We the increased interest of members wanting to be on the BOD, (which is awesome) I think we may want to consider a bylaw change that requires a BOD member to have served one year on the BOD prior to holding the President or Treasurer position.  These two roles usually have signature authority on the banking accounts and act as edit check on each other.  This was something another BOD I was one did as a best practice.  

If we haven't considered segregation of duties between these roles, we should.  Usually, this includes the president getting the bank statements in the mail for review and the treasurer approving purchases, etc so not one person is in charge of the money. 

We have been small and these things have taken care of themselves.  With growth, we are forced to set the club up for long term success.

Any bylaw change most likely needs to be considered at the annual meeting and voted on by the general membership in attendance.

@daniel, I think this is a very wise move. 

I'm having trouble accessing the Members Section of the website.  The toggles are not revealing the data attached.  Refresh my memory if you can about the process in changing our bylaws.

I'm in favor of this change and detailing roles and requirements.  Lehmann and I have been the most active in the finances for the past several years.  Lehmann has always had the checkbook and I believe the statements go to our PO Box which he also monitors.  I access our account online and do the oversite and reporting.  This should be part of a bigger discussion of life post Lehmann as an officer of WVMTR.  

Attached is the most up-to-date Bylaws that I have (without being able to access the webpage).  I cannot recall if we updated since 2009, but I do not believe that we have.  We will be able to verify shortly I am certain.

Bylaws amendment

• A bylaw amendment may be accomplished by a two-thirds vote of the members present at the meeting, or by a two-thirds vote of those responding to a mail or electronic mail vote.
• Only those who have been members of this organization for 30 days prior to the proposal of such an amendment may vote upon such.
• Members must be notified of proposed bylaw amendments at least 7 days prior to voting.
• A majority vote of the members present is necessary to pass ordinary measures. All measures shall be deemed ordinary except those proposing a bylaw amendment.
• A quorum shall consist of twice the number of elected officers. No official meeting shall be held unless a quorum is present. Members may submit a proxy in writing to represent them at an ordinary or special meeting.

It looks like we have time.  I would recommend that the executive committee "meet" and discuss the bylaws changes, then bring back to the BOD recommendation on 4/22/21.  We would then place the bylaws amendment on the agenda for the Annual Meeting in July. 

Thoughts?

Posted by: @acasseday

It looks like we have time.  I would recommend that the executive committee "meet" and discuss the bylaws changes, then bring back to the BOD recommendation on 4/22/21.  We would then place the bylaws amendment on the agenda for the Annual Meeting in July. 

Thoughts?

That sounds doable.

@acasseday I agree with your plan, Commander.  

I would like to "meet" and discuss this further as well, DT.

The plan makes sense to me

I don't think we need a motion to act on the executive committee bringing back to the board bylaw recommendations on 4/22.  If there is no objection, that is the path we will proceed.

Is it still that plan for Zeke Smith to be the RD of Canary in the Cave 25k+ and to have it scheduled for November? Obviously dependent on our other conversation about COVID. Just checking to know if I should put Canary back on the races page (currently on the past-races page).

@arhodes5, I believe that is the plan, but I have not had any concrete correspondence with Zeke.  He has board approval to proceed.