"Orange County Track Club is a dynamic organization of individuals and families that promotes running and provides training, information and camaraderie for casual and competitive runners."
Orange County Track Club Bylaws
Article I
Principal Office
The principal office of this club shall be located at the residence of its duly elected President, or at such other place that may be designated by the Board of Directors. The permanent mailing address for all club correspondence shall be (Costa Mesa P.O. Box to be determined)
Article II
Membership
Section 1. Term
A membership is defined by one (1) year starting with the first day of the month of initial membership and ending on the last day of the same month one calendar year later. Membership will automatically lapse for non-payment of renewal dues two months after renewal date, which will terminate the newsletter and other membership rights, privileges and services.
Section 2. Suspension
Any member may be suspended by a two-thirds (2/3) vote of the Board of Directors for violation of club rules or for other actions detrimental to the general objectives and/ or best interests of the club. Before suspension, the member shall be notified in writing by the Board of Directors and shall be given a reasonable opportunity to be heard by the Board. A member suspended by the Board shall have the right to appeal to the club membership at any general meeting or special meeting called for that purpose.
Section 3. Resignations
Any member may resign be addressing a letter of resignation to the Treasurer or President of the club. Such member’s resignation shall become effective upon receipt of such notice by the Treasurer and all club privileges, responsibilities and rights of such member shall terminate as of that date. No refund of club dues will be made upon resignation.
Section 4. Privileges
Members in good standing shall be entitled to all of the privileges of the club. Each member shall receive the monthly newsletter and shall be entitled to wear the team uniform and display the team logo. One (1) free club t-shirt will be issued to each new member upon receipt of dues. Members enjoy the right to attend all club meetings, workouts and events sponsored by the club. Honorary members will enjoy all rights of paid members and will be nominated and voted by current club members and need a majority vote to attend such status.
Article III
Dues
The Board shall review annual dues for members yearly. Notice of annual dues shall be printed in the newsletter. Renewal of dues shall be payable on or before the beginning of each members renewal date.
Article IV
Officers
Section 1. Officers
The officers of this club shall be the President, Vice President, Treasurer, Secretary, Membership Coordinator, Social Coordinator, Postmaster, Webmaster and Editor.
Section 2. Board of Directors
These officers in their duly appointed roles shall comprise the Board of Directors. They shall meet every other month starting with the even months of the year. Board members shall vote on all major financial and policy decisions concerning the club.
Section 3. Committees
Committees will be established from time to time to coordinate events for the club. One (1) Board member will be on each committee for report purposed.
Article V
Duties of Officers
Section 1. President
The President shall lead the Board meetings and general meetings. He/she is also responsible for all announcements at any club gatherings.
Section 2. Vice President
The Vice President shall stand first in succession in the event the President vacates that office, and shall act for the President in the President’s absence. The Vice President shall be responsible for overseeing the design and production of the club uniforms and accessories. In addition, the Vice President shall oversee the Annual Pancake 5K Run. He/she shall oversee the collection of information concerning monthly club races and collection for Grand Prix points.
Section 3. Secretary
The Secretary shall attend meetings and shall report full and compete minutes of the proceedings and votes and forward them to the Editor for the monthly newsletter.
Section 4. Treasurer
The Treasurer shall have custody of all monies of the club and shall deposit them to the club’s account. He/She shall have direct control over all club assets and of all payments of all club debt and obligations. He/She shall insure strict compliance with these bylaws in all matters pertaining to the financial affairs of the club. The Treasurer shall maintain accurate books of the account, which shall properly reflect the true and correct financial status of all the receipts, disbursements, balances, assets and liabilities of the club. The books shall be audited semi-annually (July and Jan.) by a committee of two (2) other Board members. The Treasurer and the President shall sign all checks for other orders for payment of monies in excess of $500.00.
Section 5. Membership Coordinator
The Membership Coordinator shall be responsible for collecting all monies for dues. He/She will be responsible for delivering such monies to the Treasurer on a monthly basis. The Membership Coordinator will be responsible for the club roster and its maintenance. He/She will forward any new information concerning members and their status to the Newsletter Editor to ensure accurate accounting for monthly distribution. He/She will also be responsible for informing any committees concerning members with any new information on a monthly basis.
Section 6. Social Coordinator
The Social Coordinator shall be responsible for coordinating social functions for the club or other activities not directly related to racing or training. The Social Coordinator shall give the Editor information regarding club activities for inclusion in the newsletter.
Section 7. Webmaster
The Webmaster shall be responsible for updating the Website to ensure accurate information on all club activities and races.
Section 8. Postmaster
The Postmaster shall be responsible for coordinating all information to be distributed via e-mail to all members in good standing concerning club related activities.
Section 9. Editor
The Editor shall be responsible for the newsletter and ensuring its distribution on a monthly basis.
Article VI
Election of Officers
Section 1. Nominating Committee
At least sixty (60) days prior to the July general meeting, the Board shall appoint a Nominating Committee consisting of no less the three (3) active Board members. At the June general meeting, the Nominating committee shall submit a slate of nominees who have expressed an interest in and who are eligible for a Board position. Selection shall be guided by the following rules:
- No person shall serve more than two (2) consecutive terms in one office.
- No person shall be eligible for an office that has not been a member in good standing for one (1) year.
Section 2. Nomination by Members
At the June general meeting, nominations will be accepted from any member in good standing.
Section 3. Ballots
Each member in good standing is entitled to one (1) vote. Ballots will be mailed to all members after the June meeting and may either be submitted by return mail of at the July general meeting.
Section 4. Elections of Officers
The Board will be elected by ballot from the members in good standing the July general meeting. Absentee ballots for those members who cannot attend the meeting will be accepted prior to the call to order of the July meeting by the Secretary. The Nominating Committee will also be responsible for collecting and tabulating the ballots and announcing the results at the July general meeting.
Article VII
Committees
Section I. Committees
In order to ensure all club members have an opportunity to participate in club activities, committees will be formed as required focusing on specific activities. There will be at least one (1) Board member on each committee, as required, and report committee activities to the Board and general membership.
Article VIII
Club Rules
Section 1. Uniforms
Only members in good standing will be allowed to acquire club uniforms and members are encouraged to wear them for organized club events and when racing.
Section 2. Safety
The sport of running has its inherent dangers. To minimize the impact of any mishap that may occur, members are required to follow all rules governing the area of training or racing while representing the club. All members are required to adhere to all local and state laws. Member must act responsibly so as not to put fellow club members or any other athlete in potentially dangerous situations. All club members must acknowledge by signature their acceptance of the risks associated with these activities as a part of their membership application.
Section 3. USTAF
All members must abide by the rules of USTAF when participating in races.
Section 4. Suspension
Any member violating these rules or the rules of USTAF is subject to suspension as outlined in Article II, Section 2 of these bylaws.
