PURPOSE
To provide sports and recreational programs to the youth of Durham, Lee and Madbury NH. Also, to meet the changing needs of the children and families in our community for sports and recreational activities by acquiring and maintaining facilities, promoting volunteerism and seeking collaborative and strategic partnerships.
PRINCIPLES
Oyster River Youth Association (hereafter referred to as the Association or ORYA) is a 501 (C)(3) non-profit organization.
ORYA is primarily funded by program fees, Town funding and fundraising.
The organization continually seeks community support through donations and fundraising.
ORYA recreational programs provide each child an equal opportunity to participate, regardless of ability, provided that it is not harmful for the participant. Travel program participants are selected based on participant numbers and players’ ability.
The safety of each participant will be a priority for every program.
ARTICLE I – OFFICERS
SECTION 1
The officers of the Oyster River Youth Association shall consist of a President, Vice President(s) (minimum of one, maximum of three), Secretary, and Treasurer.
SECTION 2
Officers of the Association are elected annually at the annual meeting by the existing board of directors. Each officer shall hold office for three years or until his/her successor is elected. Officers can serve no more than two consecutive terms. (See Article III)
SECTION 3
Any officer may be replaced at any time by a three-fourths majority vote of the Board members present at a given Board Meeting, provided that the meeting agenda specifies the proposed removal. (See Article II)
SECTION 4
The President may fill a vacancy of an officer for the current term with the approval of the Board.
SECTION 5
The President shall preside over the Association during its deliberations and shall see that the By-laws are properly enforced and that the purposes of the association are accomplished.
SECTION 6
The Vice President(s) shall assist the President in the discharge of his/her duties, and in his/her absence shall preside over the meeting and assume all the responsibilities of the President.
SECTION 7
The Secretary or designee record the minutes of all meetings and provide them to the Board for review before each subsequent meeting. Approved minutes, shall be on-file with the Director for public review. Secretary will monitor the meeting agenda.
SECTION 8
The Treasurer or designee shall receive all monies due to the Association and keep regular accounts thereof and shall pay out these monies at the direction of the President and with the consent of the Board. The Treasurer or designee shall provide monthly financial reports to the Board, which will also be on-file with the Director.
SECTION 9
A Parliamentarian may be appointed by the Board but will not serve as a member of the Board. The Parliamentarian will advise the President/Board.
ARTICLE II – BOARD OF DIRECTORS
SECTION 1
The Board manages and directs the activities, affairs and property of the Association.SECTION 2
The Board shall consist of the following directors and must be re-elected after a three year term. Board members can be elected during any meeting, by the current board.
SECTION 3
Meetings of the Board shall be held every month or may be called at any time by the President or a majority of the current board members. Meetings during the summer months of June, July, and August may be waived by a majority vote of the Board members present at the previous Board meeting. Necessary meeting agendas and a meeting schedule will be posted on the ORYA website.SECTION 4
Business of the Board shall include review and approval of the minutes of the previous meeting, public agenda, and the scheduled agenda.SECTION 5
A quorum shall consist of a majority of the current number of Board members.SECTION 6
Unless otherwise required by the Bylaws, all matters at the Board meeting are decided by a majority of the Board members present at a meeting at which a quorum exists. In the event of a tie the longest serving board member present will break the tie.SECTION 7
Al l financial information shall be made available to any board member upon request.SECTION 8
Every scheduled board meeting is mandatory for attendance. If a board member misses three consecutive meetings or four in a calendar year then they will be subject to removal upon review.ARTICLE III- ASSOCIATION MEMBERSHIP
SECTION 1
All residents of Durham, Madbury, Lee and current participants are association members.SECTION 2
Special Association Meetings may be called by the Board or upon petition signed by 25 members of the Association membership or by the President at his/her discretion.SECTION 3
All Board meetings will be regularly scheduled and announced and are open to the public except for executive sessions.ARTICLE IV- DIRECTOR
The Director shall have the responsibility to oversee and manage the activities and operations of the Oyster River Youth Association on behalf of the Board. The Director shall be responsible for developing and maintaining all programs, and oversees financial information. The Director shall supervise all ORYA employees and may delegate the responsibility to conduct any operations or program as necessary.
ARTICLE V – BY-LAW AMENDMENTS
SECTION 1
Amendments may be proposed by the Board, or by petition signed by at a minimum of 25 members of the Association.SECTION 2
All amendments must be submitted to the Board in writing at least 30 days prior to the Board meeting at which they are to be voted on. All amendments submitted in appropriate manner must be voted on at the next Board meeting in which a quorum is present.SECTION 3
Notice will be given for all proposed amendments in the same manner of the annual meeting.SECTION 4
A two-thirds majority of members present (Directors and Association members present at the Annual Meeting) is required to enact any proposed amendment to the Bylaws.SECTION 5
Any amendment shall take effect on the next day following enactment unless otherwise specified in the amendment.ARTICLE VI – PROGRAMS
SECTION 1
All ORYA programs will be organized and overseen by the office staff. Director is responsible for making sure all programs are run in accordance with ORYA By-laws and Policies as stated in the ORYA Manual.SECTION 2
Program Coordinators will be selected by the Office staff or Board of Directors, to help supervise and conduct the day to day operations of each program. The Staff and the Coordinator will work together to schedule and conduct all necessary meetings, team selections, etc. to successfully carry out the season.SECTION 3
Program Coordinators run their perspective sports and are accountable to the office staff.SECTION 4
The Director shall review and prepare and present to the Board an annual program budget with the Treasurer.SECTION 5
Program Coordinators may be removed if necessary by a majority vote of the Board, at any regular or special meeting of the Board.ARTICLE VII – POLICIES
The organization shall develop and maintain a set of policies to assist in the full operations of Oyster River Youth Association.
ARTICLE VIII – FINANCE AND BUDGET
SECTION 1
The operating costs of programs sponsored by ORYA shall be met primarily through participant fees, fundraising and by annual contributions from the towns of Durham, Lee, and Madbury.SECTION 2
An annual administrative budget shall be submitted to the Board for approval. A majority vote of the Board is required for overall budget approval.SECTION 3
A member of the board or a designee shall present to the appropriate authority of Durham, Lee, and Madbury, the ORYA budget along with a detailed outline of the number of participants from each town. The preparation shall include the requested contribution(s) for the coming year and be presented in time to be included in the town report(s)SECTION 4
Gifts to ORYA may be accepted with approval of the Board.ARTICLE IX – INDEMNIFICATION
Every member of the Board of Directors, officers or employees of the organization may be indemnified by the organization against all expenses and liabilities, including counsel and fees, reasonably incurred or imposed upon such members of the board, officers or employees in connection with any threatened, pending, or completed action, suit or proceeding to which he/she may become involved by reason of his/her being or having been a member of the Board, an officer, or an employee of the organization, or any settlement thereof, unless adjudged therein to be liable for negligence or misconduct in the performance of his/her duties. Provided, however, that in the event of a settlement the indemnification herein shall apply only when the board approves such settlement and reimbursement as being in the best interest of the organization. The foregoing right of indemnification shall be in addition and not exclusive of all rights which such member of the Board, officer or employee is entitled.
ARTICLE X – SALARIES
The Board of Directors or designee shall hire and fix the compensation of any and all employees which they in their discretion may determine to be necessary for the conduct of the business of the organization.
ARTICLE XI – DISSOLUTION
Upon the dissolution of the organization, as voted on by a four fifth’s majority, the assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue code. In the event there is dissolution of the Oyster River Youth Association assets, the board of directors shall, after settling all outstanding accounts and disposing of equipment, assign any remaining funds to a comparable non-profit, organization. If a comparable 501(c) (3) organization is not found then the board at its discretion will donate the remainder of the assets to another 501 (c) (3).
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