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 Bylaws |
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CLUB BYLAWS -- To be Updated
10/02/2006
CLUB BYLAWS CURRENTLY UNDER CONSTRUCTION & IN THE PROCESS OF BEING UPDATED.
OFFICIAL BYLAWS OF THE MEDFORD YOUTH WRESTLING CLUB
Adopted February 12, 2001 - Amended January 30, 2002 and February 26, 2003 (see bottom of page for amendments)
ARTICLE I - NAME
Section 1 - The organization shall be known as Medford Youth Wrestling Club, located in the city of Medford, in the state of Oregon.
ARTICLE II - PURPOSE
Section 1 - To increase the awareness and participation in the sport of wrestling in Medford. This is accomplished by developing and promoting a basic understanding and appreciation of wrestling on part of both parents and youngsters, and to prepare both for the next levels of wrestling in Medford's middle and high school programs.
Section 2 - To supervise, sponsor, and financially assist a disciplined and competitive program of wrestling.
Section 3 - To develop in members, the ideals of good sportsmanship, honesty, and respect for authority.
ARTICLE III - MEMBERSHIP
Section 1 - Any youth age 6 through 16 (except if attending high school) desiring active membership will be registered at the first club activity he attends. Registration of wrestlers younger than age of 6 must have approval of head coach.
Section 2 - Membership in the organization requires payment of an annual membership fee which will be determined by the Board prior to the start of each season; presentation of a copy of the applicant's birth certificate; and completion of the club's membership application and medical forms by a parent or legal guardian.
Section 3 - Membership period shall be from September 1 through August 31st of the following year.
ARTLCLE IV - OFFICERS
Section 1 - The Board shall consist of the following 11 positions: President, Vice President, Secretary, Registrar/Trearurer, Fund Raising Coordinator, Equipment Manager, Head Coach, Head Wrestling Coach of North Medford High School (or his designee), Head Club Mom, and two Board Members-at-large.
Section 2 - Officer shall be elected annually by a simple majority of those present at a February general meeting, which shall include all current officers, elected Board members-at-large, coaches, and parents of registered wrestlers.
Section 3 - The position held by the North Medford Senior High School's head wrestling coach (or his designee) shall be a non-elected position.
Section 4 - Officers shall hold office until: (a) a successor is duly elected, (b) death or disablility, (c) resignation, (d) removed from office by a 2/3 majority of all voting members.
Section 5 - Vacancy for any reason shall be filled by appointment of the remaining officers until the next general February meeting.
ARTICLE V - DUTIES OF OFFICERS
Section 1 - President - the President shall supervise all the club's business affairs, and enforce all the rules of the club. He/she shall preside at all board and general meetings and assure that orderly and complete meetings are conducted. The President shall be a co-signer on checks issued on behalf of the club.
Section 2 - Vice-president- The Vice- president shall assist the President in the performance of his duties. In the absence of the President, the Vice-president shall perform the duties of the President. The Vice-president shall also perform other duties as assigned by the President.
Section 3 - Secretary - Records the minutes of all meetings and prepares a copy of such minutes for permanent record, and for each member present at the next meeting. The Secretary is also responsible for the correspondence of the club as deemed necessary. Upon notification by the President, the Secretary shall notify all members by phone, mail, or by personal contact of the time and place of all meetings, other than those reguarly scheduled in advance and already published or posted.
Section 4 - Registrar - Registers all new members; collects membership fees; maintains file of copies of birth certificates for each member; sees that all paperwork is filled out and complete; submits registration forms (or electronic data) and fees to the Oregon Wrestling Association on a timely basis; and maintains and updates club roster regularly.
Section 5 - Treasurer - Maintains the financial records of the Club, and prepares checks as directed by the Board or President. The Treasurer shall make timely bank deposits, and give a current financial report at each meeting. The Treasurer shall be a co-signer on checks issued in behalf of the Club.
Section 6 - Equipment Manager - Issues club singlets to each registered member prior to his first tournament, and maintains a record of same; collects club singlets from members when they are through wrestling for the season; notifies Secretary to bill members who have failed to return their singlet at the end of the season; arranges for club shirts and sweats for those members wishing to purchase them; reports to Board annually on the quantity and condition of the club's singlets, and makes recommondations concerning the purchase of new ones.
Section 7 - Head Coach - Helps recruit and train volunteer coaching staff; prepares and implements coaching syllabus for season and individual practices; trains and coordintates assistant coaches.
All coaching staff is subject to a background check.
Section 8 - NMHS Wrestling Coach (or his designee) - Shall serve as offcial liason person with the school and school district, and shall provide input in the selection and training of the Club's volunteer coaching staff. This is a non-elected position.
Section 9 - Head Club Mom - Recruits and coordinates veteran moms to serve as resources for new parents, and will address any problems or questions new parents and wrestlers may have about the Club or wrestling tournaments.
Section 10 - Board Members-at-large - Duties will be defined and assigned as needed and determined by the Board. The two members-at-large positions should be help by individuals who would be representative of the majority of parents, and who have skills and/or experience that would enhance the Club's objectives.
ARTICLE VI - MEETINGS
Section 1 - The Club's board of directors (officers and elected board members-at-large) shall meet at least monthly from September through February, or as necessary to effectively conduct the orderly business of the club.
Section 2 - Upon notification by the President, the Secretary shall notify all members by mail, newsletter, phone, or in person, of the time and place of all meetings, other than those regularly scheduled, at least 5 days in advance.
Section 3 - All general meetings and discussions of the Board shalll be open to any member or other member. In the case of discipline matters, the Board shall have the option of meeting in private "executive session".
Section 4 - The elected members of the Board shall be the voting members of the Club. The Board, on it's own, or by proposal from the floor, may vote either to poll all present on a specific issue before casting their votes on an issue, or may vote to accept the results of a majority vote by all present.
Section 5 - All meetings shall be run in an orderly manner. No member may have the floor for discussion unless recognized by the president or presiding person. The Modern Edition of Robert's Rules of Order shall be followed as close as possible.
Section 6 - Minutes of all meetings shall be recorded and made available in writing at the next official meeting. Copies of all meeting minutes are to be maintained for future reference.
ARTICLE VII -QUORUM
Section 1 - A quorum shall consist of at least a minimum of a simple majority (6) of the elected members of the Board in order to conduct ordinary business. Approval by at least 2/3 of all present at a general meeting is necessary to amend, add, or replace any articles in these bylaws.
ARTICLE VIII - ELECTIONS
Section 1 - Elections for new officers will be held at a February general meeting each year by a simple majority of those present, which includes all current officers, coaches, and parents of registered wrestlers. In the case of more than one candidate for a position, election will be by secret ballot.
Section 2 - A nominating commitee, appointed by the President, shall meet prior to the election meeting to prepare a slate of candidates for office. Nominations will also be taken from the floor by any members present. All nominees must be present for nominations, and must agree to serve.
Section 3 - An election will be held for each contested office, with the President and Secretary responsible for counting of the votes.
ARTICLE IX - FINANCES
Section 1 - Contracts - Only the Board may authorize contracts on the part of the organization.
Section 2 - Loans - No loans may be contracted on behalf of the Club, and no evidence of indebtedness shall be issued in it's name unless authorized by a resolution of the board of officers. Such authority may be general or confined to specific instances.
Section 3 - Checks - all checks of any amount require two signatures. Those approved to sign checks include the President, Vice-president, and the Treasurer.
Section 4 - Deposits - All funds of the Club not otherwise employed for its purposes shall be deposited from time-to-time to the credit of the Club in such banks or other depositories as the board may direct.
Section 5 - Financial Audit - The Board shall appoint a qualified member or agent to conduct an annual audit of the income and expenses of the organization.
ARTICLE X - DISCIPLINE
Section 1 - Method of Procedure - Any member or members having a complaint against another member for the infraction of any provision of these bylaws or Club rules, as for conduct injurious to the welfare of the Club, may report the same in writing to the Board. Such complaint, shall set forth the facts in the case, together with the names of the witnesses, if any. After receiving such complaint, a meeting of the Board shall be held as soon as practicable to investigate the same. The complainant or complainants, and the member of the complained of, shall receive at least seven (7) days notice, of such meeting, and may be heard with their witnesses. The statements and evidence shall be reduced to writing and filed with the Secretary, and then mail copies thereof to the complainant or complainants, and to the member complained of. An appeal from the decision of the Board may be taken to the club's general membership within seven (7) days thereafter, by serving upon the Secretary a written notice of such appeal. A special meeting shall thereupon be called for the consideration of the case, and a two-thirds vote shall be necessary to reverse the decision of the Board.
These bylaws approved on the 12th day of February, 2001.
Signed by:
Ron Jones, President
Paul Oetinger, Head Coach
Dennis Helland, Secretary
AMENDMENTS:
Amendments of February 26, 2003:
ARTICLE III – MEMBERSHIP - Section 1 was amended to now read, “Any youth age 6 through 16 (except if attending high school) desiring active membership will be registered at the first club activity he attends. Registration of wrestlers younger than 6 years must have approval of head coach. (Amendment excludes high school students from membership in the club.)
ARTICLE V – DUTIES OF OFFICERS – Section 2 - Vice President - was amended to now read; “The vice-president shall assist the president in the performance of his duties. In the absence of the president, the vice-president shall perform the duties of the president. The vice-president shall also perform other duties as assigned by the president.” (Amendment removes vice-president as a co-signer on checks issued in behalf of the club – club checks currently don’t require two signatures.)
ARTICLE V – DUTIES OF OFFICERS – Section 7 – Head Coach – was amended to now read, “Helps recruit and train volunteer coaching staff: prepares and implements coaching syllabus for season and individual practices; trains and coordinates assistant coaches. All coaching staff is subject to a background check.”
(Amendment adds wording that “all coaching staff are subject to a background check”.)
ARTICLE VI – MEETINGS – Section 5 – was amended to now read, “All meetings shall be run in an orderly manner. No member may have the floor for discussion unless recognized by president or presiding person.” (Amendment replaces “chairman” with “president or presiding person”.)
Amendments of January 30, 2002
A proposal was made and approved to merge the duties of Registrar and Treasurer. An additional Member-at-Large position was added to keep the number of club officers at eleven (11). Another motion was made and approved to re-title the new Member-at-Large position, “Fund Raising Coordinator".
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