HELENA ATHLETIC ASSOCIATION, INC.
an Alabama non-profit Organization
Name, Purpose and Objectives
Section 1. Name. The name of this non-profit organization shall be Helena ATHLETIC ASSOCIATION, INC., hereafter referred to as the “Association” .
Section 2. Purpose. The purpose of the Association is to employ the time, talents and resources of our parents, students, teachers, friends, and corporate citizens to develop and improve the infrastructure of the athletic programs within Helena public schools.
Section 3. Objectives. The objectives of the Association are: 1) provide financial support for operational and capital expenses through fundraising activities as it relates to supporting the needs of Helena public schools’ athletic programs. 2) provide organizational support to administration, coaches and staff through volunteer efforts. 3) provide financial accountability to its members.
Membership and Fees
Section 1. Membership. Membership in the Association is open to all members of the Helena, AL community, 18 years of age or older, who will accept and abide by these by-laws and who desire to support the purpose of this organization. There shall be one class of membership in the Association; the adult members of any household who have paid a current annual membership.
Section 2. Membership Fees. Membership fees will be established by the Board of Directors. Although more than one membership level may exist at any given time, all members will have equal voting rights regardless of level of membership.
Section 3.School Staff. All active coaches, the Principal and the Athletic Director shall automatically be considered ex-officio members of the Association.
Section 4.Members Right to Privacy. Any personal information gathered or requested by the Association is for the sole use of the Association and will not be made available to any other organization.
Board of Directors and Officers
Section 1. Board of Directors. The affairs of the Association shall be managed by its Board of Directors.
Section 2. Officers. The officers shall consist of the President, Vice-President, Secretary and Treasurer.
Section 3. Members at Large. The Board of Directors will include five (5) members at large.
Section 4. General, Annual and Notice of Meetings. The Board will meet from time to time at its own discretion. An annual meeting of the Board of Directors shall be held in April of each year unless changed by the Board of Directors. Notice of the Annual Meeting shall be given at least thirty (30) days in advance in a manner determined by the Board.
Section 5. Number and Tenure. Amended (4/2013): The number of directors comprising the Board of Directors shall be nine (9). The term of a Director is two years. A Director maybe re-elected to a second term but at the end of the second term the director must roll off for at least one year before he/she can serve again. No more than (5) members can roll off at a time. The Officer (President, VP, Treasurer, Secretary) positions are held for one year and can be renewed for one additional year. No Director can hold the same Officer position for more than two(2) years except the treasurer who can serve up to 4 years with the boards concurrence.
Section 6. Election. The officers and the at-large members shall be elected by a majority of the voting membership present at the Annual Meeting. All elected officers, at-large and standing committee chairs must be current members of the Association.
Section 7. Nominations. The President, with concurrence of the Board, shall present a slate of nominees (who have agreed to serve) for positions of officers and at large members with reasonable notice prior to the Annual Meeting. Additional candidates may be nominated from the floor at the Annual Meeting.
Section 8. Vacancy. The President shall appoint any vacancy other than the Presidency. A vacancy in the office of the President shall be filled by a majority vote of the Board at their first meeting after the vacancy occurs.
Section 9. Duties of Officers. The President shall preside over all meetings, appoint standing committee chairpersons with the concurrence of the Board, appoint and/or dissolve all other committees as required, serve as ex-officio member of all committees, serve as primary spokesperson for the Association, except as otherwise specified, and direct the Association’s goals and budget performance. The Vice President shall perform all the duties of the President in his/her absence, be responsible for an annual review of the By-Laws, recommending revisions as deemed appropriate. The Secretary shall keep a record of all Association meetings. All minutes shall be kept in a regular bound Secretary’s Book. The minutes will be posted after they are approved by the board within eight (8) working days of the next monthly meeting. The secretary will also manage the master list of all the volunteers. The Treasurer shall maintain a complete set of books of account in accordance with generally accepted accounting principles and practices. The Treasurer will provide a financial report at all posted meetings.
Section 10. Duties of At Large Members. At Large Members will be responsible for overseeing activities related the mission of the Association such as fund raising and membership.
Section 11 (added 4/2013). Director Attendance. All Directors must attend at least 75% of the meetings and events. If this requirement is not met, the Directors can ask for delinquent Directors immediate resignation. Should this take place the Directors will refer to Section 8 of this Article for the replacement process.
Section 1.Standing Committees. Standing Committees are those required to function throughout the year. Chairpersons shall be appointed by the President, subject to the approval of the Board. Standing Committee Chairpersons shall recruit as many members as necessary to accomplish the responsibility of the Committee. The Chairperson shall also keep a historical file of the year’s proceedings, financial records, vendor contacts, etc., to be turned over to his/her successor. Standing Committees and their primary functions follow.
Section 2.Membership Committee. The Membership Committee shall maintain a complete and current list all members, collect dues, manage list of volunteers. The report will be shared with the Association’s General Membership and the Association Treasurer who will distribute the funds. Further, the Membership Committee shall conduct ongoing efforts to recruit new members.
Section 3.Fundraising Committee. The Fundraising Committee will oversee all current activities and events and recommend new activities and events that might further the Association’s mission. The committee will track planned events to avoid scheduling conflicts. The Fundraising Committee shall recruit and schedule parent volunteers to work each specific activity and event. The committee will record all donated time and record all expenses and revenues for each event. They will also be in charge of procuring all provisions required for each event. Events under the committee’s oversight include, but are not limited to, concessions, spirit shops and ticketed events.
Section 1.Funds. All monies received by the Association shall be deposited to the general fund of the Association except for funds that are restricted for a specific use. Separate funds will be established for temporarily or permanently restricted assets as needed.
Section 2.Budgets. Annual budgets will be created in July and approved by the board before the next school year starts. The Treasurer will be responsible for creating the budget based on prior year activity and expected revenues and expenses known at the time. Budgeted expenses may never exceed budgeted revenues unless a reserve exists in the general fund that would cover the difference. However, a general fund reserve of at least 5% of the previous year’s expenses must be maintained.
Section 3. Expenditure Approval. (Amended 4/2013)The President shall be able to disburse funds up to $250 with the approval of one other board member two times per HAA calendar year. Expenditures greater than $250 must be approved by a majority of the board vote.
Section 1.Property Rights. Membership in this Association shall not title or vest any of the members with any property rights or rights having monetary value of any kind whatsoever, including, but not limited to, property rights or monetary rights in the school or in the Association.
Amendment of These By-laws
Section 1.Proposed Ammendments. Amendments to the By-laws are to be submitted in writing at a regular Board Meeting prior to the Annual Business Meeting. Notice of the amendments shall be publicized by the web site or e-mail to the membership at least two weeks prior to the Annual Business Meeting.
Section 2.Adoption. Amendments may be adopted at the Annual Business Meeting by a 2/3 majority of the members voting.
Section 1.Dissolution of the Association. Should the Association cease to operate as a legal entity, all of the Association assets and cash will be distributed equally to all active athletic teams having an encumbered fund with. Distribution to the teams will be calculated in the following manner; the total sum of the Association’s ending cash balance, including assets converted to cash, divided by the total of all athletes participating in the previous three sport seasons as determined by ending rosters prior to the Association’s dissolution. Example: $50,000 available divided by 750 athletes participating in the three prior sports seasons equals $66.66 dollars given to each team based upon their athlete roster totals. Once distributed, the funds can be used at the discretion of the team’s Head Coach and/or duly authorized designate. Encumbered fund balances for teams or clubs no longer active will be added to the general fund balance prior to the final distribution in the manner described above.
Relationship to School Authorities
Section 1.Relationship. The Association shall operate in full support of the school principal, athletic director and coaches. At no time should the Association make recommendations or become directly involved in the day to day operation of the school athletic program. The Association serves only to support the school athletic program and has no direction of policy established by the school principal or athletic director.