Bylaws

Article One – Objectives

Section 1 – Local Objectives

Section 2 – Conformance to Nat’l Org.

Section 3 – National Objectives

Section 4 – Articles of Incorporation

Article Two – Academy of Model Aeronautics Charter

Article Three – Election of Officers and Their Duties

Section 1 – Election
Section 2 – Tenure
Section 3 – Officers and Their Duties

President
Vice President
Secretary
Treasurer
Safety Officer
Field Maintenance Officer

Section 4 – Board of Directors
Section 5 – Vacancy
Section 6 – Resignations
Section 7 – Bonding
Section 8 – Expenditures

Article Four – Membership

Section 1 – Member
Section 2 – Active Member
Section 3 – Classes of Membership

Active, Adult
Active, Junior
Active, Family
Inactive
Honorary

Section 4 – New Members
Section 5 – Resignations

Section 6 – Removal From Membership

Section 7 – Financial Contributions

Article Five – Meetings

Section 1 – Quorum
Section 2 – Voting
Section 3 – Regular Meetings

Section 4 – Special Meetings

Section 5 – Annual Election Meeting

Article Six – Dues and Assessments

Section 1 – Membership Dues

Active – Adult
Active – Junior
Active – Family
Inactive Members
Life Member

Section 2 – Arrears in Dues
Section 3 – Special Assessments
Section 4 – Club Events

Article Seven – Committees

Section 1 – Regular Committees

Nominating Committee
Field Committee
Flying Activities Committee
Programming and Education Committee
Student Training Committee
Membership Committee
Safety Committee
Special Projects

Section 2 – Other Committees

Article Eight – Amendments

Section 1 – Authorization
Section 2 – Procedures

BYLAWS OF LYNCHBURG RC & FPV

REVISED – March 14th, 2018

ARTICLE ONE – OBJECTIVES

SECTION 1 – LOCAL OBJECTIVES

To provide a flying field appropriate for flying activities of the majority of the general public.  To promote the building, sport flying and competition flying of radio‑controlled model aircraft in the greater Lynchburg area.  We also want to provide a safe and fun environment to learn about everything remote control, including but not limited to boats, cars and aircraft.

 

SECTION 2 – CONFORMANCE TO NATIONAL ORGANIZATION

To conform to the general policies of the Academy of Model Aeronautics (AMA) and their regulations governing model aircraft flying and contests according to current AMA Rule Book.

 

SECTION 3 – NATIONAL OBJECTIVES

To aid insofar as practicable, support the national program of the AMA with a view towards advancement of model aviation in all its phases.

 

SECTION 4 – ARTICLES OF INCORPORATION

Lynchburg RC & FPV is registered as a non-profit corporation with the state of Virginia. A yearly fee, due in August, is required to maintain this status. Our Identification Number can be supplied by asking a club officer. The club Secretary is responsible for maintaining this status.

 

ARTICLE TWO – ACADEMY OF MODEL AERONAUTICS CHARTER

Lynchburg RC & FPV is an AMA Chartered Club. Numerous advantages accrue to the club through the AMA charter, and are in keeping with ARTICLE ONE: SECTION 2 and 3. As an AMA Chartered Club, all active members of the Lynchburg RC & FPV must hold concurrent membership in the Academy of Model Aeronautics.

 

ARTICLE THREE – ELECTION OF OFFICERS AND THEIR DUTIES

SECTION 1 – ELECTION

Officers will be elected once a year by written ballot. The Nominating Committee will provide a list of candidates at the November meeting and nominations from the floor will be accepted at the November meeting. At the conclusion of the November meeting the nominations are closed and no new candidates may be added to the ballot. The ballots will be mailed to each member in December, no later than 2 weeks prior to the December meeting. A member who receives a majority of the votes cast, shall be deemed to be elected.

 

SECTION 2 – TENURE

All officers shall serve for one year beginning with the January 1st after the election and ending December 31st.

 

SECTION 3 – OFFICERS AND THEIR DUTIES

The officers are to be active members and are elected annually by the membership. The duties of the officers are as follows:

PRESIDENT ‑ The President shall:

  1. Preside at all club meetings.
  2. Act as spokesperson for the club in all matters pertaining to club business.
  3. Appoint standing committees as outlined in this document under “Committees”.
  4. Appoint a Nominating Committee.
  5. Appoint special committees as required.
  6. Act as liaison with Truck Body officials, or appoint a representative.
  7. Prior to a regular meeting the President should verify bank account amounts by on line access.

VICE PRESIDENT‑ The Vice President shall:

  1. Act in all matters for the President when he/she is unable to serve.
  2. Act as parliamentarian at all club meetings providing official interpretation of the Bylaws as required.

SECRETARY ‑ The Secretary shall:

  1. Keep the minutes and attendance at all club meetings and Board of Directors meetings.
  2. Provide written minutes of said meetings as the official record of the business of this club paying particular attention to details of motions and seconds, which are duly passed.
  3. Append a written copy of all amendments to the official copy of the Bylaws.
  4. Be responsible for all Academy of Model Aeronautics related documents.
  5. Maintain the Articles of Incorporation in Section 4 with the state of Virginia.
  6. Ensure all required tax forms are submitted to State and Federal government.

TREASURER ‑ The Treasurer shall:

  1. Collect all monies due the club.
  2. Keep a record of all moneys received and disbursed in an account software or comparable program. A back up copy will be maintained by another club officer and updated at least once a month.
  3. Compile and maintain membership list and email lists. Provide these lists as directed by the board.
  4. Maintain an accurate and up to date listing of all club property and the current custodians of all items of club property.
  5. Submit a budget to the Board of Directors at the February board meeting and present the budget at the regular meeting in March. Upon approval, this budget becomes the Operating Fund for the year.
  6. Make financial books available for inspection by any active club member upon reasonable notice.
  7. Arrange for a review of the financial books 30 days prior to election of officers. This review will be conducted by the Treasurer, President, and one member at large.
  8. Notify members in arrears of dues or delegate this task to the Membership Chair, if one has been appointed.
  9. Checks for major expenditures of $500.00 or more require the signature of the President and Treasurer.

SAFETY OFFICER – The Safety Officer shall:

  1. Appoint a Safety Committee at his/her discretion.
  2. Supervise club flying activity and monitor conditions involving the safety of members, guests and spectators at the club-flying site.
  3. Be empowered to suspend flying by one or more members as required to insure maintenance of safe conditions.

FIELD maintenance OFFICER

  1. Maintain runways and surrounding areas.
  2. Mow grass around field and remove weeds.
  3. Keep the Board informed as to field conditions and planned maintenance.
  4. Responsible for maintenance of club equipment and the storage shed.

 

SECTION 4 – BOARD OF DIRECTORS

The Board of Directors shall consist of all five elected officers and the immediate past President. The Board of Directors is empowered to establish the policies of this club. It will take all necessary steps to implement these policies subject to subsequent approval by the membership.

 

SECTION 5 – VACANCY

Any vacancy occurring during the year will be filled by appointment of a willing active member by the Board of Directors. The appointee will serve until the next annual election.

 

SECTION 6 – RESIGNATIONS

Any Board of Director wishing to resign shall submit a dated letter of resignation to any member of the Board of Directors.

 

SECTION 7 – BONDING

Every year, the Board of Directors shall purchase a bond to protect the funds in the checking and savings accounts. The bond will cover the President and Treasurer for at least the total value of the checking and savings accounts.

 

SECTION 8 – EXPENDITURES

  1. The President may spend up to $100 without any approval.
  2. The board may authorize the expenditure of up to $500.00.
  3. Any expenditure of over $500.00 must be approved by a majority vote at a business meeting. Multiple invoices for a project must be totaled together to meet this rule.

 

 

ARTICLE FOUR – MEMBERSHIP

SECTION 1 – MEMBER

A member shall be defined as anyone who has an interest in radio‑controlled model flying, driving or boating, who has met the qualifications prescribed in this article.

 

SECTION 2 – ACTIVE MEMBER

An active member is further defined as one whom:

  1. Has been accepted for membership.
  2. Is current in payment of club dues.
  3. Is current in payment of all club assessments.
  4. Holds current AMA membership. Membership is considered Inactive until proof of AMA membership is provided.

 

SECTION 3 – CLASSES OF MEMBERSHIP

  1. Active, Adult (Note 1) ‑ Active member 19 years of age or older.
  2. Active, Junior (Note 1) ‑ Active member through 18 years of age.
  3. Active, Family – Children and or Spouse of an Active member.
  4. Inactive ‑ Member who requests and is granted this status by the Board of Directors. Inactive members shall not have voting privileges, but they shall be carried on the club roster and receive the club newsletter. Inactive members shall pay a nominal fee as prescribed by the Board of Directors. They must continue AMA membership.
  5. Honorary (Note 2) ‑ A person so nominated by the Board of Directors, and approved by a majority of the active membership.
Note 1 ‑ Age is determined as of the first day of January of each year for the ensuing year.
Note 2 ‑ Honorary members shall not pay dues, shall not have voting privilege, and do not have to have AMA membership.

 

SECTION 4 – NEW MEMBERS

Any person qualifying under ARTICLE ONE – SECTION 1 may apply for membership by completing the following:

  1. Pay yearly dues via LynchburgRC.com
  2. Have current AMA membership or agree to immediately apply for and supply proof of AMA membership within 30 days of submitting a Lynchburg RC & FPV membership application.

 

SECTION 5 – RESIGNATIONS

Any member wishing to resign from the club shall cancel their membership via the members section of the website.

 

SECTION 6 – REMOVAL FROM MEMBERSHIP

A member may be removed from the club or placed on Inactive status when, in the opinion of the Board of Directors, he/she does not continue to meet the prescribed qualifications for membership or does not adhere to club regulations. To remove a member, the club must:

  1. Send a letter to the individual at least ten days in advance of the meeting at which the vote is to be taken.
  2. Notify all active members of the impending action by individual letter, email or club newsletter in advance of the time at which action is to be taken.
  3. Receive a two‑thirds vote of the active members present, in favor of the removal at an official meeting of the club, (See ARTICLE FIVE – MEETINGS).

 

SECTION 7 – FINANCIAL CONTRIBUTORS 

A list of financial contributions (in excess of paid membership dues) will be maintained by the Treasurer and will be classified as follows:

  1. Patron- $500 or more per year;
  2. Sponsor – $100 to $499.99 per year;
  3. Friend – $50 to $99.99 per year,
  4. Guest – $0 to 49.99 per year.

Once permission from the contributor is obtained, a listing of financial contributions will be printed a minimum of once per year in the club newsletter and/or listed on the club website.

 

 

ARTICLE FIVE – MEETINGS

SECTION 1 – QUORUM

For the purpose of conducting club business at a regular, special, or election meeting, at least 9 active members must be present, defined as a Quorum. For a Board of Directors meeting, three officers must be present and one of the officers must be the President or Vice President.

 

SECTION 2 – VOTING

  1. Voting will be by a show of hands or closed ballot at the discretion of the club officer presiding at the meeting. B. Special assessments and Bylaw amendments require a two-thirds vote of members present.  All other proposals require a simple majority vote.  Annual elections require a closed written ballot.
  2. The President shall publish an agenda for any upcoming regular or special meeting. This agenda shall be emailed to all members with email and published on the DRCE web site. This agenda will list all items to be voted on at the meeting and major topics for discussion. Any items not on the agenda but brought before the meeting may be voted on at the Presidents discretion. The President may delay a vote until the next meeting, and announce the upcoming vote in the agenda for the next meeting. Any vote to change these Bylaws or to make a significant change to flying rules must be announced in a published agenda before the vote can be taken at a meeting. Emergency changes to flying rules may be declared by the President subject to approval at the next meeting.
  3. Except for votes for the next year’s officers and for special assessments a member must be present at a meeting to vote. At his discretion the President may allow mail in ballots for members that can not attend the meeting when a particular vote is scheduled. Email ballots are not acceptable.
  4. Rules for voting for officers and special assessments are covered in other sections of these bylaws.

 

SECTION 3 – REGULAR MEETINGS

A regular meeting shall be held with a frequency and at a place to be decided from time to time by the active membership with the understanding that a monthly meeting will be held whenever possible. The time, date, frequency or place shall not be changed unless approved by a majority of the active members at a regular meeting. Meetings away from the regular place as arranged by the Board of Directors may be held if announced to the general membership by club newsletter, letter or email. Notice of regular meetings, including an agenda, shall be mailed or emailed whenever possible in the interest of encouraging attendance. No official action may be taken at a regular or special meeting without a quorum.

 

SECTION 4 – SPECIAL MEETINGS

Special meetings of the club shall be held at any convenient time upon request by the President, any member of the Board of Directors or upon request as signed by any ten active members of the club. Said request shall name the time and place of such meeting and the name, address and phone number of the person(s) issuing the request. The request must be issued at least 10 days in advance of the date set. No official action may be taken at a special meeting in the absence of a quorum.

 

SECTION 5 – ANNUAL ELECTION MEETING

Annual election meetings require that the general membership be notified by newsletter, letter or email prior to the date indicated. Failure of the officers of the club to notify the members in advance shall nullify any election so held, regardless of whether a quorum was present. In the event this occurs, a special meeting must be called by the general membership to elect the officers of the club.

 

 

ARTICLE SIX – DUES AND ASSESSMENTS

SECTION 1 – MEMBERSHIP DUES

Membership dues of the club are to be proposed by the Board of Directors and approved by the active members. Dues are paid by the calendar year beginning January 1 and ending December 31. The amount of the dues will be indicated on the membership application. The types of memberships are as follows:

  1. Active, Adult
  2. Active Junior
  3. Active Family
  4. Family membership is available with one Active-Adult membership and one Active-Junior membership regardless of number of participating family members.
  5. Inactive Member
  6. Life Member

 

SECTION 2 – ARREARS IN DUES

Active members from a previous year are carried on the active roster for a grace period concluding on March 31st of the following year. Active members in arrears after March 31st will be dropped from the active roster, but may continue to receive the club newsletter by obtaining inactive member status. See ARTICLE  FOUR – MEMBERSHIP.

 

SECTION 3 – SPECIAL ASSESSMENTS

Special assessments may be levied on club members for any project approved by the club, which if paid out of the club treasury would deplete operating capital below the minimum required amount. Said amount is to be determined by the Board of Directors based on economic factors in evidence at the time. To institute a special assessment the Board must:

  1. Publish the proposed assessment in the next newsletter, letter, or email and vote on the proposed assessment at the next regular meeting. The notification must contain the purpose, total amount of assessment per member, and terms of payment.
  2. Receive an affirmative vote from at least two‑thirds of the votes received (either in person or by proxy) at the prescribed meeting.

 

SECTION 4 – CLUB EVENTS.

The event chairman should make the event pay for itself and not require funds from the Operating budget.

 

 

ARTICLE SEVEN – COMMITTEES

SECTION 1 – REGULAR COMMITTEES

Committees and their respective Chairs shall be appointed by the President at his/her discretion. Each committee shall have as many members as the Chair deems necessary to carry out their respective duties. Each Chair shall serve a one-year term.

  1. Nominating Committee (three members) – Responsible for creating a slate of nominees and overseeing the election of club officers for the coming year. The Committee shall be appointed by the President no later than the October meeting each year. Committee will poll each member concerning a member’s desire to run for an office. Committee will present a list of nominations at the November meeting and ask for nominations from members in attendance. A written ballot will be mailed to each Active member (current as of November) with ballots to be returned no later than 6:30pm the day of the December meeting. Committee will tally the ballots and announce the new club officers at the December meeting.
  2. Field Maintenance Committee – Responsible for improving and maintaining the club’s facilities, and for establishing annual priorities and submitting expenditure estimates to the membership.
  3. Flying Activities Committee – Responsible for planning activities and contests for the general membership, in coordination with area clubs.
  4. Programming and Education Committee – Responsible for club meeting programs, speakers, and social aspects appropriate to member needs.
  5. Student Training Committee – Instructors will provide and maintain a program that will channel students into AMA membership for liability protection of the club, and assist novices in safe, successful flying training.
  6. Membership Committee – Responsible for tracking and coordinating membership recruitment and renewals. Involves issuing official membership name tags, cards and other items as deemed appropriate.
  7. Safety Committee – see ARTICLE THREE.
  8. Special Projects – Responsible for specific project as determined by the President.

 

SECTION 2 – OTHER COMMITTEES

The President may appoint other committees as he/she deems necessary to meet the objectives of the club.

 

 

ARTICLE EIGHT – AMENDMENTS

SECTION 1 – AUTHORIZATION

These Bylaws shall not be changed or amended except as provided in this Article.

 

SECTION 2 – PROCEDURES

To amend these Bylaws the following procedures must be followed:

  1. The proposed amendment shall be read at a club meeting at least one month prior to the meeting at which a vote is to be taken or shall be individually mailed to all active members at least 10 days prior to the meeting at which the vote is to be taken.
  2. Said copy of the amendment is to be accompanied by notice of the meeting time and place.
  3. For acceptance of the amendment, an affirmative vote by two‑thirds of the active members present at the meeting must be received.