Club Bylaws

CURRENT ANNOUNCEMENTS:

Watch for the 2023 complete schedule to be published soon.

Please see the complete text of the Palmyra Racing Association / Hogback Hill bylaws below.

If interested, you may view a PDF of the bylaws at this link.

THE PALMYRA RACING ASSOCIATION

BYLAWS

Amended June 2016 (1)

Sec 1. The Palmyra Racing Association:

1. The Club was formed in 1961 as a non-profit organization.

2. The name of the Club was voted on and accepted as the ”Palmyra Racing Association.”

3. The Executive Board of the Club will be President, Vice-President, Secretary, Treasurer, Publicity Director, Equipment Manager, and five Directors. These eleven people shall constitute the Executive Board. The Board of Officers consists of the President, Vice-President, Secretary, Treasurer, Publicity Director, Equipment Manager. The Board of Directors consists of the five Directors.

4. The Mission of the Club shall be to promote, encourage, aid and engage in the art and skill of motorcycling and the better understanding thereof and to foster the safety of such sport. Additionally it shall be to promote and sustain a premier Motorcycle facility on property located at Hogback Hill in Palmyra, New York, which is under lease agreement with the Distant Riders.

5. The Charter shall be to carry out the Mission of the Club, provide a fun, safe place to practice motorcycle riding while at the same time promoting family values and activities for all members regardless of race, sex, or ethnic background.

Sec 2. Duties of the President are:

To preside at general membership and Executive Board meetings.
To have general supervision of all Club activities and WNYRACING sanctioned races.
To assure completion of Pre-Race checklist items (see Exhibit A) and Race Day Work List (see Exhibit B) assignments during the week prior to WNYRACING sanctioned races.
To appoint any member or committee not otherwise ordered by the Club Bylaws.
To personally represent the Club on proper occasions and business contracts.
To assist officers of the Club in their records, correspondence, and other duties.
To arouse interest on the part of each member in Club life and activities.
To place members on temporary suspension when deemed appropriate.
To be a non-voting member of the Executive Board except when one vote is necessary to break a tie.
To be responsible for the layout and condition of the track surface on race day.
To authorize the expenditure of up to $500 for items or services necessary to carry out the Mission of the Club.
To be a voting member of the Board of Officers.

Sec 3. Duties of the Vice-President are:

To take over the duties of the President when he or she is absent.
To help the president with Club functions so as to be prepared to take over that office in case the President resigns (per Section 17, paragraph 4.B).
To be responsible for race signs to be posted and removed.
To be responsible for having the trash Dumpster and septic tank emptied prior to race day.
To be responsible for assuring that Emergency Medical Technicians and ambulance service are provided on race day.
To be a voting member of the Executive Board and Board of Officers.
To authorize the expenditure of up to $500 for items or services necessary to carry out the Mission of the Club.
To be responsible for assuring that the gasoline storage tank/pump is full.
To support Club activities and race days.

Sec 4. Duties of the Treasurer are:

Deposit dues from Club members.
To collect money due the Club.
To make payments from Club funds in accordance with the following required approvals:

Up to $500 -Approval of any member of the Executive Board.
Over $500 to $3,000 -Majority vote of the full Board of Officers or majority vote of the full Board of Directors.
Over $3,000 to $5,000 -Majority vote of the full Executive Board.
Over $5,000 -Majority vote at a general membership meeting.

To maintain the “Club Preservation Fund” (see section XV) in the following manner:

The fund will be financed with 10% of race day gross income,
And 10% of all Club dues
And any amount over $15,000 in the working account.

To keep an account of Club money matters.
To make a statement of the Club funds when called upon to do so by the Club.
To produce an annual report in January.
To be responsible for supplying and collecting funds for Club activities.
To be a voting member of the Executive Board and the Board of Officers.
To purchase and disburse trophies on race day with the assistance of the Publicity Director, and to make payouts.
To perform such other duties as generally fall to that office.
To oversee the front gate and the collection of racing fees on race day.
To authorize the expenditure of up to $500 for items or services necessary to carry out the Mission of the Club.
To support Club activities and race days.

Sec 5. Duties of the Secretary are:

To keep records of attendance, and points earned per Section 9, paragraph 1.
To take minutes at Club meetings, and read minutes of previous meetings.
To sign up new members at Club meetings and issue membership cards.
To send notification of meetings and workdays.
To be responsible for Club correspondence.
To perform such other duties as generally fall to that office.
To be a voting member of the Executive Board and the Board of Officers.
To be responsible for the issuance of youth waivers on race day.
To have the necessary personal computer (PC) and word processing skills.
To authorize the expenditure of up to $500 for items or services necessary to carry out the Mission of the Club.
To support Club activities and race days.

Sec 6. Duties of the Publicity Director are:

To assist the President in personally representing the Club.
To arouse interest on the part of each member in Club life and activities.
To be responsible for promotions, public relations, and advertisements pertaining to the Club.
To print and distribute race programs which include race order and map, design and submission of WNYRACING handbook advertisement page, and develop and maintain the Club website at www.palmyramx.com.
To assist in handling Club socials, parties, and other functions.
To be a voting member of the Executive Board and the Board of Officers.
To disburse trophies on race day with the assistance of the Treasurer.
To set up and maintain the Club Public Address system.
To be the official spokesperson for the Club regarding interviews with the news media.
To authorize the expenditure of up to $500 for items or services necessary to carry out the Mission of the Club.
To support Club activities and race days.

Sec 7. Duties of the Equipment Manager are:

To be responsible for the condition of Club equipment, vehicles, buildings, and tools.
To supervise the maintenance of Club equipment, vehicles, buildings, and tools.
To assure that only trained and authorized members are allowed to operate heavy equipment, which is owned, leased, or loaned to the Club.
To maintain an accurate yearly inventory of Club equipment, vehicles, and tools.
To be a voting member of the Executive Board and the Board of Officers.
To appoint a minimum of three Club members as Equipment Technicians to assist in the various duties of the Equipment Manager.
To be responsible for the track pump and watering system.
To authorize the expenditure of up to $500 for items or services necessary to carry out the Mission of the Club.
To support Club activities and race days.

Sec 8. Duties of the Directors are:

To act together as Board of Directors on matters so ordered by the Club.
To vote as the Board of Directors to permanently disposition temporary member suspensions.
To act as liaison to the Club lawyer and accountant.
To be responsible Club members at all times, and in this regard, to set a good example for the entire Club membership to follow.
To be voting members of the Executive Board.
To authorize the expenditure of up to $500 for items or services necessary to carry out the Mission of the Club.
To support Club activities and race days, and assist with workday scheduling/leadership.

Sec 9. Duties of Working, Associate and Life Members:

To participate in Club activities per the following point schedule:

Work Points – can be earned by performing pre-approved work that must be validated complete by a “Work Leader.” Points for each task will be predetermined by a Work Leader. Work Points will be used to determine membership level and can be used to pay membership dues. Work Leaders will be appointed by the President, Vice President, Equipment Manager and a designated Board Member. The Work Leader will be responsible for turning approved Work Points into the Secretary.
Event Points – are a subset of Work Points that are earned by donating work on an event day and will be used to determine member eligibility for voting and leadership positions.
Meeting Points – can be earned by attending General Membership Meetings. These points will be used in determining a member’s eligibility for voting and leadership.
General Membership meetings: 1 Point
Work Day (6 hours Minimum): 2 Points
Donated race work day: ½ to 3 Points – See Exhibit B
Make-up work; 1 Point for every 3 hours worked
NOTES:
- It is the responsibility of the member to initiate the make-up work and approval.
- Family members do not count for the purposes of this requirement.
- No points are awarded for paid race day work.

To observe and enforce Club rules at all times.
To vote on amendments to the Club Bylaws.
To volunteer as often as possible to help carry out the Club Mission.
To vote to approve the expenditure of Club funds when the amount exceeds $5,000. Such approval shall be based on the majority vote as defined below;

A general membership meeting or
A combination of general membership meeting and email vote submission. For this process, details regarding the vote would be presented through email at least two weeks prior to the scheduled General Membership Meeting vote. Senior members in good standing would have the option to email vote or attend in person. It is never just an email vote.

To make expenditures of up to $500 provided prior approval is obtained from any member of the Executive Board.
To carry out the individual responsibilities and assignments as directed by the Club.

Sec 10. VOTING PRIVILEGES AND BOARD / OFFICER ELIGIBILITY:

Working Members will have voting privileges and be eligible to run for a club officer or board position if they have attended at least 50% of the current year’s membership meetings OR donated work at 33% of the of the current years “public” events (races). Working Members voted into an officer / board position will have the “unearned” portion of their dues waved for that season.
Life Members will have voting privileges and be eligible to run for a club officer or board position if:

they meet the criteria that would classify them as Working Member
OR
they have attended at least 50% of the current year membership meetings AND donated work at 33% of the of the current years “public” events.

Associate Members will have voting privileges if they have attended at least 50% of the current year’s membership meetings AND donated work at 33% of the current years “public” events. Associate Members are eligible to be nominated for officer / board if they have met the complete year requirements for Working Member and attended at least 50% of the current year’s membership meetings AND donated work at 33% of the of the current years “public” events (races) at the time of nominations.

Sec 11. Duties of the Executive Board are:

Review of the membership roster for the purpose of identifying members in “good standing”. Annually, the board will review Working, Associate and On-Deck Memberships for renewal. The board shall review and approve all memberships.
To vote on all business matters affecting the Club unless already designated elsewhere in the Club Bylaws.
To set dues and fees charged or paid by the Club.
To properly investigate and present to the Club all business or important activities and situations.
To hear and resolve member complaints submitted in writing.
To appeal decisions made by the Club for amendment and submit for revote.
To vote on impeachment of any elected officer of the Club. Such impeachment shall require 7 votes to carry, and becomes final and effective immediately.
To vote to approve the expenditure of Club funds when the amount exceeds $3,000 up to $5,000 maximum. Such approval shall be based on the majority vote of the full Executive Board (6 votes).

Sec 12. Membership Rules:

General rules regarding member and facility operation are outlined in the annual Member Application. All rules outlined therein are subject to the PRA Bylaws.

Sec 13. Membership Types and Classifications:

Working Member – (replaces “senior member”). A Working Member is defined as a club member that has paid at least two-thirds of their current year dues via work point credits earned the prior year – or an Associate Member that has accrued enough work points to cover two-thirds of the require points during the current year. The Working Member will enjoy full access to “open” areas of the club property as well as free access to any public open practice day or board designated event. Additionally, the Working Member will be allowed to bring a guest to scheduled/designated “Club Ride Days.” Working Members are eligible for Officer/Board positions.
Associate Member - A member with open area riding privileges only. An Associate Member may volunteer to work and earn Work Points towards membership dues and/or Working Member status. Associate Members will be included on “Club Ride Days,” but cannot bring a guest. Associate Members will enjoy a $10 discount on ride fees on public open practice day.
Life Members will enjoy Associate Member benefits without annual dues. Life Members must meet Working Member requirements to be eligible for Working Member benefits.

Life Membership can be granted upon approval of the Executive Board. This honor is reserved for individual members who have demonstrated continued contribution to the Club at a level above and beyond the normal call of duty. As a general rule, members may be given consideration upon completing 10 consecutive years as a senior member in good standing. It is the members responsibility to petition the board in writing for Life Membership. They should state in their petition the reasons that they meet the stated requirements for consideration.

On-Deck Member – is a member that has accrued Work Points in the current year or one year prior and has not yet cashed them in to pay their dues. This member has no riding privileges not afforded to the general public.
Reserve Member: Reserve Membership status can only be granted to Working Members and will not count against the membership cap. A Reserve Member has no rights or privileges.
Guest Member: a two-week member with riding privileges only. To become a guest member, a membership application must be submitted to the Club Secretary that must be pre-signed by a sponsoring member of the Executive Board. Proof of insurance must be included with the application and fee. The application must state the two-week period desired. The two-weeks must be continuous, and no guest membership shall be approved more than once per calendar year. A Guest Member card will be issued, and this card must be carried at all times when on Club property. The requirements for Guest members are:

The guest member MUST be from out of state.
Guest members can only be “added” to Working Members and active life members
The sponsor must be present every time the guest member is at the track
There is a limit of 2 guest members per Working/Life member
Guest members cannot earn points for their sponsor member

Adjunct Member: a membership for a friend or neighbor with riding privileges only. To become an adjunct member, a membership application must be submitted to the Club Secretary that must be pre-signed by a sponsoring member of the Executive Board. Proof of insurance must be included with the application and fee. The requirements for Adjunct members are:

Adjunct members can only be “added” to Working Members and active Life members
The sponsor must be present every time the adjunct member is at the track
The adjunct member has to be less than 18 years of age
There is a limit of 2 adjunct members per Working/Life Member
Adjunct members cannot earn points for their sponsor member

Sponsored Member. These are for individuals, not families. These individuals would apply annually to the club in written format. The Executive Board would vote for approval or not. These memberships are granted for a single calendar year regardless of when approved. This is a non-voting membership and would not count as towards Life Member consideration. They are subject to all the PRA rules and guidelines.

Sec 14. Membership Dues, Insurance and Family Members:

Members will pay an annual fee to be set by the Executive Board. Membership forfeiture will be mandatory if fee is not paid by the Middle of February 15th.
Accrued Work Points can be used for payment at $20 per 1 point earned.
At the time of this printing, fees are as follows:

Working Member Fee $500.
Associate Member Fee $500.
Guest Member Fee $30.
Adjunct Member Fee $100.
Reserve Member Fee $40.00

Members and their family must have medical insurance in order to ride on Club property.
Family members for the purposes of the Club are defined as a spouse, or a son/daughter still in school or college. As a general rule, someone is a family member if they can be claimed as a dependent on the member’s income taxes.

Sec 15. Club Funds:

Any member or members using Club funds or property for personal gains will be investigated by the Executive Board, and expelled and prosecuted if found guilty.
Any member having knowledge of and not reporting personal gains as in paragraph 1 above, will also be investigated by the Executive Board, and expelled if found guilty.
Any member involved with vandalism, obstruction, theft of Club funds and/or property will be expelled and prosecuted according to the law.
No individual member shall send out or approve the sending out of any financial statements. Nor shall he or she recognize or pass upon any financial appeal that the Club may receive without such appeal having received approval from the Executive Board, or a two-thirds vote of those present at any general meeting of the Club.
Any bills made by Club members must have an itemized list with the date and cost before a member can collect payment on said bill. Expenditures must be pre-approved in accordance with Section 4, paragraph 3.
The “Club Preservation Fund” is established solely for the purpose of future land purchases and emergencies that would jeopardize the existence of the club.

Sec 16. Attendance and Meetings:

General membership meetings of the Club will be held once a month on the third Monday and/or any Monday before a race weekend. The published Club calendar supersedes this clause. The executive board may choose to hold an unscheduled General Membership Meeting. To do so they must notify members by Email and posting on the PRA website, a minimum of two weeks prior.
An Executive Board meeting will be held at the end of each year, and when further needed. Any member of the Club may request a special session of the Executive Board by submitting a written request stating the reason.
All general membership and Executive Board meetings will be conducted using basic parliamentary rules and procedures.
The Board of Directors will meet periodically as needed to carry out the duties of Section 11. A minimum of three Directors is required to make a quorum. A majority vote requires a minimum of 3 yeas to pass.

Sec 17. Elective Offices and Officers:

General Guidelines:

Officers and Directors shall hold offices for periods of one year or until their successors are elected.

Guidelines for Elections:

Nominations for elected positions will occur at the last meeting in October.
Elective offices shall be filled at the annual election to be held on the last meeting in November and will take effect immediately.
Nominees will have time at the November meeting to present themselves to the membership for a maximum of 5 minutes per nominee
Elections will be by secret ballot.

Guidelines for Nominations:

To be eligible for nomination to be an Officer or Director, the nominee must requirements as defined in Sec. 10.
Be present to accept or reject the nomination, unless specific acceptance has been given to the President in advance.

Guidelines for Vacancies:

At the first general membership meeting of the Club following the resignation of an Officer, except that of the President, the vacancy shall be filled through nomination per Section 17, paragraph 3, and election per secret ballot at the next general membership meeting. The newly elected Officer shall immediately start serving out the remainder of the one-year term.
When the President resigns, the Vice-President shall automatically become President. Election of a new Vice-President shall then be per Section 17, paragraph 4.A. The new President shall immediately start serving out the remainder of the one-year term. At the end of the one-year term, both the President and the newly elected Vice-President must face re-election.
At the first general membership meeting of the Club following the resignation of a Director, the vacancy shall be filled through nomination per Section 17, paragraph 3 followed by secret ballot. The newly elected Director shall immediately start serving out the remainder of the one-year term.

Sec 18. Concerning these Bylaws:

These Bylaws may be amended, or added to, by submitting the proposed amendment in writing at a general membership meeting of the Club.
The proposed amendment shall be posted for a minimum of four weeks, and voted on during the next general membership meeting of the Club.
A two-thirds vote of all members present and in “good standing” shall be required to pass all amendments to this document.
The Executive Board has the ability to make amendments to the club Bylaws with a 2/3 vote of its members. These amendments take effect immediately. Amendments must then be presented to the general membership who will have the ability to contest any amendment with the following procedure:

A written statement must be presented prior to a general membership meeting.
The amendment will be overruled by a 3/4 vote of the general membership.

In witness whereof, the Club has caused these Bylaws to be signed by the hand of its duly elected President, and shall immediately become effective.

______________ President

__________________ Date

Palmyra Racing Association

Palmyra, New York