By-Laws

ARTICLE I – NAME

This organization shall be known as the SPRINGFIELD ROAD RUNNERS CLUB, hereinafter known as SRRC.

ARTICLE II – PURPOSES

The SRRC is formed for the following purposes, without regard to race, sex, color, religion, national origin, ancestry, age, physical or mental handicap:

A. To promote and encourage long distance running through the education of the community on the benefits of physical fitness and sports;

B. To promote and conduct races or other running activities, give awards, and to do all such things conducive to the encouragement of competitive running and better physical fitness for all individuals of all ages and both sexes;

C. To disseminate information on running through newsletters, email, social media (Facebook, Twitter, blog posts, etc.,) the SRRC website (www.srrc.net) and educational outreach programs (clinics, meetings, seminars, social events). The board of directors is responsible for recruiting volunteers and/or vendors to promote the club and disseminate information in the manner described above.

ARTICLE III – MEMBERSHIP

A. General
1. Application shall be made on forms provided by the club.
2. Dues shall accompany an application for membership.
3. The only requirement for full membership shall be the payment of dues.

The SRRC may grant restricted membership to elementary school children, without their paying dues; however, this membership class precludes these members from all the rights of full membership.
4. Annual memberships are valid through December 31st.
5. Any annual dues received after September 1st will be reduced to half the listed dues.

B. Classes
1. Individual Membership.
a. Individual members shall pay the dues of $20.00 per year.
b. Conversion to a family membership may be effectuated by paying the difference in dues.
c. Each individual member shall be mailed one copy of the club newsletter.
2. Family Membership.
a. Family memberships shall pay the dues of $30.00 per year.
b. Each family shall be mailed one copy of the club newsletter.
3. Student Membership.
a. Student members shall pay the dues of $5.00 per year up to 22 years of age.
b. Each student member shall be mailed one copy of the club newsletter.

ARTICLE IV – SRRC MEETINGS

A. Annual Meeting. The Annual Meeting of the SRRC shall be held once each calendar year. The date and location of the meeting shall be determined by a majority vote of the Board of Directors and shall be announced at least one (1) month in advance.

B. Monthly Meetings. Board of Directors meetings will be held once each month and more frequently if called by the President. The meetings shall be announced at least 2 weeks in advance. All monthly meetings shall be open to all club members; and club members may speak but may not vote.

C. Quorum. A simple majority of the Board of Directors shall constitute a quorum for the transaction of business. Each member of the Board shall be entitled to vote and the act of the majority of those present at the meeting at which there is a quorum shall be the act of the Board.

D. Order at Meetings. Robert’s Rules of Order shall govern the proceedings at all Board meetings when not inconsistent with these Bylaws. The order of business at all regular meetings of the Board of Directors shall be as follows:
1. Roll-call
2. Action on minutes of last meeting
3. Treasurer’s report
4. Reports, if any, of any other officers
5. Old business
6. New business
7. Adjournment

ARTICLE V – OFFICERS AND DIRECTORS

A. Board of Directors. The SRRC management shall be vested in a Board of Directors consisting of a President, Past President, Vice President, Race Director Liaison, Technical Programs Director, Special Programs Director, Membership Director, Secretary, Treasurer, and Volunteer Liaison.

B. Duties of Officers
1. The President shall:
a. Preside and maintain order at all SRRC meetings;
b. Appoint a Nominating Committee;
c. Serve as ex-officio member of all committees with exception of Nominating Committee;
d. Represent the SRRC;
e. Submit an annual report to the membership;
f. Sign checks in the absence of the Treasurer;
g. Act immediately to fill a vacant office; and
h. Assume other responsibilities as deemed appropriate to the office.

2. The Past President shall:
a. Assist the President with transition into the office; and
b.Lead the Hall of Fame award process; and
c. Provide support to the President when necessary.

3. The Vice-President shall:
a. Be responsible for all non-race related activities;
b. Chair the Nominating Committee;
c.  Provide policy advice and guidance for club committees;
d. Lead the scholarship review process;
e. Review club policies and bylaws with the Secretary annually and recommended updates.
f. Provide advice and guidance for club committees, sign checks in the absence of both the Treasurer and the President; and
g. Accept such duties and responsibilities as may be delegated by the President.

4. The Secretary shall:
a. Take attendance at Board meetings;
b. Determine the quorum at Annual and Board meetings;
c. Review club policies and bylaws with the Vice President annually and recommend updates.
c. Record all votes
d. Keep a record of all proceedings;
e. Report all motions and votes in Foot Trails; and
f. Assume other responsibilities as deemed appropriate to the office.

5. The Treasurer shall:
a. Receive, bank and disperse all funds as theSRRC may direct;
b. Prepare financial statements;
c. Keep bookkeeping records of all SRRC funds;
d. Chair the Finance Committee to ensure development and submission of budgets by all officers and committees before any distribution of funds are permitted;
e. Gather financial information needed for tax returns prepared by an outside accountant hired by the club.
f. Consider revision to the membership fee; and
g. Assume other responsibilities as deemed appropriate to the office.

6. The Race Director Liaison shall:
a. Hold an annual race director informational meeting;
b. Assist all race directors with their responsibilities, when necessary; and
c. Maintain a list and track club equipment in the SRRC storage facility.

7. The Special Programs Director shall:
a. Oversee all special events sponsored by the SRRC; including the annual dinner and social events.
b. Assume other responsibilities as deemed appropriate to the office.

8. The Membership Director shall:
a. Maintain a database of all SRRC members;
b. Produce labels for any mass mailings to the members;
c. Mail renewal applications and membership cards to the members; and
d. Assume other responsibilities as deemed appropriate to the office.

9. The Volunteer Liaison shall:
a. Serve as the lead contact for members wishing to volunteer for SRRC events and races;
b. Coordinate with directors of SRRC-sponsored races in recruiting volunteers;
c. Maintain a club volunteer database; and
d. Recommend Volunteer of the Year Award.

10. The Newsletter Editor shall:
a. Prepare the monthly edition of the club’s newsletter, “Foot Trails”; and
b. Ensure that the monthly newsletter is sent to all members in a timely fashion.

C. Eligibility. Officers may be elected to succeed themselves.

D. Term of Office.
1. Term of office shall be about one year, beginning with or at the close of the SRRC Annual Meeting.
2. Offices filled upon resignation shall also expire at the time of the SRRC Annual Meeting.

E. Election: Officers shall be elected by a majority vote of the members present at the Annual Meeting or upon Board of Directors’ approval, by a majority of the votes received from members mailing ballots.

F. Procedural Requirements.
1. A majority vote of the members present is necessary to pass ordinary measures. All measures shall be deemed ordinary except those proposing a constitutional amendment.
2. An SRRC Annual Meeting quorum shall consist of twice the number of elected officers plus one. No official meeting shall be held unless a quorum is present.
3. Constitutional Amendment
a. A constitutional amendment may be accomplished by a two-thirds vote of the members present at the meeting.
b. Only those members who have been members of this organization for sixty days prior to the proposal of such amendments may vote upon such.
c. All members must be notified at least seven days prior to voting that constitutional amendments will be discussed and voted on.

ARTICLE VI – FINANCES

A. Changes to dues shall be determined by a majority of the members present at the SRRC Annual Meeting and shall not be changed more often than once per year.

B. This is a not-for-profit organization. Dues, entry fees and other funds received by the organization will be spent entirely for carrying out the stated purpose of the organization.

C. No part of the net earnings of the SRRC shall inure to the benefit of its individuals.

D. Members using SRRC funds shall give a full record of expenditure to the Treasurer.

E. The SRRC is empowered to participate in fund raising activities.

F. The SRRC will submit a portion of the annual dues to the Road Runners Club of America as membership in that body shall require. The board may also choose to pay membership dues to the USATF.

G. Any checks disbursed by the SRRC in an amount exceeding $100.00 must be signed by two authorized Board members. Authorized Board members include the President, Past President and Treasurer.

ARTICLE VII – DISSOLUTION

In the event of dissolution of the SRRC, the funds in the treasury, after all creditors have been paid, shall go to a 501C(3) organization as determined by the Board of Directors.

Adopted February 1977
Amended February 1979
Amended February 1983
Amended February 1993
Amended February 1995
Amended April 1996
Amended October 2000
Amended January 2002
Amended February 2003
Amended October 2014