: BY LAWS

 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, Legacy, 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, Legacy, 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, Legacy, and Endeavor School districts.   

Coaches shall be members in good standing of MPRA and be approved by the responsible Sports Committee.

            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 responsible Sports Committee in conciliation with the Executive Board.  Registration fees will be set

by the Sports Committees and approved 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 ProgramAn effort undertaken by at least 15 adult MPRA members to create

a new program involving youth in some phase of athletics or a related activity under the MPRA umbrella.

            Section 3.  Any group desiring to establish a new program/activity using the MPRA umbrella must submit a

written proposal of their desires and have it approval by the Executive Board before any formal action is undertaken.

            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 6.  Program managers may schedule activities with other parks, and/or communities with the

approval of the Executive Board.

            Section 7.  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 8.  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 9.  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 will 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 five Directors (one of whom is the immediate past president, if available).  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 Board 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. 

Any floor nomination must have the signed approval of the nominee.

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 the MPRA Board members being present or, by

the number of Board members present and at least an equal number of MPRA members plus one being present.

            Section 5.  MPRA Members may attend any meeting and vote on any issue.  Interested visitors may attend

any meeting, ask questions if recognized by the presiding officer, but may not vote on any issue.  Visitors may

make presentations if a request to the president, to include the subject, is made 7 days prior to the meeting date.

ARTICLE VIII

The Executive Board 

           Section 1.  The four Officers of MPRA, the five Directors, the five Chairpersons 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.

            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 Sports Committees and are expected to attend each monthly MPRA Board

meeting.

            Section 5.  All 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 major function of each standing committee is defined in Sections 2 through 14.  The

Committees shall develop general guidelines of their objectives, financial plans, and operating procedures 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 Membership 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 sports.  Advertise the program, distribute and collect the

application forms, verify eligibility of each applicant, empanel a neutral evaluation committee to judge the

applications, collect the results and notify the winners.

            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 the 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 Sports Committee (with power); for each active sports program sponsored by MPRA,

composed of up to 20 individuals signed up to support the sports program during the next season.  Each

Committee shall elect a Committee Chair from among its active members at least 2 months prior to the start of the

next season, with the approval of the Board.  The Committees shall be responsible for:

                 1.  Establishing an annual budget

                 2.  Registration of participants through SportsSignUp and manual registration as needed,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, to also include SportsSignUp records.

                 7.  Maintaining a healthy and wholesome atmosphere through fair play, good sportsmanship, and        

                     congenial fellowship.

                 8.  Ensure each coach and primary assistant coach have an approved background check,              

                      (KidSafe  program), and are approved by the responsible Sports Committee.  The background                                                                                    

                      check will be paid for by the requesting individual when the request is made.

            Section 13.  A MPRASPORTS Web-Site Administrator, shall be appointed by the President with approval of the Board, to monitor operation of the mprasports.com web-site.  Maintain necessary liaison with the eteamz.com master web-site.  To monitor web-site content, commonalty of all web-site pages, legality of content, and information posted is current.  Perform necessary training for each new sports chair and other committee appointees and ensure individuals are authorized the appropriate administrative level password.            

            Section 14.  A On-Line Registration Program Administrator, shall be appointed by the President with approval of the Board to monitor operation of the SportsSignUp.com On-Line Registration Program.  To maintain necessary liaison with SportsSignUp.com, to monitor each individual sport's registration process, ensure each web-site page follows the general format provided, posted information if current, and is responsive to questions and/or complaints.  To monitor collection of funds and establish distribution as per the offical report.           

            Section 15.  KidSafe Program Administrator; shall be appointed by the President with approval of the Board, to maintain all necessary records of the passed and failed applications, coordinate with the Sports Chairs to ensure no unapproved person is allowed to coach, and to update the SportsSignUp KidSafe Program data as necessary.

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

Appendix of approved rules (motions) by year

            Section 1.  The MPRA Board approves motions during the calendar year to cause specific actions to take place.  A majority of these motions involve a specific purpose and when completed become mute.  A few of these motions involve daily operations and shall be classified as rules and possibility be incorporated into the Bylaws at the next update.

            Section 2.  All approved motions/rules during the year shall be put into a labeled permanent binder.  At the

end of the year they will be reviewed and all those deemed temporary shall be removed.  The remaining  rules, with

approval of the Board, will be added to the Bylaws as an “Appendix” with the “year number”. 

Article XII

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.  When a committee is appointed “with power,” it is authorized 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.  Internal Revenue Service has ruled that committees

or subcommittees “with power” are required to keep minutes or written records of all meeting and actions. 

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 or create a subordinate board. 

Revision 4

Approved at the Board Meeting 8 Apr 2010

The Following members in attendance:

Dewane Shumate

Dwight Lowdermilk

Angela Stanley

Danny Walker

John Himes

Deanna Buford

James Webster

Earnest Willhite 

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