ASSOCIATION OPERATIONS MANUAL

Transcription

1 ASSOCIATION OPERATIONS MANUAL

2 USBC Mission Statement The Greater Tyler USBC Association, representing the national governing body, ensures the integrity and protects the future of the sport, provides programs and services and enhances the bowling experience. The vision of USBC is to grow the sport. More people recognizing bowling as a sport More people participating in bowling as a sport Introduction This Operations Manual provides a convenient and consistent context for the business and operating processes of the Greater Tyler USBC Association (hereafter referred to as GTUSBC or Association). It is designed to be a reference supplement to the GTUSBC bylaws, the USBC bylaws, and the USBC Association Policy Manual. It has several purposes including, 1) day to day operational guideline, 2) assisting GTUSBC officers, directors, and managers in developing processes to achieve objectives and goals, 3) to document procedures as they relate to the operations of the GTUSBC, 4) provide compliance guidelines and processes to be followed for the business, operations, and financial management requirements, 5) insure full compliance with Federal and State laws and regulations, USBC bylaws, and the USBC Association Policy manual; and 6) to serve as a reference guide for answering questions, making decisions, and resolving problems. This Manual, in conjunction with the bylaws and USBC Policy Manual should provide the answers necessary for most questions that may arise. If further interpretation is required, the matter should be referred directly to USBC Headquarters for resolution. The GTUSBC Board has a responsibility to know and abide by the policies and procedures set forth in this manual. The contents of this manual are subordinate to 1) Federal and State laws, 2) USBC bylaws, 3) GTUSBC bylaws, and 4) the USBC Association Policy Manual. Any provision of this manual determined to be void or invalid will not invalidate the remaining provisions. Revision Procedure The policies, rules, and procedures contained in this manual may be amended or repealed by majority vote of the GTUSBC Board of Directors during an in-session board meeting. Revisions are prepared by the Association Manager or their assigns. ii {Revised June 11, 2017}

3 CONTENTS 1. Association Structure (a) Purpose: (b) Charter (c) Tax Exemption (d) Incorporation (e) Jurisdictional Boundaries (f) Association Dissolution (g) Bylaws (h) Legal Obligations (i) Strategic Planning (j) Risk Management Membership Processing (a) Dues (b) WinLABS (c) League Applications and membership cards (d) Receipts and League Roster Board of Directors (a) Structure (b) Application for Board Position (c) Authority and Duties: (d) Attendance (e) Transfer of property (f) Registered Volunteer Program (g) Performance Standards (h) Recruiting (i) Commitment to Serve Officers Duties (a) President (b) First Vice President (c) Second Vice President (d) Association Manager (e) Assistant Association Manager Meetings (a) Requirements (b) Quorum iii

4 (c) Annual Meeting (d) Board Meetings (e) Special Meetings (f) Hearings Committees (a) Finance Committee (b) Youth Committee (c) Nominating Committee (d) Scholarship Committee (e) Hall of Fame Committee (f) Special Counsel (g) Other Committees Delegates and Alternates (a) National Representation (b) State Representation (c) Expense Reimbursement Association Tournaments (a) Championship Tournaments (b) Tournament Management (c) Tournament Operation (d) Rules (e) Entry Forms (f) Annual City League Championship Tournament (g) Additional Tournaments Awards and Recognition (a) Hall of Fame (b) Association Awards (c) League Awards Other Association Requirements (a) Logo/Branding (b) Record Retention (c) Supply Distribution (d) Certifications Appendix (a) Charter (b) Officers & Directors Contact Information (c) Board Nomination Form (d) Code of Ethics iv

5 (e) Board Obligations (f) Conflict of Interest Policy (g) Annual Meeting Notice (h) Financial Review Form (i) Scholarship Fund (j) Championship Tournament Entry & Rules (k) Hall of Fame Committee & Induction Process (l) Local Awards (m) Lane Certification (n) Logo Usage (o) Officer and Directors Terms (p) Incorporation Amendment (q) Non-Profit 501(c)(3) Status (r) Sales Tax Exemption Certification (s) IRS Exemption Requirements (t) RVP Code of Conduct Greater Tyler USBC Bylaws (4/30/15) v

6 1. Association Structure (a) Purpose: 1) The GTUSBC is an incorporated entity formed to unite into a central organization all members of USBC sanctioned leagues, bowling teams, and affiliated individuals bowling in certified establishments. 2) Provide equal opportunity for all in the sport of bowling without regard to race, religion, age, gender, disability or national origin. 3) Promote the game of American Tenpins. 4) Conduct and support bowling competition. 5) Engage in other activities permitted by an organization classified as tax exempt under Section 501(c)(3) of the Internal Revenue Code. 6) Provide services and benefits to its members. 7) Enforce the playing rules. 8) Promote the growth of youth activities. 9) Maintain and increase membership. (b) Charter 1) USBC issued a charter to the Greater Tyler USBC Association that met requirements established in the USBC Bylaws, USBC Association Policy Manual, and by the USBC Board of Directors. 2) Charter issued August 1, Copy of charter in Appendix, Item a. 3) This charter will be renewed every five (5) years. (c) Tax Exemption 1) The Greater Tyler USBC is under the national group exemption and classified as tax exempt under Section 501(c)(3) of the Internal Revenue Code. 2) The Greater Tyler USBC will comply with Internal Revenue Service requirements to file proper documents annually. (d) Incorporation 1) The Greater Tyler USBC is incorporated and will comply with state requirements to maintain their corporate status. (e) Jurisdictional Boundaries 1) The boundary of the Greater Tyler USBC includes the counties of Smith and Gregg in Texas. 2) The GTUSBC will provide programs and services to the members and centers in that area. (f) Association Dissolution 1) The Greater Tyler USBC will comply with the Merged Local Association Bylaws, Article II, Section C upon termination of its charter. (g) Bylaws 1) The Greater Tyler USBC Association bylaws conform to USBC requirements and may be amended only within the guidelines of the bylaws and USBC. 2) All GTUSBC officer and board members receive a copy of the bylaws and they are posted on greatertylerusbc.com 1-1 {Revised June 11, 2017}

7 (h) Legal Obligations 1) IRS/Tax information. The GTUSBC will file annually with the IRS, the appropriate form for 501(c)(3) organizations. Currently, the correct document to file is 990-N. Additional filing requirements may include form 1099-MISC to individuals earning more than $600 in a calendar from competitions operated by the GTUSBC. This figure includes prize winnings and side competition earnings from events (example: brackets) 2) State Sales Tax. The Greater Tyler USBC has been granted tax exempt status from the State of Texas. 3) Financial Disclosure: a) Audit. An annual financial review will be performed by an outside agency or committee; following the guidelines set forth by the USBC. Appendix item h. b) The Association Manager or its assigns will present a balance sheet, budget, financial statement, and statement of cash flow annually. c) In addition, a monthly (or as requested) income statement will be prepared and presented. 4) Americans with Disability Act Requirements a) The GTUSBC will comply with the ADA act. b) Tournaments managed by the GTUSBC will be accessible to all members. 5) Gaming Activities a) The GTUSBC may operate 50/50 gaming, brackets, and/or ball raffles during its managed tournaments. The proceeds from these events will be distributed according to tournament rules or board recommendations. If required, proper permits will be requested from city/county government. b) Additionally, the GTUSBC may offer up to two fundraising raffles annually per guidelines set forth by the State of Texas. (i) Strategic Planning 1) The GTUSBC board and its affiliates will plan for growth in membership and will insure that funds belonging to the association are used responsibly. (j) Risk Management 1) It will be the duty of the highest-ranking officer or manager at any event held by the GTUSBC to make decisions regarding an emergency. This includes decisions to cancel or postpone an event due to natural disaster or unavoidable location closings. Officers and Board member contact information is contained in the Appendix, item b. 2) Bank accounts and financial records will be maintained by the Association Manager or its assigns. 3) Back-up Database. Backups of all documents, financial records, membership records, etc. are required. Back-ups are required to be stored in a separate location. Database uploads to USBC headquarters are required twice per year. 4) Sudden loss of President or Association Manager a) If the President suddenly resigns for any reason, the 1 st Vice President will assume the role on an interim basis. With board approval, the 1 st Vice President will remain in that position until the preceding President s term is fulfilled, or until a special election is called for and approved by the Board. b) If the Association Manager suddenly resigns for any reason, the assistant association manager will assume the role on an interim basis. This position will be posted as available and applications will be accepted for a specified period not to exceed 60 days. The board will review and approve filling the position. Should the chosen candidate not accept the offer for the position, the board may, at its discretion re-post the position, or choose another qualified candidate from the remaining applications. 1-2 {Revised June 11, 2017}

8 2. Membership Processing (a) Dues 1) Honorary (Permanent and Lifetime Members). Currently, the GTUSBC does not offer reduced dues to Permanent or Lifetime Members. 2) Senior bowlers participating only is senior leagues have reduced local dues. Currently, the reduced amount is $1.00. National dues are still required. 3) The State of Texas USBC currently has no dues requirement. 4) Local and National membership dues are detailed in the GTUSBC Bylaws. 5) Youth membership dues are detailed in the GTUSBC Bylaws. (b) WinLABS 1) The Association Manager is responsible for timely reporting and membership dues processing through the USBC WinLABS system. (c) League Applications and membership cards 1) To be delivered to the GTUSBC Association Manager either; in person, by mail, or utilizing the GTUSBC boxes in place at each center. 2) If an application has not been submitted within 14 days of the start of the league, the Association Manager will contact the League Secretary or manager. 3) Applications and membership cards will be processed via WinLABS. (d) Receipts and League Roster. 1) The Association Manager will provide league secretaries/managers with a receipt and league roster after applications are submitted. The preferred method of delivery is via , however in person is also acceptable. 2-1 {Revised June 11, 2017}

9 3. Board of Directors (a) Structure 1) GTUSBC board management is detailed in the bylaws, Article V. 2) No individual may be elected to more than one voting position on the board. 3) Additional individuals may be selected/appointed to assist the association; however, those individuals will not be considered members of the board (i.e. committee members). 4) USBC and the Greater Tyler USBC has the authority to suspend, expel, or otherwise discipline for cause, officers or directors of the association. (b) Application for Board Position 1) Application is found in the Appendix, item c. 2) Officer Positions a) Must have served 2 years as a director on the Greater Tyler USBC Association Board. 3) Director Positions a) Must have been a member of the Greater Tyler USBC a minimum of 2 years. b) Must have attended a minimum of 2 of the previous 5 annual meetings. 4) Candidates must not bowl in an uncertified league at the time of election or throughout their term of office. 5) Candidates must be a member of a certified league within the jurisdiction of the Greater Tyler USBC. 6) Nominations/Applications must be received by the nomination committee a minimum of seven (7) days prior to the annual meeting. Only those applications received will be eligible for nomination from the floor. 7) Elections will follow the GTUSBC bylaws. (c) Authority and Duties: 1) Enforcing the GTUSBC bylaws and performing duties within the guidelines of the GTUSBC operations manual. 2) Complying with the USBC Association Policy Manual. 3) Conduct championship level competition for its membership constituency. 4) Establish annual local/state dues up to the amount set by the membership/delegates. 5) Establish a procedure for the handling of funds a) Approve the financial institution. b) Approve authorized signatures (at least two individuals), comply with bonding requirements. c) Ensure all money is deposited within seven days. d) Authorize all expenditures including electronic transfers (electronic and routine transfers only need initial authorization). e) Ensure the president verifies the accounts monthly. f) Ensure all financial reports are filed (IRS, payroll taxes, state taxes, etc.). g) Ensure all scholarship funds are deposited into the SMART program within 30 days of completion of the league or tournament, or academic or meritorious accomplishment. 6) Signers on accounts, contracts or official documents must be a minimum age of 18. 7) Establish a procedure for a yearly examination and verification of all financial documents and accounts. 8) Choose the date of the association annual meeting. 9) Determine the championship tournament and annual meeting location. {Revised June 11, 2017} 3-1

10 10) Oversee the transfer of association records and property to the: a) Successors to a position, no later than the first day of their term. b) Board within two weeks from the date of vacancy. 11) Decide whether to offer reduced dues for special groups (example: Seniors) within the guidelines of the GTUSBC Association Bylaws. 12) Electing a nominating committee by majority vote. 13) Implementing USBC Programs. 14) Ensure the association manager or other individuals have active accounts, maintained and regularly monitored. The account must be provided to USBC Headquarters and recorded in the WinLABS database. 15) Promote the game of tenpins and become knowledgeable of the rules. 16) Willingness to serve on committees within the Association. 17) Volunteer for positions at GTUSBC functions including tournaments, the annual meeting, and other events. 18) Help with fundraising efforts. 19) Conduct an annual performance review of the Association Manager and Assistant Association Manager. (d) Attendance. 1) Board members must adhere to the meeting attendance policy. Special note that board meetings may be called monthly, meeting on weekday evenings or Saturdays. Attendance below 75% or absence from 3 consecutive meetings may be cause for removal from office. (e) Transfer of property. 1) Upon resignation/termination of office, board members and officers must return any confidential material, including Operations Manuals, Financial Documents, and other items as deemed necessary by the President. (f) Registered Volunteer Program. 1) All directors and officers having contact with youth will be required to enroll in the Registered Volunteer Program. This includes all directors designated as youth (over 18), youth league volunteers, directors, officers, coaches, youth tournament directors and volunteers; and any director that may be in a supervisory position including non-family members that may serve as overnight chaperones. 2) RVP badges should be worn whenever a GTUSBC director is working with youth. (g) Performance Standards. 1) USBC Headquarters may require performance standards for board members, officers, and managers. These standards are expected to be met or exceeded. (h) Recruiting. 1) The Board of Directors and officers will actively recruit new leaders by encouraging at large members to volunteer and take active roles in various committees. (i) Commitment to Serve. 1) All Board members are required to abide by the Commitment to Serve/Code of Ethics, Conflict of Interest Policy, and Board Obligations. These forms are found in the Appendix, Items d, e, & f. 3-2 {Revised June 11, 2017}

11 4. Officers Duties (a) President 1) Presides at all board and association meetings. 2) Acts as the spokesperson for the GTUSBC. 3) Obtains financial records from the Association Manager or Assistant and verifies all accounts monthly. a) If reconciled, the president checks to see that the reconciliation is correct. b) Compares itemized deposits and receipts. c) Verifies deposits are made within 7 days of receipt. d) Verifies checkbook entries. e) Verifies all checks have two authorized signatures. 4) Appoints committees and committee chairpersons, with board approval and has authority to remove them. If a replacement is needed, appoints a person, with board approval. a) This does not apply to the nominating committee. b) Hall of Fame committee will have appointments only if the voting members fall below 9 as detailed in the Hall of Fame guidelines. 5) Provides an agenda to the association manager within one week in advance of the meeting. 6) May attend president-appointed committee meetings in an ex-officio, non-voting capacity. (b) First Vice President 1) Presides at all meetings in the president s absence. 2) Performs other duties as prescribed by the board or requested by the president. 3) Should be prepared to serve as presiding officer by: a) Having a copy of the next meeting s agenda prior to the meeting. b) Having a good understanding of parliamentary procedure. c) Being familiar with the GTUSBC s governing documents (bylaws, USBC Association Policy Manual, GTUSBC Operations Manual, etc.). (c) Second Vice President 1) Assumes the duties of the first vice president in their absence. 2) Performs other duties as prescribed by the board or requested by the president. (d) Association Manager 1) Job Description and Authority a) The association manager is responsible for overseeing the day-to-day operations of the GTUSBC and provides administrative support and coordination of services and staff necessary to comply with USBC bylaws, policies, and performance standards. This role includes the management and execution of all activities required of the Association to maintain its charter with USBC (financial management, member education and training related to league administration and procedures, league sanctioning, membership processing, and administrative reporting). In conjunction with the GTUSBC Board of Directors, bowling establishments and members, the Association Manager is responsible for promoting the sport of bowling through actions and develop programs to increase the organization s membership. This position includes significant contact with the public. 4-1 {Revised June 11, 2017}

12 2) Duties a) Acts as the ex officio, non-voting secretary/treasurer of the board. b) Has voice only, does not count towards the quorum and cannot make or second motions at board meetings, unless he/she is also a director. They may be excused from board meetings based on the issue/discussion at hand. c) Has voice and vote at membership meetings, if a current member of the association. d) Is selected/appointed by, and accountable to, the board and USBC. e) Must be USBC bondable. Be at least 18 years old Not have been convicted of a felony Not have misused any funds f) Suggested, though not required to be a member of the GTUSBC. g) May not serve concurrently as an officer of the GTUSBC. h) Is eligible to serve as a director. i) Reporting To USBC Headquarters, as required. To the board/delegates/youth representatives/members at every meeting and as needed. A financial report, in writing, at every board and delegate/youth representative/membership meeting. A written year-end financial report at a board meeting and the delegate/youth representative/membership meeting. j) Financial. Comply with the established bookkeeping procedures and accounting of assets and disbursements, as approved by the board, which must include; Receive and issue a receipt for all funds paid to the association within 10 days. (i.e., send a receipt to league secretaries for receipt of dues.) Deposit association funds in the association s account within seven days of receipt. Ensure all withdrawals have two signatures. Provide the president with all records for monthly verifications. Ensure all required financial reports are filed. (IRS, payroll, state taxes, etc.) Provide all documentation for the examination of the organization s financial documents. Prepare a budget for board approval. Responsible for maintaining the operating costs within the approved budget. If additional funds are required, the request must be made to the board. Retention of records including financial records as required by law and approved by the board. Provide a report of financial transactions as requested by the board or USBC Headquarters. Pay all bills authorized by the board. Submit scholarship funds to USBC Headquarters for administration by SMART within 30 days of the completion of the league/tournament/event, including academic or meritorious accomplishments. k) Other Handle association correspondence, including distributing information to and from USBC Headquarters to the board, proprietors, and members as required. Ensure board members have a current copy of the GTUSBC bylaws. Maintain the association s operations manual. Receive, compile and file committee reports. {Revised June 11, 2017} 4-2

13 Record (or appoint someone) and maintain meeting minutes. Manage the GTUSBC championship tournaments and all other association tournaments. They are the tournament manager or will act as the supervisor of the tournament manager. Maintain a minimum of one year, the prize list with the name and score of each prize winner, prizes issued and a financial statement listing all prize receipt disbursements for each tournament conducted. Distribute all prize funds within 30 days following the close of the tournament, except when USBC Headquarters has authorized delay in payment. Maintain a record of and submit tournament scores to USBC Headquarters as specified. Order association supplies. Maintain a record of, verify, and submit to USBC Headquarters the pin fall and number of games for all members who have participated in a league, regardless of the number of games bowled. o Official averages are as stated by USBC; however, it is required that all games will be transmitted to USBC via WinLABS. Provide each league secretary a list of all league members and their National ID numbers for average submission. Provide membership records and submit to USBC Headquarters when requested. Ensure lane certification and dressing inspections are completed and submitted in a timely manner. Lane certification begins on April 1 and must be completed by August 31. Submit delegates/alternates credentials to USBC and Texas State USBC within the specified formats and dates. Process membership and remit USBC national dues within 20 days of receipt. Perform an upload of WinLABS backup twice per year with the first one after starting new season in Win LABS. Transmit all board member information to USBC Headquarters within 20 of election and maintaining the accuracy of the information. Submit all USBC award applications with 7 days of receipt, using USBC s processing system. Run the appropriate reports in Win LABS to assist the association in managing member s awards. Oversee volunteer activities. Perform other duties as prescribed by the board, USBC bylaws, and the USBC Association Policy Manual as applicable. 4-3 {Revised June 11, 2017}

14 (e) Assistant Association Manager. 1) Job Description. a) The assistant association manager is responsible for assisting the association manager in the day-to-day operations of the GTUSBC and assist in support and coordination of services necessary to comply with USBC bylaws, policies, and performance standards. This role includes assisting in the execution of activities required of the Association to maintain its charter with USBC (financial management, member education and training related to league administration and procedures, league sanctioning, membership processing, and administrative reporting). In conjunction with the GTUSBC Board of Directors, bowling establishments and members, the assistant Association Manager helps promote the sport of bowling through actions and assists in the development of programs designed to increase the organization s membership. 2) Duties a) Acts as an ex-officio non-voting member of the board. b) Has voice only, does not count towards the quorum and cannot make or second motions at board meetings, unless he/she is also a director. They may be excused from board meetings based on the issue/discussion at hand. c) Has voice and vote at membership meetings, if a current member of the association. d) Is selected/appointed by, and accountable to, the Association Manager, the board, and USBC. e) Must be a minimum age of 18. f) Is not required to be a member of the association; however, it is strongly suggested. g) May not serve concurrently as an officer of the association. h) Is eligible to serve as a director. i) Will assist the Association Manager, President, and other officers regarding reporting, financial procedures, correspondence, tournament management, and other duties as requested by the GTUSBC board. 4-4 {Revised June 11, 2017}

15 5. Meetings (a) Requirements 1) The GTUSBC is a merged association, including youth. The use of tobacco products or alcoholic beverages is not permitted during any meeting. 2) Minutes must be kept for all meetings. a) Previous meeting minutes will be provided, approved, and filed permanently. b) Unless stated otherwise, the association manager or recording secretary will be responsible for recording the minutes. 3) Absentee and proxy voting is not permitted. (b) Quorum 1) GTUSBC Bylaws states that 25 members present constitutes a quorum at the annual meeting. 2) GTUSBC Bylaws states that 8 members present constitutes a quorum at a board meeting. 3) Business may not be conducted without reaching a quorum. Unless also a board member, the association manager has voice only and does not count towards the quorum. (c) Annual Meeting 1) The GTUSBC will hold its annual meeting in March of each year. League officers and bowling centers will be given a minimum 15 days notice prior to the meeting. Each year, the approved notice including the date, time, and place will be attached in the Appendix, Item G. (d) Board Meetings 1) The GTUSBC will hold board meetings at a minimum of once per quarter. These meetings are held the first Monday of the month or as determined by the board. Meetings will be conducted in the meeting room of Green Acres Bowl in Tyler, TX beginning at 6:30 PM. Meeting notice will be provided prior to the conclusion of the preceding board meeting. 2) Excused from Meetings. A board member, including the association manager, may be excused from any portion of a board meeting based on a conflict of interest. 3) Entitled to Vote. All members of the board of directors are entitled to voice and vote except the association manager, who acts as an ex officio non-voting secretary/treasurer of the board and has voice only. The association manager may vote if also elected as a director. (e) Special Meetings 1) Special meetings may be called as needed. 2) Special meetings will follow the same rules as board meetings. (f) Hearings. 1) Suspension/Reinstatement Hearings, as well as all other types of hearings will involve the entire board of directors and officers. The association manager will be entitled to attend, but may vote only if they are also an elected director. 5-1 {Revised June 11, 2017}

16 6. Committees (a) Finance Committee 1) Composed of at least three members of the board, including the chairman. 2) Appointed by the president with board approval. 3) Will select its own chairperson and recording secretary from the committee members. 4) Is responsible for: a) Reviewing and monitoring the budget prepared by the association manager and approved by the board. b) Ensuring a yearly review of financial documents is completed by an outside provider. Committee can request to review financial documents quarterly. Outside provider may not be a member of the board or a family member. Hiring a CPA is not required. c) Should insist on the use of the USBC financial review document. This document is included in the Appendix, Item H. d) Accurate records/minutes will be maintained. (b) Youth Committee 1) Appointed by the president with board approval. 2) Is responsible for: a) Developing any additional eligibility requirements for: Youth Directors. A minimum 20% of the board members are to be elected by the members/youth representative, and are to be included in the association s bylaws. Youth Delegates. Candidates for youth delegates to the state annual meeting, to be elected by the members/youth representatives and will be included in the bylaws. Any adopted eligibility requirements shall be placed at the end of Article IX, Section C, Item 2 of the GTUSBC Bylaws. b) Monitoring, promoting, reviewing and recommending youth programs and services conducted by the association. c) Reporting to the board. The board approves all youth related matters using input from the youth committee/youth directors. 3) Vacancies on the Youth Committee are filled by the President, with board approval. 4) Accurate records/minutes will be maintained. (c) Nominating Committee 1) Composed of at least three members including a chairperson. All members must be 14 years of age and hold USBC membership. 2) Elected by majority vote of the board. 3) Potential candidates are not eligible to serve on the nominating committee. 4) Is responsible for: a) Review and recommendation of all applicants for board/officer positions in the upcoming election cycle. b) Applicant must be qualified under the requirements as detailed in c) section 3 of the Operations Manual. d) Formatting the applicants resumes for review by members present at the annual meeting. e) Preparing ballots for membership voting at the annual meeting. f) Reviewing the votes and following the election procedure as detailed in the GTUSBC bylaws. Accurate records/minutes will be maintained. {Revised June 11, 2017} 6-1

17 (d) Scholarship Committee 2) Composed of five members a) One officer from the GTUSBC Board. b) Two GTUSBC Association Directors. c) Two At-Large from the GTUSBC Membership. 3) Appointed by the President, with board approval. 4) Will serve 2-year terms a) One director and one at large will rotate off in even numbered years. One director, one at large, and the Officer will rotate off in odd numbered years. No one will serve consecutive terms. b) Any committee member with a conflict arising from submitted applications is required to recuse themselves. The President will appoint a replacement to serve out their term. c) Is responsible for: Review and recommendation of all applicants for scholarships. Applicants must be qualified under the requirements as detailed in the Scholarship Fund Program guidelines included in the Appendix, Item I. Determining the recipient of the scholarship. Notifying the GTUSBC Board of the decision. Notifying the recipient of the decision. Ensuring that all information is processed through SMART for scholarship administration. d) Accurate minutes/records will be maintained. (e) Hall of Fame Committee 1) Composed of a minimum of nine members. a) Committee will consist of all current members of the Tyler Bowling Hall of Fame. b) The GTUSBC Association president is an ex-officio member. c) If the committee membership drops below 9 active members, additional at-large members of the GTUSBC may be appointed by the president with board approval. d) Is responsible for: Distribution of Hall of Fame nomination forms. Reviewing and voting on nominees and adhering to the guidelines and rules in place in the GTUSBC Hall of Fame Committee and Induction Process document contained in the Appendix, Item J. 2) Suspension/Reinstatement Hearings Committee 3) The GTUSBC Board of Directors and Officers will be considered as a committee for hearings. 4) The association manager will be allowed to attend any hearing, but may vote only if also an elected director. 6-2 {Revised June 11, 2017}

18 (f) Special Counsel 1) May be arranged for the purpose of hearing, processing, and making decisions on a variety of complaints that may be filed, including: a) Average Re-rate. b) Suspension. c) Reinstatement. d) Failure to pay membership fees. e) Tournament worthless check. f) Failure to submit final averages. g) Removal from office. h) Temporary suspension. i) Fund shortages. 2) Prior to any hearing, the GTUSBC will contact USBC Headquarters for procedures. 3) Complaint may be filed only in the current season or the season immediately following the alleged violation, except the following: a) Scholarship funds not submitted to SMART. b) Child Endangerment when an individual is charged by a local law enforcement agency. c) RVP Code of Conduct violation. 4) Accurate records/minutes will be maintained. (g) Other Committees 1) The president may establish other committees, with board approval, as needed. 2) The president appoints the chairman and committee members. 3) The president has the authority to remove committee members from president appointed committees. 4) Additional Committees may be, but are not limited to: a) Audit b) Awards c) Education/Training d) Lane Certification e) Membership f) Public Relations g) Strategic Planning h) Tournament 6-3 {Revised June 11, 2017}

19 7. Delegates and Alternates (a) National Representation 1) The GTUSBC Association board of directors may elect one delegate and one alternate delegate to represent its membership at the USBC annual meeting. a) Voting The delegate is expected to vote on matters that are in the best interest of the GTUSBC Association. Board views may be discussed with the candidate prior to approval. b) Has voting authority on: USBC bylaws Adult league rules Adult tournament rules USBC Board elections c) The delegate will prepare notes and present a summary of activities and provide information to the GTUSBC Board and Members as requested. d) Credentials for delegates/alternates to the USBC Annual Meeting shall be submitted in a format and by the deadline, as specified by USBC Headquarters. (b) State Representation 1) The GTUSBC may elect one delegate and one alternate delegate to represent its membership at the Texas State USBC annual meeting. a) Voting The delegate is expected to vote on matters that are in the best interest of the GTUSBC Association. Board views may be discussed with the candidate prior to approval. b) Has voting authority on: Legislation State Board of Directors elections Election of delegates to represent the Texas state association at the USBC Annual Meeting. c) The delegate will prepare notes and present a summary of activities and provide information to the GTUSBC Board and Members as requested. d) Credentials for delegates/youth delegates/alternates to the Texas State Annual Meeting shall be submitted in a format and by the deadline, as specified by the Texas USBC Association s bylaws and policies. (c) Expense Reimbursement. a) The GTUSBC National delegate will be reimbursed a total of $200 for travel, lodging, meals. b) The GTUSBC State delegate will be reimbursed a total of $100 for travel, lodging, meals. c) It is recommended that the delegates record all expenses and save all lodging, travel, and meals receipts as any amounts exceeding the reimbursement may be tax deductible on their personal income tax. 7-1 {Revised June 11, 2017}

20 8. Association Tournaments (a) Championship Tournaments 1) Open tournament (men and women). 2) Women s tournament. 3) Youth Tournament. (b) Tournament Management 1) The Association Manager is responsible for the operation of championship tournaments as tournament manager with the following duties: a) Ensure the tournaments are certified by USBC. b) Submit scores to USBC Headquarters. c) Assist in the adoption of rules and ensure the enforcement. d) Manage tournament entries, establish and publish lane assignments prior to squad times. e) Verify entering averages including rerating. f) Pay all tournament expenses. g) Compile results and process prize money and awards. Youth funds must be submitted to the SMART fund. h) Submit the tournament financial report. (c) Tournament Operation 1) Tournament will be held in the GTUSBC jurisdiction. a) Unless otherwise stated in a future response, ownership of the Oil Bowl in Longview has chosen not to participate in the bidding process for the championship. b) The GTUSBC board has determined that Kilgore Bowling Center is not large enough to accommodate the championship tournament. c) Green Acres Bowl in Tyler will continue to be the host site until further notice. 2) Any added monies will be added to each championship tournament proportionate to entries. 3) The GTUSBC Championship Tournaments will be held simultaneously with divisions for the Open, Women s, and Youth. (d) Rules 1) Governed by the following: a) Article V of the GTUSBC Bylaws. b) USBC Playing Rules. c) USBC Association Policy Manual. 2) Tournament rules: a) Adopted by the GTUSBC Board (or committee if appointed). b) No rule may conflict with USBC rules. The following rules do not apply: 300c, Item 1(b) 301a 303 Item e c) Cannot require an average to have a minimum number of games in excess of 21 for adults, 12 for youth. d) The most recent copy of rules and entry form can be found in the Appendix, Item J. 8-1

21 {Revised June 11, 2017 (e) Entry Forms 1) Developed by the GTUSBC and approved by the board. 2) Entry forms will be made available online and at each bowling center within the GTUSBC jurisdiction. 3) Centers outside of Tyler will receive entry forms by mail or in person delivery from a GTUSBC director. 4) All GTUSBC members that have opted in to receive communication via will receive a link to the entry form in the newsletter announcing the tournament dates and squad times. 5) Tournament Format: a) Open Four player teams. Doubles. Singles. All-events. b) Women s Four player teams. Doubles. Singles. All-events. c) Youth Singles. d) The GTUSBC Officers and Board will be asked to volunteer in the running of this tournament. e) Positions needed: Lane Monitors Scoring Retrieval Entry Table Assistance 50/50 Ticket Sales Brackets Table Ball Raffle Sales Announcements f) Fundraising 50/50 Ticket Sales profits will be added to the tournament prize fund Brackets profits will be added to the tournament prize fund. Ball Raffle Sales profits will go toward the youth to offset costs associated with travel and entry into the annual Texas state youth tournament. (f) Annual City League Championship Tournament 1) GTUSBC will oversee this tournament, held annually at Green Acres Bowl. 2) The rules and entry requirements will be approved by Green Acres Bowl management. 3) This tournament will be sanctioned and governed under USBC playing rules. 4) Emergency Procedures a) Weather related emergencies will be processed by the tournament manager. The tournament manager will notify the president of the association for decision regarding unforeseen events. Association directors will be notified and requested to contact team captains with any changes or cancellations. 8-2

22 {Revised June 11, 2017 b) Bowler related emergencies The tournament manager with involvement from the bowling center management will decide matters regarding bowler related emergencies. Accidents or catastrophic illness will be processed through the bowling center protocol. (g) Additional Tournaments 1) The GTUSBC may choose to offer and manage additional tournaments including but not limited to: a) Mixed b) Seniors c) Adult/Youth d) Scholarship e) No-Tap f) Bakers 8-3 Revised June 11, 2017}

23 9. Awards and Recognition (a) Hall of Fame 1) The hall of fame process is described in the committee section of the operations manual and included in the Appendix, Item K. 2) Qualification Categories are: a) Individual Achievement. b) Meritorious Service. c) Builder. d) Grandfather Member. e) Award of Appreciation. (b) Association Awards 1) The following awards will be given to deserving members of sanctioned leagues bowling in the centers within the GTUSBC jurisdiction. a) Highest Scratch Series Male and Female b) Highest Average Male and Female c) Most Improved Average Male and Female 2) In the case of a tie, each individual will earn the award. (c) League Awards 1) Patches are the designated awards for Individual and League achievement. a) The GTUSBC will honor all league members for their first achievement each year in the following categories: 125 Game Average 100 & under 150 Game Average 120 & under 175 Game Average 140 & under 200 Game Average 165 & under 225 Game Average 190 & under 250 Game Average 215 & under 275 Game 300 Series Average 90 & under 400 Series Average 120 & under 500 Series Average 145 & under 600 Series Average 175 & under 700 Series 75 Pins Over Game 140 Pins Over Game b) Each league will honor members for the following achievements League High Game League High Series Most Improved Average League Champion c) Additional criteria and the BLS software template is attached in the Appendix, Item L. 9-1 {Revised June 11, 2017}

24 10. Other Association Requirements (a) Logo/Branding 1) The official Greater Tyler USBC logo may not be used in merchandising or advertising without the consent of the GTUSBC Association board and the USBC. 2) There are two versions of the logo: a) Vertical Stack. The star is above USBC with Greater Tyler below a blue line. b) Horizontal Mark. The star is placed to the left of USBC with Greater Tyler a blue line. 3) All uses of the Logo must follow USBC guidelines as described in the document, Appendix N (b) Record Retention 1) All available records of all former organizations will be retained as required. (Premerge, WBA, BA, YABA, etc.) 2) All available records of the former Longview Association will be retained as required. 3) Permanent Retention a) Legal documents Articles of Incorporation Bylaws/Amendments GTUSBC Operations Manual Charter All Legal correspondence and documents b) Tax Documents Tax returns, correspondence, statements, documentation W2 and 1099 Forms IRS 990 filings c) Finance/Accounting External audit reports Financial statements Asset records General ledgers d) Personnel Employment/Employee records (US Fair Labor Standards Act) e) Other Final average lists or average books Association run/sponsored tournament winners Team and Individual game/series honor scores Hall of Fame inductees 4) Two Years Retention a) Membership applications b) League applications c) Association tournament entries and operational records d) Lane certifications e) Budgets 10-1 {Revised June 11, 2017}

25 5) Three Years Retention a) Bank Statements b) Reconciliations 6) Five Years Retention a) Accounting records (payables and receivables). b) Payroll records c) Expired contracts 7) Seven Years Retention a) Cancelled checks b) Inventory statements c) Employee withholding statements d) Minutes If open business remains, or there is foreseeable concern for old business, those minutes should be retained beyond seven years. (c) Supply Distribution 1) League Officers Workshop a) The association manager will arrange a meeting of league officers prior to the start of the fall season. b) The agenda will include: USBC Rules Changes (including dues changes). GTUSBC changes New programs offered locally. Providing secretary packets for leagues BLS League Secretary updates and discussion. Local Championship Tournament Dates and Times State Tournaments update National Tournaments update Additional Items as deemed necessary by the GTUSBC Association board. c) The Association Manager will maintain contact with league secretaries throughout the year. Providing league bowler awards. Updating changes as needed. Preferred method of communication is via . In the event a league secretary has no access to , communication through the bowling center is allowed. (d) Certifications 1) The GTUSBC will follow national guidelines for lane certification a) As the certification specifications will be changing for the season, this section will not apply. b) For Information purposes only, the new certification specifications are included in the Appendix, Item M. 2) CLIP (Computerized Lane Inspector Program) a) It is recommended by the GTUSBC that all lane inspectors take the time to complete the online training. b) Lane certifications, including pin inspections and lane dressing inspections will follow guidelines as set forth in the CLIP Manual. (Available online at bowl.com) 10-2 {Revised June 11, 2017}

26 11. Appendix X APP END IX 11-1

27 (a) Charter {Revised August 1, 2009} 11-2

28 (b) Officers & Directors Contact Information Greater Tyler USBC Association Contacts Association # Name Address City, ST, Zip Home Phone # Cell Phone # Address Association Address Barber, William 5618 FM 346 E Tyler, TX (903) williamb @icloud.com will@greatertylerusbc.com Bessire, Frances PO Box 254 Chandler, TX (903) (903) tylerwba@aol.com fran@greatertylerusbc.com Counts, Kenneth 2729 Williamsburg Dr. Tyler, TX (903) (903) samezell270@hotmail.com ken@greatertylerusbc.com Fabinski, Jeremy 1602 Lakeview Circle Whitehouse, TX (903) skpr14@yahoo.com jeremy@greatertylerusbc.com Ford, Derwin 1702 FM 357 Tyler, TX (903) derwinford@aol.com derwin@greatertylerusbc.com Frausto, James (Bubba) Hwy 64 E Tyler, TX (903) jamesfrausto@hotmail.com james@greatertylerusbc.com Hall, Brad W Stonebank Crossing Tyler, TX (903) (903) leaguebowler@me.com brad@greatertylerusbc.com Harrington, Cindy CR 192 Tyler, TX (903) ckh300@sbcglobal.net cindy@greatertylerusbc.com Hebert, Monique 7277 Bent Oak Ln. Tyler, TX (903) r19g20@suddenlink.net monique@greatertylerusbc.com Jenkins, Stephen 2344 E Elgem Tyler, TX (903) jenkins8917@att.net stephen@greatertylerusbc.com Johnson, Dorothy PO Box 594 Chandler, TX (903) dlj1950@earthlink.net dorothy@greatetylerusbc.com Milner, Gary Big Oak Dr Flint, TX (903) gcm300@gmail.com gary@greatertylerusbc.com Nick, Terry 538 W. Sixth Tyler, TX (903) golfpaint2@aol.com terry@greatertylerusbc.com Simmons, Paul King Ranch Dr Flint, TX (903) psimmons57@yahoo.com paul@greatertylerusbc.com Willadsen, Joy 7372 Hill-n-Dale Rd Tyler, TX (903) jwilladsen@etcil.org joy@greatertylerusbc.com {Revised June 20, 2017} 11-3

29 (c) Board Nomination Form BOARD OF DIRECTORS NOMINATION FORM Complete and return this form to the Greater Tyler USBC mailbox or an officer or director. Important: This form MUST be turned in by (Insert Date) POSITION APPLIED FOR: (Insert Positions up for election) 1) Name: 2) Qualifications: Address: Telephone: A) Number of years in organized bowling: B) League offices held: C) Committee Served: D) Other bowling offices held: E) Current leagues & offices held: F) Occupation/years: G) Please write a short statement why you wish to serve on the board of directors: 11-4 {Revised December 1, 2016}

30 (Nomination Form, cont d.) BOARD OF DIRECTORS AUTHORITY AND DUTIES THE BOARD SHALL NOT ENGAGE IN ANY ACTS CONSTITUTING A CONFLICT OF INTEREST. THE BOARD S DUTIES INCLUDE, BUT ARE NOT LIMITED TO: 1) ENFORCING THE BYLAWS OF THE GREATER TYLER USBC BOWLING ASSOCIATION. 2) COMPLYING WITH THE USBC ASSOCIATION POLICY MANUAL. 3) ENSURING ADHERENCE TO ALL USBC PERFORMANCE STANDARDS. 4) CONDUCTING CHAMPIONSHIP LEVEL COMPETITION FOR ITS MEMBERSHIP CONSTITUENCY. 5) PROVIDING EDUCATION, TRAINING, EVALUATIONS, RECOGNITION AND OTHER SERVICES AS DETERMINED BY THE USBC. 6) IMPLEMENTING USBC PROGRAMS. 7) SELECTING/APPOINTING AND EVALUATING THE PERFORMANCE OF THE ASSOCIATION MANAGER. 8) APPROVING USE OF MEMBERSHIP RECORDS. 9) 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. 10) CONDUCTING SUSPENSION AND REINSTATEMENT HEARINGS. 11) ELECTING THE NOMINATING COMMITTEE BY MAJORITY VOTE. A CANDIDATE FOR THE BOARD MUST BE: BOARD ELIGIBILITY 1) A USBC (AND GREATER TYLER USBC) MEMBER IN GOOD STANDING UPON APPLICATION AND THROUGHOUT THEIR TERM AS A DIRECTOR OR OFFICER. 2) ELECTED OR APPOINTED WITHOUT REGARD TO RACE, COLOR, RELIGION, DISABILITY, NATIONAL ORIGIN, OR AGE, OTHER THAN THE MINIMUM AGE AS OUTLINED BY THE GREATER TYLER USBC BOWLING ASSOCIATION BYLAWS. 3) BE CURRENT ON ALL LEAGUE AND ASSOCIATION DUES, FEES, AND LINEAGE. 4) WILLING TO ADHERE TO THE BOARD S COMMITMENT TO SERVE, CODE OF ETHICS, CONFIDENTIALITY POLICY, AND CONFLICT OF INTEREST POLICY. THESE POLICIES ARE AVAILABLE FOR REVIEW UPON REQUEST. 4) BE ABLE TO ATTEND BOARD MEETINGS, HELD MONTHLY (1 ST MONDAY) AT GREEN ACRES BOWL, TYLER, TEXAS. A CANDIDATE FOR THE BOARD MUST HAVE: BEEN A MEMBER OF THE GREATER TYLER USBC BOWLING ASSOCIATION FOR TWO YEARS. ATTENDED 2 OUT OF THE LAST 5 ANNUAL MEETINGS. IF NOMINATED, I WILL ACCEPT THE POSITION IF ELECTED, AND WILL PARTICIPATE ACTIVELY IN ALL BUSINESS MEETINGS AND ACTIVITIES REQUIRED BY THIS POSITION. NOMINEE S SIGNATURE 11-5 {Revised December 1, 2016}

31 (d) Code of Ethics Commitment to Serve/Code of Ethics/Confidentiality/Conflict of Interest Commitment to Serve / I pledge my commitment to the Greater Tyler USBC Association to serve, along with other members of the board, the bowlers of our association. / I commit myself to the goals and purpose of our association. These goals will be our members needs. / I will seek our members responses with regard to the successes of our programs and services. / I commit myself to cooperate and willingly put forth the effort to establish and maintain good working relationships with other board members. / I commit myself to participate and help to resolve conflict that may arise among board members. / I commit myself to maintain a professional demeanor when serving as an officer or director of our association. / I commit myself to fulfill the responsibilities of my position on the board of directors to the best of my abilities. / If I cannot meet my commitment, I will set a deadline for improvements. If I cannot meet that deadline, I will work to find a replacement person who is willing to meet these commitments. Code of Ethics Board members have an obligation to meet moral as well as legal standards. As a member of this board I will: / Represent the interests of all people served by this organization, and not favor special interests inside or outside of this association. / Not use my service on this board for my own personal advantage or for the advantage of my friends or supporters. / Keep board and sensitive information confidential. / Approach all board issues with an open mind, prepared to make the best decisions for everyone involved. Do nothing to violate the trust of those who elected or appointed me to the board or of those we serve. / Focus my efforts on the mission of the association and not on my personal goals. / Never exercise authority as a board member except when acting in a meeting with the full board or as I am delegated by the board. Confidentiality Policy and Agreement As a member of the Greater Tyler USBC Association Board of Directors (the Board ), I recognize that I owe a fiduciary duty of care to this association. This includes a duty of confidentiality. All information and documentation that I receive from the association and others in connection with my service on the Board will be treated with strict confidentiality. This includes information in all forms, oral, written, or electronic including all information contained or stored in computers and discs. Neither the contents nor the existence of this information or documentation will be shared with anyone other than the officers, directors, employees, and attorneys of the association, as directed by the Board. I will direct any questions regarding my confidentiality obligations to the association President. I acknowledge and agree that my selection for service on the Board and the opportunities made available to me by serving on the Board constitute good and valuable consideration for entering into this agreement, the receipt and sufficiency of which I hereby acknowledge. Conflicts of Interest Policy I, the undersigned, as a member of the Board of Directors of The Greater Tyler USBC Association, hereby acknowledge and agree as follows: / I received a copy of the Association s Conflicts of Interest Policy / I read and understood the Policy / I agree to comply with the Policy / I understand the Policy applies to all committees having board-delegated powers / I understand the Association is a charitable, scientific and educational organization and, in order to maintain the tax-exempt status of the Association under Section 501(c)(3) of the Internal Revenue Code of 1986, as amended, the Association must continuously engage primarily in activities which accomplish its tax-exempt purposes. Signature: Date: {Revised July 31, 2015} 11-6

32 (e) Board Obligations Board Obligations Although the bylaws include a statement regarding indemnification, board members may not be completely exonerated of any and all liabilities that may arise from failure to carry out their responsibilities. For this reason, it is extremely important that board members at all times practice the Duties of care and Loyalty, as detailed in the following sections, and as outlined in the Guidebook for Directors of Nonprofit Corporations, Second Edition, from the Committee on Nonprofit Corporations, American Bar Association. Duty of Care The duty of care calls upon a director to act in a reasonable and informed manner when participating in the board s decisions. The duty of care requires that first, a director is informed; and second, a director discharge his duties in good faith, with the care that an ordinarily prudent person in a like position would reasonably believe appropriate under similar circumstances. This is generally referred to as the business judgment rule. Elements of the Duty of Care: / Attending meetings regular attendance at meetings of the board of directors is a basic requirement of director service. Directors may not vote by proxy. / Importance of regular attendance All directors must remember that they act as a group, and therefore regular board meeting attendance is essential. Repeated absences may expose the director to the risk of not satisfying the duty of care. / Attendance at committee meetings A director appointed to serve on a committee of the board is expected to regularly attend such committee meetings, and to be active in the committee s deliberations and other activities. A director must satisfy the duty of care in discharging his duties as a committee member. / Exercising independent judgment The duty of care requires that each director share equally in the responsibility of the board to act in the best interests of the corporation. Each director should exercise his or her independent and informed judgment on all decisions. The director s decisions must only be based on what is in the corporation s best interest, not any personal or constituent group. Example: The board of directors approves spending 75% of its income on a party for the board members. This would not be consistent with the duty of care. Duty of Loyalty The duty of loyalty requires directors to exercise their powers in good faith and in the best interests of the corporation, rather in their own interests or the interests of another entity or person. The basic legal principle here is that a director shall not use a corporate position for individual personal advantage. Example: If a director owns a T-shirt company, and the board always gives the association tournament T-shirt order to his/her company, either without going through a bidding process, or despite his/her prices being higher than other bids, the board would not be exercising the duty of loyalty. The duty of loyalty primarily relates to conflicts of interest and confidentiality. / Conflicts of interest the duty of loyalty requires that a director be conscious of the potential for such conflicts and act with candor and care in dealing with such situations. Conflicts of interest involving a director are not inherently illegal nor are they to be regarded as a reflection on the integrity of the board. It is the manner in which the director and board deal with a disclosed conflict that determines the propriety of the transaction. / Confidentiality A director should not disclose information about the corporation s activities unless they are already known by the public. Individual directors are not spokespersons for the corporation and thus disclosure to the public of activities should be made only through the corporations designated spokesperson, usually the President or Association Manager. The following list of related documents should be read and signed by each member of the board of directors: / Code of Ethics / Commitment to Serve / Confidentiality Policy and Agreement / Conflict of Interest & Sample Policy & Disclosure Form The association should then retain the original documents in their files. 11-7

33 (f) Conflict of Interest Policy Conflict of Interest Policy and Disclosure WHEREAS, The Greater Tyler USBC Association (the Association ) is a nonstock, nonprofit corporation organized and operated exclusively for charitable and educational purposes, rather than for the personal and private benefit of any person; AND WHEREAS, the Board of Directors of the Association (the Board ) seeks to ensure that any and all persons serving thereupon fully understand the nature, extent and implications of these principles, which at all times shall be deemed fundamental to the existence of the Association, and that such persons manifest a complete understanding and acceptance of, and commitment to, these principles; NOW, THEREFORE, the Board hereby adopts the following Conflicts of Interest Policy: Section A. Definitions 1. Interested Person. Any person serving as a member of this Board who, as of the date of discussion or action by the Board, either: a. Has a direct or indirect Financial Interest, as defined in item 2 below, or b. Intends, or understands it to be more probable than not, that he or she will acquire such a direct or indirect Financial Interest at any time during the pendency of the proposed transaction or arrangement. 2. Financial Interest. An interest, whether through business, investment, or immediate family (spouse, children and parents), which can be described as one or more of the following: a. An ownership or investment interest in any entity with which the Association has a transaction or arrangement, or b. A compensation arrangement with the Association or with any entity or individual with which the Association has a transaction or arrangement, or c. A potential ownership or investment interest in any entity or individual with which the Association is negotiating a transaction or arrangement. 3. Conflict of Interest. With respect to a matter for discussion or action by the Board, any circumstance under which an Interested Person, by virtue of a Financial Interest, may be influenced, or may appear to be influenced, either in whole or in part by any purpose or motive other than the success and well-being of the Association and the achievement of its public charitable purposes. Section B. Disclosure of Financial Interest and Determination of Conflict 1. Disclosure of Financial Interest. If, at any time, an Interested Person becomes aware that the Board may or shall discuss or act upon any transaction or arrangement which may have any bearing of any kind upon, or may relate in any manner to, a Financial Interest of the Interested Person, such Interested Person shall disclose such Financial Interest to the Board as follows: a. The Interested Person shall provide to the Board, in advance of such discussion or action by the Board, written disclosure of the existence, nature and extent of the Interested Person s Financial Interest, or b. If written disclosure cannot be provided in advance, e.g., in situations where the Interested Person does not realize the nature of the transaction or arrangement to be discussed or acted upon until discussions have already begun, the Interested Person shall verbally inform the Board immediately upon such Interested Person s realization that the transaction or arrangement may bear upon or relate to a Financial Interest of the Interested Person, and shall provide such written disclosure to the Board as soon as possible. 11-8

34 (Conflict of Interest Policy, cont d.) Any and all written or verbal disclosures of Financial Interests shall be made a formal part of the minutes of the Board. Notwithstanding the foregoing, an Interested Person shall not be required to disclose pursuant to this Section B any Financial Interest which, in the exercise of such Interested Person s reasonable judgment, is so de minimis that it would not under any circumstances influence, or appear to influence, the Interested Person s judgment or actions with respect to the proposed transaction or arrangement to be discussed and/or acted upon by the Board. 2. Recusal by Interested Person. In connection with an Interested Person s disclosure of a Financial Interest pursuant to Section B above, an Interested Person may determine that such Financial Interest creates a Conflict of Interest with respect to the proposed transaction or arrangement to be discussed or acted upon by the Board. In such circumstances, the Interested Person may voluntarily recuse himself or herself from discussion or action by the Board, at such time and in such form as is used by the Interested Person to disclose such Financial Interest pursuant to Section B above. 3. Determination of Conflict of Interest. Where an Interested Person has provided advance written disclosure of a Financial Interest but has not voluntarily recused himself or herself from discussion of or action upon the proposed transaction or arrangement, the Board shall, prior to commencing its discussion or taking action, determine whether the Financial Interest creates a Conflict of Interest, as defined above. The Interested Person shall not participate in any discussions or vote related to this determination, except to the extent necessary to fully explain the Financial Interest and the manner in which the proposed transaction or arrangement to be discussed or acted upon by the Board may or will bear upon or relate to the Financial Interest. Acting either at the request of any member of the Board or in his or her individual discretion, the President may direct that the Interested Person leave the meeting room for all or any part of the discussion or vote related to the determination of whether the Financial Interest creates a Conflict of Interest. Section C. Procedures upon Determination of a Conflict of Interest 1. Exclusion from Discussion and Vote. In circumstances where the Board has determined that a Conflict of Interest exists, the Interested Person shall not participate in any discussion or vote regarding the transaction or arrangement at issue, and shall not be present in the meeting room for any part of the discussion or vote relating to the transaction or arrangement. 2. Action by Board. With respect to any transaction or arrangement with regard to which the Board has determined that a Conflict of Interest exists, the Board shall discuss such transaction or arrangement as appropriate, but shall not formally approve such transaction or arrangement unless and until the non-interested members of the Board have decided, by majority vote, that the transaction or arrangement is in the best interests of and for the benefit of the Association, and is fair and reasonable thereto in all respects. Section D. Documentation of Disclosure and Procedures Meeting Minutes. Minutes of meetings of the Board shall include copies of all written disclosures of Financial Interests, and shall describe all verbal disclosures thereof. Such minutes shall further reflect the determination of the Board as to whether a Conflict of Interest exists, and the objection of the Interested Person, if any, to such determination. Where a Conflict of Interest has been determined to exist, the minutes should reflect in significant detail the Board s compliance with the procedures described in Sections C item 1 and Section C item 2 above. With respect to any transaction or arrangement with regard to which a Conflict of Interest has been determined to exist, meeting minutes shall describe the substance of the discussions relating to the transaction or arrangement, and who was present for such discussions. In addition, minutes should identify the members who were present for any and all votes upon such transaction or arrangement, along with a record of the final vote. 11-9

35 (Conflict of Interest Policy, cont d.) Section E. Periodic Review 1. Periodic Review of Policy Implementation. To ensure the utmost efficacy of this Policy, the Board shall establish a system to ensure the periodic review by one or more independent persons or organizations of the record of implementation of this Policy. 2. Periodic Review of Transactions and Arrangements. In connection with and in addition to the above, the Board shall establish a system to ensure the periodic review of actions taken by the Board on behalf of the Association. Such review is intended to ensure that the Association continues at all times to be operated exclusively for the achievement of its public charitable purposes, rather than for the benefit of one or more private persons. Section F. Written Assent by Members 1. Written Acceptance. At least once per season (August 1 July 31), each member of the Board shall sign a written statement certifying to all of the following: a. He or she has received a copy of this Policy; b. He or she has read and understands this Policy; c. He or she agrees to comply with this Policy; d. He or she understands that this Policy applies to all committees having board delegated powers; and e. He or she understands that the Association is a charitable organization and, in order to maintain the tax-exempt status of the Association under Section 501(c)(3) of the Internal Revenue Code of 1986, as amended, the Association must continuously engage primarily in activities which accomplish its tax-exempt purposes. Any member of the Board who refuses or fails to sign such a statement shall be prohibited from participating in discussion or action by the Board. 2. Failure to Disclose Financial Interests. If it is determined at any time that an Interested Person has negligently or intentionally failed to disclose a Financial Interest, the President shall consider the imposition of such sanctions as the President, in his or her exclusive discretion, may deem appropriate {Revised July 31, 2015}

36 (g) Annual Meeting Notice 11-11

37 (h) Financial Review Form Financial Review Report Form Association # Name: The Greater Tyler USBC State: TX The purpose of this form is to notify the GTUSBC board and members that the association has met its requirement to complete an annual financial review and has considered, at a minimum, the items outlined below. If the GTUSBC has met the following requirements, please check the appropriate areas. If the committee or outside audit firm finds the association has not complete any of the requirements, do not check the box but indicate how the association will satisfy this requirement in the space for recommendations. Give a copy of this form to the Association Manager and President. An examination was performed by. The committee has examined the financial records of the Greater Tyler USBC for the period through. At a minimum, the appropriate Internal Revenue Service (IRS) forms were filed. 990 Annual Information Return Not Applicable 990-N e-postcard-electronic Annual Information Return Not Applicable 990-EZ - Annual Information Return Not Applicable IRS REQUIRES THAT THE APPROPRIATE 990 REPORT IS FILED YEARLY 940 Employee Income Tax Applicable if paid $99/yr. or more 990-T Unrelated Business Income Applicable if Unrelated Business Income is $1,000 or more 1099 MISC Income Paid Non-employee(s) Applicable for non-employees who earned (combined) over $600 Other: Recommendations: 11-12

38 (Financial Review Form, cont d.) The appropriate State reports were filed. Workman s Compensation Tax Unemployment Tax Other: Recommendations: Does Not Apply President verifies accounts monthly. Recommendations: Financial disclosure, including salaries, was provided to the membership. Recommendations: Deposits were made within seven days of receipt. Recommendations: members. Withdrawals and payments on association accounts had two signatures who are non-family Recommendations: Receipts were issued. (e.g. for expensed items such as office supplies or to league secretaries upon receiving dues.) Recommendations: 11-13

39 (Financial Review Form, cont d.) The association has received a gaming license/permit from the State Gaming Board, State Gaming Commission or its equivalent, to conduct games of chance for fundraising purposes (raffles, 50/50, etc.) Does Not Apply. Recommendations: Based upon our examination, we the undersigned consider the financial statements of the Greater Tyler USBC for the period through to be an accurate summary of transactions conducted during that period. The committee/auditors provided a copy of this report to the: Greater Tyler USBC Association Board of Directors Sincerely, Date Committee Chairman/Outside Auditor Printed Name {Revised June 20, 2017}

40 (i) Scholarship Fund Scholarship Fund Program The Greater Tyler USBC (GTUSBC) is dedicated to the sport of bowling and its bowling members. In an effort to provide A Future for the Sport and to support our members and their families, a scholarship program is offered annually. The GTUSBC award will be offered to a qualifying individual based on the guidelines set forth below. The Mission is to give a deserving young person living within the jurisdiction of the GTUSBC, and opportunity to BUILD upon and IMPROVE themselves through education. The Vision of the GTUSBC Scholarship Program is empowering a young person(s) within our jurisdiction with educational resources, based on academic achievement and need. The Purpose of the GTUSBC Scholarship is to provide an additional resource to a deserving high school senior intending to pursue a course of study at either a two-year or four-year educational institution or vocational school. For 2018, the GTUSBC Scholarship Fund award is $500 each for up to two students who will attend a two-year or four-year educational institution or vocational school. Funds will be awarded through the USBC Scholarship Management and Account Reporting for Tenpins (SMART) program upon evidence of registration. Scholarship will be administered by SMART, account # Criteria and Eligibility: 1. Applicant must attend a high school within the GTUSBC jurisdiction or an adjoining county. They are: Anderson, Cherokee, Gregg, Harrison, Henderson, Rains, Rusk, Smith, Upshur, Van Zandt, and Wood counties. 2. Applicant must be a graduating high school senior in the year of the award. Returning applicants must be currently enrolled in a two-year or four-year educational institution or vocational school. 3. Applicant must be academically eligible to graduate high school. Returning applicants must have a 2.0 or higher GPA. 4. Applicant must be a current GTUSBC bowler, or be the child, grandchild, great grandchild, stepchild, step grandchild, or step great grandchild of a current member of the Greater Tyler USBC. 5. Applicants may not be related to any GTUSBC Scholarship Committee member per our existing conflict of interest policy

41 (Scholarship Fund, cont d.) General Instructions: 1. DEADLINE for application is FEBRUARY 1, Envelope must be postmarked on or before the deadline date. 2. Refer to the application process below for a list of the supporting documents needed. Incomplete applications will not be considered. 3. If a question does not apply, enter N/A in the space. 4. Type or print legibly. Illegible applications will not be considered. 5. Scholarship award winner will be announced during the GTUSBC annual meeting. The winning applicant is requested (though not required) to attend. 6. Questions about the application should be directed to the residing GTUSBC Scholarship Committee Chairperson. Application Process: Applicant must submit the following items: 1. Completed application form (if handwritten, printed legibly). 2. Letter of application addressed to the Greater Tyler USBC. This letter should contain a brief explanation about yourself and your college plans (name of school, intended major if known, and a planned start date). Letter not to exceed one page. 3. At least one letter of recommendation from your choice of high school teachers, administrators, or counselors. And one letter from an employer (current or previous) or individual with significant knowledge of the applicant s experience and involvement. A minimum of two letters of recommendation is required. 4. An official and recent high school transcript (official and most recent college transcript with GPA for returning applicants). 5. Personal Essay. Essay must be 1-2 typed pages, double-spaced, 12-point font. Deadline for the application is February 1, Applications postmarked after this date will not be considered. Mailing Address: Greater Tyler USBC c/o Scholarship Committee P.O. Box 254 Chandler, TX

42 (Scholarship Fund, cont d.) GTUSBC Scholarship Application Date of Application: 1. Last Name: First Name: 2. Mailing Address: Street: City: State: Zip Code: 3. Daytime Phone Number: ( ) 4. Date of Birth: Month: Day: Year: 5. Are you related to any GTUSBC Scholarship Committee Member? (Yes/No) 6. Current High School: Years Attended: 7. School you are planning to attend: Proof of acceptance or current student enrollment is required. 8. I will be entering the above-mentioned school as a: Freshman Sophomore (circle one) 9. Name of Parent or Legal Guardian(s): 10. Address (if different): 11. Name and Relationship of Greater Tyler USBC Member giving you eligibility: 11-17

43 (Scholarship Fund, cont d.) 12. List any academic honors or awards, service activities, hobbies, sports, or extracurricular activities: 13. Personal Essay: Please answer the following question: Why should the Greater Tyler USBC consider you for this scholarship? Returning recipients should answer the question, How has attending college impacted your life? Your essay must be 1-2 pages, typed, doublespaced using a 12-point font (preferably Times New Roman as this document is using). Please ensure there are no grammatical/punctuation errors. 14. Review: The following items must be included for the application to qualify to be reviewed by the scholarship committee. Your application will not be considered unless all questions below are answered YES. YES, NO Fully completed application. If a question does not apply to you, the proper response is N/A. YES, NO Letter to Scholarship Committee. No more than one page, typed as specified. YES, NO A minimum of two letters of recommendation. YES, NO Most recent official (copy is acceptable) high school transcript. Copies must be signed by a counselor or principal. YES, NO Personal essay. Must be at least 1-2 pages, typed at stated. STATEMENT OF ACCURACY I hereby affirm that all the information contained in this application is true and correct to the best of my knowledge. I also consent that my picture may be taken and used for purposes deemed necessary to promote the scholarship program. I hereby understand that if chosen as a scholarship recipient, funds will be administered by SMART, account # Signature of Scholarship Applicant: Date: Signature of Applicant s Guardian/Parent: Date: {Revised June 5, 2017}

44 (j) Championship Tournament Entry & Rules 11-19

45 (Tournament Entry & Rules, cont d.) {Revised September 1, 2016} 11-20

46 (k) Hall of Fame Committee & Induction Process Greater Tyler USBC Hall of Fame Committee and Induction Process 1. The name of the nomination committee shall be the Hall of Fame Committee. 2. The purpose of the Hall of Fame Committee shall be to perpetuate the names of those who have displayed outstanding ability in the sport of American Tenpins and/or have contributed meritorious service to the reputation and progress of bowling in the area served by the Greater Tyler USBC Association. 3. The Tyler Bowling Hall of Fame shall be an official function of the Greater Tyler USBC Association, and membership in the Tyler Bowling Hall of Fame shall be determined by annual election. 4. The Hall of Fame Committee: a. All current members of the Tyler Bowling Hall of Fame are members of the Hall of Fame Committee. b. The Association President is an ex-officio member of the Hall of Fame Committee. c. If the Hall of Fame Committee drops below 9 active members, then additional at-large members of the Greater Tyler USBC Association may be appointed by the Association President to get the number of members up to 9. The Board of Directors must approve all appointments made. 5. Candidate Qualifications by Category: a. Individual Achievement: Bowlers in this category shall have received local and/or state and/or national and/or international recognition for their bowling prowess and have maintained a high average for a minimum of 15 years. b. Meritorious Service: Outstanding volunteers who through their efforts and devotion to service improved the quality and standards of bowling and enriched the bowling experience for our members of the local and/or state and/or national and/or international levels in the sport of bowling for a minimum of 12 years. c. Builder: Dedicated individuals in volunteer capacities, who have contributed to the development and growth of our sport through the outstanding leadership (coach and/or administrator) at the local and/or state and/or national and/or international levels of bowling for a minimum of 12 years. d. Grandfather Member: Bowlers in this category shall have maintained membership in the local association for at the minimum of 30 years and have shown a high level of sportsmanship/conduct and exceptional enthusiasm for the sport of bowling in the local Tyler association. e. Award of Appreciation: Individuals or organizations, which have made an outstanding contribution to the promotion, development or sponsorship of bowling, shall be recognized as an associate member of the Bowling Hall of Fame of Tyler. 6. Method of Selection: a. The Hall of Fame Committee shall make the selections of Hall of Fame Inductees. b. Members of the Hall of Fame Committee will cast a secret ballot for no more than 8 nominees and their categories per year. The nominees receiving the required number of votes will be inducted 11-21

47 into the Tyler Bowling Hall of Fame, with a maximum of 2 per year. (Hall of Fame Committee, cont d.) a. It will require a two-thirds Aye vote of the Hall of Fame Committee members present to be elected to the Tyler Bowling Hall of Fame. b. Nominees not selected in a given year are not automatically included in the next year s selection process. A new resume must be completed if someone wishes to nominate them again. 7. Induction Criteria: a. Candidates for nomination to the Tyler Bowling Hall of Fame will be solicited from the bowling community of the Greater Tyler USBC Association. b. Nominations may still be forwarded to the Tyler Hall of Fame Committee for review and approval even though information on their achievements and/or contributions to the sport of Bowling is not readily accessible, provided the Hall of Fame Committee unanimously supports their nomination. c. A completed nomination form must be turned in to a Greater Tyler USBC Association board member or to the nomination committee by December 1st of each year to be considered for nomination for the Hall of Fame class presented to the members at the annual member s awards banquet that bowling year. d. The Hall of Fame Committee and Greater Tyler USBC Association board members also may present names of candidates for consideration. e. Members of the Tyler Bowling Hall of Fame may be selected from living members or may be made posthumously. 8. The Greater Tyler USBC Association Board of Directors may amend these procedures by a two-thirds vote. 9. A quorum at all meetings of the Hall of Fame Committee shall be a majority of the committee members. 10. The Hall of Fame Committee should have all nominations turned into the Greater Tyler USBC Board of Directors no later than January 1st of each year. 11. These procedures may be amended by the Greater Tyler USBC Association Board of Directors by a two-thirds vote. 12. The expense of operating the Hall of Fame shall be borne by the Greater Tyler USBC Association. 13. Inductees should be announced and any awards be presented at the annual membership meeting. 14. Possible display sites for the Tyler Hall of Fame members' photos, etc... should be determined by the Greater Tyler USBC Association Board of Directors

48 (Hall of Fame Committee, cont d.) GREATER TYLER USBC HALL OF FAME NOMINATION FORM A completed nomination form must be turned in to a Tyler Hall of Fame member by (insert date here) to be considered for nomination for the Hall of Fame class presented to the members at the next Annual Meeting. Name of Candidate: Ph. # Address: CANDIDATE QUALIFICATIONS BY CATEGORY: A. Individual Achievement: Bowlers in this category shall have received local and/or state and/or national and/or international recognition for their bowling prowess and have maintained a high average for a minimum of 15 years. B. Meritorious Service: Outstanding volunteers who through their efforts and devotion to service improved the quality and standards of bowling and enriched the bowling experience for our members of the local and/or state and/or national and/or international levels in the sport of bowling for a minimum of 12 years. C. Builder: Dedicated individuals in a volunteer capacity, who have contributed to the development and growth of our sport through the outstanding leadership (coach and/or administrator) at the local and/or state and/or national and/or international levels of bowling for a minimum of 12 years. D. Grandfather Member: Bowlers in this category shall have maintained membership in the local association for at the minimum of 30 years and have shown a high level of sportsmanship/conduct and exceptional enthusiasm for the sport of bowling in the local Tyler association. E. Certificate of Appreciation: Individuals or organizations, which have made an outstanding contribution to the promotion, development or sponsorship of bowling, shall be recognized as an associate member of the Greater Tyler USBC Hall of Fame. Check one or more of the categories through which this nomination is submitted for: A. B. C. D. E. Years sanctioned with the Tyler Bowling Association Years of active participation with the Tyler Bowling Association Years of participation in the Tyler Bowling Association Tournament Years of participation in YABA, TCBA, SASBA or other bowling organizations. Years of participation at National Conventions and/or State or Local activities. Years of participation as a League Officer, Local and/or State Officer or Director. List offices held. (Attachment) Have you performed any special services for the Tyler Bowling Association or other organizations? (Attachment) Years of sanctioned average of 175 or higher Highest Average Highest Game Highest Series List High Scores and Awards i.e. 700 series, 800 series, 275 or better games and other awards won. (Attachment) List Championships, Local, National, State Other qualifications: (Attachment) Nominee s Signature: Date: To the best of my knowledge, all of the above information is true and correct. If this form is being submitted by someone other than the nominee, please fill out the following: Submitted by (Nominator): Ph. # Address: 11-23

49 (l) Local Awards 11-24

50 (m) Lane Certification 11-25

51 (Lane Certification, cont d.) 11-26