Carnegie Scranton Recreation Association, Inc.: By-laws/Board Members

The name of the corporation shall be the Carnegie-Scranton Recreation Association, Inc., commonly known as C.S.R.A. This non-profit business is incorporated under the laws of New York State, serves a public interest, operated by a volunteer board of directors, maintains a set of bylaws, and has meetings through out the year.

The purpose of this corporation shall be to promote unity in an effort to attain a goal of better recreational facilities and activities for the youth of the community. All individuals of the community are encouraged to participate in the functions and as a pre-requisite shall be obliged to have the youth’s welfare foremost in mind. CSRA is organized exclusively for charitable and educational purposes, including for such purposes the making of distributions to organizations that qualify as exempt organizations under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

Section 1. Classes and Qualifications

The board of directors shall determine all membership qualifications, fees, and privileges.

a. Family Membership

• Any parent/guardian living near the Hamburg area shall be eligible for membership. To qualify as a member; you shall register your child in a program, have registration fees paid in full, and have your child participating. Membership shall last until the last registration date of the following year for the same program.

b. Individual Membership

• Any individual over the age of 18, living near the Hamburg area, shall be eligible for membership when they volunteer and work fifty hours or more during a sports season for CSRA. To qualify has a member; you shall fill out a membership application and pay the fee. Membership shall last for twelve months from the date on your application.

Section 2. Membership Privileges.

All members shall have the right to attend membership meetings, make recommendations, participate in discussion, and serve on a board committee. Members shall be eligible for board membership, after attending three membership meeting or after being appointed by the board of directors.

Section 3. Termination

A member can have their privileges terminated by a majority vote from the board of directors if they do not adhere to the Parents Code of Ethics.

Section 1. Membership Meetings

There shall be one regular membership meetings each month January through November. The date, time, and place of any meeting can be established or changed with a majority vote from the board of directors. Conduct of all meeting shall follow Parliamentary Procedures (Robert’s Rules of Order) unless otherwise specified in these bylaws.

Section 2. Adjourned Meetings

I f a quorum is not present, or a meeting is running late with business pending, the board may adjourn and scheduled an adjourned meeting..

Section 3. Special Meetings

Special meetings may be called by the board of directors to address an issue before the next membership meeting. Notice shall state the date, time and place and purpose of the meeting. No other business but that specified in the notice may be conducted at this special meeting without the unanimous consent of all present at such meeting.

Section 4. Board Meetings

Board meetings shall be conducted when deemed necessary by the majority of the board of directors. All board members shall have equal voting power with one vote even if they hold two positions on the board. Unless otherwise required by law, the vote of the majority of the board shall be the act of the board.

Section 5. Order of Business

The recommended order of business at membership meetings is the following:

1. Opening: Pledge of Allegiance
2. Roll call and introduction of new members
3. Reading of the minutes of the preceding meeting
4. Reports of committees (when applicable)
5. Reports of board members
6. Old and unfinished business
7. New business
8. Nominations, Elections, Appointments and Installations
9. Good and welfare
10. Adjournment

* If necessary a vote can take place to change the order of business.

Section 6. Notice of Meetings

Any membership meeting shall be posted on the CSRA website not less than ten days prior to the meeting. Members shall have notice posted at least five days prior to a special meeting. Board members shall receive notice by email or phone not less than three days for a board meeting.

Section 7. Quorum

To conduct business at any meeting, a presence of not less than 5 board members shall be necessary to constitute a quorum.

Section 1. Board of Directors

The association shall be managed by the board of directors. A primary responsibility of the board shall be to ensure that C.S.R.A. is accountable for its programs and finances to its contributors, members, the public, and government regulators. In order to coordinate the efforts of volunteers, the board shall be responsible to establish written policies and procedures for reference and guidance. Association decisions shall be made with the mission statement in mind. The board of directors shall consist of 10 director positions and 4 officer positions. Together these 14 positions shall have authority to conduct business during and between meetings within the limits stated in these bylaws. The board of directors shall review all correspondence and requests and then vote on recommended action. The board shall have the authority to create committees as needed and appoint the committee chairman. All board members shall uphold these bylaws. All new board members must receive a copy of the bylaws and after reading them, sign a form confirming that they have read and understand the bylaws. Board members shall be responsible to cover administration duties at both spring and fall registrations.

Section 2. Duties of Officers

President

Vice President

Secretary

Treasurer

Section 3. Duties of Directors

First Aid & SafetyDirector

Park Director

Membership Director

Communications Director

Snack Shack Director

Fundraising Director

1) Shall establish ways to raise money for the general fund.
2) Shall obtain Board approval for all activities.
3) Shall supply a written report on each fundraiser noting profit or loss.
4) Shall maintain a three ring binder with fundraising reports.

Section 1. Electing Board Members

Any member attending three or more membership meeting within the given year shall be eligible for election. Nominations will be held at the October membership meeting and the person nominated must be present to accept. Nominations shall prepare the organization for elections. Board members can recruit members for open positions. Elections will be held at the November membership meeting and the person shall be present to accept or state in a letter that they are willing to accept. A member can be elected without being nominated. The current board members shall elect the new board members who will take office in January. The method of conducting elections shall be established by the current board members.

Section 2. Appointing Board Members

Any board position that is not filled after the election process can be appointed by the board members. The person selected must be a member in good standing and present at a meeting to be interviewed by the board. A majority vote from the board shall be necessary to appoint the member. Appointments can be voted on at any time during the year. An appointed board member shall receive a copy of the bylaws and sign confirming that they have read and understand them. Appointed board members shall start immediately and have a three month trail period. After three months, the appointed person shall declare his/her indentions and the board shall vote again to keep the member on the board in a normal non-trail status.

Section3. Removing Board Members

Any board member that misses four or more membership meeting for any reason within a twelve month period shall be subject for removal. If a board member fails to perform their duties or acts improper and can not come up with a valid excuse, the board of directors can vote on removing the offending member. Removing a board member needs a two-thirds majority vote from the board members at any meeting.

Section 4. Resignation

A board member shall resign by written or verbal notice at any meeting. Written notice shall be accepted by the president or secretary outside a meeting. The resignation shall take effect upon receipt of notice and the acceptance of the resignation shall not be necessary.

Section 5. Terms of Office

The Secretary, Treasurer, and Park Director shall have two year terms starting on January 1st of odd years. The President, Vice-President, Fundraising Director, and Snack Shack Director shall have two year terms starting January 1st of the even years. All other board members shall have a one year term starting on January 1st. All members can be re-elected.

Section 6. Conflict Of Interest

If a board member’s personal or financial interests may be advanced by an action of the board, then he/she shall fully disclose the conflict to the board and shall not participate in any decision making related to this individual or entity.

Section 7. Committees

The Board of Directors shall have the authority to appoint committees (minimum of two members) to address any concerns or situations that may arise. They shall report to the board with their finding. When the task is completed, the committee shall be dismissed.

Section 8. Contracts and Agreements

All contracts and agreements in the name of the organization shall be approved by the board of directors before signing. The meeting minutes shall document that a vote took place for the signing to be proper.

Section 1. Dissolution

In the event C.S.R.A. should cease to function and be dissolved, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or Town of Hamburg Recreation Department, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

Section 2. Compensation

No part of the income of the organization shall be distributable to its members, board members, officers, or other private persons, except what the organization shall authorized to pay as reasonable compensation for services rendered.

Section 3. Political Campaign

No substantial part of the activities of C.S.R.A. shall be to provide propaganda, or otherwise influence legislation. C.S.R.A. 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. Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) 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, or (b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.

Section 4. Amendments

Any member may request a change in the bylaws by presenting their suggestion in writing at a membership meeting. After one month’s notice, the board of directors shall vote and with a two-thirds vote of the board members present, the amended bylaws shall be impelled for the next meeting.

Section 5. Fundraisers

All fundraisers must be approved by the board of directors before purchasing items. A verbal report shall be made at the membership meetings throughout the duration of the fundraiser. A written report shall be submitted at the membership meeting at the end of the fundraiser. The report shall list income, expenses, and results (profit or loss). A copy of the report shall be filed in a 3 ring binder that the Fundraising Director shall keep for reference. This binder will be helpful for new directors wanting to raise money.

Section 1. Audit Committee

To maintain good checks and balances, each year the board members shall form an audit committee to review all financial records from the previous year. At this time, all bank statements with canceled checks, actual bills, check book, and any financial records from the treasurer shall be bought together so this committee can review, ask questions and confirm that the information is correct before a report is sent to New York State.

Section 2. Signature Authorization

There shall be three board members that are authorized to sign checks, the President, the Treasurer, and one other board member elected by vote. Any check over $200.00 must have two signatures.

Section 3. Reserve Fund

The Board of Directors shall establish an amount of money to keep in the bank for a reserve fund. This money shall be tagged for emergency use only and will need board approval to access this money. Funds shall be replenished as soon as possible.