ) until around May first (1st). with tThe Championship Race is usually duringon the third weekend in May and is usually is set up and raun by the Sunshine State BMX Association.

32. The Sunshine State SummerAssociation’s Summer Series usually runs from July 1thruough mid November each year and is also run by the Sunshine State BMX Association.

43. Our track usually runs a series at the same time as the S.S.A. Summer Series with special prizes to our riders who participate. This is considered the St. Petersburg BMX Summer Series. It is open to all riders who meet the requirement.

54. Our track is also eligible for special races and the President/Track Director is responsible for trying to make sure we receive the races we deserve. Also Letting Active and Associate Members know of our race chances.

 

Article Twelve: Parliamentary Authority<