Aspire Parent Support Group By-Laws
ARTICLE I - PURPOSE
The purpose of the Aspire Parent Support Group (APSG) is to support Aspire team members and coaches in building and maintaining top-quality training and competitive programs, and to promote activities that encourage Team pride.
This is accomplished through:
1. Operation of concessions and other functions at Aspire meets.
2. Team fundraising projects and solicitation of donations.
3. Coordination with Aspire Management on Team matters.
4. Organization of the year-end Team Banquet.
5. Support of special Team functions.
6. Support and monitoring of team coaches’ meet compensation, expenses and bonuses.
ARTICLE II – MEMBERSHIP
Section A: Active Members. Active members shall be the parents or legal guardians of all Aspire team members. Each family of an Aspire team member may cast one (1) vote per child on an Aspire team. Actions requiring a vote of the membership include election of the Board of Directors, adoption or modification of the By-Laws and adoption or modification of an annual budget. All other actions may be decided by a quorum of the Board of Directors.
Section B: Associate Members. Associate membership is open to anyone interested in supporting the Purpose of the Group. Associate members may not vote.
Section C: Families of all competitive Team members will be assessed Meet Competition and other fees as determined by the Board. A one-time membership fee of $40 per team member will be collected from each incoming family.
ARTICLE III – BOARD OF DIRECTORS
Section A: Overview. The APSG Board of Directors shall consist of the President, Vice President, Secretary, Treasurer and Past-President (the Elected Officers), plus Directors-at-Large representing each of the competitive teams. Directors-at Large will be appointed by a unanimous vote of the Elected Officers. A majority of the Board shall be present at meetings in order to conduct the business of the Group. The Immediate Past President shall serve as the Nominating Committee Chair, and will serve as a voting member of the Board.
Section B: Administrative Representative. An Administrative Representative of Aspire Kids Sports Center shall regularly attend meetings in a non-voting capacity.
Section C: Terms of Office. Each officer shall hold office for a term of two (2) years, starting of the 1st of the fiscal year (July1). The treasurer shall be the only officer eligible to hold two (2) consecutive terms. Officers shall rotate terms such that half are elected in odd years, the other half in even years. The specifics of the rotation schedule shall be established by the Charter Board.
Section D: Removal & Vacancy. An elected officer may be removed for failure to perform the duties of the Office by a two-thirds vote of the Board. The vacancy may be subsequently filled as described in Article IV, Section C.
Section E: Duties of the President.
1. Exercise general supervision over the affairs of the Group.
2. Be responsible for enforcing the By-Laws and directives of the Board of Directors.
3. Preside at all meetings of the Group and of the Board of Directors.
4. Appoint with the approval of a majority vote of the Board of Directors all committee chairs, both Standing and Ad Hoc.
5. Serve as an ex-officio member of all standing committees, except the Nominating Committee.
6. Sign, with approval of the Board of Directors, all contracts and formal agreements obligating the Group.
7. Deliver to the succeeding President all books, papers, records and other property of the Group for which he/she may become responsible.
Section F: Duties of the Vice President.
1. Assume all the duties of the President during absence or disability of the President.
2. Succeed automatically the office of President in the event of a vacancy.
3. Serve as an ex-officio member and coordinate the activities of all Ad Hoc committees.
4. Perform other duties as assigned by the President and/or Board of Directors.
5. Deliver to the succeeding Vice President all books, papers, records and other property of the Group for which he/she may become responsible.
Section G: Duties of the Secretary.
1. Maintain a record of all meetings of the Board of Directors and of the membership.
2. Distribute to the Board of Directors copies of the recorded proceedings of all Board meetings.
3. Prepare election ballots, and be responsible for mailing/e-mailing ballots and other specified material to the membership.
4. Chair the Nominating Committee in the absence of an Immediate Past President.
5. Be responsible for the correspondence of the Group as directed by the President and/or the Board of Directors, and purchase and maintain stationary, brochures and other office supplies as needed.
6. Perform other duties as assigned by the President and/or Board of Directors.
7. Deliver to the succeeding Secretary all books, papers, records and other property of the Group for which he/she may become responsible.
Section H: Duties of the Treasurer.
1. Receive all payments to which the Group is entitled.
2. Disburse funds of the Group in accordance with the budget, and upon specific approval by the Board of Directors for unbudgeted expenditures.
3. Maintain appropriate records and provide financial reports at the close of each fiscal year and at such other times as the Board of Directors may request.
4. Co-sign, with another Officer, all checks of the Group over $500. In the Treasurer’s absence or disability, the President shall exercise this authority.
5. Assure the deposit of all funds in a depository approved by a majority vote of the Board of Directors.
6. Prepare and file all financial reports as required by law.
7. Perform other duties as assigned by the President and/or Board of Directors.
8. Deliver to the succeeding Treasurer all books, papers, records and other property of the Group for which he/she may become responsible.
Section I: Restrictions. The President and Vice President shall not be employed by the same organization, company, subsidiary or division thereof, and shall not be related. The Treasurer shall in no way be employed or have any business interest in Aspire Kids Sports Center.
ARTICLE IV – MEETINGS
Section A: Annual Meeting. The Annual Meeting for the election of Officers and Directors shall be held near the end of the fiscal year. The Secretary shall send a notice of the Annual Meeting to each Group member not less than ten (10) days prior to the Meeting. The Meeting shall be held at Aspire Kids Sports Center or another suitable venue agreed upon by the Board. A special meeting of the general membership may be called for any reason by the President or by agreement of three (3) Board members.
Section B: Board of Directors’ Meetings. The President shall call the Board of Directors’ meetings. The Secretary shall send a notice of the Board meeting to each Board member not less than ten (10) days prior to the meeting. Special Board meetings may be called by the President or any three (3) members of the Board of Directors.
ARTICLE V – NOMINATIONS AND ELECTIONS
Section A: Nominating Procedures. The Nominating Committee, chaired by the Immediate Past President (or the Secretary), shall consist of three (3) members chosen by the Chair. The Committee shall prepare a slate of at least one nominee for each elective office to filled at the Annual Meeting (every year), and present such slate to the Board of Directors prior to the meeting. Any member (except as described in Section I, Article 3) is eligible to hold office, and any member may submit a nomination to the Nominating Committee within 30 days prior to the meeting at which elections will be held.
Section B: Election Procedures. Elections shall be held at the Annual meeting. The Board shall accept the slate of nominees unless finding by two-thirds vote that the nomination procedure has not been followed. Voting will be by all members present at the meeting – no proxy voting will be allowed. Voting will be by acclimation according to Robert’s Rules of Order in the case of a single nominee, or by secret ballot in the case of two or more nominees. The Secretary shall prepare the ballots, count the ballots, certify the results and announce the results to the membership. If no candidate received a majority of votes on the first ballot, a second ballot shall be taken on the two candidates who received the highest number of votes. Newly elected officers shall be installed, and begin serving their terms, at the July Board of Directors’ meeting.
Section C: Vacancies. A vacancy in the Presidency will be filled by the Vice President for the remaining unexpired term. In the event that the Vice President is unable to fill the vacancy, it will be filled by appointment of a majority vote of the Board of Directors. All other vacancies shall be filled by appointment of the President with approval by a majority vote of the Board for the remainder of the unexpired term. Any person filling a vacancy in an elected office shall be eligible for nomination to a full term thereafter.
ARTICLE VI – COMMITTEES
Section A: Standing Committees. In addition to standing committees for Audit, Nominations and By-Laws, there will be a standing committee to represent each active Aspire Team.
Section B: Formation and Membership. Committees may be formed and assigned duties and may be dissolved by the Board of Directors. The President, with approval by a majority vote of the Board, shall appoint the Chair of each committee. The Immediate Past President, or the Secretary, shall serve as the Nominating Committee Chair.
Section C: Removal of Committee Members. Committee members, including Chairs, may be removed for cause by the appointing authority. If Board of Directors approval is required for appointment, it is also required for removal.
ARTICLE VII – AMENDMENTS
Proposals to amend these By-Laws may be submitted by any member of the Group at least 30 days prior to a vote. Voting shall take place at a general or annual meeting of the membership, or by mailed ballot. The Secretary shall establish the method by which votes shall be cast. The By-Laws shall be amended only by an affirmative two-thirds vote cast by the membership.
ARTICLE VIII – DISSOLUTION
In the event that this Group is dissolved, the net assets thereof will be distributed as soon as practicable, after payment of any debt, by a majority vote of the Board of Directors, to a non-profit organization of similar purpose and function.
ARTICLE IX – PARLIAMENTARY AUTHORITY
Robert’s Rules of Order shall govern meetings conducted by this Group in all cases where they are applicable.