MIDLOTHIAN ATHLETIC ASSOCIATION
This organization shall be known as MlDLOTHIAN ATHLETIC ASSOCIATION, INC., herein after referred to as the Corporation.
The objective of this Corporation is to implant firmly in the boys and girls of the community the ideals of good sportsmanship, honesty, loyalty, courage and reverence so that they may be well-adjusted, stronger and happier boys and girls and will grow to be good, clean, healthy and trustworthy men and women. This objective will be achieved by providing a well-supervised program of competitive athletic and associated events. The supervisors shall bear in mind that the attainment of exceptional athletic skills or the winning of games is secondary, and the molding of future men and women is of prime importance.
Any adult meeting the requirements as set forth in this Constitution, the By-Laws, and Policies of this Corporation shall be eligible for active membership. Membership runs from March to March. Any adult whose child participates in any activity shall be considered a member. The Board of Directors may grant special membership on a majority vote.
Board of Directors
The Board of Directors shall consist of a President, Vice-President, Secretary, Treasurer and eleven (11) standing committee Directors.
The Management or Government of this Corporation shall be under the supervision of the President and the Board of Directors. All matters concerning the policy of the Corporation shall be decided by a vote of the Board of Directors, and no motion shall be carried without a favorable vote from the majority of those present at a duly constituted meeting.
The annual meeting of the Board of Directors shall be held in January of each year for the election of officers and standing committee directors, who will take office or assume their duties at the beginning of that fiscal year. A minimum of four (4) business meetings of the Board of Directors shall be held between the first of February and the end of January of the following calendar year. Additional meetings may be called by the President in accordance with the By-Laws. Two-thirds of the members of the Board of Directors shall constitute a quorum at any meeting and a majority vote of those members present shall govern. Robert's Rules of Order shall govern the proceedings of all meetings, except where same conflicts with the Constitution, By-Laws, or Rules and Regulations of the Corporation.
The Board of Directors shall decide all matters pertaining to the finances of the Corporation. All monies received shall be deposited in a bank in accordance with the By-Laws. The Board of Directors shall be responsible for directing the expenditure of all funds. One checking account under the direction of the Treasurer shall serve for all sports and cheerleading under the name of Midlothian Athletic Association, Inc.
The official Constitution, By-Laws, Policies and Procedures of the Corporation, and those of any local, national, and/or international organization with which the Corporation becomes affiliated shall be binding on all members.
This Constitution, or any portion thereof, may be amended or repealed by a two-thirds vote of the members present at any duly constituted meeting, provided that written notice of such proposed changes over the signature of the Secretary, shall be presented to each Board Member at least fifteen (I5) days prior to the meeting at which such proposed changes shall be submitted to vote.
BY - LAWS
This organization shall be known as the Midlothian Athletic Association, Inc., herein after referred to as the Corporation.
The objective of this Corporation is stated in Article II of the Constitution of the Corporation.
Members of the Board of Directors of the Corporation shall be at least twenty-one (21) years of age. Members of the Board of Directors shall faithfully execute the duties as set forth in Article IV of the By-Laws and shall perform any reasonable service required. Adults seeking membership in the Corporation shall conform to the official Constitution, By-Laws, and Policies and Procedures of the Corporation, and those of any local, national and/or international organization with which the Corporation becomes affiliated.
Board of Directors
At the annual meeting of the membership, held in January of each year, an election will be held by the membership to elect a President, a Vice President, a Secretary, a Treasurer and eleven (11) Committee Directors and/or Co-Directors. These officers and directors shall be elected for a one-year term but may be eligible for reelection.
The duties of the Officers and Directors of the Corporation are as follows:
President: The President shall preside at all meetings of the Board of Directors. The President shall be the final authority on interpretation of rules and coordinate all operations of the Corporation, keeping these operations on the highest plane possible. The President shall appoint members (other than elected Directors) of all committees, as well as representatives as may be required, and shall be an ex-officio member of all but the nomination committee, which shall be appointed by the last meeting prior to the Annual meeting.
Vice- President: The Vice-President shall assist the President in all capacities whenever and wherever possible. In the absence of the President, the Vice-President shall perform the duties of that office and shall discharge such other duties as may be required.
Secretary: The Secretary shall attend and keep a record of the proceedings of the meeting of the Corporation and other records as may be determined by the Board of Directors. The Secretary shall have charge of and conduct the correspondence of the Corporation, shall notify the members of any and all meetings, and shall also perform such duties as may be required by the President or the Board of Directors. The Secretary shall prepare an agenda for each meeting and provide copies of minutes for each Board Member. The Secretary shall prepare type and have printed all forms needed by Midlothian Athletic Association. The Secretary shall insure that each Board Member has a copy of the Constitution, By-Laws, and Policies of the Board. The Secretary shall transfer, upon expiration of the term of office, to the successor, all records, equipment and residual holdings belonging to the Corporation.
Treasurer: The Treasurer shall receive all funds paid or donated to the Corporation and shall disburse same according to the invoices supported by itemized statements and approved by the Board of Directors. The Treasurer shall keep an accurate account of all earnings, savings, reserves, holdings, receipts and disbursements, and at each meeting shall submit a current written report in detail and an itemized statement of all financial transactions and obligations of the Corporation. The Treasurer shall deposit, within seven (7) days after receipt, all funds of the Corporation in an accredited bank which is a member of, and whose deposits are insured by, the Federal Deposit Insurance Corporation, in the name of Midlothian Athletic Association. The Treasurer or President shall sign all checks. All checks written for expenditures in excess of one hundred dollars ($100.00) for unbudgeted items must have prior approval of the majority of the Board of Directors. League fees shall be defined as membership or affiliation fees in national, state or local sports programs in which the Corporation elects to participate. Participation shall be determined by the approval by the majority of the Board of Directors. The Treasurer shall have a security bond paid by the Corporation, which is to be renewed each year. The Treasurer shall file the annual report with the State Corporation Commission. The Treasurer shall transfer, upon expiration of the term of office, to the successor, all funds, records, equipment, and residual holdings belonging to the Corporation.
Equipment Director: The Equipment Director shall be responsible for all individual equipment belonging to the Corporation. The Equipment Director shall oversea the issuing of equipment to players and verify the roster of distribution. At the close of any seasonal activity, or as directed by the President with the approval of the Board of Directors, the Equipment Directors shall take in equipment issued to specified individuals. The Equipment Director shall purchase and distribute equipment as authorized by the Board of Directors. Each Director shall hold all deposit checks for uniforms and turn them over to the Treasurer to cash if that uniform is not turned back in as specified by the Board of Directors. No equipment can be sold for a donation or destroyed without prior approval of the Board of Directors.
Publicity Director: The Publicity Director shall be responsible for the collection of all information pertaining to the activities of the Corporation. This information, at the discretion of the Publicity Director shall be used for the Corporation's quarterly newsletter and may be presented to the press, radio or television stations, and any source of public information. The Publicity Director is charged with the maintenance of a current mailing list of the members of the Corporation.
Football, Baseball, Basketball, Softball & Cheerleading Directors: The Director and/or Co-Director shall head up the sport for which he or she is a director. Each Director shall advise the Board of Directors of the league fees, prepare a proposed and actual season-end budget for that sport, head up the registration, and attend league meetings (CBC, CBL, CQL, CCL etc), vote in the best interest of Midlothian Athletic Association, complete all paperwork and rosters required, insure that all matters of interest are promptly reported to the Board and coaches of the particular sport. The Director is responsible for abiding by the policies set by their governing body (i.e. CBC, CQL etc) regarding player's eligibility and boundaries. The Director is responsible for organizing the teams and/or squads and presenting the names of coaches to the Board of Directors for approval. Once approved, provide necessary instruction and rules to all coaches; select practice areas available and set up practice schedules for each team. The Director shall arrange promotions that publicize their sport. The Director shall give information necessary to schools for distribution; high schools and middle schools may be called to request announcements over the speaker; notices should be packaged in groups according to student numbers and may be left at the elementary schools for distribution in the teacher's boxes. Posters may be put in the area grocery stores, library and wherever effective. The Director shall preside over sign-ups for particular sport, and insure that maximum number of children who want to play get an opportunity to play and preside over team selections. The Director will be responsible for understanding the player eligibility rules and boundaries based on the governing body of each sport. The Director shall establish standards of conduct for all coaches, insure that all coaches or sponsors have had necessary background checks; answer all player and parent complaints; and report undesirable conduct and unreasonable problems to the Board of Coaches. The Director shall coordinate the team and individual pictures of the participants of their sport. The Director shall attend all meetings of the Board of Directors. The Director shall transfer, upon expiration of the term of office, to the successor, all records, equipment and residual holdings belonging to the Corporation.
Parliamentarian: The Parliamentarian shall sit as an advisor/consultant to the President and all other Board members on matters relating specifically to parliamentary procedures. The Parliamentarian is then responsible for updating any/all amendments made by the Board to the By-Laws, the Constitution, and the Policies and Procedures of this Corporation.
Ways & Means: The Director is responsible for developing methods and means of raising revenue for the use of the corporation and for the use of enhancing the sports programs within the corporation. The Director is responsible for concessions operations to include revenue and expenditures activities of said operations.
Facilities: The Director oversees sports facilities; maintenance of facilities; risk management; and coordination of sports activities and needs within the association. The Director will assess and analyze future association?s recreational needs, current trends and other factors which affect the youth sport activities.
The President with the approval of the Board of Directors shall fill vacancies occurring in office. The appointees shall hold that position for the remainder of the un-expired term. No vacancy of an elected office can be filled unless their written resignation is submitted to the President. If the President resigns, that resignation must be submitted to the Secretary. The Vice-President should fill a vacancy in the President's office. If this is not possible, a special meeting shall be called, and the Board of Directors shall appoint a new President. When a Vice-President automatically becomes President, he or she in turn appoints a new Vice-President with the approval of the Board.
The management or government of this Corporation is under the supervision of the President and the Board of Directors as so stated in Article V of the Constitution. Two-thirds membership vote by the Board of Directors present at any duly constituted meeting shall have the power to adopt, rescind or amend policies, the Constitution, and/or these By-Laws.
The Board of Directors shall be responsible for the complete management of the affairs of this Corporation and shall carry out and enforce all the objectives and purposes for which it is organized. Board members, present at any Board of Directors meeting shall be entitled to act and vote. Any member of the Board of Directors unable to attend a meeting may vote by written proxy by contacting the Secretary.
The Board of Directors shall have full power to hear and determine protest arising from or under any rules of the Corporation, and their decisions shall be final.
The Board of Directors shall have jurisdiction over all violations of the policies of the Corporation, including the Constitution and the By-Laws, and shall have full power to suspend, expel or otherwise discipline any member of the Corporation.
Members of the Board of Directors are encouraged to attend all meetings of the Board of Directors. Any Board of Director unable to attend any meeting shall submit a written report to the Secretary for inclusion in the minutes of that meeting.
The Board of Directors, by a two-thirds vote at any duly constituted meeting, shall have the authority to suspend any member of the Corporation whose conduct, in or out of corporate activities, is considered as detrimental but is not limited to the following:
1. Excessive use of profane language on or at any playing field.
2. The use of any alcoholic beverage on or at any playing field or being under the influence of any alcoholic beverage on or at any playing field.
3. Failure to return property of the Corporation, such as uniforms or equipment, when requested.
4. Misappropriation of any Corporate funds.
5. Failure to comply with the Constitution, By-Laws or Policies and Procedures of the Corporation.
6. Dismissal from the Board of Directors.
7. Conduct of a coach or manager that has been determined by the Board of Directors and the Board of Coaches to not be in accordance with the Constitution, Article II, paragraph titled Objective.
Meetings of the Board of Directors shall be held as necessary and as stipulated in Article IV of the Constitution. The President may call additional meetings at any time or upon written notice of at least three (3) members of the Board of Directors. Notice of any called meetings, excluding emergency, shall be given seven (7) days in advance thereof to all members.
The financial policy of this Corporation shall be as stipulated in Article VII of the Constitution.
Policies and Procedures
Policies and Procedures for this Corporation shall be adopted as stipulated in Article VII of the Constitution. Additionally, the Corporation will purchase and maintain a fidelity bond on the Treasurer in an amount equal to one (1) year's receipts of the Corporation.
A Board of Coaches shall be formed for each sport in which the Corporation participates. This Board shall consist of not more than three (3) persons. The Chairman shall be the Director of that particular sport, as stipulated in Article IV of these By-Laws, and he or she shall appoint, with the approval of the Board of Directors, two (2) other persons.
The Director of each sport will have the responsibility of selecting managers, coaches, assistant coaches and/or sponsors for each team or squad. Coaches shall have full charge of, and responsibility for, the operation of their teams in compliance with the Constitution, By-Laws and Policies of this Corporation. The Board of Coaches for each sport will have original jurisdiction over any complaint against any manager, coach, assistant coach and/or sponsor. A hearing shall be held on complaints and recommendations for a solution shall be forwarded to the Board of Directors. Complaints must be made in writing and signed by the complainant. The Board of Directors shall decide a final resolution.
These By-Laws, or any portion thereof, may be amended or repealed by two-thirds vote of the membership present at any duly constituted meeting, provided that written notice of such proposed changes, shall be mailed to each member at lease seven (7) days prior to the meeting at which such proposed change shall be submitted to vote.
Limit on Liability and Indemnification
To the full extent that the Virginia Stock Corporation Act (Virginia Non-stock Corporation Act), as it exists on the date hereof or may hereafter be amended, permits the limitation or elimination of the liability of directors or officers, a director of officer of the Corporation shall not be liable to the Corporation or its shareholders (member) for monetary damages.
MIDLOTHIAN ATHLETIC ASSOCIATION
POLICIES AND PROCEDURES
1. The Board should make decisions in all matters with the children's best interest coming first.
2. Board Meetings will be held on the third Monday of each month. Exceptions may occur in which case Board members will be notified beforehand.
3. Members of the Board are expected to be at Board meetings and their respective sports registration. If a Board member cannot be present at a meeting they should inform the Secretary of the Board at least 24 hours prior to the meeting.
4. Special meetings may be called by the President or Vice President in his/her absence, when necessary. Directors or officers may request unscheduled meetings.
5. Two thirds of the Board shall constitute a quorum necessary for a meeting with a majority vote prevailing.
6. The President has no vote except in the event a tie-breaking vote is needed or in the event a quorum is needed.
7. Any matters requiring Board approval will be handled at a duly convened meeting with a quorum in attendance. Emergency situations may dictate the need for approval being handled in another manner, but this should be avoided if possible.
8. A nominating committee will be formed to present candidates for Board positions to the Board prior to the January meeting of each year.
9. Board positions that are vacated prior to the January meeting shall be filled by the President and must have Board approval.
10. Co-Directors have no voting rights except in the absence of the Director.
11. Any Board member who is absent for three consecutive Board meetings will be asked to vacate their position. If a Board member is absent from any Board meetings, it is the responsibility of that Board member to forward their monthly report to the secretary prior to the meeting date and time.
12. A Board member may not concurrently serve on a comparable/similar athletic association's board within M.A.A's playing jurisdiction.
13. Prior to a Board member vacating his/her seat, that Board member must turn over all pertinent documents to the Board and/or the Board member who will be taking his/her seat.
Finances and Budget
1. No MAA funds should be obligated or spent without the prior approval of the M.A.A. Board.
2. In the event the Treasurer cannot attend a meeting in which expenditures must be approved, he/she should be contacted regarding the expenditure as soon after the meeting as possible. No action should be taken until the Treasurer is aware of the expenditure.
3. Directors will present a detailed projected budget to the Board prior to the beginning of each sport season for approval. A revised actual budget will be presented giving a financial evaluation after each sport season.
4. Directors will maintain a three-year rolling budget projecting costs and expenses based on historical information.
5. All sports will be operated with a registration fee appropriate for each sport.
Registration fees should cover all expenses incurred by each sport less income from concessions, other fundraising events and participant registration fees, based on a three-year cycle. The registration fee for each sport will be determined by a minimum of a break-even point based on the three-year budget of that particular sport.
6. All league fees are considered to have standing approval of the Board.
7. All requests for reimbursement of acceptable out-of-pocket expense will be itemized, with proper receipts and submitted to the Treasurer.
8. The Treasurer will have a security bond, which will be renewed each year.
9. Monies from the general fund are given for trophies for division winners only. Cost should be kept consistently low and require Board approval. Trophies should be of comparable size and cost for each sport.
10. As uniforms or equipment become obsolete they may be offered to the members of the association for a suggested monetary donation to the association or sold to any other entity, so long as the sale price is less than the original price.
11. No request for refunds of registration fees will considered after the first game of a sport has been played.
12. All Directors must get Board approval prior to any additional expenditure that was not included in their proposed budget.
13. The Board is to consider candidates for the Super Senior Award prior to the June meeting. It is recommended that the candidate has a 3.5 G.P.A. and has been active in the association. The scholarship amount is $500.00.
14. When submitting monies to be deposited, each Director shall also submit to the Treasurer a written itemized summary of said collected revenue.
15. Each Director is required to submit two (2) cost quotes to the Board before making any purchases over One Hundred Dollars ($100.00).
16. A Twenty-five Dollar ($25.00) fee will be applied to any returned check. The original check and the returned check fee must be honored before the responsible party will be allowed to register a participant for any M.A.A. program.
Registration and Team Composition
1. The policy of giving/getting release for participants to play with/from other associations is according to the policies of the governing body for that sport.
2. Registration fees, forms and release of liability forms must be completed and paid prior to a child being permitted to participate in that sport.
3. Team rosters will be limited in the following way:
a. Basketbal1- an optimal maximum of 10
b. Basketball Cheerleaders - an optimal maximum of 8 per squad
c. Baseball - an optimal maximum of 13
d. Softball - an optimal maximum of 13
e. Football Cheerleaders - an optimal maximum of 25 per squad
f. Football- does not apply
4. A deposit check is required for the use of the association's uniform/equipment that is distributed. No uniforms or equipment will be given out without a deposit check.
Deposit checks are to be held by the Director of the sport. If the uniform is not returned within one month from the end of season the check will be deposited into the M.A.A. general account by the Treasurer. Uniform deposits will cover the approximate cost of new uniforms or equipment that the participant is issued.
5. Directors shall present to the Board for approval, their Board of Coaches, one month prior to the beginning of practices in each sport.
6. The Director of each sport will determine the sign-up cutoff date for basketball, baseball, softball, football and cheerleading unless dictated by the governing league.
Placement on rosters after the cut-off date will be on a first come, first serve basis according to the number of open positions on a roster and participants shall be charged an additional $20.00 late registration fee. After the roster limits have been reached, names will go on a waiting list.
1. Equipment will be issued to coaches at the beginning of each sport season by the appropriate sport director. All equipment will be returned at the end of each season.
Each sport director is responsible for ensuring the equipment is turned in and the sport director will supply a comprehensive inventory to the Equipment Director.
2. Between the end of each sport season and the beginning of the next season, each sport
director will upgrade/maintain equipment and uniforms as necessary. This is not a coach's function.
3. All equipment will be stored in the M.A.A. storage facility at Midlothian Middle School when not issued to a coach or other arrangements approved by the Board.
4. Temporary sizing alterations may be made to uniforms only with the approval of each sport director.