Administration and Organization Control
By-Laws
Effective Date: January 1, 2017
GFV By-Laws
Administration and Organization Control
1 Administration
1.1 Executive Board of Directors & Officers of the Club
The Executive Board of Directors (EBOD) shall consist of seven (7) Directors, comprised of the following positions: President (Director), Vice President, Director of Operations, Coaching Director, Director of Community Outreach, Treasurer, and Director of Facilities. All EBOD members will be elected / appointed for one year terms, to begin January 1st. Executive Board members may not hold more than one EDOB position; however they may also serve as an Officer of the Club if they are appointed.
1.1.1
Election of Executive Board
•The election / appointment of the Executive Board of Directors must take place by November 1st. An email will be sent to all registered members of the club by September 1st asking them to submit names in order to nominate potential candidates by October 15th. The current Executive Board of Directors shall tally the nominations and speak to potential candidates to gauge their interest. If the candidate(s) is interested the EBOD will meet prior to April 15th to vote on the nominees to determine who the new board member(s) will be. Board members for the next term shall be approved by majority vote of the EBOD. The called meeting for election of Board members shall also serve as the Annual Meeting of the corporation.
•Terms of the Executive Board of Directors continue until replaced by election or until resignation.
•If Executive Board of Director Members wish to serve additional terms on the EBOD, they must go through the same voting process described above for each additional term.
Restrictions
1.1.2
The Executive Board of Director members can be a coach or assistant coach while serving on the Board. Any coach serving on the board is prohibited from voting on protests relating to the league they are coaching. In the event an EBOD member (other than The President) is a Recreational coach, he/she may not take part in the creation of rosters for that specific age group(s) unless only one team will compete.
1.1.3 Board Meetings
Official board meeting will be held monthly at a day, time and location to be established from time to time by vote of the Executive Board of Directors. Special meetings of the board can be called upon at least seven (7) days’ notice given to board members by email or, if no email address, then by U.S. mail
1.1.4 Voting by Proxy
Voting by proxy (e.g. email) is acceptable if the board members agree in writing that it is an issue appropriate for email. When voting by proxy (e.g. email) the secretary is to print and preserve the email communication.
1.1.5 Dismissal of an Executive Board member
The EBOD may dismiss a current member of the Executive Board of Directors in a vote of “no confidence” where the vote is unanimous (the current member in question is not allowed to vote on his/her removal). If a board member misses three consecutive meetings without proper notification that member is automatically removed from the board.
1.1.6 Vacancies
A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the Executive Board of Directors. When a vacancy of a EBOD position occurs, the position will remain vacant until a permanent replacement has been elected. In the event the president position is vacated, the Vice President of Recreational shall assume the duties of President until a permanent President has been elected by the EBOD at a regular meeting or special meeting called for that purpose.
1.1.7
Duties of the Executive Board of Directors
President (Director) – The President shall preside over all meetings of the club and of the Executive Board of Directors; shall perform other duties as prescribed in the bylaws or assigned by the club or by the Executive Board of Directors; and shall coordinate the work of officers committees and volunteers of the club in order that objectives may be promoted. The president shall have authority to execute documentation on behalf of the organization, except as may otherwise be set out in these bylaws or by resolution of the EBOD.
Vice President - The Vice President shall act as an aide to the president and shall oversee and administer all Non-Club teams and their activity. At the conclusion of the sign up window the Vice President shall work with the age group coordinators for Non-Club age-groups to divide players in an even, unbiased manner. In the event the Vice President is a coach in a Non-Club age group, the President shall divide the players in an even, unbiased manner for that age group.
Director of Coaching – The Director of Coaching shall act as an aide to the president and shall oversee the club side of Georgetown Force Volleyball (GFV). The Director of Coaching will also oversee, hire and review the coaching staff. The Director of Coaching will also devise and oversee practice planning and direct all manner of coaching and play for all teams Club and Non-Club. The Director of Coaching will also direct and manage all Coaching efforts for travel teams and tournament play in and out of state.
Director of Operations – The Director of Operations shall work with the board to ensure all communication mediums for Club and Non-Club teams are in tact and operational. After the sign up window has ended the Director of Operations will work with the Non-Club league coordinators to divide players in an even, unbiased manner. The Director of Operations shall also stay in contact with the USAV, JVA and AAU to be sure all Coaches, Directors and Chaperones are in compliance with all stated rules, regulation and certification.
Director of Facilities– The Director of Facilities will manage and oversee all contracted practice facilities and contracts associated with practice and play. The Director of Facilities will work closely with the Director of Coaching to hire and evaluate tournament officials including referees, safety and security personnel.
Director of Finance (Treasurer) – The treasurer shall have custody of all the funds of the club; shall keep a full and accurate account of receipts and expenditures, and in accordance with the budget adopted by the club, shall make disbursements as authorized by the president, Executive Board of Directors or club. The treasurer shall present a financial statement at every meeting of the club and shall make a full report at the meeting which new officers assume their duties. The treasurer’s accounts are subject to audit by an auditor or an auditing committee. All checks, drafts, or other orders for the payment of money, notes, or other evidences of indebtedness issued in the name of the corporation shall be signed by two (2) such officers or agents of the Corporation and in such manner as shall be determined by resolution of the board. Authorized signatories are the Vice-President Select, Vice-President Recreational and Treasurer.
Director of Community Outreach – The Director of Community Outreach shall record the minutes of all meetings of the Executive Board of Directors and of the club. The Director of Community Outreach shall ensure that registered Club and Non-Club members are engaged in Community Outreach efforts. The Director of Community Outreach shall also assist the President and Vice Presidents in broadcast communications with the entire the club as needed. The Director of Community Outreach shall oversee all recreational events and team bonding activities associated with Club and Non-Club teams as well as non-volleyball events.
Ratification and Amendment of By-Laws
1.1.8
GFV By-Laws
The ratification and amendment of by-laws shall be by unanimous vote of the EBOD at a duly called meeting.
1.1.9 Quorum Vote
Quorum at a meeting of the EBOD shall be the number of active board members at a duly called meeting.
1.1.10 Officers of the Club
The Officers of the club are non-voting members and shall be appointed by the executive board: Marketing Coordinator, Social Media Coordinator, Referee Coordinator, Facility Coordinator, Registrar/Scheduler, Recreational League Age Group Coordinators. All Officers of the club shall be appointed for one year terms by the Executive Board of Directors. Officers of the club may hold more than one position if deemed necessary. Officers of the club are free to attend the monthly Executive Board meetings if they choose though their attendance is not required.
1.1.11 Adding Officer of the Club positions
Should the EBOD determine to add an additional position, the EBOD must assemble the duties of the new position and then hold a majority vote of the EBOD must approve the new position.
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1.1.13
1.1.14
Restrictions
Officers of the club can be a coach or assistant coach while serving as an Officer of the club. In the event an Officer of the Club is a Recreational coach, he/she may not take part in the creation of rosters for that specific age group(s) unless only one team will compete. The President shall divide the players in an even, unbiased manner for that age group.
Duties of the Officers
•Non-Club League Coordinators –The Recreational League Age Group Coordinators (one coordinator for each league age group) shall be responsible for the operation of their respective recreational leagues during the season. They will coordinate fund-raising activities and will oversee the registration, draft and/or placement of players on their teams and seasonal schedule creation. They will relay information from the EBOD to league coaches/players/parents and vice versa including but not limited to game / field status, schedule changes, etc., as it pertains to said league.
•Referee Coordinator – The referee coordinator / Assignor shall schedule referees for all games. Referees must be certified prior to the start of league play. The referee coordinator will ensure that referees are properly attired and represent the best interests of the game of volleyball and the youth participants. The Referee Assignor must be certified through USAV/AAU/JVA before assigning games. All Kentucky Referee Assignors must be certified by September 1, and obtain yearly certification thereafter. The Referee Assignor will also be reimbursed for the clinic fee.
•Facility Coordinator – The Facility Coordinator is responsible for the all facilities used during league and recreational play. He/she will also work with Parks & Recreation and Scott County Schools to make sure the facilities are set up at the beginning of each season and maintained during the season of play.
•Registrar / Scheduler – The registrar / scheduler shall be responsible for collecting registration forms, separating forms by age groups, making copies of registration forms for distribution to League Age Group Coordinators and giving checks to the treasurer in a timely fashion. The registrar / scheduler will also work with club coaches and leagues to ensure our select team game schedules meet with our team’s needs.
Accounting
The club will operate from an accounting standpoint on a calendar year.
Contracts
All contracts pertaining to the Club and/or Club business can only be granted by vote of the board. A majority vote (a quorum must be in attendance) by the board is required before a contract pertaining to the Club and/or Club business can be entered.
Special Committees
1.1.15 1.1.16
1.1.17
GFV By-Laws
1.1.12 Dismissal of an Officer of the Club member
The EBOD or Officers of the Club may dismiss a current member of the Officer of the Club in a vote of “no confidence” where, provided there is a quorum at the board meeting, the majority vote carries the decision (the current member in question is not allowed to vote on his/her removal). If an Officer of the Club misses three consecutive meetings without proper notification that member is automatically removed from the board.
The president or Executive Board of Directors shall approve committees as needed. The committees may be nominated by any GFC member in good standing and shall be approved by the Executive Board of Directors. The president shall be a member ex-officio of all special committees.
The foregoing bylaws were approved by unanimous vote of the Board on the 1st day of January, 2015.
President______
Michael Leahy
Director/President