First Colonial Crew Club Auxiliary By-Laws
As Amended 18 September, 2008
ARTICLE I – NAME
Section 1: The name of this organization shall be the First Colonial Crew Club Auxiliary, Inc., hereinafter referred to as the Auxiliary.
ARTICLE II – OBJECTIVES
Section 1: The purpose of the Auxiliary is to assist and support the members of the First Colonial High School Crew Club, hereinafter referred to as the FC Crew Club, in their club activities, meeting their financial needs, and in assisting the coaches in the performance of their duties. The Auxiliary will also promote the sport of rowing in the City of Virginia Beach, VA.
ARTICLE III –MEMBERSHIP
Section 1: Membership shall be comprised of persons who desire to assist and support the members of the FC Crew Club with the functions of their club.
Section 2: Membership shall be general, consisting of individual persons. A student’s membership in the FC Crew Club entitles that student’s parent(s)/guardian(s) to membership in the Auxiliary, upon receipt of the student’s annual dues. Other persons, including members of the Board of Directors, may be adjunct members of the Auxiliary. Each member shall be allowed one vote in matters brought before the membership by the Officers of the Auxiliary.
ARTICLE IV – OFFICERS
Section 1: The officers of the Auxiliary shall be the President, the Vice-President, the Secretary, and the Treasurer. Any member of the Auxiliary, including an adjunct member, is eligible to serve as an Officer.
Section 2: The election of officers shall be held before the end of the school year. They shall be elected by a majority of the votes cast by those present at the meeting of the Auxiliary.
Section 3: Each officer shall take office effective July 1st and shall continue in office until relieved, or until his/her successor is elected.
Section 4: In the event that a vacancy occurs in the office of the President, the Vice-President shall immediately succeed to the office of President. If the office of Vice-President is also vacant, or if the Vice-President is unwilling to assume the Presidency, the Board of Directors shall appoint one of the members to be acting President until a special election can be held. If a vacancy occurs in any other office, a successor shall be appointed by the Board of Directors to complete the un-expired term.
ARTICLE V – DUTIES OF OFFICERS
Section 1: The President shall preside at all meetings of the Auxiliary. The President may call meetings of the Auxiliary whenever such meetings are deemed necessary or advisable. The President may appoint, from the membership, a member for any particular duty that may become necessary from time to time.
Section 2: The Vice-President shall perform the duties of the President in the event that President is absent or incapacitated. The Vice-President shall also audit the financial records of the Auxiliary at least twice per year and notify the Auxiliary of the results.
Section 3: The Secretary shall notify the membership of the time and place of meetings, take minutes of all meetings, handle correspondence for and on behalf of the Auxiliary, keep an up-to-date register of the membership (showing names, addresses, telephone numbers and email addresses), and perform all other assigned duties essential to the office of the Secretary.
Section 4: The Treasurer shall handle all financial affairs of the Auxiliary, collect the dues, fees and any assessments voted by the membership, pay bills at the direction of the Board of Directors, prepare the annual budget, and keep an accurate record of all receipts and expenditures, including all membership dues and assessments. The four duly elected officers shall be authorized signatories for checks issued by the Auxiliary.
ARTICLE VI – SCHOOL SPONSOR
Section 1: The School Sponsor shall serve as a representative of the First Colonial High School and shall be appointed as School Sponsor of the FC Crew Club by First Colonial High School.
ARTICLE VII – BOARD OF DIRECTORS
Section 1: There shall be a Board of Directors comprised of the four (4) duly elected officers, and three (3) additional Directors duly elected by a majority vote of the Auxiliary members present at the annual election. All past Presidents and the School Sponsor shall be advisors to the Board of Directors with no voting power. The current FCCCA President will be the President of the Board.
Section 2: The Board of Directors, subject to the approval of the Auxiliary, shall have the general control of the Auxiliary’s affairs. All matters requiring deliberation and investigation shall be referred to the Board of Directors for consideration and recommendation. The Board of Directors shall be given full power to act for the Auxiliary in any matters so referred.
ARTICLE VIII – MEETINGS
Section 1: The date and time of each regular meeting of the Auxiliary shall be decided by the Board of Directors and announced by the Secretary to the membership.
Section 2: A meeting of the Auxiliary shall be held prior to the end of the school year to conclude the annual business of the Auxiliary and elect the Board of Directors for the next school year.
Section 3: A majority of the members present at a special or regular meeting shall constitute a quorum.
Section 4: The Board of Directors shall meet whenever it is deemed advisable by the President of the Board.
Section 5: A majority of the Board of Directors shall comprise a quorum at any one of its meetings.
ARTICLE IX – COMMITTEES
Section 1: It shall be the duty of the President to appoint standing committee chairs. The President shall also appoint such special committees as authorized by the membership or Board of Directors during his/her term in office. The committee chairs may appoint members to serve on these committees. Standing committees and special committees may be added and abolished without an amendment to the By-Laws.
ARTICLE X – COOPERATIVE ORGANIZATIONS
Section 1: In addition to providing organizational support and oversight to the FC Crew Club, the Auxiliary may also organize and support a year-round rowing club to allow the students to participate in off-season rowing. Membership in the FC Crew Club will include membership for the students in the off-season rowing club. The Board of Directors shall determine the need for separate organizations as needed to comply with rules established by the Virginia High School League. The year-round rowing club will be known as the Patriot Rowing Club.
Section 2: The Board of Directors shall, in order to promote the sport of rowing in Virginia Beach, consider allowing students from other city high schools to join the year-round rowing club as long as such membership is practicable and supportable with Auxiliary resources. Such membership is intended to provide the foundation for future spin-off of stand-alone teams in other schools and must comply with Virginia High School League rules for competition.
Section 3: Any of these cooperative organizations that have oversight by the FCCCA shall be subject to these by-laws, where applicable. The applicability shall be determined by the Board of Directors.
ARTICLE XI – DUES
Section 1: The Board of Directors shall determine the amount of dues, fees, and special assessments required of members of the FC Crew Club. Dollar amounts shall be set at levels to meet the Auxiliary’s annual financial obligations and planned operating expenses. In addition, adjunct members of the Auxiliary shall pay dues in an amount determined by the Board of Directors. Monies due from members shall be paid to the Auxiliary and managed by the Auxiliary for the benefit of the FC Crew Club and cooperative organizations. Dues are to be paid in full at the beginning of each school year, or at the time of membership. Only those members whose dues are paid in full will be considered voting members of the Auxiliary. If a new membership begins less than thirty (30) days before the end of the school year, those dues shall be applied to the next full year’s membership.
ARTICLE XII – PROCEDURES AT MEETINGS
Section 1: “Robert’s Rules of Order” shall govern all meetings.
Section 2: The order of business at meetings shall generally be as follows:
a)Call to Order
b)Introduction of Guests
c)Program (if applicable)
i)Election of Officers (if applicable)
j)Announcements and Adjournment
ARTICLE XIII – AMENDMENTS
Section 1: Proposed amendments to the By-Laws must be submitted in writing to the President or Secretary of the Auxiliary. Any proposed amendments shall be given due consideration at the next meeting of the Board of Directors. If the Board of Directors recommends that the proposed amendment be adopted, the proposed amendment shall be read by the Secretary at the next regular meeting of the Auxiliary when it shall be voted upon. If the majority of the votes cast are in favor of the proposed amendment, it shall immediately be adopted and become a part of the By-Laws of the Auxiliary.