Greater Derry Track Club

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Club By-Laws

BY-LAWS OF THE GREATER DERRY TRACK CLUB

Revised, June 22, 1999

ARTICLE I: Name

The name of this organization shall be the 'Greater Derry Track Club' or 'GDTC'.

ARTICLE II: Objectives

The GDTC shall be organized as a non-profit corporation in the State of New Hampshire with the following objectives:

1. To promote running as a recreational activity in the Greater Derry area.

2. To provide financial assistance to young people with an interest in running as a recreational activity.

3. To provide activities which further the running ability of the members of the GDTC.

ARTICLE III: Membership

Anyone having paid his or her annual dues is eligible for membership in the GDTC. The term of membership shall run from January 1 through December 31.

ARTICLE IV: Dues

Dues are payable on the first of January of each year. The Treasurer shall notify all members of the need to renew their membership. Any member more than sixty (60) days in arrears shall be removed from the membership roster.

ARTICLE V: Board of Directors

The Board of Directors (the 'Board') of the GDTC shall be composed of the President, Vice President, Secretary, Treasurer, and Member-at-Large, when applicable they shall meet from time to time as necessary, and minutes of the Board’s meetings shall be maintained by the Secretary and available for inspection of any member, upon request.

The Board shall be the governing body of the GDTC and shall make such decisions that are from time to time necessary to carry out the mission, as specified in Article II, of the GDTC. The Board can approve any initiative with a majority vote of a quorum. A majority of the Board shall constitute a quorum. In the event that any of the elected officers are unable to complete their term, the remaining members of the Board of Directors will decide on a course of action.

ARTICLE VI: Elections

The officers shall be elected for a one-year term, beginning in January. Elections shall take place at the annual Fall dinner meeting. A simple majority of the attendees shall constitute an election.

ARTICLE VII: Officers

Section 1: President

The President shall be elected and shall be responsible for promoting the objectives of the GDTC within the community. The President is also responsible for calling regular meetings of the GDTC and appointing any committees which are deemed necessary to further the objectives of the GDTC. The President shall have the authority to make day-to-day decisions regarding the operation of the GDTC provided that the President shall consult with the Board on any event or issue of club-wide importance and all such decisions shall be put to a majority vote of the Board.

Section 2: Vice President

The Vice President shall be elected and shall succeed the President if he or she is unable to complete his or her term of office. The Vice President shall assist with the administrative duties of the President, Secretary and Treasurer.

Section 3: Secretary

The Secretary shall be elected and shall be responsible for the publication of the Newsletter and for maintaining minutes of any meetings of the Board and regular meetings of the GDTC.

Section 4: Treasurer

The Treasurer shall be elected and shall be responsible for all funds of the GDTC as well as maintaining the status of the GDTC as a non-profit corporation in the State of New Hampshire. The Treasurer shall maintain all financial statements, which shall be available for inspection by any club member, upon request. The Treasurer shall also be responsible for maintaining the membership roster as well as informing existing members of their annual obligations in January. The Treasurer shall process all membership applications, both new and renewed.

Section 5: Member-at-Large

The Member-at-Large office will be created on an annual basis as part of the nomination process that takes place at the annual Fall GDTC meeting. The duties of the Member-at-Large will include providing representation for the general membership at the Board of Directors meetings.

ARTICLE VIII: Committees

The President with the approval of the Board of Directors may create special committees. The President, with the Board’s approval, designates the committees’ powers and the term of each committee’s appointment.

ARTICLE IX: Activities

Section 1: Race Programs

The GDTC shall sponsor race programs to provide safe, recreational activities which promote the objectives of the club. The programs may be changed based on the recommendation of any member of the club and with the approval of the Board of Directors. Additionally, the GDTC can assist with and sponsor area road races, upon the recommendation of any member of the club and with the approval of the Board of Directors. The GDTC may co-sponsor programs with other organizations.

Section 2: Scholarships

The GDTC shall make available annual scholarship(s) in an amount established by the Board of Directors. Any member of the GDTC or a member of the immediate family of a member of the GDTC who makes proper application shall be eligible. The scholarship shall be awarded based on criteria set on an annual basis by the Board of Directors. These shall not be based on sex, race, color, national origin, religion, disability, sexual orientation, or marital status of the applicant. The selection of the scholarship recipients shall be made by an independent committee of local citizens selected by the Board of Directors of the GDTC.

Section 3: Newsletter

The Secretary shall publish a newsletter as necessary to inform the membership of the various activities of the club. The newsletter shall be mailed to all active members and shall contain any and all information deemed in the interest of the GDTC. Input to the newsletter by the membership shall be explicitly encouraged.

Section 4: Affiliations

The GDTC shall maintain a membership in any organization deemed appropriate by the Board of Directors. The club shall also maintain its status as a non-profit corporation registered in the State of New Hampshire.

Section 5: Community Activities

The GDTC reserves the right to contribute to or lend aid to any charitable endeavor deemed appropriate by the Board of Directors.

ARTICLE X: Amendments

The by-laws may be amended by a majority vote of the members at the annual Fall dinner meeting or at a special meeting called by the Board of Directors.

ARTICLE XI: Rules of Order

Robert's Rules of Order shall be the parliamentary authority for the matters of procedure not specifically covered.

ARTICLE XII: Conflict of Interest Policy

At such time as any matter comes before the Board in such a way as to give rise to a conflict of interest, the affected officer shall make known the potential conflict, whether disclosed by his or her written statement or not, and after answering any questions that might be asked him or her, shall withdraw from the meeting for so long as the matter shall continue under discussion. Should the matter be brought to a vote, neither the affected officer nor any other officer with a pecuniary benefit transaction with the organization shall vote on it.

ARTICLE XIII: Dissolution of the Organization

In the event that the GDTC is dissolved, the remaining assets will be donated to a non-profit organization decided upon by the then existing Board of Directors.

Website charter and policies

GREATER DERRY TRACK CLUB - WEBSITE CHARTER AND POLICIES

Revised, June 29, 1999

1. General

The Greater Derry Track Club shall maintain a web site which shall be accessible to all those who use the Internet, as long as it is deemed in the best interest of the club by the Board of Directors.

2. Objectives

The primary objective of the Greater Derry Track Club web site is to promote club events, the activities of club members, and to help meet the overall objectives of the club as specified in the club by-laws. The site shall also be used to distribute information of importance to GDTC members, such as monthly newsletters, race results, feature articles, and photos. The site may also offer a convenient way for club members to voice their opinions on issues via an online forum. In an effort to keep the site fresh and up to date, the GDTC reserves the right to promote and or feature non-club or regional events in the absence of club-related material. Events where club member participation is likely, shall take precedence over all others.

3. The Web Committee

The web site shall be governed by a Web Committee of one or more club members appointed by the President and approved by the Board of Directors.

Webmaster:

A webmaster shall be appointed by the president of the GDTC to lead the Web Committee. The webmaster is responsible for ensuring that the site is up to date and in line with the objectives stated above. The webmaster may choose to divide up the responsibilities of the site among the committee members, but all decisions regarding the site and its content must be approved by the webmaster.

Contributor:

One or more contributors may work on the web committee to assist the webmaster with updates, features, photos, and whatever tasks are necessary to maintain the site.

In the event that club members of the GDTC or the Board of Directors believes that the Webmaster is not making decisions that are consistent with GDTC philosophy, the president may, at any time, dissolve the Web Committee and make decisions regarding the web site with the Board’s approval.

4. Photo policy

The GDTC reserves the right to display photos of any and all participants in a club-sponsored event. In general, and in an attempt to conserve space and remain focused on the objectives listed in section 2, photos from non-club events shall consist mainly of club members. Exceptions may be handled and approved on a case by case basis by the webmaster.

5. Proprietary Material Policy

All material displayed on the Greater Derry Track Club web site is sole and exclusive property of the Greater Derry Track Club.

All requests to use, in any form, any material, including but not limited to photographs, features, and articles, shall be reviewed by the GDTC Web Committee.

The Web Committee is vested with discretion to grant or deny permission to use such material on a case by case basis. The Web Committee shall take the nature of the request into consideration when making its decision. The Committee shall be considerate to personal or charitable requests whenever possible as long as the granting of such requests does not compromise the integrity of the GDTC site.

In addition, The Greater Derry Track club reserves the right to send material currently on the site to another web site to promote club races or extend visibility of the club or for any other purpose the GDTC deems appropriate. Decisions such as these will be made on a day-to-day basis by the Web Committee and are to be made in the best interests of the GDTC.

The Web Committee shall consider in its decision-making the wishes or intent of the person(s) who provided the material to the GDTC or who are the originators of such materials (like a photographer or author), but the final decision is to be made by the Committee. (All individuals who contribute material to the site shall be made aware of the club policy regarding material distribution prior to posting their submissions.)

Club Meeting Minutes Year 2008

January

February

March

April

May

MINUTES FOR FEBRUARY 6, 2008

Attendance: Maureen Kneep, Lynn Fawcett, Jim Peters, Dave Breeden, Roger Dufresne, Barry Neil, Jim Ewell, Paul Doe, Colleen Falardeau, Rosa Tejada, Mariano Santangelo.

Old Business

1.- Approve last minutes January 2008

2.- Treasurer Report $15,839.76

3.- Taxes - Roger has all paperworks ready

4.- Membership Report 122 members - 65 haven't renew yet.

5.- Newsletter Report. Colleen wants to send the newsletter via email to all members. This can't be done due to technical constrains.

6.- Thank you letters received from Upper Room and Sonshine Kitchen - Information

7.- Mt. Washington - any interest from the club? - Eldon informed via email that just one person was interested. We are not pursuing this.

8.- Coach Committee Report - Mike Smyth, Paul Doe. Paul contact Ted Carey who is not interested. He also contacted Amy Bernand who is interested in coaching sharing repsonsabilities with Rebbeca Noe. We will invite them to the March meeting, as well as asking members interested to come to the interview.

9.- Boston Prep Review - Dave Breeden. Good feedback, no major problems. A little miscommunication between DPW and Police. Dave is talking to Pinkerton to host the 2009 race at the gymnasium. A course change needs to be approved by city/police.

New Business

1.- Foothealth race - Mariano has to decide awards and pre registered shirts. Eldon will take care of monitors, Rosa: food, Jim Ewell: permints. Timing by New England Timing. Mariano will send email to Tim Kemple about donations and contact Triangle to ret a porta potty.

2.- Request for donations. We received 2, one club member, one is not. Club gave a $100.00 donation to Mariela Santangelo who is doing the Breast Cancer Walk.

3.- GDTC Fashions - Sue Wentworth will contact Larry Martin and will put together a list of items we can order. We decided to keep the same logo.

4.- Popup tent: Paul Doe is in charge of buying a new pop up tent, mostly used in Grand Prix races. Lynn Fawcett offered to store it in her garage.

5.- NH Grand Prix - applications for the Nashua Soup kitchen were distributed. Eldon informs that Colin resigned as GP representative. Mark Lutter will assume as new GP rep.

6.- Windham Trail Race - their representative joined us for another round of question and suggestions. They are having a 5k on June 14 at 9:30. Roger was named point of contact.

7.- Jim Ewell proposed we need to find a member to be a press contact that will deal with newspapers and other publications.

8.- Mariano will order the Kids Fun Runs signs.

Webmaster Report

Mariano sent a reminder email to all members that need to renew before March 1st. A new reminder (the last one) will go out around Feb 20. Mark Lutter informed via email that 2 members moved. Members that failed to renew by March 1st will be removed from email distribution list and profiles section.

Adjournment (motion to adjourn and seconded) - 9:40PM

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MINUTES FOR MARCH 5, 2008

Attendance: Maureen Kneep, Lynn Fawcett, Jim Peters, Roger Dufresne, Barry Neil, Paul Doe, Rosa Tejada, Eldon Burkinshaw, Mike Smyth, Amy Bernard, Rebbeca Noe, Mariano Santangelo.

Old Business

1.- Approve minutes February 2008

2.- Treasurer Report $14,107.76

3.- Membership Report 93 members - 35 haven't renew yet by March 1st, 2008. A last email was sent to this 35 members to extend their grace period for another week. They will be removed by March 10th if they don't send their renewal.

4.- Taxes: State taxes are done, notarized, $75.00 fee and set. Roger working on Federal Taxes.

5.- Newsletter report: Colleen was unable to attend.

6.- Boston Prep final numbers are in. $500 donated to George Brady Foundation.

7.- Foothealth report: Mariano will meet with Larry Martin to place tshirts order. Application is up on the website. Porta potty: confirmed and paid. Eldon won't be able manage course monitors, possible candidates Jim Peters or Barry Neil. Timing by New England timing. MC by Mike Thompson, Possibly no raffles. Will send email to club members asking for volunteers and home made goodies.

8.- GDTC fashions Sue Wentworth. no report.

9.- Tent purchase for races? - Paul Doe in charge, Have not purchased yet.

10.- Kids Fun Run Signs? - Mariano Santangelo in charge, Have not ordered them yet. Will pick up current signs and has check ready.

11.- Press contact for GDTC work with newspapers? - No one yet.

12.- Coach Committee Report - to invite Amy Bernand and Rebecca Noe. Both coaches were present. They presented their plan of actions. 10 weeks in the spring, summer break, 10 weeks in the fall. Approved remuneration. Coaches will take turn to run and coach. They will send workout to Eldon to publish in the Friendly Reminder.

New Business

1.- Request for donation: Bonney Cashin. Club gave a $100.00 donation.

Webmaster Report

A new feature was added to the minutes page. A printer friendly view is now available. Mariano sent a reminder email to 35 members that haven't renewed by March 1st. Members that fail to renew by March 10th will be removed from email distribution list and profiles section.

Adjournment (motion to adjourn and seconded) - 9:00PM

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MINUTES FOR APRIL 2, 2008

Attendance: Maureen Kneep, Jim Peters, Jim Ewell, Sue Wentworth, Collen Fallardeau, Roger Dufresne, Barry Neil, Paul Doe, Eldon Burkinshaw, Mike Smyth, Mariano Santangelo.

Old Business

1.- Approve minutes March 5, 2008

2.- Treasurer Report $14,220.38. Nothing pending.

3.- Membership Report 105

4.- Taxes: Done

5.- Newsletter report: Colleen has finished the April issue, it should go out in the next days. Rosa requested that members should be notified by email, as we've been doing everytime there is a new newsletter available.

6.- Foothealth report: 4 signed up so far. Donations received: Dr. Fradette $250, Derry Medical $250, Parkland $250. Mariano met with Larry Martin to place tshirts order (120 - 70 for the first 70 registered). Jim Peters will manage course monitors. Must confirm MC by Mike Thompson, Will send email to club members asking for volunteers and home made goodies.

7.- GDTC fashions Sue Wentworth. Sue met with Larry, brought samples. Will work with Barry to create a form to put in the website. Quartely orders will be submitted to Larry.

8.- Tent purchase for races? - Paul Doe in charge, Have not purchased yet.

9.- Kids Fun Runs: Signs are in, Dates pending snow days and make up time tentatively: 6/26, July: 3,10,17,24,31.

10.- Press contact for GDTC work with newspapers? - No one yet.

11.- Thank you note from Bonney Cashin - informational.

12;- Thank you note from Mariela Santangelo - informational.

New Business

1.- Conventures help at races, will pay for time.

2.- Request for donation for running shoes Baron Richarson coach of Hillside Middle School. Informational.

3.- Request for donation for Colin's CYO New England Regional Basketball. Informational - Request denied - Should expect individual response.

4.- Request for donation for Londonderry HS Lacrosse Team from Margie O'Meara. Informational. - Request denied - Should expect individual response.

5.- Request for meeting/donation with the Derry Bike Path from Kendall Pond Road to the Windham rail Trail. Informational. - Request to meet denied.

6.- Grand Prix schedule / coaching.

7.- Macks Apples race scheduled for Aug 24

8.- Idea to have Summer fun runs - Informal, meet at a high school, either Friday night or Saturday morning.

Webmaster Report

Website home page has been rearranged. New picture with mosaic and logo on top.

Adjournment (motion to adjourn and seconded) - 9:05PM

Club Meeting Minutes Year 2007 View View