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TALLAHASSEE ROWING CLUB BYLAWS
INDEX:
ARTICLE I - Purpose
ARTICLE II - Membership
ARTICLE III - Meetings
ARTICLE IV - Officers -- President, President - Elect,
Past President, Treasurer, Secretary
ARTICLE V - Committees
ARTICLE VI - Duties of Committees
ARTICLE VII - Payment of Dues and Assessments
ARTICLE VIII - Amendments (to bylaws)
The Tallahassee Rowing Club's purpose is to provide rowers in the Tallahassee area with an opportunity to row recreationally and competitively. The club is a non-profit organization whose goal is to promote the sport of rowing; to teach and train persons interested in the sport of rowing without preference to race, creed, religion, or color; and to provide equitable opportunities for both recreational and competitive rowing.
SECTION 1: MEMBERSHIP CLASSES
The club shall consist of four classes of members, Masters, Associate, Coxswain, and Honorary. Except as otherwise provided, to qualify as a member a person must know how to swim, agree to abide by the rules of the club, sign a waiver provided by the club, and pay annual dues of $250. Annual dues may be reduced by $30 if the person participated in at least 3 of 4 scheduled maintenance days the previous year. Also, members must abide by the rules of Maclay Gardens State Park while there for rowing or club activities.
MASTERS Members in this category are 27 years or older. Membership in this category entitles the member to use all club equipment (subject to club regulations), to store privately owned boats for a fee (see ARTICLE VII, SECTION 4 ) at the club's facility subject to availability, to attend and vote at regular club meetings, to attend club social activities, to compete in regattas under the name of the Tallahassee Rowing Club, and to receive a copy of all club correspondence.
ASSOCIATE Members in this category are ages 21 to 26. They have all rights and responsibilities as MASTERS members except they shall not be elected officers of the club.
COXSWAIN Persons volunteering to coxswain Tallahassee Rowing Club crew teams for training sessions or races may become COXSWAIN members by requesting such membership status in writing and meeting the requirements for membership. Anyone who rows regularly in club boats is not eligible for a COXSWAIN membership. COXSWAIN members will be classified by age as either MASTER (27 or older), ASSOCIATE (ages 21 to 26) or JUNIOR (20 or younger). Any person accepted as a COXSWAIN member has all rights and responsibilities of MASTERS members except as follows:
" All COXSWAIN class members are exempt from dues.
" ASSOCIATE and JUNIOR COXSWAIN members shall not hold office.
" JUNIOR COXSWAIN members are prohibited from participating in club
votes.
HONORARY An honorary membership is for individuals who have been active
members of the club for an extended period of time, who have made outstanding
contributions to the club and/or the sport of rowing, or who have made
any other outstanding contribution as deemed appropriate. Membership in
this category will be offered to individuals after a nomination to and
an election by the Board. Members in this category are not required to
pay an annual membership fee. Members in this category are entitled to
attend and vote at regular club meetings, attend club social activities,
compete in regattas under the name of the Tallahassee Rowing Club, and
receive club correspondence.
SECTION 2: APPLICATION
An individual may seek application for membership by filling out a waiver and membership form and providing payment of dues as required to the Treasurer of the Club. Approval by the Board and deposit of payment received into the club's account constitutes acceptance of membership. The Secretary is responsible for maintaining application forms, for processing the applications, and for ensuring that the Treasurer receives proper payment.
SECTION 3: VOTING
Master, Associate, and Honorary members are entitled to one vote on voting items at club meetings if their club dues are current (are not more than 30 days past due). Issues brought before the club for a vote are decided upon by a majority vote of members present unless otherwise stated.
SECTION 4: RESIGNATION
An individual who no longer desires to be a member shall instruct the Treasurer in such a manner that will give that officer prior notice of such intention. Any member is liable for payment of dues until such time as they notify the Treasurer of their resignation. Any dues owed must be paid through to the point the member resigned if the he/she wishes to re-join in the future.
SECTION 5: TERMINATION
An individual who does not abide by the Tallahassee Rowing Club Bylaws and Club Rules, does not abide by the rules and regulations pertaining to club equipment and facilities, or fails to pay club dues or assessments, shall have his/her membership revoked. Revocation of membership may only be accomplished by a majority of the Board after an investigation and hearing of why the member should be terminated. A member whose membership status is under investigation must receive written notice from the Board at least 10 days before revocation. A terminated member is not eligible for a refund of any annual dues, assessments, or other fees paid. In addition, the club may seek a reimbursement for damages from any member whose membership is terminated. Failure to make progress toward the payment of reimbursements determined by the Board for any damages from a terminated member may result in legal action by the Tallahassee Rowing Club.
SECTION 6: TEMPORARY SUSPENSION OF MEMBERSHIP
Under no circumstances will members be allowed to temporarily suspend membership for periods of less than 2 consecutive quarters. Request must be made to the Board prior to being excused from dues. Once a membership suspension is granted, the member may not row during that period. If the member does row at any time during the suspension period, the suspension is negated and the member is obligated to pay dues for the entire quarter in which he or she rowed. Any member may terminate his or her membership at any time by notifying the Treasurer, but if the member requests reinstatement with the next two quarters, approval must be given by a majority of the Board. In addition, the Board may temporarily suspend members for nonpayment of dues (See Article VII, Section 4). All past due dues must be paid if the member is to be allowed to rejoin the club.
SECTION 7: NEW MEMBERS
No more than two inexperienced members or guest rowers shall row together in the same four- person shell at any time unless supervised by the coaching chair or a coach approved by the coaching chair. No member shall be considered "experienced" who has less than six hours of club instruction, or approval from the coaching chair to row as an experienced rower. New rowers may purchase an initial one-month membership for $25 (subject to Sections 1 and 2), and thereafter may join the club in accordance with Section 1.
Members of area high school teams who cox Tallahassee Rowing Club boats may be allowed to row or cox as guests if supervised by a club coach or a club member who rows with them, provided that such coach or club member ensures that such guests sign appropriate waiver forms.
Under no circumstances is anyone allowed to row in club-owned boats if he or she cannot swim.
New members are required to receive instruction regarding club equipment, boat and dock safety, and safety procedures on the water by designated coaches before using any club equipment unsupervised. New members are not allowed to use club equipment unsupervised until cleared to do so by the coaching chair.
SECTION 8: DAMAGE ASSESSMENTS
Members are required to compensate for damages to any club equipment or facilities if it is determined by a majority of the Board that the damage is the result of inappropriate behavior or disregard for club rules or bylaws. The Tallahassee Rowing Club is not required to provide insurance for personal equipment.
SECTION 9: REGATTAS
When registering boats under the name of the Tallahassee Rowing Club
for participation in regattas, all rowers must be members in good standing
of the Club.
SECTION 1: MEETINGS
General membership meetings will be conducted at least twice per year, at a time and location designated by the President at least two weeks before the scheduled date of the meeting. A general membership meeting shall be convened at any time upon petition by two-thirds of the members. Board meetings will be conducted at least once per quarter at a time and location designated by the President at least two weeks before the scheduled date of the meeting. At a Board members request and with the approval of a majority to the attendees, Robert's Rules of Order can be invoked. The general membership will be notified of the place and time of all meetings by E-mail, newsletter, and/or telephone. Club members may attend and provide comments at Board meetings. An agenda will be developed by the President. Members may request that issues be included on the agenda. The agenda must include a minimum of the following items:
Call To Order
Treasurer's Report
Old Business
New Business
Announcements
Adjourn
SECTION 1: DEFINITIONS
1. The officers of the club shall consist of the President, Past President, President-Elect, Treasurer, and Secretary. The offices in order of hierarchy are President, President-Elect, Past President, Treasurer, and then Secretary. Meetings shall be presided over by the highest ranking officer present.
2. The Board shall consist of the officers and also three additional at-large members (collectively referred to as Board members). Each Board position shall be filled by a separate person. Board meetings shall be presided over by the highest ranking Officer present.
SECTION 2: NOMINATION
Nomination for Officers and at-large Board Members will be in November of each year. Nominations may be received from any member of the club. The President may prepare a slate of nominations for Officers and Board Members. Additional nominations may be taken from the floor during a general membership meeting prior to voting. (For the initial Board, nominations for at-large Board Members, and/or the slate, shall be made by e-mail no later than February 20, 2001.)
SECTION 3: ELECTIONS
Elections of Officers and at-large Board Members will be held after nominations have been made but prior to January 1st. (The initial at-large Board Members shall be elected by February 28, 2001.) A tie vote in any election will result in a re-vote for that office. To be elected as an Officer, an individual must win a majority of the votes cast by those members present and voting at a club meeting. A plurality shall be sufficient for at-large Board Members, which may be elected at a club meeting or via e-mail. Twenty-five percent of the general membership constitutes a quorum for electing Officers and at-large Board Members. When there are three or more nominations for an office, and after voting no one has a majority of the votes cast, a runoff between the top two candidates polling the most votes will be held. Newly elected Officers and Board Members will assume office on the first day of January following the election. The past years Officers are obligated to assist new Officers for a "transition period" of three months.
SECTION 4: VACANCIES
If an Officer or Board Member resigns or is otherwise unable to serve for whatever reason, an election will be held as expeditiously as practical in order to fill the vacated position. If the vacated office is that of the President, the President-Elect may assume the role of President for the remaining term of the vacating President in addition to the term he/she was originally elected to serve. If the President-Elect declines or is unable to serve, he/she shall preside over meetings until such time as an interim President is elected. If the President-Elect is unable to preside, then the next officer in hierarchy presides.
SECTION 5: DUTIES OF OFFICERS AND BOARD MEMBERS
1. The President will be responsible for the following duties:
(A) Preside over all general meetings and Board meetings.
(B) Select for appointment and confirmation by the Board any special committees.
(C) Interpret the Bylaws and Club Rules and settle all disputes as to the meaning of the bylaws and Club Rules. Appeal of any interpretation by the President may be made in writing to the Board. A vote of the Board will be necessary to overturn an interpretation by the President.
(D) Represent the club in all official functions with the local community, and with all individuals and organizations conducting business with the club.
(E) Sign checks and make deposit of club funds in absence of or in addition to the Treasurer.
(F) Serve as a member of the Board.
(G) Create and preside over any special committees as necessary to achieve the club's stated goals.
2. The President-elect will be responsible for the following duties:
(A) Preside over general meetings and Board meetings in the absence of the President.
(B) According to the President's discretion, preside over any committees to ensure their objectives are met.
(C) Prepare as necessary to succeed the President in the following year.
(D) Prepare year-end budget reconciliation with the Treasurer.
(E) Serve as a member of the Board.
3. The Past-President will be responsible for the following duties:
(A) Preside over the general meetings and Board meetings in the absence of the President and the President-elect
(B) According to the President's discretion, preside over any of the committees to ensure their annual objectives are met.
(C) Serve as a member of the Board.
4. The Treasurer will be responsible for the following duties:
(A) Collect donations, annual dues, and assessments in a timely fashion
according to the rules outlined in Article II and maintain an accounting
of which period each member's payments cover.
(B) Ensure that an accurate list of active members is maintained.
(C) Deposit all funds received in the club's checking account or savings account.
(D) Pay all obligations appropriately incurred by the club, including
reimbursements to club members for expenditures, only if proper approval
has
been obtained and only if appropriate receipts/bills are provided.
(E) Expenditures are considered approved by the following procedure:
" Payments over $200 for equipment, repairs, or other expenditures
shall be approved by a majority of the Board.
" Expenditures of less than $200 for equipment shall be approved
by the President or his designee for such purposes.
(F) Provide at each Board meeting a reconciliation of the current bank statement against club records, the most recent monthly bank statement, and the dues record for members.
(G) Prepare a budget, including projected expenditures, during the first quarter of each year.
(H) Prepare a financial statement at the end of the calendar year showing at a minimum the current balance in the treasury, annual receivables and payables, and short and long-term debt obligations.
(I) Provide, upon the request of any member, detailed information regarding the expenditures of the club.
(J) Make recommendations as to the soundness of proposed expenditures as the need arises.
(K) Serve as a member of the Board.
5. The Secretary will be responsible for the following duties:
(A) Take minutes of all general and Board meetings. Minutes of all such meetings shall he recorded and filed. A copy of all minutes shall be provided at the subsequent meeting and made available to any member upon request within a week of the meeting.
(B) Maintain a copy of all records, documents, and correspondence sent or received by the club during the calendar year.
(C) Correspond with members, other clubs, the United States Rowing Association, community groups, and other interested parties and individuals on matters of club business and activities.
(D) Maintain the club's library of educational resources, to include tapes
and articles of interest, and develop rules for usage.
(E) Ensure that all club members have signed waivers, and maintain such
waivers on file.
(F) Maintain a listing of historical race performances by the Tallahassee
Rowing Club for the benefit of the members which shall include the race,
date, members of the boat, actual time, handicap, adjusted time, number
of boats in the race, place finished, the winning time and if possible
a description of the rowing conditions.
(G) Serve as a member of the Board.
6. Board Members shall:
(A) Meet at least four times per year, at times and locations to be determined by the President, provided that at least five Board Members must be present to conduct a meeting and that prior notice to all Board meetings shall be provided to the general membership.
(B) Take action on issues concerning equipment and facilities; fund raising, sponsorship, and merchandise; coaching; publicity and communications; special assessments; racing; the bylaws; and membership. The Board may act on these and other issues only upon an affirmative vote of at least five Board Members.
SECTION 6: REMOVAL OF OFFICERS
Upon the motion of 2/3rd's of the members present at any general meeting, any Officer may be recalled and his/her official capacity and responsibility terminated immediately. At the next general meeting after the recall vote, to be convened within two weeks, a new election shall be help pursuant to Section 3.
SECTION 1: DEFINITION
The President and Board may establish special committees, or assign specific responsibilities, including the following:
(1) Membership
(2) Equipment and Facilities
(3) Historical
(4) Fund Raising, Sponsorship and Merchandising
(5) Coaching
(6) Publicity and Communications
(7) Social
(8) Race Coordinator
SECTION 2: APPOINTMENTS TO CHAIRS
Any appointments for special responsibilities or committee chairs shall be made by the President, subject to confirmation by the Board. One person may chair more than one committee.
ARTICLE VI - DUTIES OF COMMITTEES :
SECTION 1: EQUIPMENT & FACILITIES (Committees: exec, mem, equip, hist,
funds,
coach, publicity, social, races, past - pres)
The equipment and facilities chair shall be responsible for the following:
(1) Disseminate to the members any rules established by the Board as to use of club equipment.
(2) Make recommendations to the Board as to equipment needs.
(3) Make recommendations to the Board as to purchase or sale of club equipment.
(4) Acquire and dispose of Club equipment per approval of the Board.
(5) Maintain inventory of club equipment.
(6) Keep equipment in repair and do so in a timely manner.
(7) Conduct work sessions.
(8) Conduct classes on repair and maintenance of equipment as deemed appropriate.
(9) Report to the Board, violations of rules on using equipment and recommend necessary action.
(10) Inform the Board when equipment is damaged.
(11) Maintain the physical appearance of the docks, and grounds.
(12) Maintain and supervise the storage of all club and private equipment.
SECTION 2: COACHING
The coaching chair shall be responsible for the following:
(1) Consult with boat captains regarding training needs.
(2) Qualify members to use designated club equipment according to skill levels.
(3) Supervise use of club equipment.
(4) Maintain list of qualified rowing instructors and phone numbers.
(5) Ensure that all members of the club are able to swim.
SECTION 3: RACE COORDINATION
The race coordination chair shall be responsible for the following:
(1) Develop and coordinate the list of possible races for the year.
(2) Ensure that members pay for all expenses for which they are responsible.
(3) Coordinate and communicate with other clubs and teams.
(4) Coordinate transportation for boats, arrange for lodging, and tend to other logistical issues related to regattas.
ARTICLE VII- PAYMENT OF DUES AND ASSESSMENTS:
SECTION 1: DUES
Annual dues are to be paid, preferably in full by January 1st of the current year according to membership categories, but may be paid by the quarter according to the amounts specified in ARTICLE II. Dues are due the first day of the period for which they apply. The Treasurer shall maintain an accounting of whether members are up to date. Any member joining at mid year or mid quarter shall have his or her dues pro-rated accordingly.
Any member requesting a break in membership, the excusing of dues, or other reasonable request relating to the payment of dues shall request approval from the Board.
SECTION 2: SPECIAL ASSESSMENTS
The Board may determine that an assessment, in addition to membership dues, is required for the club to meet its financial obligations. Assessment amounts and due dates are determined as deemed appropriate by the Board and must be approved by a majority of the members voting at a meeting.
SECTION 3: BOAT STORAGE FEES
Any annual boat storage fees are to be paid in full on the 1st day of the period for which they apply. Members wishing to extend payment or develop a payment schedule must receive approval from the Treasurer. A record of alternative payment schedules by any member must be maintained by the Treasurer. The Equipment and Facilities Committee Chair shall make recommendations to the club as to appropriate fee schedules for private boats using racks owned by the Tallahassee Rowing Club. Fees for boat storage shall be maintained by the Equipment and Facilities Chair and included in the Club Rules.
SECTION 4: SUSPENSION FOR NON - PAYMENT OF DUES
If after thirty (30) days from payment due date, payment is not received in full, or in accordance with ARTICLE VII, SECTION 1, a member will be placed on suspension. A member on suspension loses all club and boat storage privileges. To be reinstated as an active member, a suspended member must pay all back dues for the year. If a member has not become current within sixty (60) days of the due date, the Board will proceed with termination procedures. (See ARTICLE II, SECTION 5)
SECTION 5: DEVIATIONS
Any deviation of the above must be approved by the Board.
ARTICLE VIII - AMENDMENTS TO BY-LAWS & CLUB RULES:
SECTION 1: PROCEDURE FOR PROPOSED AMENDMENTS
Changes, revisions, additions, or alterations of the Tallahassee Rowing Club Bylaws or Club Rules must be submitted in writing at a scheduled general meeting and scheduled for discussion. Amendments to the Bylaws and Club Rules may only be approved by the Board. If changes to the bylaws are approved by the Board, the Secretary is required to incorporate the changes and inform the general membership at the next meeting.
Approved: July 30, 1998
Amended: February 19, 2001
Amended: March 26, 2003