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General Membership Meeting Minutes

August 2, 2008

A meeting to the Florida Trail Riders General Membership was called to order at approximately 10:00 a.m. on Saturday, August 2, 2008 at the Walt Disney World Dolphin Resort in Lake Buena Vista, Florida. The President determined a quorum of the general membership was present.

I. Reports of Officers and Committees

FTR President, Randy Faul opened the meeting by welcoming everyone. This upcoming season will continue to focus on sound requirements and tech inspections. The economy is impacting everyone and FTR will be no exception. We need to explore options that will help our organization to continue to stay strong during this time.

Allen Pearce gave the Treasurer’s Report. Awards Presentation costs will need to continue to be looked at for ways to save money.

The Hare Scramble Report was presented by Joe Steidl, Hare Scramble Chairman. Tech inspection improvements will be made based on experience from last year. The committee will be working hard this season to find a solution for the quad riders from the Quad Series that will be beneficial to both the members and clubs.

The Enduro Report was presented by George Tolson, Enduro Chairman. Season was a great success. Ridership was increased by 10%.

The Motocross Report was presented by Kevin Carr, Motocross Chairman. The motocross series had a very successful season and the ridership increased. Tech inspection incorporated a safety check of the bike/ATV. Due to the economy, gate fees are expected to increase for the upcoming season.

The Quad Scramble Report was presented by Amanda Fronckowiak, Quad Scramble Chairman. The series has been suspended for the 2008-2009 season. The Executive Committee, Board of Directors, and Hare Scramble Committee will be exploring all options for the future.

The Land Use Report was presented by Jack Terrell. He updated those present on the numerous projects throughout the state.

II. Unfinished Business

None

III. New Business

The following motions that were passed by the Board and Directors:

Joe Steidl made a motion to accept the following General Rules change: Chapter III, General Rules, Add “G. Worked Run Credits, 1. All issues regarding Worked Run credits must be submitted no later then the first of the month after the race results are published in the Magazine, or the date specified in any special mailing". Change current G. to H., H. to I., and so on. The motion was seconded and passed unanimously.

Tiffany St. John made a motion to accept the following General Rules change: Chapter III, General Rules, G. Year-End Awards, 2. “f. All Beginner Enduro riders with 3 top 5 finishes receive a first place year-end trophy. No jacket is awarded.” Delete this paragraph in its entirety. The motion was seconded and passed unanimously.

Allen Pearce made a motion to accept the following Constitutional change: Chapter I, Constitution, Article IX,

“All elective offices shall be filled at an annual election to be held not later than November of each year. The President, Vice President, Secretary and Treasurer shall hold their offices for two years. All other elected positions shall hold their offices for one year. All new terms will commence January 1 following the election. Impeachment can only be accomplished by a two-thirds majority secret ballot vote of the General Membership by mail and will be called for by a three-quarters majority secret ballot vote of the Board of Directors.” Change to read – “An annual election shall be held in November of each year. The President, Vice President, Secretary and Treasurer shall hold their offices for two years. All other elected positions shall hold their offices for one year. All new terms will commence January 1 following the annual election. Should an annual election be determined to be invalid, the expiring terms will be extended for 90 days or until a new election can be held, whichever occurs first. Impeachment can only be accomplished by a two-thirds majority secret ballot vote of the General Membership by mail and will be called for by a three-quarters majority secret ballot vote of the Board of Directors.”

Any officer found guilty of financial gain by way of their FTR position shall be subject to impeachment.

“An Election Committee of four persons will be appointed to oversee the election process and to announce the winning candidates. One Election Committee member shall be appointed by each of the following: Hare Scrambles Committee; Enduro Committee; Motocross Committee; and the Board of Directors. The Board of Director’s appointee shall act as the Election Committee Chairman. An Election Committee member must not be a candidate for elective office.” Change to read – “An Election Committee of five persons will be appointed to oversee the election process and to announce the winning candidates. One Election Committee member shall be appointed by each of the following: Hare Scrambles Committee; Enduro Committee; Motocross Committee; Quad Scrambles Committee; and the Board of Directors. The Board of Director's appointee shall act as the Election Committee Chairman. Should a competition committee fail to appoint an Election Committee member, the referee for that series will serve as the appointee. Should the Board of Directors fail to appoint an Election Committee member, the Executive Committee shall appoint one. An Election Committee member must not be a candidate for elective office.”

Balloting procedures, supervised by the Election Committee, shall be as follows:

“1. An official ballot will be inserted in the two FTR magazines prior to the election month (October and November issues). This ballot will be an INSERT and will require the member’s name and FTR number. The only mail-in ballots accepted will be those mailed to the specified address.” Change to read – “1. For the annual election, a request for nominations will be published in the FTR magazine and on the FTR website at least 60 days before the official ballot is published. Nominations must be sent to the Executive Director for inclusion on the official ballot. Nominations must be received by the Executive Director by the closing date of the October issue of the FTR magazine to be included on the official ballot. An official ballot will be inserted in the FTR magazine and on the FTR website at least 45 days prior to the end of the election month (October issue). It is recommended that the ballot be inserted in the election month issue of the magazine also.”

“2. At the last FTR sanctioned Hare Scrambles, the last FTR sanctioned Enduro, the last FTR sanctioned Motocross and the last FTR sanctioned Quad Scrambles preceding the first day of the election month, the Election Committee will provide ballots and a sealed ballot box at the event sign-up table. FTR members at the event will be encouraged to vote at that event (provided they have not previously mailed ballots). The ballot box will be continuously supervised by a member of the election committee and will not be opened until the initial ballot count.” Delete this paragraph in its entirety and replace with - “2. The ballot in the FTR magazine will be an INSERT with the address the ballot is to be mailed to clearly indicated as agreed to by the Election Committee. The ballot on the FTR website will clearly indicate the address the ballot is to be mailed, as agreed to by the Election Committee. The official ballot must require the member’s name, FTR number, and the member’s signature. The only ballots accepted will be the official ballot mailed to this address, containing the required information and signed by the member.”

“3. The official ballot count will be made at the earliest opportunity following the first day of the election month. The FTR Executive Director will provide a current FTR membership list (as of the election month). All ballots will be compared against the membership list for validity. Only members in good standing as of the election month will be allowed to vote. (Voting rights of members are indicated in Chapter II.) The Executive Director will be notified of the results immediately following the final vote count. It will be the duty of the Executive Director to publicize the election results.” Change to read – “3. The official ballot count will be made at the earliest opportunity following the last day of the election month. The FTR Executive Director will provide a current FTR membership list (as of the end of the election month). All ballots will be compared against the membership list for validity. Only members in good standing as of the election month will be allowed to vote. (Voting rights of members are indicated in Chapter II.) The Executive Director will be notified of the results immediately following the final vote count. It will be the duty of the Executive Director to publicize the election results.”

“4. In the event of a tie, a run-off will be held. The individuals with the 2 highest vote counts will be placed on a ballot inserted into the FTR magazine in the subsequent month. The candidate who garners the highest number of votes in the run-off will be considered the winner and will assume the position in question.” Change to read – “4. In the event of a tie, a run-off will be held. The individuals with the 2 highest vote counts will be placed on an official ballot inserted into the FTR magazine in the subsequent month and on the FTR website. The candidate who garners the highest number of votes in the run-off will be considered the winner and will assume the position in question. Balloting procedures specified in paragraphs 2. and 3. above shall apply.”

“5. In the event that a position on the Executive Committee is unfilled due to the resignation of an officer, a separate election will be held to fill the vacancy. The Executive Director will publicize the vacancy, accept nominations, and place an official ballot in the immediately subsequent FTR magazine issue calling for a vote by the general membership. The votes will be sent to the Election Committee for tabulation.” Change to read – “5. In the event that an elected position on the Executive Committee is unfilled due to the resignation, death, incapacity, or impeachment of an officer, a separate election will be held to fill the vacancy. Incapacity of an elected member of the Executive Committee may only be made by a two thirds majority vote of the Executive Committee. The Executive Director will publicize the vacancy, accept nominations, and place an official ballot in the immediately subsequent FTR magazine issue and on the FTR website calling for a vote by the general membership. Balloting procedures specified in paragraphs 2. and 3. above shall apply.”

And, add the following –

6. In the event an election is determined to be invalid, a new election month shall be declared by the Executive Committee and an official ballot shall be placed in the immediately subsequent FTR magazine issue and on the FTR website calling for a vote by the general membership. Balloting procedures specified in paragraphs 2. and 3. above shall apply.

7. With all elections, a direct mail-out of the official ballot by first class mail to the general membership may be substituted for the insertion of the official ballot in the FTR magazine. Said direct mail-out may only be done with approval of the Executive Committee.

Protest of the results or validity of an election may only be made by a candidate for office and must be made no later than 10 days following notification of the results of the election. The protest must be in writing (email is acceptable) to the Executive Director. The Executive Director will immediately notify the Executive Committee of the protest. The Executive Committee will have 10 days to rule on the protest.

The motion was seconded and passed.

Joe Steidl made a motion to accept the following Rule change: Chapter III General Rules, M. Pre-Modern motorcycle technical definition, 1. – Add – “I. For suspension and engine technical requirements refer to the A.H.M.R.A. rulebook. The motion was seconded and passed unanimously.

Joe Steidl made a motion to accept the following Rule change: chapter III General Rules, G. Year-End Awards, 2.g. – “Year-end awards will not be given for Quad classes in the Hare Scrambles series.” Change to read – “Year-end awards will be given for the Quad classes in the Hare Scrambles series while the Quad Scrambles series is suspended.” The motion was seconded and passed unanimously.

Tiffany St. John made a motion to accept the following changes: Chapter XIII, Quad Scrambles, pages 36-39 shall be suspended for the 2008-2009 competition year. Due to the suspension of the Quad Scrambles Series for the 2008-2009 competition year, the position of Quad Scrambles Committee Chairman is eliminated until such time as the Quad Scrambles Series is resumed, and reference to Quad Scrambles committee Chairman (& Quad Scrambles committee) is deleted from – Table of Organization on unnumbered page before Constitution page; Article IX, 3rd unnumbered paragraph (Election Committee); Article IX, paragraph 2; Article XI, Executive Committee; ArticleXIV, Competition committees, paragraph A, Responsibility; Article XIV, Competition Committees, paragraph B.4f; Article XIV, Competition Committees, paragraph C.2 (2 places); Article XIV, Competition Committees, paragraph E.1; Chapter III, paragraph A; Chapter III, paragraph D, Quad Scrambles divisions and classes; Chapter III, paragraph F; Chapter III, paragraph I.1 & I.4; Chapter III paragraph K.6 Quad Scrambles displacement classes; Chapter III paragraph K.7 & K.8; Chapter III paragraph L.1.b.; Chapter III, unlettered paragraph 2e. During the 2008-2009 competition year, the 2007-2008 Quad Scrambles Committee Chairman will serve as the Quad representative on the Hare Scrambles Committee, if desired. The motion was seconded and passed unanimously.

Allen Pearce made a motion to adjourn. The motion was seconded and passed unanimously. The meeting was adjourned at 11:50 a.m.

Tiffany St. John
Secretary
Florida Trail Riders

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