BYLAWS OF THE
ARKANSAS TRACK AND FIELD HALL OF FAME
First adopted AUGUST, 1993
Revised October 16, 2002 * Revision approved December 2002
Revised October 11, 2022 * Revision approved
ARTICLE I.
NAME AND OBJECTIVES OF CORPORATION
1. NAME: This Corporation shall be known as ARKANSAS TRACK AND FIELD HALL OF FAME, a non-profit Corporation, hereinafter called “Corporation”, which has been established pursuant to the provisions of Ark. Stat. Ann. 64-1901 et seq.
2. REGISTERED OFFICE AND AGENT: The registered office of the Corporation is Arkansas Track and Field Hall of Fame, 34 Margeaux Drive, Little Rock, Arkansas 72223. The name of the registered agent at such an address is Leon White. The registered office and registered agent may be changed from time to time by the Board of Directors.
3. OBJECTIVES: The objectives of the Corporation shall be to honor and recognize persons who have made significant contributions to the sports of track and field and cross country in the state of Arkansas; to promote and develop the sports of track and field and cross country in the state of Arkansas; to educate the general public on the sports of track and field and cross country in order to increase participation and recognition; to stimulate improved performance in competitive track and field and cross country; to enhance visibility and popularity of track and field and cross country events and individuals in Arkansas and the United States of America; to conduct any other business consistent with the foregoing purposes; and, to exercise all rights, powers and privileges as provided by the said Arkansas Nonprofit Corporation Act.
4. RESTRICTED ACTIVITIES: The purpose of this Corporation is restricted so that it shall not carry on any other activities not permitted to be carried on by a Corporation exempt from Federal Income Tax under Section 501(c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), and no part of the net earnings of the Corporation shall inure to the benefit of, or be distributable to, its members, trustees, officers, or other private persons except that the Corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in the furtherance of the purposes as set forth herein. No part of the activities of the Corporation shall be carrying on propaganda, or otherwise attempting to influence legislation, or participating in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of any candidate for public office.
ARTICLE II.
MEMBERSHIP
1. INCORPORATORS: The incorporators of the Corporation were those persons who signed the original Articles of Incorporation as incorporators.
2. VOTING MEMBERS: All persons who want to become a voting member of ATFHF shall pay the Membership Director an annual fee to be determined by the Board. Persons who pay dues by October 15 may vote and make nominations for the next year provided the proposed nominee’s name and biography are submitted to the designated person by November 15. All persons who pay their dues between October 15 and December 31 may vote but may not propose nominees.
Dates and deadlines for various ATFHF events are as follows:
3. RIGHTS AND PRIVILEGES Of A VOTING MEMBER: The rights and privileges of a voting member beyond voting on nominees to be honored and nominating future nominees shall be determined by the Board and shall be non assignable, and shall cease on the voting member’s death or non payment of annual dues.
4. VOTE: In January each year every voting member may vote on the proposed nominees presented by the Board for induction into the ATFHF and may propose future nominees pursuant to the Board’s instructions.
5. ADDITIONAL MEMBERSHIPS: The Board may institute a school and/or a lifetime voting membership and set the fees for those memberships.
ARTICLE III.
MEETINGS
ANNUAL BANQUET/MEETING: The annual induction banquet for the purpose of honoring inductees into the Arkansas Track and Field Hall of Fame shall be held in June each year or any other convenient time duly authorized by the Board of Directors. The annual induction banquet shall for all purposes serve as the annual meeting of the membership as referred to in the Articles of Incorporation.
ARTICLE IV.
BOARD OF DIRECTORS
4. REGULAR MEETING: A regular meeting of the Board of Directors for the purpose of establishing the number of directors, the election of directors and the election of the officers of the organization for the ensuing year shall be held at the last regular meeting prior to the annual induction banquet at the call of the President. The term of service for the new officers shall begin at the first meeting following the Induction Banquet. The Board of Directors may provide, by resolution, the time and place, either within or without the State of Arkansas, for the holding of additional regular meetings without other notice than such resolution.
5. SPECIAL MEETINGS: Special meetings of the Board of Directors may be called by, or at the request of the President or any two Directors for any purpose. The person or persons so authorized may fix the place for holding any special meeting of the Board of Directors called by them.
6. NOTICE: Special meetings of the Board of Directors shall be held upon not less than two days’ notice, if given by telephone, in person, or by electronic transmission, or upon not less than five days’ notice if given by depositing the notice in the United States mail, postage prepaid. Such notice shall specify the time, place and purpose of the meeting. Any Director may waive notice of any meeting. The attendance of a Director at a meeting shall constitute a waiver of notice of such meeting for the express purpose of objecting to the transaction or any business because the meeting is not lawfully called or convened. Neither the business to be transacted at, nor the purpose of, any regular or special meeting of the Board of Directors need be specified in the notice or waiver of notice of such meeting.
7. QUORUM: A majority of the number of Directors then properly elected, represented in person or by proxy, shall constitute a quorum for the transaction of business at any meeting of the Board of Directors but, if less than such majority is present at a meeting, a majority of the Directors present may adjourn the meeting from time to time without further notice. If a quorum is present, a majority of the votes, present in person or by proxy, cast shall decide every question or matter submitted to directors at any meeting.
8. MANNER OF ACTION: The act of the majority of the Directors present at a meeting at which a quorum is present shall be the act of the Board of Directors.
9. PROXIES: Directors may vote at any meeting by proxy except in the election of honorees into the Hall of Fame. Proxies shall be valid only for one meeting, to be specified therein, and any adjournment of such meeting. Proxies shall be written, dated and shall be filed with the Secretary.
10. DIRECTOR ELIGIBILITY: The Board recognizes the need for any orderly and balanced plan of retirement and replacement of its directors. To this end, the following policy is established to govern addition to and retirement from the Board.
11. PRESUMPTION OF ASSENT: A Director of the Corporation who is present at a meeting of the Board of Directors at which action on any corporate matter is taken shall be presumed to have assented to the action taken unless his dissent shall be entered in the minutes of the meeting or unless he shall file his written dissent to such action with the person acting as the Secretary of the meeting before the adjournment thereof or shall forward such dissent by registered mail to the Secretary of the Corporation immediately after the adjournment of the meeting. Such right to dissent shall not apply to a Director who voted in favor of such action.
12. INFORMAL ACTION: Action by a majority of the Directors without a meeting shall be a valid Board action if, either before or after such action is taken, all Directors constituting such majority shall sign and file with the Secretary, for inclusion in the corporate minutes book, a memorandum showing the nature of the action therein; also showing that each member of the Board consented to the Board acting informally in respect to such meeting; also showing the names of the Directors who approved such action taken and the names of those who opposed it.
13. EMERITUS BOARD MEMBERS: The Board may honor past or present Board members who have made, or are making, continuing valuable contributions to the furtherance of the operation and/or goals of the Corporation by designating them as Emeritus Board Members who serve in an ex-officio capacity without voting rights, and conveying Lifetime Membership status to those not already so designated.
ARTICLE V.
OFFICERS
1. ELECTION: At its regular meeting, the Board of Directors shall elect a President, a Secretary, a Treasurer, and such other officers, including one or more vice-presidents, as it shall deem necessary. One person may hold two or more offices until his successor shall have been duly elected or until his death, resignation or removal in the manner hereinafter provided. The officers shall take office at the first meeting following the annual banquet. The terms of office shall be for one year; however, they may be re-elected to the same office if they are eligible for re-election to the Board. Officers are encouraged to serve two or more consecutive terms.
2. REMOVAL: Whenever, in its judgment, the best interest of the Corporation would be served thereby the Board of Directors may remove any officer or agent elected or appointed by the Board of Directors.
3. VACANCIES: The Board of Directors shall fill without undue delay any vacancy in any office caused by death, resignation, removal, disqualification, or otherwise. The person chosen shall serve for the unexpired portion of the term.
4. PRESIDENT: The President shall be a member of the Board of Directors. The President shall be the principal Executive Officer of the Corporation and, subject to the control of the Board of Directors, shall in general supervise and control all of the business and affairs of the Corporation. He shall, when present, preside at all meetings of the Members and of the Board of Directors. He shall appoint all committees, all committee chairmen, and shall be an ex-officio member of all committees except the Executive Committee (of which he shall serve as Chairman).
5. THE VICE-PRESIDENTS: The Vice-Presidents shall be members of the Board of Directors. In the absence of the President, or in the event of his death, inability or refusal to act, the first Vice-President (or in the event there be more than one Vice- President, the VicePresidents, in the order designated at the time of their election, or in the absence of any designation, then in the order of their election) shall perform the duties of the President, and when so acting, shall have all the powers of and be subject to all the restrictions upon the President. Vice-Presidents shall be elected for their potential and willingness to serve in the future as the President of the Corporation.
6. THE SECRETARY: The Secretary shall be a member of the Board of Directors. The Secretary shall keep the minutes of the Board meetings in one or more books provided for that purpose, see that all notices are duly given in accordance with the provisions of these Bylaws or as required, be custodian of the corporate records and of the seal of the Corporation and keep a register of the address of each Board member and each voting member which shall be furnished to the Secretary by each such member, and in general perform all duties incident to the office of Secretary and such other duties as from time to time may be assigned by the President or by the Directors.
7. THE TREASURER: The Treasurer shall be a member of the Board of Directors. If required by the Directors, the Treasurer shall give a bond for the faithful discharge of duties in such sum and with such surety or sureties as the Directors may determine. The Officer shall have charge and custody of and be responsible for all funds and securities of the Corporation; receive and give receipts for moneys due and payable to the Corporation and from any source whatsoever, and deposit all such moneys in the name of the Corporation in such banks, trust companies or other depositories as shall be selected in accordance with these Bylaws and in general, perform all of the duties incident to the office of Treasurer and such other duties as from time to time may be assigned by the President or by the Directors.
8. MEMBERSHIP DIRECTOR: The Membership Director shall be a member of the Board of Directors. The Membership Director shall receive memberships, maintain a current roster of members with pertinent information, provide a report at each board meeting of membership status, and, if needed, prompt membership renewal.
ARTICLE VI.
COMMITTEES OF THE BOARD
1. EXECUTIVE COMMITTEE: The Executive Committee shall consist of the officers of the association and any other Board members the president may choose to appoint. This committee has no authority or power to act other than as an advisory committee to the President concerning that which may from time to time be given it by the Board of Directors.
2. NOMINATING COMMITTEE: The Nominating Committee shall consist of not less than three Board members appointed by the President who shall also name the chairman. This committee shall recommend to the Board for a slate of officers for the ensuing year. The committee may also make recommendations for new Board members.
3. MEMBERSHIP COMMITTEE: The Membership Committee shall consist of not less than three Board members appointed by the President who shall also name the chairman. It shall be the duty of this committee to provide the Board with a policy and report concerning membership, which shall include, but not be limited to the following:
All inductees in the Arkansas Track and Field Hall of Fame shall be lifetime honorees. All inductees shall be encouraged to become annual or lifetime voting members.
4. BANQUET COMMITTEE: The Banquet Committee shall consist of not less than three Board members appointed by the President who shall also name the chairman. It shall be the duty of this committee to provide assistance in arrangements for the annual induction banquet that is held for the purpose of honoring the inductees into the Hall of Fame. These duties shall include, but not be limited to, the arrangements for:
5. SELECTION COMMITTEE: The Selection Committee shall consist of not less than three Board members appointed by the President who shall also name the chairman. It shall be the duty of this committee to:
6. SENIORS COMMITTEE: The Seniors Committee shall consist of Board members who have reached age 70 and anyone else appointed by the President, who shall also name the chairman. It shall be the duty of this committee to:
The Board may select one or more Senior candidates for induction into the Hall of Fame by majority vote.
7. MERITORIOUS SERVICE AWARD COMMITTEE: The Meritorious Service Award Committee shall consist of not less than three Board members appointed by the President who shall also name the chairman. It shall be the duty of this committee to recommend to the Board names and qualities of those persons to be considered for this special recognition.
8. OTHER COMMITTEES: The President may appoint other committees, as needed, for such purposes and with such powers as the Board may determine.
ARTICLE VII.
HONOREE INDUCTION PROVISIONS
1. SELECTION OF INDUCTEES: The Board shall have the responsibility for establishing the criteria to be eligible for nomination, selection, and induction into the Arkansas Track and Field Hall of Fame. The Board shall have the responsibility for establishing and maintaining the procedure for election of the eligible candidates.
ARTICLE VIII.
FINANCES
1. FISCAL YEAR: The fiscal year of the Corporation shall begin on July 1 each year and end on June 30 each year.
2. ANNUAL DUES: The annual dues for voting members shall be $30.00 for a single membership and $40.00 for a couples membership until changed by the Board.
3. TIME FOR PAYMENT OF DUES: Annual dues shall be paid to the Membership Director by December 31 of each year for the right to vote on candidates for selection into the Hall of Fame during January of the next year. See Article II Section 2 for additional rights given to members who pay their dues by October 15.
4. LOSS OF MEMBERSHIP PRIVILEGES: Any prior member whose annual dues remain unpaid on January 1 of any year shall be denied voting privileges associated therewith and automatically cease to be a member.
5. SPONSORSHIP: The Board may solicit sponsorships in varying amounts from corporate and private donations, which shall be utilized to fund this Corporations’ events, activities, and recognitions.
ARTICLE IX.
RULES AND REGULATIONS FOR MEMBERS
1. RULES AND REGULATIONS: All voting members are encouraged to attend the annual induction banquet. Voting members will be encouraged to purchase tickets to the induction banquet in addition to their annual dues.
2. ADDITIONAL RULES AND REGULATIONS: The Board of Directors may change the Rules and Regulations or may establish and enforce any and all additional Rules and Regulations deemed advisable and necessary.
ARTICLE X.
AMENDMENTS
These Bylaws may be altered, amended, or repealed and new Bylaws may be adopted by a vote of the Board of Directors at any regular or special meeting when the proposed change and the date for the vote on the proposed change has been set out in the Notice of such meeting. One (1) month’s prior notice of the date and time of the meeting at which the vote will take place shall be required for all Bylaw changes. A copy of the Bylaws, with any amendments thereto, shall at all times be kept in the registered office of the Corporation and shall be available for inspection by all Board members. All Bylaws and amendments heretofore adopted repealed and superseded in their entirety, and these Bylaws shall be and become the Bylaws of the Arkansas Track and Field Hall of Fame from and after their adoption by the Board of Directors.
ARKANSAS TRACK AND FIELD HALL OF FAME
First adopted AUGUST, 1993
Revised October 16, 2002 * Revision approved December 2002
Revised October 11, 2022 * Revision approved
ARTICLE I.
NAME AND OBJECTIVES OF CORPORATION
1. NAME: This Corporation shall be known as ARKANSAS TRACK AND FIELD HALL OF FAME, a non-profit Corporation, hereinafter called “Corporation”, which has been established pursuant to the provisions of Ark. Stat. Ann. 64-1901 et seq.
2. REGISTERED OFFICE AND AGENT: The registered office of the Corporation is Arkansas Track and Field Hall of Fame, 34 Margeaux Drive, Little Rock, Arkansas 72223. The name of the registered agent at such an address is Leon White. The registered office and registered agent may be changed from time to time by the Board of Directors.
3. OBJECTIVES: The objectives of the Corporation shall be to honor and recognize persons who have made significant contributions to the sports of track and field and cross country in the state of Arkansas; to promote and develop the sports of track and field and cross country in the state of Arkansas; to educate the general public on the sports of track and field and cross country in order to increase participation and recognition; to stimulate improved performance in competitive track and field and cross country; to enhance visibility and popularity of track and field and cross country events and individuals in Arkansas and the United States of America; to conduct any other business consistent with the foregoing purposes; and, to exercise all rights, powers and privileges as provided by the said Arkansas Nonprofit Corporation Act.
4. RESTRICTED ACTIVITIES: The purpose of this Corporation is restricted so that it shall not carry on any other activities not permitted to be carried on by a Corporation exempt from Federal Income Tax under Section 501(c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), and no part of the net earnings of the Corporation shall inure to the benefit of, or be distributable to, its members, trustees, officers, or other private persons except that the Corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in the furtherance of the purposes as set forth herein. No part of the activities of the Corporation shall be carrying on propaganda, or otherwise attempting to influence legislation, or participating in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of any candidate for public office.
ARTICLE II.
MEMBERSHIP
1. INCORPORATORS: The incorporators of the Corporation were those persons who signed the original Articles of Incorporation as incorporators.
2. VOTING MEMBERS: All persons who want to become a voting member of ATFHF shall pay the Membership Director an annual fee to be determined by the Board. Persons who pay dues by October 15 may vote and make nominations for the next year provided the proposed nominee’s name and biography are submitted to the designated person by November 15. All persons who pay their dues between October 15 and December 31 may vote but may not propose nominees.
Dates and deadlines for various ATFHF events are as follows:
- Voting Membership and Fiscal Year will run from July 1 to June 30.
- Persons who pay the annual dues prior to October 15 will be voting members and may nominate potential honorees for the next Induction Banquet provided the nominee’s biography is submitted to the Membership Director prior to November 15.
- Persons who pay the annual dues after October 15 but before January 1 will be voting members but may not propose nominees for the current cycle.
- The Board will review all nominees accompanied by biographies at the first board meeting after November 15 and may, upon Board approval, make additional nominations to be submitted to the voting members.
- Ballots will be prepared subject to the Board’s instructions and mailed to all voting members as soon as possible after January 1. All ballots must be signed and returned to the designated person by January 31.
- The Board will meet in February to determine the nominees selected for induction at the June Induction Banquet.
3. RIGHTS AND PRIVILEGES Of A VOTING MEMBER: The rights and privileges of a voting member beyond voting on nominees to be honored and nominating future nominees shall be determined by the Board and shall be non assignable, and shall cease on the voting member’s death or non payment of annual dues.
4. VOTE: In January each year every voting member may vote on the proposed nominees presented by the Board for induction into the ATFHF and may propose future nominees pursuant to the Board’s instructions.
5. ADDITIONAL MEMBERSHIPS: The Board may institute a school and/or a lifetime voting membership and set the fees for those memberships.
ARTICLE III.
MEETINGS
ANNUAL BANQUET/MEETING: The annual induction banquet for the purpose of honoring inductees into the Arkansas Track and Field Hall of Fame shall be held in June each year or any other convenient time duly authorized by the Board of Directors. The annual induction banquet shall for all purposes serve as the annual meeting of the membership as referred to in the Articles of Incorporation.
ARTICLE IV.
BOARD OF DIRECTORS
- BOARD MEMBERS: The initial Board of Directors were those persons elected by the Incorporators to serve on the Board of Directors of the Incorporation. All persons elected to the Board may vote on the business of the Corporation. Board Members may also become voting members for purposes of voting on nominees to be honored by paying the annual fee required of voting members.
- GENERAL POWERS: The Board of Directors shall manage the business and affairs of the Corporation, except as specifically limited by law or the Articles of Incorporation. All corporate powers of the Corporation shall be vested in and may be exercised by said Board. The Board may delegate any of its powers to such persons or committees as the Board may determine.
- NUMBER, TENURE, AND QUALIFICATIONS: The number of Directors of the Corporation shall be not less than seven, nor more than twenty-one, the precise number to be determined by a vote of the majority of the Board present in person or by proxy at a Board meeting. Each Director shall hold office until he is removed or until his successor shall have been elected and qualified. Directors shall be or become a voting member.
4. REGULAR MEETING: A regular meeting of the Board of Directors for the purpose of establishing the number of directors, the election of directors and the election of the officers of the organization for the ensuing year shall be held at the last regular meeting prior to the annual induction banquet at the call of the President. The term of service for the new officers shall begin at the first meeting following the Induction Banquet. The Board of Directors may provide, by resolution, the time and place, either within or without the State of Arkansas, for the holding of additional regular meetings without other notice than such resolution.
5. SPECIAL MEETINGS: Special meetings of the Board of Directors may be called by, or at the request of the President or any two Directors for any purpose. The person or persons so authorized may fix the place for holding any special meeting of the Board of Directors called by them.
6. NOTICE: Special meetings of the Board of Directors shall be held upon not less than two days’ notice, if given by telephone, in person, or by electronic transmission, or upon not less than five days’ notice if given by depositing the notice in the United States mail, postage prepaid. Such notice shall specify the time, place and purpose of the meeting. Any Director may waive notice of any meeting. The attendance of a Director at a meeting shall constitute a waiver of notice of such meeting for the express purpose of objecting to the transaction or any business because the meeting is not lawfully called or convened. Neither the business to be transacted at, nor the purpose of, any regular or special meeting of the Board of Directors need be specified in the notice or waiver of notice of such meeting.
7. QUORUM: A majority of the number of Directors then properly elected, represented in person or by proxy, shall constitute a quorum for the transaction of business at any meeting of the Board of Directors but, if less than such majority is present at a meeting, a majority of the Directors present may adjourn the meeting from time to time without further notice. If a quorum is present, a majority of the votes, present in person or by proxy, cast shall decide every question or matter submitted to directors at any meeting.
8. MANNER OF ACTION: The act of the majority of the Directors present at a meeting at which a quorum is present shall be the act of the Board of Directors.
9. PROXIES: Directors may vote at any meeting by proxy except in the election of honorees into the Hall of Fame. Proxies shall be valid only for one meeting, to be specified therein, and any adjournment of such meeting. Proxies shall be written, dated and shall be filed with the Secretary.
10. DIRECTOR ELIGIBILITY: The Board recognizes the need for any orderly and balanced plan of retirement and replacement of its directors. To this end, the following policy is established to govern addition to and retirement from the Board.
- Additions – The Board seeks to add members to the Board who have demonstrated support of and interest in the objectives that govern the organization, that being “the persons who, through outstanding achievement and accomplishments in the field of track and field and cross country, have brought honor, prestige and fame to the State of Arkansas.”
- Compensation – No director shall receive or lawfully be entitled to receive any salary or recuperation for services connected with the administration of the affairs of this organization except the Secretary and Treasurer, whose compensation will be set by the Board of Directors. Actual expenses incurred by a Board member may be refunded when authorized by the Board of Directors.
- Absenteeism – Any Board member who has missed three consecutive meetings without furnishing an adequate explanation for such absences will be removed from the Board.
11. PRESUMPTION OF ASSENT: A Director of the Corporation who is present at a meeting of the Board of Directors at which action on any corporate matter is taken shall be presumed to have assented to the action taken unless his dissent shall be entered in the minutes of the meeting or unless he shall file his written dissent to such action with the person acting as the Secretary of the meeting before the adjournment thereof or shall forward such dissent by registered mail to the Secretary of the Corporation immediately after the adjournment of the meeting. Such right to dissent shall not apply to a Director who voted in favor of such action.
12. INFORMAL ACTION: Action by a majority of the Directors without a meeting shall be a valid Board action if, either before or after such action is taken, all Directors constituting such majority shall sign and file with the Secretary, for inclusion in the corporate minutes book, a memorandum showing the nature of the action therein; also showing that each member of the Board consented to the Board acting informally in respect to such meeting; also showing the names of the Directors who approved such action taken and the names of those who opposed it.
13. EMERITUS BOARD MEMBERS: The Board may honor past or present Board members who have made, or are making, continuing valuable contributions to the furtherance of the operation and/or goals of the Corporation by designating them as Emeritus Board Members who serve in an ex-officio capacity without voting rights, and conveying Lifetime Membership status to those not already so designated.
ARTICLE V.
OFFICERS
1. ELECTION: At its regular meeting, the Board of Directors shall elect a President, a Secretary, a Treasurer, and such other officers, including one or more vice-presidents, as it shall deem necessary. One person may hold two or more offices until his successor shall have been duly elected or until his death, resignation or removal in the manner hereinafter provided. The officers shall take office at the first meeting following the annual banquet. The terms of office shall be for one year; however, they may be re-elected to the same office if they are eligible for re-election to the Board. Officers are encouraged to serve two or more consecutive terms.
2. REMOVAL: Whenever, in its judgment, the best interest of the Corporation would be served thereby the Board of Directors may remove any officer or agent elected or appointed by the Board of Directors.
3. VACANCIES: The Board of Directors shall fill without undue delay any vacancy in any office caused by death, resignation, removal, disqualification, or otherwise. The person chosen shall serve for the unexpired portion of the term.
4. PRESIDENT: The President shall be a member of the Board of Directors. The President shall be the principal Executive Officer of the Corporation and, subject to the control of the Board of Directors, shall in general supervise and control all of the business and affairs of the Corporation. He shall, when present, preside at all meetings of the Members and of the Board of Directors. He shall appoint all committees, all committee chairmen, and shall be an ex-officio member of all committees except the Executive Committee (of which he shall serve as Chairman).
5. THE VICE-PRESIDENTS: The Vice-Presidents shall be members of the Board of Directors. In the absence of the President, or in the event of his death, inability or refusal to act, the first Vice-President (or in the event there be more than one Vice- President, the VicePresidents, in the order designated at the time of their election, or in the absence of any designation, then in the order of their election) shall perform the duties of the President, and when so acting, shall have all the powers of and be subject to all the restrictions upon the President. Vice-Presidents shall be elected for their potential and willingness to serve in the future as the President of the Corporation.
6. THE SECRETARY: The Secretary shall be a member of the Board of Directors. The Secretary shall keep the minutes of the Board meetings in one or more books provided for that purpose, see that all notices are duly given in accordance with the provisions of these Bylaws or as required, be custodian of the corporate records and of the seal of the Corporation and keep a register of the address of each Board member and each voting member which shall be furnished to the Secretary by each such member, and in general perform all duties incident to the office of Secretary and such other duties as from time to time may be assigned by the President or by the Directors.
7. THE TREASURER: The Treasurer shall be a member of the Board of Directors. If required by the Directors, the Treasurer shall give a bond for the faithful discharge of duties in such sum and with such surety or sureties as the Directors may determine. The Officer shall have charge and custody of and be responsible for all funds and securities of the Corporation; receive and give receipts for moneys due and payable to the Corporation and from any source whatsoever, and deposit all such moneys in the name of the Corporation in such banks, trust companies or other depositories as shall be selected in accordance with these Bylaws and in general, perform all of the duties incident to the office of Treasurer and such other duties as from time to time may be assigned by the President or by the Directors.
8. MEMBERSHIP DIRECTOR: The Membership Director shall be a member of the Board of Directors. The Membership Director shall receive memberships, maintain a current roster of members with pertinent information, provide a report at each board meeting of membership status, and, if needed, prompt membership renewal.
ARTICLE VI.
COMMITTEES OF THE BOARD
1. EXECUTIVE COMMITTEE: The Executive Committee shall consist of the officers of the association and any other Board members the president may choose to appoint. This committee has no authority or power to act other than as an advisory committee to the President concerning that which may from time to time be given it by the Board of Directors.
2. NOMINATING COMMITTEE: The Nominating Committee shall consist of not less than three Board members appointed by the President who shall also name the chairman. This committee shall recommend to the Board for a slate of officers for the ensuing year. The committee may also make recommendations for new Board members.
3. MEMBERSHIP COMMITTEE: The Membership Committee shall consist of not less than three Board members appointed by the President who shall also name the chairman. It shall be the duty of this committee to provide the Board with a policy and report concerning membership, which shall include, but not be limited to the following:
- Method of soliciting new members and renewing old voting members;
- Status of current memberships; and
- May recommend changes in annual dues for voting members.
All inductees in the Arkansas Track and Field Hall of Fame shall be lifetime honorees. All inductees shall be encouraged to become annual or lifetime voting members.
4. BANQUET COMMITTEE: The Banquet Committee shall consist of not less than three Board members appointed by the President who shall also name the chairman. It shall be the duty of this committee to provide assistance in arrangements for the annual induction banquet that is held for the purpose of honoring the inductees into the Hall of Fame. These duties shall include, but not be limited to, the arrangements for:
- Annual induction banquet;
- Social hour prior to the banquet;
- Publicity for the banquet; and
- Printed program for the banquet.
5. SELECTION COMMITTEE: The Selection Committee shall consist of not less than three Board members appointed by the President who shall also name the chairman. It shall be the duty of this committee to:
- Maintain a Master List of nominees below the age of 70
- Prepare and distribute the ballot to the voting members containing the nominees;
- Count votes
- After discussion of the voting results and nominees, the Board may select five or more candidates for induction into the Hall of Fame by majority vote.
6. SENIORS COMMITTEE: The Seniors Committee shall consist of Board members who have reached age 70 and anyone else appointed by the President, who shall also name the chairman. It shall be the duty of this committee to:
- Recommend one or more candidates for induction into the Hall of Fame who is a Senior, within the definition set forth in these Bylaws
- Summarize the qualifications of the candidate(s)
- Submit the recommended list of nominees to the Board.
The Board may select one or more Senior candidates for induction into the Hall of Fame by majority vote.
7. MERITORIOUS SERVICE AWARD COMMITTEE: The Meritorious Service Award Committee shall consist of not less than three Board members appointed by the President who shall also name the chairman. It shall be the duty of this committee to recommend to the Board names and qualities of those persons to be considered for this special recognition.
8. OTHER COMMITTEES: The President may appoint other committees, as needed, for such purposes and with such powers as the Board may determine.
ARTICLE VII.
HONOREE INDUCTION PROVISIONS
1. SELECTION OF INDUCTEES: The Board shall have the responsibility for establishing the criteria to be eligible for nomination, selection, and induction into the Arkansas Track and Field Hall of Fame. The Board shall have the responsibility for establishing and maintaining the procedure for election of the eligible candidates.
- Considerations for induction eligibility criteria:
- Athletic accomplishment
- Emphasis on athletic achievements as a player or coach of track, field, or cross country
- National significance of honoree
- Conduct during years following active participation in athletics
- Prestige to the Hall of Fame
- National publicity selectee will bring
- Honor and credit to state programs for track and field and cross country brought over the years
- PROCEDURE FOR INDUCTEES UNDER 70:
- All current nominees will be placed on a Master List with a ballot to be sent to all voting members. Each member may vote on five (5) current nominees to be considered for induction by the Board.
- In the same mailing, future nominees will be solicited from all voting members. Each member may submit names to be considered for inclusion on the Master List for the next year provided the nominations are accompanied by the nominee’s biography.
- Upon return and receipt of the ballots from the voting members, the nominees shall be considered by the Board for induction into the Hall of Fame.
- The Board will make the final selection of inductees.
- PROCEDURE FOR THE INDUCTEES OVER 70:
ARTICLE VIII.
FINANCES
1. FISCAL YEAR: The fiscal year of the Corporation shall begin on July 1 each year and end on June 30 each year.
2. ANNUAL DUES: The annual dues for voting members shall be $30.00 for a single membership and $40.00 for a couples membership until changed by the Board.
3. TIME FOR PAYMENT OF DUES: Annual dues shall be paid to the Membership Director by December 31 of each year for the right to vote on candidates for selection into the Hall of Fame during January of the next year. See Article II Section 2 for additional rights given to members who pay their dues by October 15.
4. LOSS OF MEMBERSHIP PRIVILEGES: Any prior member whose annual dues remain unpaid on January 1 of any year shall be denied voting privileges associated therewith and automatically cease to be a member.
5. SPONSORSHIP: The Board may solicit sponsorships in varying amounts from corporate and private donations, which shall be utilized to fund this Corporations’ events, activities, and recognitions.
ARTICLE IX.
RULES AND REGULATIONS FOR MEMBERS
1. RULES AND REGULATIONS: All voting members are encouraged to attend the annual induction banquet. Voting members will be encouraged to purchase tickets to the induction banquet in addition to their annual dues.
2. ADDITIONAL RULES AND REGULATIONS: The Board of Directors may change the Rules and Regulations or may establish and enforce any and all additional Rules and Regulations deemed advisable and necessary.
ARTICLE X.
AMENDMENTS
These Bylaws may be altered, amended, or repealed and new Bylaws may be adopted by a vote of the Board of Directors at any regular or special meeting when the proposed change and the date for the vote on the proposed change has been set out in the Notice of such meeting. One (1) month’s prior notice of the date and time of the meeting at which the vote will take place shall be required for all Bylaw changes. A copy of the Bylaws, with any amendments thereto, shall at all times be kept in the registered office of the Corporation and shall be available for inspection by all Board members. All Bylaws and amendments heretofore adopted repealed and superseded in their entirety, and these Bylaws shall be and become the Bylaws of the Arkansas Track and Field Hall of Fame from and after their adoption by the Board of Directors.