ARTICLE 1 Name
The organization shall be known as Great Lakes Randonneurs, hereafter referred to as the “GLR”.
ARTICLE 2 Purpose
To promote randonneuring in Illinois / Wisconsin and to serve the randonneuring community. Randonneuring is long-distance, unsupported endurance cycling. This style of riding is non- competitive in nature, and self sufficiency is paramount.
To provide cyclists the opportunity to attain internationally recognized and validated qualifications through our affiliation with Randonneurs U.S.A. (“RUSA”). RUSA is sanctioned by the international organization, Audax Club Parisien (“ACP”) and is affiliated with Randonneurs Mondaix (“RM”).
SECTION B. NON-PROFIT STATUS:
Notwithstanding any provisions of these articles, GLR shall not carry on any other activity not permitted to be carried on by a group exempt from federal income tax under Section 501(c)(7) of the United States Internal Revenue law. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to, its members, board members, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purpose set forth above.
ARTICLE 3 Membership
Any person who subscribes to the purpose of the GLR shall be eligible to become a member of the GLR.
Individual – Any eligible adult as defined by Illinois state law may apply for membership in the GLR and may, upon payment of annual dues, be enrolled as a member of the GLR in good standing.
SECTION B. MEMBERSHIP DUES:
Annual dues may be accepted at any time of the year during the fiscal year and shall be valid to the end of the calendar year. The term of membership shall begin on the first day of the month in which the application and payment are received, and remain in effect until the end of the calendar year. All membership renewals, and new membership renewals received after Oct 1st of the preceding year, shall be effective January 1 and will be valid until the end of the calendar year. A reminder for membership renewals may occur: upon issuance of the fall newsletter or through other communications sent directly to members. Membership in GLR is not a prerequisite to participation in any of the rides sanctioned by the GLR.
ARTICLE 4 Duties of Officers
SECTION A. REGIONAL BREVET ADMINISTRATOR APPROVAL via RUSA:
Under the governing RUSA organization, a Regional Brevet Administrator (“RBA”) is either recommended by a preceding RBA or applies directly to RUSA for review and approval to administer the duties of the RBA under the rules and policies of RUSA. RUSA requires the submission of an RBA Application Packet within one month prior to the deadline for planning the proposed local events on the calendar. This is typically September 1st for those organizing an ACP-sanctioned event or two months prior to organizing a RUSA- sanctioned event. The approval of the RBA by the RUSA board takes approximately 4 to 6 weeks.
Upon approval, the applying RBA becomes the active RBA January 1 the following calendar year, unless a mid-term replacement occurs. Further rules are available via RUSA.
New RBA are given provisional status for the first year, whereas the RUSA Board will convene to assess performance prior to full status.
SECTION B. APPOINTED OFFICERS under the GLR:
As defined and approved by RUSA above, the presiding RBA shall reside as the leader of the GLR and become one (1) of the six (6) GLR officer positions defined below.
A board of up to six (6) officer positions, but no less than two (2) additional officer positions shall be appointed by the presiding Regional Brevet Administrator (“RBA”), to fulfill the positions of Treasurer and Secretary, and up to three (3) additional Members-at- Large. Each position shall carry a one-year term of office.
The newly appointed board shall convene to confirm the specific positions on the board. The board shall meet at least three times during the year in which its members hold office. The RBA may call additional meetings as needed.
SECTION C. DUTIES OF OFFICERS:
RBA – shall preside at all GLR board and general meetings, and shall act as spokesperson for the organization. The RBA shall also act as the sole liaison between GLR and RUSA. The elected RBA shall have the one and only vote on all motions before the board. The RBA shall set the policy in accordance with the stated goals of the GLR and shall establish fair dues and fees to accomplish those goals. RBA responsibilities extend to the administration of RUSA’s Rules and Policies as defined in the RBA Procedures Manual. RBA is responsible for all submissions of insurance, brevet qualifications, calendar of events, etc directly to RUSA.
Treasurer – shall have charge of all monies of the GLR, keep accounts of how monies are received and expended, and shall pay no bill, out of the ordinary, without the express approval of the RBA. The Treasurer shall be required to prepare an annual financial statement. The Treasurer shall submit the proposed annual budget to the board prior to the first ride sanctioned by the GLR. The Treasurer shall be responsible for obtaining and filing the necessary corporate and tax forms. The Treasurer shall be responsible for maintaining the membership roster and
processes membership payments. The RBA shall also be listed as secondary access to the GLR Treasury.
Secretary – shall preside in the RBA’s absence and shall assist the RBA in all work of the organization. The Secretary shall also record the minutes of the GLR board meetings where business is conducted and shall maintain those minutes in writing. The minutes shall be available to the general membership upon request. The Secretary shall maintain the organization’s archives and handle correspondence for the GLR. The Secretary or other designated officer should maintain the GLR web site and Database.
ARTICLE 5 Notification of Meetings
The RBA will notify the board of all GLR meetings.
Officer Appointments and Vacancies
SECTION A. APPOINTMENTS:
Appointment of officers shall be held annually at the end of the calendar year, after the RBA is officially recognized and approved by RUSA.
It shall be the sole responsibility of the presiding RBA to recommend a new incoming RBA for submission to RUSA, in the event the presiding RBA is resigning, stepping down or can no longer follow the rules / policies / procedures established and set forth by RUSA.
In the event an officer of the GLR recognizes a potential problem with the residing RBA or feels the residing RBA is acting in a manner inconsistent with the by-laws of GLR or the RUSA rules and policies, the officer may request a special re- appointment to replace the presiding RBA, continent upon the procedures of RUSA for RBA application and approval.
It is the duty of the presiding RBA to appoint up to five (5) individuals, no less than two (2), for the other positions on the board. Two positions being for the Treasurer and Secretary.
The presiding RBA is not required to appoint any individuals for the three (3) Members-At-Large positions on the board.
Any member in good standing for at least one season prior to the nomination may be eligible for nomination, and must maintain membership while serving.
Only in the event of the appointment of a new RBA will the new officer positions be published in the next newsletter after the election.
Elected officers shall assume their duties on the first day of the month following the appointment.
SECTION B. VACANCIES:
If any vacancy occurs, a re-appointment shall be held by the residing RBA. If a vacancy occurs in the RBA position, the RBA shall recommend a new incoming RBA for submission to RUSA as defined above.
ARTICLE 7 Finance
SECTION A. FISCAL YEAR:
The fiscal year shall begin on January 1 and end on December 31.
SECTION B. ANNUAL BUDGET:
The Treasurer shall develop an annual budget. The annual budget shall be submitted to the board by the Treasurer, prior to the first ride sanctioned by the GLR, for approval by the RBA. Approved annual Budgets shall be submitted to RUSA or any GLR member upon request.
SECTION C. EXPENDITURES:
The Treasurer shall prepare an annual statement, which shall be made available to any officer requesting a copy. Approved annual statements shall be submitted to RUSA or any GLR member upon request. All expenditures, except petty cash, shall be paid by check under signature of the Treasurer. All expenditures must be offset by a receipt.
ARTICLE 8 Amendments
The Bylaws of the GLR may be amended by the RBA according to the following procedure.
SECTION B. PROCEDURES:
An amendment may be proposed by any officer.
The proposed amendment must be introduced and submitted to the Secretary in writing.
The Secretary shall present the proposed amendment to the board, via email no less than 7 days prior, for discussion at the next officer meeting scheduled after the proposed amendment has received by the Secretary.
A discussion of each proposed amendment shall be held by the RBA at the next regularly scheduled board meeting following the discussion of the amendment.
No amendment shall cause the corporation to lose its qualification as an exempt organization under Section 501(c)(7) of the Internal Revenue Code of 1986 (or corresponding provision of any future United States Internal Revenue law).
No bylaw adoption or amendment shall cause conflict with RUSA policies and procedures for administration of an RBA’s duties related to ACP or RUSA-sanctioned events.
ARTICLE 9 E-mail Policy
The e-mail system is in trust to the GLR and was established to allow for announcements and notices by the club to those on the system. The following policy has been established regarding the use of this list.
The GLR current members in good standing looking for riding partners or offering/requesting a ride to a remote start destination ride may request use of all or part of the club’s e- mail list. Requests will be granted or denied at the discretion of the RBA, or designated website/database master. Use of the e- mail list, in whole or in part, for purposes other than stated above is not allowed. For example, not allowed, but not limited to, are commercial advertising for product/services or solicitations of any kind for organizations, groups, causes other than the GLR. Exceptions, if any, to this policy must be given by the RBA in advance, and in writing.
Great Lakes Randonneurs (GLR) will use member’s phone, fax or e- mail information to notify members about rides, events, programs, and products that may be of interest to its members. The GLR will not sell our lists or share our list with marketing organizations. Occasionally, the GLR will share mailing information to other non- for-profit bicycling organizations to promote their rides, events, and programs. If you prefer not to be notified in this manner, please submit your request to the RBA and we will not include you in these communications. The GLR will endeavor to protect your privacy, however you agree to hold harmless the club and officers of any and all damages resulting from errors in use of this information provided to us. The GLR is not responsible for the privacy practices or the content sharing via our online list services or Web site that you elect to interact with. Please be careful and responsible whenever you are online.
ARTICLE 12 Procedure
Except as herein provided, all proceedings of the GLR shall be directed by the RBA. The role of all other officers is to present their thoughts and opinions to the RBA; however, the RBA retains sole decision-making authority.
ARTICLE 17 Dissolution
Upon dissolution of the corporation, the board, after paying or making provision for payment of all liabilities of the corporation, shall distribute the assets of the corporation for one or more exempt purposes within the meaning of Section 501(c)(7) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue law).
HISTORY of AMENDMENTS
Club founded ... 1996 Bylaws adopted by membership... 2009