TSHSAA By Laws



Tri-State Home School Athletic Association(TSHSAA)Organization By-LawsVersion 1.10Published 4/28/2011Contents TOC \o "1-3" \h \z \u Article I - Purpose PAGEREF _Toc291535845 \h 3Article II – Mission Statement PAGEREF _Toc291535846 \h 3Article III – Organizational Goals and Beliefs PAGEREF _Toc291535847 \h 3Article IV - Statement of Faith PAGEREF _Toc291535848 \h 4Article V - Powers PAGEREF _Toc291535849 \h 5Article VI - Organizational Structure PAGEREF _Toc291535850 \h 5Section 1 – Governing Authority PAGEREF _Toc291535851 \h 5Section 2 – Composition and Qualifications PAGEREF _Toc291535852 \h 5Section 3 – Term of Service PAGEREF _Toc291535853 \h 5Section 4 – Manner of Elections PAGEREF _Toc291535854 \h 6Section 5 – Removal from Office PAGEREF _Toc291535855 \h 6Section 6 – Vacancies PAGEREF _Toc291535856 \h 6Section 7 – Delegation of Authority PAGEREF _Toc291535857 \h 6Article VII – Meetings PAGEREF _Toc291535858 \h 6Section 1 – Quorum PAGEREF _Toc291535859 \h 6Section 2 – Regular Meetings PAGEREF _Toc291535860 \h 6Section 3 – Special Meetings PAGEREF _Toc291535861 \h 7Section 4 – Meeting Reports PAGEREF _Toc291535862 \h 7Section 5 – Proxy Procedures PAGEREF _Toc291535863 \h 7Article VIII – Working Teams (Committees) PAGEREF _Toc291535864 \h 7Article IX - Indemnification PAGEREF _Toc291535865 \h 7Article X – Members PAGEREF _Toc291535866 \h 8Section 1 – Family Membership PAGEREF _Toc291535867 \h 8Section 2 – Partners in Excellence (PIE) Membership PAGEREF _Toc291535868 \h 8Section 3 – Duties and Responsibilities PAGEREF _Toc291535869 \h 9Section 4 – Termination of Membership PAGEREF _Toc291535870 \h 9Article XI – Financial Responsibility PAGEREF _Toc291535871 \h 9Section 1 – Transparency & Accountability PAGEREF _Toc291535872 \h 9Section 2 – Debt PAGEREF _Toc291535873 \h 10Article XII – Adoption and Amendment of By-Laws PAGEREF _Toc291535874 \h 10Article XIII – Dissolution PAGEREF _Toc291535875 \h 10Appendix PAGEREF _Toc291535876 \h 11Revisions to By- Laws PAGEREF _Toc291535877 \h 12Article I - PurposeThe purpose of the Tri-State Home School Athletic Association (TSHSAA) is to provide home educated students in Northwest Arkansas and the surrounding areas the opportunity to achieve their fullest potential in the area of athletics and related activities.Article II – Mission StatementOur mission is to inspire youth and empower parents to teach their children to compete athletically, and ultimately, be productive citizens in society, with honor, nobility and enthusiasm. The standard of honor dictates that we conduct ourselves with honesty, fairness and integrity in accordance with our beliefs. The standard of nobility means we will pursue excellence of body, mind, character and spirit in striving for a high moral standard.The standard of enthusiasm reveals the source of our passion – God. The word comes from the Greek root “entheos”, which literally means “God within”. He is the vital force that propels our actions.Article III – Organizational Goals and BeliefsTo encourage each athlete to become the best he/she can be, physically, mentally and spiritually. To strive to provide athletes the chance to experience the highest aspects of their sport through personal effort, individual skill development and teamwork. To provide an environment in which athletes can achieve their goals. This is accomplished through capable leadership, quality coaching, and a solid skill development regimen that supports a carefully designed athletic program. Each sport is designed to guide athletes from the youngest ages to their senior season. It is the intention of TSHSAA to support all athletes desiring to compete beyond high school by providing the skill development and exposure necessary to achieve that goal.It is the belief of TSHSAA that satisfaction in competition comes from the pursuit of excellence and that triumph arises out of overcoming adversity. As followers of Christ, our primary goal isn’t success in athletics or winning. Our primary goal is instilling honor, nobility and enthusiasm in the athletes and families we serve. TSHSAA believes winning is a by-product of that endeavor. For this reason, TSHSAA is a competitive athletic association. An intense athletic environment, through both victory and defeat, provides the opportunity for parents, coaches and athletes to allow the fruit of the Spirit to be developed in their lives. Therefore, each has the opportunity to glorify God as they maintain a Christ-like spirit in their pursuit of excellence both on and off the field of play.Article IV - Statement of FaithTSHSAA is a Christian organization. While member families or participants are not required to sign a Statement of Faith, any organization member considered for a leadership position including coaches, directors, board members and other leaders will be required to sign a Statement of Faith for eligibility for such a position. Organizational leaders will also be expected to lead and instruct from a Christian viewpoint. The Bible is the only inspired, authoritative, infallible, and inerrant word of God. The Scripture is God-breathed and useful for teaching, rebuking, correcting, and training.There is only one living and true God manifested in a Holy Trinity: Father, Son, and Holy Spirit.Jesus Christ is the Son of God, was born of a virgin birth, lived a sinless life as both fully God and fully man, died and shed his blood on a cross, and was resurrected for our atonement and redemption.All people are sinners. They can be forgiven of their sins only by the blood of Christ when they trust in the Lord Jesus Christ alone for their salvation.Each person has an eternal soul – the unsaved destined to an everlasting hell separated from God and the saved to spend an everlasting life with God.TSHSAA does not endorse or represent any one denomination, but does hold that Jesus Christ is the way, the truth and the life. (John 14:6) Article V - PowersThe TSHSAA organization shall have all of the statutory powers enumerated for non-profit corporations under the laws of the state of incorporation.Article VI - Organizational StructureSection 1 – Governing AuthorityThe governing body of TSHSAA shall be an elected Board of Directors consisting of organization members, and it shall have plenary powers to do all things necessary and proper to operate, represent and control the organization. Organization members shall delegate matters of policy, procedure, and necessary administration to the board.Section 2 – Composition and QualificationsThe governing Board of Directors shall consist of five (5) organization members selected for the following offices and primary organizational responsibilities. In such cases that a responsibility is not defined, the board shall vote by simple majority to assign that responsibility. Any change in number of board offices will be considered a By-Law amendment and will require a 2/3 majority vote by the organization membership. Chairman – Responsibilities of the Chairman office include presiding over regular and special meetings and ensuring the best interests of the organization are upheld during those meetings.Vice Chairman – Responsibilities of the Vice Chairman office include serving as Acting Chairman in the event the Chairman’s absence in regular and special meetings.Secretary – Responsibilities of the Secretary office include ensuring the preparation of meeting agenda items and the recording of all meeting minutes and the appropriate dissemination of all business documents to the membership and other appropriate parties.Treasurer – Responsibilities of the Treasurer office include the appropriate management of accounts and financial matters for the organization. This office will be responsible for the preparation and dissemination of financial reports to the board, organization and other appropriate parties.General Board Member – Responsibilities of this office include participation in board business and other duties as assigned.All board positions shall be filled by any active member in good standing, either Participating Family or Partners in Excellence (PIE).Section 3 – Term of ServiceAll board office positions shall be elected annually and office holders may serve a maximum of three consecutive terms in a particular office. Board members may not serve on the board for more than five annual terms.Section 4 – Manner of ElectionsNominations for the election of board offices shall be made in the first month of each organization year. Election of a nominee for a board office shall be by majority vote of the member families in good standing who choose to participate. Elections may be held at organizational meetings, electronically (via email or online voting), or by other means approved by the governing board. In all elections, one vote shall be allotted per member family.Section 5 – Removal from OfficeRecommendations to remove a board member from office may be made by a simple majority of all active board members as either a regular or special meeting agenda item. Board member removal must be approved by a simple majority vote of membership present.Section 6 – VacanciesVacancies in any board position caused by the death, resignation or removal of a member shall be filled by special election of a qualified member to serve the un-expired term of the vacated office.Section 7 – Delegation of AuthorityThe governing Board of Directors may, by majority vote, delegate to one or more of the organization's members or to any of its agents or employees, or to any of its committees such powers and duties as it may deem appropriate and proper. In the absence of such delegation, either generally or specifically, the governing Board of Directors shall act on behalf of the organization. Article VII – MeetingsSection 1 – QuorumThere shall be no organization member quorum requirement for any organization meetings whether regular or special. The quorum for Board of Directors to conduct both regular and special business matters is three-fifths (3/5) of board members.Section 2 – Regular MeetingsRegular organization meetings shall be held at the times and places established by the governing Board of Directors and shall be held at least 4 times per organization year (Quarterly). Meeting dates for these 4 required meetings are to be set by the incoming board at the beginning of each organizational year.Business conducted at these meetings shall be considered passed by a simple majority of the Board of Directors present. In the event of a tie vote, the business item will be deferred until a sufficient quorum can be obtained through regular or special meeting to pass or fail the item. A fourteen (14) day advance notice and agenda shall be provided electronically (email, text, etc.) to all members for regular meetings. Any member in good standing shall have the right to attend regular meetings and present and discuss business items. Visitors may attend regular meetings as guests of active members but may not participate in submitting business items or discussion unless specifically recognized by the acting Board Chairman.Section 3 – Special MeetingsSpecial meetings may be held upon three (3) days advance notice electronically (email or text, etc.) to organization members. The acting Board Chairman or a majority of active board meetings shall have the authority to call special meetings. Regular meeting board quorum requirements and voting procedures apply.Section 4 – Meeting ReportsAll meeting minutes, working team reports, financial statements and other related documentation related to both regular and special meetings must be made available electronically to organization members within ten (10) days after the meeting. Specific requests by members should be directed to the Secretary office holder.Section 5 – Proxy ProceduresIf amendments to the organization By-Laws are deemed necessary by the Board of Directors, a proxy voting procedure may be utilized to ensure opportunity to all active participating member families. The board shall set the procedure, call for the proxies with sufficient notice, tabulate the results, and then report to the membership and the state of incorporation.Article VIII – Working Teams (Committees)Working teams or committees, may be established as appointed by the board and shall report on matters assigned at the time of appointment or action. Each working team or committee must be sponsored by an active board member who will be responsible for the conduct and deliverables of the working team. Working teams will be assigned specific tasks and duration to complete their assignment.Article IX - IndemnificationThe organization shall indemnify any and all of its members, including board members, or former members and board members or any person who may have served at its request or by its election as a member or office of the organization, against expenses actually and necessarily incurred by them in connection with the defense or settlement of any action, suit or proceeding in which they, or any of them, are made parties, or a party, by reason of being or having been members or officers of the organization, except in relation to matters as to which any such member or officer or former board member or officer or person shall be adjudged in such action, suit or proceeding to be liable for willful misconduct in the performance of duty and to such matters as shall be settled by agreement predicted on the existence of such liability.The indemnification provided hereby shall not be deemed exclusive of any other right to which anyone seeking indemnification hereunder may be entitled under any by-law, agreement, or otherwise, both as to action in official capacity and as to action in another capacity while holding such office. The organization may purchase and maintain insurance on the behalf of any member, officer, agent, employee or former member or officer or other person against any liability asserted against them and incurred by them to the extent that the organization would have the power to indemnify them against such liability under the provisions of this article and the law of the state of incorporation.Article X – MembersSection 1 – Family MembershipFamily Membership in the organization shall be available to qualifying home school families as defined in the Membership Family Qualifications & Requirements document (Family Membership Document). The membership document shall be periodically reviewed and updated by the board as a business item. All membership and activity fees will be determined by the board as a business item. Member families in good standing shall be defined as organization member families who;Meet all requirements defined in the Family Membership document Are current on any required membership fees for the current organizational yearHave at least one child eligible to participate in organization activitiesMember families in good standing shall enjoy all of the rights and privileges of membership in the organization as defined in the By- Laws and other organization policies and documentation and may qualify to participate in activities. Each activity will define specific requirements for participation.Section 2 – Partners in Excellence (PIE) MembershipPartners in Excellence Membership in the organization shall be available to qualifying individuals who demonstrate a desire to advance the causes of TSHSAA through the use of their talents, time or resources as defined in the Partners in Excellence Requirements document (PIE Document). The PIE membership document shall be periodically reviewed and updated by the board as a business item. Any membership fees will be determined by the board as a business item. PIE Members in good standing shall be defined as organization members who have; Met all requirements defined in the PIE membership document Are current on any required membership fees for the current organization yearPIE members in good standing shall enjoy limited rights and privileges of membership in the organization as defined in the By Laws and other organization policies. These privileges include;Being nominated, elected and serving in a Board of Director office, including the discussion and voting of board business itemsServing in other leadership positions such as directors, coaches, etc.Participating in other volunteer activities such as fundraising, marketing activities, etc.PIE members of the organization may not participate in any general membership voting efforts, including but not limited to;Election of Board of Director officesBy-Law Amendments or adoption Section 3 – Duties and ResponsibilitiesIn submitting an application for membership in the organization, members agree to abide by all policies and standards. All member families and PIE members must annually sign an acknowledgement of standards for the organization (Code of Conduct, etc.) and of any related activity before participation will be allowed. Members shall refrain from engaging in any activity which may bring reproach on the organization or home education.Member families and PIE members also agree to participate in various volunteer opportunities throughout the organizational year to help operate, promote, fund and advance the cause of TSHSAA.Section 4 – Termination of MembershipMembership in the organization may be terminated by a member family or PIE member at any time by providing notice to the board office responsible for membership. Membership of a member family PIE member may be involuntarily terminated by a unanimous vote of the Board of Directors whenever in its judgment, the best interests of the organization will be served. Refund of any related membership or activity fees of a terminated member family or PIE member will be at the sole discretion of Board of Directors with a simple majority vote.Article XI – Financial ResponsibilitySection 1 – Transparency & AccountabilityAll board members, directors, coaches and other leaders within the organization shall strive to be transparent and accountable for all business and financial related transactions. All related transactions are to be coordinated with the Treasurer’s office.The Treasurer’s office will be responsible for preparing timely, accurate and complete financial reports and make them reasonably available for all members of the organization.Section 2 – DebtAs a Christian organization, TSHSAA believes that incurring debt makes the borrower a slave of the lender (Proverbs 22:7), limits the organization’s flexibility and may contradict the character qualities in which TSHSAA aspires to demonstrate to all participants of the organization. Therefore, TSHSAA and all of its leadership and membership shall not explicitly or implicitly encumber TSHSAA with any form of debt or specify any of TSHSAA’s property as collateral as surety for debt. TSHSAA and all of its leadership and membership shall not request any person or organization to be encumbered by debt on TSHSAA’s behalf and shall not accept any property or anything else of value that is encumbered by debt.Article XII – Adoption and Amendment of By-LawsWith the exception of Articles XII and XIII, which are irrevocable and not subject to amendment, these By-Laws shall be adopted and thereafter amended only by a two-thirds (2/3) majority vote of members present. Presentations of By-Law Amendments must be recommended to the membership by a simple majority vote of board members present. Proxy vote procedures apply.Article XIII – DissolutionDissolution of the organization may be achieved only by a two-thirds (2/3) majority vote of members present. Presentation of dissolution must be recommended to the membership by a simple majority vote of board members present.In the event that the organization should be dissolved for any reason, all assets of the organization, if any, shall be transferred to another related organization which is exempt for state income tax. The provision of the By-Laws is irrevocable and is not subject to amendment except necessary to designate the name of any transfer qualifying under the income tax laws of the state on incorporation.AppendixThe appendix section of the By-Laws is to provide definition and clarity of existing By-Laws. Specific verbiage or examples may be documented throughout the organization’s existence to help define intent of these existing By-Laws. However, changes to By-Laws are not permitted in by simply adding verbiage to the Appendix section. Entries into the Appendix section will require a version notation of the By-Laws document, e.g., v1.00 becomes v1.01 when the first Appendix entry is made.Revisions to By- Laws This section of TSHSAA By-Laws is to be used to record amendments and revisions throughout the existence of the organization. Information should include;New version notationDate the By-Law was revisedName and section of By-Law to be amended, added or deletedOld and new verbiage being amended, added or deletedBrief explanation given by the board for the revisionRevisions to By-Laws will be considered either minor or major updates. Minor updates to the By-Laws will require a minor version notation in the 1/10 location, e.g., v1.01 becomes v1.11 for the first minor revisionMajor updates will require a major version notation in the whole number location, e.g., v1.11 becomes v2.00 for the first major revision ***************************************************************************************Version: 0.00Date Enacted: 00/00/00By-Law Section & Name:To Be Changed From:To Be Changed To:Explanation for Change: ................
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