HEIDELBERG INTERNATIONAL MARATHON CLUB CONSTITUTION

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
HIMC operates as a Private Organization (PO) under the approval authority of the Community Commander, U.S. Military Community, Heidelberg, APO 09102, and is established according to Army Regulation (AR) 210Óý22, Private Organizations on Department of the Army Instillations, 22 October 2001, and AE Reg 210-22, Private Organizations and Fund Raising Policy, 2 December 2003.

This Club is not an instrumentality of the United States. It must remain selfÓýsustaining to retain PO status and may not receive financial assistance from the U. S. Government or NAIF’s. Neither the Department of the Army nor the United States Army, Europe (USAREUR) assumes any responsibility for actions or debts incurred by the club in accordance with AR 210-22, para. 2-1, a(1)(a). All members of the club will have personal and several liability for any debts or actions of the club that are not satisfied by the club.

ARTICLE III Functions/Activities and Operating Procedures
All members of HIMC are required to read the Constitution and Bylaws upon joining the club. The majority of members will be signed up during the annual membership drive each May. Memberships will be offered throughout the year. However, memberships must be renewed and new HIMC cards will be issued each May. There are no provisions for return of any membership fees without approval of the Executive Council. Guests of members are invited to attend meetings/social functions, but may be required to pay a minimal cover charge when general membership funds are being expended. Guests residing in Germany, who are not members of a club with whom HIMC has reciprocal agreement, will be required to join the club prior to signing up for trips with the club.

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.
• Council Membership. Current year council members are entitled to a free membership only in the year that they are active. Family members are excluded.

ARTICLE V Officers and Governing Body
The government and management of the HEIDELBERG INTERNATIONAL MARATHON CLUB shall be vested in the Executive Council. The Executive Council will be composed of the following elected officers, President, Vice President, Treasurer, Secretary, Trips Manager, Publications Manager, Training Manager, Membership Manager and Publicity Manager (Encl. 1). The PresidentÓýElect will appoint a Webmaster and Publications Manager no later than May 1st. At his discretion, the President may appoint up to four membersÓýatÓýlarge, 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.

ARTICLE VI Duties of Officers
The government, management and administration of the club shall be entrusted to an Executive Council as set out in the Bylaws of the club. Election of officers to the Executive Council will be held annually, at the first meeting in May. The number of members present at the announced election meeting will constitute a quorum for a valid election. There will be no provisions for absentee or proxy voting. The CouncilÓýElect shall be installed the first of June. The President will fill vacancies by appointment.
Members of the Executive Council will review the Constitution and Bylaws annually, not later than July 30th. Each approved amendment will be considered for inclusion with, or deletion from, the revised documents. The revised Constitution and Bylaws will be ratified by a majority vote of the Executive Council, and will be approved by a majority vote of the members present at a regularly scheduled general membership meeting. Two revised copies, duly signed and dated, shall accompany the biannual (i.e. every 2 years) request for renewal. Also included will be an information copy of the annual audits for the past two years. This request and information shall be forwarded to the Community Commander, U.S. Military Community Activity, Heidelberg, APO 09102, to arrive not later than October 31st of every other year.

ARTICLE VII Elections and Voting
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 Constitution and Bylaws may be amended only by majority vote of the active members present at a regular or special meeting of the general membership. A member desiring to submit an amendment shall present the same in writing to the Executive Council at any time. Proposed amendments shall be considered and voted on in accordance with the provisions of ARTICLE V. Favorable recommendation of an amendment shall require a simple majority vote of the Executive Council. The results of the vote on each amendment considered shall be recorded. At the next regular or special meeting of the general membership, the council shall present each proposed amendment to the membership with the Executive Council's recommendation. Amendments will not conflict with pertinent U. S. Army or USAREUR regulations and directives. Approved amendments shall be forwarded in letter form to the approving authority, to include a certification of approval by the Executive Council. Approved amendments will remain in effect, unless rescinded by another amendment, until a revised Constitution and Bylaws are approved by the general membership.

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.
Major fundraising activities (MFR) may be conducted in accordance with applicable regulations when approved by the executive council and local ASG commander. They may be open to the total military community and may include bazaars, bingo, raffles, and other fundraisers approved by the club.
HIMC will provide a portion of the net proceeds for charitable contributions to charities approved by the membership.

ARTICLE X Taxes
All applicable taxes will be paid from the General Membership Fund IAW AR 210-22 and AER 210-22.

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. Fidelity insurance shall be procured by HIMC and charged to the trips operating accounts.

ARTICLE XII Meetings and Quorums
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 Executive Secretary and distributed in accordance with USAREUR Regulation 210-1. Additionally, each Council Member, Council-Elect Member, will be furnished a copy of all council proceedings and financial statements as applicable.

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