Charlottesville Track Club
P.O. Box 495
Charlottesville, VA 22902
Phone: (434) 293-6115 
Fax:(434) 293-0669

 

 

 

 

 

 

 

 

CTC By-laws

ARTICLE 1--TITLE

The name of this organization shall be the Charlottesville Track Club, hereafter referred to as the CTC.

ARTICLE 2--PURPOSE

The purpose of this organization is to promote safe recreational and competitive running activities for the Charlottesville community. The CTC will provide guidance, facilities, and volunteers for road racing and track events that raise funds for, or provide recognition of, charitable organizations.

ARTICLE 3--MEMBERSHIP

A) The membership of this organization shall be open to all persons interested in running and in sponsoring running events.

B) All applications for membership and membership renewals must be submitted in writing to the CTC membership chair.

C) All memberships are effective immediately upon payment of dues. All privileges and obligations of membership in the CTC begin at this time with the following exception: members are eligible for prizes that are awarded to CTC members only after they have been members for a full month.

D) Membership and associated benefits shall terminate upon the following conditions:

1) failure to pay dues according to Article 4;
2) submission of a written resignation from the CTC.

E) For voting purposes, membership is divided into the following classes:

1) single person, one vote;
2) family, two votes.

ARTICLE 4--DUES

A) Membership dues shall be assessed annually according to the following classes:

1) single membership--$15;
2) family membership (two or more related family members)--$20;
3) student membership--$12;
4) sponsoring membership--$25.

B) Dues shall be paid annually by June 1 of each year. Members who join after January 1, but before April 1, must pay dues prorated at one-half the appropriate class rate; members who join after April 1 must pay the yearly membership dues, but they will retain membership until June 1 of the following year.

C) No refund of dues will be made for any reason to any member upon separation from the CTC.

D) Failure to pay dues will result in termination of CTC membership. Membership may be reinstated at any time upon payment of the appropriate dues.

E) The CTC board reserves the right to review and adjust membership dues in order to cover the normal operating expenses of the CTC.

ARTICLE 5--FUNDS

A) The CTC shall not be operated for a profit.

B) The source of funds for the CTC shall be money received from member dues, equipment rental, donations, and race registration fees.

C) The funds of the CTC shall be used to pay all obligations and operating expenses of the organization and to make contributions to charitable organizations as voted on by the board. Equipment rental fees are set by the board each year. Organizations that return a portion of their registration fees to the CTC are eligible for a waiver on equipment rental fees.

ARTICLE 6--BOARD OF TRUSTEES

A) The Board of Trustees shall consist of seven members elected from the full membership, four of whom will serve as officers and three of whom will serve as standing committee chairs.

B) The officers of the board shall be president, vice president, secretary, and treasurer. They shall be elected by the board.

C) The Board of Trustees is ultimately responsible for

1) carrying out the provisions of these bylaws;
2) coordinating and supporting the activities of the standing committees;
3) ensuring the financial solvency of the CTC;
4) supervising and approving the CTC budget;
5) ensuring the equitable distribution of funds and efforts among the various activities coordinated by the CTC, including but not limited to the issues of race sponsorship and charitable donations;
6) maintaining the good standing of the CTC within the community.

D) Board members shall be elected for two-year terms. There is no limit on the number of terms a board member can serve. Terms begin in October 1, following elections during the summer. Members may submit nominations for the board during January and February, and ballots will be mailed to members with their dues notice. Results will be announced in the late summer/early fall newsletter.

E) Board members will serve staggered terms. They will be elected in blocks of three and four in alternate years. Those nominees receiving the highest vote totals are elected to fill the number of vacant seats.

F) The president can appoint new board members, after consultation with the board, if a member leaves.

ARTICLE 7--OFFICERS

A) The duties of the president include but are not limited to the following:

1) preside at all CTC meetings;
2) oversee CTC operations;
3) act as primary liaison to the community;
4) work with the treasurer to prepare an annual budget of income and disbursements.

B) The duties of the vice president include but are not limited to the following:

1) act in place of the president as necessary;
2) succeed the president if necessary;
3) oversee action of standing committees;
4) oversee equipment concerns;

C) The duties of the secretary include but are not limited to the following:

1) record minutes of board meetings and distribute them to board members before their next meeting;
2) provide minutes for publication in the CTC newsletter.

D) The duties of the treasurer include but are not limited to the following:

1) assume responsibility for all deposits of funds;
2) issue all checks for payment of properly executed claims;
3) keep orderly, current, accurate records of all funds received and disbursed;
4) provide a synopsis of expenditures and income at each board meeting;
5) provide a written accounting of the financial status of the CTC at the annual meeting;
6) work with the president and the board to draw up a budget.

ARTICLE 8--STANDING COMMITTEES

A) The standing committees of the CTC board will be the Membership Committee, the Race Committee, and the Public Relations and Special Events Committee.

B) The functions of the Membership Committee include but are not limited to the following:

1) maintain an accurate membership roll;
2) provide membership information to the community;
3) recruit new members.

C) The functions of the Race Committee include but are not limited to the following:

1) coordinate summer track meets;
2) coordinate summer fun runs;

D) The functions of the Public Relations and Special Events Committee include but are not limited to the following:

1) act as a liaison between CTC and community race directors on issues of scheduling, race assistance, etc.
2) to promote the CTC and CTC events through the media;
3) to provide nonrunning activities for the community and the general membership such as trash pickups, banquets, etc.

ARTICLE 9--MEETINGS

A) An annual meeting of the full membership shall be held at the awards banquet, which will be held at the beginning of each calendar year. At this time, new board members will be installed and the budget will be reviewed and ratified

B) The board will meet at least four times a year. All board meetings are open to the general membership. The time and place of the meetings as well as the agenda and minutes of the previous meeting will be published in the CTC newsletter.

C) In the event that less than seven board members are in attendance at a meeting, a quorum shall be established if five members are present including the president or the vice president. Proxy votes and comments on matters on the agenda may be submitted in advance to the secretary. These votes can be used to establish a quorum for those issues. New business cannot be voted upon in the absence of a quorum.

ARTICLE 10--BENEFITS

CTC membership benefits include discounts on race registration fees for cooperating local races, the CTC newsletter, discounts at local sporting goods stores, the CTC calendar, and reduced equipment rental rates.

ARTICLE 11--CTC RACE COSPONSORSHIP

In accordance with its purpose, the CTC provides charitable organizations with assistance and guidance in planning and directing of their running events. The CTC will cosponsor a certain number of events, to be determined by the board, each year. The following conditions will prevail at CTC-cosponsored races:

A) The CTC will provide major assistance with race planning, provision of equipment, volunteer recruitment, and director training. The CTC will make efforts to promote the race.

B) The CTC will act as a full partner in the presentation of the race and, as such, assumes joint responsibility and liability for the safe conduct of the race.

C) The CTC will be listed as a cosponsor on all race literature. CTC-cosponsored races are required to carry the appropriate insurance, and the CTC may assist the organization in carrying such insurance.

D) The CTC will receive a fee for each registered runner, but will waive equipment rental fees (the Board reserves the right to waive race fees in cases of extreme financial hardship).

E) The CTC reserves the right to drop a race from its list of cosponsored events.

The level of assistance provided for all nonsponsored events will be determined by the race's director and the chair of the Race Committee. Equipment fees will not be waived, and the CTC will not be considered a full partner for these races and will not assume any liability for the event.

ARTICLE 12--AMENDMENTS

Amendments to the bylaws require approval of two-thirds of the voting membership.