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Blue Springs BMX Map

Location:
2715 NW Park Drive
Blue Springs MO 64015
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Track Operator:
Ben Harves
816-598-4303
[email protected]

Coaches:
Curtis Witt

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Blue Springs BMX Bylaws

 

Author:             Blue Springs BMX Board Members
Created:           February 7, 2017
Last Updated:      March 9, 2024
  

  • Article I: Organization Name
    • Section 1: Agreements
    • Section 2: Season
  • Article II: Purpose
  • Article III: Membership
    • Section 1: Eligibility
    • Section 2: Voting Eligibility
  • Article IV: Finances
  • Article V: Board Members and Their Elections
    • Section 1: Board Members
    • Section 2: Duties of Board Members
      • Track Operator
      • Assistant Track Operator
      • President
      • Treasurer
      • Clerk
      • Concessions Director
      • Public Relations
      • Membership
      • Rider Development
      • Volunteer Coordinator
      • Fundraising & Sponsorship
      • Facility Director
      • Member-At-Large
    • Section 3: Terms and Elections
    • Section 4: Removal or Resignation
  • Article VI: Meetings
    • Section 1:  Monthly Board meetings
    • Section 2:  Order of business for Board meetings
    • Section 3:  Member meetings
  • Article VII:  Code of Conduct
  • Article VIII:  Amendments
  • Article IX:  Distribution of Assets
  • Article I: Organization Name

The Organization shall be BMX of Blue Springs Inc. (also known as Blue Springs BMX). The organization is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code, and has been granted 509(a)(2) Public Charity Status.

Section 1: Agreements

In consideration of being allowed to operate the City of Blue Springs facilities in conjunction with the City of Blue Springs, MO, Parks Department, BMX of Blue Springs Inc. agrees to a Facility Use Agreement, constructed and signed yearly, prior to March 1st. The Agreement lasts until February 28th of the following year. BMX of Blue Springs Inc. also agrees to a Concessions Agreement, constructed and signed every 3 years, with a 2 year extension, prior to March 1st.

Section 2: Season

The Blue Springs BMX season shall begin anytime after January 1st, based on Board approval, and the dependence on the City of Blue Springs to supply water to the facility. Water to the facility is turned on around April 1st, and is turned off around November 1st. The season concludes before, but no later than December 15th, and/or based on Board approval and the condition of the track

Article II: Purpose

  • A: The purpose of the Organization is to maintain a high quality facility and provide a safe, fun, and competitive racing environment for racers and their families.
  • B: Support the goals and objectives of USA BMX
  • C: Promote good sportsmanship among participants
  • D: Promote community awareness of BMX
  • E: Provide positive outlet for kids and adults of all ages
  • F: Create and maintain positive relationships with sponsors
  • G: Recognize racers advancements on their home track of Blue Springs BMX


Article III: Membership

Section 1: Eligibility

Membership in Blue Springs BMX shall be granted to all riders in good standing with USA BMX and those who have registered Blue Springs BMX as their home track, along with receiving the other benefits included in a USA BMX membership.

Section 2: Voting Eligibility

Parents or guardians of minor members that meet the Eligibility (Section 1) will have one vote per household for elections. If a member is of 18 years of age and resides with a minor member, the member of 18 years of age or older can cast an individual vote.

Article IV: Finances

Blue Springs BMX funds gathered through entry fees, concessions, sponsors, fundraising, and donations shall be kept in a checking account.  Fiscal year of Blue Springs BMX will be January 1 through December 31. The Treasurer will review with the Track Operator and present a financial report at every Board Member meeting.

The funds gathered shall be used to cover all operating expenses, including utilities, contracts entered into with the City of Blue Springs, financial obligations with USA BMX, track maintenance, and general event costs.

No part of the net earnings of Blue Springs BMX shall inure to the benefit of, or be distributable to its parent/members, Board Members, or other private persons except that Blue Springs BMX shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof.

Blue Springs BMX shall keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the organization. Such books of account and records shall at all reasonable times be open to inspection by any Board Member.

The books of the Treasurer shall be reviewed annually and upon the resignation or removal of the Treasurer or any other authorized bank signatory, by an auditor, reviewer or reviewing committee.

Tax Exempt paperwork will be filed yearly by August 31st.

Article V: Board Members and Their Elections

Definition of the Blue Springs BMX Board Members:  Group of volunteers committed to assisting the Track Operator to run Blue Springs BMX in an organized manner in full compliance with USA BMX regulations.  This group will promote accountability, organization, and sustainability for Blue Springs BMX. Eligibility includes, but is not limited to, having at least one member of the household, adult or child registered with USA BMX, and a current membership with Blue Springs BMX. . (hereinafter “Board” or “Board Members”)

Section 1: Board Members

The elected Board Members of Blue Springs BMX shall be: Assistant Track Operator, President, Treasurer, Clerk, Concessions Director, Membership, Rider Development, Maintenance Manager and Member-At-Large positions. There shall be a Track Operator appointed by the Board with full Board Member duties, but will only cast a vote in the event of a tie.

Section 2: Duties of Board Members

1) Track Operator:

Responsible for overseeing the function of all committees in accordance with USA BMX rules/regulations and the best interest of Blue Springs BMX. Not a voting position, but vote will count as a tiebreaker if needed.  Commit to the following:

  • Follow USA BMX rules and regulations to the best of their knowledge and ability
  • Monthly communication with board
  • Promote positive relationships with the city, local organizations, board members, parents and other track operators
  • Run races and provide track official training when possible/necessary with the understanding of every operation and function, filling the positions as needed
  • Oversee board function and provide support as needed
  • Act as head track official for Blue Springs BMX
  • Open and close track for events
  • Oversee audio for events
  • Maintain track surface
  • Primary point of contact via phone and email for all track inquiries 
  • Track improvements on the actual track and general grounds of property

 


2) Assistant Track Operator

Function as the right hand of the Track Operator.  Assists Track Operator in all track related duties.  Commit to the following:

  • Primary focus is track maintenance and any other track project that may come up
  • Function as Track Operator and perform all duties when primary operator is not available
  • Understand track operations and USA BMX rules/regulations
  • Bike maintenance including all loaner bikes, ordering necessary parts and repairing loaner bikes as needed and giving all bikes a tune up in the off season
  • Work with outside vendors for special projects, including but not limited to requesting bids and scheduling work to be completed
  • Ensure that all tools and materials needed to complete a job are in place when needed, including equipment rental, pickup and drop off

 

3) President:

Responsible for assisting track operators in administrative duties when appropriate.    Hold primary responsibility for USA BMX communication and administrative responsibilities.  Anticipated commitment includes the following:

  • Recognizes USA BMX requirements for paperwork and managing funds
  • Assist in ordering necessary items for running Blue Springs BMX
  • Track functions include Sign-ups and Lead Scorer for race events
  • Oversee and schedule all upcoming events and keep a current schedule on the Blue Springs BMX website
  • Act as a liaison between USA BMX, Blue Springs BMX, and the City of Blue Springs
  • Ensure staffing of all events
  • Keep volunteer certifications current and on file, including coaches
  • Maintain annual city facility agreements, concession agreements, business licenses, insurance, etc
  • Order and pickup weekly event awards

4) Treasurer:

Responsible for administering fiscal matters of Blue Springs BMX.  The commitment includes the following:

  • Act as the custodian of the funds of Blue Springs BMX
  • Responsible for signing checks for Blue Springs BMX financial matters
  • Make disbursements as authorized by the Track Operator and The Board in accordance with the budget
  • Manage square links for signups, donations, and concessions with current items and pricing
  • Maintain a full account of funds for Blue Springs BMX including all receipts and disbursements
  • Prepare monthly financial report for Board meetings
  • Shall collect and consolidate annual finances for end of year tax filings
  • Responsible for an annual report of the financial condition of Blue Springs BMX at the end of the general membership meeting if requested
  • Prepare IRS forms by 15th day following 5 months after fiscal year end in accordance with tax exempt status under section 501 (c) (3) of the Internal Revenue Code

5) Clerk:

Collects and consolidates information discussed at board meetings.  Other functions include, but are not limited to:

  • Take board meeting minutes and report previous meeting minutes
  • Organizes archival of board meeting agendas, attendance signatures, and minutes
  • Maintains a current copy of the Blue Springs BMX bylaws, tax exempt letter, etc in paper and electronic format for the board to access
  • Manage volunteer signups for events
  • Keep track of when riders earn first five awards and move ups
  • Input final scores for verification by President
  • Order weekly awards from trophy shop

 

6) Concessions Director:

Responsible for managing the day to day operations of concessions, including but not limited to the following:

  • Current menu posted with up to date pricing
  • Maintain a grocery list at an accurate par level, ordering and picking up items online, from Sam’s Club and Walmart while using tax exempt status
  • Prep any food items necessary and hold a current food handlers permit for state regulations
  • Keep first aid bucket fully stocked and organized
  • Keep cash register pricing accurate and utilize to maintain accurate records
  • Opening and closing of cash drawer with treasurers bank sheets with a second volunteer
  • Cleaning of concessions stand before and after events including fridge, freezer, floors and counters
  • Organize concession volunteers for each event
  • Keep current inventory of apparel

 

7) Public Relations:

Responsible for promoting track functions, organizing membership drives, and communicating information for track events. Anticipated commitment includes the following:

  • Maintain Public Relations
  • Utilizes Social Media outlets for communication…Facebook, website, etc.
  • Communicate with local businesses, schools, other tracks, and parents when necessary
  • Commitment to communication of information to local newspapers
  • Organization of promotional events including activities and materials
  • Communicates with Track Operator for ordering of advertising media from USABMX

 

8) Membership::

Responsible for maintaining rider membership and works to increase the quantity of Full Memberships registered with Blue Springs BMX.  Communicates with parents and/or riders over any concerns, and reports those to the track operator.  Will then communicate information from the track operator, concerning issues, back to parents and/or riders.  Will note parent and/or rider complaints and concerns in a journalized fashion (keep dates of complaints).  Ongoing responsibilities include:

  • Maintain and motivate current member base through constant communication
  • Follow-up contact with one-day membership riders and new registered riders
  • Act as advocate for the parents and/or riders, while being positive and approachable
  • Greet incoming riders and parents entering the track, when not engaged with a concern
  • Maintain public relations


9) Rider Development:

Available for creating fitness programs for riders, organizing dates for training days, clinics, new rider programs and continual improvement of registered riders.  Ongoing responsibilities include:

  • Oversee new rider preparation and appropriate clinics, including learning the basics of being on the track and improving their skill set
  • Perform rider development programs and keep a current schedule of events
  • Responsible for administering local BMX rider team building and team training programs
  • Keep riders engaged through encouragement, tips and advice during practice and race days
  • Rider retention by promoting fun clinics for all skill levels, including track and outside coaches
  • Managing track coaches and their certifications

10) Volunteer Coordinator

Responsible for coordinating volunteers for track events:

  • Work with “sign-up” software to gather volunteers
  • Utilizes Social Media outlets for communication…Facebook Volunteer page
  • Update sign-up dry erase board at track for each event, in order to communicate to track staff
  • Communicate with event announcer to fill open positions
  • Hand out volunteer gifts for each event
  • Track monthly volunteers for potential monthly give-aways
  • Prepare for extra needed positions for large events

 

11) Fundraising & Sponsorship 

Responsible for increasing funding for the track, through sponsorship or donations:

  • Work with local businesses to obtain sponsorships
  • Coordinate with local sign company to update sponsorship board
  • Petition local business for give-aways for special events or special awards for volunteers
  • Research grant opportunities from various foundations, agencies and grant-making organizations
  • Prepare proposals and applications that effectively communicate organization goals and impact

 

12) Facility Director:

Responsible for maintaining the buildings and grounds of the facility including all space inside the property lines of Blue Springs BMX.  Support the track and its successful operation through construction projects, maintenance activities, weekly practices and scheduled racing.  The following duties include, but are not limited to:

  • Assemble groups of people for work days for maintenance and upkeep
  • Schedule track work days as needed
  • Ensure mowing and leaf removal are scheduled 

13) Member-At-Large:

The specific function of the Member At Large shall be to fill in and act in any role as necessary at the time of need in the capacity required to fulfill that need.  This includes any area that needs attention, labor, clarification or assistance.  This position may also act as a liaison to the public for any board member or the organization in a supportive manner and is intended for transitioning to and from Board positions.

 

Section 3: Terms and Elections

Elections for the Board shall be held at the conclusion of the racing season, but before December 31st. The duration of a term will be one calendar year, with a maximum of 2 years in the same position. A Board Member can be granted a 1 year extension each year thereafter, and remain in the same position with a 100% vote. There must be a minimum of 5 Board Members present. The elections shall also include a vote to retain or replace the Track Operator.

 

 

Section 4: Removal or Resignation

If a Board position becomes vacant, the Board shall begin the electoral process to find a replacement. To commence within 30 days to replace any open position on the Board. A Board member may be removed from office by a majority vote from the Board.  If an individual on the Board resigns, they must take a relief of duty for one calendar year of resignation or have an approval of 100% from the Board to be reinstated.

 

Article VI: Meetings

Section 1:  Monthly Board meetings

Board President shall announce regular Monthly meetings.  Meetings shall be held at the beginning of each month, then on a schedule determined by the Board. Official meeting minutes shall be recorded and posted in track documentation for review. Voting during meetings on track operational items shall be a majority vote. Five Board Members must be present to make an official vote. The event of a tie will be broken by the Track Operator. Meetings in December will be to reflect on accomplishments and election of new Board Members.

Section 2:  Order of business for Board meetings

  • Sign In/Call to Order
  • Election of Board Members – when required
  • Review previous meeting minutes
  • Board Member reports
  • Treasurer financial report                        
  • Unfinished business
  • New business
  • Next meeting date
  • Adjournment

 

Section 3:  Parent/Member meetings                 

There shall be a parent/member meeting held once every three years.  The parent/member meeting shall be held at the beginning of the season, prior to March 31st, in order to propose and/or adopt changes to Blue Springs BMX bylaws. Voting on changes to the bylaws will require a minimum of 10 parent/members be present, and will pass by majority vote. The event of a tie will be broken by the Track Operator.

 

Article VII:  Code of Conduct

Every rider must at all times observe such conduct as reflects the ideals of good sportsmanship and avoid any conduct which may bring himself or the sport of BMX into disrepute.  Failure to follow these rules could result in an immediate removal from Blue Springs BMX, could include a minimum 3 month suspension or possible termination of membership, to be decided on by the Blue Springs BMX Board, in coordination with Blue Springs Parks & Recreation and USA BMX rules.

  • Follow all Blue Springs City Park rules and regulations
  • No alcohol or drugs
  • No offensive language or behavior
  • Enforce all USA BMX rules and regulations including wearing helmets. For a complete list on USA BMX rules and regulations, refer to: https://www.usabmx.com/site/sections/78
  • All rules will be strictly enforced
  • Failure to follow the Code of Conduct may be grounds for suspension or termination of membership.
  • No Smoking within 25 yards of athletes & spectators during sanctioned events. Signs will be posted.
  • No running onto track if your rider/child falls, track officials will assess the situation
  • A parent/guardian or accompanying party may have their event attendance privilege revoked for their own actions or actions of their rider(s).

Article VIII:  Amendments

These bylaws may be amended by majority parent/member vote at the parent/member meeting held every three years. 
 

Article IX:  Distribution of Assets

In the event of the dissolution of the Organization (BMX of Blue Springs, Inc.), the Board shall, after paying all expenses or making provisions for payment of all liabilities of the Organization, dispose of all assets of the Organization in the following manner:

Any funds left available after all liabilities are settled will be donated to a charity, decided on by the Board.

The Blue Springs BMX starting gate and control system (which consists of electric gate ram, lights, control box, remotes, speaker and cords) will be donated to City of Blue Springs Parks and Recreation Department for future use at the Blue Springs BMX facility or donated to other BMX facilities in Missouri, at the discretion of the Board.

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