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 deliquency
·
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 .
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 at the end 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 second Thursday of each month at
6:00 p.m. at the Rogers High School Media Center or as posted on the Rogers
Royals website.
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 fifteen total members on the Board. The Board functions in partnership with the
Head Coach and JO Director who are non-voting members of the Board. Current Board Members can solicit additional
and future members to the Board.
Section
2- The Board will meet the second Thursday of each month, as the needs of the
program require. Members will be 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)
F.
Junior Olympics (J.O.) Club Velocity Director
G. Youth
Club Director
H.
Volunteer Coordinator
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 .
* 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.
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.
F) J.O.
Club Velocity Director-Responsible for the overall organization/administrative
duties of club Velocity including coordination of coaches, players, parents,
ISD 728 and community.
G) Youth
Club Director-Responsible for the overall organization/administrative duties of
Youth Club including coordination of coaches, players, parents, ISD 728 and
community.
H)
Volunteer Coordinator-Responsible for the overall organization/coordination of
parent/player volunteers required by the program.
I)
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/Club Velocity 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.
[Revised 5-12-11]
