NORTH
ROANOKE RECREATION CLUB, INC.
CONSTITUTION
AND BYLAWS
ARTICLE 1-OFFICE
1.1 Principal Office: The
principal office of the Corporation shall be in the County of Roanoke,
Virginia, and the officer in charge thereof will be the President.
1.2
Other offices: The corporation may also have
offices at any other place as the Board of Directors may from time-to-time
appoint, or as the business of the corporation may require.
ARTICLE
2-OBJECTIVES
2.1
Objective: The purpose
of this Corporation shall be to promote and to sponsor sports and recreation in
the North Roanoke area on an organized basis where sportsmanship and fair play
will be taught at all times, keeping the welfare of the child first and
foremost, and free from any adult lust for glory.
ARTICLE
3-MEMBERSHIP
3.1
Members: All new
applicants for membership of this club shall be subject to the approval of the
Executive Board. Membership is attained upon payment of the first
registration fee and continues throughout active participation in the NORTH
ROANOKE RECRECATION CLUB, INC. Note: (Programs, which are sponsored by this
club, will be coached or supervised on a voluntary basis. These
coaches/cheerleading sponsors (hereafter referred to as coaches) will be
expected to follow the rules as set forth herein stated, and will be asked to
sign an agreement to this effect. Coaches who do not have a child participating
in a sport will be given automatic membership for the current year of
coaching.)
3.2
Annual Meeting:
A meeting of the membership of this corporation shall be held annually at 7:00
p.m., on the first Sunday in November each year, if not a legal holiday, and if
a legal holiday, then on the next Sunday not a legal holiday, for the purpose
of electing directors and for the transaction of such other business which may
be brought before the meeting. Notice of the annual meeting shall be by phone
call from the secretary to each member, at least ten days prior to the meeting,
but failure to give notice shall not affect the validity of said meeting or of
anything done at said meeting.
3.3
Special Meetings:
Special meetings of the membership may be called at any time by the Board of
Directors or by the President, or by a majority of the membership. Notice
of such meeting shall be mailed at least ten days prior to the date of such
meeting, to each member of record, in the same manner as provided for in
section 3.2 of these bylaws. Nevertheless, if all the members shall waive
notice of the special meeting of the members, the same may be held, without the
giving or publication of any notice, by agreement in writing signed by all of
the members of the Corporation.
3.4
Regular Meetings:
Regular meetings shall be held the first Sunday of each month at 7:00 p.m. The
meeting will open with the reading of the minutes of the previous meeting, and
proceed with an open discussion for the general membership. At this time any
recommendations or grievances will be heard. Any matter requiring a vote of the
Executive Board will be handled at the next board meeting. All meetings will be
conducted using ROBERTS RULES OF ORDER, unless otherwise noted in
this document.
3.5 Place of Meetings:
All membership meetings shall be held as provided by the Board of
Directors.
3.6
Quorum: At
any membership meeting, at least nine members of the current Executive Board
must be present to constitute a quorum; if a sufficient number do not attend at
the time and place appointed, those who do attend may adjourn from
time-to-time, without notice other than by announcement at the meeting, until
members requisite to constitute a quorum shall be present in person or
represented by proxy. In all matters voted upon, a majority of the members present
in person or represented by proxy shall prevail, unless otherwise required by
law. Any member of the Executive Board with voting power shall be allowed
to request secret balloting when deemed necessary. Only executive Board members
are considered for the purposes of a quorum.
ARTICLE 4-FINACES
4.1
Fees: There will be a registration fee per child, per
sport. The fee will be announced at the beginning of each sport. Article 8,
Section 10 will explain in further details.
4.2
Funds: All funds collected using the name of the club shall be
transacted through the treasury of the club, with the exception of proceeds
from the sale of tickets to preseason, post-season, non-league games which may
be used by the teams to purchase items for the participants.
ARTICLE 5-BOARD OF
DIRECTORS
5.1
Number and Term of Office: The business and
property of the corporation shall be managed and controlled by a Board of
Directors. The number of directors shall not be less than one nor more than
five. The Board of Directors consists of The President; Vice President;
Athletic Director; Treasurer; and Bylaws Director. No director need be a
resident of the State of Virginia. Each director shall hold office for the term
of one year, and until his successor shall have been chosen and qualified in
his stead. In case of death or resignation of any director or any vacancy in
the office of the director occurring from any cause, the remaining directors
may elect the successor to hold office for the unexpired portion of the term of
the director so dying or resigning or whose place shall have become vacant, and
until the election and qualification of his successor.
5.2
Power of Directors: The Board of Directors
shall have the power to do, or cause to be done, all acts and things within the
corporate powers of the corporation, not required by the laws of the State of
Virginia or by these bylaws to be done by the members. It will also be the duty
of the Board of Directors to meet in October of each year to serve as a
nominating committee to elect members to the Executive Board at the November
meeting. These five plus a member at large selected by the President from the
membership will make up this committee. For nominations at large: in order to
be considered, open nominations from the floor must be submitted in writing to
the nominating committee at least 2 weeks prior to the November meeting.
5.3
Annual Meetings: A
meeting of the Board of Directors shall be held immediately after the annual
meeting of the members at the principal office of said corporation, or at such
other place as may be determined by the directors. No notice shall be required
of any such annual meeting nor of the meeting to be held immediately after the
adjournment of the first meeting of the members.
5.4
Special Meetings:
Special meetings of the Board of Directors shall be held at the principal
office of the corporation or at such other place as may be determined by the
directors whenever called by the President or any three of the directors.
Notice of such meeting shall be given by phone call at least five days before
the meeting to each director. The President or directors calling such meeting
may give notice; or request the secretary to do so. By agreement in writing,
signed by all the directors, any special meeting may be held without notice at
any place named in the said agreement.
5.5
Quorum: At
any meeting of the Board of Directors 75% of the Directors shall be necessary
to constitute a quorum for the transaction of business, and the affirmative
vote of the majority of the directors present shall be necessary for the
passage of any motion or resolution. But if a sufficient number of directors do
not attend at the time and place appointed, those who do attend might adjourn
from time to time until the business of the meeting is completed.
ARTICLE 6-OFFICERS
6.1
Officers:
The executive officers of the corporation shall be a President, Vice President,
Recording Secretary, Correspondence Secretary, Treasurer, Sponsorship/Ways and
Means, Equipment Director, Concessions Directors [1 Walrond, 1 Northside],
Athletic Director, Facilities Director and Bylaws Director. Each major sports
director: Baseball, Softball, Soccer, Football, Basketball, and Cheerleading
and etc. All of those listed compose the executive board of the corporation and
each has one vote year round.
Note: Minor
sports directors, those directors in each sport working under the Director of
the sport will be allowed to make recommendations to the board and have a vote
on their sport only.
6.2
President: The President
shall preside at all meetings of the members, and of the Board of Directors;
shall sign and execute all notes, contracts and other papers which the Board of
Directors expressly authorize him to sign for or on behalf of the corporation;
and shall perform such other duties and have such further authority as the
Board of Directors from time-to-time prescribe.
6.3
Vice President: The Vice President shall perform the duties of the
President during the absence of or the disability of the President or when his
office is vacant. He shall assist the Sponsorship/Ways and Means Director in
the functions of that office. The Vice President shall perform such other
duties as the Board of Directors may from time-to-time prescribe.
6.4
Concessions Directors [1 Walrond and 1 Northside]: The
Concessions director shall be responsible for the operations of all concessions
and/or be the liaison between the Board of Directors and any vendors the Board
may form a contract. He shall keep the Records of all Transactions and furnish
a financial report to the Board. The Concessions director shall perform such
other duties and have such further authority as the Board of Directors may from
time-to-time prescribe.
6.5
Recording Secretary: The Recording Secretary shall:
keep an updated Coaches and Assistant Coaches list per sport; and keep a list
of Board Members and their tenure who are due for service awards. The
Rosters turned into the County will be the same Rosters turned into the
Recording Secretary. All Rosters and lists held by the Recording Secretary will
be considered the official Rosters and lists of the Club. The Recording
Secretary shall perform such other duties and have such further authority as
the Board of Directors may from time-to-time prescribe.
6.6
Correspondence Secretary: The
Correspondence Secretary shall: keep the minutes of all meetings; prepare and
provide those minutes for approval to the Executive Board; keep Roanoke County
Parks and Recreation Department advised of all officer changes; keep all
stationary and envelopes; prepare a Newsletter; and advise all Board members of
meetings. The Correspondence Secretary shall perform such other duties and have
such further authority as the Board of Directors may from time-to-time
prescribe.
6.7
Treasurer: The Treasurer shall receive all monies of the club and shall
give bond in such sum and with such sureties as the club may require. He shall
have custody of all the monies, funds, securities, deeds contracts and other
valuable papers of the corporation, and shall receive and discharge all of its
monies and funds in accordance with the instructions of the Board of Directors.
The Treasurer shall keep entries or cause to be entered regularly in the books
of the corporation, and of all business transactions of the corporation
involving the receipts or disbursements of monies by him, and shall exhibit his
books and accounts to the Board of Directors, President, or any director,
whenever called upon to do so. He shall keep accurate records of receipts and
expenditures; sign all checks of the club with all disbursements being made by
check; present a statement of account at each meeting for permanent records and
present a full report at the annual meeting; include a financial report to be
mailed out annually; complete the books and have them ready for audit annually;
and keep all tax form filed on time. {Note: the executive board shall approve
any purchase exceeding $50.00 before purchase is made excluding budgeted
items}. The Treasurer shall perform such other duties and have such
further authority as the Board of Directors may from time-to-time prescribe.
6.8
Athletic Director: The Athletic Director and his designee shall be in
charge of all persons coaching teams. He shall submit a list of sport directors
to the board for approval at the February Board meeting. The Athletic Director
shall familiarize each director with their specific duties, including voting
rights and be responsible to see that all coaches have copies of the bylaws and
county rules. The Athletic Director shall keep all rosters and registrations
forms and an updated mailing list of all members through the Corporation’s
computer program. The Athletic Director shall also be responsible for the
purchase of all trophies as deemed needed by the Club. The Athletic Director
shall perform such other duties and have such further authority as the Board of
Directors may from time-to-time prescribe.
6.9
Equipment Director: The Equipment Director shall authorize the purchases
of equipment / uniforms and necessary items needed for the performance of the
teams sponsored by the club. He shall also present itemized budgets for each
sport for approval by the Executive Board before the purchases are made. The
Board must approve any additional items needed over and above the budget.
Purchase orders or proper verification by the Equipment Director must be used
for all purchases. The Equipment Director shall perform such other duties and
have such further authority as the Board of Directors may from time-to-time
prescribe.
6.10
Sponsorship/Ways & Means Director: The Sponsorship/Ways & Means
Director shall be in charge of all money making projects for the Club,
including team pictures, and items to be sold and any other money making
project decided on and approved by the Board.
He shall also be in charge of all
sponsorships, which includes: renewal; procurement; and thanking the sponsors
for their support. The Sponsorship/Ways & Means Director shall perform such
other duties and have such further authority as the Board of Directors may from
time-to-time prescribe.
6.11
Bylaws Director: The Bylaws director shall be in charge of the
Constitution and Bylaws, and written Draft Procedures. He shall call
meetings for reviewing and recommending changes to the Constitution and
Bylaws/Draft Procedures and have a supply of updated Constitution and
Bylaws/Draft Procedures available to all board members. All changes to either
document must be presented to the Executive Board for approval. The Bylaws
Director shall perform such other duties and have such further authority as the
Board of Directors may from time-to-time prescribe.
6.12
Facilities Director:[1 Walrond & 1 Northside] The Facilities
director shall work with County Parks and Recreation and the County Planning
commission regarding any capital improvements made or proposed to facilities
used by the club. He shall also represent the club on such projects of
capital improvements and oversee such projects where authority and control is
granted by the club. The Facilities director shall assist the Athletic
and Sport Directors on securing facilities for the preseason, postseason play
which are sponsored or hosted by NRRC, Inc. The Facilities Director shall
perform such other duties and have such further authority as the Board of
Directors may from time-to-time prescribe.
ARTICLE 7-EXECUTIVE BOARD
7.1 The Executive Board shall consist of 11
elected officers plus all major sports directors. (See section 6.1) Each member
of the executive board shall have one vote with the President voting only in
case of a tie.
7.2
The duties of the Executive Board shall be: A) Transact all necessary business
in the intervals between general meetings and business referred to the Board by
its membership;
B) Approve routine bills; C)
Approve sports directors, and all coaches; D) approve applicants for
membership; E) dismiss any coach, board member or member of the club that does
not adhere to the Constitution and Bylaws set forth herein; F) and approve
commercial sponsorship fees.The Executive Board shall perform such other duties
and have such further authority as the Board of Directors may from time-to-time
prescribe.
7.3
The President or any member of the Executive Board may call special meetings
when deemed necessary for discussion of recommendations for changes in any
category concerning the club. Only the Executive Board has the Authority
to pass changes, rules, etc. that affect the
members of the club.
ARTICLE 8-AMENDMENTS
8.1
The Executive Board at any meeting may amend the Bylaws providing notice of
intention to amend has been given in writing to the Bylaws Director. The Board
shall have the right to review any proposal and make a decision for the
betterment of the organization.
8.2 All complaints concerning the club shall
be presented to the Executive Board in writing.
8.3
Service plaques or jackets shall be given to coaches, assistant coaches, and
board members completing five years of service in the club. The club will pay
no more than $25 for five years service plaques/jackets, $35 for ten years and
$45 for fifteen years of service. A record of awards should be posted each year
and kept with the Recording Secretary.
8.4
All North Roanoke Teams shall wear only uniforms
that have been issued and approved by NRRC, Inc. every attempt should be made
by the parents, coaches and commercial sponsors to adhere to this rule.
8.5
No equipment shall be sold under any circumstances without the permission from
the Executive Board. The Executive Board will hold any coach or parent found
guilty of infraction to this rule responsible for the cost of the equipment as
set forth.
8.6 The number of members on a team will be
determined by NRRC except where regulated by existing county rules.
8.7 No child shall be dropped from a
squad/team by coaches without approval from the Executive Board.
8.8 NRRC, Inc. draft procedures and Baseball
post season procedures are posted as an integral part of the bylaws. The serpentine draft order shall be used for
all sports.
8.9 All sports will adhere to Roanoke County
Rules first and follow League or other rules as applicable.
8.10
Before any child can participate, the family must be in good standing with the
club as a whole. All boys and girls interested in playing any
sport must register for each sport each year.
No child will be issued a uniform
until a registration form is on file and the registration fee is paid. No child
will be issued a uniform if he/she has a uniform from another sport that has
not been returned to the club or any outstanding fee has not been paid. No
player can be on two rosters/teams concurrently within the club. The result of
such an action will be forfeiture of the team’s prior games and the player will
be removed from the roster.
8.11
Registration will be accepted up to three days before the draft. Those
applying after the deadline will be put on a waiting list. The only exception
would be to allow children of new families moving into the North Roanoke area
to participate in the sport in progress at the time of their arrival or for
special situations at the discretion of the Athletic and Sports Directors.
8.12
It will be the responsibility of the coaches to collect all uniforms and
equipment and to return the aforementioned to the Equipment director by a
specified date.
8.13 The Athletic Director or the Athletic
Director upon a recommendation from a Sports Director will decide refunds of
the registration fee.
8:14 Conduct:
1) Using profanity will not be
allowed by any coach, parent, or player while at the playing field;
2) No team shall be left unsupervised during any practice or league game;
3) The use of alcohol of any type is prohibited;
4) Abusive language toward players or officials will not be tolerated;
5) Coaches are responsible for the
conduct of the parents and players on his/her team. If the coach cannot handle
parents, the head official will forfeit the game to the opposing team.
8.15
The club will guarantee that all sports will receive equal trophies based on
county decisions. The regular season league champion (based on win/loss
records) will receive trophies. If any league consists of two divisions, there
will be a playoff and the winner will receive trophies, unless the winner is
the regular season champion. When teams are involved in interlocked
leagues, the North Roanoke team with the best win/loss record will receive
trophies. The league must consist of more than one North Roanoke team.
The Executive Board only, reserves the right to increase the registration fees
in any sport to cover the cost of trophies, uniforms, and /or equipment. This
means individual team trophies; each child on the team will receive a trophy.
No individual merit trophies will be given. Cheerleaders will
receive trophies equal to the team winning trophies. Al trophies shall be
comparable in size and price for all sports.
8.16 The Executive Board must approve any
additional trophies received by participants when numbering more than one per
sport.
8.17
No trophies or plaques shall be given to players in any sport including
cheerleading by any commercial sponsor, except as duly authorized by the
Executive Board. Commercial sponsors who break this rule will forfeit their
fees and advertising and will be eliminated from club property and facilities
used by the club.
8.18
Small tokens or gifts of appreciation may be given to each team player at their
banquet by the coaches/parents. These tokens should not be any larger than ˝
the size of first place trophies (which are 12”) and /or more extravagant that
$10 per player. Proceeds from the sale of tickets to preseason/post season
non-league games may be used for this purpose. Parents may, but will not be
expected to contribute to these items.
8.19
Any coach not adhering to these amendments shall be dismissed as a coach from
NRRC, Inc. any parent not observing the Constitution and Bylaws, could be asked
to forfeit any membership privileges by the Executive Board.
8.20
Flowers shall be sent to Board members, Coaches, Players/Cheerleaders who are
hospitalized for more than three days or a death in the immediate family.
(Maximum $30) This shall be the responsibility of the Correspondence Secretary.
Notification should be made to a Board member.
8:21
The North Roanoke Recreation Club requires that all head coaches
be certified through NYSCA (national Youth Sports Coaching Association) for the
individual sport in which they are coaching. The Recreation Club will pay
the fee for the First Level year, which then will be paid by the individual
coach after the first year. If the sport is not offered through the
County the head coach is still required to be certified for the Level one of
the NYSCA program.
8.22
For the registration of all sports, there will be a late fee of 55% for the
player(s) who are registered after the last official sign-up date as posted by
the sports directors. This fee will also apply to the families that have
three or more children registering. The late fee will be 55% for these
families as well. (Example: If the fee for a player is $65.00, the
late registration fee will be will be $101.00. If the fee for the family
is $150.00, the late registration fee will be $240.25.)
ARTICLE 9-STANDING
COMMITTEES
9.1
Committees shall be appointed by the: Board of Directors, President, or
Executive Board.
REVISED 01/04/01
05/06/02