BY-LAWS OF THE
BOWIE BOYS AND GIRLS CLUB
ARTICLE I
(NAME)
SECTION 1. Name: The name of this organization shall be known as “The Bowie Boys and Girls Club, Inc
ARTICLE II
(PURPOSE)
SECTION 1. Purpose: The purpose of the organization shall be to promote the general welfare, health and education of the youth of our community by providing a properly supervised athletic program; to develop principals of good sportsmanship; to acquaint them with the value of law observance; to provide instruction in the fundamentals of all sports and athletic activities; to foster interest among the citizens of our community in their responsibility to our youth; and to prepare our youth to be better citizens in the future.
SECTION 2. All official acts shall be in the name of the Bowie Boys & Girls Club and shall be approved by the Board of Directors.
ARTICLE III
(MEMBERSHIP)
SECTION 1. Any youth who has paid the required dues and the parents or guardian shall become a non-voting member of this association and be eligible to participate in Club activities. Payment of dues and fees shall qualify a youth for membership, with accompanying privileges.
SECTION 2. The amount of dues and other fees payable shall be set by the Board of Directors.
ARTICLE IV
(OFFICERS)
SECTION 1. The officers of this organization (Executive Committee) shall be a Secretary, a Treasurer, a President-Elect, a President, an Immediate Past President, and six Executive members as follows:
Chairperson of Ways and Means Committee
Athletic Director
Chairperson of Administration
Chairperson of Publicity
Chairperson of Information Systems
Office Administrator
Executive members shall serve at the pleasure of the President and are subject to the ratification by the Board of Directors. Chairperson of the Ways and Means Committee, Athletic Director, Chairperson of Administration, Chairperson of Publicity, Chairperson of Information Systems, and Office Administrator shall be appointed by the incoming President in their first meeting following the President’s election. The duties and powers of their office shall commence immediately upon their acceptance of said appointment and upon the Appointing President’s assumption of office. The term of office of an Executive Committee Member automatically expires: (a) upon expiration of term of office of Appointing President, (b) upon resignation of term of office of Appointing President, (c) upon removal from office of Appointing President, and (d) upon the written request of the Appointing President to the Board. The term of office of an Immediate Past President will be 1 (one) year, after completion of his/her Presidential term. Removal of an Executive Committee Member from office, except in the above-stated instances, must follow the same requirements as Removal from Office of another officer. Any officer may be removed from office by a majority if the membership of the Board of Directors.
SECTION 2. The terms of all elected officers shall commence on January 1st and shall run for a term of 1 (one) year ending December 31st, or until their successors take office. Elected Officer refers to Secretary, Treasurer, President-Elect, and President
The election of officers will be held each November. At the election meeting, the offices of Secretary, Treasurer, and President-Elect shall be open to nominations from the floor. The Incumbent President-Elect shall be nominated for office of President and nominations will be closed. However, nominations for Office of President must be reopened if a written request signed by 10 (ten) member of the Board of Directors is submitted immediately. Elections will be held in observance of all requirements in Article VI (Elections).
SECTION 3. Any vacancy in an elected office shall be filled by a special election and such appointment shall be for the remainder of the unexpired term. Any vacancy of the Executive Members shall be filled in accordance with procedures of SECTION 1 for the remainder of the unexpired term.
SECTION 4. The Duties of the President: (1) The President shall preside at all meetings of the organization. If absent, the President-Elect followed by a designee of the President, shall preside. (2) The President shall perform such other duties as pertain to the office or as may be required by these By-Laws or the Board of Directors. (3) The President shall be Chairperson of the Executive Committee and a voting member of any Committee.
SECTION 5. The Duties of the President-Elect: (1) The President-Elect shall perform those duties of the President in his/her absence. (2) He/She shall be a member of the Executive Committee. (3) He/She shall perform such other duties as may be required by the Executive Committee or the Board of Directors.
SECTION 6. The Duties of the Immediate Past President: (1) The Immediate Past President shall be a member of the Executive Committee. (2) He/She shall perform such other duties as may be required by the Executive Committee or the Board of Directors.
SECTION 7. The Duties of the Secretary: (1) The Secretary shall record the meetings of the Board of Directors, Executive Committee, and Athletic Committee meetings, maintain these records, and shall perform other duties as pertain to the office or as may be required by these By-Laws or the Board of Directors, and shall serve as a voting member of the above mentioned Committees. (2) At the expiration of his/her term, he/she shall deliver to his/her successor all books, papers, and other property belonging to this Club. (3) He/She shall make available at all meetings, previous minutes of meetings. (4) He/She shall maintain an official record copy of the last two years of pertinent decisions by the Board of Directors.
SECTION 8. The Duties of the Treasurer: (1) The Treasurer shall serve as a voting member of the Board of Directors, Executive Committee, and Athletic Committee. (2) The Treasurer shall perform the duties usually pertaining to that office subject to such regulations as may be prescribed by the Board of Directors. (3) Proper and complete books of account shall be kept by the Treasurer and shall be open to inspection by the Board of Directors and any member of the Executive Committee at any reasonable time and place. (4) The Treasurer shall submit a report at each Athletic Meeting and quarterly General Board Meeting reporting in detail all receipts, disbursements and balance on hand. (5) Discretionary authority of any disbursements may be made by the Elected Officers up to $200.00. (6) An annual Treasurer’s report is to be submitted to the board of Directors in April of each year.
SECTION 9. Duties of the Chairperson of the Ways and Means Committee: (1) He/She shall be a member of the Executive Committee. (2) He/She shall be Chairperson of the Ways and Means Committee. (3) He/She shall be responsible for a Sponsors Committee and a Fundraising Committee. (4) He/She shall perform such other duties as may be required by the Executive Committee or Board of Directors.
SECTION 10. Duties of the Athletic Director: (1) He/She shall be a member of the Executive Committee. (2) He/She shall be Chairperson of the Athletic Committee. (3) The Athletic Director shall be responsible, with input from the President, for naming the Overall and County Commissioners of Sports and the First Aid Director. (4) The members of the Athletic Committee must be members of the Board of Directors in good standing, and are: Athletic Director, President, Immediate Past President, President-Elect, Secretary, Treasurer and Overall and County Sports Commissioners. The Sports Commissioners may vote only on matters pertaining to their sport. The others mentioned may have one vote on all matters. (5) The Athletic Committee shall approve the selections for head coaches of county teams. (6) He/She shall perform such other duties as may be required by the Executive Committee or Board of Directors.
SECTION 11. The Duties of the Chairperson of Administration: (1) He/She shall be a member of the Executive Committee. (2) He/She shall be Chairperson of Administration. (3) He/She shall be responsible for the Membership Committee. (4) He/She shall perform such other duties as may be required by the Executive Committee or the Board of Directors.
SECTION 12. The Duties of the Chairperson of Publicity: (1) He/She shall be a member of the Executive Committee. (2) He/She shall be Chairperson of the Publicity Committee. (3) He/She shall be responsible for public relations, city liaison, and newsletter. (4) He/She shall perform such other duties as may be required by the Executive Committee or the Board of Directors.
SECTION 13. The Duties of the Chairperson of Information Systems: (1) He/She shall be a member of the Executive Committee. (2) He/She shall be Chairperson of the Information Systems Committee. (3) He/She shall be responsible for computer technology. (4) He/She shall perform such other duties as may be required by the Executive Committee or the Board of Directors.
SECTION 14. The Duties of the Office Administrator: (1) He/She shall be a member of the Executive Committee. (2) He/She shall be Chairperson of the Office Committee. (3) He/She shall be responsible for the oversight of accounting principles. (4) He/She shall perform such other duties as may be required by the Executive Committee or the Board of Directors.
SECTION 15. Commissioners of Sports: Commissioners of Sports must be ratified by a majority of the members present at a regularly scheduled Board of Directors meeting. The Commissioners of Sports shall perform the duties of the sport and other such duties as required by these By-Laws, the Board of Directors, the Executive Committee, or Athletic Committee. Ratification of a Commissioner of Sports (Intramural, County, or Overall) automatically makes the Commissioner a member of the Board of Directors until expiration of the appointment, if the member is not otherwise a member of the Board. Commissioners of Sports are automatically members of the Athletic Committee for matters dealing with that sport activity. In cases of conflict with ARTICLE V, SECTION 1, Commissioners of Sports’ membership to the Board will not be counted toward the 60 (sixty) Board of Directors limit.
ARTICLE V
(BOARD OF DIRECTORS)
SECTION 1. There shall be a Board of Directors not to exceed 60 (sixty) in number consisting of persons of the community interested in furthering the aims and goals of the Boys & Girls Club as stated in ARTICLE II.
SECTION 2. Election of the Board of Directors: Nominations shall be made by any member of the existing Board of Directors. All nominations to the Board of Directors shall include a report of the nominee’s Club involvement. Election to the Board of Directors shall be by a majority vote of the Board of Directors present. Nominations must be made at least one month prior to the meeting at which the prospective member’s name comes up for a vote. Not more than 4 (four) new directors may be elected at any one meeting. In order to be eligible for nomination to the Board of Directors, the nominee shall have demonstrated his or her desires to take part in the Board’s activities.
SECTION 3. Duties of the Board of Directors: The duties of the Board of Directors shall be to further the philosophy and purpose of the Club; to discuss and vote on matters brought before the Board; and to assist in a minimum of 1 (one) general Club fundraising program per year.
A yearly review by the Executive Committee, September meeting, of the contribution made by each voting Board member shall be made. If it is determined that a Board member has not met these minimum requirements, the Executive Committee shall recommend to the Board of Directors removal of that member from the Board of Directors.
SECTION 4. Non-excused absence at 4 (four) regular meetings during the calendar year of the Board of Directors is cause for dismissal of a member of the Board without the necessity of a vote; provided, however, that the delinquent member be first notified by the Executive Committee, in writing, following the member’s third absence. Even if that member returns to the Board meetings, the fourth missed meeting constitutes dismissal from the Board of Directors. Any member who is removed from the Board for non-excused absences is ineligible for Board membership for a period of 1 (one) year from the date of dismissal.
SECTION 5. Any member of the Board of Directors whose public conduct is of detrimental nature to the Club may be removed from the Board of Directors by a 2/3 vote of the members present at a Board of Directors meeting. The seriousness of a matter such as this requires close accountability by the voting members. Voting shall be by secret ballot. A judge and 2 (two) tellers shall be appointed by the presiding officer to supervise and tally the votes and voting procedure. Each Board member shall be called to bring their secret ballot to the tellers.
SECTION 6. Each member of the Board, including all members of the Executive Committee, shall be entitled to one vote on all matters at issue before the Board.
ARTICLE VI
(ELECTIONS)
SECTION 1. Nominations for the elected offices shall be made in accordance with ARTIVLE IV, at the regular October meeting. All nominees must be members of the Board of Directors. In order for a member to be eligible for office he/she must have been a member of the Board of Directors for 6 (six) months prior to assumption to office.
SECTION 2. Officers shall be elected at the regular November meeting by a majority vote of the members of the Board of Directors present at that meeting.
SECTION 3. Voting shall be by secret ballot. A judge and 2 (two) tellers shall be appointed by the presiding officer to supervise and tally the votes and voting procedure. Each Board member shall be called to bring their secret ballot to the tellers.
ARTICLE VII
(MEETINGS)
SECTION 1. Regular Board of Directors meetings shall be held at least once in each month at a place designated by the Executive Committee. Meetings shall be held, but not restricted to, the third Thursday of each month commencing at 8:00 p.m.
SECTION 2. A special meeting may be called by the Executive Committee at any time. However, no business affecting a change in the By-Laws or status of members of the Board of Directors may be voted on except at a regularly scheduled meeting.
SECTION 3. Regular meetings of the Executive Committee shall be held at least once each month at a place designated by the Chairperson of the Executive Committee, time and place shall be announced at preceding Board of Directors meeting. Meetings shall be held, but not restricted to, the first Thursday of each month commencing at 7:00 p.m. to be followed by the Athletic Committee Meeting at 8:00 p.m.
SECTION 4. All meetings of the Board of Directors will be open to any member of the Club and all Executive Committee meetings will be open to any member of the Board of Directors.
ARTICLE VIII
(QUORUM)
SECTION 1. The quorum for a meeting of the Board of Directors shall be one-third (1/3) of the Board of Directors’ membership.
SECTION 2. The quorum for a meeting of the Executive Committee shall be a majority of the Executive Committee membership.
ARTICLE IX
(PARLIAMENTARY AUTHORITY)
The rules contained in “Robert, Rules of Order Revised” shall govern the organization in all cases in which they are applicable and in which they are not inconsistent with these By-Laws or rules adopted by the Board. A parliamentarian shall be appointed by the President for a term at the pleasure of the President.
ARTICLE X
(AMENDMENTS)
The By-Laws may be amended at any regular meeting of the organization by the concurring vote of a majority of the members of the Board of Directors; provided that notice of the proposed change or amendment has been brought up for discussion at the previous meeting prior to the actual vote. Any proposed change in the By-Laws must be brought before the Board of Directors in writing, and must state the language of the proposed change or amendment. A copy of the proposed change shall be sent to all members of the Board of Directors prior to the actual vote.
ARTICLE XI
(DISSOLUTION)
The Bowie Boys & Girls Club shall be perpetual in nature and shall continue as long as a need exists in the community to pursue the purpose for which the Boys Club was organized. If for any reason the Bowie Boys & Girls Club shall dissolve, the assets of the Club shall be first used to pay or provide for all debts or portions thereof as is necessary. Thereafter all remaining assets, real, personal, or mixed, shall be donated to any worthy charitable organization in the City of Bowie which the Board of Directors, in their discretion, may designate.
ARTICLE XII
(FISCAL OPERATION)
SECTION 1.
- The fiscal year of the Club shall be from January 1 to December 31. However, disbursements may continue through March to accommodate the sports season, at which time the books for that fiscal year will be closed.
- At the September Board of Directors meeting, the current commissioner of a sport, the immediate past commissioner of the sport, and any other determined by the Executive Committee, shall present a budget for the operations of that sport for the following fiscal year. Those sports which fall between fiscal years, shall be considered as falling in the year in which they commence, since the major portion of their expenditure shall be in the earlier fiscal year.
- Budget submissions of items falling outside the sports activities shall be submitted by the Executive Committee at the September meeting.
- At the October Board of Directors meeting, the Executive Committee shall make recommendations to the Board of Directors pertaining to each of the proposed operating budgets that shall not exceed 15 percent of the budget for each sports activity and any other proposed expenditures. This means that once a sports budget is passed, it cannot exceed it by over 15% without a 2/3 majority vote.
- At the November Board of Directors meeting, the budget for the following fiscal year shall be voted on by the Board of Directors.
- The Treasurer shall prepare a copy of the approved Club fiscal year budget to be available for immediate reference.
SECTION 2.
- At the October meeting of the Board of Directors, the Executive Committee, having received the requested operating budgets in the previous meeting, shall submit in writing to the Board the expected plans for the financial income of the following fiscal year.
- At the November meeting of the Board of Directors, the plans for the income for the following fiscal year shall be voted on by the Board of Directors.
SECTION 3. Together, the income and expenditures fiscal year plans shall comprise the Club’s planned fiscal budget. A line item budget for each sport shall be submitted to the Board of Directors for approval at any time during the year but shall not exceed the bounds of the planned fiscal budget. It shall be adhered to except where a 2/3 majority of those Board members present at a regular or special meeting shall deem it necessary to change the budget. Expenditure changes of less than $200.00 per sport activity, shall not be considered a change to the budget.
AS AMENDED JANUARY, 2005