BOARD MEMBER MEETINGS
PART I. ARTICLE 9. MEETINGS OF THE CLUB: The Club shall meet on a monthly basis throughout the year with the exception of January.
SECTION A. REGULAR MEETINGS: Regular meetings shall be scheduled at a regular time and place made known to the coach of record for each of the member teams. No notice of regular meetngs shall be required unless a change in time and place is required. Regular meetings shall be held at a time and place established at the December meeting of each year unless conflicts occur, at which time member teams will be notified. Regular meetings may be cancelled by the President.
SECTION B. SPECIAL MEETINGS: Special meetings may be called by the President. Sufficient notice shall be given so that the members may attend. The special meeting shall take up only the specified business for which the meeting is called. Changes to the constitution or the by-laws shall require written notice to member teams whether to be acted on at a regular or special meeting. The President is directed that a written request of a quorum of member teams calling for a special meeting be honored in a timely manner.
SECTION C. QUORUM REQUIREMENTS: Any regular or special meeting shall require a quorum of at least half of the Officers.
SECTION D. VOTING: Each member team and each board member shall be entitled to one vote. Each team's vote must be represented by a separate representative or delegate from that team and that individual must be present to cast the vote. Proxy voting shall not be allowed. A majority vote decides any issue for which a vote is cast except as described in Article 11, Amending the Constitution and Article 6, Officers Duties and Terms of Office.
SECTION E. TEAM REPRESENTATIVE: Each team shall designate a representative for that team. The head coach shall be considered to be the designated representative. In the absence of the head coach the assistant listed on the BAYSA roster shall be deemed to speak and vote for the team. In the absence of either person, any other assistant coach or team parent will be considered to be the team representative provided that person has informed the President and Secretary of his/her intent by signing as the team representative at the beginning of the meeting. A single individual may represent more than one team simultaneously, except, as noted in section E above, for the purposes of voting.
SECTION F. MINUTES OF THE MEETING: The Secretary shall record suitable minutes of each regular or special meeting, and shall reproduce copies, if required, of these minutes. Such minutes shall be read at the next regular meeting and any corrections, additions or deletions shall be made before aceptance by the member teams. A complete set of notes of each meeting shall be preserved by the Secretary as part of the Club's records.
SECTION G. ORDER OF BUSINESS: The normal order of regular business meetings for the Club shall be as follows unless a change is moved and approved by the members:
1. CALL TO ORDER AND SIGN IN OF TEAM REPRESENTATIVES
2. MINUTES OF PREVIOUS MEETING
3. TREASURER'S REPORT
4. OFFICER'S REPORTS (REGISTRAR, SCHEDULER, ETC.)
5. REPORT OF BAYSA MONTHLY MEETING
6. SPECIAL REPORTS
7. UNFINISHED (OLD) BUSINESS
8. NEW BUSINESS
SECTION H. ATTENDANCE AT CLUB MEETINGS: Team representatives and Club officers are required to be regular in attendance at Club meetings. When the regular team representative cannot attend a delegate must be selected by the team coach and attend to represent that team.
SECTION I. RULES OF PROCEDURE: Unless specifically called out in this constitution and by-laws or area, state or national association rules, "ROBERT'S RULES OF ORDER" (current edition), shall apply to the conduct of Club business at regular and/or special meetings.
NON-MEMBER PRESENTATION FORM
regular board member meeting location
BAYTOWN COMMUNITY CENTER
2407 Market St
Baytown, TX 77520