HAPPY VALLEY POLOCROSSE CLUB
BYLAWS
The club formed under these Bylaws shall be known as HAPPY VALLEY POLOCROSSE CLUB (the “Club”).
OBJECTIVE
The purpose of the Club is to promote the game of polocrosse, arrange practices, schedule playdays and competitions between other clubs and social functions according to the American Polocrosse Association (“APA”) rules.
MEMBERSHIP
Current members must have dues paid by March 1 of each year. New members’ dues shall be due upon joining the Club. Officers must have dues paid within 30 days of being elected to office; if dues are not paid, then the officers forfeit their office and another election will be held to fill that position.
GENERAL MEETINGS
The Club president or board shall call a meeting each month, or as often as the President deems necessary, to discuss the business of the Club. An annual meeting shall be called in January of each year for the express purpose of electing new officers, setting dues for the current year, and considering any amendments to the Bylaws.
OFFICERS
Each year during the annual meeting, an election shall be held to fill the positions of President, Vice President, Secretary, Treasurer, Club Coach, and a minimum of two, but not more than four, at-large board members. Persons to fill these positions shall be nominated by the membership and elected by a majority vote. The board members shall consist of the elected officers.
DUTIES OF OFFICERS
PRESIDENT
The President shall serve the Club by: (a) presiding over board and general membership meetings; (b) representing the Club and being the spokesperson to the APA; (c) providing leadership and direction for the Club; and (d) promoting the game of polocrosse and the Club’s functions and accomplishments in as many ways as possible.
VICE PRESIDENT
The Vice President shall serve the Club by: (a) attending all board and general meetings; (b) presiding over board and general meetings in the absence of the President; (c) fulfilling the responsibilities of the President in the event the President is unable to attend on a temporary basis, or assuming the presidency should the office be vacated prior to the expiration of a term; (d) supporting the President and completing tasks that are assigned by the President; and (e) supervising the maintenance of the playing fields and caring for the Club equipment.
SECRETARY
The Secretary shall serve the Club by: (a) recording the minutes at board and general meetings in a permanent record and by reading the same at meetings; (b) preserving in a permanent record all appropriate documents, papers and records; and by making them available to the board members when requested; (c) assembling and preparing reports for the annual and general meetings; (d) keeping a current list of members’ names and addresses; and (e) performing any duties pertaining to the keeping of records and handling of correspondence as the President shall direct.
TREASURER
The Treasurer shall serve the Club by: (a) collecting dues, banking money, and keeping a current accounting of all financial assets; (b) presenting all bills to the board and paying bills as directed; and (c) preparing a current statement of receipts and expenditures for board meetings and a year end financial report for the next general membership meeting.
CLUB COACH
The Club Coach shall serve the Club by: (a) arranging and notifying players of practices; (b) directing practices, including positioning of players on practice teams; (c) arranging guest coaches and special coaching clinics; (d) chairing the team positioning committee and having one vote; and (e) choosing other coaches or persons if she/he desires to supervise the practices.
AT-LARGE BOARD MEMBERS
The at-large board members shall include at least one member under age 18. The at-large board members shall serve the Club by: (a) attending board meetings; and (b) voting on all Club business.
PROCEDURES
Each member of the Club shall have one vote in determining elected officers and all other business. Officers shall be elected by ballot and all other business by a show of hands. Any officer that is absent from three consecutive meetings without sufficient cause shall be deemed to have vacated the office unless he or she shall have been granted prior leaves of absence by the board. When a vacancy occurs in any position, the board shall select and invite a member to fill the vacancy until the next election.
AMENDMENT TO THE BYLAWS
The Bylaws may be amended by a two-thirds vote of those in attendance at any general meeting.
QUORUM
A quorum at general meetings shall be 51% of the total club membership. A quorum at board meetings shall be four members with voting rights.
CLUB RULES
- The Club shall follow the rules of play as determined by the APA.
- The Club shall maintain membership and good standing with the APA.
- Members shall maintain personal medical insurance in case of injury while playing polocrosse at all Club practices, paydays and tournaments.
- Members and guests shall abide by all rules of the Club, the APA, the hosting barn and/or field rules.
- Any disputes or grievances with the Club shall be brought before the board, which will discuss the dispute or grievance and determine appropriate action to resolve it. Club members shall be bound to abide by the board’s decision.
- If any Club member shall exhibit unsportsmanlike conduct, or conduct detrimental to the objectives of the Club, the board shall require a personal meeting with such member to discuss the situation. The board will then recommend action by such member to restore the member to good standing. In the event such member ignores or rejects the board’s recommendation or fails to complete a successful solution to the problem, the board shall recommend expulsion from the Club to the general membership. A majority vote by the members attending the meeting will ratify the board’s recommendation.
