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CHISHOLM TRAIL RIDING CLUB
BY-LAWS
ARTICLE I: OBJECTIVES
A. The Chisholm Trail Riding Club (CTRC) is a RIDING CLUB only;
it does not claim to be
a Motorcycle Club (MC) in any way. The Chisholm Trail Riding Club is a
motorcycle riding group who wants to ride for the thrill of riding; operating
with the sole purpose of promoting good, clean and safe riding activities. Each
member participates in activities solely by choice and participation itself
relinquishes any responsibility of CTRC as an organization for any and all
liabilities resulting in participation in any riding club-related event or
activity. All activities and events must comply with any and all state or local
laws and ordinances. CTRC welcomes motorcycles of all makes and models.
Chisholm Trail Riding Club is based in Killeen supporting the communities of
the Central Texas area.
ARTICLE II: MEMBERSHIP
A. Active members:
An applicant becomes an active member after approval by the executive board and
payment of dues. After becoming an active member it will be expected that the
individual make all attempts to support the riding club in all planned events
and/or activities, above and beyond that of the other listed types of
memberships. This is to include planned rides and scheduled meetings. Active
members may be removed from this status by personal request or by failure to
meet the standards set forth by the by laws. Active members will have voting
rights on issues presented to them by the executive board. Active members must
maintain full paid membership. Upon receiving the paid membership they will be
issued the Chapter (front) patch, and the Riding Club back patch. The patches
issued to them are club property.
B. Charter members:
charter member describes the membership of the first founding members on the
riding club. The members will be given a Charter Member patch to go under the
small chapter patch worn on the front of the vest. Charter members will have
voting rights on issues presented to them by the executive board.
C. Honorary members:
this membership may be bestowed upon any individual, to include deceased past
members. This honor is reserved for those who have demonstrated a staunch
support for the purpose, goals, and activities of the riding club. All Honorary
members must be approved by the executive board. Honorary members have no
voting rights. These members will not be issued a back patch but the executive
board may vote to present them with a chapter patch.
D. Discharged membership:
Discharged membership will be described by the following titles. The following
are non-paid memberships, and non-voting memberships.
1. Honorable Discharge:
Member who has left the riding club in good standing, and may return to desired
membership status. This member must turn in the issued patches.
2. Retired membership:
Must have been an
active member in good standing who has retired from the riding club. Upon
retirement this member may retain the issued patches.
3.
Dishonorable Discharge: Member who has been separated from the riding
club under less than honorable conditions. This member must turn in the issued
patches.
E. Applicants:
An individual who wishes to become a member of CTRC shall fill out an
application. The application will be presented to the executive board for a
vote at the next quarterly meeting. Upon approval, the application will be
turned over to the membership coordinator and treasurer for collection of
membership dues. Upon completion, the applicant will be issued CTRC patches as
an Active Member.
F. Code of Conduct:
1.
The Chisholm Trail Riding Club in involved in supporting the surrounding
communities. Members who attend events or are wearing the CTRC patches
represent the club in the public eye. Members shall represent CTRC in a
positive manner. Member shall abide by the following guidelines:
a.
Keep it clean – Each member is expected to conduct himself as a human being.
Some places require conduct that would not upset grandma. Other places are
almost 'anything goes;’ know the difference. We are a family oriented riding
club and members should tailor their behavior to the situation.
b.
Keep it safe – Members shall be familiar with the rules and keep their safety
and the safety of others in mind, for example, no “hot-dogging,” no changing
lanes before it is safe, no DWI, no lane blocking or any other “stunts.” Follow
the rules set out by the safety officers.
c.
Keep it Legal -- No criminal activity is tolerated. Obey laws and ordinances.
d.
CTRC reserves the right to exclude a rider from a particular group ride based on
the safety of the group (i.e., reckless behavior, intoxication, etc.).
e.
What a member does when not on a CTRC ride or not wearing the CTRC patch, for
the most part, is none of CTRC’s concern. The riding club does, however, take
"Don't give the riding club a bad name" quite seriously.
2.
Disciplinary Action:
If a member violates the code of conduct, discipline will be based on the
totality of the circumstance and may range from a verbal warning to termination
of membership (only for just cause).
Recommendation for termination of membership must be by vote of the executive
board. Other serious violations or repeated violations may be brought to vote
by the executive board upon approval of the President.
G Provisions for changing membership status:
any membership may be withdrawn by the member, or may be terminated for just
cause by the executive board.
H. Age requirements:
Members must be 18 years of age to operate a motorcycle without supervision
during events. Any member under the age of 18 must have a parent or guardian
who is a member of this riding club, and must attend the event with the minor.
The parent or guardian is responsible for the minor’s conduct during events.
ARTICLE III: OPERATIONS
A.
The endeavors of this riding club shall be directed toward the above objectives
and its programs shall be developed through the executive board, committees, and
approved projects.
B.
CTRC will cooperate with other like-groups, as needed.
C.
All financial and administrative records will operate on the calendar year
January 1 through December 31. This may be altered, if the need arises due to
circumstances.
D.
All monies pertaining to this riding club will be deposited in, and withdrawals
made from a bank account under the legal name of "Chisholm Trail Riding Club" in
a designated local bank. The executive board will vote on and elect a
treasurer.
1.
Bank account signatures will include the treasurer, president and one other
member of the executive board. If any of the members on the signature card
leaves the executive board, he must also remove his name from the account at the
bank, and any new appointed person must add his signature at the bank.
2.
All disbursements of funds must be approved by the executive board. The
executive board will have the ability to spend up to $100.00 in an emergency
situation, or to purchase supplies for daily operations. The $100 will be kept
as petty cash by the treasurer with the appropriate documentation on any
expenditure.
ARTICLE IV: CTRC ACTIVITIES
A.
Activities approved by the executive board shall be in keeping with the spirit
of Article 1 (Objectives).
B.
Any active member in good standing may discuss with executive board about
attending any event, particular ride or trip, and any fund raiser. However,
only the executive board will be able to enter into a contract, verbal or
otherwise. All requests for participation will be forwarded to the executive
board, and then, if needed, to the membership for a vote.
ARTICLE V: SOURCES OF INCOME
A. Dues:
The Riding Club will require yearly dues from its members, which are non-
refundable.
1.
Individual dues will be set at $25.00 annually. Initial membership dues include
one chapter patch, and one Chisholm Trail Riding Club back patch.
2.
Family membership will be $35.00 annually, regardless of the number in the
family. The initial family membership dues will include two chapter patches,
and two Chisholm Trail Riding Club back patches.
a.
Children in the family who attain the age of 18 must pay individual dues.
3.
Dues structure may be adjusted by vote of the executive board.
4.
Annual dues are payable January 1 of each year. If not paid by April 1, the
member will be dropped from the membership list. That member will be notified by
the Membership Coordinator that he has been removed from the membership list.
If the member subsequently pays the annual dues, he becomes eligible for
reinstatement upon approval of the executive board.
B. Donations:
Donations will be accepted from individuals, organizations and clubs and will be
turned in to the treasurer for deposit into the CTRC account.
C. Fund-raising:
Events are approved by the executive board and membership. All funds shall be
turned into the treasurer for deposit into the CTRC account.
D. Sales:
Sale of promotional items shall be approved by the executive board. All funds
shall be turned into the treasurer for deposit into the CTRC account.
ARTICLE VI:
THE
CTRC GOVERNING BODY
The Governing Body consists of the Executive Board and the General Board.
A. Executive Board:
The executive board is the main governing board that runs the daily affairs of
the riding club. The Executive board members will wear the CTRC back patch and
no other club back patch. This executive board is made up of the following
officers:
1.
President: the President is the leader of the riding club. He will
officiate at all meetings at which he is present. The President will keep the
membership informed of any activity the riding club is involved in. The
president will assign duties to other officers and members as necessary. He may
appoint committees to assure the smooth operation of the riding club.
2. 1st Vice President:
the Vice President will assume the duties of the president when the president is
not present. He will assist in all functions of the president and support the
smooth operation of the riding club. He will coordinate the different committees
and generate feedback to the president.
3. 2nd Vice President:
the Vice President will assume the duties of the president when the president is
not present. He will assist in all functions of the president and support the
smooth operation of the riding club. He will coordinate the different
committees and generate feedback to the president.
4. Sergeant at Arms:
The Sergeant at Arms (SA) maintains the proper order and decorum at all
meetings and functions. He will report directly to the president or vice
presidents in the president’s absence. He will have the authority to remove any
member who refuses to maintain the proper demeanor during any meeting or
function. The SA may maintain records of a member’s disruptive behavior for
future reference or disciplinary action. He will assist the president and vice
president in any other capacity as needed.
The Sergeant-at-Arms is responsible for the set up and
order of business at meetings. Before the meeting, the SA should meet guests or
visitors and introduce them to other members of the board. He determines that
those present for meetings are authorized according to the by-laws. During the
meeting, the SA assures order, taking action when required to restore order, and
follows any directions from the presiding President.
The Sergeant-at-Arms (SA) will make arrangements for local
meetings.
5. Lead Road Captain: The
Lead Road Captain is over all other appointed Road Captains. He is
responsible for recommending nominations of potential Road Captains to the
executive board. The Lead Road Captain is responsible for training his Road
Captains.
During group rides, the Road Captain must be aware of the
length of the formation and must gauge passing, merging at highway entrances and
exits, etc., to allow for maximum safety and keeping the formation together. He
must make sure that there is enough time and space for the formation to get into
the appropriate lanes. All directions come from the Road Captain, who should be
knowledgeable of the planned route and stops, as well as alternate routes and
stopping points. When leading a formation, the Road Captain makes all decisions
regarding lane changes, stopping for breaks and fuel, closing of gaps, turning
off at exits, any concerns about road conditions ahead, accepting or rejecting
radioed messages from other individuals, etc. No member riding in the formation
will assert himself independently without direction from the Road Captain.
6. Lead Tail Gunner: Lead
Tail Gunner is over all other appointed Tail Gunners. He is responsible for
recommending nominations of potential Tail Gunners to the executive board. The
Lead Tail Gunner is responsible for training his Tail Gunners.
The Tail Gunner serves as the eyes of the Road Captain.
He watches the formation and informs the Road Captain of any potential problems
within the group. The Tail Gunner watches traffic, and informs the Road Captain
(and anyone else with radios) of hazardous conditions approaching from the rear,
such as vehicles trying to cut into the formation and large trucks passing with
potentially dangerous wind blasts. He will watch for merging lanes, and will
capture a lane (or stay in a lane just vacated by the group) in order to "close
the door" on other vehicles that may otherwise find themselves trying to merge
into the formation. At the Road Captain's request, the Tail Gunner changes
lanes before the formation, to secure the lane so the formation can move into
it.
7. Lead Safety Officer:
Lead safety officer is over all other appointed safety officers. He is
responsible for recommending nominations of potential Safety Officers to the
executive board. The Lead Safety Officer is responsible for training his Safety
Officers.
The Safety Officer shall focus on the safety of the riding club. He instructs
riders on the safety operations of the riding club, as well as those set by the
department of public safety. If the Safety Officer observes any dangerous act
or violation of the law, he will instruct the individual not to commit such an
act. The Safety Officer will notify the Sergeant at Arms of violations. If the
same member repeats the act or commits other dangerous acts, the Sergeant at
Arms and Lead Safety Officer will report the behavior to the executive board for
a proper resolution. The Safety Officer shall have a working knowledge of the
basic safe operation of a motorcycle.
8. Secretary: The
secretary will handle all correspondence and note taking, be responsible for all
CTRC meeting minutes, and will provide a summary of the previous minutes at each
meeting. This will insure that all riding club business is properly documented.
9. Treasurer:
The Treasurer will be responsible for tracking all money-related issues. He will
provide a treasurer’s report at meetings. The Treasurer will maintain detailed
records of incoming and outgoing funds.
B. General Board: The
general board is made up of the officers assigned to leadership positions, to
assist the executive board with the many operations of the riding club. The
general board is made up the following officers:
1. Road Captains: The
Road Captain must be aware of the length of the formation and must gauge
passing, merging at highway entrances and exits, etc., to allow for maximum
safety and keeping the formation together. He must make sure that there is
enough time and space for the formation to get into the appropriate lanes. All
directions come from the Road Captain, who should be knowledgeable of the
planned route and stops, as well as alternate routes and stopping points. When
leading a formation, the Road Captain makes all decisions regarding lane
changes, stopping for breaks and fuel, closing of gaps, turning off at exits,
any concerns about road conditions ahead, accepting or rejecting radioed
messages from other individuals, etc. No member riding in the formation will
assert himself independently without direction from the Road Captain. There
shall be at least one road captain per every 10 members.
2. Tail Gunners: The
Tail Gunner serves as the eyes of the Road Captain. He watches the formation,
and informs the Road Captain of any potential problems within the group. The
Tail Gunner watches traffic, and informs the Road Captain (and anyone else with
radios) of hazardous conditions approaching from the rear, such as vehicles
trying to cut into the formation and large trucks passing with potentially
dangerous wind blasts. He will watch for merging lanes, and will capture a lane
(or stay in a lane just vacated by the group) in order to "close the door" on
other vehicles that may otherwise find themselves trying to merge into the
formation. At the Road Captain's request, the Tail Gunner changes lanes before
the formation, to secure the lane so the formation can move into it. There shall
be at least one tail gunner per every 10 members.
3. Safety Officers: The
Safety Officer shall focus on the safety of the riding club. He instructs
riders on the safety operations of the riding club, as well as those set by the
department of public safety. If the Safety Officer observes any dangerous act
or violation of the law, he will instruct the individual not to commit such an
act. The Safety Officer will notify the Sergeant at Arms of violations. If the
same member repeats the act or commits other dangerous acts, the Sergeant at
Arms and Lead Safety Officer will report the behavior to the executive board for
a proper resolution. The Safety Officer shall have a working knowledge of the
basic safe operation of a motorcycle.
4. Membership Coordinator: The
Membership Coordinator will maintain a membership roster, to include names,
addresses and phone numbers (as well as emergency contact numbers, when
provided) of all members. He will also record the date each member joined. He
will communicate new member names to the Webmaster for timely update of the web
site. The Membership Coordinator shall notify all members when dues are payable
(and overdue). He shall work with the Treasurer in reference to membership paid
status. The Membership Coordinator will notify all members when a new member
has joined the riding club.
5. Web Master:
The Webmaster maintains and updates the website in a timely manner. He works in
conjunction with the Membership Coordinator.
6. Public Relations:
The PR Representative coordinates with local media in reference to riding club
events and community activities.
7.
Chaplain:
The Chaplain focuses on the spiritual needs of the riding club members. He is
also available to the club members during times of stress or personal tragedy.
The Chaplain shall be notified of all injuries or deaths so he can make himself
available to the affected members.
C.
Appointments and dismissals.
All persons remain in the appointed positions until they voluntarily vacate or
are removed for cause.
1.
Appointment of the President:
The outgoing President will nominate a current Vice President as his
replacement. If neither of the Vice Presidents accepts the nomination, the
outgoing President may nominate any other executive board member. The executive
board will then vote to accept or reject the nomination. If rejected, the
executive board shall nominate another person from the executive board for
President. The executive board shall vote on the final nominee. When the
nominee for President is voted in, the executive board shall appoint him as
President.
2.
Appointment of Vice President(s):
Upon the vacancy of the VP position, the President will nominate a member of the
executive board for the position. If the nomination is accepted, the executive
board shall vote. Upon passing, the President will appoint the person as VP.
3.
Appointment of Officers to the Governing Body
(Executive Board and General Board). The President and the Vice Presidents will
receive nominations from the membership for the vacant positions. Accepted
nominations will be reviewed by the Governing Body. The Governing Body will
vote on all vacant positions. Based on the outcome of the voting, the President
will appoint the winners to the vacant positions.
4.
Temporary Appointments:
In the event of an unexpected or temporary vacancy, the President and Vice
President may make an interim appoint until the person returns or the vacancy
can be filled.
5.
Appointment Dismissals:
If any member of the governing body feels that, due to personal reasons or
illness, he can not fulfill his duties, he needs to inform the executive board
that he needs to be relieved of his duties. If a member of the governing body
is not fulfilling his duties as assigned, the executive board shall meet and
vote to make any necessary personnel changes in the best interest of the riding
club.
ARTICLE VII: PROCEDURES FOR AMENDING THE BYLAWS
A.
Any Active Member may recommend changes or additions to the bylaws by submitting
the proposed change in writing to the governing body. The governing body will
review the change and present it to the executive board for a vote.
B.
The bylaws will be reviewed annually.
ARTICLE VIII: VOTING
A.
All eligible voters must be given reasonable notice of all matters up for vote.
B.
Voting members must be at least 18 years old.
C.
Unless otherwise indicated, voted issues will pass by a majority vote (more than
50%) of the eligible voting members (executive board, general board or
membership).
D.
If less than half of the eligible voters are present on a notified voting issue,
an issue can pass by 75% of the eligible voters who are present at the vote.
E.
Proxy Voting: In the occasional instance when a voter who is eligible to vote
on an issue is unable to attend a vote, he may authorize another person, who is
also eligible to vote on that issue, to vote by proxy. Proxy voting will be
counted only if the eligible voter notifies the President or Vice President of
the reason for his absence and who has his proxy vote. An eligible voter can
only hold one proxy vote.
ARTICLE IX: ASSETS
The assets of the Chisholm Trail Riding Club are irrevocably dedicated to the
purposes for which the riding club is organized. Upon dissolution of the riding
club , after paying or making provisions for payment of all liabilities of the
riding club, the Chisholm Trail Riding Club will dispose of any remaining assets
through a charity of the governing body's choosing.
ARTICLE X: THE CHISHOLM TRAIL RIDING CLUB NAME
The name "Chisholm Trail Riding Club" and names of any member in his official
capacity as a CTRC member shall not be used without the consent of the executive
board, or the individual official. The name and logo of the Chisholm Trail
Riding Club are the property of the Chisholm Trail Riding Club and shall not be
used or reproduced without permission from the Riding Club. Upon separation
from the riding club, any individual shall cease to use or display the name,
logo or patches of the Chisholm Trail Riding Club, unless approved by the CTRC
executive board.
ARTICLE XI: PATCHES
Active Members will be issued patches as described in Article V. The patches
are the property of the Chisholm Trail Riding Club. Extra patches may be
purchased at the cost of $15.00 for one Chapter patch, and $25.00 for one
Chisholm Trail Riding Club back patch.
A. Chapter patch: The
chapter patch is a small, oval 3" x 4" patch with the Chapter coat of arms. This
patch is to be placed anywhere on the right front of the vest. This patch may
be worn by any active member, regardless of age.
B. Charter Member patch: This
patch is to be placed directly below the Chapter patch; as the two patches are
made to fit together. This patch may only be worn by Charter (founding)
Members.
C. Chisholm Trail Riding Club back patch: This
patch is a single, 10"x 11" patch, which is to be worn on the back of the vest
in the upper center of the vest. No rockers or other similar type of patches
will be added to the back of the vest that make the back patch look in any way
like a three-piece patch. The CTRC back patch can only be worn by active
members who are at least 18 years old.
D. Officers patches: Officers
will wear a patch that designates their official position, (President; Vice
President, etc.). The patch is to be worn on the front upper right or left side
of the vest.
E. Road name patches:
This patch is a road name given to member by the executive board. This patch
should be worn on the front upper right or left of the vest. This name is given
to the member in the spirit of fun and camaraderie; it is not intended to offend
or degrade a member. Any member may recommend a road name for another member to
the executive board. The Club may purchase and present the first road name
patch.
ARTICLE XII: MEETINGS
The governing body will meet on a quarterly basis. However, a member of the
governing body may request additional meetings by contacting the President, as
deemed necessary.
A. Executive Board Meetings:
These meetings are for the executive board members only; no other member is
allowed, unless approved by the President. Only the executive board members are
eligible to discuss and vote on an issue brought up in the meeting. Any guest
at the meeting has no discussion or voting rights. The execute board will meet
throughout the year as deemed necessary by the President.
B. Governing Body Meetings:
The Governing Body shall meet quarterly. All members are welcome to discuss
issues; however, only Governing Body members have voting rights. The Governing
Body may meet more often, as deemed necessary by the President.
C. Club Member Meetings: These
meetings are for the entire CTRC membership to discuss any matters and future
events. Members who wish to present their views may do so when recognized by
the officer directing the meeting. All members have voting rights on issues,
which pass by a majority vote.
End of the By-Laws for the Chisholm Trail Riding Club.
Reviewed/updated: January 2008
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