BY-LAWS OF X CLASS DRONE RACING

 

ARTICLE I: NAME

A. Name and Location

The X CLASS DRONE RACING shall be known and referred to as “X CLASS, XCDR, or the Club. This Club is located on Treasure Island, San Francisco, California.

B. Definitions

AMA: Academy of Model Aeronautics.

XCDR: X Class Drone Racing.

General Meeting: Monthly Club meeting.

Executive Meeting: Meeting consisting of the Club Officers.

 

ARTICLE II: PURPOSE

A. Mission Statement

X Class Drone Racing, a Club, chartered by the Academy of Model Aeronautics (AMA), exists to further the sport and technological innovations of model aviation and promote safe, responsible, legal use of large-scale remote-control quadcopters and sUAS and encourage flying and social and competitive events to enhance camaraderie and friendship.

ARTICLE III: MEMBERSHIP

A. Number of Members

The number of Club memberships shall be established at 25 members, with this amount to be increased or decreased by a simple majority vote using the notification and voting process as defined in Article XII, paragraph C of these Bylaws.

B. Qualifications

1. Prospective members must be a current member in good standing of the AMA and must attend one general meeting before becoming a member. Prospective members can elect to be placed on a waiting list if the Club Roster is full (125 members).

2. The Board of Directors reserves the right to refuse membership to any new applicant or renewing member.

3. Prospective members cannot vote at the General Meeting.

4. New members shall pay all Club initiation, dues, and present proof they are current members of AMA.

C. Membership Types

1. 1. Family Membership

Shall consist of a husband, wife and their children up to eighteen (18) years of age. One family member shall be a regular paid member of the Club. This member will also be a current member in good standing of the AMA. Although there is only one dues paid, both the husband and wife are to be considered equal members in the Club, but only the paid member shall have voting privileges. When a sibling reaches eighteen (18) years of age, that person must join as a regular member and present proof of AMA membership.

2. Honorary Member

This is a Club member so selected by the General Membership for this honor. All benefits, rules and responsibilities of Club membership apply, except they cannot vote, hold office, or be a Board Member. They are selected for this honor by a majority vote of the members present at a General Meeting. Honorary members are exempt from membership dues.

3. Life Member

Life membership is a special category that recognizes a member who has served the club for a number of years as an officer, trainer, contest director, volunteer, or in some other distinguished manner.  Any member can be nominated by one or more active members for Life Membership. Nominations must be made in person during a regular General Meeting, and will be approved by a unanimous vote of club officers.

ARTICLE IV: DUES AND ASSESSMENTS

A. Initiation Fees

Initiation fee shall be paid once, as long as a member stays current on their annual dues. If a member fails to renew their annual dues on time, he/she will have to pay another initiation fee, the same as a new member. Initiation fees are not returnable for any reason, and are established by a majority vote of the membership at a general membership meeting (see below for procedure).

B. Annual Dues

Annual Dues shall be reviewed each April by the Board to determine if dues should be raised or lowered for the coming year. A simple majority vote by Board Members is needed to change Club dues. This action shall be presented at the next General Membership Meeting. Members not in attendance shall be notified of the proposed change either by postal mail or email. A majority vote shall be taken at the next General Meeting following the mailing. Annual dues are paid in advance. They shall be due and payable by the 1st of June. There will be a thirty (30) day grace period, after which another initiation fee will be assessed.

C. Assessments

Assessments may be required for such things as field rent / lease, field improvements, etc. Assessments shall be decided by the Board and approved by a majority vote of the members present at a General Meeting. Assessments are not returnable. Members failing to pay assessments will be removed from the Club’s membership. Any portion of the present year dues will be prorated and returned to them. Any member removed from the Club’s membership for non-payment of assessments will not be allowed to rejoin the following year unless they make current the assessments owed for the previous year in which they were removed from membership. New member’s field assessments will be prorated the same as the yearly dues.

ARTICLE V: RESOLUTION OF GRIEVANCES

A. Safety Rules

When a complaint cannot be handled informally, the complaint should be referred to the Safety Officer using MVF Grievance Form (Form MVFGF). At least one witness must sign the Form. The Safety Officer will present the complaint to the Board of Directors for action within seven (7) days.

1. First Violation

a. Viewpoints of both complainant(s) and accused will be considered.b. Complainant(s) name(s) will be disclosedc. A verbal reprimand will be given to the accused and so noted in the meeting minutes.

2. Second Violation

a. Complainant(s) name(s) will be disclosed.b. The accused has a right to a written rebuttal, to be reviewed by the Board.c. If the Board so decides, the flying privileges of the accused will be suspended for thirty (30) days. Written notice of this shall be issued to the complainant(s) and a copy published in the Club’s newsletter.

3. Third Violation

a. The Board will notify the accused in writing, and the Club members via the newsletter that the Club will vote on the expulsion of the accused at the next General Meeting.

b. A member may be expelled from the Club only upon two thirds (2/3) majority vote of the membership present at that meeting.

c. Voting will be by secret ballot at said General Membership Meeting.

d. The three (3) actions will not be enforced unless they are accumulated within a Two (2) year period of time.

e. Any member receiving a grievance, who directs any retaliation action against the person filing said grievance, will be subject to immediate expulsion from the Club. This is to include threats, intimidation, physical harm, intentional equipment damage, or any other malicious action deemed to be retaliatory by the Board of Directors.

f. Any member who is expelled may be reinstated to membership by a two-thirds (2/3) majority vote of the Board of Directors.

g. The Board of Directors shall have the discretionary authority to provide for and to impose disciplinary action for such acts or emissions, which do not justify expulsion from membership.

ARTICLE VI: OFFICERS

A. Responsibility

1. There shall be a President, Vice President, Secretary, and Treasurer. All officers must be current AMA members.

2. There shall be a Board of Directors consisting of three (3) or more members, open for nomination and voted on at the July General Meeting when the President takes office. A member must have a minimum of one (1) year of current, continuous active membership and be in good standing with both XCDR and AMA before he/she may hold a Board position.

B. Duties

1. President

a. Will preside at all General Meetings.

b. Will call and preside at all Board Meetings.

c. Will represent the Club at all times.

d. Will carry out the directives of the Club as decided upon in General Membership Meetings.

e. Will present Board of Directors’ decisions at the next General Membership meeting following the Board meeting.

2. Vice President:

a. Will act on behalf of the President in the absence of the President or at his/her request.

b. Will act as the Club mediator in all matters.

c. Will assist the Treasurer in auditing the financial records of the Club. 

3. Secretary:

a. Will take the minutes of all meetings and supply a copy to the President, Vice President, and newsletter editor as necessary.

b. Will ensure that a meeting place is available to conduct the Club’s General Membership meetings.

c. In the event that both the President and Vice President’s offices are vacated at the same time for any reason, the Secretary will conduct elections at the next General Membership meeting.

4. Treasurer:

a. Will establish a checking account with a local bank or savings and loan office for all monies received when such becomes necessary.

b. Will present the Club’s financial statement at every General Meeting.

c. Will present the Club’s financial statement at a Board meeting, if requested in advance by the President.

5. Contest Director

a. The Contest Director (CD) supersedes all other members and is the single controlling factor over all AMA sanctioned events conducted.

b. The CD is appointed by the AMA and is a representative of the Academy and will assure that all AMA sanctioned events are run in accordance with the Competition Regulations and the National Model Aircraft Safety Code.

c. Will coordinate all events, and must sanction competitive events.

d. A Contest Director must be in good standing with the AMA at all times during his/her tenure as Contest Director.

e. The Contest Director will act as a liaison between the Club and AMA representatives in matters pertaining to sanctioned events.

C. Term of Office

1. All terms will be for a period of one year beginning April 15 of each year and end April 14 of the following year.

2. President: there is no limit on terms in office

3. Vice President: there is no limit on terms in office

4. Secretary: there is no limit on terms in office.

5. Treasurer: there is no limit on terms in office

D. Appointed Officers

The President or Vice President may appoint Officers for special duties when needed. These Officers may also be known as Chairpersons.

E. Financial Arrangements

1. Disbursement of money:

a. The Treasurer shall disburse all monies as directed by approved motions of the General Membership. Exception: The Treasurer can disburse up to $300 dollars a month under the direction of the President for incidental expenses necessary for Club operation, not to include field and meeting room rent /lease.

b. All monies will be disbursed by electronic or paper check or Club debit card.

F. Vacancies

Vacancies for any reason of current term of Officers shall be filled as soon as possible.

1. President:

Will be replaced by the Vice President. The new President will select a new Vice President to serve until the next regular election.

2. Vice President:

Will be selected by the President to serve until the next regular election.

3. Secretary:

A new Secretary will be selected by the President to serve until the next regular election from the general membership as long as the selected member has been a member in good standing for at least One (1) current, continuous year.

4. Treasurer:

A new Treasurer will be selected by the President to serve until the next regular election from the general membership as long as the selected member has been a member in good standing for at least One (1) current, continuous year. 

NOTE : If both the President and Vice President vacate office at the same time, they will be replaced by the Secretary and Treasurer, in that order. They will serve until the next regular election. The new President shall appoint a new Secretary and Treasurer to serve until the next election.

ARTICLE VII: MEETING

A. Membership Meeting

1. Shall be held once a month.

2. The minutes of the last meeting shall be read and accepted.

3. An up-to-date financial record shall be read and accepted.

4. The total membership shall be notified by postal mail or email at least two weeks in advance of any change in time, date, or place of the meeting.

C. Executive Meeting

The President can call an Executive meeting that consists of the elected positions:

1. In a matter concerning the discipline of a member(s), the officers shall meet in an executive session if requested by the club member(s), and the member(s) in question shall be entitled to attend said executive session.

2. Executive session will be used as a means of considering the litigation concerning Club matters that pertains to the formation of contracts with 3rd parties or other matters where executive sessions are authorized by law.

3. Any matters discussed in the executive session shall be generally noted in the Minutes of the Board.

4. Motions cannot be made in an executive session and must be brought to the Officers in a General Membership Meeting for consideration, at which time a motion can be made, seconded, and adopted.

ARTICLE VIII: RECORD KEEPING

All records, other than the minutes of meetings, shall have the Master given to the Secretary for filing. These records shall list at the bottom of the form, name of data processor, whose computer they are stored, revision date and a form number.

ARTICLE IX: COMMITTEES

A. Standing Committee

Standing Committees shall be appointed by the President or Vice President.

B. Special Committees

1. Committee for Race and Event Planning.

2. Committee for Marketing and Publicity.

3. Committee for membership.

4. Committee for Bylaws review.

C. Committee Membership

Committee memberships are made up of Club members volunteering and or appointed by the President or Vice President as needed.

ARTICLE X: NOMINATIONS, ELECTIONS, AND RECALL

A. Nominations

Nominations for Club Officers shall be accomplished during the February General Membership Meeting. A member must have a minimum of one (1) years of uninterrupted, current, continuous active membership and be in good standing with both the Club and AMA before he/she may hold an elected Club Officer position.

B. Elections

1. Election of Officers shall be held during the March General Membership Meeting. The new Officers will be elected by a simple majority vote of the members present at said meeting or by mail ballot, by request only, delivered by US mail or E-mail during the period between February and March’s General Membership Meeting. Votes must be received before March General Membership meeting or they will become null and void.

2. The passing of the President’s gavel shall take place during the April General meeting.

C. Recall of Officers

This Club has no automatic recall. All disciplinary matters must be presented to the Board of Officers. 

ARTICLE XI: MISCELLANEOUS PROVISIONS

A. Roberts Rules

Roberts Rules of Order shall be used as a guide when conducting meetings.

B. Fiscal Year

The fiscal year for this club shall be April 15 through April 14 of the following year.

C. Newsletter Mailing

1. The editor of X Class Drone Racing newsletter shall send the Club’s newsletter to all members either email.

2. The monthly newsletter must be received by the members prior to the next General Meeting.

D. Transfer of Records

1. The transferring of all records shall be accomplished during an Executive Meeting preceding April’s General Membership Meeting.

2. The Secretary shall keep all recordings containing all the Club’s records and forms. All documents shall be retained as digital documents, and all physical documents shall be scanned and retained. All digital files will stored on a cloud-based drive storage owned and maintained by the Club. A secondary backup of all Club files shall be stored on a physical hard drive owned by the Club and kept in the possession of the Club’s Secretary during his/her term. When an outgoing Secretary is succeeded by a new Secretary, the disk drive shall be transferred to the possession to the incoming Secretary on or before the first day of the incoming Secretary’s first term.

E. Suspension of Bylaws

A Bylaw may be suspended at a General or Special General Membership

Meeting, providing the following conditions are met:

1. The Secretary will put the suspension proposal in writing to the President or Vice President if approved by a simple majority vote.

2. When the proposed suspension is submitted to the President or Vice President in writing, he or she will call a Executive Meeting to discuss the proposed suspension. This will be done before the next General Meeting or Special General Meeting.

3. At the next General Meeting or Special General Meeting the proposal will be handed out to all members present. Any member not present will be emailed a copy no later than seven (7) days following this meeting.

4. At the next General or Special General Membership Meeting, the proposed suspension will be voted upon. Approval requires two-thirds (2/3) vote in favor by all members present.

F. Use of Club Mark and Logo

The Club logo and Club Mark may only be used for official Club business such as the newsletter, awards or other miscellaneous Club items. 

G. Standing Rules

1. All standing rules must be approved by a majority vote during a General Meeting.

2. Governing rules of this Club shall consist of our Bylaws and AMA requirements.

H. Dissolution of Club

In the event the membership falls below two persons, the Club will be disbanded and the treasury disbursed as follows in order listed:

1. All club debts will be paid.

2. All current members will be refunded their annual dues and assessments for the current year.

3. Any remaining monies will be contributed to the AMA in the club’s name.

I. Civil Code

1. X Class Drone Racing is subject to and will follow the codes, laws, and guidelines set by the City and County of San Francisco.

ARTICLE XII:  AMENDMENT TO THESE BYLAWS

A. Proposed Bylaw Change

These Bylaws may be amended at a General or Special General Membership meeting, providing the following conditions are met:

1. The Secretary will put the amendment proposal in writing to the President / Vice President if approved by a simple majority vote.

2. After the proposed amendment has been submitted to the President / Vice President in writing, they will convene an Executive Meeting to discuss the amendment. This will be done before the next General Meeting or Special General Membership meeting.

3. At the next General Meeting or Special General Membership Meeting the proposal will be handed out to all members present. Any member not present will be emailed a copy.

B. Balloting

Balloting will be done on the proposed amendment at the next General Meeting or a Special General Membership Meeting.

C. Approval

Approval requires a simple majority vote in favor by all members present at the General meeting

 

ARTICLE XIII: GRIEVANCE PROCEDURE

A. Disciplinary action consists of the following:

1. Removal from office, if a club officer is involved.

2. Removal from club membership.

3. Written reprimand.

B. Causes for disciplinary action

1. Violation of Bylaws.

2. Violation of Club safety rules, race rules, or field rules.

3. Violation of AMA rules.

4. Violation of Federal, State, County, and City laws.

5. Conduct unbecoming a member of this Club.

6. Failure to maintain current AMA membership.

7. Suspension of flying privileges.

C. Action to be taken

1. The alleged violation must be brought to the attention of the Board of Directors.

2. The Board of Directors must investigate fully and decide if further action is called for.

3. This preliminary investigation must be concluded within seven (7) days of notification for the alleged violation. At that time the Board of Officers will arrange a meeting with the alleged violator and the person(s) making the complaint. This meeting between all parties must be held.

4. At the end of said meeting, the Board of Officers must make a decision and present it to the parties involved. The Boards’ decision is final.

D. Options available to the Board of Officers at the conclusion of the final meeting.

1. Dismiss the complaint.

2. Written reprimand.

3. Suspension of flying privileges for a specified time.

4. Removal from office, if an officer is involved.

5. Removal from the club.