Table of Contents
Article I. Membership
- Membership Limits
Article II. Board of Directors
- Number of Board Members
- Program Directors as Board Members
- Honorary Board Members
- Standards of Conduct
Article III. Meetings and Action of the Board
- Notice of Meetings
- Quorum and Voting
- Action without a Meeting
Article IV. Standing Committees
- Duties of Chairpersons
Article V. Elections
- Board of Directors
Article VI. Roles, Requirements, and Qualifications
Article VII. Amendments to the Bylaws
Appendix A: Guidelines for Financial Transactions and Records
and Template for Fund Raising Activity Report
Appendix B: Role of Board Members and Honorary Board
Appendix C: Role of Executive Director
Appendix D: Role of Board Designee for Finance
Appendix E. Role of Standing Committee Chairpersons
Appendix F: Role of Program Directors
Appendix G: Role of Parent Coordinators
Article I – Membership
- Eligibility Members of the Organization shall be those persons, including participants, parents, coaches, board members, counselors, advisors, financial supporters, owners and members of the business community and others who express interest in assisting the organization in its mission, purpose and activities, and who duly register with the organization.
- Membership Limits There shall be no limit to the number of members of the organization.
- Privileges Members shall be offered the opportunity to vote on matters
properly put before the membership, serve as a parent coordinator, serve on the
board or volunteer as a chairperson or member of any organization,
organization standing committee, consistent with the pertinent Articles for these
positions as stipulated in this document.
Article II – Board of Directors
- Powers All organizational power including but not limited to the promulgation of organizational policies, shall be exercised by or under the authority of the Board of Directors, subject to any limitation set forth in the Articles of Incorporation or other provisions of these Bylaws.
- Number of Board Member The Board Shall consist of not more than 11 members. The members by a majority vote may change the number of Board Members provided, however, that the Board must consist of at least 5 or more persons.
- Election Board members shall be elected as follows:
- Nominations shall be requested by the chairperson of the Board sixty (60) days in advance of the end of a director’s term and not longer than thirty (30) days after removal, resignation, or increase in the number of members on the Board.
- The chairperson shall issue a letter informing the nominee of his/her nomination and requesting a written acceptance explaining their interest in serving on the Board.
- The chairperson shall disseminate the nominee(s) statement and schedule a vote at the annual Board election meeting or at the next general Board meeting in the case of removal, resignation, or increase in the number of Board Members.
- Nominees shall be elected only upon an affirmative two thirds (2/3) vote of all of the board members present at the meeting.
- Term Board Members shall serve staggered terms of three (3) years. Members of the Board serving at the time of the enactment of these Bylaws shall be subject to the Chairperson of the Board’s discretion where the staggering terms is concerned.
- Resignation A Board Member may resign at any time by delivering written
notice to the Chairperson.
- Removal A Board Member elected by the Board may be removed with cause by the vote of two-thirds (2/3) of the Board Members. For any member of the organization to initiate a removal proceeding written notice shall be served on the Chairperson, the Executive Director and the subject, with the latter having the opportunity to address the Board before a vote is taken. If initiated by the Chairperson, written notice need only be served upon the subject Board Member.
- Vacancies A Board Member elected to fill a vacancy shall be elected for the un-expired term of his predecessor in office. Despite the expiration of a Board Member’s term, he continues to serve until his successor is elected or until there is a decrease in the number of Board Members. If a vacancy occurs on the Board, the Board may fill the vacancy for the duration of the un-expired term by the affirmative vote of a majority of the Board Members.
- Program Directors as Board Members Members of the Board shall not serve as program directors. No Board Member shall engage in the daily operations of the Organization without consultation of the Executive Director and Board Chairperson. The daily operations are those matters related to implementation of program activities or those as determined by the Board of Directors.
- Honorary Board Members The Board shall consist of honorary members, a special class of Board Member. Such honorary Board Members shall have no fiduciary duty to the organization nor shall they exercise any voting power in matters before the Board. Honorary Board Members shall be elected as follows: Nominations shall be requested by the Chairperson from the Board Members sixty (60) days in advance of the normal board election meeting. The Board shall vote the approval of the nominee for Honorary Member by a majority vote, and the chairperson shall issue a letter informing the nominee of his/her nomination and requesting a written acceptance. An Honorary Member may resign at any time by delivering written notice to the Chairperson. An Honorary member may be removed with cause by the vote of two thirds (2/3) of the Board Members. The chairperson and/or three (3) fellow board members may initiate a removal proceeding provided that written notice is served upon the Chairperson and the subject member, with the latter having an opportunity to address the Board before a vote is taken. If, the removal proceeding is initiated by the chairperson, written notice need only be served upon the subject and director.
- Standards of Conduct A Board Member shall conduct his/her duties with that standard of care that is consistent with their fiduciary duties and with the aims and goals of the Organization.
Article III – Meetings and Actions of the Board
- Meetings At a minimum, the Board shall meet quarterly at dates and times determined by the chairperson after consulting with other members of the board. Special meetings of the board may be called by the chairperson or any three (3) Board Members.
- Notice of Meetings Notice of date, time and place of regular meetings should be given not less than thirty (30) days in advance. Where possible, notice of special meetings, including their purpose, should be given not less than ten (10) days in advance. All such notice of meetings shall be delivered verbally and in writing (including via electronic transmission).
- Quorum and Voting A quorum of the Board consists of a majority of the fixed number of Board Members and does not include honorary Board Members. If a quorum is present when a vote is taken, the vote of a majority of Board Members present shall be deemed an act of the Board unless other provisions of these Bylaws require the vote of a greater number of Board Members. Acts not voted upon accordingly, shall not be deemed an act of the Board.
- Action Without a Meeting Actions of the Board may be taken without a meeting if the Board Members provide written consent describing the action
taken and signed by two/thirds (2/3) of the Board Members. Such consent shall have the same force and effect as a meeting vote and may be described as such in any document.
Article IV – Standing Committees
- Designation There are four (4) standing committees: the Community Forum (i.e., grievance committee); the Fund-Raising Committee; the Education Committee; and the Membership Committee. The Chairpersons of the respective standing committees shall receive their mandates and be designated by the Chairperson of the Board with the advice and consent of the full Board. Chairpersons may be selected from the parents of program participants, community members, or other interested individuals who express a commitment to the organization and its mission.
- Duties of Chairpersons Chairpersons of standing committees shall be responsible for organizing their respective committee, developing a work plan with objectives, assigning members to the committee, and providing regular reports on the activity of the committee to the Board of Directors in writing and for discussion at meetings.
Article V – Elections
- Board of Directors Elections for the Board of Directors shall be held in
January, with the respective terms beginning February 1.
Article VI – Roles. Requirements and Qualifications
See Appendix B for additional roles, requirements and qualifications for Board Members, Committee Chairperson(s), Special Coordinators, Directors and Parent Coordinators.
Article VII – Amendments to the Bylaws
These Bylaws may be amended by a majority vote of the Board of Directors. Proposed amendments shall be submitted to the Chairperson in writing, after which there shall be an opportunity for the mover of the amendment at the next general meeting to argue in support of his/her position. The Board will then discuss and vote on the amendment as proposed.
Adopted this 14th day of December, 2006
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Guidelines for Financial Transactions and Records
The Board (with Treasurer’s input) shall be responsible for approval of all program budgets.
Withdrawal of Funds
Funds shall be withdrawn from the established sports program or the General fund account only with the approval of the Treasurer and the Board Designee for Finance (heretofore referred as the Board Designee). This approval shall be pending funds allocated to the program. The Board Designee shall maintain the checkbook and the credit card and will be the only individual with signature rights. However, the Board Designee shall not make or provide checks to anyone without conversing with the Treasurer, to assure complete report keeping and availability of funds.
Deposit of Funds
Funds shall be deposited only by the Board Designee or Treasurer. Therefore, any and all funds, whether cash, check or money order shall be provided to the Treasurer, who shall prepare the appropriate paperwork and provide a receipt to the individual or organization from which the funds are received. Where program directors are responsible for collecting funds they shall provide individual receipt and turn receipt book over to the treasurer at the end of registration period, along with proper documentation (i.e. list of paid and unpaid participants, amount paid, etc.).
Position of Treasurer
- The Treasurer shall be appointed by the Board with input from the Executive Director and the Board Designee.
- The Treasurer shall be bonded in order to handle financial
transactions of the organization.
- The Treasurer works cooperatively with the Board
- The Treasurer is charged with making deposits to the organization
account and assuring that all deposits have appropriate paperwork
developed and maintained in an official notebook.
- The Treasurer provides direct assistance and performs duties in
conjunction with the Board Designee of the organization.
- The Treasurer shall assure that his/her books are consistent with the
Board’s Designee’s books.
- The Treasurer shall prepare the monthly accounting report.
- The Treasurer is responsible providing to the Financial Director any and all financial records required for submission of Grant Proposals.
- The Board Members and Program Directors of the organization shall receive quarterly accounting statements, or more often if needed, from the Treasurer.
- The Treasurer shall assure that all financial transactions are tracked and monitored in an appropriate accounting book or on an electronic accounting program and backed up by copy on diskette.
- The Treasurer shall also assure that there is a line-by-line notation for each individual transaction.
- The Treasurer shall develop or obtain all necessary forms needed to collect and maintain financial transaction information in an orderly
- The Treasurer shall be responsible for working with the legal counsel, the Financial Director and the Board Designee to prepare appropriate IRS tax documentation.
- All financial transactions MUST have accompanying paperwork, to include:
- Date funds are withdrawn from account
- Amount of funds
- Purpose funds are to be used for
- Original receipts for purchases with organization funds
- Any withdrawal slips from bank
- Any deposit slips from bank, if excessive funds are drawn out
and remaining funds need to be returned.
For Receipt of Funds:
- Date funds were collected
- Amount of funds collected
- Purpose funds were collected for (as specific as possible, e.g.,
Football player fees with name and amount of each individual
the fees are for); donations (with amount of each donation and
the name of the contributor); grant funds and purposes for
which the funds are to be used
For Donations, Contributions and Grants
All donations, contributions and grants must be tracked and maintained in an electronic accounting system, for IRS purposes, to include, in addition to the above, the following:
- The name of the donator, contributor or grant maker
- The date of the donation, contribution or grant
- The purpose, if any, of the donations, contribution or grant
- The amount of funds being donated, contributed and granted
- If donation or contribution is not in the form of currency, the fair market value of the funds.
- Any services the donator or contributor received from WWYO and the value, if applicable.
- The total amount of the donation and contribution, less any services received
- A notation that the donator or contributor received the appropriate form (sample attached) noting their gift, the value of their gift, and the fact that the gift is tax-deductible based on our 501 (c)(3) status and signed by the appropriate WWYO official
- A copy of the form provided to the donator or contributor that shall be maintained by the Treasurer for IRS verification.
Sample Spread Sheet
The following provides monthly accounting of all financial activities for each program and fundraising events.
WOODRIDGE BANK ALLOCATIONS
|Bank Statement||TOTAL TRANSFERS $|
WWYO FUND RAISING ACTIVITY REPORT
date of report:
name of department implementing the activity (e.g., officers, football, baseball, cheerleading, etc):
name of fundraising event:
names and contact information for INDIVIDUAL (s) in charge of the activity:
dates of fundraising activity: brief paragraph describing activity:
IF ACTIVITY IS IN PROGRESS, PROVIDE STATUS:
IT IF IS COMPLETED, PROVIDE FINAL SUMMARY REPORT TO INCUDE AMOUNT RAISED:
note: 5% of all fundraiser is to go into the general fund
Role of Board Members
- Regularly attends board meetings and important related meetings.
- Makes commitment to participate actively in committee work groups.
- Volunteers for and willingly accepts assignments and completes them thoroughly and on time.
- Stays informed about committee matters; prepares themselves well for meetings, and reviews and comments on minutes and reports.
- Builds a collegial working relationship that contributes to consensus.
- Is an active participant in the board’s annual evaluation and planning
- Participates in fund raising for the organization.
- By majority vote, appoints Executive Director, Board Designee for Finance, Treasurer, Standing Committee Chairpersons, and other positions as required, e.g., Communication Coordinator, Outreach Coordinator, and Secretary.
- By majority vote, approves legal and/or business agreements that the organization may enter into.
Role of Board Chairperson
- Is a member of the Board.
- Serves as a lead volunteer of the organization.
- Is a partner with the Executive Director in achieving the organization’s mission.
- Along with the Executive Director, has the authority to sign legal and/or business agreements on behalf of the organization, once approved by the Board.
- Provides leadership to the Board of Directors, who set policy and to whom the Executive Director is accountable.
- Chairs meetings of the Board after developing the agenda with the Executive Director.
- Encourages Board’s role in strategic planning.
- Serves ex officio as a member of committees and attends their meetings when invited.
- Discusses issues confronting the organization with the Board and executive director.
- Helps guide and mediate Board actions with respect to organizational priorities and governance concerns.
- Reviews with the Executive Director any issues of concern to the Board.
- Monitors financial planning and financial reports.
- Plays a leading role in fundraising activities.
- Formally evaluates the performance of the executive director and informally evaluates the effectiveness of the Board members.
- Evaluates annually the performance of the organization in achieving its mission.
Role of Board Vice Chairperson
This position is typically successor to the Chair position. In addition to the responsibilities outlined in the Board Member job description, this position:
- Is a member of the Board.
- Performs Chair responsibilities when the Chair cannot be available (see Chair Job Description)
- Reports to the Board’s Chair
- Works closely with the Chair and other staff.
- Participates closely with the Chair to develop and implement officer transition plans.
- Develops and/or maintains a database to include all organizational participants with current demographic and participation data.
- Performs other responsibilities as assigned by the Chairperson of the Board.
Role of Honorary Board Members
- Honorary Board members are nominated by a member of the Board and are individuals who support the organization, its mission and purposes and would meet one or more of the following criteria:
- On a regular basis directly provides financial support to the organization;
- On a regular basis, performs fund raising activities to benefit the organization;
- Allows the organization to utilize their name and/or image in advertisements, grant applications and other publications; and
- Continues to devote their time, energies and support to the organization.
Role of Executive Director
- Act as the spokesperson for Woodridge Warriors Youth Organization.
- Provides leadership and guidance throughout the organization.
- Along with the Chairperson of the Board, has the authority to sign legal and/or business agreements on behalf of the organization, once approved by the Board.
- Oversees the day-to-day operations of Woodridge Warriors Youth
- Develops long range strategic and operational plans with reasonable standards and measurable results in consultation with the Program Directors.
- Reviews all processes and procedures for all programs before
- Serves as the Athletic Director for all Athletic Programs in the organization, until such time as the operation of the programs requires that a separate individual is needed to assume the position of Athletic Director. The Athletic Director shall:
- oversee, organize and coordinate all athletic related activities for the organization;
- develop a long range operational plan with reasonable standards and measurable results;
- be the spokesperson for the organization’s athletic programs;
- provide guidance and leadership throughout the athletic programs;
- review all processes and procedures for all athletic programs;
- work with the education program director to determine educational needs and order and distribute educational items to the Education Director; and
- work with all athletic program directors to:
- determine uniform and equipment needs and order and distribute team uniforms and equipment to the Program Directors;
- coordinate tournament activities;
- develop and maintain practice plans;
- develop and maintain compliance processes;
- coordinate all training and clinics; and
- develop a recruitment and evaluation process to identify and evaluate program directors, coaching staff and support personnel.
Role of Board Designee for Finance
- The Board Designee shall be appointed by the Board of Director with the input of the Executive Director.
- The Board Designee shall develop, organize, coordinate and implement all financial processes of the organization.
- The Board Designee shall oversee and maintain final responsibility for all financial matters of the organization.
- The Board Designee shall keep all check books/check card and write all checks and/or pay by check card.
- The Board Designee shall be responsible for the budget process of the organization.
- The Board Designee in conjunction with the Treasurer shall be responsible for submission of end of year financial statements and reporting.
- The Board designee shall be bonded to handle financial transactions of the organization with the assistance of the Treasurer.
- In the absence of Treasurer the Board Designee will perform all of the Treasurer’s tasks.
Role of Standing Committee Chairpersons
And Other Positions as Required
- Sets tone for the committee work.
- Ensures that members have the information needed to do their jobs.
- Oversees the logistics of committee’s operations.
- Reports to the Board’s Chair.
- Reports to the full Board on committee’ decisions/recommendations.
- Works closely with the executive director as necessary.
- Assigns work to the committee members, sets the agenda and runs the meetings, and ensures distribution of meeting minutes.
- The Fund Raising Committee Chairperson shall also identify and maintain private, public and corporate sponsorships for the organization and for researching, collecting data and submitting grant proposals.
- The Communications Coordinator, if needed, shall maintain the organization’s web site; publish a quarterly newsletter; oversees all organization’s communications; and maintain a yearly calendar of events.
- The Outreach Coordinator, if needed, shall renew and establish partnerships with the community, education, political, government, businesses and WWYO alumni.
- The Secretary, if needed, shall attend all meetings of the Board and record and maintain accurate minutes of all meetings, accurate records of meeting attendance, addresses, telephone numbers and email addresses and inform the Chairperson of the Board when a Member or other invited individual will be absent. The Secretary shall inform Board Members and other invited individuals of meeting times and places. The Secretary shall maintain a file of all official incoming and outgoing correspondence of the organization.
Role of Program Directors
- The Program Directors shall be selected by the Executive Director and approved by the Board.
- There shall be one designated Director per organization program, i.e., football, baseball, basketball, cheerleading, and education.
- The Program Director shall oversee, organize and coordinate all program related activities under their leadership.
- The Program Director shall develop a long range and annual operational plans with reasonable standards and measurable results.
- The Program Director shall annual present their plan of action and budget to
the Executive Director and Board, two – three months prior to the annual start of the program. In the absence of a program plan the Executive Director shall work with the Board to draft a plan for implementation.
- The Program Director shall oversee all activities of the program in which they are the Director, assuring they are on the premises, or they have designated an appropriate individual to be on the premises, during all activities of the program, to provide supervision, guidance, direction and leadership to the participants, teachers, coaches, parents, assistants and fans.
- The Program Director shall identify and appoint parents and other supporters as Team Parents and Coordinators for their program.
- Maintains a program participant database.
- Assures all program participants submit and complete all organizational documents, including but not limited to: demographic data, school grades, birth certificates, parental consent forms, participant consent forms, league consent forms, league and other participant fees, etc.
- Shall establish and/or assure compliance with a schedule of practices, games, tutoring sessions, award programs, and other activities of the program.
- Responsible for coordinating all program registration and fundraising events for normal operating program expenses.
- Works with the Director of Finance and Fund Raising Coordinator to identify any additional financial needs above and beyond normal operating expenses.
- The Program Director shall recruit and oversee coaches, teachers, assistants and/or other individuals needed to assist in the implementation of the program and verify they have the necessary clearances and training to perform their duties.
- The Program Director shall evaluate all participants, coaches and assistants at least twice during each program season or period.
- The Education Director shall also establish and maintain academic enrichment, leadership, family support and mentoring programs for the entire
ROLE OF PARENT COORDINATORS
- Parent Coordinators shall be identified by the Program Director for each program from the parents, guardians, or other responsible family members of the participants from the program.
- They will provide direct assistance to the Program Director as specified by the Director for implementation of the program.
- Serve as team parents for the program, attending games, maintaining uniforms and coordinating the provision of refreshments.
- They shall assist the director to disseminate forms, collect forms, maintain records in a safe place, and assure that the organization and any other appropriate entities are provided with copies of required forms and documents.
- Take the lead in coordinating other parents to be active in fund raising, attending games, attending parent meetings, providing transportation, and selling concessions.
- Coordinate and oversee fund-raising of the program, in consultation with the program director, to raise funds for the normal operating costs of the program.
- Coordinate transportation for team members to and from games and other program activities to assure that all members are present.
- Make and maintain contact with participants and their parents and assure they are aware of activities, dates, times and places in sufficient time for their participation.
- If needed, assure that there are a sufficient number of team parents to accompany teams as chaperones and assistants to the Director on trips for the organization.