Westwood Women s Lacrosse By-Laws Final Approved -- June 30, Preamble

Transcription

1 Westwood Women s Lacrosse By-Laws Final Approved -- Preamble It is our desire that all competition be conducted on the highest level and that every member associated with the Westwood Women s Lacrosse program emphasize by word and action the virtues of team spirit, healthy competition, and sportsmanship. Article 1 The name of the organization shall be Westwood Women s Lacrosse, hereinafter referred to as the Organization. The Westwood Women s Lacrosse teams, including varsity level and junior varsity level, hereinafter shall be referred to as the Team. Article 2 Purpose Recognizing the contribution athletics can make in the physical, intellectual, and emotional maturity of young women, and particularly the sport of lacrosse, the Organization was created to found, develop, and maintain a competitive girls lacrosse team for Westwood High School girl students in Austin, TX. Organized as a non-profit entity exclusively for charitable purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, the Organization is responsible for all administrative and business responsibilities for the Team and its participation in the Texas Girls High School Lacrosse League - Central District ( District ) and the national organization, U.S. Lacrosse. The Organization is responsible for (i) raising all the funds for support of the Team and its annual expenses, (ii) planning tournament participation in cooperation with other school and club teams both inside and outside the District, (iii) contracting with coaches, for education and training of the girls in lacrosse and sportsman-like behavior, (iv) obtaining uniforms, (v) keeping statistics to develop the Team, (vi) coordinating activities with the District and with the Round Rock Independent School District ( RRISD ), including representing the Team with RRISD s school board and with Westwood High School and all other public and private schools in our District in order to participate with other girls lacrosse teams and develop the Team members and the sport of high school girls lacrosse in Central Texas towards local, regional, state, and national competition, and (vii) for generally developing and promoting the sport. To these ends the Organization shall: 1. Help develop leadership ability and foster team spirit among the athletes of the Team. 2. Provide financial support and assist the Team with fund raising activities to support the costs of equipment, uniforms, liability insurance, referees, travel and tournament costs, and all other associated expenses. 3. These funds shall be used exclusively for the benefit of the Team and Westwood High School. 1

2 4. No earnings or assets of the Organization shall be distributed to its members, officers, or other private persons except that the Organization shall be empowered to pay reasonable compensation for services rendered for the purposes set forth in Article 2 herein. 5. In the case of financial hardship of a Team player, support may be offered to cover expenses by a majority vote of members of the Executive Board. Support may also be made in the form of a loan to the player or their family to cover a portion of uniform, equipment or individual tournament or other lacrosse expenses. In the case of a loan, the player s parent or guardian will be required to sign a loan agreement, to provide for the repayment of the loan not later than May 1 of the school year in which the loan is made. The amount of the loan and interest rate shall be determined by the Executive Board on a case-by-case basis. 6. Increase visibility of lacrosse as a sport, coordinate competitions, build skills and train Team members, offer clinics and other training to girls beyond the Team members, and facilitate communication between the Team, the Westwood High School teacher-sponsor, the coach or coaches, and the members of the Organization. 7. Support no pass-no play. Parents are responsible for notifying their daughter s Head Coach if their player is ineligible for academic or disciplinary reasons. 8. Cooperate with Westwood High School, the Texas Girls High School Lacrosse League-Central District, U.S. Lacrosse, the Round Rock Independent School District, and University Interscholastic League in the pursuit of these objectives. Article 3 Membership 1. Membership in the Organization shall be open to all parents or guardians of students enrolled in the Team or others interested in supporting the Team. 2. The annual dues paid by each enrolled player on the Team will include $5.00 allocated as dues for one membership and one vote for that player s parents or guardians, collectively, in the organization. If a family has more than one player on the Team, then the parents or guardians, collectively, of those players will have one membership and one vote for each of the players upon payment of dues for each player. No person will be eligible to vote or hold office unless dues of that person are paid to date and they are a member in good standing. 3. All students playing lacrosse for the Team must have their dues payments current and be a player in good standing with the Team to preserve that status of the sport as an official school sponsored club. If approved by a majority vote of members of the Executive Board, dues for one or more players with financial need may be paid by the Organization. Article 4 Elected Officers 1. The Organization shall be represented by an Executive Board consisting of seven (7) officers elected from the membership. The elected officers shall be: President, Vice- President, Secretary, Treasurer, Parliamentarian and At-Large Place 1, At-Large Place 2, 2

3 and At-Large Place 3. Only one member of a family may serve as an officer at the same time, unless parents are serving jointly in a single office. A pair of parents or guardians may jointly hold a single office, but will only have one vote between them for that office. In addition, the Executive Board may appoint additional at-large non-voting officer(s) and committee chair(s) as the Executive Board deems appropriate. The responsibilities of all officer(s) and committee chair(s) shall be prescribed by the President, with input from the Executive Board. 2. Offices shall be elected for a term of one (1) year. The term of office shall be from July 1 to June 30. No member shall hold more than one office at a time. The President and Treasurer shall not serve more than two (2) consecutive one (1)-year terms. 3. Vacancies occurring in an elected office shall be filled by appointment by the Executive Board. In the event the office of the President becomes vacant, the vice- President shall serve as president for the remainder of the term. Article 5 Election Procedure of Officers 1. Before May 1 the Executive Board will perform the functions of a nominating committee to develop a slate of officers for the following term. The slate of officers will be presented to the membership of the Organization for approval. 2. Before July 1 a general meeting of the Organization shall be held for the election of officers. The Executive Board will present their nomination for each office. Nominations shall also be taken from the floor. In the event of a nomination from the floor, a closed ballot vote shall be held at that time. Article 6 - -Officer Responsibilities 1. President The President shall preside over all business meetings of the Executive Board. He/she shall be an ex-officio member of all committees and shall represent the Organization as necessary. The President shall have the authority to sign checks in the absence of the Treasurer. The President will appoint a chairperson for all committees and will perform all other duties as determined by the Executive Board as needed. 2. Vice-president The Vice-president shall assume all duties of the President in the event of the President s absence. The Vice-president will perform all other duties as determined by the Executive Board as needed. 3. Secretary The Secretary shall keep a record of all Executive Board and Organization meetings. The secretary shall take minutes at all Organization and Executive Board meetings and keep the history and records of the Organization, including a database of player and member information. The Secretary shall be responsible for all internal communications with members and players, except for those that the Executive Board delegates to other officers and committee chairs pursuant to Section 8 below. The Secretary will perform all other duties as determined by the Executive Board as needed. 3

4 4. Treasurer The Treasurer shall be responsible for the recording of all income and expenditures. He/she shall write checks as necessary, keep records of the membership of the Organization, keep records of student credits for reporting purposes, and monitor the Organization s activity fund (for the Team). The Treasurer will be responsible for all tax reporting for the Organization, for arranging for an annual audit of the books and will perform all other duties as determined by the Executive Board as needed. 5. Parliamentarian and At-Large Place 1 -- The Parliamentarian bears responsibility for ensuring that the Organization s meetings adhere to Robert's Rules of Order and that processes and actions adhere to these by-laws. The Parliamentarian will also serve in the role as At-Large Place 1 and perform duties to support the Organization as determined by the Executive Board as needed. 6. At-Large Place 2 This officer will perform duties to support the Organization as determined by the Executive Board as needed. 7. At-Large Place 3 This officer will perform duties to support the Organization as determined by the Executed Board as needed. 8. At the beginning of the fiscal year the Executive Board shall meet in order to formally assign duties to the officers and establish the committees, the officers to whom the committees report and the responsibilities of each committee. Article 7 Annual Budget 1. The fiscal year shall be from July 1 to June The budget shall be developed by the Treasurer and the President with input by the Executive Board and any other source solicited by the President. Once approved by the Executive Board, the budget shall be presented to the membership of the Organization for ratification. 3. The annual budget must be ratified by a two-thirds (2/3) vote of the membership present at a general meeting of the Organization. Any expenses preceding the budget ratification by the general membership must have approval by a majority vote of the members of the Executive Board. 4. A majority of the members of the Executive Board must approve by vote all expenses not in the ratified budget. Article 8 Meetings 1. The Executive Board shall meet at such intervals as they deem appropriate, but not less than three times per year. The presence of President and/or Vice-President and two other 4

5 members of the Executive Board shall constitute a quorum and sufficient for voting purposes. 2. The general membership of the Organization will meet at least twice a year. Once in the fall for ratification of the budget and once again before the following June 1 for the election of officers. Additional meetings will be scheduled as needed by the Executive Board or may also be called by agreement of a simple majority of the general membership. 3. Notification of all general meetings of the membership of the Organization will be posted at least 72 hours in advance on the Organization s website and by , mail and/or telephone. 4. Minutes of the general meetings of the membership of the Organization and of Executive Board meetings shall be securely posted on the Organization s website within ten days after the conclusion of the meeting after having been approved via by the Executive Board. 5. Telephonic and online meetings of the Executive Board are permitted. may be used for general communication with the membership and by the Executive Board for voting purposes. Article 9 Amendments These by-laws may be amended by a two-thirds (2/3) vote of the membership OR two unanimous votes of the Executive Board. If amended by the Executive Board, the unanimous votes must take place at two meetings separated by at least one month. Article 10 Parliamentary Authority The rules contained in the current edition of Robert s Rules of Order (Newly Revised), shall govern the Organization all cases in to which they are applicable. Article 11 Audit Committee At the end of the fiscal year, an audit of the Organization s financial records shall be performed by an Audit Committee consisting of at least two individuals who are not involved in the day-to-day financial activities of the Organization. The primary objectives of the audit shall be to (i) verify the accuracy of the Treasurer s reports; (ii) ensure the Organization s cash balances are accurate; (iii) determine that established procedures for handling the Organization s funds have been followed; (iv) ensure that expenditures occurred in a manner consistent with the Organization s bylaws; and (v) ensure that all revenues have been appropriately received and recorded. 5

6 Article 12 Other Committees The Executive Board may establish any additional committees it deems appropriate. Article 13 - Dissolution of the Organization To dissolve the Organization, a resolution shall be adopted by the Organization (or the Executive Board if the Organization is inactive) stating that the question of such a dissolution be submitted to a vote at a special meeting of the members having voting rights. At least 30 days prior to the meeting, written or printed notice shall be given to each member entitled to vote stating that the purpose of such meeting is to consider the advisability of dissolving the Organization. Upon formal dissolution, the net assets of the Organization shall be distributed to the Westwood High School Activity Fund. Article 14 Coaches The Executive Board (or a subcommittee of officers appointed by the President) shall be responsible for interviewing candidates for the position of head coach. Final hiring decisions of the head coach and assistant coaches will be made by a majority vote of the members of the Executive Board. The head coach shall recruit and recommend assistant coaches to the Executive Board. All coaches whether paid or volunteer must sign a coaching contract. Coaches serve at the pleasure of the Executive Board and their primary responsibility is to uphold the purpose of the Organization. They should be treated by the membership as any other professional coach at the high school level. Coach hiring, expectations, evaluation reviews, and termination stipulations shall be set forth in the coaching contract and any addenda. 6