The name of the organization shall be the Down East Cyclist (DEC).
DEC is dedicated to promoting and supporting recreational and competitive cycling activities. Our organization aims to educate cyclists in various areas of the sport of cycling, while also promoting safe cycling practices. We actively encourage and support the development of public cycling facilities and programs, including bike paths, bike trails, educational courses, the local National Interscholastic Cycling Association Mountain Bike Team, and other public cycling activities. Through these initiatives, DEC strives to foster a vibrant cycling community and create opportunities for cyclists of all levels to enjoy and excel in the sport.
Membership is open to individuals and families who desire to promote the purposes of DEC in the following categories:
Individual Dues: $30/year or as recommended by the Executive Board
Family Dues: $50/year or as recommended by the Executive Board (A family is defined as two or more people – including children under 18 years old – residing at the same residence.)
DEC is committed to creating an inclusive and welcoming environment for all individuals. No person joining DEC shall be discriminated against because of race, color, creed, sex, age, disability, national origin, sexual orientation, or any other protected status. We are dedicated to ensuring that all members, participants, and volunteers are treated with respect and dignity, promoting equality and fairness within our organization and the broader cycling community.The Treasurer will log and track all active paid members and their annual due dates.The Secretary will provide a monthly report of all active members to local businesses that support club discounts.DEC maintains transparent financial practices and ensures that any reimbursements provided to individual members for club-related expenses are reasonable and documented in accordance with club policies and procedures. The organization is committed to responsible fiscal management and the equitable distribution of resources to support the collective interests and endeavors of its members.Membership Rules
Each Individual membership shall have one vote at General Meetings.
Each Family membership shall have two votes at General Meetings.
Any revisions or changes to the Membership Dues will be approved by the Executive Board and presented at the next club meeting for a General Club member vote.
Each member must sign a DEC waiver of liability.
The membership period is valid for one year after the joining date.
Each member shall abide by applicable traffic laws, rules, and regulations while engaged in a DEC-sponsored riding or racing activity. By adhering to these guidelines, DEC members demonstrate their commitment to promoting safe and responsible cycling practices, both within the organization and in the wider community.
It is the collective responsibility of all members to uphold these standards and contribute to the positive image of cycling as a lawful and respectful mode of transportation and recreation.
No member of the DEC shall use, distribute, or possess any illegal substance or drug while engaged in any DEC-sponsored event or activity. DEC promotes a healthy and drug-free environment for all members and participants.
Members shall not possess a concealed weapon unless they are licensed to carry as defined by federal, state, or local laws. DEC-sponsored events, including riding or racing activities, are intended to be safe and inclusive for all participants. Therefore, the possession of concealed weapons without proper licensing is strictly prohibited. Displaying a weapon, regardless of licensing status, is not permitted during any DEC-sponsored event or activity. DEC values the safety and comfort of all members and participants, and the display of weapons may create an environment that is intimidating or unwelcoming. By adhering to these guidelines, DEC members demonstrate their commitment to maintaining a safe and inclusive environment for all. It is the responsibility of each member to comply with these provisions and contribute to the positive and respectful atmosphere of DEC events and activities.
Membership may be terminated for cause for any act that is detrimental to the interests and benefit of DEC or violates any DEC policy or procedure. Such termination shall require the affirmative vote of 3/4 of the Executive Board. For each termination the Executive Board shall set forth procedures, as may be appropriate under the circumstances, to ensure fairness to both DEC and to the member subject to termination.
General Meetings
General Meetings of the members of DEC shall be held on the second Wednesday of each month at 6:30 p.m. or as otherwise determined by the Executive Board. The meeting location will be determined and announced by the Executive Board via an approved method, i.e., email distribution, social media, website, or other electronic means.
Annual Meeting & Election of Officers
The Annual Meeting and Election of Officers shall be held at the regularly scheduled General Meeting for the month of January.
Officers
The elected officers of DEC shall be the office of President, Vice-President, Treasurer, and Secretary. The four elected positions together comprise the Executive Board.The duties of the Officers shall be:
President - Presides at General Meetings of DEC; is responsible for the general management and fundraising activities of DEC; may establish policies and procedures for the implementation of any DEC activity and function.
Vice President – Assists the President in carrying out DEC activities and serves in his absence; organizes the club rides associated with New Year’s Day, Memorial Day, Independence Day, Labor Day, and Thanksgiving (including submitting the start/finish location and route to the club members at least 30 days in advance); and organizes the December holiday party.
Treasurer - Shall keep an account of all money received by and disbursed on behalf of the Club in accordance with generally accepted business practices which shall include at a minimum, provisions for the following:
Cash receipts shall be deposited in the DEC bank account the first banking day after the day of receipt. A duplicate deposit slip, authenticated by the bank, shall be retained as evidence of deposit.
Disbursements shall be made using preprinted and pre-numbered checks. All checks or withdrawal slips must bear the signature of at least two members of the Executive Board, one of whom shall be the Treasurer.
Bank statements shall be reconciled with the book balance each month. Such reconciliations shall be accomplished in writing and shall be certified by the Treasurer and one other member of the Board.
All receipts and disbursements shall be supported by adequate receipts, bills, invoices, and other generally accepted accounting documents. Voucher files shall be maintained for all receipts and disbursements and cross-referenced to payments or deposits. Such vouchers shall briefly describe the income received or expense incurred and shall be signed by the Treasurer.
Accounting records shall be maintained on a current basis and all records and related documents preserved in such a manner as to be readily available for audits.
A record of all DEC property/equipment shall be maintained. This record shall describe the items of property/equipment, the date purchased, and the original cost. A physical inventory shall be conducted of all DEC property at least annually as of the close of the accounting year. This inventory shall be made a part of the DEC official records.
When the Treasurer is relieved, he/she shall invoice to his/her successor all funds, property, accounts, and records of DEC. The successor shall receive for them. For this purpose, a combined invoice and receipt shall be prepared in quadruplicate with all copies being signed by both parties. Distribution of the signed copies shall be as follows:
Original – filed with a financial statement.
Copy – to President.
Copy – to newly assigned Treasurer.
Copy – to relieving Treasurer.
Secretary – The Secretary of the DEC plays a crucial role in maintaining accurate records and facilitating effective communication within the organization. The specific duties of the Secretary include:
Record-keeping: The Secretary is responsible for taking and maintaining minutes of general meetings of DEC. This includes accurately documenting discussions, decisions, and actions taken during the meetings.
Record Management: The Secretary ensures that all organizational records containing personally identifiable information (PII) are stored securely. PII refers to information about a club member that identifies, links, relates, or is unique to them, such as social security number, driver's license number, age, rank, grade, marital status, race, salary, home/office phone numbers, and other demographic, biometric, personnel, medical, or financial information. These records should be kept in a secure location with restricted access to protect members' privacy and comply with applicable privacy laws.
Waiver of Liability and Assumption of Risk Agreement: The Secretary acquires and retains a copy of each member's Waiver of Liability and Assumption of Risk Agreement. This agreement serves to protect DEC and its members from legal liability and ensures that members acknowledge and understand the inherent risks associated with cycling activities.
Officer Contact Information: The Secretary maintains a comprehensive list of current organizational officers and their personal contact information. This information includes the name, physical address, email address, and daytime phone number of each organizational officer. Having up-to-date contact details allows for effective communication and collaboration among the officers.
Election of DEC Officers
Annual Meeting: The election of DEC officers shall take place at the Annual Meeting, which is held during the General Meeting in January. During this meeting, members will have the opportunity to vote on candidates for each office.
Nomination Process: Nominations for each office will be called for at the December General Meeting. All nominations, along with the nominees' names and offices, will be published on the DEC website or through other approved methods prior to the Annual Meeting.
Election Procedure: During the Annual Meeting, officers shall be elected by a majority vote of the voting members present. Each elected officer shall serve from the date of election through the next Annual Meeting.Vacancies: In the event of a vacancy occurring during the term of any office, the President has the authority to fill the vacancy by appointment. The appointment must receive the concurrence of a majority vote of the voting members present at the next General Meeting following the occurrence of the vacancy.
Vacancy in the Office of President: If a vacancy occurs in the office of President, the Vice President shall assume the office of President until a new President can be voted in at the next General Meeting.
Limitation on Holding Multiple Offices: No person shall occupy more than one elected office at any one time. This ensures a fair and balanced distribution of responsibilities and promotes equal opportunities for participation among DEC members.
The collective membership dues and additional income generated by DEC must sufficiently cover all expenses, including insurance and other financial obligations. By joining DEC, each member acknowledges and accepts equal personal liability, as mandated by law, if DEC's assets are insufficient to fully meet all liabilities and obligations. This provision ensures that members understand their shared responsibility and commitment to meeting the organization's financial obligations.
Dissolution of the organization shall be upon the initiative of the membership.Upon the liquidation of all indebtedness, residual assets will be disposed of as directed by the Board of Directors. Any remaining funds held in the club account will be donated to a local not-for-profit charity as directed by the voting membership.If upon dissolution, liabilities exceed assets, then the excess of liabilities over assets shall be paid by the membership. A member is defined as one whose name is carried on the active member's roll as of the date of notification. The membership is liable for organizational debts in the event the organization’s assets are insufficient to discharge liabilities. Distribution of residual funds and other assets must not accrue to the benefit of any individual member or the membership as a whole.
At the beginning of each Fiscal Year, the Treasurer and the President shall prepare a Proposed Budget for all DEC activities and submit the Proposed Budget for review by members at the Annual Meeting.
The Proposed Budget shall be voted on at the Annual Meeting and if approved by a majority vote of the members present, shall be the Final Budget for the Fiscal Year. The President shall have the power to establish policies and procedures as needed for the implementation of the Final Budget.
The President and the Treasurer each shall have the authority to sign individual checks or utilize a debit card drawn on DEC accounts.
Any two elected officers shall have the power, without the approval of the general membership, to make expenditures of $250.00 or less for extraordinary expenses that are deemed to be in the best interests of DEC and not included in the Final Budget. All other expenditures require the approval of the general membership.
The DEC fiscal year shall begin on the first day of January and shall end on the last day of December.
The rules contained in the current edition of Robert’s Rules of Order New Revised shall govern the organization in all cases to which they are applicable, and I which they are not inconsistent with these bylaws, and any special rules of order the organization may adopt.
At the discretion of the Executive Board, DEC may become an affiliate of other cycling-related organizations which may include but are not limited to:
USA Cycling (USAC)
North Carolina Interscholastic Cycling League (NCICL)
Down East Dirt Dawgs
Southern Off-Road Bicycle Association (SORBA)
Coastal Carolina Off-Road Series (CCORS)
Any proposed amendment shall be approved at a meeting of the Executive Board and published on theDEC website or other approved method prior to a General Meeting whereupon the proposed amendment may be approved by a 2/3 majority of voting members present.