BYLAWS
OF THE MONROVIA PARKS & RECREATION ASSOCIATION, INC.
ARTICLE I
Name
The name of this organization shall be Monrovia Parks & Recreation Association hereafter referred to as MPRA.
ARTICLE II
Purpose
The purpose of MPRA shall be to provide recreation for youth of the Monrovia, Harvest, and Endeavor Community School Districts of Madison County.
ARTICLE III
Members
Section 1. Membership in the association shall be open to all adults as approved by the membership committee. Voting rights will be limited to members of the Monrovia, Harvest, and Endeavor school districts
.
Section 2. All voting members shall be in good standing of MPRA. MPRA membership rights are exercised by one adult member of a family, unless, both have paid dues.
Section 3. The annual membership dues shall be set by the general MPRA membership. Dues are renewed on the anniversary of the original payment. The membership committee shall notify members two months prior to renewal date. Members who renew after the renewal date shall receive credit as of the anniversary date. The membership committee shall authenticate the membership list prior to Executive Board approval. Request for resignations will be submitted in writing to the committee for action. Dues are not refundable.
Section 4. Coaches shall be limited to the Monrovia, Harvest, and Endeavor School districts. Coaches shall be members in good standing of MPRA.
Section 5. Upon the signed recommendation of one member, seconded by another member and by a three-fourths vote by ballot at the annual meeting, honorary life membership may be conferred upon any adult member of MPRA who shall have rendered notable service to MPRA. An honorary member shall have none of the obligations of membership, but shall be entitled to all of the privileges except voting.
ARTICLE IV
Participants
Section 1. Participants who live outside the districts and were enrolled prior to 1997 may continue to participate in the programs. Siblings of those already enrolled may continue to participate in the programs.
Section 2. Participants in the various programs shall be assessed fees to off-set cost of operating the programs, support the scholarship fund, and to maintain and improve the facilities. Hardship cases shall be handled by the Scholarship Committee. Fees will be set by the Executive Board.
ARTICLE V
Programs
Section 1. Programs shall be established and maintained based upon participants defined in Article IV.
Section 2. Definition: MPRA Program
A effort undertaken by at least 25 adult MPRA members to support a special endeavor involving youth in some phase of athletics or related activity.
Section 3. Any group desiring to establish a new program/activity using the MPRA umbrella must have Executive Board approval of their written proposal.
Section 4. The program/activity shall elect a chairperson, vice chairperson and other officers as deemed necessary for the first year of operation. The MPRA treasurer will function as the treasurer for any new program, maintain a separate financial category for the program, and provide a statement at the monthly Board meeting.
Section 5. The Program shall assess participation fees to fund the cost of operating the activity.
Section 7. Program managers may schedule activities with other parks, and/or communities with the approval of the Executive Board.
Section 8. The Program shall establish the necessary control of assets, operating procedures, budget, monthly reports, and other requirements as specified in ARTICLE IX, Section 12.
Section 9. The Program shall schedule activities consistent with the park allocated resources. If necessary, participant limitations will be implemented to assure a successful program. The program will identify expansion/reduction needs to the Planning Committee and Executive Board.
Section 10. In the event the Program is not successful, any remaining equipment or materials will be disposed of with the funds used to clear any debt, than any remaining funds to be transferred to the MPRA general account.
ARTICLE VI
Officers
Section 1. The officers of MPRA shall be a President, a Vice-president, a Corresponding Secretary, a Treasurer, and four Directors (one of whom is the immediate past president). These officers shall perform the duties prescribed by these bylaws and by parliamentary authority adopted by MPRA.
Section 2. The officers shall be elected by ballot to serve for two years or until their successors are elected and their term of office shall begin at the close of the annual meeting at which they are elected. The President, Secretary, and one Director elected in odd calendar years and the Treasurer, Vice-President, and two Directors elected in even years. A vacant office may be filled at any meeting by nomination and election.
Section 3. No member shall hold more than one office at a time.
Section 4. At the regular meeting held on the second Thursday in March, a Nominating Committee of three shall be appointed by the Board. It shall be the duty of this committee to nominate candidates for the offices to be filled at the June general meeting. The nominating committee shall provide a list of nominees to the membership in May, before the election at the annual meeting in June. Additional nominations from the floor shall be permitted.
ARTICLE VII
Meetings
Section 1. The General Membership of MPRA shall meet in January and June.
Section 2. The June meeting shall be for the purpose of electing officers, receiving reports of officers and committees, and for any other business that may arise. The January meeting shall be to review operations, plan the new-year, and update committees.
Section 3. Special meetings of the General Membership may be called by the president or by the Executive Board, or be called upon the written request of ten members of MPRA to the Executive Board. The purpose of the meeting shall be stated in the call. Except in cases of emergency, at least seven days notice shall be given.
Section 4. A quorum shall be represented by a majority of Board members present or, by the number of Board members present and at least an equal number of MPRA members present plus one.
ARTICLE VIII
The Executive Board
Section 1. The Officers of MPRA, the four Directors, the Chairperson from each sports program, and the concession Chairperson shall constitute the Executive Board, hereafter referred to as the Board.
Section 2. The Board shall have general supervision of the affairs of MPRA between its general membership business meetings, fix the hour, date, and place of meetings, make recommendations to MPRA, and shall perform such other duties as are specified in these bylaws. The Board shall be subject to the orders of MPRA, and none of its acts shall conflict with action taken by MPRA.
Section 3. Unless otherwise ordered, regular meetings of the Board shall be held on the second Thursday of each month. Special meetings of the Board may be called by the President, or upon the written request of three members of the Board. MPRA members may attend any meeting.
Section 4. The chairperson members of the Board selected on a yearly basis shall consist of;
Chairperson for the concession committee, appointed by the Board, and chairpersons from each of the sports programs offered by MPRA, elected by the respective committees.
Section 5. Standing committee Chairpersons and special committee Chairpersons shall attend the monthly Board meeting, or supply a written report of the committee’s activities to the President for presentation at the meeting.
ARTICLE IX
Committees
Section 1. The function of each standing committee shall be defined by the Board. The Committees shall develop general guidelines of their objectives, financial plans, and operations, which shall be submitted to the Board for approval.
Section 2. A Finance Committee, composed of the Treasurer and up to four other members shall be appointed by the President with approval of the Board. It shall be the duty of this committee to prepare a budget for the fiscal year and to submit it to the MPRA Board at its regular meeting in July. The Finance Committee may from time to time submit amendments to the budget for the current fiscal year, which may be adopted by a majority vote of the Board.
Section 3. An Auditing Committee, composed of up to three members shall be appointed by the President with approval of the Board, whose duty it shall be to audit the Treasurer’s accounts at the close of the fiscal year and to report to the MPRA general meeting in January.
Section 4. A Concessions Committee (with power), composed of up to five members appointed by the President with the approval of the Board, to organize and operate the MPRA Concession facilities during all scheduled activities at Phillips Park. The committee shall be responsible for scheduling volunteer workers, ordering and acquiring supplies, security of the funds derived, prompt transfer of funds to the MPRA general account, provide a monthly financial report to the Board, and maintain a healthy and hygienic work facility.
Section 5. A Scholarship Committee (with power), composed of up to three members appointed by the President with the approval of the Board, shall manage the MPRA Scholarship Program to be administered to eligible students who have participated in MPRA programs. The Scholarship Committee shall also administer the hardship fund.
Section 6. A Planning Committee, composed of up to five members appointed by the President with the approval of the Board, shall propose plans for future development of Philips Park.
Section 7. A Maintenance Committee (with power), composed of up to five members shall be appointed by the President with the approval of the Board, to oversee and maintain the infrastructure and mechanical equipment of Philips Park.
Section 8. A Public Relations Committee, composed of up to three members shall be appointed by the President with the approval of the Board, to keep the community apprised of MPRA actives and accomplishments.
Section 9. A Fields and Grounds Committee (with power), composed of up to five members shall be appointed by the President with the approval of the Board, to define, implement, and manage the continued improvement and maintenance of the fields and beautification of Phillips Park and the Recreational Walking Trail.
Section 10. A Parliamentarian shall be appointed by the President, with approval of the Board. The Robert’s Rules of Order shall be the primary guide used to resolve any dispute. The position can be filled by the Secretary when no one else feels qualified.
Section 11. A Membership Committee (with power), composed of up to five members shall be appointed by the President with the approval of the Board, to encourage MPRA membership, maintain the official membership rolls, and to notify members two months prior to the expiration of membership.
Section 12. A Committee (with power), for each active sports program, shall be elected by the active members signed up to support the sports program during the next season, of up to 20 members and a chairperson at least 2 months prior to the start of the season, with the approval of the Board. The Committee shall be responsible for:
1. Establishing an annual budget
2. Registration of participants, security of funds, and transfer of funds to the MPRA Treasurer
3. Ordering and acquiring equipment
4. Preparation and maintenance of the playing facilities
5. Scheduling activities and tournaments
6. Maintaining necessary records
7. Maintaining a healthy and wholesome atmosphere through fair play, good sportsmanship, and congenial fellowship.
Section 13. Such other committees, standing or special, shall be appointed by the President with approval of the Board, as MPRA or the Board shall from time to time deem necessary to carry on the work of MPRA. The President shall be ex-officio a member of all committees except the Nominating Committee.
ARTICLE X
Parliamentary Authority
The rules contained in the Robert’s Rules of Order shall govern MPRA in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order MPRA may adopt.
ARTICLE XI
Amendment of Bylaws
These bylaws may be amended at the general meetings of MPRA by a two-thirds vote, provided that the amendment has been submitted in writing at least three months prior to a general meeting.
Definitions: Robert’s Rules of Order
A Committee is a body elected or appointed by an assembly or board to consider, investigate, than report, or take action if authorized. Unlike a board, a committee is not itself considered to be a form of assembly. When a committee is appointed “with power,” it means to take all action necessary to carry out the instructions as outlined in their guidelines. Committees are normally defined as “standing or special.” In either case, the term of office must be established in the bylaws or in the nomination to establish the committee. In the case of standing committees, it is best to spread the terms of office over a period of years to prevent a total turnover of personnel unless this is a desired feature. A committee can appoint a subcommittee consisting of members from the full committee.
A Board is elected by the assembly and has authority to act and only report to the assembly at its regular meeting of actions taken since the last meeting. A board can appoint special committees without authority from within the assembly. A Board does not normally empower a subordinate board.
Revision 3
Approved General Meeting 8 Jan 2004
The Following members in attendance:
Teri Haverkamp
Micheala Phillips
Dwight Lowdermilk
Teri Phipps
Angela Stanley
Al Raby
Dewane Shumate
Jeff Mathews
Earnie Willhite
