ARTICLE I - NAME:
The name of this organization shall be the Elmhurst Bicycle Club, Inc., a not-for-profit organization.
ARTICLE II - PURPOSE:
The purpose of this organization is to promote interest in safe bicycling in all of its phases.
ARTICLE III - MEMBERSHIP DUES
Section 1. Memberships: Subject to the following two paragraphs, membership in the Elmhurst Bicycle Club is open to anyone interested in bicycling.
- Anyone 18 years of age or older is eligible for individual membership. An individual membership is entitled to one vote.
- A family membership is available to all adult and youth members of a family under 18 years of age. A family membership is entitled to two votes, if two or more family members are present.
- The Club reserves the right to cancel any membership at any time for conduct detrimental to the image of the Club; for continual failure to observe the Rules of the Road; for compromising the safety of either the member or fellow riders; or for failure to maintain equipment in a safe and road-worthy condition. Cancellation will be by a simple majority vote of the Executive Board to be ratified by a 2/3 majority of the voting members present at the next regular Club meeting. The dues for the canceled membership will be refunded on a pro rata basis.
Section 2 - Dues:
- The Executive Board will establish a dues rate for individual and family memberships.
- Renewal dues shall be paid by December 31st for the next years membership. Members must be current with their dues to be eligible to vote.
- The fiscal year will begin on January 1st and end on December 31st.
- Members who have paid dues and attended meetings prior to June, 1978 will be charter members.
- Dues from new members who pay between October 1st and December 31st will cover the balance of the current fiscal year and the following fiscal year.
Section 3 - Waiver:
- At the time of membership application and before a membership is effective, and upon each annual renewal thereof, each member must sign a waiver in the form as is currently in use by the Club assuming full responsibility for any accident, damage, injury, or loss incurred at any Club sanction ride or activity. A parent or guardian must sign a waiver for each child under 18 years of age.
- Members under the age of 18 must be accompanied by an adult member of the Club for all Club sanctioned activities.
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ARTICLE IV - OFFICERS & DUTIES:
The elected officer of this Club will be President, Vice President/Ride Captain, Secretary, Treasurer, and Membership Coordinator.
Section 1 - Duties
- The President will be the presiding officer at all Club meetings and board meetings, and will be an ex-officio member of all committees, except the nominating committee.
- The Vice President will preside at Club and Executive Board meetings in the absence of the President. The Vice President will also be the Ride Captain. The Ride Captain shall be responsible for the Club's ride schedule, awards program and telephone hotline.
- The Secretary will take minutes at Club and Executive Board meetings and conduct the necessary correspondence of the Club.
- The Treasurer will prepare and keep all Club financial records and transactions, will give a financial report at each meeting, and will prepare an annual financial report. The Treasurer's records will be audited as soon as practicable following the Treasurer's term of office or as otherwise determined by the Executive Board. The Treasurer may make expenditures of Club funds for regular and necessary expenses of the Club by reimbursing Club members for funds expended by the member on behalf of the Club or by paying vendors of goods, services or facilities to the Club directly. All such expenditures by the Club shall be supported by paid receipts, cancelled checks, invoices, or other written evidence of the expenditure as approved by the Treasurer. All other expenditures of the Club funds shall be as approved by the Executive Board.
- The Membership Coordinator will collect and approve all membership applications, transmit all dues to the Treasurer, maintain a current membership directory, maintain membership waivers and provide a mailing list solely for use by the Club.
- Any vacancies which may occur shall be filled by a majority vote of the Executive Board, and the person filling the vacancy shall hold the office until the next election of officers.
- Any elected office may be held by two members.
- One person may hold two or more offices, except President.
Section 2 - Executive Board
- The Executive Board shall consist of five elected officers, the Invitational Chairperson, and the Newsletter Editor. Any Officer or Chairperson not fulfilling that person's duty appropriately may be removed by a majority vote of the Executive Board, and a replacement to complete said term of office shall be appointed by the Executive Board.
- The Invitational Chairperson shall be responsible for planning, directing and coordinating the Club's invitational ride.
- The Newsletter Editor shall be responsible for preparing, editing and printing the Club Newsletter.
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ARTICLE V - MEETINGS & QUORUM
Section 1 - Meetings:
- The time and place of regular membership, Executive Board, and special meetings shall be determined by the Executive board.
- The following shall occur at regular membership meetings in an order determined by the President: Call to Order; Secretary's Report; Treasurer's Report; Vice President/Ride Captain's Report; Newsletter Editor's Report, Membership Chairperson's Report, other Chairpersons' Reports; Announcements and General Business; Adjournment; and Program.
Section 2 - Quorum:
A Quorum for membership meetings shall consist of thirty voting members. A quorum for Executive Board meetings shall consist of four members. Action by the Executive Board may be by written or electronic means in lieu of a meeting; however, in such case action may only be taken upon the majority vote of the entire Executive Board.
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ARTICLE VI - COMMITTEES
Section 1 - Standing Committees: Standing Committees will be Publicity, Safety, Librarian, Advocacy, Program, Invitational, DataBase Manager, Historian, Route Librarian, Website, Newsletter Collating, and List Server. With consent of the member, Newsletter Editor and other committee chairpersons shall be appointed by the Executive Board.
Section 2 - Special Committees: Special committees may be established as needed by the President or Executive Board.
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ARTICLE VII - ELECTIONS:
Election of officers shall be held at the November Meeting for a one-year term. The nominating committee, appointed by the President, shall present a list of candidates for the offices to be filled at the October meeting. Additional nomination, with the nominee's approval, may be received from the floor up until the time of election. Election is by a majority of members present. All officers shall assume their positions on January 1st.
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ARTICLE VIII - AUTHORITY AND AMENDMENTS
Section 1 - Authority:The authority for all matters of procedure not covered by the Club's constitution shall be Robert's Rules of Order, Revised.
Section 2 - Amendments:These articles may be amended by a two-thirds vote of members present at a regular meeting, provided that the proposed changes have been presented at a the previous regular meeting and also printed in the Club Newsletter immediately preceding the regular meeting at which the vote is to be taken.
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ARTICLE IX
The Club may be dissolved by the vote of two-thirds of the members present at a special meeting of the Club called especially for the purpose of dissolution of the Club on a date not less than thirty days after the call for such meeting is published in the Club Newsletter.
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