Rogers High School Setters Club/Volleyball Bylaws

Rogers High School Setters Club/Volleyball Bylaws
I.        Name and Purpose of the Organization

Section 1-The name of the organization shall be the Rogers High School Setters Club, herein “RHSSC”.   

Section 2-RHSSC is organized exclusively for charitable and educational purposes. The purpose of this corporation is:

•  to support and promote volleyball activities to provide healthy opportunities for youth development

•   to support educational and leadership opportunities that may arise from the volleyball program

• to increase parent involvement in nurturing youth to build healthy families and reduce the potential for youth delinquency

• to increase community involvement in youth activities

II.Voting Member(s) at Large- Responsible to participate as needed.
a. A Member at Large must be at least 18 years old and not a current student at Rogers High School.
b. A participating board member may volunteer or be nominated for the position.  A  nomination shall be made, seconded by one other person and then all the board members vote on it.  No election is final without a majority consensus vote from all board members.  
c. Resignation from the Board must be in writing and received by the remainder of the Board. Termination from the Board may be upon a quorum vote of the Board.
d. The board shall have the authority to establish and define non-voting categories of membership.

III.   Meetings:

Section 1- An Annual Meeting, will be held prior to the start of the season. This meeting will be advertised three weeks ahead by email and/or posted on the Rogers Royals Volleyball website. The annual meeting will address the review of the financial status of the organization, election/ review of members or officers and general status of the Board activities.

Section 2-Regular meetings- Meetings will occur on the third Wednesday of each month at 7:00 p.m. at the Rogers High School Media Center.

Section 3-Special meetings can be called upon reasonable notice by email and/or posted on the Rogers Royals Volleyball website.  

Section 4-Quorum-A Quorum shall consist of a majority of the members of the Board. A quorum must be present before business can be transacted or motions made or passed.

Section 5- Voting determination.  A voting determination shall consist of a majority of votes of the members of the Board.

IV.       Board of Directors

Section 1-     Board, Role Size and Compensation:

The board is responsible for overall policy and direction of the corporation and delegates responsibility of day-to-day operations to any established committees.  There shall be at least five Board members and no more than nine total members on the Board.  The Board functions in partnership with the Head Coach who is a non-voting member of the Board.  Current Board Members can solicit additional and future members to the Board.

Section 2- The Board will meet the third Wednesday of each month, as the needs of the program require.  Members will notified of meeting changes upon reasonable notice via email and/or posted on the Rogers Royals Volleyball website.  All members are responsible for notifying the President at least twenty-four hours prior if they will not be able to attend a prescheduled meeting. If necessary, special meetings will be arranged and scheduled as necessary upon reasonable notice via email and/or posted on the Rogers Royals Volleyball website. 

Section 3-  Board Elections:

Election of officers will be voted upon every two years within the members of the Board. Elections will be held every two years or as needed when members resign from the Board or performance requirements are not being met. Officers may be nominated or may volunteer for the position for election.

Section 4-The following offices will be held and voted on:
A. President
B. Vice President
C. Secretary
D. Treasurer
E. Fundraising Coordinator(s)

There may also be up to four members at large so the total number of officers and members at large equal an odd number.

* A Board member must be at least 18 years old and not a current student at Rogers High School.

* A participating board member may volunteer or be nominated for the position.  A nomination shall be made, seconded by one other person and then all the board members vote on it.  No election is final without a majority consensus vote from all board members.

 Section 5- Terms:

All Board members may serve a two-year term and they may be re-elected.  The Vice President may be voted upon to assume the office of President upon the President’s completion of serving a two-year term.  The President, Secretary and Fundraising Coordinator(s) will be voted upon in even-numbered years.  The Vice President and Treasurer will be voted upon in odd-numbered years. 

Section 6- Quorum:

A Quorum shall consist of a majority of the members of the Board. A quorum must be present before business can be transacted or motions made or passed.

Section 7-Power and duties of Officers:

A) President – Responsible for the overall maintenance and management of the Board. The President shall be a liaison to the coaches, parents, players, ISD 728, and community. The President shall schedule, coordinate and preside at meetings of the Board and facilitate development and distribution of the agenda.

B) Vice President – Responsible to conduct all activities assigned to the President in the absence of the President.

C) Secretary - Responsible to keep written minutes of all Board meeting proceedings, actions and decisions. These minutes will be forwarded to all members of the Board within a reasonable time (not to exceed two weeks) after the meeting date and will be posted on the website.

D) Treasurer – Responsible for the overall financial management and financial records of the Board by recording all financial transactions, keeping dated records of all accounts paid and providing at meetings regular, detailed financial reports(that include breakdowns of all income and expenses).

E)  Fundraising Coordinator(s) – Responsible for scheduling/coordinating fundraising events to raise the money needed to meet the club’s budget/needs.

G) General Duties – All members of the Board will be expected to participate as needed in fundraising activities, volunteer coordination, support requirements of the program and general requests of the Board.

7) Resignation/Termination:

Resignation from the Board must be in writing and received by the remainder of the Board no later than six weeks prior to the annual meeting. Termination from the Board will be by a quorum vote of the Board.

8) Board Participation:

A board member must be present at seventy-five percent of all meetings or he/she may be terminated. A board member may be terminated for lack of participation, lack of maintaining their assigned duties and responsibilities upon a majority vote of the Board.

9) Committees:

The Board may create committees as needed.  A member of the Board will chair all committees and participation on the committee may be extended to the parents and/or members at large.

V.      Budgets

1) Short-term (1 year) and long-term (2 year) budgets will be developed for expected expenses to support the program. These budgets will be prepared and presented to the Board by the Head Coach. 

2) All budgets will be approved by the Board for spending limits based on projected fundraising abilities and donation expectations.

3) Disbursement of budgeted funds will completed by the Treasurer. Any expenditures outside of the budget must be approved by the Board.  The board and membership shall  see a budget with detailed income and expenses on no less than a bi-monthly basis.

4) All funds obtained by acting through the Board and Setters Club activities shall be delivered to the Treasurer and become the funds of the Setters Club.

 VI. Dissolution

Upon dissolution of the Board, all remaining funds will go to support expenses of the Rogers High School Volleyball Program.

VII.Amendments:

These bylaws may be amended when necessary by a majority vote of the Board. Proposed amendments must be submitted and reviewed by the Board. All final amendments will be sent out with regular board announcements.