RHEEMS ATHLETIC ASSOCIATION
(Adopted November 13, 1995)
(As Amended and Approved Mar. 10, 2008)
(As Amended and Approved October 8, 2017)
ARTICLE I - NAME
Section I: Name -- This organization shall be known as the Rheems Athletic Association (referred to herein as "Association") and said association shall be composed of members accepted into the Association in accordance with these by-laws.
ARTICLE II-PURPOSE & MISSION STATEMENT
Section I: Purpose -- The purpose of the Association shall be to provide athletic activities for the youth of Rheems, Pa and the surrounding areas.
Section II: Mission Statement: Our association's purpose is to provide a safe, fun, & rewarding atmosphere for all children within our community, who choose to participate in our multiple venues. We believe that through our organization these future leaders will learn the value of teamwork, relationships, & success, which is necessary in today's society.
ARTICLE III-ORGANIZATION AND DISSOLUTION
Section I: Location and Organizational Structure - The Association shall maintain its office and transact its business in the Township of West Donegal, County of Lancaster, Commonwealth of Pennsylvania The Association shall have no capital nor shall there be any shares of stock issued. All activity of the Association shall be directed by a Board of Directors as provided herein.
Section II: Real Estate -- The Association shall have the power to purchase, hold and sell real estate for the purpose of Section I provided there is a majority vote of the members in good standing at a meeting called for this purpose.
Section III: Dissolution
a. Upon the dissolution of the Rheems Athletic Association, all assets of the Associations shall immediately become the property of the Rheems Fire Company, its successors or assigns, conditioned upon the Rheems Fire Company being exempt
under Section 501(c)(3) or deemed exempt under Section 501(c)(3) at the time of such dissolution of the Association. Transfer of assets shall be subject to the provision that said Rheems Fire Company shall hold whatever real estate or other assets transferred to it for a minimum of 3 years in the event of a possible reinstatement of the Association. If such reinstatement occurs, Rheems Fire Company would agree to transfer said assets or real property back to the Association.
b. In the event Rheems Fire Company is not either exempt under Section 501(c)(3) or deemed exempt under Section 501(c)(3), then upon the dissolution of the Rheems Athletic Association all assets of the Association shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future Federal Tax Code, or shall be distributed to the federal government or to a state or local government for a public purpose. (Amended October 8, 2017)
ARTICLE IV - MEMBERSHIP
Section I: Members -- Any person who has paid annual dues to the Association as determined by the Board of Directors or has been accepted as a member by a majority vote of the Board of Directors and has not been rejected or expelled by the Board of Directors, shall be considered a member in good standing for that year.
Section II: Termination of Membership -- Any member may be expelled from the Association and any coach, official, committee member, or other official removed at any time from his/ her position by a majority vote of the Board of Directors.
ARTICLE V - OFFICERS AND BOARD OF DIRECTORS
Section I: Officers -- The elected officers of the Association shall be President, Vice President, Secretary, Treasurer.
Section II: Board of Directors – The Board of Directors shall include the officers and the Boys Lacrosse Commissioner, Rugby Commissioner, Softball Commissioner, Elizabethtown United Soccer President, & Volleyball Commissioner. The board may, upon motion and a majority vote, designate additional board members. Board members may not hold more than one elected position. (Amended October 8, 2017)
Section III: Term of Office -- The term of office of all officers and board members shall be one (1) year with the exception of the Treasurer, which shall be for two (2) years. Any officer may be elected to any number of successive terms, provided the proper election procedures as outlined below are followed.
Section IV: Election Procedures -- Candidates for office shall be nominated each year at the regular October meeting of the Board. The slate of nominees together with notice of the date, time and place of the December meeting shall published on the association’s website and sent out via email to all members (Amended October 8, 2017). At the December meeting, which shall be the annual meeting of the Association, additional nominees shall not be accepted, unless there is an open position (amended Nov. 8, 2004) and board members elected by majority vote of those active members present. The newly elected board members shall assume their duties at the January meeting of the Association.
Section V: Vacancies -- If a vacancy occurs in any office in any manner the Board of Directors shall nominate and elect a duly qualified member to fill vacancy. In the event that a board position is unfilled, a board member may fill that position until such time the vacancy is filled. (Amended October 8, 2017)
ARTICLE VI - POWERS AND DUTIES OF THE BOARD OF DIRECTORS
Section I: General Powers -- The Board of Directors shall be empowered to transact all normal business of the Association and set such policies and procedures as they deem appropriate and necessary to accomplish the purpose and goals of the Association. Any and all business may be transacted by a majority vote of the Board members present at any regular meeting at which a quorum is present. A quorum is defined as 2/3 of filled board positions. Each board member shall have one vote. A voting member of the Board of Directors may designate a member to serve as his or her proxy. Directors may participate in a meeting of the board by means of a conference telephone or similar communications equipment by means of which all persons participating in the meeting can hear each other at the same time and participation by such means shall constitute presence in person at a meeting. In the event of a time-sensitive matter requiring board action, a vote may be conducted via email. If a unanimous vote by email is not achieved action must be tabled until next meeting.
To maintain voting privileges, a board member or their proxy must not miss two consecutive meetings. Voting privileges will be reinstated after attendance at two consecutive meetings. (Amended October 8, 2017)
Section II: Specific Powers and Duties -- In addition to the general powers of Section I, it shall be the specific duty of the board of Directors and they shall be empowered to:
1. Set fees for annual membership and for registration for a given season or athletic activity.
2. Approve all coaches, assistant coaches and other officials.
3. Authorize and approve an annual operating and capital budget.
4. Approve any and all expenditure of Association funds for any purpose except that individual officers of the Association may make expenditures of up to $250.00 for routine or recurring expenses within the context of the annual budget or purpose and
goals of the Association.
5. Authorize and approve all teams and any league affiliations using the name, uniforms, equipment or sponsorship of the Association.
ARTICLE VII - MEETINGS
Section I: Association Meetings -- The entire Association shall meet the second Sunday of December each year for its annual meeting. Any other meetings of the Association may be announced by the President provided notice of said meeting is published on the association’s website and sent out via email to all members at least two weeks prior to said meeting. (Amended October 8, 2017)
Section II: Board of Directors Meetings -- Meetings of the Board of Directors shall be held on the second Sunday of February, April, June, August, October, December, unless each member of the Board is notified by the President of any change at least three (3) days in advance, at a time and place designated by the President. (Amended October 8, 2017)
Section III: Special Meetings -- Special meetings of the Board of Directors may be held provided the President notifies each member of the Board of Directors at least three (3) days prior to the scheduled meeting.
ARTICLE VIII - AMENDMENTS
Section I: Procedure -- A proposal to amend these by-laws must be presented in writing to the Board of Directors. The proposal, as presented or as modified, will be voted upon at the next regular meeting of the Board and a two-thirds majority of the full Board of Directors is necessary for approval.
Above adopted as revised By-Laws of Rheems Athletic Association at the November 13, 1995 meeting of the Board of Directors.
Motion Approved Nov. 8, 2004: There will not be any nominations in December unless there was a position left open in November. November is the month for nominations & December is the month for elections.
Clarification of By-Laws July 11, 2005: The policy regarding when or if a person resigns & then comes back, the Board decided that a person has a time frame of 48 hours unless legitimate excuse prevents the person from relating to board intent of coming back.
Motion Approved Dec 12, 2005: Only board & association members that have attended at least 2 meetings a calendar year can vote at elections.
May 14, 2007 A motion was made which served as written notice to change the By Laws to remove the Cheerleading venue from RAA & the office of cheerleading commissioner. The RAA Board unanimously approved this motion.
Above adopted as revised By-Laws of Rheems Athletic Association at the (03/10/2008) meeting of the Board of Directors
Motion Approved September 15, 2008: A unanimous "yes" vote to add Lacrosse as a sports venue within RAA. A unanimous "yes" vote to add Lacrosse Commissioner Board Position within RAA.
Motion approved October 8, 2017 to update titles, meeting dates, clarify definition of board of directors to include officers, specify that board members have one vote and may appoint a proxy, amended nomination notification requirements from print media to electronic media