Club By-Laws

As we work to update them, below are the current set of club By-Laws:

Peachtree City Rowing Club By - Laws

Article I

Purpose

Established in August 2015, Peachtree City Rowing Club (“PTCRC”) is a not – for – profit, tax exempt 501c3 organization founded to create a vibrant rowing community South of Atlanta. PTCRC strives to promote the furtherance of rowing among amateurs, more particularly the instruction, improvement and competition in, and enjoyment of, the art of rowing and the promotion of a friendly and social spirit among its members. We offer rowing instruction for both youth and masters all year around.

Article II

Location of Office

The principal office of PTCRC shall be at the boathouse, 3501 TDK Boulevard, Peachtree City GA 30269. PTCRC’s mailing address may be the address of the current President or Treasurer or the post office box of PO Box 2022, Peachtree City GA 30269.

Article III

Membership

The Membership of PTCRC shall consist of general members and special members over the age of eighteen (18) year, comprising of rowers, present and past parents and guardians of rowers, and full time coaches who comply with the requirements of the PTCRC Board of Directors (“Board”), these By Laws, Release Waiver and the PTCRC Hand Book.

The membership shall have a voice in decisions and guidelines of PTCRC as outlined in these By Laws or allowed by the Board. Because PTCRC derives its support from the family and friends of the rowers and the surrounding community, it is the responsibility of the Membership to raise the necessary funds or resources to supply boats and oars, rowing equipment, a boathouse, to pay training fees to coaches, to pay travel expenses for regattas and other PTCRC Board events, and provide for any other expenses that may be incurred.

In order to remain eligible for general membership, rowers must adhere to the attendance policy for practices and regattas as determined by the coaches and be current on all dues and fees according to the financial arrangements.

Each family of the general membership shall have one electoral vote for each rower enrolled in the Club. “Family” is defined here as the immediate family of a rower, which includes the rower, his/her parents/stepparents/guardians and siblings.

Special members shall include former PTCRC rowers, parents/guardians of former rowers, or other persons, as the PTCRC Board may deem appropriate in its sole discretion.

All Members agree they are subject to being required to reimburse PTCRC for damages to any equipment or PTCRC facilities due to gross negligence of wilful misconduct as determined by the Board. PTCRC is not required to provide insurance for personal property and/or equipment and will only provide limited liability insurance where provided by organizational coverages through the US Rowing Association.

Article IV

Dues for Masters and Students that are not enrolled in PTCRC Programs

All privileges of general membership are granted once annual dues have been received by the Treasurer. Paying dues, along with a flip test and approval by Board and coaches, entitles him or her the right to row club equipment in which they have been checked out in and storage of personal rowing equipment at the rowing site (space permitting). Additionally, he or she may sponsor up to but no more than one guest per day, with each specific guest having a maximum of 5 privileges of use annually.

Student dues does not entitle a person to general membership but with a flip test and approval by Board and coaches, entitles the student the right to row club equipment in which they have been checked out in.

Family dues, is 150% the value of annual dues and entitles any one family member over the age of eighteen (18) one vote per family as a general member and all family members of all of the other same privileges as that of those that paid annual dues. Any family member under the age of eighteen (18) must be supervised by an over eighteen (18) year old within the same family or another annual dues member.

Annual dues will be determined and approved by the Board two (2) months prior to the year end as annual dues are due by January 31st of each year or otherwise for uninterrupted membership. Annual dues will run on the calendar year (January 1 to December 31). Should a person wish to pay annual dues after July 1, he or she will only be required to pay 50% of the rate of annual dues. Student dues are approved by the Board pending inquiry and demand. Payment of Student dues are to be paid in full, unless otherwise approved by the Board, to entitle to privileges noted above for Students.

Article V

Payment of Fees

Fees must be paid at the season rate and according to the requirements and schedules of the Board for rowers to be considered current and to be allowed to participate in practice, trips and regattas. No rower can participate in PTCRC activities without a completed rower’s application (registration form, waiver, concussion form, Safe Sport certification, swimming test, and such other documentation as the Recruiter or Registrar may require subject to the Board approval). Only upon payment in full of fees for the current season entitles a parent or rower to one (1) general membership.

Article VI

Storage Fees

Priority of storage at the PTCRC facility is based on the following:

1st priority - PTCRC owned boats

2nd priority - persons and families that are current with paying annual dues, space permitting

3rd priority - persons seeing to store boats only, space permitting

Rack space for shells and other rowing equipment for those persons that aren’t paying annual dues will be at a rate set by the Board. Payment of storage fees to PTCRC shall be accomplished prior to January 31 of the year of the storage rental. Should storage begin after July 1, he or she will only be obligated to pay 50% of the rate of annual storage fees.

Article VII

Meetings

General Member Meetings: The Board will host and conduct meetings every other month on the second Tuesday of the month except for holidays or other exceptions, at the designated place agreed upon by the Board. Members will be notified by email, newsletter or phone of the time and place of the meeting. General Member Meetings are open to the Membership. Meetings shall be run in the informal style of the President unless there is any item or matter wherein a Board Director calls for formal procedure and, if so, then by following Robert’s Rules of Order, newly revised, except when in conflict with the PTCRC By Laws, in which case the By Laws will supersede. An agenda distributed by the Board Secretary will be presented prior to each meeting. Members attending meetings, except the annual meeting, shall be expected to remain as observers unless requested to comment. The Board will be responsible for discussing the general business and activities of PTCRC.

Annual Board Meeting: The Member Meeting scheduled for the 2nd Tuesday in June will be the Annual Board Meeting with the election of the Board primary on the agenda.

Board Meetings: The Board will conduct Board meetings on alternate months to the General Board Meetings, except for holidays or other exceptions. Board meetings are not open to the Membership but a Member may be invited to provide information or make a presentation. Meetings shall be run in the informal style of the President unless there is any item or matter wherein a Board Director calls for formal procedure and, if so, then by following Robert’s Rules of Order, newly revised, except when in conflict with the PTCRC By Laws, in which case the By Laws will supersede.

Special Meetings: Special Meetings devoted solely to the discussion of a specified item of business, or specified activities, may be called by a Board Director. No business other than that specified as being the reason for the meeting may be discussed. Reasonable effort shall be made to notify all Board Directors within 24 (twenty – four) hours prior to any such meetings. Two – thirds of the Board Directors must be present in person, by phone or by proxy, or by email vote, to constitute a quorum.

On matters of business before the Board, the Board will discuss each item thoroughly and then make a recommendation for a course of action. Two – thirds of the active Board will constitute a quorum for conducting business. The Board shall strive to agree by consensus, but a two – third vote by at least a quorum is required to pass or reject any item of business before the Board. Voting may be conducted by email, phone, or proxy where a Board Member cannot attend a meeting, or where a special matter is before the Board and a meeting is not practical. Such voting methods shall be subject to supervision by the President to ensure accuracy and genuineness. Each Board Director is entitled to a single vote. Other committee members are not entitled to a vote. At meetings, voting will be conducted by the customary tradition of verbalization, raising the right hand, or by secret ballot if called for by a two – third majority of the Board.

The order of business shall be as follows:

Call to order

Recap of minutes from previous meeting

Reports

Election of Directors (if June meeting)

Unfinished business

New Business

Adjournment

The order of business may be altered or suspended at any meeting by a majority vote of the Board and any general members (of which the Board each has one vote). The usual parliamentary rules as laid down by Robert’s Rules of Order shall govern when not in conflict with these By - Laws.

Article VIII

Section 1

Board Directors

The business and affairs of the PTCRC shall be managed and conducted by its Board. The number of directors constituting the Board shall be thirteen (13) maximum. Unless otherwise directed by the membership or otherwise specified by the By - Laws, all matters of governance of PTCRC in every respect shall be determined by the Board, including without limitation the setting of dues, fees, management of programs, the protection of PTCRC property and reputation, ensuring compliance with the various safety and government requirements, oversight of employees and any independent contractors, the handling of PTCRC funds, and all other matters incident to successful continuation of PTCRC into the future in accordance with its objectives. The Board shall have no power to render the Club liable for any debt exceeding the amount of monies which shall, at the time of contracting such debt, be in the treasury and not needed for the discharge of prior unfunded debts or liabilities of the Club. A decision of the Board may be overruled only by a vote of two - thirds of the members present at a meeting called for that purpose on two weeks' notice. At such a meeting each member of the Board shall have one vote on the issue in question.

The Board shall be divided into two (2) classes of Executive Board Directors and Other Board Directors.

The Executive Board of Directors of PTCRC shall consist of the President, Vice President, Treasurer, Secretary, and Facilities/Asset Manager. The Other Board Directors shall consist of a maximum of eight (8) members with specific responsibilities that the Board deems necessary. Each of the Board Directors can cast one vote on the day to day business, special projects and any other matters that affect PTCRC, with the exception of the election of the Board. All Board members shall be unpaid, voluntary positions.

Each Board Director is required to attend all meetings of the Board unless excused by the President. Any Board Director who misses three (3) consecutive Board meetings without being excused may be asked, with written notice (delivered via regular electronic mail), to resign from the Board. Continued, systemic unexcused absence from the Board meeting may also lead to removal. Board Directors shall be Members in good standing with PTCRC, having paid all owed dues and fees, and followed PTCRC policies and procedures at the time of nomination and election.

Nomination for Board Directors will begin at least one month prior to the Annual Board meeting each year. Candidates may be self – nominated or nominated by any PTCRC Member. The Board will prepare a slate of proposed Board Directors agreed upon by a majority vote, for presentation to the Membership. Voting by the Membership will be conducted by whatever means deemed necessary by the Board.

Elections: The term of office of each class shall be a one (1) year and until successors are duly elected. Board Directors are eligible for re - election. The term of the Board Director runs from July 1 to June 30. The Board will recommend a slate at the June general meeting. The slate will be presented to the general membership for consideration; at which time additional nominations may be made. To be elected, an individual must win a majority of the votes cast by those Members present and voting. Where there are three or more nominations for an office and after voting no one has a majority of the votes cast, a runoff between the top two candidates polling the most votes will be held. Election will be by show of hands or by paper ballot, or by any means deemed necessary, as required by the President. Newly elected Board Directors will assume office on the first day following the election. The previous year Board Directors are obligated to assist new Officers for a “transition period” of one to two months.

Vacancies: If a Board Director resigns his or her office, is removed from office by two – thirds majority vote of the Board in the best interest of PTCRC, or is otherwise unable to serve, an election will be held at the next General Member Meeting to fill the vacated office, with the exception of the office of the President. If the office of the President becomes vacant, an existing Board Director shall have first right of refusal. The Board will then appoint the new Board Director as President by a two – third majority to fulfill the unexpired term.

Section 2

Executive Board Positions

President

Be the principal Executive Director of PTCRC and shall have the general charge of the business and affairs.
Preside over all General, Executive, Special and Annual Board Meetings, elections, votes, and generally be the Chief Operating Officer for PTCRC.
Interpret the By – Laws and Rules of Order, and settle all disputes as to the meaning of the By – Laws and Rules of Order. Appeal of any interpretation by the President may be made in writing to the Board. A two - thirds vote by the Board will be necessary to overturn an interpretation by the President.
Represent PTCRC in all official functions with the local community, the US Rowing Association, and with individuals and organizations conducting business with PTCRC.
Have authority to sign checks and make deposit of funds in absence of, or in addition to, the Treasurer and Assistant Treasurer
Sign all records and documents where his/her signature is lawfully required in cases where signing and execution is expressly delegated by the Board or by these By – Laws.
Approve all circulars, communications, correspondence issued, and financial transactions made in the name of PTCRC and set forth by the direction of the Board.
Hire and discharge paid personnel with a two third majority Board approval, with the exception of Assistant and Part – Time Coaches, where the Head Coach will maintain the sole responsibility for making personnel decisions.
Negotiating compensation and presenting in writing annual coach contracts to the Board for a vote. A two – thirds vote by the Board shall be required to approve coaches contracts.

Vice President

Preside over the General, Special, Executive and Annual Board Meetings in the absence of the President
Perform the duties of the President in the case of the President’s absence or disability
Observe and assist the President with the Presidential duties with the express purpose of providing long term continuity to the PTCRC Board. The Vice President should ideally be in a position to consider standing for election to the office of President when the President position is vacant.

Treasurer

Maintain responsibility for the collection and disbursement of the PTCRC funds
Oversee the responsibilities and duties of the Assistant Treasurer
Prepare and present the financial report monthly at meetings and when requested by the Board.
Annually prepare and present the budget and seasonally prepare the fee structures for the various programs
Maintain correspondence and signatures with all banking and lending institutions
Manage and facilitate payroll for the paid personnel
Have authority to sign checks
Perform other duties that may from time to time be assigned by the By – Laws, the Board or the President

Secretary

Issue timely notice and provide written agenda to each Board Director or member of PTCRC for any regular, executive, special and Annual Meetings
Record and file minutes of all meetings. A copy of all minutes shall be made available to any member upon request, and should be distributed to the Board for approval prior to the next meeting.
Maintain a copy of all records, documents and correspondence sent or received by PTCRC during the calendar year, and assure that they are filed with records of PTCRC.
Conduct the general correspondence of PTCRC
Maintain a database of names, mailing addresses, telephone numbers and email address of the current Board, members, coaches, alumni and other groups as needed for Correspondence.
Notify Officers and other Board members of their election or appointment within five (5) days of the election
Perform other duties that may from time to time be assigned by the By – Laws, Board, or the President.

Facilities/Asset Management

Establishing, publishing and disseminating equipment use rules to the Members
Working in conjunction with the coaches to make recommendation to the Board as to the purchase or sales of the PTCRC equipment
Assisting the Coaches with acquiring and disposing of the PTCRC equipment as per approval of the Board
Maintaining an inventory of PTCRC equipment in conjunction with the coaches
Working in conjunction with the coaches to keep equipment in repair in a timely manner
Organizing and conducting work session on PTCRC facilities
Maintaining the physical appearance of the shed, dock, and grounds
Maintaining and supervising the storage of all PTCRC equipment
Assign rack and storage spaces to those that have paid annual dues or storage fees who desire to store rowing equipment in the PTCRC boatyard under direction of the Board
Act as a central point of contact for (groups of ) members who wish to reserve club boats for use in regattas.
Inspect building, shed, racks and ground of PTCRC and make recommendations to the Board as to needed repairs.
Planning and conducting construction of all projects needed and approved by the Board, this include dock additions, rack construction, boathouse build etc.

Section 3

Other Board Directors

There shall be up to (8) other Board of Directors at large that will have specific duties necessary for PTCRC administration. Number of Other Board DIrectors and specific duties may vary, subject to a two - thirds vote by the Board. These specific duties may vary, but may include and not be limited to:

Membership/Registrar

Working with the registration vendor to set up a link for registration

Collecting all payment for season registration. Reconciling payments with the Treasurer
Preparing, distributing, maintaining, providing,delivering and collection of membership applications and as deemed appropriate to prospective, new and established members and rowers/coxswain
Answering questions regarding membership
Providing Board and coaches with rosters
Maintaining and supervising the PTCRC roster and distributing it to all members who choose to share their information
Maintaining and storing completed membership forms
Coordinating with the responsible individual to ensure all seasonal rosters are entered into the database in a timely manner
Overseeing the maintenance of the PTCRC website

Recruiting

Preparing, distributing, maintaining, providing,delivering and collection of information, brochures, PTCRC Release Waivers and as deemed appropriate to prospective, new and established members and rowers/coxswainMaintenance
Answering questions regarding Learn to Row, Adult Master’s Program, Summer Camp and Youth Season Rowing programs.

Fundraising/Sponsorship/Grants

Making recommendations to the Board regarding contemplated fundraising projects
Organizing and conducting fundraising projects approved by the Board
Maintaining current records of donations, issuing tax letters and communicating said information to the Secretary in a timely manner
Collecting monies raised in fundraising and delivering said money to the Treasurer in a timely manner.
Reporting to the Board regarding the results of fundraising activities
Investigating, seeking and attempting to procure grants, gifts, donations and sponsors of any and all types for PTCRC with the advice and consent of the Board.

Regatta

Ensuring that rowers have appropriate uniforms and other rowing attire including:

reporting to the Board for approval, and to then make arrangements for the manufacture and or purchase of the products
obtaining Board approval of pricing and arranging for the sale of the products
accounting to the Treasurer for all sales

Coordinating parent volunteers to assist in all aspects of regattas
Organizing and informing the particulars about regattas, especially for new members/parents of youth rowers attending regattas
Creating a budget for each regatta so the Board so that it can assign regatta fees
Organizing transport of boats and supplies to regattas
Coordinating regatta food and drink to be provide to rowers during regattas
Collecting regatta fees
Maintaining an accurate binder per regatta with all information and current invoices
Submitting all regatta invoices to the Treasurer

Events

Managing Volunteers at PTCRC Sponsored events and event that the Board has approved for attendance and representation

Safeguard

Preparing, distributing, maintaining, providing,delivering and collection of PTCRC Handbook, Swim Test, Concussion Form, Medical Forms, and any other forms to comply with the requirements of US Rowing and/or SafeSport as deemed appropriate to prospective, new and established members and rowers/coxswain

Publicity and Media Relations

Developing and distributing all press releases, race results, advertising and promotional activities to the various media locally, regionally and nationally
Developing and publishing the PTCRC Newsletter on a regular basis
Maintaining and supervising all PTCRC social media and posting apps
Developing and creating marketing materials for PTCRC, with Board approval
Representing PTCRC at company sponsored events in the community and at large

Section 4

Compliance

Reviewing, developing, and publishing the PTCRC Handbook, with Executive Board Directors’ approval

Each Non – Executive Director may select volunteers and assistants from the General Membership, as needed. Treasurer may also select an Assistant. Volunteers and assistants must be in good standing with PTCRC.

Head Coach shall not be a Board Director or on the Board but shall attend all General Member Meetings and Board Meetings. As a paid staff member, he/she shall not be granted voting rights.

Each Board Director shall be prepared to present a report at General Member and Board Meetings as per the prepared agenda. Each Board Director shall also prepare a budget and annual plan to present to the Board early enough so that the Treasurer may perform his or her budgeting tasks in a timely manner. The Board Directors are responsible for tracking the approved budget for his/her area of responsibility and should be prepared to discuss expenses and revenues as it pertains to that Board Director’s responsibilities and duties.

Section 5

Conflict of Interest

No Board Director shall vote on or discuss issues which could be interpreted as a financial conflict of interest to that member. This includes payment, employment, or provision of services to Board and committee members, volunteers and/or household or family of choice.

Section 6

Special Committees

The President may, subject to the consent of the Board by two – thirds vote, appoint from the Board or from the General Membership, or other persons, such Special Committees and Chairs an he/she may deem necessary and proper.

Article IX

Standard of Care and D & O Insurance

Board Directors shall discharge their duties in good faith and with a reasonable degree of responsibility, diligence, care and skill. However, PTCRC shall defend, indemnify and hold any Board Director harmless from any and all claims, losses, damages, liabilities and suits or causes of action, of any type whatsoever, including reasonable attorney fees, arising out of or related to the performance of a Board Director’s duties or activities related to PTCRC, except such matters that result from a Board Director’s gross negligence or willful misconduct. PTCRC may purchase and maintain insurance on behalf of a person who is or was a Board Director, employee, fiduciary or agent of PTCRC or who, while a Board Director, employee, fiduciary or agent of PTCRC or was service at the request of PTCRC as a Board Director, employee, fiduciary, agent of PTCRC against any liability asserted against or incurred by him or her in any such capacity or arising of his or her status as such.

PTCRC is to purchase and maintain insurance on behalf of a person who is or was a Board Director, employee, fiduciary, or agent of PTCRC while serving at the request of PTCRC in that role. Any such insurance is to be procured from any insurance company designated by the Board.

Article X

Finance

The funds of PTCRC shall be deposited in such bank or banks, as the Treasurer of the PTCRC shall designate. All checks, drafts, or orders for the payment of monies, notes or other evidence of indebtedness issued in the name of PTCRC shall be signed by those Board Directors and/or agents assigned and determined by resolution of the Board.

Article XI

Equipment and Use of PTCRC facilities

The Board will approve and publish the operating rules that govern the use of the PTCRC equipment and the use of the facilities. The coaches and members are responsible for ensuring the adherence of compliance to these operating rules.

Article XII

Discipline

Program participant, or participant, or member, or participating member (or any variation of) (referred to as “Participant” for ease of reference) includes youth and adult athletes, guest rowers, alumni rowers, members at large, anyone that uses the facility and or equipment.

Row GA Row Georgia, Inc.

RGAHC Full-time paid professional employee titled Row Georgia Head Coach with a minimum of US Rowing Level 2 Coach Certification. In the event this position is vacant, the Board of Directors will assume discipline responsibility until the Row Georgia Head Coach position is filled.

It is the hope and expectation of ROW GA that each member will contribute to and enjoy a team atmosphere, as rowing is recognized globally as an ultimate team sport.

Participation in the ROW GA program confirms the participant’s agreement to adhere to the ROW GA Code of Conduct, as well as any and all applicable local, state and federal laws.

ROW GA Head Coach (RGAHC) is the initial authority for, and is responsible for determining, communicating and administering discipline of and for program participants. In order to provide opportunities for the enjoyment and advancement of rowing to the communities served, it is the responsibility and obligation of the RGAHC along with the Assistant Coach(es) to undertake efforts in an effort to limit participants exposure to disruptive, unsportsmanlike conduct, demoralization of the team or other harmful conduct where possible.

The following table is an example of progressive disciplinary options that the RGAHC and at least one Assistant Coach may elect to utilize, depending on the severity of the conduct / repeated offenses.

DISCIPLINARY ACTION EVENT/INCIDENT RECORD & NOTIFICATIONS

More progressive action may be utilized earlier, depending on the offense. Example, a first offense of leaving trash in a boat vs. a first offense of causing physical harm or threatening to cause harm to another member or property will not result in the same consequence.	The RGAHC and Assistant Coaches will administer
1. Verbal warning	Head Coach and an Assistant Coach Event / Incident recorded with Coach(es)
2. Written warning 3. Three (3) - Seven (7) day suspension	Head Coach and an Assistant Coach Email event/incident record to Board of Directors Email event/incident record to parent(s)
4. Suspension 5. Dismissal / Membership Termination	Head Coach and an Assistant Coach Email event/incident record to Board of Directors Email event/incident record to parent(s)

The RGAHC and at least one Assistant Coach may opt to utilize progressive discipline unless conduct a) is severe enough to endanger another member, b) amounts to continued demoralization of another member, c) reflects repeated offenses following warnings, or d) is detrimental to the team, equipment, or program as a whole, in which case the ROW GA Head Coach may recommend to the Board of Directors that the Board of Directors suspend that participant from all program activities, events, use of equipment, facilities, practices, the group’s communication platforms and ROW GA social media. This recommendation from the RGAHC will include suspension length, parameters, and a date and time of any follow-up meeting or communication to occur either during or at the end of the suspension period. The Board of Directors may then vote to suspend the participant in question based on the RGAHC recommendation for suspension. The Board Secretary will notify the terminated participant of the result of the Board vote on the matter.

Suspension

Any suspended member or suspended member’s parent, guardian, or representative that causes harm or threatens in any way another member, or interferes with the suspension process, or violates other suspension terms, will face immediate membership termination.
If no additional disciplinary actions are determined to be necessary following successful completion of the suspension, the member will be notified by the Board Secretary that he/she may resume full participation in all team activities.

Termination of Participation

During a suspension, if the RGAHC recommends that membership termination is the next course of action, the RGAHC will submit a written recommendation of membership termination to the Board of Directors and the participant in question. This recommendation shall include all relevant details and event / incident records. The Board of Directors may vote to terminate the participant in question. The Board Secretary will notify the terminated participant of the result of the Board vote on the matter.
The Board Secretary will file the RGAHC recommendation of membership termination and the vote of the Board of Directors into records.
In the event a terminated participant held a seat in a race or another position on the team, the RGAHC will make it a priority to, in an expeditious way, identify a replacement crew member for the team.

Appeal of Suspension - Optional

A participant is permitted to appeal a suspension if he or she so chooses in accordance with the following:

If during a five-day or more suspension, the participant has had no further violations, an appeal may be submitted in accordance as outlined here. It is entirely optional.
To initiate this appeal, the participant will email a request to the RGAHC following completion of the second day of suspension. For youth participants, the participant must copy his/her parent / guardian on all in- writing communication (letter, email, text, or other).
The RGAHC will notify the Board of Directors that the participant in question has submitted the appeal of their suspension.
After the second day completion of a five-day or more suspension, the participant may request a conference to make an appeal to the RGAHC. In that meeting, if the participant appeals for a reduced suspension, the Coach will notify the Board of Directors and the participant in less than 24 hours if the Coach recommends modifying the suspension. The Board of Directors may vote to modify the suspension of the participant in question. The Board Secretary will then notify the participant, parents of any minor participant and all Coaches.

Appeal of Termination - Optional

A participant is permitted to appeal a termination if he or she so

chooses in accordance with the following:

To appeal a termination, the participant must submit a written appeal that must include a statement of the reasoning for the appeal. The written appeal is to be emailed it to the RGAHC and the Board Secretary (email addresses listed below):

ROW GA Head Coach - coachclary2@gmail.com

ROW GA Secretary - secretary.rowgeorgia@gmail.com

The Secretary will then forward the appeal email from the participant to the Board of Directors.

*For youth participants, the participant must copy his/her parent / guardian on all written communications (letter, email, text, or other).

The Secretary will coordinate with the RGAHC and Board of Directors to convene (in person / phone / zoom, etc.) within 7 business days of receipt of the written appeal.
The Board of Directors may vote to lift the suspension of the participant in question.
The Board Secretary will then email the appeal decision to the RGAHC and the participant in question, replying to the email used to submit the appeal, within and no later than two business days following the date of the decision.

An appeals process is provided as outlined above. Therefore, an attempt to bypass, interfere or circumvent the appeals process will result in termination of participation will forfeit the appeals option and membership and participation will be terminated. Interfering with a suspension includes contacting a Board Member or other program members or any attempts to coerce, bully or threaten board members or other program members, whether in writing, over the phone, electronically, verbally or in any form, will result in immediate participant termination.

Participation in ROW GA confirms the acceptance of the ROW GA Code of Conduct, as well as local, state and federal laws. Failure to abide by the terms of the suspension, including not adhering to the process, will result in termination of the participant’s membership.

ROW GA will contact the Peachtree City Police Department and/or the Fayette County Marshal's if needed for assistance with anyone who violates park rules, local, state or federal laws, and includes, but is not limited to the following: pose a threat to the physical well-being of others or themselves, demonstrate vulgar behavior, act in a manner that puts others in harm's way, uses foul or threatening language, etc. or any conduct that endangers, with potential to harm, themselves or others.

Article XIII

Amendments

These By - Laws for PTCRC may be amended or repealed, or new By - Laws may be adopted.

These By -Laws shall be amended first by a vote of two - thirds of the Board at any meeting of the Board, duly called and convened, at which a quorum is present. Second, said amendment shall be approved by a majority vote of the membership at the next annual meeting in June or by special meeting.

Procedure: Changes, revisions, additions, or alterations of the PTCRC By - Laws must be submitted in writing at a scheduled Board meeting. Items in the BY - Laws may only be changed if the Board has determined by two - thirds’s vote, that the current interpretation of the By- Laws where applicable no longer services PTCRC’s best interest.

Approval: An amendment proposed for consideration by the Board must be written in the final draft by the Executive Board in the form of a “Director’s Resolution”. Approval of a “Director’s Resolution” can only be made by a two - third’s vote by the Board.

Notice: Any proposed amendment to these By - Laws shall be filed with the Secretary in writing in sufficient time to allow the proposed amendment to be delivered to all of the Board at least 10 days before the Meeting at which said amendment is to be voted upon. Proposed amendments may be initiated by the Board or by petition signed by not less than ten (10) members.

Article XIV

Books and Records

PTCRC shall keep correct and complete books and records of account and shall also keep minutes of the proceedings of its Board and committees having any of the authority of the Board. Copies of the minutes of the meeting shall be regularly distributed to each Board Director for their approval and is available at the request of general membership. All books and records of the PTCRC may be inspected by any Board Director or member, his agent or attorney for any proper purpose at any reasonable time.

Article XV

Lobbying

No substantial part of the activities of PTCRC shall be the carryon of propaganda, or otherwise attempting to influence legislation, and PTCRC shall not participate in any political campaign on behalf of any candidate or office.

Article XVI

Fiscal Year

The fiscal year of PTCRC shall begin the first day of July and end on the 30th of June each year.

Article XVII

Dissolution

Upon dissolution of PTCRC, the Board shall, after paying or making provisions for payment of all liabilities of PTCRC, dispose of all the asset of PTCRC in such a manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes, as shall at the time qualify as an exempt organization under Section 501 © (3) of the INternal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law), as the Board shall determine.