Recreation Committee By-Laws
CARROLLTON TOWNSHIP
SAGINAW COUNTY
RECREATION COMMITTEE
BY-LAWS
PREAMBLE:
Whereas, in all regulated organizations, certain rules and regulations (By-Laws) are adopted as necessary for effective operation. Therefore, we the members of the Carrollton Township Recreation Committee, an organization established by the Carrollton Township Board, do, for the purpose of furthering the objective for which we have united, agree to support the following By-Laws.
In the following Articles, the Carrollton Township Recreation Committee will be referred to as the "Committee"; the Carrollton Township Board will be referred to as the "Board".
ARTICLE ONE: TITLE AND PURPOSE.
1. The organization shall be known and designated as the Carrollton Township Recreation Committee, Saginaw County, Michigan.
2. The purpose of the Committee shall be to:
Provide and operate the following youth sports programs:
- Baseball/Softball
Basketball
Cheerleading
Football
Provide and operate any other sports programs that may be added.
ARTICLE TWO: MEMBERSHIP.
1. Committee membership consists of five voting members, who are appointed to staggered 3-year terms by the Board.
2. Board appointed Committee terms begin on April 1 and end on March 31.
3. Appointments made by the Board to fill a Committee vacancy, end on the vacated membership's original term expiration date.
4. In order to be appointed, a perspective member must have completed an application for community service and have turned it in to the Township Clerk's Office, where the original copy of the application is to be kept on kept on file for a period of one year.
5. The Clerk's Office is to forward five copies of each application to the Committee, where it is to be reviewed for recommendation to the Board for a decision on the applicant's appointment or non-appointment.
ARTICLE THREE: MEETINGS.
1. Committee meetings will be held at 7:00 p.m. on the first Tuesday of each month.
2. Meeting times and dates may be changed for the convenience of Committee members.
3. Meetings will be held at the Carrollton Township Municipal Building.
4. All meetings shall be posted in compliance with the Open Meetings Act (PA267 of 1976 as amended) and shall be open to the public.
5. Minutes for the permanent public record shall be prepared for all meetings held.
6. Minutes shall be approved (as presented or as corrected) at the Committee's next regular meeting.
7. If the officially Committee voted-in secretary is absent for a meeting, a quorum of the Committee in attendance at the meeting shall appoint a recording secretary for the purpose of recording and signing the minutes for that particular meeting.
8. The format for the Committee regular meeting agenda shall be as follows:
CARROLLTON TOWNSHIP RECREATION MEETING
REGULAR MEETING
day, date, 7:00 P.M.
AGENDA
I. Roll Call and Pledge to Flag:
II. Public Comments:
Public comments on agenda items are invited. However, the Committee reserves the right to limit the length of address and to set rules of conduct. [Note: Public comments will not be taken during Committee discussion and/or the making of Committee decisions on agenda items.]
III. Approval of Minutes:
Date – regular meeting
Date(s) – special meeting (s)
IV. Program and Sub-Committee Reports and Requests:
1. Baseball/Softball Program
2. Basketball Program
3. Cheerleading Program
4. Football Program
5. Marketing/Donations Committee
6. Umpire/Referee Management Committee
7. Field Preparation Committee
8. Concession Stand Committee
9. Team Pictures Committee
10. Complaint Committee
11. After-Game Cleanup Committee
V. Pending Business:
VI. New Business:
VII. Committee Comments:
VIII. Public Comments:
IX. Adjournment:
ARTICLE FOUR: COMMITTEE OFFICERS, ELECTIONS, and REMOVAL FROM OFFICE.
1. Committee officers shall consist of: Chairperson, Vice-Chairperson, Secretary, Treasurer and Trustee.
2. The Chairperson, appointed to this position by the Board, is classified as the head of the Recreation Department.
3. The Committee elects all other officers to their positions.
4. Elections will be held annually on the first Tuesday of April during the Committee's regular meeting.
5. Transition of newly elected officers will take place two weeks after the election.
6. Members must be present to be nominated for an office, or the member may submit a letter to the secretary, stating the office or offices that they will accept.
7. If an office (Chairperson excepted) becomes vacant, the Committee shall elect another member to fill the vacancy for the remainder of the term. [The election may be postponed until the Board fills the vacated membership position.]
8. To fill the vacant position, the Committee shall make an appointment recommendation to the Board. The Board-appointed new member shall then assume the term limit of the vacated memberships.
9. If the office of Chairperson becomes vacant, the Committee may make an appointment recommendation to the Board.
10. After review of the Committee's recommendation, but at their own discretion, the Board shall appoint a Chairperson (who becomes the Committee department head) to serve the remainder of the vacated term.
11. The Committee, at a regular or special meeting, may approve a recommendation for removal of an officer for misconduct or for failure to perform the duties of their office.
12. The Committee, at a regular or special meeting, may approve a recommendation for the removal of an officer, or of a non-officer member, for failure to attend meetings. [Failure to attend meetings shall consist of: (a). missing three or more consecutive meetings, or (b.) missing _____% of meetings (regular and special) over a period of ____ months.
13. Committee recommendations for removal of an officer, or a non-officer, member are made to the Board, who shall make the final decision for removal or retention.
ARTICLE FIVE: DUTIES OF THE OFFICERS.
1. It is the duty of all members to attend the Committee meetings unless excused (for good reason) by the Chairperson.
2. The Chairperson's duties shall include, but not be limited to:
· Preparing meeting agendas by using the By-Laws format (Article Three, #8), and by specifically listing all Program and Sub-Committee requests (e.g. amendments and/or additions to rules; purchase requests; etc.) under their sub-headings.
· Moderating Committee meetings by recognizing the public for individual comments; following the agenda and maintaining meeting order.
· Monitoring revenues by verifying and turning over all monies taken in from concessions and gate receipts.
· Approving expenditures by examining all invoices submitted for payment and signing them for processing through the township's Accounts Payable procedure.
· Retrieving participant registrations for the various sport programs from the Committee's Township Office mailbox and processing them for program follow through.
· Retrieving Committee mail and miscellaneous documents from the Committee's mailbox and completing follow through as required.
· Work with the Committee's Treasurer in preparing budget recommendations for presentation to the Committee (as a whole); and present the final draft (within the required time frame) to the Township Office for the required public hearing.
· Monitor the follow through on actions taken at Committee meetings (with sub-committees, Township Office, etc.).
3. The Vice-Chairperson's duties shall include, but not be limited to:
· Filling in for the Chairperson during his/her absence. (Performs the duties as listed for the Chairperson.)
4. The Secretary's duties shall include, but not be limited to:
· Taking minutes of Committee meetings; submitting them to the Clerk's Office for entry into the electronic files; and signing the completed hard copy for Committee approval and for permanent retention in the public record.
5. The Treasurer's duties shall include, but not be limited to:
· Overseeing the finances, which includes: (a) monitoring budget statements to determine that expenses are not over-budget and that revenues are not under-budget; (b) working with the Township Office in preparing required budget amendments; (c) obtaining fiscal year budget worksheets from the Township Office, (d) working with the Chairperson to prepare fiscal year budget drafts for Committee (as a whole) finalization..
· Being responsible for Petty Cash disbursement and replenishment procedures as per Township Policy. [Note: For security reasons, only 2 keys are issued for the Petty Cash Box; one for the Committee Treasurer and one for the Township Treasurer's Office.]
· Being responsible for presenting a statement of Recreation Program revenues and expenditures (obtained through the Township Clerk's Office) at the Committee's regular monthly meeting.
6. The Trustee's duties shall include, but not be limited to:
·
Assisting the Chairperson, Vice-Chairperson, Secretary, and the Treasurer in the performance of their duties.
·
Performing an audit of the Petty Cash and Recreation Program budget status within 30 days of the annual April election.
7. Members shall be appointed to serve on sub-committees and will be required to actively perform the duties of that sub-committee.
ARTICLE SIX: SUB-COMMITTEES.
1. The following sub-committees are established for the purpose of providing efficient recreation program operations:
·
Marketing/Donations Committee
·
Referee/Umpire Management Committee
·
Field Preparation Committee
·
Concession Stand Committee
·
After-Game Cleanup Committee
·
Team Pictures Committee
·
Complaint Committee.
2. On an annual basis, the Committee shall establish written guidelines to outline sub-committee responsibilities and to determine the rules of operation for each of the sub-committees.
3. A majority vote of the Committee (as a whole) is required for the change, addition or deletion of a sub-committee rule of operation.
4. A majority vote of the Committee is required for the addition or deletion of a sub-committee.
ARTICLE SEVEN: PROGRAM REVENUES AND EXPENDITURES.
1. On the same day as received, all revenues shall be turned into the Township Treasurer's Office for verification, deposit and follow through procedures.
2. The Chairperson, as the Board appointed department head (or in her/his absence –the Vice Chairperson), shall approve all expenditure invoices and submit them to the Township Clerk's Office for payment procedures.
3. Reimbursements from Petty Cash may be made for items purchased by a Committee member, provided that, the purchase is approved by the Chairperson, is under $100.00, and a receipt verifying the cost and date of purchase is submitted.
4. Committee members may make committee-approved purchases at vendors where the Chairperson (department head) has established a credit account.
5. Use of the Board approved township credit card is restricted solely to the Chairperson (department head).
ARTICLE EIGHT: PROGRAM AND BY-LAW AMENDMENTS.
1. Recommendations for additions, deletions, or changes to any sports program rules, sub-committee guidelines, or any other approved Committee procedure shall be brought before the Committee for review and final determination. A majority vote of the Committee (as a whole) is required to approve or reject any recommended additions, deletions or changes.
2. These By-Laws may be amended provided that:
·
A written request is signed by two (2) members and is presented to the Committee (as a whole).
·
A special Committee meeting is called to consider the requested By-Laws changes and a vote is taken to place the matter on the Committee's next regular meeting agenda for further discussion and a final decision. Or, the requested By-Laws change can be brought up at a regular meeting for discussion and a vote can be taken to set a special meeting for a final decision.
·
A majority vote of the Committee (as a whole) shall be required for adopting amendments to the By-Laws.
ARTICLE NINE: OVERRULE OR OVERRIDE AUTHORITY.
1. An individual Committee member, or any group of individual Committee members, shall, under no circumstances, have the authority to overrule or override any subject matter that was discussed and/or voted on by the Committee as a whole.
2. The Committee (as a whole), at a regular or special meeting, may (by majority vote) overrule or override any prior decision made by a majority vote of the Committee.
ADOPTION AND EFFECTIVE DATE OF RECREATION COMMITTEE BY-LAWS:
1. The foregoing Recreation Committee By-Laws shall be adopted by a majority vote of the Committee (as a whole) and shall be submitted to the Township Board for final determination.
2. The foregoing By-Laws shall become effective immediately upon Board approval.
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