BY-LAWS OF THE HERSHEY S MILL SPORTS GROUP February 2014 The Hershey's Mill Sports Group operates under Article XIX of the Amended Bylaws of the Hershey's Mill Homeowners Association and is identified as a Standing Committee (Raquet Club Committee). ARTICLE I NAME, PURPOSE AND LOCATION SECTION A, NAME The name of the organization shall be the HERSHEY S MILL SPORTS GROUP(HMSG) SECTION B, PURPOSE The purpose of HMSG is: 1) to organize and promote a variety of sports, activities and social events. 2) to provide Hershey s Mill residents with up-to-date facilities where they may enjoy participating in a growing variety of sports and activities.. SECTION C, LOCATION The HMSG is located along Chandler Drive across from the Village of Jefferson, the pond and the gardens and adjacent to the main pool. The facilities' address is: 55 Hershey s Mill Drive, West Chester, PA 19380 SECTION D, FACILITIES The current facilities include: Tennis, Pickle Ball, Paddle Tennis, Bocce, Shuffle Board, Horse Shoes and Ping Pong. 1
ARTICLE II MANAGEMENT, MEMBERSHIP and FEES SECTION A, MANAGEMENT The HMSG management and operation will be conducted by the Sports Group Council. The Sports Group Council will consist of the HMSG Officers and the heads of each sport/activity. An Executive Committee consisting of the Officers may meet as needed and is authorized to act for the Council on an emergency and limited basis. The goal of the Sports Group Council is to maintain and promote the use of the facility and to identify opportunities to expand the facility in order to deliver the most enjoyable environment for usage of all facilities. SECTION B, MEMBERSHIP Regular Membership (for total Household) is open to all residents of Hershey s Mill. The number of active members is not limited. SECTION C, FEES 1) There are no fees to join HMSG.There will be a nominal fee to participate in holiday round-robin events throughout the season. 2) There will be fees to participate in HMSG social events. ARTICLE III FINANCIAL SECTION A, BUDGET The Sports Group Council shall establish an estimated yearly budget in August of each year for the coming year to present to the HM Master Association for approval: 1) The budget shall include, but not be limited to the following categories: a) Anticipated income from events and social activities. b) Required expenditures for maintaining all facilities. c) Estimated costs for improving/upgrading specific facilities. 2
2) The goal of the Sports Council is to maintain and expand the facilities in order to deliver an enjoyable environment in order to expand interest and usage by all residents. ARTICLE IV SPORTS GROUP COUNCIL SECTION A, GENERAL The HMSG is an amenity that is managed by resident volunteers as are all amenities within Hershey's Mill. The Sports Group Council is the core group that establishes rules and regulations, procures equipment, coordinates maintenance needs and actions. The Sports Group Council has the responsibility and authority to formulate and manage all operational aspects of the facility. SECTION B, OFFICERS Officers will be elected at the Fall Annual Meeting by a majority of all voting members of HMSG. The following sections delineate and describe the duties of the HMSG Officers 1) Chair - act as the director and leader of the HMSG inside as well as outside the organization. The President shall chair the Executive Committee sessions and all business meetings. The President will assist and advise all committee chairpersons 2) Vice Chair - assist the President in all the duties as may be required or requested, and to preside at meetings in the absence of the President. 3) Secretary - to take minutes of all meetings for the record and to keep all business or other records necessary for the permanent archives of the HMSG. 4) Treasurer- to collect fees, to pay all bills approved for payment, and to keep all financial records in order and up-to-date. 3
SECTION C, TERM OF OFFICE/ELECTION OF OFFICERS There are no term limits for members of the Sports Group Council. They can serve in their position for as long as they are capable, until they notify the President of their desire to step down. HMSG Officers will be elected for a period of 2 years. Elections will be tallied/reported/recorded at the Fall General Meeting. Residents interested in serving as Officers will be required to submit their names 2 months prior to the Fall Meeting to the secretary of Sports Group Council. Voting for officers will take place in various ways PRIOR to the Fall Meeting: Internet Voting and Paper Ballot Voting will be utilized in order to obtain a majority of membership voting. SECTION D, VACANCIES In the event any of the officer positions become vacant, one of the remaining officers may assume the vacated position until a new member may be elected, or the officers shall assign a member to fill the vacated position. ARTICLE V MEETINGS SECTION A, MEETINGS There will be two regular HMSG business meetings (Spring and Fall) which will be open to all HMSG membership. When necessary, the Sports Group Council will meet to discuss necessary adjustments, changes and/or new requests. Sports Group Council members are encouraged to hold sport-specific meetings to develop proposals for the betterment of HMSG. ARTICLE VI COMMITTEES SECTION A, COMMITTEE FORMATION 4
1) The Sports Group Council shall form other committees for specific tasks or any special functions required. Membership will be voluntary. 2) Each Committee shall elect a Chairperson. Depending on the committee function, they may request the aid and support of other members to help complete their task(s). SECTION B, COMMITTEE TASKS Typical of Committee functions are the following: 1. Maintenance Committee - Review and keep current cleaning, repair, the equipment owned by the HMSG. Assist HM Maintenance in preparing the courts for use and preparing the courts for dormancy. Evaluate and assess equipment operation, tolerances and wear condition to determine when and if equipment, machines, screens, nets, etc. should be repaired or replaced. 2. Spring Social Committee-secure venue, invites, coordination, decorations (if appropriate), collect fees. 3. Memorial Day Round-robin Committee-coordinate snacks and beverages and decorations. Implement initial pairings for all sports. Collect fees. 4. Fourth of July Round-robin Committee-coordinate snacks and beverages and decorations. Implement initial pairings for all sports. Collect fees. 5. Labor Day Round-robin Committee-coordinate snacks and beverages and decorations. Implement initial pairings for all sports. Collect fees. 6. Fall Social Committee-secure venue, invites, coordination decorations (if appropriate), collect fees.. ARTICLE VII GENERAL SECTION A, VISITORS Visitors, including children and grandchildren and friends, are welcome to visit the HMSG at any time, as long as an active member is with them. Visitors shall be allowed to participate in all sports under the supervision of the member sponsoring the visitor. 5
SECTION B, EQUIPMENT Members may utilize all equipment including the ball machine (on hard courts only). It is requested that all equipment be returned to its housing and that courts be left ready-to-use for the next member. 6