TRI-CITY SPEEDSTERS (TCS) BYLAWS

ARTICLE 1 – MEMBERSHIP

1. Membership shall consist of families and individuals who are interested in any horse activities and horsemanship.

2. A family consists of one or two adults in a domestic partnership and any minor aged family members living at the same address.

3. The status of family memberships changing due to single members getting married shall not require additional dues until the next calendar year.

4. Single membership consists of individuals not covered in family membership.

5. Any member going into the armed services shall be retained as a member in good standing with all fees waived until the club’s next calendar year after discharge.

6. The Board may refuse or revoke membership status only upon reasonable grounds violating our code of conduct. Membership status cannot be denied because of age, race, color, religion or gender.

7. Proceedings may be brought against any member for misconduct that reflects negatively in any way upon the club. Upon charges being presented to the Board in writing, the offending member shall be notified by registered letter within seven business days of the charges brought and shall be given ten (10) days in which to answer said charges. Said charges are to be heard in a regular or special meeting of the Board and a majority vote required to cause expulsion.

8. Charges can be brought against any member of the club who is exhibiting inappropriate behavior or has been using abusive language at any stated meeting or social affair.

ARTICLE 2 – MEETINGS

1. Membership Meetings

a. Regular membership meetings can be held anytime, meeting date and time to be determined by the Board. At least two (2) regular meetings shall be held annually. Meeting agenda shall, as a minimum, cover all items listed in Appendix B.

b. Special membership meetings may be called by any Board member.

c. Only members in good standing shall be eligible to vote. In family memberships, each adult over the age of 18 shall have one (1) vote.

d. All meetings will be posted on Social media, website and emailed to members a minimum of 7 business days in advance.

e. Purpose of Meetings.

i. To provide for the contribution of valuable suggestions, criticism and input of individual members.

ii. Provides an opportunity for social get-together.

iii. General business.

iv. To provide membership with the current status of the organization.

2. Board meetings

a. Board meetings may be called by a Board member with notice to all Board members at least one (1) week prior to such meeting.

b. Board meetings must be attended by a quorum. (Reference Robert’s Rules of Order.)

ARTICLE 3 – FEES AND DUES

1. Dues for members are good for the current calendar year in which they are paid for.

2. The fiscal year will be from January 1st to December 31st.

ARTICLE 4 – BOARD

1. The Board shall be composed members appointed and approved by the Board.

2. The Board shall consist of no more than 11 members

3. The Board may appoint additional, non-voting members in an advisory capacity as it sees fit.

4. Each member of the Board shall have one vote on all matters requiring a vote. Ad Hoc committee chairs shall not have Board voting privileges.

5. The President will vote only in case of a tie.

6. A Board member may be removed from office for non-compliance with the Bylaws or code of conduct, or by failing to fulfill his/her duties in an efficient, acceptable manner. A written warning shall be provided, giving specific factual details of the poor performance, and an opportunity given for the officer to improve his/her performance to an acceptable level and the timeframe to do so. This letter shall be signed by a minimum of two officers. If acceptable performance improvment is not evident, as demonstrated by objective, factual information, the Board Member shall receive notice of his/her failings by certified mail and shall have an opportunity to refute the allegations at a Board meeting called for this purpose. A quorum of remaining Board members must be present at the meeting. The meeting shall be presided over by the highest-ranking officer not subject to removal. After both sides of the issue have been presented, a roll call vote of the remaining Board will be taken to determine if the Board Member should be removed from office. A 3/4 vote will decide the issue. The resulting decision will become effective immediately.

ARTICLE 5 – OFFICERS

1. The officers of the club shall include a President, Vice-President, Secretary and Treasurer. The Board may authorize additional officers.

2. Officers will be elected by the members of the board and must be a current Board member.

3. Officers must have been members in good standing, and serve for a period of one year on the board prior to taking office. This section shall be waived for Charter Officers.

4. The President shall not succeed him or herself after serving three full terms in office. However, after one year out of office he/she may hold that position again.

5. A vacancy in the office of the President shall be filled by the Vice-President for the remainder of the term.

6. Any officer vacancy, with the exception of the President that occurs during a term will be filled by Board appointment. A majority vote of a quorum of the Board shall be required to appoint a replacement officer.

7. The term of office for any replacement officer, shall be the remainder of the term of the officer replaced.

ARTICLE 6 – DUTIES OF OFFICERS AND BOARD MEMBERS

1. The duties of the Officers of the club are as listed in Appendix A, and such other duties, which may be designated from time to time by the Board.

2. The Board shall have the power to settle all member disputes, and direct the management of the club at its regular meetings. In case of emergency the board may use text and email to conduct business.

3. Any Board member finding it necessary to miss three (3) consecutive regularly scheduled Board meetings shall be subject to removal from office in accordance with Article 4, Section 6.

4. Any board member not actively participating in the production of events shall be subject to removal from office in accordance with Article 4, Section 6.

ARTICLE 7 - PROPERTIES

1. All properties purchased or otherwise obtained shall belong to the Tri City Speedsters.

2. Inventory needs to be done annually and turned in to the Secretary by December 31. To include location and person responsible.

3. List to be kept on file and maintained by the Secretary.

ARTICLE 8 – CONTRACTING AND SECURING

1. The Board may contract for building materials and any other needs of the club. The Board may secure supplies and all other materials for club activities through regular or special channels. No purchase shall be made in the name of the club by any person without approval of the Board.

2. Any person delegated to carry out any club project shall keep accurate records of any monies spent or collected. A detailed report shall be submitted upon culmination of the project to the Treasurer. The report shall be presented to the Board.

ARTICLE 9 – INDEBTEDNESS

1. The highest amount of indebtedness or liability, direct or contingent, to which the club may at any time subject itself, is $4,000.00.

ARTICLE 10 – DISSOLUTION

1. In case of dissolution of the club, being voted at a membership meeting, no property or money belonging to the club shall be distributed to, or inure to the benefit of any member, but shall be donated to a charity designated by a majority vote in a membership meeting. All members in good standing shall be notified at least four (4) weeks in advance of the meeting by a registered letter stating the purpose of the meeting.

ARTICLE 11 – TABLING

1. No matter properly brought before the club for discussion shall be tabled for more than two (2) meetings, action on the same to be brought up at the next stated business meeting. Otherwise, all meetings shall follow Robert’s Rules of Order in conducting meetings.

ARTICLE 12 – AMENDMENTS

1. Additions or revisions to these Bylaws can be made by a majority vote at any membership meeting, and must be read at two (2) membership meetings before they are adopted, or by mailed or emailed ballot. Amendments shall be approved at the Article and Section level, and are not approved as “all or none.”

ARTICLE 13 – FINANCIAL REPORT

1. All financial reports shall be done in established standard procedure and carried forth from year to year. The calendar year shall be used for financial reports. All financial reports should be available upon request to any member in good standing.

‍ ‍President

‍ ‍Date

APPENDIX A

TRI-CITY SPEEDSTERS BOARD MEMBERS
OFFICERS: RESPONSIBILITIES AND AUTHORITY

PRESIDENT

● Preside over all TCS activities.

● Schedule, organize and run Board meetings and General Membership meetings.

● Post meeting notices as required, and prepare a written meeting agenda.

● Authorize other members to carry out specified duties.

● Keep track of dates for different events.

● Attend Board meetings and TCS functions.

● Represent the TCS’ interests and promote the club whenever and wherever possible.

● Advocate Club goals.

VICE-PRESIDENT

● Oversee sponsorships for the Club.

● Assist with organizing Club events.

● Assist the President when needed.

● Assume the President's responsibilities and area of authority when the President is absent.

● Attend Board meetings and TCS functions.

● Represent the TCS’ interests and promote the club whenever and wherever possible.

● Advocate Club goals.

SECRETARY

● Record on google docs and present if requested, the minutes of all Board meetings and General Membership meetings.

● Maintain electronic records.

● Maintain Club historical records.

● Handle written correspondence involving Club business or functions.

● Handle social correspondence as needed.

● Circulate business notices, special announcements, and other information to membership, via email, as needed.

● Publicize Club events.

● Attend Board meetings and TCS functions.

● Represent the TCS’ interests and promote the club whenever and wherever possible.

● Advocate Club goals.

TREASURER

● Keep financial record of the Club’s income and expenses.

● Pay bills and distribute funds as needed, with authorization by the board.

● Prepare financial statements (income statement, balance sheet, and cash flow statement) at the end of each year.

● Provide a current list of members to the officers of the Club and keep track of Club membership.

● Attend Board meetings and TCS functions.

● Represent the TCS’ interests and promote the club whenever and wherever possible.

● Advocate Club goals.