|
BY-LAWS OF THE
MYRTLE GROVE YOUTH ASSOCIATION FOUNDATION, INCORPORATED |
| Escambia County, Pensacola, Florida |
ARTICLE I -NAME AND LOCATION
Section 1. The name of this organization shall be Myrtle Grove Youth Association Foundation, Incorporated. (MGYAF)
Section 2. The principal office of the MGYAF shall be located on North 61st Avenue, South Jackson, Myrtle Grove, Pensacola, Florida 32516. P.O. Box 3202, Pensacola, Florida 32516.
Section 3. Other offices for the transaction of business may be located at such places as the Board of Directors of the MGYAF shall determine.
ARTICLE II-MISSION AND PURPOSE
The mission and purpose of the MGYAF is to provide athletic programs for young people ages 4-17 years which promote good sportsmanship, good citizenship, team building, physical fitness and community involvement.
ARTICLE III-MEMBERSHIP
Section 1. Qualifications- Any adult person of good character and reputation shall be eligible for active or honorary membership. A person desiring to be an active member shall submit a signed membership application to any active member of the Foundation who shall immediately cause the application to be delivered to the Membership Committee.
Section 2. Election to Active Membership: Persons shall be elected to active membership upon application to the Membership Committee, which will insure that the applicant meets the qualifications for the membership set forth in the corporate charter. Upon a determination that the applicant has met the required qualifications and the payment of membership dues, the Treasurer shall issue a membership card and record the new member’s name and address in the Foundations records.
Section 3. Honorary Membership- The names of proposed candidates for honorary membership shall be submitted in writing to the Board of Directors, via the Membership Committee. The election of Honorary Members shall be in the same form and manner as prescribed for active membership, except that no signed application shall be necessary. No more than two new honorary members shall be elected during any fiscal year. Honorary Members shall be entitled to attend all meetings and enjoy all other privileges of the Foundation. Honorary Members may become active members upon the payment of any initiation fees and annual dues.
Section 4. Dues and Initiation Fees: Membership dues and initiation fees shall be set by the Board of Directors and approved by the Foundation active membership. Dues are payable on January 1 of each fiscal year and shall become delinquent sixty (60) days after the due date. Participation as an active member automatically terminates if dues are not received within ninety (90) days of the due date. Active membership will be reinstated upon payment of all arrearages.
ARTICLE IV-OFFICERS
The officers of the Foundation shall be President, Vice-President, Secretary, Treasurer and a Sergeant-at-Arms. There shall also be a Board of Directors composed of the officers of the Foundation, all league Presidents, Past-President, and seven active members of the Foundation. All Officers and directors shall be elected for a term of two (2) years or until their successors are elected. Officers and directors shall serve without compensation.
Section 1. Eligibility-Any member in good standing for more than one calendar year immediately proceeding the annual election, shall be eligible to serve as an officer of director of the Foundation. Any member nominated to serve as President must have served at least one term on the Board of Directors or have held a lesser elective office in the Foundation.
Section 2. Election-
A. The election of officers and directors shall be annually on the fourth Tuesday in September.
B. Three meetings prior to the annual meeting, the President shall appoint a nominating committee of at least three members. The nominating committee shall prepare a report giving the offices to be filled and the names of one or more active members recommended for each office. This report shall be submitted one meeting prior to the annual meeting and at this time nominations from the floor will be accepted. The recommendations of the nominating committee and floor nominations will be presented at the annual meeting.
C. At the annual meeting, all active members attending will be provided with a written ballot containing the names of all nominees for the respective offices. Active members shall vote for one nominee for each elective office and for seven directors.
Section 3. Balloting-The nominee receiving the majority of votes so cast for Foundation officers shall thereupon be declared elected for a term of two years commencing on October 1 following. The nominees receiving the plurality of votes for the Board of Directors shall thereupon be declared elected for a period of two years as stated herein.
Section 4. Vacancies-A vacancy in any office shall be filled by majority vote of the Foundation at the next regular meeting following the nomination of the person recommended to fill the office by the Board of Directors. Vacancies are filled only until the next regularly scheduled election.
ARTICLE V-DUTIES OF OFFICERS
Section 1. President- The President shall appoint all committees, preside at all meetings of the Foundation, serve as Chairman of the Board of Directors, voting only to break a tie, and perform such other duties as ordinarily pertain to such office. The President shall be an ex-officio member of all Foundation committees.
Section 2. Vice-President-In the absence of the President, it shall be the duty of the Vice-President to preside at all meetings of the Foundation and Board of Directors and to perform such other duties as ordinarily pertain to such office.
Section 3. Secretary-It shall be the duty of the Secretary to maintain accurate records of all members, record the attendance of officers at meetings, send out notices of all meetings of the Foundation and its boards and committees, record and preserve the minutes of such meetings, and to perform such other duties as pertain to the office.
Section 4. Treasurer-The Treasurer shall receive all fees, dues and funds on behalf of the Foundation and maintain custody and deposit such funds in a bank account in the name of the Foundation. The Treasurer shall account to the Foundation for all receipts and disbursements on a monthly basis or at any other time requested by the Board of Directors and shall provide an annual report for the Foundation annual meeting.
The Treasurer shall perform any other such duties as pertain to his/her office and upon leaving office he/she shall, after proper audit, turn over to his/her successor or to the President, all funds, books, papers, accounts or any other Foundation property in his possession.
Section 5. Sergeant-at-Arms- It shall be the duty of the Sergeant-at-Arms to attend the Foundation entrance at all meetings, permitting no person not so entitled to enter, to register and admit visitors, arrange for the seating of attendees and to perform other such duties as normally pertain to the office.
ARTICLE VI-MEETINGS
Section 1. Regular Meetings- The regular meeting of the Foundation shall be held on the second Tuesday of each month, at such time and place as the Board of Directors shall designate.
Section 2. Special Meetings-Special meetings of the Foundation may be called by the President or the Board of Directors, or by any twelve members upon regular written notice to the Secretary at least five days in advance of such special meeting.
Section 3. Annual Meeting- The annual meeting of the Foundation shall be held on the fourth Tuesday of September of each year. Officers of the Foundation and members of the Board of Directors will be elected at this meeting, annual reports shall be presented.
Section 4. Quorum-Ten or more members in good standing shall constitute a quorum at any meeting of the Foundation.
ARTICLE VII-BOARD OF DIRECTORS
Section 1. Membership-The members of the Board of Directors shall be the immediate past president, the officers of the Foundation, All league Presidents, and not less than seven nor more than nine active Foundation members. The current President of the Foundation shall act as Chairman of the Board of Directors, voting only in the case of a tie vote. The elected officers of the Foundation shall serve the Board of Directors.
Section 2. Authority- The Board of Directors shall have general control over all programs, officers, directors and committee chairmen of the Foundation and may, for good cause, declare any office, directorship or chairmanship vacant. Such action is subject to approval of the Foundation at its next scheduled meeting.
Section 3. Meetings-The regular meeting of the Board of Directors will be on the first Tuesday of each month. Special meetings of the Board of Directors may be called at any time by the President or Vice-President upon telephonic or written notice twenty-four hours in advance of such meetings. Eight or more members of the Board of Directors shall constitute a quorum.
Section 4. Approval of Actions-The actions of the Board of Directors are subject to approval by a majority of the active members of the Foundation.
Section 5. Expulsion from Membership-Elected and Honorary members of the Foundation, who fail to maintain the standards of qualifications set by the Foundation, may be expelled from membership. Complaints against members for failure to maintain the standards set by the Foundation shall be brought before the Board of Directors for consideration. If the Board of Directors determines that expulsion is warranted, the matter shall be voted upon at the next regularly scheduled general membership meeting of the Foundation. The Board of Directors may temporarily suspend a member pending a vote on expulsion. Complaint under this section must be in writing and signed by one or more active members of the Foundation.
Standards:
1. Failure to attend by un-excused absence two consecutive meetings.
2. Immoral actions against Society.
3. Improprieties toward the community and or Association.
ARTICLE VIII-COMMITTEES
Section 1. Membership Committee- The Membership Committee shall endeavor to increase the membership of the Foundation by the solicitation of persons qualified for membership. For the Foundation to grow, its membership must increase; this shall be the charge of the Membership Committee.
Section 2. Publicity Committee-The Publicity Committee shall be responsible for providing timely notices of all Foundation meetings and activities to the news media and shall promptly disseminate all news worthy information related to Foundation activities provided by the Foundation members.
Section 3. Auditing Committee-The Auditing Committee shall audit and recommend the approval or disapproval of the accounts of all Foundation officers and committees, reporting such recommendations in writing to the Board of Directors.
Section 4. Historian-The President may appoint a Historian who shall maintain a scrapbook in which are entered newspaper articles, programs and notations, and any other matters of record interest or value and a narrative of significant activities or events not covered by minutes of the Foundation meetings.
ARTICLE IX-YOUTH ACTIVITY PROGRAM
Section 1. Program Goals: The Foundation shall sponsor youth activity programs for young people ages 4-17 designed to achieve the mission of the Foundation as set forth in ARTICLE II of the By-laws. Such programs will be duly authorized by the Board of Directors and the membership of the Foundation. The Board of Directors shall appoint an active member of the Foundation to act as the Athletic Director for all youth activities. Such appointment shall be for a period of two years. It shall be the Athletic Directors responsibility to coordinate all Foundation sponsored youth athletic activities and to submit monthly and annual reports to the Board of Directors stating the general operating conditions of each sponsored activity and their projected needs and requirements in regard to facilities or other matters. The Athletic Director shall report to be tasked by the President of the Foundation.
The Foundation shall provide and maintain the physical facilities required and designated for each sport activity use. The costs associated with the operation of the facilities shall be administered by the Foundation President, under the direction of the Board of Directors.
Section 2. Activity Operations- Each sports activity sponsored by the Foundation shall be fully organized with duly elected officers and adult supervisors. Any adult leader participating in a youth activity sponsored by the Foundation, must be an active member of the Foundation. Each activity must be self-supporting in its normal operations, furnishing its own playing equipment, uniforms, officiating support, league fees and any other operating expenses.
Each league activity will present a budget showing expected operating expenses to the Athletic Director thirty (30) days prior to the first scheduled game.
A. Each league shall furnish a monthly financial statement to the Athletic Director no later than the first Tuesday of each month it is in operation. This time commences in the date of the first scheduled game and continues until the date the leagues records are audited by the Foundation Audit Committee.
B. The Athletic Director shall present the activity financial reports to the Board of Directors each
Section 3. Tournaments-Tournament teams traveling away from Foundation facilities will be the responsibility of the league activity concerned and any additional assistance provided by the Foundation must be approved by the Board of Directors.
All Tournaments played at Foundation facilities must be approved in advance by the Foundation Board of Directors and will be operated by the league activity concerned.
ARTICLE X-FINANCES
Section 1. Deposits-The Treasurer shall deposit all funds of the Foundation in a bank authorized by the Board of Directors.
Section 2. Payments-All debts, liabilities and bills of the Foundation which have been approved by the Board of Directors for payment, are to be paid by checks signed by two of the three Foundation officers authorized to sign checks. (President, Vice-President and Treasurer). An annual audit of the Foundation’s financial activities shall be performed by the Audit Committee.
Section 3. Limits of Expenditures-Any Foundation expenditures or payments in excess of $300.00 per month for a single item must be approved by a majority of the Foundation membership present at the meeting when presented.
Section 4. Bond Requirements-Officers having responsibility for or control of funds shall be bonded if so required by the Board of Directors. Fees required for any such bonding will be paid by the Foundation.
Section 5. Fiscal Year-The Fiscal year of the Foundation shall be the calendar year from January 1-December 31.
ARTICLE XI-RESOLUTIONS, MOTIONS, ASSESSMENTS AND DONATIONS
Section 1. Resolutions and Motions-No resolution or motion to commit the Foundation on any matter shall be considered by the Foundation until it has been considered by the Board of Directors. Such resolutions or motions, if offered at a Foundation meeting, shall be referred, without discussion, to the Board of Directors, which after having given due consideration to the matter, shall submit the matter to the Foundation at the next regularly scheduled meeting with a recommendation for approval or disapproval. Upon receipt of the matter from the Board of Directors, the Foundation may then proceed to take action as may seem proper to the majority present and voting.
Section 2. Assessments- No assessment not otherwise provided for by these By-laws shall be permitted to be imposed upon the membership of the Foundation.
Section 3. Donations-Appeals from other charitable organizations for assistance shall be made in person by a representative of such organization at a general meeting of the Foundation or in writing to the President of the Foundation and the letter shall be read at the general meeting following receipt of the letter. All donations must be approved by the Foundation membership.
ARTICLE XII-PARLIAMENT PROCEDURE
Parliamentary procedure in all meetings of the Foundation, the Board of Directors or any Committee meeting shall be governed by Robert’s Rules of Order, current issue.
ARTICLE XIII-AMENDMENTS
These By-laws may be amended by a 2/3 vote of the active members of the Foundation present and voting at any meeting of the Foundation, provided the amendment has been read at the previous meeting. No amendments or additions to these By-laws can be made which are not in conformity with the Foundation Charter.
These By-laws shall take precedence over the By-laws of any activity sponsored, established or operating under the auspices of the Foundation.
ADDENDUM 1/14/03
ARTICLE V – DUTIES OF OFFICERS
SECTION 4. Treasurer – The Treasurer will be the Chief Financial Officer of the Foundation. The leagues will provide a treasurer to work under the direction of the Treasurer. The Treasurer will coordinate with the league presidents and their treasurers to receive and disburse all funds raised by athletic programs through sponsorships, registration fees, raffle tickets, team project obligations, concessions and/or any fund raising activity.
ARTICLE X – FINANCES
SECTION 6. Playing Expenses – MGYAF is a non –profit corporation that raises its funds through five primary means: sponsorships, registration fees, raffle tickets, team project obligations and concession revenues.
Expenses for MGYAF are independent of the normal league expenditures; therefore the Board of Directors will set the structure each year.
Funds raised by any means from any source in the name of MGYAF are to be used ONLY for the purposes for which it was collected. If there are unspent or uncommitted portions of the team project monies or all star monies, for instance, this money must not be used for any purpose other than an expensed incurred by ballplayers and their team. These funds are NOT to be used to offset parent expenses in any form or for any reason. Remaining money must be turned over to the Treasurer to be applied to the general fund.
(a) Registration Fee – The registration fee is a nominal fee charged to cover operating expenses not covered by the team project obligations or other fund raising. The registration fee is $60.00 per player and is due on registration day. Families with three players in their immediate households pay $40.00 for the third player. In families with more than three players in their immediate households, only the first three players will be assessed a registration fee.
(b) Team project obligation – Teams must raise $950.00 through a team fund raising project by mid season. Team sponsorship money will be turned in before opening day. Sign money and sign forms are due to the league treasurer no later than March 26th. Any team that has not satisfied its team project obligation by the deadline shall not be entitled or authorized or authorized to play any regular season games and the team manager will not be eligible to vote for players on any all star team nor coach any all star team. The league presidents will enforce this policy.
SECTION 7. Uniform Expenses - Parents are responsible for paying the cost of their players uniforms, however teams are allowed to offset the cost through fund raising above the $950.00 team project obligation.
SECTION 8. Team Trophies – The park purchases trophies for each league champion at the end of the season. Most teams also purchase team “participation” trophies for their players. The cost of the participation trophies will be borne by the individual teams. Teams are allowed to offset the cost through fund raising above the $950.00 team project obligation.
AMENDMENT 6/03/03
ARTICLE VI-MEETINGS
Section 1. Regular Meetings- The regular meeting of the Foundation shall be held on the second Tuesday of each month, at such time and place as the Board of Directors shall designate.
Section 1. General Meetings- The general meeting of the Foundation shall be held on the first Tuesday of each month immediately following the Board of directors meeting, at such time and place as the Board of Directors shall designate.