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Pine Belt Pacer Bylaws Sections: The leadership of the Pine Belt Pacers will consist of eight offices – president, vice president, secretary, treasurer, membership chair, public relations director, Longleaf Trace liaison, social chair and web master. These officers will be elected each year by vote of the club’s membership at a December meeting to be set by the president. In addition, the club’s officers will be assisted by various race directors and advised by Lifetime members of the club. II. Membership – Membership of the club will include competitive and recreational runners and walkers, and any other businesses or individuals who have paid annual dues and/or have been selected as Lifetime Members of the club. Dues – Yearly dues shall be $20 per person and $30 per family payable by Jan. 1. New members joining the club after July 1 of any year will not be required to renew their dues before the next full calendar year has been completed. Dues for junior club members (under age 18) shall be $10. Dues for active duty military personnel will be $0. Lifetime Membership dues are $200 for an individual, or $300 for family. Membership Card – Each Pine Belt Pacer will be administered a membership card and number which will make them eligible for discounts to area businesses as well as discounts on race registrations to Pine Belt Pacer Gran Prix events.
III. Meetings/Activities – The club will maintain an active meeting and activity schedule. Meetings – The club will hold quarterly meetings in January, April, August and November of each year. Special meetings will also be called by the president and race directors as events approach. The club’s secretary will be responsible for the posting of information regarding meetings as outlined in the organization section. Activities – The club will host up approximately 10-12 social and formal running and walking events yearly including the Pine Belt Pacer Relays, a summer 2-mile predicted time series, a summer or fall 5K series, the Labor Day 5K, the Hobble then Gobble 5 Mile Run, and the Steam Whistle 12K. The addition of new club events must be approved by a majority of the club’s officers. The club will continue to work on the coordination of outside events as part of the Gran Prix series. The Gran Prix series – The Gran Prix series will be an annual year-long competition among club members. Points will be awarded based on volunteer participation, participation and finishing position in events as determined by the club president prior to each calendar year. Honors will be awarded in seven categories: men’s open, women’s open, men’s masters, women’s masters, men’s grandmasters, women’s grandmasters and junior runner of the year. Members are only eligible for one Gran Prix award each year. A full explanation of Gran Prix rules, points system and events will be posted on the Web site year-round. Updated points standings and the Gran Prix schedule will be posted as well and will be the responsibility of the club president and web master. Annual Awards – Each year at the Pacer banquet, the club will honor members with the following awards: Gran Prix champions in the seven categories as outlined in Section 3C and Volunteer of the Year. Special Recognition Awards will also be considered annually. The Special Recognition Award is awarded to members for outstanding support of running and walking in the Pine Belt area of Mississippi. Special Recognition Awards require a favorable vote from at least five of the club’s eight officers. |
PINE BELT PACERS
Policy Statement: Prudent, consistent and accurate recording of all income and expenses related to activities sponsored by the Pine Belt Pacers (PBP) is required to maintain fiscal responsibility and to ensure that PBP adheres to tax laws and maintain organizational integrity. This Funds Accountability Policy is established to set forth expectations to meet these goals. It is not intended to encompass all situations but to set fort minimum standards to which PBP as an organization and PBP members are expected to conduct their events and activities. Federal Tax Filing Requirements: PBP has been approved by Road Runners Club of America (RRCA) to utilize its Federal ID Number (05-0547796) under the RRCA Group Exemption Number (2702). RRCA has designated PBP as Club Number 1315. Accordingly, contributions to PBP are tax deductible to the person or entity making them as a Section 501 ( c ) ( 3) organization. Race entry fees are not deductible. The amount of membership dues that exceeds the value of benefits provided by club membership is also deductible. The value of goods, services or cash donations are generally to be considered fully deductible when such items go to support a PBP event such as a race or meet even though the donor’s name or logo may be displayed on PBP materials, promotional items, website, etc. Any value derived from the display of the donor’s name or logo on PBP materials or promotional items is nominal, indeterminable in nature and would be considered included on such items as a courtesy to the donor. PBP is responsible to adhere to Federal Tax Filing Requirements. Currently, those requirements are: Form 990 – Return of Organization Exempt from Income Tax (if applicable) Form 990 – T – Exempt Organization Business Income Tax Return (if applicable). Form 990 – N Annual Electronic Filing Requirements for Small Exempt Organizations (if applicable) Form 990 must be filed annually if the PBP’s gross receipts normally exceed $25,000. Form 990 – T must be filed annually if the PBP have gross receipts of $1,000 or more from an "unrelated trade or business." Form 990 – N must be filed annually for if PBP have gross receipts are normally less than $25,000.
State of Mississippi Filing Requirements: A 501(c)(3) organization does not have any filing requirements in Mississippi due to its tax exempt status. However, if there is any unrelated business income, it must be filed and reported with the Federal 990-T attached on the Mississippi corporate income tax return (Form 83-105).
Club Events: PBP hosts many different events. These events may be social in nature, business meetings, banquets, races, meets or other types of competition. An event should be included in the PBP calendar of events and / or deemed a PBP sanctioned event by the membership or officers. To further determine if an event is a club event in regards to the Funds Availability Policy, other factors can be considered. Those factors have been outlined by RRCA regarding liability coverage through RRCA. Some of those factors are (per December 2007, Inside Track, Quarterly Newsletter for Members of the RRCA): Does the club identify the event as a club event by listing it on the club’s event calendar? Does the PBP board meet to make decisions regarding the event? Is the club involved with the event planning at each stage? Is the event referred to in the club meeting minutes as a club owned event? Does the club, in addition to managing all aspects of the event, train and supervise the volunteers on the course, at the aid stations, and at the finish line? Do the words "organized by" (or similar wording) with the name of the club appear on the race entry form or promotional materials or items? Do participants and sponsors make their checks payable to PBP? Do the event proceeds go into the club’s checking account before being disbursed to vendors or charities? Properly Remitting Receipts and Expenses: In order for PBP to accurately determine its annual gross receipts it is imperative that all income derived from club activities are properly recorded on the books of PBP. The race director or event chair of any activity deemed to be a PBP activity shall be responsible for remitting all funds received to the PBP treasurer for proper recording. (see Club Events section to determine if questions exist that the event is a Club Event) All expenses shall be paid directly to the service provider or receipts must be provided regardless of amount for reimbursement to a PBP member. Expenses should be of a reasonable amount and properly supported with documentation unless the expense is a normal, recurring expense for club operation such as insurance, rent, utilities, taxes, etc. Said normal, recurring expenses shall be tendered directly to the service provider or vendor. PBP officers (President, Vice-President, Secretary, and Treasurer) have the authority to determine if an expense incurred by a member who is requesting reimbursement is unreasonable or does not have sufficient documentation. Three of the four officers must determine that the expense is unreasonable or unsupported. No club member should pledge club funds for any purpose without similar approval from PBP officers or a club motion. This policy is hereby approved and recorded in the minutes of the Pine Belt Pacers. It can be amended from time to time as determined necessary by vote. Policy Approved:___________________ (date)
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