Broncos Lacrosse Club: By-Laws
Name
I. The organization is known as the Broncos Lacrosse Club (“Club”).
Affiliation
I. The Club is associated with Brophy College Preparatory high school (“BCP”), from which the Members will be recruited.
II. The Club will operate under affiliation with US Lacrosse and its local representative, Arizona Youth Lacrosse League (“AYLL”). All Members and Coaches will be registered with US Lacrosse and with AYLL. The Club will remit all fees required to maintain these affiliations and will abide by the regulations of these governing bodies.
III. The Club will pay the US Lacrosse and AYLL fees (as required) for all Members.
Governance
I. Operation, management and governance of the Broncos Lacrosse Club is the responsibility of the Board of Directors (“Board”) in partnership with BCP. The Board will manage the Club to fulfill its goals below and incorporated in the mission statement, as may be revised from time to time by the Board. Because of the Club’s close relationship with BCP, the Board may request BCP’s recommendation regarding significant decisions from time to time, and will consider the resulting guidance in formulating its decisions.
Objectives
I. The purpose of the Club is to create, maintain and enhance a high school Lacrosse program as described in the Club’s mission statement.
Board of Directors
I. The Board of Directors (“Board”) consists of seven (7) Directors including the following Club Officers: President, Vice-President, Secretary, Treasurer, Uniform Representative, Coaches’ Liaison and Tournament Coordinator.
II. Members of the Board will be selected from among the parents/guardians of Club Members by the current Directors and Officers based on their abilities and interest in serving the Club. The slate of Directors and Officers will be ratified by written vote of parents/guardians of Members returning to the club from participation the prior year, which parents/guardians are present at the annual General Meeting of the Club, or as appropriate at a special meeting called by the Board and communicated to the parents/guardians at least two weeks prior to the meeting date. For the purpose of ratification of the Board, each family with one or more returning players will be granted one vote, which votes will be tabulated and reported by a representative of Brophy College Preparatory. Upon ratification, Directors and Officers will serve a one-year term, without limitation in the number of consecutive terms each may serve.
III. If a Director resigns the Board voluntarily or is unable to perform his or her Board responsibilities, a replacement may be selected from among the parents / guardians of the Club Members by of the remaining Directors. No further approval is required for designation of the replacement Director.
IV. If a Director (“uncooperative Director”) impedes or threatens the operations of the Club in the judgment of the other Directors, he or she may be removed from the Board by a vote of the other Directors. Such a vote will be taken only after the uncooperative Director has had an opportunity to explain and discuss the actions that compromise the Club operations with the other Board Members. The vote will be by written and secret ballot, for which the uncooperative Director will not be allowed to be present or vote, and the vote will be binding on the Board. In the event of a tie (equal votes for retention and removal), the uncooperative Director will remain on the Board for the remainder of the current term and will be allowed to stand for re-election thereafter.
V. If the Board is not ratified by written vote at the annual General Meeting of the Club or special meeting as described above, it shall be dissolved and reconstituted as below, subject to approval by BCP:
a. As the Club and its Members are perceived by the public to represent BCP in athletics and in the community, any action to dissolve and reconstitute the Board will be subject to approval and acceptance by BCP. That approval shall follow tabulation of any vote to dissolve and reconstitute the Board, and precede election of new directors as described below.
b. The election of the new Directors will take place within a reasonable time following tabulation of the vote to replace the Board, and will be conducted through additional meetings, e-mail balloting or other appropriate vehicle.
c. Six (6) Directors shall be chosen by parents / guardians in equal proportions from the Club teams fielded the prior season. If the Club fielded three teams (Varsity, JV–A and JV-B), two parents or guardians of players on each team will be designated by parents / guardians from the team. If the team fielded two teams (Varsity and JV), three parents or guardians of the players on each team will be designated by parents / guardians from the team. .
d. One (1) additional Director shall be designated by the leadership of BCP, to complete the roster of seven (7) directors.
e. The Director designated by BCP will serve as the Board President for the operating year, and will have the responsibility of designating the officer roles among the other Directors if the Board can’t reach a consensus as to who will serve in each role.
f. The reconstituted Board will be deemed approved by parents / guardians upon selection of the Directors, and will not require additional affirmation or a vote of ratification for the current operating year.
g. Until such time as the new Board has been seated and the Directors have assumed their responsibilities, the affairs of the Club will be managed by the outgoing President and Treasurer. These individuals will serve in caretaker roles, and will manage the Club to the minimum extent necessary to maintain the club in good standing through the transition.
h. Outgoing Directors and Officers, including the President and Treasurer, will be expected to facilitate the transition, make available to the new Board any books and records in their possession, and assist the new Directors and Officers as they assume their new roles and responsibilities.
Duties of the Club Directors and Officers
I. The Club Directors and Officers shall control the administrative affairs of the Club. The Officers are granted the power to fill Board vacancies as they occur. The Directors and Officers shall have control of the finances and discharge all business of the Club. Members of the Board of Directors will determine which role each fills on the Board.
II. The President shall preside over all Club Board meetings including the Annual General Meeting (AGM), and is responsible for preparing the agenda for each meeting. The President will be a signatory on all accounts of the Club and have signing authority for checks in the absence of the Treasurer. Should circumstances warrant, the President has the power to make immediate decisions on behalf of the Board. The President serves as an ex-officio member of all committees, and may vote on any matter before the Board for decision. The President or Designate will be responsible for the facilitation of communication between parents/guardians and Members, and may represent the Club as spokesperson at school and community functions. The President has the power to form and disband subcommittees as necessary to conduct Club business.
III. The Vice President shall perform duties assigned by the President, and act in that capacity in the absence of the President. The Vice President is an ex-officio member of all committees, and may be selected by the Board to succeed the President upon his or her retirement from that position.
IV. The Treasurer shall be responsible for the administration of all club funds, and will pay all Club expenses by check or petty cash. The Treasurer has primary responsibility for signing checks and accounting for all funds held and spent on behalf of the Club. The Treasurer is responsible for preparing financial statements and maintaining account reconciliations as appropriate. The Treasurer will work with the Board to prepare an annual Club budget based on operations in previous years. The Treasurer will work with the President and Board to ensure all Members and Coaches are appropriately registered with US Lacrosse, Arizona Youth Lacrosse League and any other governing bodies within the influence of which the Club falls.
V. The Secretary will maintain accurate records of all meetings and provide copies to the Board for review at subsequent meetings. The Secretary shall notify the Board of any request for change in the by-laws at least one week prior to the next meeting. The Secretary is responsible for all general correspondence on behalf of the Club, and will keep a record of all correspondence.
VI. The Uniform Representative shall maintain an appropriate inventory of uniforms for all teams fielded by the Club. Uniforms will remain the property of the Club, and will be assigned to Members upon receipt of a uniform deposit in an amount determined by the Board. The Uniform Representative will record and hold all uniform deposits until return of the assigned uniforms at the end of each season. The Uniform Representative will also be responsible for ordering and maintaining inventories of jackets, shirts, caps or other apparel for sale, as directed by the Board.
VII. The Coaches’ Liaison will serve as the primary interface between the Board and the Coaching Staff, and will be ensure appropriate communication between the Board and Coaches regarding on-field activities and decisions. The Coaches’ Liaison is responsible for informing the coaches of all pertinent Board decisions, and will present any request from the Coaching Staff for equipment purchases for the Club. The Coaches’ Liaison will represent the Coaches’ interest and coordinate the Coaches involvement in off-field Club activities.
VIII. The Tournament Coordinator will be responsible for all arrangements associated with the Club’s participation in lacrosse tournaments as may be approved by the Board. These responsibilities will include arranging transportation, housing and food as may be required, enlisting chaperones, overseeing communications with the tournament organizers, Club members and parents / guardians, and any other arrangements necessary to facilitate the Club’s participation in the selected tournament(s).
Board Meetings
I. Board meetings will be held regularly during the months from August through April (the school year), at a frequency determined by the President and the Board.
II. All Board members are eligible to vote upon items discussed by the Board for approval. Proxy votes are not permitted, though the opinion of an absent member may be presented to the President in writing for consideration by the Board prior to voting.
III. The President may call special meetings as required, and/or conduct Board business as appropriate through e-mail and telephone calls.
IV. Notice of business other than change in the By-Laws must be submitted to the President 48 hours in advance of a Board meeting for consideration at the meeting.
V. A quorum for the purpose of conducting business will be 51% of the Board.
VI. Roberts Rules of Order may used to conduct the meetings.
By-Laws
I. The Board and all Club members will abide by the guidance set out in these By-Laws.
II. Amendments to the By-Laws may be offered in writing at any time by any parent/guardian in good standing with the Club. The proposed amendment(s) will be discussed by the Board, and may be adopted upon a favorable vote by a quorum of the Board. Notice of a proposed change must be filed with the Secretary a minimum of two weeks prior to an upcoming Board meeting to allow circulation to and research by the Board prior to discussion. The Secretary will ensure that all Board members are notified of the proposed change a minimum of one week in advance of the next Board meeting.
Annual General Meeting
I. The Annual General Meeting will be held each fall between August 1 and October 31, and will include ratification of the Board of Directors (see above), initial registration for membership in the Club, and any other business brought before the Club. The meeting will be publicized through e-mail to prior Members expected to return and their parents / guardians, and through announcements and/or other publicity at BCP.
Membership and Member Responsibilities
I. Club Membership will consist of athletes who attend BCP, have paid the annual Club fee, have been placed on a Club team following try-outs and have agreed to abide by and comply with the Broncos Lacrosse Club Code of Conduct.
II. Membership is granted for each season upon placement on a Club team after try-outs in the fall and fulfillment of the conditions above. Membership will end upon completion of the final game each spring, whether a scheduled league game, exhibition game of playoff game following the regular season.
III. All Members must wear the Broncos Lacrosse Club uniform when competing on behalf of the Club. The appropriate uniforms will be provided to members upon placement on a Club team and receipt of the required uniform deposit.
IV. Members are responsible for informing the coaching staff of conflicts with practices or games prior to the scheduled events. Failure to do so without sufficient notice or reason may result in disciplinary action.
V. Requests for membership cancellation and refund of fees must be submitted in writing to the Board for its consideration and binding decision, and will be subject to the following:
i. Request for membership cancellation due to injury:
a. After try-outs and before the first scheduled practice of the season (generally in January): Full refund of the membership fee less the fee paid to US Lacrosse on behalf of the member;
b. Before the first scheduled league game for the Club team on which the member is placed: Deferral of the membership fee less the fee paid to US Lacrosse on behalf of the member, with the deferred fee to be credited against that member’s Club fee the following year;
c. After the first scheduled league game for the Club team on which the member has been placed: No refund of fees.
ii. Request for membership cancellation and refund of membership fees for reasons other than injury: Membership will be cancelled without refund of fees.
Any request for membership cancellation and refund of fees outside of these guidelines must be submitted to the Board in writing and will be considered by the Board on a case-by-case basis.
VI. All Club Members will be bound by these By-Laws and any other Club guidance, and will pay all membership fees directly to Broncos Lacrosse Club.
VII. All Members must have fully paid his membership fee or been granted sponsorship by the Board before they can compete for Broncos Lacrosse Club.
VIII. Members will be placed on Club teams based on skills, ability and other criteria as demonstrated in try-outs before each season. Members may be moved from team to team during the season based on team needs, individual progress and skills, and decisions by the coaching staff.
IX. Illegal drug use and criminal acts (e.g. willful damage, shoplifting, etc.) will be dealt with in full accordance of the law. If arrested for or charged with a crime, the Member will be immediately suspended pending a meeting of the Board and Coaching staff.
Coaches, Officials, and Chaperones
I. Broncos Lacrosse Club Coaches will be designated by the Board upon receipt and review of an application, satisfactory completion of background checks and other such review deemed necessary to ensure the integrity of the program and safety of the Members. The Board will have the sole authority to designate, evaluate, retain and release coaches.
II. Broncos Lacrosse Club Coaches must abide by and comply with these By-Laws and the Code of Conduct, and must be registered with US Lacrosse and Arizona Youth Lacrosse League.
III. Coaches wishing to attend training clinics should apply to the Board ahead of time to arrange funding.
IV. If adult assistants and/or chaperones are required by the Coaching staff, they will be responsible for assisting with the Coaches’ duties as requested by the Coaching staff (e.g. team meetings, curfew checks, results, member needs etc.).
V. The coaching staff will be responsible for on-field guidance, practice and game management, and decisions regarding on-field matters, within the policies and under the guidance of the Broncos Lacrosse Club Board.
Expenses
I. Reasonable Club and coaching expenses will be paid by the Bronco Lacrosse Club upon the approval of the Board or its designated representatives (generally to include the President and Treasurer). Upon approval by both, the Head Coach and the Treasurer may authorize transportation and other expenses that have not been budgeted or received Board approval due to time constraints.
II. A Coach requesting funds for a Member must do so to the Board through the Coaches’ representative. The Board and/or its designated representatives reserve the right to deny payment of or reimbursement for expenses deemed excessive, and expenses that aren’t budgeted or approved by the Board in advance.
III. Application for reimbursement of expenses (on behalf of the Club) by the Board and Coaches shall be made to the Treasurer.
Transportation
I. Transportation to games and/or tournaments will be arranged via bus when the number of Members participating and/or the destination warrant. A portion of Club registration fees will be allocated to transportation. If busing is not provided, Members are responsible for their own transportation.
II. Transportation to tournaments will be arranged by the Club through the best commercial means available in the Board’s sole judgment. Transportation costs for these tournaments will be paid from tournament fees collected from Members by the Club.
III. The Broncos Lacrosse Club will not travel if weather / road conditions are considered dangerous. Members will be advised of changes to plans if travel is threatened.
Fee Structure
I. The Broncos Lacrosse Club will set membership fees based on the annual budget for Club operations, which budget will be approved by the Board in advance of each operating year.
II. The Broncos Lacrosse Club will sponsor or subsidize Member fees and other costs for Members unable to pay those costs, as approved by the Board or its designated representatives on a case-by-case basis.
III. Members will be expected to pay fees for and costs associated with participation in non-league tournaments, as appropriate. Tournament funds will be collected by and payments disbursed by the Club, which will control costs to the extent possible.
Discipline
I. The Board has established and will reinforce the Broncos Lacrosse Club Code of Conduct (“Code”), which Code will be signed by all Members and their parents/guardians prior to participation in Club activities, events, practices and games. The standards addressed in the Code will be upheld at all times.
Members may be subject to disciplinary action as determined by the Board and communicated through communications vehicles outside of these By-Laws.
II. Any disciplinary actions taken in accordance with the Code of Conduct may be appealed to the Board for review and consideration through the Member’s provision of a written statement to the Board describing the infraction(s), disciplinary steps taken, injustice represented by the disciplinary actions taken and alternative form of discipline the Member feels is appropriate (which may include no disciplinary actions). The statement must be provided to the Board by the Member, who will be invited to discuss the situation with the Board. The Coaching staff will be invited to participate in the meeting with the Member and subsequent discussion, unless that participation is deemed inappropriate by the Board in the Board’s sole judgment.
The Board will respond to any written appeal within 15 days through acknowledgement to the Member and notice to the Coaching staff, and will schedule a Board review of the infraction(s), disciplinary actions and appeal no later than the next regularly-scheduled Board meeting. An earlier review may be scheduled by the Board as appropriate.
Dissolution
I. If the Club ceases to exist as a result of a majority vote of the Board, all Club funds remaining after settlement of existing expenses will be donated to BCP without restriction. Any uniforms, equipment or other assets owned by the Club will be donated to BCP, other clubs, schools or other organizations designated by the Board.
Phoenix, Arizona - August 2008
