Bylaws of Oklahoma Bike Summit

Mission Statement:  The mission of the Oklahoma Bike Summit shall present a statewide conference at least biannually as a foundation for making Oklahoma a Top-tiered Bike Friendly state through education, infrastructure, recreational opportunities, and community commitment.

I. Name

  1. The name of the corporation shall be Oklahoma Bicycle Summit dba Oklahoma Bicycle Summit.

II. Board of Directors

  1. The Board of Directors shall serve without pay and consist of up to seven members. Board members shall be residents of the State of Oklahoma.
  2. Board members shall serve until the individual resigns, is disqualified, or is removed from office. Officers include the President, Treasurer, Secretary, and Summit Conference Chair. There may be up to three additional members at large.
  3. Vacancies shall be recommended by and voted on by the Board.
  4. Board members absent from three consecutive official meetings shall be dismissed from the Board and replaced as described in II-3 above.
  5. The officers of the corporation shall be the same as the Board of Directors consisting of a President, Secretary, Treasurer, and Summit Conference Chair nominated and elected by the Board of Directors.

III. Duties of the Officers

  1. The President shall preside at all Board meetings, appoint committee members, and perform other duties associated with the office.
  2. The Secretary shall be responsible for the minutes of the Board, keep all approved minutes in a minute book, and send out copies of minutes to all Directors. Additionally the Secretary will create a repository for all records and official documents of the Oklahoma Bike Summit.
  3. The Treasurer shall keep record of the organization’s budget and prepare financial reports as requested by the Board. The Treasurer with the assistance from other officers is responsible for developing and maintaining the annual conference budget. Additionally the Treasurer will establish and manage bank accounts, and file all State and Federal taxes.
  4. The Summit Conference Chair shall be responsible for planning the Summit Conference, will manage day to day activities, and is responsible to call and lead planning meetings. The chair may be a separate officer, or hold another officer’s position.

IV. Committees

  1. The President may appoint standing and ad hoc committees as needed.
  2. The Summit Chairman and Summit Wrangler may create committees as needed for a successful summit conference.

V. Meetings

  1. Regular meetings shall be held annually as a minimum.
  2. Special meetings may be held at any time when called for by the President or a majority of Board members.
  3. Meetings may be held face-to-face, by phone, by any available electronic media, or a combination thereof provided Board members may communicate synchronously.
  4. Agendas shall be provided at least 7 days in advance.

VI. Voting

  1. (a) Fifty (50) percent of the Board members constitutes a quorum. For the purposes of the Quorum, ‘present” shall mean in attendance, in person, by telephone, by any available media, or any combination thereof.
    (b) In absence of a quorum, no formal action shall be taken except to adjourn the meeting to a subsequent date.
    (c) If a quorum is not met at two consecutive meetings then any number of Board members then present shall constitute a quorum.
    (d) No new motions may be introduced at the meeting.
  2. Passage of a motion requires a simple majority, except that at the second meeting without a quorum the Executive Director may pass the motion on his vote alone.

VII. Conflict of Interest

  1. Any member of the board who has a financial, personal, or official interest in, or conflict (or appearance of a conflict) with any matter pending before the Board, of such nature that it prevents or may prevent that member from acting on the matter in an impartial manner, will offer to the Board to voluntarily excuse himself and refrain from discussion and
voting on said item.

VIII. Fiscal Policies

  1. The fiscal year of the corporation shall be January 1 through December 31.
  2. All funds received by donation or subscription shall benefit the Citizens of the State of Oklahoma through the education conference event known as the Oklahoma Bike Summit, and other activities approved by the Board.

IX. Amendments

  1. These by-laws may be amended by a two-third vote of Board members present at any meeting.
  2. A copy of the proposed amendment(s) shall be provided to each Board member at least 7 days prior to said meeting.