Revised April 2000
Cortland Figure Skating Club
(Member of the United States Figure Skating Association)
TABLE OF CONTENTS
Article I - NAME AND CORPORATION
Article II - PURPOSE
Article III - FISCAL YEAR
Article IV - BOARD OF DIRECTORS
Article V - POWERS AND DUTIES OF THE BOARD OF DIRECTORS
Article VI - OFFICERS
Article VII - DUTIES OF OFFICERS
Article VIII - ELECTION OF OFFICERS OF THE BOARD OF DIRECTORS
Article IX - DUTIES OF IMMEDIATE PAST PRESIDENT AND APPOINTED CHAIRS
Article X - MEMBERSHIP TO CFSC
Article XI - ANNUAL MEETING
Article XII - SPECIAL MEETINGS
Article XIII – CONFLICT RESOLUTION, GRIEVANCES & DISCIPLINARY
Article XIV - DUES, FEES, AND ASSESSMENTS
Article XV - AMENDMENTS TO THESE BY-LAWS
Article XVI - DISSOLUTION
Article XVII - RULES OF ORDER
NAME AND CORPORATION
A) NAME: This corporation will be known as THE CORTLAND FIGURE SKATING
CLUB, INC., and referred to in these by-laws as "The Club".
B) This club will have its headquarters in the County of Cortland, New York, and its
mailing address will be Cortland Figure Skating Club, Inc., PO Box 5232, Cortland,
New York 13045.
The purpose of the Club will be to encourage participation at the amateur level in the sport of figure skating by all persons and particularly:
A) To encourage the instruction, practice, and advancement of all members; without
regard to sex, race, religious creed, color, national origin, ancestry, or age; within the test and competition structure provided by the United States Figure Skating Association (USFSA) at the local, regional, sectional, national, and international levels in all skating disciplines.
B) To encourage and cultivate a spirit of fraternal feeling among ice skaters.
C) To stimulate interest in the sport of figure skating by producing amateur ice shows
D) To do and perform such other acts as may be necessary, advisable, proper or
incidental in the realization of the objectives and purposes of this organization.
E) To carry out the general policies of the United States Figure Skating Association.
The fiscal year will begin on September 1st of each year and end on August 31st of the following year.
BOARD OF DIRECTORS
A) The policies, affairs, and responsibilities of the corporation will be directed by the
Board of Directors, which will consist of seven to eleven voting members. These
board members will be senior members or parents or grandparents of junior
members. Club professionals and their immediate families will not be eligible to
serve on the Board of Directors.
B) The Board of Directors must all be home club members. All USFSA rules listed in
the USFSA Rulebook, sections MR 5.00 through MR 9.00 and ER 4.00 through
ER 8.00 will apply.
C) The Board of Directors will be comprised of seven elected seats: President, Vice-
President, Secretary, Treasurer, and three members-at-large. In addition the Board
will appoint the Immediate Past President, Show Chair, Membership Chair, and
Test Chair to the Board on an annual basis, unless the position is filled by an
already seated Board member.
D) The terms of office will be for two years, with four seats being filled one year and
three in the alternate year. An exception will exist in the first year (elections of
Spring 1997, when all seven Board seats will be filled; four seats to be two year
terms, and three to be one year terms; number of votes each candidate receives
determining length of term.
E) In the event of death, resignation, refusal to serve, or any disqualification of a Board
member, the Board at its next regular meeting may appoint a new member to fill
such vacancy. Any such vacancy filled by the Board will be for a term ending with
the next annual Spring meeting of the CFSC, at which time such vacancy will be
filled in a regular manner for the balance of the unexpired term.
F) Any member of the Board of Directors who is absent without cause from three
consecutive meetings will be asked to submit a resignation from the Board of Directors. If no resignation is submitted by the next scheduled meeting, the Board may, at its discretion, replace the member.
G) All members of the Board of Directors or delegates to the USFSA will be registered
members of the USFSA.
H) Spouses may not serve on the Board of Directors at the same time.
I) Method of Election: Nominating Committee
1. Number of Members: There will be a nominating committee of three non
Board members appointed by the Board of Directors each January.
2. Duties: The Nominating Committee will be charged with filling a slate of candidates for any expired terms. They will report to the Board at the last scheduled meeting of the Board in February for the purpose of presenting the proposed slate of candidates. The slate, after being accepted by the Board, will be posted on the Club bulletin board three weeks prior to the end of the skating season.
3. Other nominations: Any voting member in good standing may nominate other candidates by submitting the name(s) of such candidate(s) to the Secretary two weeks prior to the end of the skating season. A revised and complete list of all candidates will be posted at least ten days prior to the end of the skating season. No candidate will be elected unless he/she will have been nominated as herein provided and will have consented to such nomination.
1. Candidates for the Board of Directors will be elected at the Spring Annual Meeting and will hold office until their successors are elected.
2. Method of voting:
• Voting will be by ballot of the voting members, and the candidates receiving the greatest number of votes will be elected. In the case of a tie, for the last available Board seat, a second election will take place immediately.
• Absentee ballots may be accepted by the Secretary up to three days prior to the annual meeting.
3. Votes: Each skating adult will have one vote at the Annual meeting. Each
junior member will have one vote, to be cast by a parent or guardian. In the event that a non-skating adult having no junior skating member is on the Board, they will be granted one vote.
POWERS AND DUTIES OF THE BOARD OF DIRECTORS
Meetings: The Board will meet at least once in every month, during the skating season and each summer. The days of such meetings will be determined by the Board, and published in the minutes. Any four members of the Board may call a Board Meeting upon notice to all members of the Board at least three days prior to the proposed meeting date. The notice will state the date of the meeting, the purpose for which the meeting is called, and the names of the four members requesting the meeting.
Quorum: One more than half of the total Board members will constitute a quorum.
Authority: The Board has entire authority in the management of the affairs and finances of the Club and will have general control of all its property. All rights and powers of the corporation will be vested in the Board.
Rules: The Board will make such rules as they deem proper with regard to membership, use of the Club’s property, prescribe rules for admission of non-members, fix penalties for/against the rules, and make rules for its own government and for the government of any committee.
Bills/Warrants: Payment for all bills must be pre-approved/authorized by the Board.
Audits: the Board will audit the records of Secretary, Treasurer, and any Committee.
Indebtedness: The Board will have the power to limit indebtedness of a member of the Club, and of the Club itself.
Appointments: Annually the newly appointed Board will appoint a Membership Chair, Test Chair, and the Immediate Past President to the Board. Biannually a Show Chair will be appointed.
Suspend or Expel: The Board will have the power to suspend or expel any member for violations of the by-laws or for conduct which it deems improper, but no member will be expelled or suspended more than 35 days without a hearing before the Board.
Readmit to Membership: The Board may, at a regular meeting, readmit to membership any former member whose resignation has been fully accepted. Such readmission must be made by a majority of the Board.
Drop and Reinstate to membership: The Board may hereinafter provided, drop from the roll any member and also may reinstate such members.
Committees: The Board will appoint all committees with full authority over them.
U.S.F.S.A. Delegate(s): The Board will elect a delegate or delegates to the United States Figure Skating Association. The Club Secretary will inform the USFSA secretary, in writing, of the name, address of the delegate(s) elected. Said delegate will be the sole representative of the Club to the Association and will attend the Association Meetings, either in person or by proxy. The Board may, as it sees fit, pay the traveling expenses of the delegate(s) to the Association Meeting. The delegate may furnish news items of the Club activities to "Skating" magazine, and may encourage the writing of instructive articles of lasting interest for this magazine.
Clerical Assistance: The Board will have the authority to make at its discretion, appropriations for clerical assistance to the secretary.
Board Member Limitation: Any Board member may resign his/her board position, after written notice to the Board thirty days in advance.
The officers will be: one President, one Vice-President, one Secretary, and one Treasurer.
DUTIES OF OFFICERS
Duties of President: The President will be the chief executive of the Club and will have responsibility for supervising and managing the Club and its property, subject to the approval of the Board of Directors. The president has the power to suspend any member for violating the by-laws or regulations of the Club, subject to approval of the Board. The President and Secretary, acting together, are authorized to sign agreements and contracts on behalf of the Club, subject to approval by the Board of Directors. The President must have served at least one year as a member of the Board.
Duties of Vice-President: It will be the duty of the Vice-President to assist the President in the discharge of his/her duties and officiate in his/her stead either upon request of the President, or during his/her absence, incapacity, or resignation. The Vice-President will serve as a liaison between the Board and the Professional Staff of the Club.
Duties of Treasurer: The Treasurer will keep records concerning funds of the Club, will keep a record of all receipts and disbursements, and will provide a monthly written report during the Club skating season and when requested by the President or the Board of Directors during the remainder of the fiscal year. The Board of Directors will have the power, whenever they deem necessary, to appoint an acting Treasurer. All receipts and funds of any nature will be deposited in the name of the corporation in a bank approved annually by the Board. No disbursement will be made unless signed by the Treasurer or the President. The Treasurer will be responsible for the preparation and timely filing of all required federal and state tax returns for the corporation. The Treasurer will remain on the board, in an ex officio capacity, at the end of his/her term until the end of the fiscal year in order to assist the incoming Treasurer with the preparation of the aforementioned forms.
Duties of Secretary: It will be the duty of the Secretary to keep and submit minutes of the Club and Board of Director meetings. The Secretary will supervise and maintain all reports and documents connected with the business of the Club; including resolutions, certificate of incorporation, and the current by-laws and other permanent documents. He/she will supervise and report on the correspondence of the Club, prepare and issue notice of all meetings of the Club and Board of Directors, and collect and record all absentee ballots. The secretary must have served at least one year as a member of the Board.
ELECTION OF OFFICERS OF THE BOARD OF DIRECTORS
Officers of the Board of Directors will be nominated and elected by a simple majority of the Board at its annual Organization Meeting, held immediately following the Annual Spring CFSC Meeting. The immediate Past-President will serve as temporary chair until the new officers have been elected. The term of office will be for one year. The President will not serve in the same position for more than two consecutive years.
DUTIES OF IMMEDIATE PAST PRESIDENT & APPOINTED CHAIRS
The Immediate Past President will serve as an advisor to the President and the Board, and will perform any other special assignments as designated by the President or the Board. The Past President will serve as temporary chair at the annual Organization Meeting of the Board.
The Show Chair will be responsible for the coordination and management of the Biannual Ice Show, and will follow the guidelines established by the Board for said show. The Show Chair will report regularly to the Board and will prepare a full written report of the procedures and outcomes of the show.
The Membership Chair will conduct all membership registrations, maintain a current list of members and their home club affiliation, submit the annual membership materials and required fees to the USFSA, and maintain up to date records of those members in financial arrears.
The Test Chair will be responsible for the organization of all sanctioned tests, securing of appropriate judges, preparation and submittal of required USFSA Test Reports, and oversee trial judges in the Club. The Test Chair will be responsible for maintaining test level records for all home club members. Permission for members to take tests at other clubs will be obtained from the Test Chair or alternate as designated by the Test Chair.
MEMBERSHIP TO CFSC
Adult Membership: Any individual 18 years or older who is interested and participates (skates) in the sport of figure skating and is a member of USFSA. Adult members are entitled to all benefits of the Club including voting and holding office.
Junior Membership: Any individual 5 to 17 years of age participating in figure skating is eligible for a Junior Membership. Although Junior Members may not vote or hold office, one parent or guardian per Junior Member may vote and hold office in their stead. Junior members must be members of USFSA.
Associate Membership: At the discretion of the Board, an Associate Membership may be granted to an immediate adult relative of a Junior or Senior member of the Club. Associate Members may skate one scheduled session per week. Club lessons are not available to Associate Members. Associate Members are not granted individual voting privileges or the right to hold office.
Honorary Memberships: The Board of Directors may, at its discretion, issue a limited number of honorary memberships by majority vote of the Board. An Honorary Membership will receive all Club privileges.
Learn to Skate Affiliate Membership: This affiliate membership recognizes the relationship between the Club and its Learn To Skate members. This category does not include skating privileges except during the LTS sessions, nor does it include the right to vote or hold office.
Synchronized Affiliate Membership: The Board of Directors may, at its discretion, issue a limited number of synchronized memberships by majority vote of the Board. A synchronized membership will receive all club privileges except the right to vote or hold office. They must hold a USFSA membership.
Synchronized Team Membership: Skaters on synchronized teams must, in addition
to paying the associated team fees, be a member of the Club.
Students living away from home: Former club members, presently attending schools outside of a 75 mile radius of Cortland, are granted skating privileges without charge on a space available basis at the discretion of the Board. They must be a member of USFSA.
Application for Membership
Applications for voting membership must be subscribed by the candidate, must state his/her name and address, and include agreement to comply with the by-laws. Applications from junior members must be signed by the candidate and a parent or guardian. All applications must be sent to the Membership Chairman, and include applicable payments.
Board Approval for Competition, Testing, and Exhibitions
No member of the Club will make entry in the name of the Club in competition, exhibition, or test session except with the approval of the Test Chair or Club Officer.
Time: There will be at least one meeting of the members annually. The annual meeting will be held during the Spring and will be held for the primary purpose of elections to the Board of Directors. Other meetings may be called at the discretion of the Board.
The secretary will post notice of the annual meeting at least ten days in advance of the meeting or the end of the skating season; whichever occurs first.
The Secretary will call special meetings of the general membership at the direction of the President, or upon written request of five club members in good standing.
Notices: Notices of annual and special meetings will be posted and announced by the Secretary at least ten days in advance.
Special Meeting Limitation: No business will be transacted at any meeting unless notice thereof was promulgated along with the notice of the meeting as set forth in these bylaws.
GRIEVANCES & DISCIPLINARY PROCEDURES
If any club member(s) has a complaint against another member(s) for an infraction of any by-law or rule other than skating rules, they may file such complaint in writing to the Board. Such complaint will set forth the facts of the case, together with the names of the witnesses, if any.
Such complaint will be investigated according to the adopted conflict resolution policy. After receiving such complaints, the Board will review said complaint at the next scheduled meeting. The complainant(s) and the member(s) complained of will have at least seven days notice of such meeting, and may be heard with their witnesses. The statements and evidence will be reduced to writing and filed with the Secretary and he/she will mail copies thereof to the complainant(s) and to the member(s) about whom the complaint was written. The Board may elect to take action at this or any subsequent board meeting.
DUES, FEES, AND ASSESSMENTS
Membership Dues: The assessment for all members will be determined by the Board before each skating season. The dues schedule will be announced no later than the Annual Fall Meeting each year.
Ice Fees: The assessment for Ice Fees for all skating members will be determined by the Board before each skating season. The ice fee schedule will be announced no later than the Annual Fall Meeting each year.
Arrears for Dues and/or Ice Fees: Any member in arrears for dues, ice fees, or other indebtedness to the Club will be notified by mail by the Membership Chair or President at his/her last known address. If the amount owed is not paid in full within thirty days thereafter, the name of the delinquent will be reported by the Membership Chair to the Board at its next meeting. The Board may drop from the roll any such delinquent member. Any member dropped from the roll for nonpayment of dues, fees, or other indebtedness may, upon full payment and at the discretion of the Board, be reinstated to full membership.
Consequences - Arrears of Dues and Ice Fees: No member in arrears for dues, fees, or other indebtedness, will be eligible to hold office, or entitled to vote, or to enter any USFSA sanctioned competition, USFSA test session, or to skate during Club sessions.
A. Out of town skaters who are members in good standing of their home club and of the USFSA may be admitted to a maximum of three separate occasions per season at the discretion of the Board, for a fee to be determined by the Board. Any other guest privileges will be at the discretion of the Board.
B. Responsibility for Guests: Members will be responsible for the conduct and indebtedness of all guests admitted to the Club.
Resignation: Any member not in arrears for dues, ice fees, or other indebtedness, may tender a written resignation of his/her membership to the Membership Chair, who will report the same to the Board at its next meeting.
Non-Refund Clause: Club Dues, Ice Fees, USFSA dues, and other amounts deposited will not be refunded except under extenuating circumstances. Written application for refunds must be made to the Board. Requests for refunds will be considered and acted upon by the Board of Directors.
AMENDMENTS TO THESE BY-LAWS
These by-laws may be amended by a two thirds vote of all voting members present at any regularly constituted CFSC meeting. Every three years the President will appoint a committee whose purpose is to review and make suggestions for modifications to the by-laws.
In the event of dissolution of the Club for any reason, all assets and property will become the property of the USFSA Memorial Fund or other such entity as shall be decided by the current Board by majority vote. Subject to such approval as may be required by not-for-profit organization dissolution laws.
RULES OF ORDER
All questions of parliamentary practice will be determined in accordance with Robert’s Rules of Order.