Texas Bicycle Racing Association 2007 Bylaws

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1 Texas Bicycle Racing Association 2007 Bylaws Table of Contents 1. Legal Name and Description 2 2. Mission Statement 2 3. Method 2 4. Membership 2 5. Major Objectives 2 6. Execution 3 7. Communication 7 8. Costs and Funding 7 9. Dissolution Clause Bylaw Amendments Adoption of Bylaws Document Update History Texas Cup Requirements 8 Updated on 10/7/2007 Page 1 of 13

2 1. LEGAL NAME AND DESCRIPTION The exact legal name is Texas Bicycle Racing Association. For purposes of this document, TXBRA will be used to represent Texas Bicycle Racing Association. TXBRA is an organization of bicycle racing clubs and race promoters from the state of Texas. 2. MISSION STATEMENT TXBRA s mission is to promote amateur bicycle racing in Texas. 3. METHOD We will accomplish our mission by coordinating an organized and balanced race calendar with minimal overlap of events, by creating a Texas Cup point series which rewards riders and clubs, and by fostering effective communications between all racers, clubs and promoters. 4. MEMBERSHIP TXBRA cannot exist without membership from the Texas cycling community. In this spirit: 1. TXBRA membership is open to the general public and will consist of clubs and race promoters who agree to host at least one Texas Cup event every calendar year and are currently not in poor standing from prior calendar years; 2. Each TXBRA member club must send its own representative to the annual meeting. 3. Clubs/promoters not currently in poor standing can become a TXBRA member at any time by offering to host a race that meets Texas Cup guidelines, provided an open date on the calendar is available; 4. If a member fails to promote a TXBRA-approved event in any calendar year it will lose its vote until it has promoted an event; 5. A club/promoter must first promote a Texas Cup in order to gain a vote in TXBRA. Failing to promote an annual Texas Cup precludes that club/promoter from voting at the annual meeting; 6. Two clubs may promote one event jointly in order to satisfy the annual event promotion requirement, thus allowing small clubs the opportunity to be a full TXBRA member. 5. MAJOR OBJECTIVES TXBRA shall strive to: 1. Coordinate and establish a balanced race calendar with minimal overlap between events; 2. Encourage clubs in close geographical proximity to work together to host full weekends of events, rather than weekends made up of single races in different locales; 3. Create a Texas Cup points series that will recognize riders from each category in the disciplines of road, track and cyclocross, as well as the riders and clubs in all events, combined; 4. Develop a standardized category system to facilitate the Texas Cup series; 5. Encourage promoters to provide races that meet the category-specific National Governing Body (NGB) time or distance requirements for rider upgrade; 6. Provide for effective communications between racers, clubs and promoters by encouraging a spirit of cooperation and volunteerism; Updated on 10/7/2007 Page 2 of 13

3 7. Seek to attract corporate sponsorship in order to fund TXBRA activities and purchase equipment that members can use free-of-charge; 8. Serve as a unified body that will best represent amateur Texas bicycle racers in discussions, regarding their needs and desires, with their governing bodies; 9. Create a supportive network and environment that enables race organizers to exchange ideas and support each other. 6. EXECUTION Event scheduling A. TXBRA will hold an annual meeting to plan the calendar for the following year and adopt new or modify existing bylaws. Clubs should be prepared to commit to dates and types of events as much as possible at this meeting. B. Changes to dates and events will be allowed throughout the year, but clubs wishing to do so should be willing to accept the dates that are, at that time, still available. C. Event dates will be awarded on a first-come-first-served basis. In the event that a conflict arises that can t be resolved by the promoters the TXBRA officers will vote to resolve the conflict, taking into consideration issues such as availability of course, distance between the two events and other open weekends. Every effort will be made to avoid having two TXBRAendorsed events on the same day. Officers and elections A. Officer positions will consist of a President, Vice-President, Secretary, Treasurer, a Member-at- Large and an Official-at-Large. B. TXBRA officers will be elected at the annual meeting. TXBRA officers will be elected by the body of TXBRA members. They will hold office for one-year terms. Officers may be re-elected. C. The duties of the officers are as follows: i. President The leader responsible for all aspects of TXBRA. Duties will consist of, but not be limited to: coordinating the calendar with promoters, negotiating date disputes, enforcing TXBRA rules, appointing committees and/or special positions (i.e., webmaster), acting as a liaison between clubs and governing body representatives when necessary, negotiating corporate sponsorship for TXBRA, and seeking new ways to improve amateur cycling in Texas. ii. Vice President Duties will consist of assisting the President with the leadership responsibilities of TXBRA and assuming the duties of the President in the President s absence, removal or early resignation. The Vice President will also be responsible for overseeing TXBRA equipment use and rental. iii. Secretary Duties will consist of overseeing and implementing the Texas Cup points system, recording the minutes of TXBRA meetings, recording the results of votes taken at meetings and online, keeping track of results from promoters and maintaining a history of past Texas Cup winners. Additionally, the Secretary will be responsible for the safekeeping and storing of TXBRA documents. iv. Treasurer Responsible for managing the funds of TXBRA collected from events and sponsors. Also responsible for paying TXBRA bills incurred and purchasing any prizes given out for the Texas Cup series. Must keep a detailed transaction report and provide it to member clubs upon request. v. Member-at-Large - Responsibilities are assigned at the discretion of the President. Updated on 10/7/2007 Page 3 of 13

4 vi. Official-at-Large Annually, the officers will appoint an individual to serve this role. Responsible for enforcing officiating standards according to the guidelines set forth in the USCF rulebook and those provided by the TXBRA officers. Will act as a liaison between USCF officials and the TXBRA organization. Submits recommendations regarding rider and official disciplinary action to the governing body. Coordinate the scheduling of clinics for new officials, official refresher and upgrades. D. TXBRA officers can be removed before the annual election by a 2/3 vote of the TXBRA membership. E. In the event that an officer position is vacated, the existing board members may change offices and nominate a candidate to fill the remaining vacancy. The membership will have an opportunity to vote on whether to accept the nomination. A nomination is successful by obtaining a 2/3 vote. Should the nomination fail, this subsection shall be repeated until a nomination is approved. An exception to this subsection is the office of president, which in handled in accordance with subsection 2 (ii) of this section. Voting Any decisions regarding purchases, other than for reasonable administrative duties, must be made by a majority vote of the membership. Other issues will periodically present themselves that will require a TXBRA membership vote. A. Each TXBRA member in good standing will have one vote. B. Voting will normally take place at an official TXBRA meeting. In order for voting to occur, a quorum of 50% of the TXBRA membership must be present. If a quorum cannot be reached using the above rules, then proxy voting will be allowed (subject to the maximum of 2 votes person). In the event that a meeting is not possible, or is deemed impractical, voting will take place on the private TXBRA membership discussion and voting forum. C. Issues to be voted upon shall be announced at least two (2) weeks in advance so as to allow the TXBRA membership ample time to consider and discuss the issue and to make plans to attend the vote. D. TXBRA members will not receive multiple votes if one of their club members is also a TXBRA officer or if they host more than one TXBRA-endorsed event. Event Endorsement In order for an event to receive TXBRA Texas Cup endorsement, the event promoter must: A. Meet the specific requirements specified in Texas Cup Requirements - Texas Cup Events. B. Respect the following NGB rules, even if at such time in the future the NGB rules cease to include these particular items: 1. The official race announcement must be approved by the administrator before publication (up to $500 penalty for publication without approval), as per USAC rule 1E2. 2. The official race announcement must contain, for each race, the total amount of the prize lists, the nature of the prizes (cash, merchandise, combination thereof, or other), and the number of places that will receive prizes. If cash is to be awarded, the minimum value will be shown, as per USAC rule 1E2(d) (2007). Updated on 10/7/2007 Page 4 of 13

5 3. The complete prize list, with values for each place, shall be posted at registration and available to competitors on the day of the event, as per USAC rule 1F1 (2007). C. Promoters may run non-txbra Texas Cup categories in an endorsed Texas Cup event; however those categories will not be eligible for Texas Cup points. D. Agree to post the event results to the TXBRA web site within 48 hours of event completion utilizing a standardized format to be determined by TXBRA. E. Agree to score combined categories separately as deep as required by the applicable Texas Cup points schedule specified in Texas Cup Requirements - Texas Cup Points Schedules. F. In order to facilitate racer upgrade, Texas Cup event promoters will hold races that meet the minimum event distance/time requirements for racer upgrade. Exceptions will be taken on a case-by-case basis. G. Promoters must send a completed race flier to TXBRA board for approval prior to applying for permit or posting flier publicly. H. An event permit fee of $150 shall be required for every road Texas Cup event. The event permit fee will be due no later than the deadline specified in Texas Cup Requirements (based on the tier of the road event). The amount of the TXBRA racer surcharge shall be reduced by the applicable event permit fee. If the event permit fee ultimately exceeds the TXBRA racer surcharge, the difference shall be returned to the promoter. If the event is cancelled, it is at the sole discretion of the TXBRA Board whether or not the event permit fee is returned to the promoter. In order to receive the event permit fee refund because of cancellation, the promoter should petition the TXBRA Board in writing. I. Promoters failing to meet the aforementioned requirements in 6.4.A through 6.4.I may be placed in poor standing by the TXBRA Board. In order for a promoter to be placed in poor standing, the following steps must be taken: Texas Cup Series 1. The promoter shall be notified in writing by the TXBRA President that he/she is not in compliance with all bylaw regulations. The notification should include recommended steps to remedy the non-compliance and the time-frame requirement as outlined in this section of the TXBRA bylaws. 2. Upon receipt of that notification, the promoter has seven (7) days to comply. 3. If the event is still not in compliance after seven (7) days, the TXBRA president shall develop the action to be taken against the promoter, the rationale for such action, and the time span of the action. The remaining Board members will vote on the President s proposal. 4. If a simple majority of the Board votes for action against the promoter, the promoter will be sent the proposed action and given three (3) days to comply. 5. If after the three (3) days, the event remains non-compliant, the President s action shall take effect and the entire membership will be notified. The TXBRA Texas Cup series will provide individual and team rankings for road, track and cyclocross disciplines, as well as an all-around ranking which will combine all these disciplines. Current rider and club results and standings will be maintained on a database and made available on the TXBRA web site. A. Detailed rules and points schedules for the Texas Cup Series are outlined in Texas Cup Requirements Texas Cup Points Schedule. B. All licensed riders will be eligible for Texas Cup points. One day license holders will not be eligible for Texas Cup points since tracking will be done by license number. C. Unattached racers are eligible for Texas Cup points. Updated on 10/7/2007 Page 5 of 13

6 D. State championships in all disciplines will award Texas Cup points with a 1.5x multiplier to the points schedule listed in Texas Cup Requirements Texas Cup Points Schedule. Texas Cup points will only be awarded in approved TXBRA Texas Cup categories. Non-championship races (in recognized Texas Cup categories) held in conjunction with championship events will not receive the championship multiplier and will award points on the standard schedule. Each individual racing in the State Team Time Trials will be awarded Texas Cup points on the standard schedule with no championship multiplier. E. Texas Cup points will be awarded for track event Omnium results for the day or the event. Texas Cup track races shall be offered on SATURDAY or SUNDAY. In addition to Regionals, the Texas Cup shall consist of nine or ten one-night omnium-style races (split evenly among participating Texas velodromes). F. Championship Track events are allowed to offer and award traditional regional championships at 5-year age groups for masters, but will combine the results of each event as appropriate for scoring the Texas Cup 10-year masters age groups. Each Regional Championship that is participating in the track Texas Cup series should score its component races in core Texas Cup categories. When this is done, the mass-start and sprint fields should be combined to permit scoring of the standard 10-year age brackets for Texas Cup Masters. Each track Texas Cup category is to be scored for Texas Cup points in at most one regional championship during the season. G. Clubs will receive points for all member riders who receive individual Texas Cup points, with the exception of members participating in category Men s 5. Clubs with the largest number of racers in the most disciplines will stand the best chance of winning the Texas Cup Club rating; this rewards those clubs who are doing the most to promote racing participation throughout every discipline. H. Clubs will receive ten (10) Texas Cup points per Texas Cup race officiated by a team member, with a cap of 100 points per official. Points applied to club points only, not individual points. Submission for points should be sent to the database/results administrator by the TXBRA representative and is subject to verification. I. All club points earned by a racer will be awarded to and stay with the club to which the rider is officially attached at the time of the event. In the event that a racer changes clubs midseason, he or she will retain all of his or her earned individual points. The TXBRA secretary must be notified immediately of upgrades and club changes. J. All-around standings will be maintained and will rank all riders, regardless of categorization, against each other based on the sum of all points received in all disciplines by each rider. This will recognize those riders who are competing in multiple disciplines and will hopefully encourage riders to try disciplines they are not currently involved in. K. Texas Cup points can overlap a local point s series; that is, a race can be both part of a local series and an approved Texas Cup race. L. In Texas Cup events, racers who are scored in multiple categories based on the results of one single race shall only be eligible for Texas Cup points in one of the categories. In such cases, the racer should specify in advance the category for which they wish their Texas Cup points to be awarded. If the racer in question finishes in a point-earning place in other races, the points for that place will not be awarded to any racer. M. Member clubs in good standing will receive Texas Cup points for new riders brought into the sport, subject to the terms of the Rider Development Initiative as specified on the txbra.org website. Clubs are also eligible for monetary compensation from TXBRA (per rider) under this program. Team points will be awarded per rider based on the following schedule: 1. Junior Men 15 points 2. Junior Women 20 points 3. Men (19-older) 10 points Updated on 10/7/2007 Page 6 of 13

7 4. Women (19-older) 15 points 7. COMMUNICATION TXBRA will utilize a web site for communicating with the cycling public. The site will contain: 1. A current race calendar; 2. Race results; 3. The current Texas Cup standings; 4. A list of member clubs, including web links if available; 5. The Texas Cup rules; 6. A list of TXBRA Officers and Board members, including contact information; 7. A TXBRA rider forum; 8. Web links to all corporate sponsors; 9. A private TXBRA membership discussion and voting forum. This forum will eliminate much of the need for travel to meetings. 8. COSTS AND FUNDING 1. TXBRA will seek to secure corporate sponsorship in order to: A. Fund its operating costs and expand its function. B. Fund the purchase of equipment that can be used by TXBRA members to help promote their events and to enhance the quality of TXBRA events. This equipment will be transported from one race to the next by the member clubs and they will be responsible to safeguard and care for the equipment until it is passed on to the next member club. Non-members will be able to rent the equipment if a member club does not need it. 2. Promoters of Texas Cup road events are required to submit a per-rider surcharge to the TXBRA treasurer after the conclusion of their race. The surcharge schedule is found in Texas Cup Requirements Texas Cup Events. 3. TXBRA will disclose its balance sheet to its members at least quarterly. 9. DISSOLUTION CLAUSE Upon dissolution of the organization known as Texas Bicycle Racing Association, assets shall be distributed for one or more exempt purposes within the meaning of Section 501 (4) of the Internal Revenue Code of 1986, or corresponding section of any future Federal tax code, or shall be distributed to the Federal, state, or local government for a public purpose. Any such assets not so disposed of shall be disposed of by a court of competent jurisdiction of the county in which the principal office of the organization is then located, exclusively for such purposes. 10. BYLAW AMENDMENTS The TXBRA Bylaws must be approved by a 2/3 vote of those present and eligible to vote at the inaugural TXBRA meeting, representing a quorum. Changes can only be made by a 2/3 vote of the TXBRA membership present at subsequent annual meetings or online at any time by a 2/3 vote of the TXBRA membership. Updated on 10/7/2007 Page 7 of 13

8 11. ADOPTION OF BYLAWS We, the undersigned, are two of the initial officers of this association, and we consent to, and hereby do, adopt the foregoing Bylaws, as the Bylaws of this association. Dated: 01/21/ (Signature on File) Steve Knight, President 2. (Signature on File) Bonnie Walker, Treasurer 12. DOCUMENT UPDATE HISTORY Date Name Description 10/27/2002 Bonnie Walker Added Amending Bylaws section to the bylaws, as voted on during annual meeting on 10/27/ /21/2002 Bonnie Walker Updated bylaws to incorporate the following sections: 1) Legal Name, 2) Dissolution and 3) Adoption of Bylaws as dictated by the IRS and State of Texas. These changes were adopted by a 2/3-membership vote in January /01/2002 Bonnie Walker Reformatted. 01/02/2003 Christian Williams Added Amending Bylaws section to the bylaws, as voted on during annual meeting on 12/07/ /30/2003 Rob Kane Reformatted. Added (1) replacement of board members; (2) Deleted surcharge for Track, CX per April, 2003 vote; (3) redefined role of M-A-L and O-A-L. 01/20/2004 Drew Tucker Correct Juniors changes from a previous revision. Incorporate proposals 3,4,5,6 passed at 10/25/2003 annual meeting. Incorporate proposal passed via vote 12/22/ /13/2005 Drew Tucker Update formal document with bylaw changes passed in October 2004 effective for Cyclocross season 2005 (2005-CX-1, 2005-CX-2) establishing points for cyclocross stage races and allowing racers to race up in cross from their road or MTB categories. Incorporated major tiered-division proposal passed in November 2004 and effective for calendar year This added tiered-divisions for all disciplines. New points schedules, event date request deadlines, race surcharges, and required and flex categories were all re-specified. 08/31/2006 Bonnie Walker Updated document with bylaw changes passed in November /07/2007 Drew Tucker, Bonnie Walker Updated will bylaw changes passed in December Updated years on NGB rules. Cleaned up cyclocross section to reflect new USA Cycling cyclocross categories. Restored points structure for CX div II. 13. TEXAS CUP REQUIREMENTS 13.1 TEXAS CUP EVENTS Any event is eligible to be a Texas Cup Event if: 1. The event has been sanctioned by the NGB. 2. The promoter is in good standing with TXBRA. 3. The promoter agrees to the following: - Submit the race application, flyer and event permit fee to TXBRA in the timeframe specified in Section 4 Race Requirements. Updated on 10/7/2007 Page 8 of 13

9 - Submit the race results within 48 hours of event completion in a format specified by TXBRA. - Meet all division-specific race requirements specified in Section 4 Race Requirements. Updated on 10/7/2007 Page 9 of 13

10 4. Race Requirements ROAD TRACK CYCLOCROSS Division I II III I I II Core Categories Men P/1/2 Men P/1/2 Men P1/2/3 Men P/1/2 Men 1/2/3/4 Men 1/2/3/4 Men 3 Men 3 Men 3/4 Men 3 Men 3/4 Men 3/4 Men 4 Men 4 Men 4/5 Men 4 Men 4 Men 4 Men 5 2 Men 5 2 Wm Open Jr Women 1/2/3/4 Jr Women 3/4 Jr Junior Open Minimum Number Of Flex Women Total 1 N/A 1 Master Categories Junior 2 1 N/A 2 1 Optional Categories Promoter s Discretion Promoter s Discretion Promoter s Discretion Minimum Scoring Places Stage Races Allowed Yes Yes No N/A Yes No Minimum Cash 1-Day $3,000 $1,500 $500 $250 $400 $200 Purse Stage Race $5,500 $2,500 N/A N/A $700 N/A Conflicts Allowed With Division... I No No No Yes Yes Yes II No TBD TBD Yes Yes Yes III No TBD Yes Yes Yes Yes Attendance Threshold 1 N/A N/A N/A N/A Scheduling Deadline (Days) Scheduling Precedence Highest Average Lowest Highest Highest Average Camera Official & Trailer Required Optional Optional Optional Optional Optional Refundable Event Permit Fee $150 $150 $150 N/A N/A N/A Rider Surcharge One-Day $1.00 $0.75 $0.50 $0.50 $0. 50 N/A Stage Race $1.50 $1.50 N/A N/A N/A N/A 1 If attendance last year exceeded threshold, the event will need to be run in the next highest division. 2 Men 5 is not eligible for individual Texas Cup awards and points earned will not be included in the team Texas Cup totals. Updated on 10/7/2007 Page 10 of 13

11 The following are all acceptable Flex categories: Women Master Junior Women Open 35+ Junior Open Women 1/2/3 40+ Junior 14 and Under Women 1/2 45+ Women 18 and Under Women Women 3/4 55+ Women /2/ /5 5. The promoter agrees to run races meeting the distance/time categories for upgrading as specified by the NGB. In the event of combined categories, the promoter agrees to run races meeting the distance/time requirements for upgrading for the shorter of the combination as specified by the NGB. 6. State Championships are Division I by default but are not subject to the Core and Flex category requirements. 7. The promoter agrees to provide two identical bib numbers per rider, for division I road races. One will be placed in reference for the finish line officials and the other will be placed in the middle of the rider s back so as to be seen from a follow vehicle TEXAS CUP SERIES A collection of Texas Cup Events may apply to become a Texas Cup Series if there are at least eight (8) or more individual races in the proposed series. The promoter or promoters will be responsible for promoting the series. TXBRA will be responsible for accumulating series points. Updated on 10/7/2007 Page 11 of 13

12 13.3 TEXAS CUP POINTS SCHEDULES PLACE Discipline Division Event Type Road SR (GC) SR (Prologue) I SR (TT) SR (RR) SR (Criterium) One-Day Event SR (GC) SR (Prologue) II SR (TT) SR (RR) SR (Criterium) One-Day Event III One-Day Event Track One-Day Omnium I Regionls Omnium II N/A Cyclocross SR GC I SR TT SR Stage One-Day II One-Day Updated on 10/7/2007 Page 12 of 13

13 13.4 TEXAS CUP AWARDS The Texas Cup will offer season-end awards for the following designations: Person or Team Categories Series Disciplines 1. Individual Person All Combined All Combined All Combined 2. Individual Person All Combined All Combined Road 3. Individual Person All Combined All Combined Track 4. Individual Person All Combined All Combined Cross 5. Team All Combined All Combined All Combined 6. Team All Combined All Combined Road 7. Team All Combined All Combined Track 8. Team All Combined All Combined Cross 9. Individual Person Individual Category* All Combined Road 10. Individual Person Individual Category* All Combined Track 11. Individual Person Individual Category* All Combined Cross * The Texas Cup will offer season-end awards for any categories having least eight (8) events. The only exception to this will be Men s Category 5 in which no awards will be presented. Texas Cup Points Protest Period Once posted to the online TXBRA Texas Cup database, there shall be a protest period during which a posting error or omissions must be called to the attention of the race promoter and the TXBRA database manager. NORMALLY, this protest period shall be 15 days after posting of the results on the online database. This protest period ends for all events three days BEFORE the first race of the last weekend of Texas Cup racing for the discipline in question, even if the protest period for that event becomes shorter than 15 days. However, in no case shall the protest period be less than three days after the event results are posted to the database. If changes to the online database are made during the protest period, the duration of the protest period shall be extended accordingly as if the results were being posted for the first time. THIS DATABASE PROTEST PERIOD IS NOT TO BE USED FOR PROTESTING ACTUAL RACE RESULTS, WHICH BY NGB RULES ARE FINALIED ON EVENT DAY WITHIN 15-MINUTES OF RESULT POSTING. Updated on 10/7/2007 Page 13 of 13

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