By LawsUpdated Monday December 14, 2015 by MPRA.
Monrovia Parks & Recreation Association, Inc.
A private, nonprofit, open to the public, community supported organization
IRS TAX EIN: 63-1087837
OF THE MONROVIA PARKS & RECREATION ASSOCIATION, INC.
The name of this organization shall be Monrovia Parks & Recreation Association, Inc. hereafter referred to as MPRA, a private, non-profit, open to the pubic, community supported organization.
The purpose of MPRA shall be to provide advanced athletic training, to youth living in the Monrovia and surrounding communities in baseball, softball, basketball, or volleyball.
Section 1. Membership in the association shall be open to all adults as approved by the membership committee. Current members are the legal owners of Phillips Park and MPRA. Membership is a requirement for management and all administrative leaders.
Section 2. All voting members on the Board and on the Committees shall have a current membership (in good standing) with MPRA. MPRA voting rights are exercised by one adult member of a family, unless, both have paid dues. Any person wishing to hold a position with MPRA, requesting payments or handling funds, must be a member in good standing with MPRA.
Section 3. The MPRA Executive Board shall set the annual membership dues. Dues are renewed on the anniversary of the original payment. The membership committee shall notify members two months prior to renewal date. Members who renew after the renewal date shall receive credit as of the anniversary date. The membership committee shall authenticate the membership list prior to Executive Board approval. Request for resignations will be submitted in writing to the committee for action. Dues are not refundable.
Section 4. Coaches shall be persons of good community standing, approved by the responsible Sports Committee, and have an approved background check for the current year.
Section 5. Honorary Life Time Member -- Honorary Life Membership may be conferred upon any adult member of MPRA who shall have rendered “Outstanding Service” as a MPRA Member and Volunteer. An honorary life member shall have none of the obligations of membership, but shall be entitled to all of the privileges to include voting. A letter listing the name, years of service, types of services rendered, and signed by the 2 nominating members shall be submitted to the Board for action at the next scheduled meeting. A listing of individuals who have been recognized by the MPRA Board shall be included in Appendix 9.
Section 1. Participants shall be between the ages of 4 and 18 with an interest in playing sports. These programs will not replace professional training but will teach the basics and be a lot of fun.
Section 2. Participants in the various programs shall be assessed fees to support the cost of operating the program and improve the facilities.
New MPRA Program
Section 1. Programs shall be established and maintained based upon participants defined in Article IV.
Section 2. Definition: New MPRA Program An effort undertaken by current MPRA members to create a new program involving youth in some phase of athletics or a related activity under the MPRA umbrella.
Section 3. Any group desiring to establish a new program/activity must submit a written proposal of their plan, with a budget defining how they plan to purchase the necessary equipment, and have it approved by the Executive Board before any formal action can be undertaken.
Section 4. The current members of the group shall form as a committee; elect a chairperson, vice chair and other officers, as deemed necessary for the first year of operation, with 3 approval of the Board. The MPRA treasurer will function as the treasurer for any new program, maintain a separate financial category for the program, and provide a statement at the monthly Board meeting.
Section 5. The Program shall assess registration fees to fund the cost of operating the activity. Sports registration fees will be set by the Sport Committees and approved by the Executive Board. The Executive Board will set the scholarship and assessment fees.
Section 6. Program managers may schedule activities with other parks, and/or communities with the approval of the Executive Board.
Section 7. The Program shall establish the necessary control of assets, operating procedures, budget, monthly reports, and other requirements as specified in ARTICLE XI, Section 8.
Section 8. The Program shall schedule activities consistent with the park allocated resources. If necessary, participant limitations will be implemented to assure a successful program. The program will identify expansion/reduction needs to the Executive Board.]
Section 9. The responsible Sports Committee in consultation with the Executive Board shall handle Hardship cases.
Section 10. In the event the Program is not successful, any remaining equipment or materials will be disposed of with the funds used to clear any debt, then, any remaining funds will be transferred to the MPRA general account.
Section 1. The officers of MPRA shall be a President, a Secretary, and a Treasurer. These officers shall perform the duties prescribed by these Bylaws and by parliamentary authority adopted by MPRA.
Section 2. The officers shall be elected by ballot to serve for two years or until their successors are elected and their term of office shall begin at the close of the annual meeting at which they are elected. The President and Secretary shall be elected in odd calendar years and the Treasurer in even years. A vacant office may be filled at any meeting by nomination and election.
The Executive Board
Section 1. The Executive Board shall be composed of the three Officers of MPRA, the five Directors, the four Chairpersons from the sports programs, and the concession Chairperson, hereafter referred to as the Board.
Section 2. The 5 Directors sit as members of the Executive Board and serve a term of 2 years. Two Directors elected in odd years and 3 elected in even years. Their primary job shall be to serve as liaison with various committees as assigned by the Board.
Section 3. Each Sports Committee shall meet 2 months prior to beginning of its next season to elect a Committee Chair for the year. The Board members shall consist of the Chairperson for the concession committee, appointed by the Board, and chairpersons from each of the sports programs offered by MPRA, (baseball/baberuth, softball, basketball, and volleyball), elected by the respective Sport Committees with approval of the Board, before their term of duty can begin. The complete list of committee member names shall be submitted to the Board for approval at this time. The respective Sport Committee Chair persons are expected to attend each monthly MPRA Board meeting.
Section 4. The Board shall have general supervision of the affairs of MPRA between its general membership business meetings, fix the hour, date, and place of meetings, and make recommendations to MPRA, and shall perform such other duties as are specified in these bylaws. The Board shall be subject to the orders of MPRA, and none of its acts shall conflict with action taken by MPRA.
Section 5. No Board member shall hold more than one position on the Board at any time. If a Board member fails to maintain active membership in MPRA, they will be ask to immediately update their membership, and if not, they will be placed on the inactive list, at which time, they can not vote and will be treated as a non-member.
Section 6. All other standing committee Chairpersons and special committee Chairpersons shall attend the monthly meeting or, supply a written report of the committee’s activities to the President for presentation at the meeting.
Duties of the Board
Section 1. President – The presiding officer of the assembly:
a. Shall be well versed in parliamentary law, thoroughly familiar with the bylaws, and rules of the organization.
b. Manage the monthly business meeting of the organization in a firm but accommodating manner, to expedite the business in every way compatible with the rights of members, to decide all questions of order, to enforce the rules relating to debate, order, and 5 decorum, to announce in proper sequence the business of the day, to state and put to vote all questions that come before the assembly.
c. To respond to inquiries of members and parents. d. To authenticate by signature all acts, orders, and legal papers effecting the organization.
e. To ensure all committees follow the bylaws and rules equally, thereby maintaining commonality between the committees.
f. To review the annual IRS Tax Return and be familiar enough with the steps necessary for development, to discuss the return.
g. To resolve all unusual events in a timely manner or present such to the Board for its action.
Section 2. Secretary – The recording officer of the assembly and the custodian of its records.
a. To keep a record of all the proceedings of the assembly.
b. To keep on files all committee reports.
c. To make the minutes and records available to members and the public upon request.
d. To notify officers, committee members, and delegates of their election or appointment.
e. To furnish committees with whatever documents are required for their operation.
f. To maintain record books in which the bylaws, motions, standing rules, and minutes are entered, with any amendments, and to have the current records at every meeting.
g. To prepare, prior to each meeting, an order of business ((Para 40) of Roberts Rules-p 345,) for use of the presiding officer, showing in their exact order, under the correct heading, all matters known in advance that are due to come up.
h. To send out to the membership a notice of each meeting, known as the call, of the meeting.
i. In the absence of the secretary, a secretary pro tem shall be elected to record the information and provide it to the secretary.
Section 3. Treasurer – The officer entrusted with the custody of the organization funds.
a. To disburse funds under the authority of the assembly or as the bylaws prescribe.
b. To provide a full financial report annually and to provide an interim financial 6 summary report at the monthly meeting.
c. Financial Accountability – Income and Expenses:
(1) Deposit Receipt Book will be used to ”record receipt of all funds.” The receipt number will be used to record the action in the financial records of Quicken software.
(2) Funds transferred from one person to another will use numbered receipts. A record of all checks and cash will be made in the MS Access Data Base for use in depositing the funds and auditing. A deposit slip will be created for each deposit. Hand written information will be made on the deposit slips to track the receipts for each deposit.
(3) The MPRA Board and each Sport Committee will designate an MPRA Member to collect the funds for registration or other purposes and transfer these funds to the Treasurer. Cash shall be retained at “home” for only a day or weekend.
(4) The MPRA Board and each Sport Committee will designate an MPRA Member to request expenditure of funds to support the authorized activities. Receipts are required to support all requests.
(5) All monies expended will be made by check and the check number used to record the action in Quicken software. Checks must have 2 signatures, since MPRA requires 2 on every check. Checks - will never be written without providing an invoice or receipt, MPRA created the Reimbursement Request and Check Request forms to assist in this procedure. The number on the instrument will be entered on the “For” line of the check and the check stub when the check is written. The Split function of Quicken will be used to record actions where one line is insufficient.
(6) The use of MPRA “cash-in-lieu-of” an MPRA check to make purchases is discouraged and should only be utilized in an emergency. A business receipt and a MPRA Reimbursement Request will be provided to the treasurer to account for this expenditure.
(7) The treasurer will provide sport committee chairpersons a monthly financial statement of their account activity and balance.
(8) Files will be created for the following:
(a) Deposit Listings and receipt materials taken in or created with names of individuals who made the deposit.
(b) Returned Checks for each year, with added number, for the identification given to each.
(c) Deposit Receipts received from Banks.
(d) Check Register(s) for each year. (Check Stub Booklets)
(e) Bill Payment File by the month.
d. The Concessions Committee has received authorization from the Executive Board to maintain a separate checking account and treasurer.
(1) Duties of this treasurer are enumerated in c. above.
(2) A financial report (summary of income and expenses) will be provided at the monthly MPRA Board meeting.
Section 4. Directors – The 5 Directors sit as members of the Board.
a. Serve as liaison between their assigned committee and the MPRA Board.
b. Assist with problem areas as identified by the Board.
c. Actively search for individuals to become members of MPRA and serve as a Director or Board member.
d. Perform other duties as defined by the MPRA Board.
Section 5. Sports Committee Chairs – Sit as members of the Board. Perform duties as described in Article XI, Section 8.
Section 6. Concession Chair – Sit as member of the Board. Perform duties as described in Article XI, Section 3 and Concession SOP 2012-1.
Section 1. The General Membership of MPRA shall meet in January and June.
Section 2. The June meeting shall be for the purpose of electing officers, receiving reports of officers and committees, and for any other business that may arise. The January meeting shall be to review operations, plan the new-year, and update committees.
Section 3. Unless otherwise ordered, regular meetings of the Board shall be held at 7 PM on the second Thursday of each month. Special meetings of the Board may be called by the President, or upon the written request of three members of the Board.
Section 4. Special meetings of the General Membership may be called by the president or by the Executive Board, or be called upon the written request of ten members of MPRA to the Executive Board. The purpose of the meeting shall be stated in the call. Except in cases of emergency, at least seven days notice shall be given.
Section 5. A quorum, for an MPRA Board Meeting, shall be represented by at least four of the MPRA Board members being presen. A recording secretary must be present.
Section 6. MPRA Members may attend any meeting and vote on any issue. Interested visitors may attend any meeting, ask questions if recognized by the presiding officer, but may not vote on any issue. Visitors may make presentations if a request to the president, to include the subject, is made 7 days prior to the meeting date.
Section 7. At the regular meeting held on the second Thursday in March, a Nominating Committee of three shall be appointed by the Board. It shall be the duty of this committee to nominate candidates for the offices to be filled at the June general meeting. The nominating committee shall provide a list of nominees to the membership in May, before the election at the annual meeting in June. Additional nominations from the floor shall be permitted. Any floor nomination must have the signed approval of the nominee.
Section 8. MPRA Board meetings are crucial to the successful operation of the active programs and the Parks. Members of the Board are expected to attend every regularly scheduled meeting. If a Board member misses 3 consecutive meetings and does not have appropriate reasons, he or she, shall be ask if they intend to start participating or should they be placed on the inactive Board list, in which case, he or she, cannot vote and steps will be taken to formally remove the individual from the Board.
Section 1. Locks are the primary means for security of property at Phillips Park and MPRA but good key control is what makes the lock effective. Loss of keys at the park present a particularly bad scenario,” there is a lock and I just found the key”. Tight control of keys during activities is very important. It is critical that keys be turned in when an individual is not returning to the committee.
Section 2. Sport Chairs and their Committees are the first line of support to maintain control and security of MPRA property. Each Sport Chair must maintain a list of the property that is directly under their control. Each is responsible for the security of their property.
Section 3. The MPRA Office Building can only be used for official MPRA Functions. Priority being the MPRA Board meetings, committee meetings, league meetings, coaches meetings, or MPRA umpire/referee meetings. All registration functions can take place in the office building when there is adequate adult supervision available for the youth present. Monthly committee meetings must be scheduled through the President. Other one-time meetings should be arranged at least 1 week in advance to prevent overlap. The Web Site calendar will be used as the main source of control to schedule one-time or special meetings.
Section 4. At the completion of each meeting at the Office or other scheduled events the attendees shall cleanup their trash, empty the trash containers, and generally clean the area. As a non-profit organization MPRA does not have employees to clean the facility.
Section 5. Equipment, motorized or mechanical, belonging to MPRA may not be loaned to outside organizations, groups, or individuals. This would forbid renting out equipment or swapping-out for other work. This would also forbid park members to personally borrow something belonging to MPRA and using it for their own benefit at home or other locations.
Section 6. When approved by the MPRA Board, an MPRA member may use specific items to work on a job that will benefit a specific MPRA program.
Committees and Administrators
Section 1. The major function of each standing committee is defined in Sections 2 through 12. The Committees shall develop general guidelines of their objectives, financial plans, and operating procedures, which shall be submitted to the Board for approval. All standing Committees must take minutes of their meetings and monthly provide them to the Secretary for permanent filing. Each administator must develop a standing operating procedure describing how to perform each task, names of contacts, and steps necessary for orderly placement of their successor.
Section 2. A Audit and Finance Committee, composed of the Treasurer, and up to four other members shall be appointed by the President with approval of the Board. It shall be the duty of this committee to prepare a budget for the fiscal year and to submit it to the MPRA Board at its regular meeting in July. The Finance Committee may from time to time submit amendments to the budget for the current fiscal year, which may be adopted by a majority vote of the Board. At the close of the calendar year, audit the Treasurer’s accounts and report the results to the MPRA General Membership meeting in January.
Section 3. A Concessions Committee (with power): Composed of up to five members appointed by the President with the approval of the Board, to organize and operate the MPRA Concession facilities during all scheduled activities at Phillips Park. The committee shall be responsible for scheduling volunteer workers, ordering and acquiring supplies, security of the funds derived and property placed in their care, prompt transfer of funds to the MPRA general account, provide a monthly financial report to the Board, and maintain a healthy and hygienic work facility. The Concession Committee is authorized to maintain their own checking account, Treasure, and shall follow the Financial Accountability SOP 2012-1.
Section 4. A Fields, Grounds, and Maintenance Committee (with power): Composed of up to eight members shall be appointed by the President with the approval of the Board, to oversee and maintain the infrastructure and mechanical equipment, to define, implement, and manage the continued improvement and maintenance of the fields and beautification of Phillips Park and the Recreational Walking Trail.
Section 5. A Membership and Public Relations Committee: Composed of up to five members shall be appointed by the President with the approval of the Board, to keep the community apprised of MPRA actives and accomplishments, to encourage MPRA membership, maintain the official membership rolls, and to notify members two months prior to the expiration of membership.
Section 6. A Scholarship Committee (with power): Composed of up to three members appointed by the President with the approval of the Board, shall manage the MPRA Scholarship Program to be administered to eligible students who have participated in MPRA sports. Advertise the program, distribute and collect the application forms, verify eligibility of each 10 applicant, impanel a neutral evaluation committee to judge the applications, collect the results and notify the winners.
Section 7. Sport Committees (with power): for each active sports program sponsored by MPRA, composed of up to 20 individuals signed up to support the sports program during the next season, shall elect a Committee Chair from among its active members at least 2 months prior to the start of the next season, with the approval of the Board. The Four Sport Committees; Baseball/Babe Ruth, Softball, Basketball, and Volleyball shall be responsible for the overall operation and effectiveness of their individual program to include as a minimum the following:
a. Establishing an annual budget
b. Registration of participants through SportsSignUp and manual registration as needed, security of funds, and transfer of funds to the MPRA Treasurer
c. Ordering, acquiring, and maintaining the equipment, and security of the equipment and park facilities as specified in Article X.
d. Preparation and maintenance of the playing facilities
e. Scheduling activities and tournaments
f. Maintaining necessary records, to also include SportsSignUp records.
g. Maintaining a healthy and wholesome atmosphere through fair play, good sportsmanship, and congenial fellowship.
h. Ensure each coach and primary assistant coach have an approved background check, (KidSafe program), and are approved by the responsible Sports Committee.
Section 8. MPRASPORTS Web Site Administrator: Shall be appointed by the President with approval of the Board, to monitor operation of the mprasports.com web site. Maintain necessary liaison with eteamz.com master web site administrator. To monitor web site content, commonalty of all web site pages, legality of content, and information posted is current. Perform necessary training for each new sports chair and other committee appointees and ensure individuals are authorized the appropriate administrative level password. Ensure that the fees for the web site are paid on time to prevent any site disruption.
Section 9. On-Line Registration Program Administrator: Shall be appointed by the President with approval of the Board to monitor operation of the SportsSignUp.com On-Line Registration Program. To maintain necessary liaison with SportsSignUp.com, to monitor each individual sport’s registration process, ensure each web site page follows the general format provided, posted information is current, and is responsive to questions and/or complaints. To monitor collection of funds and establish distribution as per the official SportsSignUp report.
Section 10. KidSafe Program Administrator: Shall be appointed by the President with approval of the Board, to maintain all necessary records of the passed and failed applications, coordinate with the Sports Chairs to ensure no unapproved person is allowed to coach, and to update the SportsSignUp KidSafe Program data as necessary (also known as “coach’s background check”).
Section 11. Such other committees, standing or special, shall be appointed by the President with approval of the Board, as MPRA or the Board deems necessary to carry out the work of MPRA. The President shall be ex-officio member of all committees except the Nominating Committee.
Section 1. The rules contained in the Robert’s Rules of Order shall govern MPRA in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order MPRA may adopt.
Section 2. A Parliamentarian: Shall be appointed by the President with the approval of the Board. The Robert’s Rules of Order shall be the primary guide used to resolve any dispute. The Secretary can fill the position when no one else feels qualified.
Appendix of Approved Rules (Motions) by Year
Section 1. The MPRA Board approves motions during the calendar year to cause specific actions to take place. A majority of these motions involve a specific purpose and when completed become mute. A few of these motions involve daily operations and shall be incorporated into the Bylaws at the next update.
Section 2. All approved Motions during the year shall be put into a labeled permanent 12 binder. At the end of the year they will be reviewed and all those deemed temporary should be dropped. The remaining motions shall be reviewed by the Board to determine which ones to incorporate into the Bylaws and which ones to be added, as Rules, to the “Appendix” with the “year number sequence”.
Section 3. The President shall appoint a special committee, with approval of the Board, at the December Meeting, to conduct this review and report their recommendations within 3 months.
Amendment of Bylaws
These Bylaws may be amended at the general meetings of MPRA by a two-thirds vote, provided that the amendment has been submitted in writing at least three months prior to a general meeting. The submitted amendment may be further amended by a two-thirds vote of the attending membership.
Definitions: Robert’s Rules of Order
A Board is elected by the assembly and has authority to act and only report to the assembly at its regular meeting of actions taken since the last meeting. A board can appoint special committees without authority from within the assembly. A Board does not normally empower or create a subordinate board.
A Committee is a body elected or appointed by an assembly or board to consider, investigate, than report, or take action if authorized. When a committee is appointed “with power,” it is authorized to take all action necessary to carry out the instructions as outlined in their guidelines. Committees are normally defined as “standing or special.” In either case, the term of office must be established in the Bylaws or in the nomination to establish the committee. In the case of standing committees, it is best to spread the terms of office over a period of years to prevent a total turnover of personnel unless this is a desired feature. A committee can appoint a subcommittee consisting of members from the full committee.
Internal Revenue Service has ruled that committees or subcommittees “with power” are required to keep minutes or written records of all meeting and actions.
Bylaws -- Revision 5.1
Approved at the Board Meeting held on 23 Oct 2014.
The Following memebers were in attendance: