Mission

Decatur Bicycle Club Constitution

Updated December 2025

  • Article I – Name: Decatur Bicycle Club
  • Article II – Purpose: The purpose of the Decatur Bicycle Club shall be to promote the use of the bicycle as a form of recreation and transportation. The club shall become involved in local activities that promote bicycling, bicycle safety, provide educational opportunities, and engage in activities for the public benefit. The club is organized exclusively for charitable, educational, and scientific purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code.
  • Article III – Membership:
    • Section 1. Membership is open to all individuals, families and businesses who are interested in promoting club activities and bicycling in general.
    • Section 2. There shall be three types of membership:
      a. Individual – $10.00.
      b. Family – $15.00.
      c. Honorary – supporting club activities and events.
    • Section 3. All people under the age of 18 must have the written approval of a parent or guardian before being accepted for membership.
  • Article IV – Dues: Membership dues are payable annually in the month of January, with up to a 60-day grace period allowed. The annual dues amount shall be determined by a majority vote of those present at the annual meeting in October.
  • Article V – Board of Directors: The election of the Board of Directors shall be conducted as
    authorized in the By-Laws.
  • Article VI – Committees: Committees will be formed as authorized in the By-Laws.
  • Article VII – Conflict of Interest: No member or officer may benefit personally from any club activities, contracts, or decisions. All conflicts of interest must be disclosed, and the interested individual shall not vote or use personal influence.
  • Article VIII – Compensation and Inurement: No part of the net earnings of the Club shall inure to the benefit of any member, officer, or private individual except as reasonable compensation for services rendered.
  • Article IX – Asset Distribution: Upon dissolution, assets shall be distributed to one or more organizations recognized as exempt under section 501(c)(3) of the Internal Revenue Code or to a state or local government for public purposes.
  • Article X – Nondiscrimination Policy: The Club does not discriminate based on age, race, color, gender, religion, national origin, sexual orientation, or disability in any of its policies, rograms, or activities.
  • Article XI – Record Keeping and Financial Reports: The Treasurer shall maintain accurate and complete financial records. All records shall be open to inspection by the membership and be retained for at least seven years.
  • Article XII – By-Laws: The purpose of the bylaws is to serve as the internal operating rules and governance document, defining the organization’s structure, the duties of its board members and officers, and how it will be managed.
  • Article XIII – Amendments: The constitution may be amended in any part by a majority vote of the club membership present at any regular club meeting. A proposed amendment may be voted on for approval at any club meeting; however, notice of the proposed amendment(s) shall be published prior to that meeting. No amendments shall conflict with current 501(c)(3) requirements.

Amendments

On December 2, 2025, a motion was made to amend the Constitution as follows:

  • Article II: modification of wording to meet 501(c)(3) requirement
  • Article III, Section 3: modification of wording
  • Article V: Change Officers to Board of Directors to meet 501(c)(3) requirement
  • Article VII: added – Conflict of Interest to meet 501(c)(3) requirement
  • Article VIII: added – Compensation and Inurement to meet 501(c)(3) requirement
  • Article IX: added – Asset Distribution to meet 501(c)(3) requirement
  • Article X: added – Nondiscrimination Policy to meet 501(c)(3) requirement
  • Article XI: added – Record Keeping and Financial Reports to meet 501(c)(3) requirement
  • Article XII: added – By-Laws to meet 501(c)(3) requirement
  • Article XIII – old Article VII – modification of wording to meet 501(c)(3) requirement

Decatur Bicycle Club By-Laws

Updated December 2025

Meetings

  • Section 1. Meetings may be held monthly.
  • Section 2. The October meeting shall be the annual meeting.
  • Section 3. Special meetings may be called at the request of the club President at any time. A quorum of the Board of Directors is required for conducting the meeting.
  • Section 4. On any item of business, an affirmative majority vote of the club members present shall be required for approval. A quorum of the Board of Directors is required for any vote.

Fiscal Year

The fiscal year of the club shall commence on the first day of January and shall end on the last day of December of the calendar year.

Committees

Committee chairpersons will be selected by the president on an “as-needed” basis. Members of committees will be selected by the chairpersons from all current members or the organization.

Elections

Section 1. Nominations of the Board of Directors will take place at the September meeting. Elections and seating of the Board of Directors shall be held at the annual meeting. The election shall be by ballot from a slate chosen by a nominating committee or from nominations in open meeting. A majority of the club members present shall elect each officeholder.

Section 2. Board members shall hold office for 12 months or until their successors are elected and duly installed. The term of office shall begin at the conclusion of the October meeting.

Section 3. Vacancy in office during the period may be filled by appointment of the Board president.

Duties of the Board of Directors

  • President: Provides strategic leadership, manages daily operations, and ensures the organization’s mission is met. Oversee board and community relations, coordinates programs, leads fundraising and outreach, represents the club, and promotes growth.
  • Vice President: Assists the President with club programs, presides in their absence, manages key initiatives, leads special projects, and supports board and community relations.
  • Secretary: Keeps records of meetings and correspondence for legal compliance, prepares agendas and minutes, manages documents, and facilitates communication among board and stakeholders.
  • Treasurer: Maintains all financial records, oversees income, expenses, and bank accounts, and ensures budget compliance. Prepares regular financial reports for members, coordinates annual dues and fundraising, and keeps club membership listings up to date. Advises the board on financial strategy and ensures transparency. Presents the proposed budget at the November meeting and the previous year’s fiscal report at the January meeting. Coordinates annual membership drive, collection of dues from members, and maintains current member listings.
  • Annual Ride Coordinator: Plans, organizes, and oversees all aspects of the club’s signature cycling event. Manages logistics, promotion, registration, volunteers, and
    coordination with local partners to ensure a safe and successful ride. Evaluates post-event results, gathers participant feedback, and recommends improvements for future rides.
  • Communication Coordinator: Advances the organization’s mission by developing and sharing engaging content across social media, websites, and community channels. Manages
    public outreach campaigns, promotes events and initiatives, and responds promptly to inquiries and media requests. Collaborates with leadership to ensure consistent messaging and increases the organization’s visibility and impact in the community.

Amendments

The By-Laws may be amended in any part by a majority vote of the club membership present at any regular club meeting. A proposed amendment may be voted on for approval at any club meeting; however, notice of the proposed amendment(s) shall be published prior to that meeting. No amendments shall conflict with current 501(c)(3) requirements.

Amendments

Motion was made on Dec. 2, 2025, to amend the By-laws as follows:

  • Modified: Meetings, Section 1.
  • Modified: Fiscal Year
  • Modified: Elections, Section 2.
  • Modified: Duties of Board of Directors, President
  • Modified: Duties of Board of Directors, Vice-President
  • Modified: Duties of Board of Directors, Secretary
  • Modified: Duties of Officers, Treasurer
  • Modified: Duties of Board of Directors, Amish Country Tour Coordinator – the official job title is
  • Bob Galloway Memorial Amish Country Tour Coordinator. Current title was never approved by
  • amendment. Modified responsibilities.
  • Modified: Duties of Board of Directors, Communications Coordinator
  • Added: Amendments section
  • Motion carried on December 2, 2025. Effective date: December 2, 2025.