HEIDELBERG INTERNATIONAL MARATHON CLUB BYLAWS

ARTICLE I Organization Name and Purpose
The name of the club is the HEIDELBERG INTERNATIONAL MARATHON CLUB (HIMC), hereafter known as HIMC. The club is a private organization. The purpose of HIMC is to provide a medium for marathon participation, social, and educational activities for its members on a group basis. Individual members have no proprietary interests in the club, but will derive benefits exclusively by participating in the club activities. The club will not engage in activities that compete with those of any appropriated or non-appropriated fund (NAF) activity.

ARTICLE II General Provisions
The ASG Commander can revoke the right to operate the HIMC on the installation at any time for any reason as outlined in AR 210-22 and AE Reg. 210-22.
The Club is responsible for reimbursing the Army for all but “incidental” expenses, as defined by DA, IAW AR 210-22, para. 2-1a(2)(e).
The Club will not propagate extremist activities, IAW AR 210-22, para. 2-1a(2)(f).
The Club will not seek to deprive individuals of their civil rights, IAW AR 210-22, para. 2-1a(2)(g).
The Club is expressly forbidden to use the APO system for Club business IAW AR 210-22, para. 5-3c.
Individuals may only act in a personal capacity on behalf of the Club. Individual members may not use their government service as a method of advancing club goals IAW AR 210-22, para. 1-5.
To avoid criticism of the Club, no person having a direct or indirect interest in any transportation agency, travel bureau, hotel or restaurant that does business with HIMC will serve as an officer of the club.
The Club is responsible for complying with all Host Nation Laws, IAW AR 210-22. para. 3-5.


ARTICLE III Functions/Activities and Operating Procedures
Each year, not later than July 30th, the council will review the work in progress for the forthcoming year. Areas for review are to consist of, but are not limited to:

  • Proposed schedule and budget for the social activities for the coming marathon event year.

  • Proposed schedule and budget of trips for the coming marathon events year. The council will review all documents supporting the price of the scheduled trips, such as hotel and bus contracts, and other supporting documents as available, such as meeting facilities and entertainment contracts or contacts. Actual cost information from prior years will also be included for comparison purposes. Council will approve/disapprove Trips Managers' proposals as appropriate.

  • Audit results and proposed budget for the coming year, which are not related to social or trip activities.

ARTICLE IV Membership
HIMC does not discriminate on the basis of race, color, religion, sex, national origin, or mental or physical handicaps. This organization will not accept invitations from, nor participate in, any activity or organization that does not conform to USAREUR policy. Membership in the club shall be voluntary and may be terminated at any time by written resignation of the individual, or by invitation of the Executive Council based on a majority vote. All members must read the bylaws and sign a statement of understanding upon joining the club. Membership is categorized as follows:

  • Active Membership. Active members are those who are issued a membership card and are authorized (18 or older) to vote upon all matters which the members have an interest. Active membership will be extended to all members of the U.S. Forces, military and civilian, and their family members (over 18) who are present in Germany. Active membership will also be extended to all other U.S. citizens who are not members of the U.S. Forces and to non-U.S. citizens. However, 51% of the overall membership must be comprised of members with SOFA status. Any active club member, 18 or older, may seek and hold an elected office, or may be appointed to serve on the Executive Council. If an account is maintained at a military banking facility, the Treasurer and other council members authorized to sign checks must have a valid U.S. Forces identification card.

  • Honorary Membership. Honorary membership shall be reserved for those few individuals deemed deserving by a majority vote of the members of the Executive Council. These members shall have the privileges of active members, except those holding office or voting. Honorary memberships will not exceed five percent of total membership

  • Reciprocal Membership. Reciprocal members are non-paying members who are members of other similarly organized marathon and running clubs that grant the same privilege to members of HIMC. Reciprocal members have the privilege of signing up for HIMC trips only after the first sign-up night.

  • Life Membership. Past HIMC presidents are entitled to a life membership, excluding family members. For those with family members, they will be charged at the appropriate rate. Other life memberships shall be reserved for individuals deemed deserving by a majority vote of the Executive Council. These members shall have all the privileges of active members.

ARTICLE V Officers and Governing Body
The government and management of the HEIDELBERG INTERNATIONAL MARATHON CLUB shall be vested in the Executive Council and subject to the provisions of ARTICLE II. The Executive Council will be composed of the following elected officers, President, Vice President, Secretary, Treasurer, Trips Manager, Publications Manager, Training Manager, Membership Manager, and Publicity Manager. The PresidentÓżElect will appoint a Webmaster no later than May 1st. At his/her discretion, the President may appoint up to four membersÓżatÓżlarge, as required. These appointed members must be approved by a majority vote of the Executive Council with whom they will be serving. Appointed members will serve with the same powers and responsibilities as an elected member. The Club will provide a list of names, addresses and phone numbers of all club officers to the ASG Commander, IAW AR 210- 22, para. 2-1c(1)(d).

Should a vacancy occur in the Executive Council, the President shall forthwith appoint a member from among the active members to fill the vacancy for the remainder of the term, and such member shall serve with the same powers and responsibilities as an elected member. Should the President be unable to complete the term of office, a special election will be held at the next general membership meeting, unless a PresidentÓżelect has already been elected. In this situation, the PresidentÓżelect will be installed at the next general membership meeting.

If it becomes necessary to remove a member of the Executive Council, a majority vote of the remaining Executive Council members is required.

ARTICLE VI Duties of Officers
The functions of the Executive Council are as follows:

  • Develop a marathon events program and social activities for the club membership

  • Determine the purposes for which the club funds may be spent

  • Review the financial statements in order to determine whether they are correct and monies justly spent

  • Appoint committees from the club's active or associate members for business and/or social events

  • Draft proposed amendments to the constitution and bylaws, as appropriate

  • Carefully supervise travel accommodations contracted for the club

  • Make available to the members at each regular meeting a record of the Executive Council meetings and financial statements

The PRESIDENT of the club shall preside at all the membership and Executive Council Meetings. Upon written demand of ten percent (10%) of the membership, he/she will call a special general membership meeting. He/she will, upon the majority demand of the members of the Executive Council, call an executive council meeting. The President and Treasurer will co-sign checks over Five Hundred Dollars ($500.00) or Five Hundred ($500.00) EURO. He/she shall review the website; direct the activities of the club, and delegate responsibilities and tasks to the Executive Council. An individual may serve as president for a maximum of two terms.

The Vice President is responsible for the following:
  • Plans all social activities throughout the year and presents the budget for these activities to the President not later than June 30th
  • Contacts, schedules, and contracts, with prior approval of the council, for bands, discos, or other entertainment for all events
  • Confirms room arrangement with the meeting sites, and sign contracts for the same
  • Arranges for contests and prizes to be awarded during HIMC meetings
  • Shall perform all other duties that usually pertain to the office or are delegated by the President. The Vice President shall, in case of the absence or disability of the President, perform the duties of the President

The Secretary is responsible for the following:

  • Set up meeting places and notifies council and council-elect members of dates and time of scheduled meetings
  • Keep the official HIMC records and minutes of Council meetings. Distributes the Council meeting notes in accordance with AR 210-22, AE Reg. 210-22, and the provisions of the Club Bylaws
  • Prepares paperwork to keep the Club operational, in accordance with AR 210-22 and AE Reg. 210-22
  • Maintains contact with community officers. Coordinates with Community on security measures for meetings during force protection time
  • Clears German post office boxes on a regular basis
  • Acts as Editor of the website and newsletter
  • Shall perform all other duties that usually pertain to the office or are delegated to them by the President

The Treasurer shall:

  • Maintain accounting procedures in accordance with AR 210-22 and AE Reg. 210-22 and other applicable regulations
  • Have custody of all the monies and securities of the club and be responsible for their proper safeguarding
  • Be empowered to sign checks and make necessary disbursements of funds as approved by the Executive Council. Any invoice in excess of Five Hundred Dollars ($5,00) or Five Hundred Euro’s (5,00 Euro’s) must be co- signed by the President
  • Provide a monthly income statement to the Council for review, not later than the 20th of the succeeding month
  • Arrange for the annual audit of the club records. Records through May monthÓżend to coincide with election of Treasurer. Audit report is required prior to July 1st
  • Shall perform all other duties that usually pertain to the office or are delegated to them by the President


The Trips Manager is responsible for the following:

  • No later than June 30th, composes and submits a schedule of proposed trips for the coming year for review by the President. Provides proposed schedule of trip opening and closing dates
  • Supervises all Trip Captains
  • Oversee final arrangements made by Trip Captains for all approved trips to include hotel and bus reservations, confirmations, and follow-up coordination
  • Coordinates with Treasurer and Trip Captains to settle expenses for trips
  • Collects the trip narratives from Trip Captains. Maintains trip files for each event
  • Validates trip information sheets and requests written and produced by Trip Captains. Presents validated info sheets to council at least three months prior to trip
  • Certifies accuracy of all trip bills and expenses for payment
  • Shall perform all other duties that usually pertain to the office or are delegated to them by the President


The Publications Manager is responsible for:

  • Publication of the club newsletter to include editing, publishing, printing and distribution by other than normal means
  • Advertiser followÓżup and promotion
  • Provide updated articles on club's recent activities to Webmaster
  • They shall perform all other duties that usually pertain to the office or are delegated to them by the President
  • Shall perform all other duties that usually pertain to the office or are delegated to them by the President



The Training Manager is responsible for:

  • Provides guidance to Runner's Voice, Race Walkers Voice, and Trip Training Captains by offering recommended websites and materials on various elements of training
  • If more than one marathon event is training concurrently, ensures that the overall group training schedule consolidates each event to provide maximum group participation
  • Training Manager only manages and recommends the schedule for the group social training runs/race-walks. The Training Manager is not responsible for the individual preparation/training (such as cross training, diet, individual runs, etc.) for a marathon event
  • Shall perform all other duties that usually pertain to the office or are delegated to them by the President


The Membership Manager is responsible for the following:

  • Accounts for and controls HIMC membership database
  • Accepts membership applications and dues from eligible persons
  • Inputs and updates information to the HIMC database. Works with Webmaster to ensure database online is current
  • Provides addresses, distribution envelopes, stamped MPS envelopes, stamps, and other materials needed for the distribution of information flyers
  • Delivers flyers to distribution points and to the APO so that delivery will coincide with club activities
  • Maintains and updates the distribution mail scheme
  • Maintains and updates the Membership Continuity Book/Guide
  • Shall perform all other duties that usually pertain to the office or are delegated to them by the President


The Publicity Manager is responsible for:

  • All media used to publicize and promote HIMC and its activities. This includes the writing and mailing of announcements of the current HIMC activities to coincide with individual publication/announcements deadline
  • Maintaining contact with AFN stations to insure broadcast to listeners of HIMC activities
  • Develops special flyers as required
  • Insuring that flyers, signs, and other advertising are posted in a timely manner through out the greater Heidelberg and Mannheim communities
  • Assists VP in coordinating activities at the welcome table
  • Shall perform all other duties that usually pertain to the office or are delegated to them by the President


ARTICLE VII Elections and Voting
The following procedures govern the election of the Executive Council:

  • Election of officers to the Executive Council will be held annually at the general membership meeting in May

  • Nominations for elected positions shall be taken via floor nominations beginning at the last regularly scheduled general membership meeting in April. Elections will be conducted by prepared ballot. The number of members present at the announced election meeting will constitute a quorum for a valid election

  • The length of term is for one-year beginning the first of May

  • Council vacancies shall be filled by appointment of the President. The appointee shall be selected form the active members and shall fill the vacancy for the remainder of the elected term. Should the President be unable to complete the term of office, a special election shall be held at the next regularly scheduled membership meeting, unless a President-elect has already been elected. In this situation the President-elect will be installed at the next regularly scheduled general membership meeting

  • Announcement of the annual elections will be made via the club newsletter beginning in Feb

ARTICLE VIII Standing Committees
The standing committees of the HIMC will be the under the supervision of the Trips Manager. The Trips Manager will appoint Trip Captains for all marathons, half marathons and other running events the membership elects to participate in.

ARTICLE IX Funding Sources
Membership dues shall be assessed on an annual basis beginning in September. Membership will cost $20.00 for each person 18 years old or older as of 1 October of the current year. A discount may be given by the Executive Council when deemed appropriate. Reduced Memberships will be offered for the current membership from April through July.
A single entry cash system will be used to record the assets, liabilities, net worth, and financial transactions of the club. A computer-based commercial accounting package will be used to record the above transactions and produce all necessary financial documents to support the annual club operations IAW AR 210-22 and AE Reg. 210-22.
The Club's financial record shall be audited on an annual basis or on change of the Treasurer. The club's accounting year begins on 1 May and ends 31 April (to coincide with term of Treasurer). The cost of the audit shall be paid for by HIMC and charged to the general operating account.
The Treasurer will coordinate the selection of the auditor through the Community Commander.

ARTICLE X Taxes
The HIMC is responsible for paying all applicable Host Nation taxes IAW AR 210-22, para.3-4(d)

ARTICLE XI Insurance Coverage
Any Executive Council member having access to cash on hand or assets which when totaled exceed $1,000.00 will be covered by fidelity insurance as required in AR 210-22, para. 3-2. Fidelity insurance shall be procured by HIMC and charged to the trips operating accounts.

ARTICLE XII Meetings and Quorums
Social meetings and General membership meetings begin annually in June and continue BIÓżmonthly through April. Special events are conducted on an announced basis.
Announcements of the general membership meetings, social meetings, and special events shall be made via the club newsletter and special flyers.
Social Group Training Events will continue throughout the year. The schedules will be dependent on what marathon events have been approved. The schedules will be posted and updated weekly on the HIMC website.
Regular meetings of the Executive Council shall be held at such time and place as determined by the President. A majority of the Executive Council shall constitute a quorum. It shall be the duty of each Council Member and Council-Elect Member to attend the regular scheduled meetings of the Executive Council. Attendance by active HIMC members at the executive council meetings is permitted. Before attending, coordination with the President is required. Minutes of each meeting will be recorded by the Secretary and distributed in accordance AR 210-22 and AE Reg. 210-22. Additionally, each Council Member, Council-Elect Member, will be furnished a copy of all council proceedings and financial statements as applicable IAW AR 210-22 and AE Reg. 210-22.

ARTICLE XIII Dissolution
If the Club is dissolved, all funds in the treasury at the time will be used to meet any outstanding debts, liabilities, or obligations. The balance of these assets will be disposed of as determined by the membership. APPROVED BY MAJORITY VOTE ON 1 JUNE 2004.

President: Yodit Tadesse Secretary: Johnny S. Matthews