Club Constitution and Bylaws

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ROCKET CITY CHAIN GANG CONSTITUTION AND BYLAWS

Ratification Date: January 15, 2009

Ratification Statement

This Constitution and Bylaws are open for ratification by persons that will therefore agree to and comply with this document as written. Those who initially ratify this document shall then be considered Members of the Rocket City Chain Gang without having to petition the club as indicated in section III. However, members may be subject to dues as approved by the Executive Board. Legend members will be exempt from any required dues (see section IV). This document will be made available for ratification to all persons past and present that were considered members of the Rocket City Chain Gang.

This section will have no significance after ratification and will be removed automatically from the document upon ratification.)

I.Mission

The mission is to promote disc golf and encourage good spirit and competition among disc golfers. The “Rocket City Chain Gang,” also known as the “Chain Gang” and the “RCCG,” shall maintain an organized framework for accomplishing tasks and presenting activities which further the goals of the organization. Through its members the Rocket City Chain Gang will organize league play, host tournaments, sell merchandise and develop and maintain local disc golf courses. The organization may also serve as a civic organization in the local community.

II.Name

The name and logos of the “Rocket City Chain Gang” are copyrights and trademarks owned exclusively by Lavone Wolfe. Upon the ratification of this document, Lavone Wolfe grants license and rights to use these copyrights and trademarks without restriction to the Executive Board of the Rocket City Chain Gang. This license shall continue on a perpetual basis so long as the club elects Executive Board Officers on an annual basis as stipulated by this constitution.

III.Club Structure

Membership – Any person who plays and/or supports disc golf is invited to petition the club for membership and will be presented for acceptance by a majority vote of the Executive Board at its next meeting or at its earliest convenience. Approved members must meet and maintain the requirements for membership. Failure to do so will result in loss of membership and privileges of such.

IV.Member Requirements and Privileges

• Members are encouraged to participate in club meetings and functions.

• Members should abide by the PDGA rules of courtesy, integrity and responsibility.

• Members are allowed to hold office if appointed or elected, and may nominate others for office.

• Members may recommend course improvements and bring up issues at club meetings.

• Members may be required to pay annual dues as approved by majority vote.

• Legend members are defined as having been members for a minimum of ten years and are considered permanent members. Legend members shall be exempt from any annual dues but they may not receive perks such as discs, shirts or other items of value given in return for dues.

• The Executive Board may waive membership dues for individuals who have performed work and or service for the club that the board deems is of appropriate value.

• The Executive Board may approve and or negotiate discounts on entry fees for tournaments sponsored and promoted by the club.

• While at disc golf courses or participating in club activities, members should strive to represent the club in a positive manner.

V. Executive Board

• The Executive Board will be the governing body composed of four officers the President, Communications Officer, Treasurer and Club Services Officer elected by the club members, and a fifth Officer At Large position that is appointed by the four elected Board Members.

• The government and management of the club are vested to the five-member board.

• The term of office will be for the next calendar year after the elections are held.

• No one can simultaneously hold more than one office on the Executive Board.

• Board members may be re-elected without restriction on the number of terms.

1.Executive Board Functions
• Meets together at least once per month with the regular club meetings counting as a required meeting.

• Makes decisions in order to operate, govern and manage the functions of the club.

• Establishes the annual tournament and event schedules for the following year.

• Establishes the annual budget and plan of accomplishments for the following year.

• Approves a Course Pro for each disc golf course within the Huntsville, Alabama and Madison County area. Course Pros may also be assigned to private courses, if agreed to by the owner of the course.

• Course Pros hold the position at the discretion of the Executive Board.

• Appoint members to other Staff positions as necessary.

2.Executive Officer Duties:

1. President

• The duty of the president is to provide leadership to the club.

• Supervises the activities of the club Staff.

• Keeps informed of club activities and events.

• Conducts meetings with decorum and order.

• Serves as the official contact person of the club with City and County Parks Departments but may designate representatives on an as needed basis.

• Communicates with the Course Pros to keep updated on the current status of each course.

• Reviews schedules of events to avoid any conflicts with regional or area events, tournaments and activities.

• Encourages Tournament Directors to promptly submit reports to the PDGA.

• Maintains shared signature authority with the Treasurer on all club bank accounts.

2. Communications Officer

• Will maintain an official address for the club at a Post Office Box inside Madison County, Alabama and communicate the address to all members. At a minimum the President and Communications Officer will be granted access.

• Picks up mail from the Post Office Box. Transmits appropriate mail items to the Executive Board or to the Treasurer for payment of bills.

• Performs the duties of the President in the President’s absence.

• Consults with the President on all club matters.

• Records, files, and distributes (if necessary) the minutes of all club meetings.

• Request and maintains copies of completed PDGA tournament reports and make them available to members when requested.

• Maintains records of mailing and email addresses of tournament participants for use in creating mailing lists for communications and event promotions.

• Maintains a separate mailing list and email list of all club members and makes lists available to Executive Board members.

• Work with Tournament Directors to communicate information to persons on maintained lists.

• Communicates necessary information to the club via email, web pages, newsletters, posted notices or whatever means as necessary.

• Communicate information regarding club events to the media, including press releases tournament announcements and advertisements.

• Sets up “calling chains” that may be used for notification of events, work days, etc.

• Communications Officer will take attendance at club meetings and record the minutes.

• Oversees the club’s website, and is responsible to the Executive Board for its content. Works with the Website Manager, shall be approved by the Executive Board.

• Oversees proceedings for removal of the President according to the bylaws.

• Takes over the duties of the President until another is elected in the event of the President’s removal, resignation or prolonged absence.

3. Treasurer

• Performs the duties of the President in the absence of both the President and Communications Officer.

• Maintains financial records of the club.

• Develops and maintains an accounting system and method of reporting it.

• Receives club revenues and any dues.

• Reports financial status at meetings and makes copies available to members when requested.

• Maintains bank accounts.

• Pays disbursements approved by the Executive Board.

• Balances bank accounts.

4. Club Services Officer

• Coordinates ordering of club discs and merchandise, when necessary.

• Receives and stores the club discs, merchandise and equipment, unless otherwise directed by the President. The club will provide funds for renting storage facilities if necessary.

• Maintains inventory status at club meetings.

• Provides merchandise for membership perks, as determined by club policies.

• Coordinates sales of merchandise at club events.

• Transmits money from sales to the Treasurer.

• Keeps detailed records of merchandise transactions, and provides them to the Executive Board.

• Maintains a list of club volunteers, including PDGA officials and others who are available for club functions.

5.Officer At Large

• Serves as one of the five members of the Executive Board.

• The intended function of the Officer At Large is to represent the general population of disc golfers in the community, including those who are not members of the Rocket City Chain Gang. As such, the Officer At Large is encouraged to interface freely with any and all disc golfers on matters that may impact the club. His or her ability to be respected and trusted by the general disc golf community will be integral to his or her selection for consideration and appointment by the Executive Board.

• Although primarily an advisory position, the Officer At Large shall serve as a tie-braking vote for critical issues and formal votes presented to the Executive Board.

VI.Removal of Executive Board Members

• A 2/3 majority of cast votes by the members is required to remove an Executive Board member prior to the expiration of the term of office.

• Votes to remove a member of the Executive Board must be conducted with an advanced notice of at least two weeks. Absentee votes may be accepted by electronic transmission or in writing prior to the tabulation of votes.

VI.Appointed Staff Positions

• Staff positions are created to promote disc golf and run the everyday functions of the club.

• Staff positions are appointed and serve at the discretion of the Executive Board as needed.

• Any member of the Rocket City Chain Gang, including Executive Board members may be appointed to staff positions.

1.Course Pro
• Any member may petition the Executive Board to be appointed as a Course Pro.

• Each Course Pro is assigned to a particular course.

• Course pros should frequently monitor the condition of the course and take action to ensure cleanliness and routine maintenance.

• Coordinates course maintenance and work activity.

• All course designs and or re-designs must be approved by a Certified Disc Golf Course Designer.

• Communicates availability of course for events.

• Works with Tournament Directors to ensure that assigned course is ready for any club-sponsored event.

2.Elections Coordinator
• Coordinates and communicates the receipt of nominees for elected positions on a timely basis.

• Verifies that nominees are willing to be placed on the ballot for the position for which they were nominated.

• Coordinates and communicates the voting process; receives and maintains the ballots in a confidential manner.

• Counts the ballots and communicates the final results to the Communications Officer.

• Directs newly elected Executive Board members to appoint the Officer At Large prior to the start of their term of office.

• Communicates the appointed Officer At Large to the Communications officer.

C. Doubles and League Coordinators
• Runs Doubles or Leagues following the prescribed methods as directed.

• Collects entry fees, distributes payouts and transmits any required portions to the Treasurer.

VIII.Club Procedures

A. Meetings
• The President presides over club meetings. In the President’s absence the Communications Officer presides. If both are absent the Treasurer presides.

• To the extent possible will be held in a no-smoking environment.

• Will be held quarterly, at a minimum.

• Will be held more often when required, at the direction of the President or when requested by five or more members.

• Communications Officer will notify members of the time and place of each meeting with a minimum of two weeks advanced notice.

• Communications Officer will record attendance and take minutes.

• Treasurer will report club finances.

• Communications Officer will present previous meeting’s minutes for approval.

• President will report on any current business or ask for reports from Staff members on existing projects or matters.

• President will present new business or Executive Board recommendations.

• President will open the floor for questions, comments, or new business from members or parties addressing the club.

• President will call for a motion to adjourn the meeting, which must be seconded and then voted on by voice acknowledgement.

B. Voting
• Any club member may bring up an issue for discussion.

• Any motion for a vote must be seconded by any member.

• Motions for votes not required by the Constitution and Bylaws to be given advanced notice may be determined by immediate majority vote.

• The President or Executive Board may determine that a vote for non-constitutional issues should be put to the entire membership and allow absentee voting. Such absentee voting will be communicated to the membership and coordinated by the Communications Officer. Such votes may be conducted between meetings at the discretion of the Executive Board. These votes will be decided by a simple majority of those voting unless otherwise specified in the Constitution and Bylaws.

C. Election Procedure for Executive Board Members
• Elections will be held in the fourth calendar quarter. Terms of office will be for the following calendar year.

• Special elections may be called by the President or acting President in the event of a resignation, prolonged absence or removal of any Executive Board member.

• Nominations from club members will be given to the Election Coordinator.

• Nominees must accept the nomination in order to be placed on the ballot.

• Members may hold only one Executive Board position at a time.

• Elected candidates will take office on January 1st except in special elections to replace an Officer, for which the newly elected member will take office immediately. In such cases the term of office will be the remainder of that calendar year.

D. Tournament Director (TD)

• Tournament Directors for non-traditional Chain Gang events may petition the club for sponsorship and or support in the promotion of the event.

• Tournament Directors for traditional and annual club tournaments will be approved by the Executive Board.

• The TD maintains a level of autonomy and authority to appoint staff members and assign responsibilities as necessary.

• Reports the status of the tournament at club meetings.

• Supervises registration or appoints staff to supervise tournament registration.

• Coordinates with Course Pros for tournament set-up at each course.

• Provides Executive Board with information and copies of PDGA reports or other reporting formats.

• Submits the proper reports to the PDGA or other sanctioning organizations within time constraints as required.

E. Amendment to the Bylaws
• Proposals to make amendment to the bylaws may be either submitted to the Executive Board by members or recommended by the Executive Board itself.

• The President will present the proposed changes to the club membership at the next called club meeting.

• A motion must be made specifying that the proposed change be put to a vote for approval and it must be seconded.

• A 2/3 majority of cast votes by the members is required to change or add to the Constitution and Bylaws.

• Vote must be conducted with an advanced notice of at least two weeks. Absentee votes may be accepted by electronic transmission or in writing prior to the vote.

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