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 By-Laws

 ARTICLE I

MISSION 

The association shall be known as the West Long Branch Sports Association (“The Association”). The address of the association is P.O. Box 239, West Long Branch, NJ 07764. Its mission will be to provide a healthy, safe sports environment for all children of West Long Branch and those attending West Long Branch schools. The primary objective of the Association is to teach sportsmanship, fundamentals and the rules of fair play.

 

ARTICLE II

MEMBERSHIP

 

Membership shall consist of adults who are interested in working and supporting the mission of the Association.

 

ARTICLE III

EXECUTIVE BOARD

 

1. Membership ‑ The Executive Board of the Association shall consist of 16 members. The terms of the members of the Executive Board shall be staggered so that the expiration of such terms shall be evenly distributed over 4 years as follows: 4, 4, 4, and 4. All terms shall be for no more than 4 years. A board member to be considered to be in good standing shall, except for good cause, attend 75% of the regularly scheduled meetings in the 12 months following the annual meeting.

 

2. Duties ‑ The Executive Board shall manage the affairs and assets of the Association, shall set policy and adopt rules for the Association, shall govern all events and sports programs sponsored by the Association, and perform all such acts that are incident to their duties as members of the Executive Board of the Association.

 

3. Organization – Each program shall be run by a director, who is a member of the executive board. There shall be commissioners for each league within each program who are appointed by the director and approved by the Executive Board. Directors shall present their programs, rules and budgets to the Executive Board for approval, prior to the start of each season.

 

ARTICLE IV

OFFICERS 

 

1. Specific offices and terms ‑ the officers of the association shall be a President, a Vice President, a Secretary and a Treasurer, all of whom shall be elected by the members of the Executive Board prior to the annual meeting to serve for a term of 2 years from the time of their installation at the annual meeting of the association until the annual meeting 2 years from the month of their installation at which time new officers will be installed.

 

2. Duties of President ‑ the President shall preside at meetings of the Executive Board and the annual meeting of the Association, shall appoint committee chairpersons with the approval of the board, and shall perform other such duties and possess such other powers as are incident to that office. The President shall be an ex‑officio member of all committees except the Nominating Committee. The president may direct the expenditure of Association funds for non‑budgeted items up to a maximum of $50000 without seeking Executive Board approval. Notice of any such expenditure shall be given by the Treasurer at the next regularly scheduled meeting of the board.

 

3. Duties of the VicePresident ‑ the Vice President shall perform such duties and have such authority as from time to time may be delegated to him by the President or by the board. In the absence of the President or in the event of his death, inability, or refusal to act, the Vice President shall perform the duties and be vested with the authority of the President.

 

4. Duties of the Secretary ‑ the Secretary shall keep the minutes of meetings of the Board and annual meetings of the Association, distribute minutes to the Board members and conduct correspondence of the Association. The Secretary shall perform other duties and possess such other powers as are incident to the office or as shall be assigned by the President or the Board.

 

5. Duties of the Treasurer ‑ the Treasurer shall receive all monies of the Association, shall keep an accurate account of same and pay indebtedness of the Association only with the approval of the President. The Treasurer shall submit a report of receipts and disbursements to the Executive Board at each monthly meeting. The Treasurer shall prepare a budget each year to be reviewed and approved by the Executive Board. The Treasurer’s books shall perform other duties and possess such other powers as are incident to that office or as shall be assigned by the President or the Board.

 

ARTICLE V

NOMINATIONS OF OFFICERS AND MEMBERS OF THE EXECUTIVE BOARD

 

1. Appointment of Committee — The President with the approval of the Board shall appoint a Nominating Committee of three persons, designating one as the chairperson. Neither the President nor any other officer shall serve on the Nominating Committee. The proceedings of the committee shall be strictly confidential.

 

2. Duties — It shall be the responsibility of the Nominating Committee to conduct an active, equitable search for potential nominees for officers and members of the Executive Board from the general membership of the association only, to contact the nominees, explain the duties and determine their willingness to serve, and to recommend to the Executive Board the final nominees.

 

3. Other Nominations — In addition to the nominations of the Nominating Committee, nominations for candidates for officers and members of the Executive Committee may be presented by any member of the Association by submitting to the Secretary of the Board in writing at least ten days prior to the elections, the names of the individual candidates who must be qualified to be a member of the Association. Nominations shall be closed at the July meeting of the Executive Board.

 

ARTICLE VI

ELECTIONS

 

1. Procedure — The election of officers and members of the Executive Board shall be conducted prior to the annual meeting of the Board during the course of the regular meeting at the conclusion of new business. The President shall preside over the election. The election of an officer or a member of the Executive Board shall require a majority vote of those present and voting for that position. If more than one board member position is on the ballot, each voter may vote for the number of board members for which positions are being voted upon. In the event that there is a contested election, it shall be conducted by written ballot.

 

2. In the event that after the first ballot, no individual has carried a majority vote for a particular position, there shall be a run—off election for those remaining positions where there has not been a majority vote. Each subsequent run—off election shall eliminate as a candidate the individual receiving the least number of votes in the previous election until one candidate, or in the case of board members, candidates have received a majority of the votes of those present and voting for that position.

 

3. Vacancies ‑ Any and all vacancies in any office or Executive Board seat, whether by resignation, death, disqualification or otherwise, shall be filled by appointment by the President with the approval of a majority of the Board members in attendance at the first regular meeting after such vacancy shall be created, or as soon as possible thereafter. Such person appointed shall serve for the unexpired term of such office or board seat.

 

ARTICLE VII

MEETINGS

 

1. Annual meeting of the Association ‑ The annual meeting of the Association shall be held once each year at such time and place as the Executive Board shall designate. This meeting will be open to all those general members of the West Long Branch Sports Association and other interested numbers of the public. At this meeting new officers and board members will be introduced and a financial report will be presented. Participation by those in attendance will be permitted.

 

2. Regular meetings of the Executive Board ‑ There shall be a regular meeting of the Executive Board each month as such time and place as the board shall designate, unless cancelled either by a previous board vote or with at least 24-hours advance notice to the board members

 

3. Special Meetings ‑ Special meetings of the Executive Board shall be called by the President, or upon the application in writing by no less than 50% of the officers or upon written petition by at least 50% of the Board Members.

 

4. Quorum – at least 50% of current members of the board shall constitute a quorum of the board.

 

5. Order of Business ‑

A. MEETING CALLED TO ORDER BY THE PRESIDENT

B. REVIEW/APPROVAL OF THE PRIOR MEETING MINUTES

C. TREASURER’S REPORT

D. COMMUNICATIONS

E. REPORT OF COMMITTEES

F. OLD BUSINESS

G. NEW BUSINESS

H. ADJOURNMENT

 

6. Procedure ‑ Meetings will be conducted according to Roberts Rules of Parliamentary Procedure ‑ agendas of meetings of the Executive Board shall be furnished to board members at least one day prior to monthly meetings. Monthly board meetings shall be closed, and discussions and personal votes shall remain confidential. All votes shall be recorded as approved or not approved.

 

7. Proposals – New proposals presented to the Board will be decided by vote of the board members present by written secret ballot or a show of hands.

 

8. Individuals outside the Board may address issues with the Executive Board in person, but must submit to the Secretary, his or her comments, suggestions, or questions in writing 3 days prior to the monthly board meeting.

 

ARTICLE VIII

AMENDMENTS TO THE BY-LAWS

 

Amendments to the by‑laws may be proposed by any member of the Executive Board. Any proposed amendment shall be submitted to the Secretary. The secretary shall mail to each member of the Executive Board a copy of the proposed amendment and a notice of the time and place of the meeting at which the proposed amendment will be presented. Notice shall be mailed not less than 5 days prior to the meeting. A majority vote of the fully authorized Executive Board shall be required to approve the adoption of any proposed amendment.

 

ARTICLE IX

ASSETS

 

All assets of the West Long Branch Sports Association belong solely to the Association. Assets will include, but not be limited to, bank account funds, undeposited checks, equipment, uniforms, and the web site content. In the event the Association becomes insolvent, the Executive Board will decide through a majority vote, as to the dispersion of any and all remaining assets.

 

Revision History

 

July, 1998 ARTICLE III ‑ MEMBERSHIP ‑ EXECUTIVE BOARD:

The Executive Board of the Association shall consist of 15 members. The terms of the members of the Executive Board shall be so determined that, to the greatest practical extent, the expiration of such terms shall be evenly distributed over 4 years as follows: 3, 4, 4, and 4. All terms shall be for 4 years. A Board member to be considered to be in good standing shall, except for good cause, attend 75% of the regularly scheduled meetings in the year from September to the following August.

 

 

October 2001 ARTICLE III ‑ MEMBERSHIP ‑ EXECUTIVE BOARD:

The Executive Board of the Association shall consist of 16 members. The terms of the members of the Executive Board shall be staggered so that the expiration of such terms shall be evenly distributed over 4 years as follows: 4, 4, 4, and 4. All terms shall be for no more than 4 years. A Board Member to be considered to be in good standing shall, except for good cause, attend 75% of the regularly scheduled meetings in the year from September to the following August.

 

January 2005 ARTICLE I – MISSION:

Added the Sports Association PO Box address.

 

January 2005 ARTICLE IV – OFFICERS – SPECIFIC OFFICERS AND TERMS:

Election to be held “prior to the Annual Meeting” – changed from “at the August meeting”

 

January 2005 ARTICLE V NOMINATIONS – NOMINATING COMMITTEE DUTIES:

Deleted that the names of the members of the Nominating Committee will be announced in the May meeting.

 

January 2005 ARTICLE V NOMINATIONS – OTHER NOMINATIONS:

Changed to say that the names of the nominees will be submitted “before the elections” from “at the July meeting”

 

January 2005 ARTICLE VI – NOMINATIONS - PROCEDURES:

Election to be held “prior to the Annual Meeting” – changed from “at the August meeting”

 

January 2005 ARTICLE VI – NOMINATIONS - VACANCIES:

Added “or as soon as possible” after “..at the first regular meeting after such vacancy shall be created

 

January 2005 ARTICLE VII –MEETINGS – ANNUAL MEETINGS:

Changed from “..held in September” to “held once each year”

 

January 2005 ARTICLE VII –MEETINGS – REGULAR MEETINGS:

Added “unless cancelled by either a previous vote or with 24 hours advance notice to the Board Members.”

 

Revision History (Continued)

 

January 2005 ARTICLE VII –MEETINGS – SPECIAL MEETINGS:

Added “50% of Officers or a written petition by 50% of Board members” to call a Special Meeting”

 

January 2005 ARTICLE VII –MEETINGS – QUORUM:

”Revised to “at least 50%” current Board members “a majority”

 

January 2005 ARTICLE VII –MEETINGS – ORDER OF BUSINESS:

”Revised to “review/approve” prior meeting minutes from “read”

 

January 2005 ARTICLE VII –MEETINGS – ORDER OF BUSINESS:

”Revised to “review/approve” prior meeting minutes from “read”

 

January 2005 ARTICLE VII –MEETINGS – PROCEDURES:

Changed that agendas will be furnished at least “one day” prior to the meeting from at least “5 days” prior to the meetings.

 

January 2005 ARTICLE VII –MEETINGS – PROPOSALS:

Added section that defines how proposals are voted on.

 

January 2005 ARTICLE VII –MEETINGS – PROCEDURES:

Change that written requests from individuals outside the Board to address issues must be submitted in writing “3 days” prior to the meetings from “10 days” prior to the meetings.

 

January 2005 ARTICLE VIII –AMENDMENTS TO BY-LAWS:

Changed that “a majority vote” is needed to adopt an amendment from “50% vote”.

 

January 2005 ARTICLE IX –ASSETS:

Added Article IX.

 

January 2012 General:

Corrected several typographical errors.