Club Bylaws

Article I – Name

1)The name of this organization shall be “Pachyderm Pedalers” (hereinafter referred to as “the Club”).

Article II – Purposes

The purpose of this Club shall be as follows:

1) To promote the use of bicycles for sport, health, recreation and fellowship at all skill levels.

2) To promote the use of safe and competent riding skills on public roads open to cyclists.

3) To organize and participate in safe group training and recreational rides for club members.

4) To encourage and help facilitate participation in sanctioned racing events for interested members.

Article III – Membership

1) Individual and family membership in the Club is open to anyone without discrimination.

2) Amount of annual dues shall be set by the Board.

3) Membership is valid for the calendar year in which the dues were paid and will expire on December 31.

4) Active members shall be those individuals or family members whose dues are fully paid.

5) Any person holding an active membership shall be entitled to hold elective office in the Club, have access to membership-only sections on the Club website, vote on all issues presented to the membership for a vote, and participate in all Club sponsored (i.e. sanctioned) rides, tours, races and other events provided the member (or parent or guardian in the case of members under eighteen (18) years of age) has executed a liability waiver in a form prescribed by the Board. Fees may be associated with some Club sponsored rides or events and are to be communicated transparently.

Article IV – Officers 

1) The elected officers of the Club shall be President, Road Director, Secretary, Treasurer,

Membership Director, Social Media Director, and Director at Large.

2) Officers for the following year shall be elected in November of each year. The Board will be

the nominating committee and such nominations shall be announced to all members prior

to elections in November. Any Club member may nominate any other Club member

provided he/she notifies the Board, in writing, no later than a deadline determined and

published by the Board. The nomination will only be considered valid if it contains name and

contact information of the nominee, the office to which nominated, and the agreement of the nominee to accept if elected. 

3) Nominees shall be voted on during elections in the month of November. Officers shall be

selected from among the nominees by majority vote of the active Club members

participating in the elections.

4) If, for any reason, an elected position becomes temporarily or permanently vacant, the

Board may fill any temporary vacancy for the balance of the term. In the event the vacancy

is permanent, it may be filled by a special election upon such terms, and such method, as

the Board shall specify.

5) The President may additionally appoint a Director at Large and a Social Media Director.

6) The voting members of the Board shall consist of all elected and appointed officers.

7) Duties of the elected officers shall be as follows:

President: Presides at the scheduled membership meetings and Board meetings; in consultation with the Board, appoints officers and Committee Chairs; performs other duties specified in the Bylaws; acts as public relations representative; monitors the planning for Club sponsored events and receives reports, on request, from those involved in the planning; ensures the Club conducts business in a professional manner, acting as point person for any business activities and/or provisions as stipulated in the Bylaws.

Road Director: Acts as director for all Club sponsored rides and racing activities; works with other Board members to plan Club sponsored rides; collaborates with other local clubs, teams and cycling groups to increase participation of Club members in non-Club rides and events; oversees the design and production of Club clothing and promotional materials; plans racing-specific training events, rides and clinics; encourages Club members to participate in racing or racing preparation training at an appropriate ability level; ensures all racing events are on public calendars; submits required information to Social Media Director before applicable deadlines.

Secretary: Keeps minutes of Board and membership meetings; files and retains original signed applications and liability waivers; handles and files all official correspondence and other paperwork for the Club, calling upon other officers and members to assist in this task as required; sees that Club registration is maintained in appropriate bicycling organizations, coordinates the election procedure and the process for revisions to Club Bylaws. 

Treasurer: Receives all applications for membership; records membership applications and dues payments, forwarding originals of all applications to Secretary for retention; receives all dues and other funds of the Club; deposits Club funds; keeps the financial records of the Club up to date; Demands invoices or receipts for all financial transactions; presents a financial report in scheduled Board meetings; works with Board members to develop an Operating Budget for the upcoming year; develops new and manages existing sponsorship relationships to ensure continuing operating viability of the Club; assures the Club maintains proper/appropriate insurance and liability coverage for all Club sponsored events. Files end of year taxes.

Membership Director: Keeps an accurate record of the Club’s membership, notifying the other officers each month of all new members; coordinates distribution of membership information to new and renewing members; develops programs to attract new members to the Club and retain current ones.

Social Media Director: Manages the digital and social media presence of the Club to reflect its Purpose set forth in the Bylaws. Prepares, edits and distributes newsletters, emails and other needed communications to members and non-members, sponsors and Club partners as required. Promotes the Club in local, regional and national media.

Director at Large: Performs duties as assigned by the President and/or the Board.

Article V – Committees

1) The executive body of the Club shall be known as the Board and shall consist of the elected and appointed officers of the Club. The Board shall have charge of the day-to-day affairs of the Club, but all actions of the Board shall be reported to the general membership through meetings, emails, newsletters or other means including the Club website. The Board shall meet at dates/times designated by the President. A quorum of the Board shall consist of at least 50% of active officers. Board actions may be taken by a majority vote of Board members present.

2) The appointed committees of the Club are responsible for carrying out the programs and business of the Club. The President shall, in consultation with the Board, establish all committees, designate their functions, and appoint committee chairpersons (who shall select their own committee members).

Article VI – Meetings 

1) General membership meetings of the Club shall be held on a schedule to be determined by

the Board. A minimum of one general membership meeting will be held annually. The

meeting location should be convenient to the majority of the membership as determined by

the Board.

2) The active members present at any membership meeting or participating in an election shall

constitute a quorum and, except as specified herein, any action of the Club shall be taken by majority vote of the active members present/participating and voting.

VII – Amendments and Removal of Officers

1) The Bylaws may be amended or any elected/appointed officer removed from office by a vote of members following notice in the newsletter, on the Club website, via email or by mail of the proposed amendment or removal. Any active member may propose an amendment or the removal of an officer. Proposals for amendments to the Bylaws or request for the removal of an officer must be made in writing to the Board. The Board will notify the membership of the proposal within 10 days of receipt. Amendments and/or removals will be voted on by the general membership through a voting process determined by the Board. Amendments and/or removals accepted by a vote of the majority of the participating members of the Club participating in the vote will be completed with 30 days of proposal receipt and shall be considered immediately effective.

Article VIII – Club Sponsored Events

1) The Club, it's Board and members will not be responsible for any ride, tour, race or other event unless it is an approved Club sanctioned or sponsored event.

2) No event shall be considered Club sanctioned unless the following conditions are met:

a) Any member wishing to propose Club sanctioning of an event shall present to the Board the following information about the proposed event: the date, time, place and type of event, estimated cost, legal and financial requirements as applicable and the name of at least one other active member who will be involved in the planning and carrying out of the event.

b) Following review of the information provided regarding the proposed event, a Board vote will be taken and, if approved, the event will be scheduled as a Club sanctioned event.

3) The President may appoint any member, including the proposing member, as chairperson of the event who will name the remaining members of the event committee and will thereafter report to the Board on the progress of the planning of the event.

4) The Board may sanction recurring rides, tours, races or other events at its discretion.

5) The Board may at any time suspend or revoke Club sanctioning of any event.

Article IX – Assets Article 

1) No part of the net earnings of the Club shall inure to the benefit of, or be distributable to its

members, trustees, officers, or other private persons, except that the Club shall be

authorized and empowered to pay reasonable compensation for services rendered and to

make payments and distributions in furtherance of the purposes of the organization.

2) Should the Club dissolve, all Club assets will be donated to a non-profit charitable organization(s), as determine by the Board, upon dissolution.

Adopted November 8, 2024