GREATER DES MOINES USBC OPPERATIONS MANUAL

Transcription

1 GREATER DES MOINES USBC OPPERATIONS MANUAL 1 P age

2 Table of Contents Chapter I..3 Chapter II.17 Chapter III 18 Chapter IV 26 Chapter V.31 Chapter VI 32 Chapter VII..37 Chapter VIII.38 Chapter IX...43 Chapter X.47 2 P age

3 Chapter I Association Structure A. Association purpose - The Greater Des Moines USBC, in its constant desire to serve the bowlers, has commitments and plans that will assist bowlers and bowling in the Association Jurisdiction. At present, the Association provides the following: 1. Measure and inspect all lanes beds in the Association jurisdiction to assure that they meet USBC specifications. 2. Assign a Director(s) to each bowling center to assist with league operations and to present both USBC and GDMUSBC Awards. 3. Process all league sanction applications and forward to USBC. 4. Distribute supplies that are required to properly operate a league to the league officers of each league. 5. Recommend approval for sanctioned tournaments. 6. Promote and conduct Local Association Championship tournaments (Open, Women s, and Youth) each year. These tournament are open to every sanctioned bowler in the jurisdiction. Tournaments will not be hosted when Greater Des Moines USBC is hosting the State or National Level Championships. 7. Interpret rules and furnish guidance to assist members and leagues to settle disputes. 8. Conducts hearings relative to infractions of USBC rules. 9. Promotes participation in the Respective Iowa State Championships. 10. Maintains individual records for all bowlers in all leagues. 11. Publishes an annual yearbook of all members bowling 21 games or more in league play. The averages are established as of March Provide proper recognition of Greater Des Moines USBC bowlers with sponsorship or the Greater Des Moines USBC Hall of Fame. B. Tax Exemption The Greater Des Moines USBC is a 501(c)3 non-profit organization according to the US Government. 3 P age

4 C. Incorporation The Greater Des Moines USBC was incorporated by the State of Iowa on May 14 th, D. Jurisdictional Boundaries E. Bylaws United States Bowling Congress (USBC) Merged Local USBC Association Bylaws Introduction The following document is the mandatory form of bylaws to be adopted by each merged local association and used in conjunction with the USBC Association Policy Manual. Complete all blanks where indicated. The association must abide by state corporate laws and may adopt additional provisions provided they do not conflict with the mandatory bylaws or state laws. The appropriate provision of state law takes precedence over the bylaws. Notes and footnotes appear only to provide clarification and examples. Parenthetical statements are for information only. Article I Name The name of the organization is the Greater Des Moines USBC Association, chartered by the United States Bowling Congress. Article II Nonprofit Corporation and Charter Section A. Nonprofit Corporation 4 P age

5 The association is organized as a nonprofit corporation and operates consistent with the requirements of an organization classified as tax exempt under Section 501(c)(3) of the Internal Revenue Code (IRC). Section B. Charter The association shall be chartered by USBC and subject to its authority. To maintain its charter, the association must: 1. Provide services for men, women and youth. 2. Adopt bylaws approved by USBC. 3. Not enact any bylaws or rules inconsistent with USBC's Bylaws. 4. Adhere to stated requirements as set forth in the USBC Bylaws and USBC Association Policy Manual. 5. Not use any part of the net earnings of the organization for the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. 6. Not have a substantial part of the activities of the organization for carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. 7. Not carry on any other purposes not permitted to be carried on by an organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code. Section C. Charter Dissolution Upon termination of its charter, the USBC association shall transfer all of its assets remaining after payment of its lawful obligations to the USBC association that is a 501(c)(3) tax-exempt organization(s) serving the bowling centers previously under their jurisdiction. If the named recipients are unwilling to accept the assets, are no longer qualified as 501(c)(3) organizations, or are no longer in existence, then the assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. If the organization fails to transfer its assets within 30 days of their termination, USBC shall be entitled to take whatever action it deems appropriate to ensure such transfer. These requirements are applicable to all associations whose charter has been revoked as well as all current and future associations. Article III Purpose 5 P age

6 The purposes of the association shall be to operate exclusively for charitable and educational purposes, including fostering national or international amateur sports competition within the meaning of Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, and to: 1. Provide equal opportunity for all in the sport of bowling without regard to race, religion, age, gender, disability, or national origin. 2. Promote the game of American Tenpins. 3. Conduct and support bowling competition. 4. Engage in any other activities permitted by an organization classified as tax exempt under Section 501(c)(3) of the IRC. Article IV Membership and Dues Membership is in effect from August 1 through July 31 and is composed of: 1. Adults who have paid the appropriate USBC, state (if applicable) and local association dues; and 2. Youth who have paid the USBC Standard Youth dues and bowl in USBC Leagues in the association s jurisdiction. Adults shall pay applicable membership dues, except as provided in Rules 100e, Traveling League and 100l, Mail-o-Graphic League. The Board, adult members and Youth Representatives 1, by two-thirds vote, determine and adopt adult dues, if any. Youth Representatives consist of: 1. USBC Youth members, at least 14 years of age, bowling in USBC Leagues within the association s jurisdiction. 2. One adult representative, who is a USBC member, from each certified youth league. (A league is not eligible for representation if it has not submitted a league application.) 3. One center representative, who is a USBC member, from each center having at least one certified youth league. 1 The association has members representing adult members and youth representatives representing USBC Youth members bowling in USBC Leagues within the association s jurisdiction. A quorum of both adults and youth representatives must be present in order to conduct business. A member may only vote once, regardless of representing adults, youth or both. 6 P age

7 The annual adult standard membership dues are as follows: Local $ 6 State $ 1 (Cannot exceed $5.) USBC adult standard membership $ Total $ 20 The annual USBC Youth Standard membership dues are $4, state/local association dues are not allowed. The Board may waive all or part of adult local dues for: 1. Adult members of other USBC associations having a reciprocal agreement with the association. 2. Other groups, such as seniors, etc., as determined by the Board. The association cannot charge additional non-dues assessments. Membership is not transferable. Article V Board of Directors - Management Section A. Board Composition, Authority and Duties The management and governance of the association is vested in the Board of Directors, which includes the Officer and Director positions. At least 20% of the total number of Board members must be Youth Directors. The Board, adult members and Youth Representatives 1 determine: 1. The number of positions on the Board. 2. Terms. 3. Term limits, if any. The total number of Board members is 23, with 18 total number of Directors. The number of Youth Directors is 5. The Board shall not engage in any acts constituting a conflict of interest. The Board's duties include but are not limited to: 1. Enforce the bylaws. 2. Comply with the USBC Association Policy Manual. 3. Conduct championship level competition for: 7 P age

8 a. Adult. Its member s constituency (men and women) and complying with state and local laws in their area. b. Youth. All USBC Youth Members. 4. Implement USBC programs as requested. 5. Select/appoint the Association Manager. 6. Approve use of membership records. 7. Re-rate the league average of an association member when there is evidence the bowler's average does not represent the bowler's true ability. 8. Conduct suspension and reinstatement hearings if requested by USBC Headquarters. (See the Suspension and Reinstatement Chapter of the USBC Association Policy Manual for re-rate, suspension, reinstatement and appeal procedures.) Section B. Eligibility A candidate for the Board (elected or appointed) must be: 1. Adult. A USBC member in good standing of the association at the time of election and throughout their term. Youth. USBC Youth member bowling in USBC Leagues within the association s jurisdiction. 2. Elected or appointed without regard to race, color, religion, gender, disability, national origin, or age, other than the minimum age of 14, unless state laws mandate a specific age, and be reasonably representative of the membership. a. Any member of the Board authorized to sign contracts or acting as a signatory on association accounts must be a minimum age of 18. b. At least 20% of the Board must be Youth Directors. c. A maximum of three bowling center proprietors may serve on the Board at one time. A proprietor is an individual who is the owner, partner, or corporate Officer of a bowling center or group of bowling centers. Excluded from the definition of proprietor is an individual who owns 25% or less of the equity shares, or who is inactive in the management of the bowling center and remains so during a term as an Officer or Director. Additional eligibility requirements, if any, are to be approved by the Board, adult members and Youth Representatives 1. [For the office of President the nominee must be serving as a Vice-President at the time of election. For the office of Vice-President the nominee must have served as a director for at least 4 years.] Section C. Election of Directors All Directors are: 1. Elected by the Board, adult members and Youth Representatives 1. 8 P age

9 2. Elected by majority vote 2, unless plurality vote 3 is adopted, by the Board, adult members and Youth Representative. They are elected by plurality vote. 3. A slate. 4. Nominations from the floor. At least 20% of the total number of Board members must be Youth Directors. Qualifications must be submitted in a format specified by the Board. Voting will be by those individuals present and voting and by ballot if there is more than one nominee for each position. Section D. Term The term for Directors is 2 years. The number of years in a term, the number of terms allowed and a stagger system are determined by the Board, adult members and Youth Representatives 1. Youth/Adult Directors may serve an unlimited number of terms and will be elected in staggered terms with 50% elected each year. Section E. Resignation, Removal, and Vacancies 1. Resignation. A Board member may resign from the Board by providing written notice of resignation to the President or, in the case of the President, to the Board. 2. Removal for Ineligibility. A Board member who is no longer eligible to serve on the Board may be removed by a two-thirds vote of the Board when a quorum is present. 3. Removal for Cause. When a Board member is accused, in writing, of failure to properly perform the duties of their office or otherwise engaging in improper or unfair activities or conduct, the Board may conduct a meeting following the Removal Procedures in the Suspension and Reinstatement Chapter in the USBC Association Policy Manual. An appeal may be filed with USBC Headquarters within 15 days of the removal. Two-thirds written consent of the full Board is required to seek re-election and/or re-appointment to the Board. 4. Vacancies. The Board fills vacancies in the President s positon. All other vacancies are filled by the President, subject to approval by the Board. 2 If a majority vote is not reached on the first ballot, the candidate receiving the lowest vote total is dropped and balloting continues until a candidate receives a majority vote. 3 A plurality vote is the largest number of votes cast for a given candidate. The candidate(s) receiving the most votes is (are) elected. 9 P age

10 Note: When filling Youth Director vacancies, please consult with the Youth Committee for their recommendations. Article VI Officers Section A. President and Vice President The Officers of this association shall include a President and Vice President. (The association determines if more than one Vice President or a Sergeant-at-Arms is necessary and defines their duties and responsibilities to be placed in the association s operations manual.) Section B. Election The Board, adult members and Youth Representatives 1 determine the election process. (Check one) 1. Officers are elected by a majority vote 2 of the Board from among the current Directors, unless state laws mandate otherwise; or 2. Officers are elected by a majority vote 2 of the Board, adult members and Youth Representatives, present and voting from: a. A slate. b. Nominations from the floor. Qualifications must be submitted in a format specified by the Board. Voting will be by ballot if there is more than one nominee for each position. Section C. Term The term for elected Officers is 2 years, not to exceed three years in a term. The number of Terms is unlimited except the president may on serve two successive terms. The Board, adult members and Youth Representatives 1 determine the number of years in a term, the number of terms allowed and a stagger system. A stagger system will be followed with the President, First and Third Vice- Presidents elected in the even years and Second and Fourth Vice-Presidents elected in the odd number years. 10 P age

11 Section D. Authority and Duties 1. President a. Presides at all meetings. b. Acts as spokesperson for the association. c. Appoints committees, with Board approval. Note: Committees should be composed of both board members and non-board members. 2. Vice President a. Presides at all meetings when the President is absent. b. Performs other duties as prescribed by the Board or requested by the President. 3. Association Manager a. Selected/appointed by and accountable to the Board. b. Acts as the ex officio non-voting Secretary/Treasurer of the Board or such other Officer designation as required by law and determined by the Board. c. Responsible for other duties as prescribed by the Board and in the USBC Association Policy Manual. Section A. Annual Meeting Article VII Meetings An Annual Meeting of the Board, adult members and Youth Representatives 1 shall be held at a time and place approved by the Board. (See Article IX, Section D for the time frame for election of Delegates and Alternates to the USBC Annual Meeting.) 1. Attendance Attendance is open to all adult members, Youth Representatives and USBC Youth members bowling in USBC Leagues within the association s jurisdiction. 2. Voice and Vote Voice: Adults members and USBC Youth members bowling in USBC Leagues within the association s jurisdiction may attend with voice only. Vote: Board, adult members and Youth Representatives 1 may attend with both voice and vote. Absentee and proxy voting are not permitted. 3. Responsibilities Board, Adult members and Youth Representatives 1 shall: 1) Adopt bylaws, with the exception of the youth dues. 2) Adopt local adult dues. 3) Elect: a) Delegates and Alternates for the USBC Annual Meeting. b) Delegates and Alternates representing adult members for the State Annual Meeting(s). 11 P age

12 c) Youth Delegates and Alternates for the State Annual Meeting. d) The Board, including 20% Youth Directors. Note: A Board Member is a person elected to the Board, by the Adult members, Youth Representatives, and Board to serve all members of the association. While 20% of the Board is elected to represent youth, and will likely have expertise in that area, they also serve the adult membership, while directors elected to serve adults also serve the youth members. The Youth Committee makes recommendations to the entire board on programs, tournaments, fund raisers, etc. and the Board makes the final decision. On the adult side, committees also make these same recommendations and the Board makes the final decision. 4. Meeting Notice Written notice of the meeting shall be forwarded to the Board, Youth Leagues, Center Representatives and League Secretaries, which should be at least 15 days prior to the annual meeting. 5. Special Meetings Special membership meetings may be called by the President or upon written request of at least three Board members or at least twenty-five members of the association. 6. Quorum 20 Members and Youth Representatives constitute a quorum. The Board, members and Youth Representatives determine the number. 7. Action A majority vote 2 of those adult members, Youth Representatives and Board present and voting, at a properly noticed meeting, when a quorum has been established, is required to take action, unless otherwise provided by law or these bylaws. Election of Officers requires a majority vote 2. Election of Directors requires a majority vote 2, unless plurality vote 3 has been adopted in accordance with the bylaws. Election of Delegates, Youth Delegates and Alternates requires a plurality vote 3. Absentee and proxy voting and other types of voting agreements are not permitted. Section B. Board Meeting The Board shall meet, at a minimum, as often as required by state law. Special meetings may be held upon the request of any Board member if a majority of the Board approves. 1. Notice. Written notice for all regular and special meetings shall be forwarded to the Board, which should be at least 15 days prior to the meeting. 2. Quorum. 12 Board members constitute a quorum. The Board, adult members and Youth Representatives 1 determine the number. 3. Action. A majority vote 2 of those Officers and Directors present and voting, at a properly noticed meeting, when a quorum has been established, is required to take action, unless otherwise provided by law or these bylaws. Absentee and proxy voting are not permitted. 4. Action(s) Without a Meeting. Actions that are deemed necessary to conduct business/operations of the association may be taken outside of a Board meeting by use of mail, or teleconferencing. 12 P age

13 This type of action must be permissible by state law and approved by the Board, adult members and Youth Representatives. a. The procedures found in the USBC Association Policy Manual, Chapter Eight, Section D, Item 4 must be followed. b. The association Does allow the Board to vote via mail, , or teleconference. (This action also applies to committees.) Section C. Parliamentary Procedure The most recent edition of Robert's Rules of Order, Newly Revised, governs all meetings. Article VIII Committees Section A. Standing Committees The association shall have the following Standing Committees: Finance and Youth. 1. Finance Committee. The committee is responsible for reviewing and monitoring association financial matters. 2. Youth Committee. The committee is responsible for monitoring, promoting, reviewing and recommending youth programs conducted by the association. Section B. Other Committees The President may establish other committees, with Board approval. Section A. USBC Annual Meeting Article IX Delegates, Youth Delegates and Alternates Delegates and Alternates are elected by plurality vote 3 of the Board, adult members and Youth Representatives, present and voting. (See Article VI, Section A of the National Bylaws for representation.) Section B. State Annual Meeting The association has Delegates representing adult members and Youth Delegates representing USBC Youth members bowling in USBC Leagues within the association s jurisdiction. Adult and Youth Delegates and Alternates are elected by plurality vote 3 of the Board, adult members and Youth Representatives, present and voting. 13 P age

14 Section C. Eligibility 1. USBC Annual Meeting. Delegates and Alternates must be: a. At least 18 years of age. b. Adult. A USBC member in good standing of the association at the time of election and throughout their term. Youth. USBC Youth member bowling in USBC Leagues within the association s jurisdiction. 2. State Annual Meeting(s). Delegates and Alternates must be: a. At least 14 years of age. b. Adult. A USBC member in good standing of the association at the time of election and throughout their term. Youth. USBC Youth member bowling in USBC Leagues within the association s jurisdiction. If a member is elected to represent more than one association to attend the same meeting, the first election shall stand and any succeeding election shall be declared null and void. An association is not eligible to send Delegates and Youth Delegates if it is declared delinquent or USBC has revoked its charter. Note: An association that has not processed dues for the current season shall be considered delinquent. Section D. Election Delegates, Youth Delegates and Alternates serve for one year, beginning August 1, and are elected by: 1. Board, adult members and Youth Representatives A slate. 3. Nominations from the floor. (Qualifications must be submitted in a format specified by the Board.) 4. Plurality vote 3. 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. 5. Alternates shall serve in order of their election. The election is to be held in compliance with the USBC or State Annual Meeting requirements. Section E. Vacancies Vacancies are filled for the un-expired portion of each term by the Alternates in the order in which they were elected. If a vacancy still exists, the President fills the vacant position by appointment. The appointee must also meet the same eligibility requirements as elected positions. 14 P age

15 Note: When filling Youth Delegate vacancies please consult with the Youth Committee for their recommendations. Article X Amendments Section A. Procedure Any member of the association or USBC youth member who bowls in USBC Leagues in the association s jurisdiction may submit proposed amendments to these bylaws. The bylaws may be amended at any membership meeting by a two-thirds vote of the Board, adult members and Youth Representatives 1 present and voting. The amendment must be: 1. Submitted in writing to the Association Manager or President. 2. Submitted at least 60 days prior to the membership meeting when the association is considering the proposal. The date or number of days is to be set by the Board, adult members and Youth Representatives 1. (See Section B, Change in Dues.) Section B. Change in Adult Dues Forward a notice to each League Secretary and Board at least 15 days prior to the meeting at which the proposed change is considered. The notice must: 1. Be in writing. 2. Specify the amount of the change. 3. Specify the reason for the change. Notification of any adopted change in adult dues, and the reason for the change, will be forwarded, in writing, to each League Secretary. Section C. Effective Date All amendments are effective August 1, following adoption, unless otherwise specified when adopted. Article XI Fiscal Year The fiscal year of this association is August 1 through July P age

16 Article XII Indemnification Directors, Officers, and other authorized volunteers, employees or agents shall be indemnified against claims for personal and individual liability arising in connection with their positions or service on behalf of the association to the full extent permitted by law. 16 P age

17 Chapter II Membership Processing A. Dues Membership is comprised of individuals who pay dues to the GDMUSBC. Membership is from August 1 st through July 31 st. 1. Each individual will pay National, State, and Local dues as stated in the Greater Des Moines USBC By-Laws. 2. The Association may, by Board action, waive some dues in accordance with USBC rules. The Association may not charge any Non-Dues assessments. B. Winlabs Winlabs is the official program for maintaining all membership records for the Association, Including averages and awards. Youth Processing will be completed through the USBC online membership program. C. Membership Application Processing 1. The Association manager and Assistant Association Manager are responsible for collecting league applications and membership cards from league secretaries. League and Membership applications will be transmitted to USBC National Headquarters in a timely manner. 2. Manager and Assistant Manager will provide receipt of league roster to league secretaries after submission of application through mailings. 17 P age

18 Chapter III Board of Directors A. Application for Board Position The following application will be required to be filled out and submitted to the nominating committee by all parties wishing to be considered for a position on the Greater Des Moines USBC Board of Directors. This applies to current members of the board and members desiring to join the Board of Directors. 1. Applications for Position on the Board of Directors is due to the Nominating Committee no later than 24 Hours prior to the start of the Annual Membership Meeting to be included on the printed slate. 2. A Member may be nominated from the floor of the Annual Membership Meeting provided they have filed their Application for Board Position with the Nominating Committee no later than one hour prior to the start of the meeting. B. Authority and Duties of the Board and Directors Each Board of Director Member has been elected by the Association bowlers to represent them at meetings of the Board of Directors. It is the responsibility of Board members to attend the meetings and vote to reflect the wishes of bowlers in the association. Regular attendance is mandatory unless excused by the President of Association Manager. The excused board member must be able to function with full knowledge of the proceedings of the Board. In addition to the duties outlined in the Association By-Laws and the USBC Policy Manual, the Board Members must perform the following: 1. Attend Meetings and actively participate in Association affairs. 2. Work with others for the progress and success of the Association. 3. Give assistance to secretaries, league officers, and members in the centers they are assigned to. 4. Serve on and be active on the committees they are assigned to. 5. Personally present honor score awards to achieving bowlers in the center or centers to which the director is assigned to. 18 P age

19 6. Participate in any Association Tournaments and enlist participation of bowlers in the center to which they are assigned to. 7. Assist and work at Association functions. This includes tournaments, Association meetings, or any special events. 8. May call special board meetings if a majority of the Board approves. 9. In the case of extreme circumstances, as determined by the President of the Association, actions can be taken without a board meeting. Such actions can be taken by mail, , or teleconference. 10. Failure to perform the above stated duties, could lead to discipline up to and including dismissal form the Board of Directors. All absences will be reviewed by the hearings committee. C. Association Leader Commitment Form The following Association Leader commitment form will be filled out and signed by every Board Member and Volunteer for the Association. D. Leadership Code of Ethics The following Leadership Code of Ethics will be filled out and signed by every Board Member and Volunteer. E. Association Manager Performance Reviews The Association Manager reports to and is accountable to the Board and the USBC Headquarters. 1. The President will do quarterly reviews and report to the board as to the proficiency of the Manager. 2. The Board will do a yearly evaluation and recommend retention or dismal. 3. The following form from USBC will be used for evaluation of the Association Manager. Record of the review will be retained by the Association. F. Board Protocol and Reimbursement Policy Legitimate business expenses can be reimbursed, with board approval. Such Expenses must be documented and include receipts. NOMINATION FORM FOR GREATER DES MOINES USBC BOARD OF DIRECTORS 19 P age

20 NAME ADDRESS CITY STATE ZIP HOME PHONE CELL PHONE USBC Membership # (required) Office to be nominated for (please check one): All people on the board must be CERTIFIED BOWLERS! President (must be serving as current Vice-President or be current President) 1 st Vice-President, Even Years (Must have served as a director for four years) 2 nd Vice-President, Odd Years (Must have served as a director for four years) 3 rd Vice-President, Even Years (Must have served as a director for four years) 4 th Vice President, Odd Years (Must have served as a director for four years) Director (7 Even Years, 6 Odd Years) Youth Director (2 Even Years, 3 Odd Years) (must be age 14 by August 1 st ) Local bowling involvement. Why do you want to be on the board? Are you a current Board Member? Yes No # of years Were you a former Director/Youth Director? Yes No # of years Have you served on local USBC Comities? (Please list years & committees): Other information about yourself: Have you ever been convicted of a felony? Yes No Deadline Date: Send to: Nominating Committee Chair Dick Welch Signature: 20 P age

21 COMMITMENT TO SERVE THE ASSOCIATION I pledge my commitment to the Greater Des Moines 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. Signature: Name: Title: Date: 21 P age

22 CODE OF ETHICS Board members have an obligation to meet moral as well as legal standards. That s why many boards are adopting a code of ethics for members. Below is one you can use for your board. 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. Signature: Name: Title: Date: 22 P age

23 ASSOCIATION MANAGER PERFORMANCE REVIEW ADMINISTRATIVE 1. Were the amendments/bylaws revised and given to each board member? Yes No If no, please explain 2. Were responsibilities delegated to someone else? Yes No If yes, to whom: Explanation: 3. Were the agenda, minutes and financial statements distributed prior to the meetings? Yes No If no, please explain: Comments: AWARDS 1. Were all awards processed and distributed to association representatives in a timely manner? Yes No If no, please explain: 2. Were Hall of Fame certificates printed and ready prior to the banquet? Yes No If no, please explain: Comments: FINANCES 1. If required, were the annual incorporation fees paid to the Secretary of State? Yes No If no, please explain: 2. If applicable, were the proper tax forms filed with the Internal Revenue Service? Yes No If no, please explain: 990 and Schedule A (annual information return) or 990 EZ or 990N 990T (if gross revenues on unrelated business income was $1,000 or more) 1099 (independent contractors or tournament winners who earned over $600) 941 (if wages of $100 or more are paid to an employee annually Other 3. Was the annual audit conducted? Yes No If no, please explain: 4. How often were deposits made? Within 7 days Longer than 7 days 23 P age

24 5. Were the finances reviewed quarterly? Yes No If no, please explain: 6. Were all scholarship monies issued through the association deposited with SMART within 30 days? Yes No If no, please explain: Comments: PROCESSING 1. Were memberships/leagues processed and transmitted? How often? 2. How often are the membership data base backups done? Comments: TOURNAMENTS 1. Were the entries for the championship tournament(s) distributed to the members according to the approved time frame? Yes No If no, please explain: 2. Were the championship tournament prizes paid within 30 days? Yes No If no, please explain: 3. Were members notified regarding qualifying for the national events? Yes No If no, please explain: (Team USA Trials; USBC Junior Gold Championships; USBC Senior Championships; Pepsi USBC Youth Championships, etc.) TRAINING/EDUCATION 1. Were all leagues notified when workshops were held? Yes No 2. Was the board provided tools/training/mentoring? Yes No If yes, how and what: Comments: LANE CERTIFICATION 1. Was there a committee/person appointed for lane certification? Yes No 24 P age

25 If no, please explain: 2. Were all center(s) certified prior to August 31? Yes No If no, please explain: 3. Was the lane certification paperwork submitted to USBC? Yes No If no, please explain: 4. Were the lane dressing inspections done according to the guidelines? Yes No If no, please explain: Comments: REVIEW COMMITTEE QUESTIONS Customer Service 1. Does the Association Manager return telephone calls within 24 hours? Yes No Reason: 2. Does the association provide an answering machine and if so is there a recording giving direction as to when to expect a return call? Yes No 3. Does the center(s) know how to contact the Association Manager? Yes No 4. Have there been any complaints regarding the Association Manager handling problems, questions, etc.? Yes No Comments: Leadership 1. Is the Association Manager prepared and organized for all meetings? Yes No 2. Were meeting notices sent as required? Yes No 3. Does the Association Manager delegate duties? Yes No To whom? 4. Did/does the Association Manager train a backup in case of an emergency? Yes No Comments: 25 P age

26 Chapter IV Officers Authority and Duty A. President 1. Acts as spokesman for the Association 2. Presides over all Board and Association Meetings 3. Obtains financial records form the Association Manager and verifies the Association accounts monthly. 4. Appoints committees, including standing committees, with Board Approval. Has the authority to remove committee members. If a replacement is needed, appoints a person with Board approval. 5. Does NOT appoint the youth committee. 6. May attend president appointed committee meeting in an ex officio, non-voting capacity. Can be a voting member of the committee if the Board approves. 7. Shall call, at a minimum, quarterly board meetings and any special meetings needed. 8. With the Association Manager, sets the date and location of the Annual Meeting for the Association Members. 9. Presents a President s report at all Board meetings and Membership meetings. 10. Is familiar with Parliamentary procedures. 11. Is familiar with the operations and procedures of the Association. 12. Approves requisitions if required and send payments for approved requisitions. 13. Appoints new board members in the case of a vacancy in Director or Youth Director Position. 14. Create Yearly calendar by the first meeting to distribute to Board Members. 26 P age

27 B. Vice President The Association shall have four (4) Vice Presidents. 1. The 1 st Vice President is familiar with the duties of the president and is prepared to preside at any meetings when the president is absent nd, 3 rd, and 4 th Vice Presidents are to be familiar with the duties of the President and is prepared to preside at any meetings when the President or 1 st Vice president are absent. 3. Oversees the Association activities at bowling centers assigned by the President. 4. Perform other duties as prescribed by the Board or requested by the President. C. Association Manager 1. Appointed by and accountable to the Board. 2. Acts as the ex officio secretary of the board. May NOT be a Director/Officer on the Board. (Voice, No Vote) 3. Responsible for implementation of USBC Performance Standards. 4. Has voice and vote at the Annual Membership meeting provided he/she is a current member of the Association. 5. Reports to the USBC Headquarters. 6. Reports to the Board/members at every meeting and as needed. 7. Handles all Association correspondence, including distribution of information to and from USBC Headquarters to the respective Board, Proprietors, and Members. 8. Ensures Board Members have a copy of the current Association By- Laws. 9. Distributes meeting notifications, as designated in the By-Laws. 10. Maintains the Association Operation Manual and distributes it to the Board. 11. Receives, compiles, and files committee reports. 12. Records and maintains all meeting minutes. 13. Manages all Association ran tournaments (except Youth Championships). The Association Manager is the Tournament Manager and is responsible to set up the tournament, print entry 27 P age

28 forms, assigning Board members to work, and any other duties as it relates to the Association tournaments. 14. Distributes all prize funds, within the 30 days following the close, except when USBC Headquarters has authorized a delay. 15. Maintains a record of and submits tournament scores to the USBC Headquarters. 16. Orders Association supplies and maintains proper inventory levels. 17. Maintains a record of and submit to USBC Headquarters the pin fall and number of games for all members who have participated in a local Association league. 18. Provides each league secretary a list of all league members and their National ID numbers for submission of local Association averages. 19. Provides membership records and submits to USBC Headquarters when requested and in a format specified by USBC Headquarters. 20. Ensures lane certification and dressing inspections are completed and submitted to USBC Headquarters in a timely manner. 21. Submits the Association s delegates/alternates credentials to USBC Headquarters and, in the case of the local Association, submits delegates/alternates credentials to the state within the specified formats and dates. 22. Process membership and remitting USBC national and state dues to USBC Headquarters within 20 days of receipt. 23. Perform an update of Win LABS and youth data base twice per year. The first one must be completed after starting a new season. 24. Transmit all board member information to USBC Headquarters within 20 days of election and maintain the accuracy of this information. 25. Ensure member s honor scores are fulfilled within seven days of receipt. 26. Provide written notice of an Association Annual meeting to Board Members and League Secretaries 15 days prior to the Annual meeting. 27. Provide written notice of Association Board meetings 15 days prior to the meeting. 28 P age

29 28. Receives and issues a receipt for all funds paid to the Association within 10 days to league secretaries for receipt of dues. 29. Deposits Association funds in the Association s account, in a financial institution which must be federally insured or its equivalent, within seven days of receipt. 30. Ensures all withdrawals have two signatures. 31. Provides the President with all records for monthly verification. 32. Ensures all required financial reports are filed to Federal and State agencies. 33. See Budget for Association Manger compensation. D. Assistant Association Manager (Youth Manager) 1. Appointed by and accountable to the Board. (May be Youth Director/Officer on the Board) 2. Works closely with the Association Manager pertaining to Association matters by being informed as to Association procedures. 3. Has knowledge of Association Manager s duties and responsibilities and is ready to fulfill Association Manager s obligations, if necessary. 4. Chairman of the Youth Committee. 5. Fulfills and distributes all Local awards for Youth. 6. Assist Association Manager to set up and supervise all Association Tournaments. 7. Tournament Manager for all Youth Association Tournaments. 8. Know how to run Win LABS/ Youth data base and assist Association Manager with reporting to USBC National Headquarters. 9. Supervise the Association Web Site with the Web Master. 10. Have monthly meetings with Association Manager to keep updated on Association matters. 11. If Association Manger unavailable for a Board Meeting, Assistant Manager will sit in for the Manager as Secretary to the meeting. 12. See Budget for Assistant Association Managers compensation. E. Financial Manager (Treasurer) 29 P age

30 1. Compiles with established bookkeeping procedures and accounting of assets and disbursements, as approved by the Board. 2. Provides financial updates at every Board meeting. 3. Provides Association financial data to Audit Committee for end of year reporting. 4. Receive bank statements, account register and deposit slips from the Association Manager on a monthly basis. 5. Enter cancelled checks and deposit slips to the account register. 6. Balance bank statement ending amount and balance the Association funds. 7. See Budget for Financial Officer Compensation. F. Web Master - Responsible to maintaining and updating Association Web Site as needed. Items on the website should include: 1. Association By Laws, USBC Policy Manual, and Association Operations Manual. 2. List of Board Members: President, Vice presidents, Association Manager, Assistant Association Manager, Finance Manager, Web Master, Directors/Youth Directors, and Past Presidents. 3. Bowling Centers in the Association: Name of Center, City, Address and Phone Number. 4. Events a. Board Meetings, Annual Meeting, State Meetings, National Meetings including location, date and time. b. Association Tournament, Jamboree, Youth Tournament, Senior Tournament, State Tournament, National Tournament. 5. Tournament Results for all City Association Tournaments. 6. Hall of Fame: Members inducted by year. Date, Time and location for Hall of Fame Ceremony. Criteria for members to be selected into Hall. 7. Other items on the Web Site as determined by the Board or Officers. 8. See Budget for Web Master Compensation. 30 P age

31 A. Meeting Types GREATER DES MOINES USBC OPPERATIONS MANUAL Chapter V Meetings 1. Annual Membership Meeting 2. Board of Directors Meeting 3. Special Meetings 4. Committee Meetings 5. Hearing Meetings Appropriate members will be notified as to the day, time, and location of all meetings for the Association. See By- Laws for detailed information concerning meeting requirements. Information pertaining to meetings will also be posted on the website. 31 P age

32 Chapter VI - Committees A. Nominating Committee 1. A Nominating Committee of at least five (5) individuals is elected by the Board and shall present the slate of candidates for office. The committee shall present all candidates who submitted an application within the specified time frame. This committee selects their own Chairperson and should meet no later than February 1st and contact Directors and Officers whose position is up for election to remind them of the need to submit a new application. The committee could also inform members of the Association via the Web site and posters in the bowling centers announcing they are looking for members who would be interested in applying for a Board position. Application to be on the Board shall be provided to all bowling centers and posted on the website. No USBC State or Local Board member may serve on the committee. A new nominating committee must be appointed by the Board at future elections as a person serving on the Nominating Committee can only serve until elections are held. This committee is normally made up of Past Presidents. B. Audit and Finance Committee - The Finance and Audit Committee is responsible for reviewing and monitoring the Association financial matters and assisting with the annual budget and audit when called upon to do so. This committee is appointed by the President with Board approval. The criteria are as follows. 1. There must be a minimum of three (3) Board members on the committee. 2. The committee is chaired by a Vice President of the Association. 3. This committee will meet at least twice a year to review and monitor the budget as presented by the Association Manager and finalize a final yearly audit completed prior to the Annual Membership Meeting. 32 P age

33 4. Offer assistance in any other way that may assist the Association Manager and Financial Officer. C. Youth Committee The Youth Committee monitors and promotes USBC Youth Programs. It also makes recommendations regarding youth specific benefits and youth specific events. This committee also presents and recommends rule changes and youth dues to the Board. 1. Assistant Association Manager is the chair who presides at committee meetings. 2. Recommends youth dues/rules 3. Monitors, promotes and reviews youth programs and services. 4. Creates new programs as needed. D. Lane Certification Committee This committee is responsible for certifying centers in the Association Jurisdiction according to USBC Standards. The Association Manager is the Chair of this Committee. 1. The Certification Process is as follows: i. The Association is responsible for completing and submitting lane certification reports to USBC in a timely manner. ii. Contact centers and schedule and certify lanes form as early as April 1st, with certification process completed before August 31st of each year. iii. Process includes a complete inspection of the lane beds, making certain the lanes are within tolerance, measuring the depth of flat gutters to make certain the depths are proper, and to inspect the pin decks and lanes. Eleven pins should be pulled from each machines and weighed at least once per season. All Inspections will follow USBC guidelines. iv. Once completed, reports are sent by e mail to USBC for issuance of certificate. v. The fees for certifying are $5.00/lane bed and an additional $3.00 for the certification certificate. 2. Lane Dressing Inspection i. Lane dressing is be scheduled and checked at each center at least once per year. 33 P age

34 ii. Lane Dressing is to be checked within 30 days of an honor score. Such inspections are to be made without notifying the center in advance. iii. The inspection requires the pulling of tapes on two (2) different lanes at three (3) distances on the lanes. Two tapes are pulled within the oil pattern and a third just beyond the buffing distance. iv. The tapes are read and a report sent to USBC with a copy to the Bowling Center. E. By-Laws Committee 1. Members of this committee will be appointed by the President of the Association. The function of this committee shall be to formulate guidelines in order that business of the Association can be conducted efficiently. Any changes to the By-Laws or Operation Manual of the Association shall be funneled through this committee. The Committee shall study proposals and make recommendations to the Board on any matters pertaining to the By Laws or Operation Manual. Any changes to the Association Operation Manual can be presented to the Board of Directors at any Board meeting. Changes to the By-Laws will be recommended by the By-Laws committee. These changes will be handled according to the USBC Policy Manual and the Association by-laws. F. Hearings Committee 1. The responsibility of this committee is to provide a venue to air grievances which have been filed or brought to the attention of the Board. Examples of grievances could be a violation of USBC rules, theft of league funds, and complaints of bowlers concerning league matters. The chair of the committee will be the current President of the Board. Committee Members shall be the Association Manager, Assistant Association Manager and two (2) other assigned Board members. Under special circumstances the entire Board may be asked to be part of the committee. G. Special Events - This committee plans and prepares social events for the year. These events may involve the Board only or may be for the entire Association membership. Examples of special events are: Golf Outing, Christmas Party, Jamboree, etc. Duties are as follows: 1. Find a suitable location 2. Submit a report to the Board regarding information for the event. 34 P age