Proposed & approved in general form July 6, 2009, Amended and Adopted on July 11, 2014
I. Annie’s Locker
The name of the organization/agency/group shall be Annie’s Locker. Annie’s Locker is a non-profit organization in Rockford, Illinois that supports people in need of proper fitness gear and provides race sponsorships. Annie’s Locker operates under the charter of Rockford Road Runners, a RRCA member club, a 501c(3) non-profit organization. Annie’s Locker does not discriminate on the basis of race, color, national origin, religion, sex, age, family status or marital status.
II. Board of Directors
The Board of Directors shall serve without pay and consist of up to 9 members. Those members will include the officer positions of President, Vice President, Secretary and Treasurer.
All members of the board must be Rockford Road Runners. Other board members shall serve a minimum term of two years.
Vacancies shall be filled by the Board, with the majority recommendation of the full board. Board members will participate in an annual meeting, as well as any other follow up meetings and communication throughout the course of their term.
III. Executive Committee
The executive committee of the board shall consist of a President, Vice President, Secretary, Treasurer and up to one additional member as appointed by the President. Executive officers of the board will remain in their position except for resignation.
Review of officers will be annually in January.
See procedure manual for full job descriptions of board positions.
The President may appoint standing ad hoc committees as needed. One member of the committee shall be appointed chairman.
Meetings shall be held monthly. This time may be altered by the officers of the board at any time. Special meetings may be held at any time when called for by the President or a majority of Board of Directors. The meeting format will prescribe to the use of Roberts Rules of Orders.
a) A majority of board members constitutes a quorum.
b) In absence of a quorum, no formal action shall be taken except to adjourn the meeting to a subsequent date. Passage of a motion requires a simple majority (i.e. one more than half the members present).
VII. Conflict of Interest
Any member of the board who has a financial, personal, or official interest in, or conflict (or appearance of a conflict) with any matter pending before the Board, of such nature that it prevents or may prevent that member from acting on the matter in an impartial manner, will offer to the Board to voluntarily excuse him/herself, vacate his seat, refrain from discussion and voting.
All board members much sign a Rockford Road Runners conflict of interest annually, which will be submitted to the Rockford Road Runners.
VIII. Fiscal Policies
a) The reporting year of the board shall be January thru December, on a calendar year schedule.
b) All checks, drafts or other orders for the payment of money shall be signed by such officers of the organization determined by resolution of the officers of the board. In the absence of such determination by the officers of the board, the treasurer and the president shall approve and/or sign such instruments.
c) All deposits will be made by the treasurer or officers of the board. Deposits will be made in a timely manner to Annie’s Locker.
d) The officers of the board may accept on behalf of the organization any contribution, gift, bequest or devise for the general purposes or for any special purpose of the organization.
e) Quarterly reports will be sent to the Rockford Road Runner treasurer detailing all transaction, within 30 days of the end of each calendar year quarter.
In the event that the organization is dissolved, the Rockford Road Runners will hold the assets of the club for a period of seven years. If a charity organization similar to Annie’s Locker is not reestablished within that time, the assets will be given to the Rockford Road Runners. The records for the organization will be maintained by the last elected Secretary and Treasurer of the organization for a period of seven years and then may be destroyed.
These bylaws may be amended by a quorum vote of the Board members present at any meeting, provided a copy of the proposed amendment(s) are provided to each Board member at least one week prior to said meeting. Notification of a change in the bylaws will be sent to all board members for discussion prior to the next scheduled meeting. A vote to amend the bylaws will be taken at the subsequent meeting.