Article 1:Name and Purpose

1.1 Name: The name of this organization shall be Roctown Athletics, herein referred to as the "Organization."

1.2 Purpose: The purpose of the Organization shall be to provide opportunities for female youth to participate in athletics, activities promoting physical health, teamwork, leadership skills, and character development.

Article 2: Membership

2.1 Eligibility: Membership shall be open to all female youth meeting the age and skill requirements established by the Organization for each respective sports team.

2.1 Rights and Responsibilities: All members shall have the right to participate in activities organized by the Organization and shall adhere to the rules and regulations outlined in these bylaws and the parent and player code of conduct.

2.3 Organizational Teams Structure: No age group shall have more than 1 team in the same class designation. 

Article 3: Organizational Structure

3.1 Board of Directors: The Organization shall be governed by a Board of Directors consisting of 5 members in perpetuity. The Board shall oversee the affairs of the Organization and make decisions in the best interest of its members.

3.2 Officers: The officers of the Organization shall include a President, Vice President, Secretary, Treasurer, and Fundraising Chair. These officers shall be elected by the Board of Directors and shall serve in their respective capacities as outlined in the Organization's bylaws.

Article 4: Participation and Player Eligibility

4.1 Participation: All youth participants must adhere to the eligibility requirements established by the Organization for each respective sports team. Participation will be subject to completion of registration fees and required forms.

4.2 Player Eligibility: Player eligibility shall be determined based on age, school grades, gender, completion of player fees and any other criteria specified by the Organization.

Article 5: Safety Guidelines

5.1 Player Safety: The Organization shall prioritize the safety of all participants by implementing safety guidelines and protocols according to industry standards and best practices.

5.2 Equipment: All participants shall be required to wear appropriate safety equipment as specified by the Organization and any sport governing body for which the player is participating in.

Article 6: Sportsmanship and Fair Play

6.1 Code of Conduct: All participants, coaches, and spectators shall adhere to a code of conduct promoting sportsmanship, fair play, and respect for all individuals involved in Organization activities.

6.2 Discipline: Any violation of the code of conduct may result in disciplinary action, including but not limited to suspension or expulsion from Organization activities, as determined by the Board of Directors.

Article 7: Dispute Resolution

7.1 Procedure: Any disputes arising within the Organization shall be resolved through a fair and impartial dispute resolution process established by the Board of Directors.

7.2 Mediation: Mediation may be utilized as a means of resolving disputes in a timely and amicable manner, to preserve the integrity and spirit of the Organization.

7.3 Protest: A protest regarding the misconduct of any player, coach, general member, or spectator may be filed no earlier than twenty-four (24) hours and not later than seventy-two (72) hours after an incident.

Article 8: Risk Management

8.1 Insurance: The Organization shall maintain appropriate insurance coverage to protect against liability arising from Organization activities.

8.2 Risk Assessment: The Organization shall conduct regular risk assessments to identify and mitigate potential hazards associated with Organization activities.

Article 9: Amendments

9.1 Procedure: These bylaws may be amended by a two-thirds majority vote of the Board of Directors, provided that notice of the proposed amendments has been given to all members at least 14 days before the vote.

9.2 Ratification: Amendments to these bylaws shall take effect immediately upon ratification by the Board of Directors.

Article 10: Board of Directors

A. The Board of Directors shall manage and govern the affairs of the Organization, shall exercise its powers and shall control its property. It shall determine compliance with the Organization’s stated purpose and shall have the power and authority to do and perform all acts or functions not inconsistent with these Bylaws or the Organization’s Articles of Incorporation.

B. The Board of Directors shall consist of no less than four (4) and no more than fifteen (15) voting members.

C. Terms are for one (1) year in length from the annual meeting. Officers of the Board of the position of the President, Vice-President, Secretary and Treasurer. Officers must be voted in by the majority of the members of the Board of Directors present at the annual meeting of the Organization. There are no term limits set.

D. Individuals seeking a position as an officer on the Board must be a recognized member of the Organization and shall express their intent to run at the annual meeting either in person or via written intent.

E. Each Board of Director member shall have only one (1) vote on any voting matter.

F. Any Board of Director member vacancies that occur while in term may be filled by a vote of the membership present at any meeting. A director elected by the membership to fill a vacancy shall be elected for the unexpired term of his predecessor in office.

G. The Board shall hold meetings at least twice during a calendar year. The Board of Director members must be notified at least seven days prior to any scheduled meetings. The annual meeting shall be held in the month of August. The purpose of the annual meeting shall be to elect officers.

H. At least 50% of voting members must be present or available by phone, digital communication, and/or email to achieve a quorum.

I. At least 50% of the quorum must vote in agreement for motion to be approved or denied.

J. The Acting President shall not cast a vote unless needed to break a tie.

Article 11: Officers of the Board

The officers of the Board shall be the President, Vice-President, Secretary and Treasurer. Officers shall be elected by the membership at the annual meeting of the Organization. No individual shall hold more than one (1) officer position on the Board.

A. Duties of the President

1. Provide general supervision, direction and control of the business and affairs of the Organization.

2. Preside at the Board meetings.

3. Serve as the spokesperson for the communications with the local municipal board members.

4. Act as a signer of checks, if necessary.

5. Promote the goals and objectives of Roctown Athletics.

6. Other duties as needed.

B. Duties of the Vice-President

1. The vice president shall be vested with all powers and shall perform all the duties of the president during the absence of the latter.

2. Act as a signer of checks, if necessary.

3. Promote the goals and objectives of Roctown Athletics.

4. Other duties as needed.

C. Duties of the Secretary

1. The secretary shall record all minutes for board meetings.

2. Maintain records, except for financial records.

3. Perform all official correspondence as may be prescribed by the Board or the president.

4. Handle any necessary forms.

5. Promote the goals and objectives of Roctown Athletics.

6. Other duties as needed.

D. Duties of the Treasurer

1. Maintain financial records for Roctown Athletics

2. Develop an annual budget with the help of the board.

3. Report at each meeting the income/expense and balance of funds

4. Act as primary signer of checks. Ensure that the President and Vice President have access to and authority over all financials.

5. File tax returns by no later than May 15 annually

6. Promote the goals and objectives of Roctown Athletics.

7. Other duties as needed.

E. Duties of the Fundraising Chair

1. The fundraising chair shall find fundraising opportunities to bring to the board for approval.

2. Handle communications between teams/team members and the Organization concerning fundraising.

3. Collection of funds secured from approved fundraisers.

4. Promote the goals and objectives of Roctown Athletics.

5. Other duties as needed.

Article 12: Compensation

12.1 Compensation: No person that has a valid membership status shall receive any compensation for their services related to the functions or duties of the Board of Directors.

Article 13: Financials

13.1 Fiscal year: The fiscal year of the Organization shall begin on Aug 1. and end on July 31.

13.2 Budget: The Treasurer shall present an annual budget at the annual meeting for approval by the Organization. The budget must reflect the needs of the organization and allocate funds for program operations, equipment, facilities, and other essential expenses.

13.3 Financial oversight: The financial records of the Organization may be independently audited each year.

Article 14: Meetings

14.1 Annual meeting: The Organization shall hold an Annual meeting at a time and place to be determined by the Board. The purpose of this meeting is to review the year’s activities, elect new officers, approve the budget, and conduct any other business needed to run the Organization.

14.2 Special meetings: The general membership may be called by the president, by a majority of the board members, or by written petition signed by not less than ten percent (10%) of all members and filed with the secretary. Notice stating the time, place, and date of each special meeting shall be emailed within (7) days prior to the date of such meeting to all members with known email addresses.

14.3 Regular meetings: Regular meetings of the Organization shall be held biannually. Members will be notified of the date, time, and location in advance.

Article 15: Dissolution

15.1 Procedure: In the event of dissolution, any remaining assets of the Organization shall be distributed to one or more nonprofit organizations with similar purposes, as determined by the Board of Directors.

15.2 Compliance: The Organization shall comply with all legal requirements governing the dissolution of nonprofit organizations.