Desert Vista Lacrosse Inc. By-Laws
Table of Contents
ARTICLE I – GENERAL PROVISIONS Section 1 – NAME Section 2 – OFFICE Section 3 – BY-LAWS
ARTICLE II – STATEMENT OF PURPOSE Section 1 – THE CLUB Section 2 – THE GOALS AND PURPOSE
ARTICLE III – MEMBERSHIP Section 1 – ELEGIBILITY Section 2 –VOTING
ARTICLE IV – BOARD OF DIRECTORS Section 1 – OFFICERS Section 2 – BOARD MEMBERS’ RESPONSIBILITIES
ARTICLE V – MEMBERSHIP MEETINGS & VOTING Section 1 – MEETINGS & VOTING
ARTICLE VI – FINANCES Section 1 – ACCOUNTING Section 2 – FINANCIAL AID Section 3 – SCHOLARSHIPS
ARTICLE VII – GRIEVANCES Section 1 – CODE OF CONDUCT Section 2 – APPEALS
ARTICLE VIII - NON-LIABILITY OF DIRECTORS ARTICLE IX - FINANCIAL RESPONSIBILITY ARTICLE XI - DISSOLUTION
Desert Vista Lacrosse Inc. By-Laws
ARTICLE I – GENERAL PROVISIONS
Section 1: NAME: The name of the corporation is Desert Vista Lacrosse Inc., hereinafter referred to as the “Club”.
Section 2: OFFICE: As we do not maintain an actual office, the address of this corporation will be the same as the current address of the Articles of Incorporation. This address will change from time to time, as the Board of Directors (hereinafter referred to as the “Board”) deem necessary.
Section 3: BY-LAWS: The Board and all Club Members will abide by the guidance set out in these By-Laws. Amendments to the By-Laws may be presented to the Club by any Member of the Club by submitting a written proposal. The proposal will then be submitted at a regular meeting of the Club for vote, after advance notice to the Members. Any amendments to the By-Laws require a 2/3 majority of the eligible voting Members present at the meeting to pass or via email vote if authorized in advance.
ARTICLE II – STATEMENT OF PURPOSE
Section 1: THE CLUB is organized and shall be operated and maintained as a non-profit corporation under the laws of the State of Arizona, exclusively for one or more of the purposes described within section 501(c)(3) of the Internal Revenue Code or the corresponding provision of any future United States Internal Revenue law (the “Code”).
Section 2: THE GOALS AND PURPOSE of the Club are to financially and administratively support the boy’s youth lacrosse teams that fall under the auspices of the Desert Vista Lacrosse Club. The Club will operate under the affiliation with US Lacrosse and its local representative, Arizona Lacrosse League (“ALL”). All players, coaches, and other volunteers as required will be registered with ALL. The Club will abide by the regulations of US Lacrosse and ALL.
ARTICLE III – MEMBERSHIP
Section 1: ELIGIBILITY: Membership in the Club is open to:
a) Current students and incoming freshman of Desert Vista High School and home schooled and other school students living within the Desert Vista High School boundaries. b) Parents, step parents, guardians, and former parents. c) Faculty, staff of Desert Vista High School. d) Other persons interested in the growth and excellence of the sport of lacrosse.
Section 2: VOTING: Only those Members who have been conferred voting rights are eligible to vote on Club matters and are referred herein as “eligible voting Members”. The following Members are eligible to vote on Club matters or hold elected Office:
a) Eligible voting Members include parents or guardians of returning players and incoming freshman who are registered with US Lacrosse and ALL. b) Parents, guardians, or other interested community members who do not have a player currently registered in the Club are ineligible to vote on Club matters, including Board elections. Players are ineligible to vote on any matters.
ARTICLE IV – BOARD OF DIRECTORS
Section 1: OFFICERS OF THE BOARD: This is a volunteer Board.
a) The Board of Directors of the Club will be comprised of five elected Officers of the Board.
i) President – This officer will preside over all Board meetings utilizing a pre- published written agenda following standard Rules of Order. He/she will ensure that the Board is in compliance with the 501©(3) requirements, the By-Laws, and ALL Regulations. ii) Vice President – This officer will assist the President in all duties. He/she will also be the liaison between the committee chairs and the Board and will present committee reports when necessary. iii) Secretary – This officer will take minutes at each meeting and distribute them to Board members for approval in a timely manner. He/she shall see that the reports, statements and other documents required by law are properly kept or filed. This officer will be responsible for distributing pertinent information to the Club. iv) Treasurer – This officer will maintain the Desert Vista Lacrosse accounts and provide a written statement of transactions and current balance at each meeting. v) Member at Large -
b) Board Nominations and Elections:
i) Nominations: Any current Member of the Club may nominate a new Member of the Board. ii) The Call for Nominations will take place five weeks prior to the Annual Meeting where elections for the Board of Directors will be held. Nominations may be made at a regular meeting or made via e-mail as established by the President. iii) Nominees must be eligible voting Members. Nominees may not accept a nomination of more than one office. iv) Elections will take place annually prior to the end of the Board’s fiscal year at an Annual Meeting. The date of the Annual Meeting will be announced to the Club via written notice 2 weeks prior to the scheduled date. Nominations for new Board Members will be included in this Notice. v) All eligible voting Members may vote in the Board election, whether in person or via email. A majority of the votes cast shall determine the winners.
vi) Officers will be elected for a one-year term. The term will be the same as the fiscal year. vii) Members of the Board may serve a maximum of 4 consecutive years. c) Vacancies/Removal: i) In the event of a temporary absence of the President, the Vice President shall serve as President for the period of absence. ii) In the event of a permanent absence of the President, the Vice President shall ascend to the Presidency. iii) In the event of a permanent absence of other officers, the President shall call for nominees from the Club and nominees receiving a majority of the votes cast by the eligible voting Members shall be considered elected. iv) Any Officer or committee member may resign at any time by giving notice of his/her resignation to the President or Secretary of the Board. v) Removal of an Officer/Board member may occur with a 2/3rd’s vote by the eligible voting members, with or without cause, whenever it is judged to be in the best interest of the Club
Section 2: BOARD MEMBER’S RESPONSIBILITIES: All Members of the Desert Vista Lacrosse Board of Directors will adhere to the following:
a) All Board Members will sign a Conflict of Interest statement. b) Board Members are required to attend all Board meetings. c) No Board member will receive compensation of any kind for his or her services. d) Board Members will respect that some topics are confidential and may not be discussed outside of the Board and/or coaching staff.
ARTICLE V – MEMBERSHIP MEETINGS & VOTING
Section 1: MEETINGS & VOTING: The CLUB will abide by the standards as set forth in Roberts Rules of Order.
a) The Club will meet bi-monthly during the regular school session of Desert Vista High School, and at other times at the discretion of the President. b) Special Board meetings may be called as needed for emergency, sensitive or confidential issues. All Members of the Board will be notified of any special meetings. c) Any Club Member may bring a proposal to the Club during a regular meeting. A second must be made before a vote will occur. d) To pass a proposal, a majority of the eligible voting Members present at the meeting must vote in favor. e) If a vote needs to occur between meetings, proposals must first be brought to the President. The President will determine the timeliness of the issue and bring it to an e-mail (or phone) vote if necessary. E-mail votes will pass with a simple majority by eligible voting Members. f) Players may not attend Board meetings at any time unless invited by a Member of the Club to make a special presentation. The player will be excused immediately following said presentation.
ARTICLE VI - FINANCES
Section 1: ACCOUNTING:
a) The fiscal year will begin in August 1 of each year. b) A budget for the operation of the Club shall be prepared and approved by a simple majority of the eligible voting Members of the Club. c) The Treasurer and one other Board member (non-spousal/relative) will be able to sign on all Desert Vista Lacrosse, Inc. accounts. The Treasurer will collect all funds paid to the Club and deposit them directly into the Club account within one week of receipt. The Treasurer will pay all monies due to other parties by the Club in a timely manner and will maintain detailed records of all transactions. d) The Treasurer or the President has authority to approve all budgeted transactions. e) The Treasurer and President jointly may authorize non-budgeted expenditures of funds not to exceed $1000 per budget category. Written requests for expenditures in excess of $1000 which are not approved in the Budget must be submitted to the Club for approval. A majority vote is required for approval. f) Written requests for funds must be provided to the Treasurer. g) Where reimbursement of an approved expenditure is sought, itemized receipts must be provided to the Treasurer. h) A non-Board member will reconcile the financial records annually as designated by the Board.
Section 2: FINANCIAL AID:
a) The Board or a designated Committee of the Club will consider written applications for financial aid by the parent/guardian of any player who qualifies. b) Criteria, which will be considered, will include, but will not be limited to family income, special circumstances (divorce, bankruptcy, etc.) or multiple players from a family. c) The amount to be allocated for financial aid will be determined annually in the budget, and can be modified at the discretion of the Club. d) No player shall be excluded from participation due to lack of financial resources. The Club shall provide fundraising opportunities and/or financial aid on an as needed basis.
Section 3: SCHOLARSHIPS:
a) The Club may establish a Scholarship Fund. The money to be allocated for the Scholarship Fund, if any, will be determined annually in the budget.
ARTICLE VII – GRIEVANCES
Section 1: CODE OF CONDUCT: The Board has established a Code of Conduct which is required to be signed by all players and their parents or guardians and Coaches. The players, parents and guardians are subject to disciplinary action for violations of the Code of Conduct.
Section 2: APPEALS: Any player, parent or guardian who feels aggrieved by any action taken pursuant to the Code of Conduct or pursuant to these By-Laws may appeal the action to the Board by providing to the Board a written statement outlining the disciplinary violation, the disciplinary action taken, why the player, parent or guardian feels the action was unjust, and what the appropriate conduct should have been. The Board will then have 15 days from the date the written appeal is received to review the submission and issue a written ruling. The Board, in its discretion, can ask for the player, the player’s parent or guardian, the player’s legal representative, the Coaches, or other interested parties, to appear before the Board to provide additional information to assist the Board in its deliberation. The 15-day time period can be extended by stipulation of the parties, or at the Board’s discretion.
ARTICLE VIII - NON-LIABILITY OF DIRECTORS
The Board of Directors shall not be personally liable for the debts, liabilities, or other obligations of the Club.
ARTICLE IX - FINANCIAL RESPONSIBILITY
The Club shall not assume, nor be liable for, the debts and/or the financial responsibilities, either implied or incurred, of any Player, Coach, Manager, Club Official, or Referee from any Member Team, Club or Organization without prior approval of the Club’s Board of Directors.
ARTICLE X - DISSOLUTION
Should the Club be dissolved, all assets after the payment of legal debts and liabilities shall be turned over to a nonprofit fund, organization, or foundation which operates exclusively for the development of youth Lacrosse.