Club By Laws

NAME: The name of this organization is the “Seoul Flyers” in English or “서울플라이어즈” in Korean (the "Club”).

MISSION: To promote running activities and culture for all those who reside in or temporarily visit Seoul, South Korea.

MEMBERSHIP: Individuals will be considered Members of the Club after submitting the designated application form and paying the Membership Fee set by the Board. The membership year begins on March 1, and extends until the final day of February the following year. Members are eligible to participate in Seoul Flyer events at a reduced fee, attend the Annual Meeting, vote for Board Member Candidates at the Annual Meeting (or via proxy), and to run for Board Member themselves. Other benefits will be offered to Members as available. Membership will not automatically renew. Members must renew their application each year with updated information. Membership may be rescinded if the individual violates the Harassment Policy described below.

THE BOARD: The Board manages the organization of the Club in accordance with these Rules and Regulations. The Board will consist of a minimum of four and a maximum of ten members. The minimum four Board members refers to the necessary roles of President, Vice President, Secretary, and Treasurer. All roles are elected by those attending the Annual Meeting at the beginning of each year. Each Board member serves a one year term of office beginning in January. Board members must serve at least 6 months. The President and Vice President roles should be reserved for those who can serve for the entire year.

President: Presides over meetings and serves as the spokesperson of the Club.
Vice President: Assumes the duties and powers of the President in the President’s absence.
Secretary: Records minutes of Club meetings, shares summary of minutes with General Membership
Treasurer: Manages all financial matters, including leading the joint account, maintaining an updated spreadsheet, and producing monthly and annual financial reports. The annual financial report summarizes the expenses and revenue from the year, and is presented to the Members at the end of the year both in person and in the Active Members Facebook group.
Board Member At-Large: Holds various roles as needed to support the Club, assists with answering messages on social media pages (via Meta Business Suite or directly on Facebook and Instagram), attends Board meetings, and is an active participant in the Club.

TRANSPARENCY: The Club strives to conduct its affairs in a manner that is transparent to all its members. Accordingly, the Club’s Rules and Regulations will be posted on the official website. A summary of meeting minutes should be shared to the official Facebook Members Group after each meeting. Membership will have access when requested to all Board meetings, and will be explicitly invited to the annual meeting. At least seven days advance notice shall be given for each Board meeting and fourteen days notice for the annual meetings. Notice can be provided via the Club’s newsletter, website, General Membership email, the official club Facebook page, or in any other medium likely to inform the members of the date, time, purpose, and agenda of the meeting.

FINANCES: The Club is a non-profit organization and no part of its net earnings or assets shall directly benefit any private person. All expenditures must be approved by the Board. Financial transaction history must be managed with as much transparency as possible. The funds must be managed by a current Board member, preferably the Treasurer and/or President, and preferably a Korean citizen. If both the Treasurer and President are non-citizens, a third person may be designated to hold funds. The Club bank account will be managed jointly via a ‘Moim Tongjang’ (‘모임통장’), to which all current Board members with Korean citizenship or local ID will be added. Board members without direct access to the official Club bank account must have access to the shared spreadsheet and be updated within twenty-four (24) hours whenever requested. The official Club bank account will be visible to all participants, and its status shared with the Membership whenever requested. A separate spreadsheet will be kept and updated to keep track of expenses. All funds collected outside of the official Club bank account (for purposes of collecting Membership Fee from abroad, cash, etc.) must be transferred within one (1) month of collection. Additional spreadsheets may be added for specific events (such as Club races) to indicate outside expenses and necessary payouts.

MEETINGS: The annual meeting will be held in December at a time and place determined by the Board. The primary purpose of this meeting is to select the members of the Board for the following year. The Board must hold at least 6 meetings per year at a date and time voted on by the Board. Members can request to join Board meetings by messaging the official Seoul Flyers accounts.

ELECTIONS: Elections for the Board will be held during the Annual Meeting. Members can nominate and vote for themselves. Candidates must have at least 6 months experience as Club members before becoming a Board member. However, with a majority vote from the Board, a member who has been in the club less than 6 months may apply for a Board position. The President and/or Vice President will be responsible for making announcements at least 2 weeks prior to the Election and will keep a record of nominations and prospective volunteers. At the Annual Meeting, the Board and Members will vote to elect the new Board members. The candidates that receive the most votes will be elected. If there are more than 10 candidates, then the 10 who receive the most votes will be elected to the Board. If there are between 4 to 10 candidates, all will be selected to the Board. If there are fewer than 4 candidates, then the Board will step up its efforts to entice members to volunteer. If however, at least four volunteers still can’t be found to serve on the Board then the current Board will dissolve the Club in accordance with the procedures outlined in these Rules and Regulations, or significantly reduce the role of the Board and organizing of the Club until the positions are filled. Members who cannot attend General Membership meetings may vote remotely through a method determined by the Board (email, Google Form, etc.).

ANNUAL AWARDS: The Board shall encourage the Members to submit nominations for annual awards. The Board will review the nominations and determine the winners of those awards.

LIABILITY: The Club assumes no liability for any physical disability or injury occurring to members, participants, or spectators at any Club activity.

NONDISCRIMINATION POLICY: Membership will not be denied based on age, race, ethnicity, gender identity, religion, sexual orientation, disability, immigration status, or national origin.

HARASSMENT POLICY: Members and participants (including Board members) who cause harm to other members or participants by engaging in sexual harassment, excessive name-calling, excessive unwanted phone calls or messaging, violent behavior, threats, stalking, inappropriate touching, or other behaviors deemed harmful to the club atmosphere will be asked to leave the club and not attend further gatherings or events.

DISSOLUTION: The Club may be dissolved at any time by the recommendation of the Board and if approved in writing by a majority of Members. Upon dissolution of the Club, all its funds, property and other assets must be donated to a running-related charitable organization, as selected by the Board.

AMENDMENTS: This document can be modified by a majority vote of the Membership to reflect current needs and direction of the Club.This document was updated and approved by the Board on February 28, 2024 and the General Membership on February 29, 2024.

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Signed Eddie Booth, President (December 16, 2013)

Amendment: Signed Anna Jo, President (February 29, 2024)