COLUMBIA USBC POLICY AND PROCEDURE MANUAL. Issued: January 20, 2008

Transcription

1 COLUMBIA USBC POLICY AND PROCEDURE MANUAL Issued: January 20, 2008 Revised: November 6, 2011 Updated: May 20, 2012

2 COLUMBIA USBC ASSOCIATION POLICY MANUAL (Revised November 6, 2011) (Updated May 20, 2012) USBC ASSOCIATION STRUCTURE Columbia USBC Association serving men, women and youth as a merged local association. USBC MEETING REPRESENTATION Representations at state and local annual meetings are determined by the following guidelines: DEFINITIONS ARE: 1. Members Individuals who have obtained membership in the association. 2. Delegates/Alternates Individuals who are elected to represent the association at a State or National Annual Meeting. 3. Delegates Representing Adults Individuals in USBC associations, who are at least 14 years of age, elected to represent the adult members of a local association at a State Annual Meeting. 4. Youth Representatives a. State Association Members who are at least 14 years of age, elected by the Youth Representatives to represent the youth members of a local association at a State annual meeting b. Local Association One adult and one youth representative from each league who: i. Are at least 14 year of age. ii. Have been elected or appointed by their youth league to represent the league. 5. Proprietors are defined in the association s bylaws. Proprietors or center representatives, who are members of the association, may attend annual meetings as: a. A member of an adult association or: b. A representative of a bowling center with a sanctioned youth league or: c. An elected Delegate to the state or national meeting. MERGED LOCAL Serves Men, Women, and Youth Adult Members Adopt Bylaws and adult dues Elect up to 80% of the Board, including all officers Elect adult delegates to state meeting (based on adult membership) Elect adult delegates to USBC meeting (based on adult memberships) Youth Representatives Adopt Bylaws Elect Youth Committee who in turn elect at least 20% of the board Elect Youth Representatives to state meeting (based on youth membership) Youth Committee Recommends youth dues Elects at least 20% of the board Board 1

3 Adopts youth dues based on recommendation of Youth Committee I. NUMBER OF DIRECTORS USBC Association Up to 80% of the Board, including all officers, are elected by adults. At least 20% of the Board is elected by and from the Youth Committee. Proprietors are important to the sport of bowling and USBC encourages associations to have at least one proprietor on their Boards. II. ELIGIBILITY The eligibility requirements for the board are, but not limited to: 1. Must be an association member in good standing at the time of election and throughout the term 2. Must be a minimum age of 14 years, unless state laws mandate a specific age, and be reasonably representative of the membership. Any member of the board authorized to sign contracts or acting as a signatory on association accounts must be a minimum age of 18 to meet bonding requirement. 3. Must demonstrate a working knowledge of the sport of bowling and the industry. 4. Must demonstrate leadership qualities and the ability to think strategically as it relates to Board responsibilities. III. TERM OF OFFICE. The delegates representing adults/youth Representatives/members determine the number of years in a term for both Offices and Directors. Officer terms are not to exceed three years. IV. TERM LIMITS There are no term limitations established at this time for the Directors. The Officers have a term limit of two consecutive terms of three years each. V. VOTING Officers, Directors and Youth Representatives are elected by majority vote. Delegates and Alternates (when there is more than one position) by plurality vote. The election shall be by ballot, except that a voice vote may be taken when the number of candidates does not exceed the number of positions to be filled. Voting Procedures by majority are as follows: a. One candidate. A voice vote may be taken b. Two candidates. If a majority is not reached on the first ballot, balloting continues until a candidate receives a majority vote. 2

4 c. Three or more candidates. If a majority vote is not reached on the first ballot, the candidate having the lowest vote total is dropped. Balloting continues until a candidate receives a majority vote. Voting procedures by plurality are: a. One candidate. A voice vote may be taken. b. Two or more candidates. The candidate(s) with the most number of votes is elected. Voting Bodies are: USBC LOCAL ASSOCIATION Adult members and Youth Representatives. VI. BOARD ASSOCIATE MEMBERS The association may have associate members. These individuals would perform a specific duty for the association and could be invited to Board Meetings to report on topics, but they would not have voice or vote at Board meetings. Such duties could include committee work, league secretary training, bowling clinics, public relations, etc. VII. BOARD OFFICERS The officers of the association shall include a President, two Vice Presidents and a Sergeant-At-Arms. All officers must be at least 14 years of age. A. PRESIDENT: Presides at all board and association meetings. Acts as spokesperson for the association. Verifies the association accounts monthly and receives the monthly bank statement. Appoints committees, except nominating and Youth, with board approval. Provides an agenda to the Association Manager, which should be within one week in advance of the meeting. B. VICE PRESIDENTS: 1 st This individual would take over the responsibilities of the President due to absence or disability. 2 nd This individual would take over the responsibilities of the President due to absence or disability of the 1 st VP 3

5 C. ASSOCIATION MANAGER The association manager is responsible for the day-to-day operations of the Association and compliance with the USBC Bylaws and Association Policy Manual. The Association Manager will serve as the Ex-Officio Non-Voting Secretary-Treasurer of the board. The Association Manager is not elected and is therefore not subject to term limits. An individual selected as the Association Manager may have voice and vote at meetings based on the following: 1. If the Association Manager is not a director: a. Has voice at the Board Meetings. b. Does not have vote at Board Meetings c. Has voice and vote at membership meetings if the individual is a current member. d. May be excused from board meetings based on the issue/discussion at hand. 2. If the Association Manager also is a director: a. Has voice and vote at board meetings. b. Has voice and vote at membership meetings. c. May be excused from board meeting based on the issue/discussion at hand. The Association Manager: 1. Is selected/appointed by and accountable to the board and USBC. 2. Must be a minimum age of 18, unless state laws mandate a specific age. 3. Must be USBC bondable. 4. Is not required to be a member of the association; however, it is suggested. 5. Is not eligible to serve concurrently as an officer of the association. 6. Is eligible to serve as a director. 7. A salaried member of the association 8. Must be a Registered Youth Volunteer Authority and Duties: Responsible for: 1. Reporting a. To the board on a regular basis (at least quarterly). b. To USBC as required. c. To the delegates/youth representatives/members at every membership meeting and as needed. d. A financial report, in writing, at every board and delegate/youth 4

6 representative/membership meeting. e. A written, audited, year-end financial report at a board and the delegate/youth representative/membership meeting. 2. Financial Complying with the established bookkeeping procedures and accounting of assets and disbursements, as approved by the board, which must include: a. Receiving and issuing a receipt for all funds paid to the association within 10 days. b Depositing association funds in the association s financial institution(s), which must be federally insured or its equivalent, within seven days. c. Ensuring all withdrawals have two signatures. d. Ensuring the president verifies the association accounts monthly and receives the monthly bank statement. e. Ensuring all required financial reports are filed (IRS, payroll taxed, state taxes, etc, f. Providing all information requested for the association audits. g. Preparing a budget for board approval (NOTE: The Finance Committee reviews and monitors the budget). h. Staying within the budget. i. Establishing a procedure for retention of records which must include the financial records, to be approved by the board. j. Providing a report of all financial transactions as requested by the board or USBC. k. Paying all bills authorized by the board. l. Issuing a receipt to league secretaries within 10 days of receipt of dues. 3. Other a. Implementation of USBC s Performance Standards. b. Assisting with the association s self-assessment as directed by USBC. c. Implementing and monitoring the strategic (action) plan of the association and reporting progress to the board quarterly. d. Applying for association charter renewal every five years. e. Ordering association supplies. f. Processing membership within 20 days of receipt. g. Remitting dues to USBC within 20 days. h. Overseeing volunteer activities. i. Association correspondence. j. Ensuring board members have a current copy of the association s bylaws. k. Meeting notifications, as designated in the bylaws. l. Maintaining the association s operations manual. m. Receiving, compiling and filing committee reports. n. Recording and maintaining meeting minutes. o. Submitting the association s delegates/alternates credentials to USBC and also Submit delegates/youth representatives/alternates credentials to the state within the specified formats and dates. 5

7 p. Operation of the association tournament, either as tournament director or as the supervisor of the tournament director. q. Distributing all prize funds within 30 days following the close of the tournament, except when USBC has authorized delay in payment. r. Maintaining a record of and submitting tournament scores to USBC Headquarters as specified. s. Maintaining a record of, verifying and submitting to USBC and the state association, averages of members who have participated in at least 21 games in each league. t. Providing membership records and submitting to USBC when requested and in a format specified by USBC. u. Ensuring member s awards are fulfilled within seven days. v. Ensuring lane certification and dressing inspections are completed and submitted to USBC in a timely manner. w. Other duties as prescribed by the board, the UBSC Bylaws and Association Policy Manual and the association s operations manual. PERFORMANCE REVIEWS 1. The Association Manager is selected/appointed by the board and has many important responsibilities. The individual holding this position reports and is accountable to the board and USBC. Federal and state laws on employment must be taken into consideration and the president, or a committee appointed by the president, should perform, at a minimum, a yearly performance review. 2. In addition, if the board has authorized any other positions, such as office assistant, the Association Manager should perform a yearly performance review and file a report to the board. D. SERGEANT-AT-ARMS: Making sure that the physical layout of the meeting rooms is comfortable. Counting votes during standing and/or hand votes. Distributing and collecting ballots (if there is no Tellers committee). Speaking up if a meeting drifts off topic. Removing disruptive attendees from the meeting. The Sergeant-at-arms shall perform other duties as prescribed by the board or requested by the president. He or she is elected by a majority vote at the association s annual meeting. 6

8 E. DIRECTORS: The management and governance of the association is vested in the board of directors. This board s duties include but are not limited to: Enforcing the bylaws. Complying with the USBC Association Policy Manual Ensuring adherence to all USBC Performance Standards. Developing and maintaining an association operations manual. Adopting youth dues, as applicable, up to the maximum established by USBC. USBC state or local merged association board s decision will be based on the recommendation of the Youth Committee. Conducting championship level competition for its members constituency. o USBC local merged associations will conduct championship level competition for men, women and youth and comply with state and local laws in their area. Establishing a procedure for the handling of funds which includes: o Approving the financial institution(s), which must be federally insured or its equivalent. o Designating board members to sign for withdrawals. All withdrawals must have two signatures. Two members of an immediate family cannot co-sign for withdrawals. (Immediate family members include: mother, daughter, sister, wife, husband, son, brother and father, stepsister, stepmother, in-laws, etc. Even though members of an immediate family are not residing in the same household, it would not be permissible for them to act as signatories on association accounts). o Ensuring all money is deposited within seven days. o Authorizing all expenditures, which can include electronic transfers of routine bills (Electronic transfers and routine bills only need initial authorization). o Ensuring the president verifies the association accounts monthly and receives the monthly bank statements. o Ensuring all required financial reports are filed (IRS, payroll taxes, state taxes, etc.) Establishing a procedure for a yearly audit from an outside audit committee or CPA. (Quarterly audits are recommended) Approving and reporting the budget, developed by the Association Manager, to the membership. This report will include individual salary amounts, etc. Choosing the date of the association annual meeting. Approving a procedure for retention of records, which must include the financial records. Overseeing the transfer of association records and property to the: 7

9 o Successors to a position, or employee, no later than the first day of their term or employment. o Board within two weeks from the date of vacancy. Determining association optional member benefits and dues, if applicable, not to exceed the maximum dues amount determined by the USBC delegates. Developing and implementing a strategic (action) plan. Providing education, training, evaluations, recognition and other services as determined by USBC. Implementing USBC programs. Developing a volunteer/membership recruitment/retention plan that will assist centers with bowler promotions and marketing plans. Implementing an Association Representative Program. Developing and implementing a communication plan. Selecting/appointing and evaluating the performance of the Association Manager. Approving use of membership records. Membership records are the property of USBC and the association and are provided to USBC Headquarters as requested. Establishing a procedure for maintaining averages. It shall provide for the maintenance of an average record of association members by publishing a yearbook or maintaining a list for office use. The average listing shall be maintained as part of association records for at least three (3) years and must include the following information: o A listing, alphabetical by bowler name, of all league averages based on at least 21 games. All such averages shall be considered official. The association shall either maintain separate winter league and summer league average listings; or the association may maintain a single combined listing provided such listing indicates which leagues are summer leagues. o The names of each league in which a member has bowled at least 21 games. o The number of games bowled by the member in each league. o The member s average in each such league. The association may set a date for league secretaries to submit averages but this date may not be earlier than March 1. Averages as of the date set shall be considered final season averages except in the case of bowlers in a league, which has not bowled 10 weeks of its schedule as of that date. In that case, the averages at the end of the league schedule are official. Re-rating the league average of an association member when there is evidence the bowler s average does not represent the bowler s true ability. Conducting suspension and reinstatement hearings. 8

10 The board shall have the power to render final decisions on all protests and disputes within the association unless appealed to USBC Headquarters. Providing other reports as required by USBC or the state association. F. YOUTH REPRESENTATIVES: Every merged local association and every youth association is entitled to youth representatives at annual meetings. Authority and Duties o These individuals, based on age and other requirements: 1. Will adopt bylaws, with the exception of dues. 2. Elect the Youth Committee. 3. Are eligible for election to the Youth Committee. 4. Are eligible for election to the board. 5. Are eligible for election as a state youth representative. G. AUXILIARY MEMBERS Auxiliary members are appointed to perform a specific duty for the association such as serving on a committee. They: 1. Are appointed by the president with board approval. 2. Do not regularly attend board meetings. a. May attend by invitation only, provide a report and is then excused. b. Do not have voice or vote. 3. May participate in league secretary training, the Association Representative Program, awards distribution, etc. VIII. MEETINGS, DELEGATES AND YOUTH REPRESENTATIVES/ALTERNATIVES Alcohol and Tobacco Use Meetings involving youth members may not involve the use of tobacco products or alcoholic beverages. IX MINUTES (All Board and Association Meetings) 1. A record (minutes) must be kept of all meetings of the association. 2. Minutes of the previous meeting will either be read or a written copy provided to all attendees of the meeting. 3. Minutes of the previous meeting shall be approved at the next meeting. 4. Minutes shall be filed (paper or electronic) indefinitely. 9

11 X. MEETING NOTICE Written notice of an association annual meeting shall be sent to the board, youth representatives, proprietors (or center representative) and league secretaries as designated in the USBC association bylaws, which should be at least 15 days prior to the annual meeting. XI. CHANGE IN DUES 1. Written notification of any proposed change in dues shall be sent to the board, league secretaries, proprietors (or center representatives), and youth representatives and/or youth league officials at least 15 days prior to the annual meeting. Notice must specify the amount and the reason for the change. 2. Notification of any adopted change in dues and the reason for the change shall be sent to the board and all league secretaries. XII. LOCAL BOARD MEETINGS 1. The board shall meet at least quarterly. 2. Special meetings may be called upon the request of any board member if a majority of the board approves. XIII. MEETING NOTICE Written notice for all regular and special meetings shall be sent to the board, which should be at least 15 days prior to the meeting. XIV. COMMITTEES A. NOMINATING COMMITTEE Criteria (Updated May 20, 2012) 1. Composed of Five members. 2. One current board member not up for election may serve on the committee. 3. Is appointed by the President. 4. Serve until the next committee elections are conducted. 5. Vacancies are appointed by the President. 6. The Committee selects its own chair. 7. Meets at least once annually. Responsibilities 10

12 1. Establish eligibility requirements and criteria for elected board positions (with the exception of youth representatives and Youth Committee members) to be approved by the delegates or members and/or youth representatives and to be included in the association s bylaws. 2. Establish eligibility requirements and criteria for elected delegate/alternate positions to be approved by the delegates or members and/or youth representatives and to be included in the association s bylaws. 3. Establish eligibility requirements and criteria for the Nominating Committee to be approved by the board. 4. Ensure reasonable representation based on age and diversity of membership. 5. Reviews and reports to the board any potential conflicts of interest within the slate of candidates. 6. Establish procedures for determining whether a candidate meets the criteria and eligibility requirements. 7. Establish procedures for soliciting nominations/resumes. 8. Establish a system of staggered election for offices and directors to be approved by the delegates or members and/or youth representatives and to be included in the association s bylaws. 9. Establish procedures for voting. 10. Presents a slate for all open positions. The Nominating committee ensures that there are no more than three proprietors, as defined in the association bylaws Article V, Section B-2, C and this policy manual, on the board at any time and presents a slate of candidates for: 1. Up to 80% of the open office and director positions 2. Open Youth Committee positions based on the recommendations of the Youth Committee. 3. Nominees for delegates representing adults and alternates for USBC Annual Meeting. 4. Nominees for delegates representing adults and alternates for the state annual meeting,. 5. Nominees for youth representatives and alternates for the state annual meeting based on the recommendations of the Youth Committee. STAGGER SYSTEM 1. The Nominating Committee will recommend a stagger system for election of up to 80% of the board positions, based on the length of term. 2. The Youth Committee will recommend a stagger system for election of at least 20% of the board and Youth Committee members. 3. The state delegates representing adult/youth representatives or the local members/youth representatives will adopt both stagger systems, for the board and Youth Committee to be included in the association s bylaws. B. FINANCE COMMITTEE 11

13 Criteria 1. Composed of at least three members of the board. 2. Appointed by the president with board approval. 3. Selects its own chair. 4. Meets at least twice a year. Responsibilities 1. Reviews and monitors the budget prepared by the Association Manager and approved by the board. 2. Ensures a yearly audit is completed. Audit must be handled by an outside committee or CPA. (Quarterly audits are suggested.) C. YOUTH COMMITTEE Criteria 1. Composed of at least five elected members 2. Elected at the association s annual meeting by the youth representatives from a slate developed by the Youth Committee and provided by the Nominating Committee. 3. Must be members of USBC. 4. Members must be at least 14 years of age, unless state laws mandate a different age. 5. Youth Committees must include youth, at least 14 years of age, proprietors and coaches or program directors with minimum in numbers as follows: a. 10% youth (8). b. 20% proprietors (1). c. 20% coaches, program directors, and/or 6 parents. 6. To meet bonding requirements, any member of the board authorized to sign any contract or as a signatory on any association account must be a minimum of Selects its own chair and recording secretary. Responsibilities 1. Determine the size of the Youth Committee. 2. Develop any additional eligibility requirements for candidates to the Youth Committee, to be approved by the board. 3. Develop any additional eligibility requirements for at least 20% of the board members to be approved by the delegates or members and/or youth representatives and to be included in the association s bylaws. 4. Working in conjunction with the Nominating Committee, cannot elect a number of proprietors that would exceed the total maximum number of proprietor board members allowed according to USBC Bylaws. 12

14 5. Recommend number of years in a term and term limits on Youth Committee. Merged association s Youth Committee terms of office must coincide with the board s terms of office. 6. Elect at least 20% of the board members from the Youth Committee. 7. Determine election procedures to elect at least 20% of the board positions by the Youth Committee. 8. Recommend youth dues, up to the maximum allowed in the USBC Bylaws, to be approved by the board. 9. Monitor, promote, review and recommend youth programs and services conducted by the association. 10. Reports to the board. VACANCIES Vacancies on the Youth Committee are filled by the Youth Committee. D. AUDIT After August 1 st, meet with the Association Manager to perform an annual audit of the association s finances and property and provide a written report to the board. E. AWARDS National Awards USBC associations are required to: 1. Fulfill and distribute all national awards within seven days of receipt of an application. 2. Submit high score awards applications electronically within seven days of receipt of the application. 3. Submit nominations for national awards when applicable. Local Awards 1. Submit local award applications within seven days of receipt of the application. 2. Fulfill and distribute all state awards within seven days of receipt of the award. 3. Submit nominations for state awards and youth scholarship, when applicable. F. EDUCATION/TRAINING The committee should consider and review all aspects of education and training within the association, including activities relating to coaching, board and Association Manager duties and league secretary workshops. The committee will evaluate and review the programs resulting from attendee s recommendations to ensure the continuing quality of the programs. 13

15 G. EVENTS The committee may plan events for the association that increases the camaraderie of the association s membership. Goals may include seeking out opportunities for members to socialize and be exposed to the benefits the association has to offer. This can be done through a hall of fame, fund-raising, bowling clinics, etc. H. LANE CERTIFICATION The committee should be responsible for making sure that the bowling centers are certified and lane dressing inspections are completed. Those members on this committee should be CLIP certified or have completed the online training. I. MEMBERSHIP The committee should work to promote the sport of bowling in the community. This committee could be responsible for ascertaining that all bowlers are certified by recruiting new bowlers and retaining present members, with the primary focus being youth. J. PUBLIC RELATIONS The committee should be responsible for all publicity and news concerning the association and its members through the year. K. SCHOLARSHIP The committee should be responsible for the funding and selection of qualified candidates for the association s scholarships. L. STRATEGIC PLANNING The committee may be responsible for completing and submitting a strategic/action plan with the self-assessment. The action plan must include at least one yearly goal for the association as well as steps to reach that goal. M. HALL OF FAME A Columbia Bowling Hall of Fame was established in1975 to recognize and honor past and present association members who excelled on the lanes and/or made valuable contributions in the way of service to the association. The Hall of Fame is governed by its own committee, which consists of members of the local association and Hall of Fame members. N. OTHER COMMITTEES 1. The president may establish other committees, with board approval. 14

16 2. Associations having a Youth Leader Program and/or Booster Club may consider them committees. XV. TOURNAMENTS REQUIRED ASSOCIATION CHAMPIONSHIP TOURNAMENT The Columbia USBC Association is required by USBC to conduct a championship level competition for men, women, and youth and comply with state and local laws. The Columbia USBC Association shall also encourage and assist coaches of USBC certified youth leagues to conduct USBC Championship (PEPSI) qualifiers. TOURNAMENT ELIGIBILITY To participate in the Columbia USBC Association tournament (Youth, Women, and Open) an individual must be a member. To be a member, the individual must apply through the appropriate association and pay the appropriate dues i.e. local, state, and national. 1. USBC men and women are eligible to participate in the USBC Open Championship Tournament 2. USBC women are eligible to participate in the USBC Women s Championship Tournament. 3. USBC youth members are eligible to participate in the USBC Youth Championship Tournament. 4. All youth members participating in youth leagues in bowling centers within the geographic boundaries of a Youth association are permitted to bowl in the championship tournament even if their original membership was not processed through the association. If applicable, these members must pay the association dues and, if applicable, state dues unless waived by the host association. 5. Men and women members of a merged local association are eligible to participate in the merged local and merged state association open tournament where they hold membership. An annual championship tournament shall be conducted unless: 1. Specific permission to forego the tournament is otherwise granted by USBC Headquarters. 2. The USBC national or state association championship tournament is held in the association s jurisdiction. The association board is given the authority to determine if it should forego the local tournament that year. 3. The association may not forego the tournament for any other reason except with permission from USBC Headquarters. 15

17 4. Tournaments shall be self-sufficient after an initial start-up period or if not, the cost must be justified in the context of the association and its mission. 5. The Association Manager is responsible for the operation of the tournament, either as tournament director or as supervisor of the tournament director. 6. Tournament scores must be submitted to USBC Headquarters as specified. CERTIFICATION Association championship tournaments are automatically certified through USBC Headquarters. If the association conducts additional tournaments it may apply to USBC Headquarters for a comprehensive certification. Tournaments, other than the association championships, must submit a certification application to USBC Headquarters for coverage. The comprehensive certification will cover each tournament for one year (August 1 through July 31). For continued coverage of each tournament, the association shall submit a list of the tournaments annually, prior to the first scheduled tournament. In addition, if the association conducts additional tournaments the following shall be submitted. 1. List of tournaments. 2. One application. 3. Tournament formats. 4. Rules. PRIZE FUNDS 1. All prize funds shall be distributed within 30 days following the close of the tournament except when USBC has authorized delay in payment. 2. Tournament prize lists must be maintained for at least one year. RULES The championship tournament shall be governed by the rules and regulations set forth in Article V of the mandatory association bylaws, USBC Playing Rules Book, and the USBC Association Policy Manual. Tournament rules will be adopted by the board or a committee appointed by the board. The board determines the procedure to select the annual association tournament site. A majority vote of the board or committee is required to adopt or change tournament rules. The adopted rules shall not conflict with USBC rules, The following rules do apply: 300 b, item c, item 1(b) 301 a 301 d Pro-Am Tournament 302 a Modified Formats 16

18 302 b Mail-O-Graphic (format not available for annual association tournament) 303 item f 309 item b, 1 and 2 Tournament management is not required to submit to USBC Headquarters a prize list and financial statement in association with USBC Rule 309. However, the association shall maintain for at least one year, a prize list with the name and score of each prizewinner, the prize issued and a financial statement listing all prize receipts and disbursements. The association, by rule, can limit the number of players classified as professional bowlers to two on a four or five-player team and one on a three-player team. Associations may not require averages in excess of 21 games for handicapping or classification purposes. 17