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Harmony Athletic Association Bylaws

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                                           BY-LAWS

 OF

HARMONY ATHLETIC ASSOCIATION(HAA)

 

ARTICLE I

NAME AND PURPOSE

1.1   The name of this non-profit organization shall be Harmony Athletic Association, consisting of a Parent Advisory Board and parent members.

1.2   The purpose of this non-profit organization shall be to develop, organize, and promote athletics to the youth of Harmony Elementary School, k-6.

1.3   The mission of Harmony Athletic Association is to provide and create consistent, affordable, organized and supervised athletics for the students at HarmonyElementary School, and to make all the efforts to attempt to ensure that no child is prevented from participating in organized sports.

 

ARTICLE II

MEMBERSHIP

2.1   Any person(s) being a parent/legal guardian of a student at Harmony Elementary School is eligible for membership in the HAA.

2.2   The Harmony Athletic Association,  shall at all times observe all local, state, and federal laws which apply to non-profit organizations as defined by the NC State Secretary.

2.3   The elected Parent Advisory Board shall at all times have the full power and authority to expel membership to any person(s) whose actions are determined to be detrimental to, or inconsistent with, the purpose of the Association, the by-laws, Code of Conduct, and/or is determined by the Board to be in the best interest of the Association.

2.4   The Parent Advisory Board may expel a coach, sports director, or sports committee member or a participant in any athletic activity upon the affirmative vote of two-thirds of the board members in attendance at a properly called meeting for good cause shown.  Good cause for purposes of this provision shall be defined as a crime involving moral turpitude or any violation of the Code of Conduct of the purposes of the Association.

 

 

 

 

 

ARTICLE III

MEETINGS

3.1   Regular meetings of the Parent Advisory Board and the Harmony Athletic Association shall be held on the first Tuesday of the month, PAB to meet at 6:30 and Athletic Parents Meetings to start at 7:30.  All eligible parents are strongly encouraged to attend parent meetings.

3.2   An annual meeting will take place in October, to nominate board members excluding the president-elect of the previous term, which at this time will move into the Chairman of the Board for the next Term.  Board nominations shall include President-elect, Secretary, Treasurer, and Communication Coordinator.

3.3   Special called meetings for the sports specific business shall be held on an as-needed basis or as called for by the President and any other officer or by quorum of the Board.

3.4   Special meetings of the parent members may be called for any lawful purpose provided five (5) active parents members in good standing so indicate their assent to such meeting or provided the President or any two (2) or more directors’ call for such a meeting.

3.5   Public notice of the time and place of all annual meetings shall not be given less than ten (10) days prior to the date set for such annual meeting.  Public notice shall include the publication of the meeting date, posting of a notice of the meeting at the Harmony School, on any roadside sign in front of the school or at any event of the Association taking place prior to the meeting.

3.6   The presence of not less than two-thirds of the Parent Advisory Board shall constitute a quorum and shall be necessary to conduct the business of the Association.  A written report of the business transacted at each Board meeting shall be made by the Secretary and distributed at the next meeting of the Board.

3.7   All meetings of the Association and its committees shall be conducted pursuant to Roberts Rules of Order with the President being responsible for the implantation of parliamentary procedure necessary for the orderly conduct of any meeting.

 

ARTICLE IV

VOTING                              

4.1   At all meetings except for the election of the Parent Advisory Board, all votes shall be by voice.  For election of Board members, ballots shall be provided and there shall not appear any place on such ballot that might tend to indicate the person who cast such ballot.

4.2   At any regular or special meeting, if a majority so requires, any question may be voted upon in the manner and style provided for election of the Board.  At all votes by ballot the chairman of such meeting shall, prior to the commencement of balloting, appoint a committee of three who shall act as “Inspectors of election” and who shall, at the conclusion of such balloting, certify to the Chairman the results and be responsible for ensuring that the results are officially recorded and accurately represented in the minutes of that meeting.

4.3   No inspector of an election or special meeting shall be a candidate for office or shall be personally interested in the question voted upon.

4.4   Eligible parents are allowed to vote at Athletic Association meetings if they have attended 50% or more of the regular meetings during the past year.

4.5   The President (Chairman of the Board) will only vote on items requiring a vote to be taken when it is necessary to break a tie result.  The exceptions to this are any votes requiring a two-thirds majority, the election of Board members.

4.6   Tie votes to be broken by Directors of Sports and if still undecided/cannot be determined then the Principal of Harmony Elementary School shall make determination.

 

ARTICLE V

GOVERNANCE  

5.1   The original Parent Advisory Board of HAA shall consist of 5 elected members, consisting of a (1) President, (2) President-elect, (3) Secretary, (4) Treasurer, and (5) Communication Coordinator.

5.2   A list of names, addresses, and phone numbers of all Parent Advisory Board members shall be sent to Iredell County Parks & Recreation Division, The Iredell-Statesville School System, SIYAA, ICYAA, Troutman and Lakeshore Elementary.

5.3   If a Harmony Athletic Association, board member or officer is removed for cause during their term , they may not be appointed or elected to the Harmony Athletic Association, Board or officer of a committee until three (3) years has passed from the date of their resignation/removal, unless approved by the board to stand for election. 

5.4   Parent Advisory Board members shall not serve in any executive capacity or being a board member to any other professional athletic association.

5.5   Persons elected to the Parent Advisory Board positions with the HAA may not also hold a Board/officer position with the Harmony PTA at the same time.  Persons elected to the PTA Board while already serving in a governing capacity on the other board shall be required to resign from governance of one of those organizations within 48 hours of their election to the competing board.  Failure to voluntarily resign from one of the competing boards shall result in disqualification for that individual to serve on the HAA Parent Advisory Board, and said director/officer shall be removed from their position subsequently filled in accordance with these Bylaws.  Removal pursuant to this subsection shall not be deemed “removal for cause” nor act to prevent the disqualified person from being appointed/elected to serve with the Harmony Athletic Association,  upon the completion/termination of their duties with the competing board.

5.6   The Parent Advisory Board shall be a policy-making Board and will have the responsibility for setting policy as it pertains to field assignment, league participation, coach selection, approval of all fund-raisers, establishing rules and regulations for concession and gate receipts, and the implementation of a budget approval process for each sport.  The Board shall act as the appeals board should anyone’s right to participate in the Association be terminated for one or more seasons, shall act as liaison with the schools in all field assignments and other matters relevant to the operation of the Association shall approve all contracts entered into by any member of the Association for any reason, and shall make a final decision regarding any changes in sport affiliation.  The President, President-elect, Secretary, Treasurer, and Communication Coordinator shall have the responsibility of the day-to-day implementation of the policies set by the Board.  The Board specifically reserves the right to approve all capital expenditures in excess of $250.00, all contracts of employment, any contract for taking pictures or any fund raising, and all other expenditures on behalf of any individual sport.

5.7   At least one member of the board shall strive to be at every athletic sign-up, fund raising, or any event were money will be collected, to assure proper handling of monies.  A board member along with Director/officer will sign-off on amount received. 

5.8   The President:

a.       Shall be the Chairman of the Parent Advisory Board and charged with the duty of supervising all its functions subject to policy direction from the Parent Advisory Board.

b.      Shall be responsible for the implantation of the total Association program and shall see that the policies set by the Board be carried out by each participant in Harmony Athletic Association, Inc.

c.       Shall have the power to appoint Standing and Special Committees and shall serve as ex-officio member of all committees except the Nominating Committee.

d.      Shall serve a two (2) year term with initial President Term to expire in October.

e.      May co-sign checks.

 

5.9   The President-elect:

a.       Shall assume the duties of the President when the President cannot perform them

b.      Shall assist the President in the furtherance of the Presidential duties as might be requested by the President.

c.       May co-sign checks

d.      Shall become President at the expiration of the President’s two-year term in office, or if the office of the President is vacated for any reasons.

e.      Shall be responsible for coordinating a time and place of PAB meeting and Harmony Athletic Association, meetings.

 

5.10               Secretary:

a.       Shall be responsible for keeping all books and records of Harmony Athletic Association, Inc. in an organized, concise fashion, including the minutes of meetings of the Board and Parent Member Meetings.

b.      Shall provide such other assistance to the President and President-elect as may from time to time be required.

c.       Shall serve a two-year term, and may again be nominated during elections.

5.11            Treasurer:

a.       Shall be the Chief financial officer of Harmony Athletic Association.

b.      Shall have and keep accurate financial reports of disbursements and receipts of all money had and received by the Association or its committees from whatever sources.

c.       Shall coordinate the receiving and depositing of all fund-raising, registration, and sponsor money.

d.      May co-sign checks

f.        Shall submit an updated financial report to the Board at least four times per year, as well as at the Annual Harmony Athletic Association, meetings.

g.       Shall financially have audited the concessions, fund raisers, and other money-rasing events sponsored by the Association on a random basis as determined by the Board.

h.      Shall provide such other assistance to the President or President-elect and Secretary as may from time to time be requested.

i.        Shall ensure that financial data for Harmony Athletic Association, Inc. is in an organized manner at all items, and shall ensure that such data is available to any parent of Harmony Athletic Association, parents upon their request to review or inspect such data.

j.        Shall serve a two-year term, with initial term to expire in 2013.  May be nominated again during elections.

5.12            Communication Coordinator

a.       Shall be responsible for the Harmony Athletic Association, Inc. communication and develop all communication tools including but not limited to association newsletter, web page, press notices, phone tree, sign availability and any other communication services not listed.

b.      Shall be a direct line of communication from committees to board members and from members to school staff.

c.       Shall provide other such assistance to the President, President-elect, Secretary, or Treasurer as may from time to time be requested.

d.      Shall serve a two-year term and may be nominated again during elections.

e.      May co-sign checks.

ARTICLE VI

SPORTS DIRECTORS

6.1   The Director of Basketball, The Director of Track, The Director of Football, The Director of Cheerleading, and The Director of Volleyball.

6.2   Shall, consult with the Parent Advisory Board and be responsible for all matters related to the playing or scheduling of their respective sport.

6.3   Shall attend all necessary district and state meetings.

6.4   Shall be that sport representative for that sport.

6.5   Shall have the responsibility for coordinating with the Parent Advisory Board concerning field assignments, coach selection process, budget approval process, equipment management process, concession stand operation, as well as the implantation of other policy making decisions rendered by the Board.

6.6   Sports Directors shall be assigned by the Parent Advisory Board.

6.7   All Sports Directors are appointed by the Board and may be removed by the Board.

6.8   Nothing contained herein is intended to abrogate the powers of the Board to set policy, approve budgets and make decisions for the Association.  While the Association is a policy-making Board and should not become involved in day-to-day sports decisions, it retains the right to due so should an action by a Sports Director be in material or direct contradiction to the Harmony Athletic Association,  bylaws or Code of Conduct.

6.9         Any Board member who is directly affected by a situation may not vote on that matter.  Direct effect as used herein means receives any monetary consideration as a result of the decision of the Board, or any member of his immediate family receives monetary consideration as a result of a decision of the Board, or his/her  coaching position of the immediate family is directly affected by the vote of the Board.  As used in this paragraph, member of the immediate family includes but is not limited to spouse, children, step children, siblings, and parents.

6.10                        Each Sports Director in conjunction with the Treasurer will prepare an annual/seasonal budget for the operation of concession stand, if applicable, for their appropriate sport.  Each Sports Director shall implement a cash control program as established by the Treasurer, shall work diligently to minimize all expenses associated with the operation of the concession stand, it being the intent that the concession stand operation should recognize a substantial profit.  The Treasurer is specifically authorized to take over the operation of the concession stand, if in the Board’s opinion; the concession stand is not being operated in an appropriate manner. 

ARTICLE VII

BOARD MEMBER ATTENDANCE

7.1   All members of the Parent Advisory Board are expected to be in attendance at all Board meetings whether it is a regularly scheduled meeting or a meeting called by the President.  If a Board member cannot attend a meeting he/she must notify the President or President-elect at least eight (8) hours before the meeting begins. Failure to notify the above people, and failure to attend meetings, and may  be handled by the President at the President’s sole discretion as follows:

7.2   First Offense: The member shall submit in writing to the Board the reason for his/her absence and intentions on where he/she stands with serving as a Board member.

7.3   Second Offense: The member shall state his/her reason for absence to the Board in person at the next scheduled Board meeting and request permission to remain on the Board.

7.4   The President reserves all rights to recommend the removal of any Board member to the Parent Advisory Board of Harmony Athletics Association, for just cause at any time. 

ARTICLE VIII

The Harmony Athletic Association agrees to adhere to any rules and regulations set forth by the Iredell County Parks and Recreation Department or the Iredell-Statesville School system as may be from time to time amended.

ARTICLE IX

All checks signed by anyone on behalf of the Harmony Athletic Association must bear two (2) signatures one being from a board member.  The bank statements for all Association accounts shall be sent to the Treasurer’s address for the HAA and then reviewed if necessary at regular meetings.

ARTICLE X

All Directors of Sports shall serve without compensation or financial remuneration in any regard.  Each Director and his immediate family are prohibited specifically from profiting personally in any transaction with the Association.  In order to avoid any appearance of impropriety, any member of a Director’s family, including but not limited to spouse, parents, children, step-children, siblings, in-laws, aunts, uncles and cousins to the third degree are specifically prohibited from being employed by or engaged in a contractual relationship with the Association in any capacity where that employment or contractual relationship results in the payment of any compensation in whatever form or substance payable by the Association or its respective committee to such Director or member of his immediate family as defined herein, unless board overrides for the better interest of HAA.

ARTICLE XI

Any action required or permitted to be taken at a meeting of the Parent Advisory Board may be taken without a meeting if written consent setting forth the action so taken shall be signed by all Board members and filed with the minutes of the proceeding meeting.

Action by telephone call: Members of the Board or any committee designated by the Board may participate in a meeting of the Board or such committee by means of telephone conference call or similar communication equipment, via information highway, by means of which all persons participating in the meeting can hear each other.

ARTICLE XII

The President shall form an auditing committee consisting of at least three (3) members of the Association.  The committee’s membership shall change annually, and no person shall serve on the said committee for two (2) consecutive years.  The Audit committee shall review the financial records of the Association to its members.  All books and records of the Association may be inspected by any member, director, attorney or any proper person at any reasonable time upon written demand stating such purpose. 

ARTICLE XIII

Liability insurance in an amount no less than $1 million affording coverage to directors, officers, coaches, and their assistants, as well as to the Association and the Iredell County Parks and recreation Department and the Iredell-Statesville school system shall be maintained by the Association on a claims-made basis.

 

 

The undersigned verify that the above listed bylaws accurately reflect the Bylaws of the Harmony Athletic Association as founded by the first Parent Advisory Board, April, 2011.

 

Sean Turner, President of Harmony Athletic Association, PAB                                             Date

 

 Paxton Hix, President-elect of Harmony Athletic Association, PAB                                    Date

  

Rachel Miller, Secretary Harmony Athletic Association, PAB                                                 Date

 

Tammy Goodin, Treasurer Harmony Athletic Association, PAB                                            Date

 

Amanda Mendoza, Communication Coordinator Harmony Athletic Association, PAB                       Date

 

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