Eden Prairie Figure Skating Club Bylaws
Approved May 31, 2015
ARTICLE I – GENERAL
Section 1. Name
The organization shall be known as Eden Prairie Figure Skating Club (also referred to as “EPFSC” or “Club”).
Section 2. Incorporation
The Club is incorporated under the laws of the State of Minnesota.
Section 3. Office
The primary office of the Club shall be at 16700 Valley View Road, Eden Prairie, Minnesota, 55344, and the Club may conduct business at such other places as the Board of Directors (the “Board”) shall from time to time determine.
Section 4. Seal
The Club shall have no corporate seal.
ARTICLE II – PURPOSES
The purposes of the Club shall be educational. The Club’s primary goals are to encourage the instruction, practice and advancement of all types of figure skating; to encourage the development of good sportsmanship; to sponsor, produce or cooperate in the production of amateur ice shows; to pursue other educational goals; and to carry out the general policies of the United States Figure Skating Association (“USFSA”).
ARTICLE III – OFFICERS
Section 1. Officers
The officers shall be President, Vice President, Treasurer and Secretary. There may also be co-officers, although this does not eliminate any of the other officer positions.
Section 2. Duties of Officers
The officers shall have the duties set forth below:
(A) DUTIES OF PRESIDENT
It shall be the duty of the President to provide general active management of the business of the Club; when present, to preside at all meetings of the Club and of the Board; to see that the Board’s orders and resolutions are carried into effect; to maintain records of (when not delegated to the Secretary) of the Club; when necessary, certify proceedings of the Board and the members; and to perform other duties as prescribed by the Board.
The Board will approve all agreements and contracts to be entered into by the Club. The President shall have authority to sign all agreements and contracts, and a second officer signature is required only if directed by the Board.
The President also coordinates all aspects of grievance procedures, including assembling the grievance committee and running the grievance hearings.
(B) DUTIES OF VICE PRESIDENT
It shall be the duty of the Vice President to assist the President in the discharge of his/her duties and in his/her absence to assume his/her duties and officiate in his/her stead. The Vice President is considered to be President-elect, but it is not a requirement that the Vice President succeed to the position of President, and the Board may appoint another individual as President if the Vice President chooses not to assume that position.
(C) DUTIES OF TREASURER
The Treasurer shall have charge of the funds of the Club, keep a record of all receipts and disbursements, and render a written report when requested by the President or Board. The funds shall be deposited in the name of the Club in a bank approved by the Board or in other accounts or securities approved by the Board. Specific duties include but are not limited to:
- Pay reimbursements and disbursements and coordinate any cash needed by the Club (e.g. ice show cash boxes)
- Keep accurate banking and financial records
- Report to Board on finances
- Be responsible for handling tax issues of the Club or for finding a resource to handle these issues
- Handle insurance issues for the Club
- Help in the budgeting process for the Club
- Provide for a checks and balance system for the Club’s finances
- Make bank deposits, and do all bank dealings
- Attend board meetings and report monthly
- File the annual corporate registration for the Club with the Minnesota Secretary of State
(D) DUTIES OF SECRETARY
It shall be the duty of the Secretary to keep the minutes of the meetings of the Club and of the Board and oversee all Board reports and documents.
Other specific duties of the Secretary include but are not limited to:
- Contribute correspondence of the club, including agenda, meeting minutes, and notices of meetings
- Reserve rooms for all Club and Board meetings
- Make calls to board members for meetings when necessary
- Track approvals of Board votes
Section 3. Election of Officers
It is the responsibility of the Board to elect and/or appoint the Officers of the Club, and the Officers shall then also serve as members of the Board.
Section 4. Term of Office
The officers shall hold office one year, until resignation, or until their successors are chosen.
ARTICLE IV – BOARD OF DIRECTORS
Section 1. Number of Directors
There shall be a Board which shall be composed of not less than three (3) nor more than fifteen (15) Sustaining or Home Club members of the Club (who maintain a current USFS membership) and no more than one (1) person per family. Two members of the same family may share a Board position but will only have one vote. The Ice Coordinator and Past President shall be included as members of the Board.
Section 2. Term of Office
One-half (1/2) of the Board, or as nearly thereto as possible, shall be elected each year at the regular meeting of the membership, and shall serve for a period of two years. Newly elected Board members shall assume the position immediately following their election, which shall generally coincide with the start of each new membership year.
ARTICLE V – POWERS AND DUTIES OF THE BOARD OF DIRECTORS
Section 1. Meetings
The Board shall meet at least nine (9) times per year.
Any two (2) members of the Board may call a special Board meeting upon written notice to all the members of the Board at least seven (7) days prior to the meeting; provided, however, a shorter notice period may be allowed in the case of extenuating circumstances. The notice shall state the date of the meeting, purpose for which the meeting is called, and the names of the two (2) members requesting the meeting.
Section 2. Quorum
A simple majority (50% or more of the Directors) shall constitute a quorum.
Section 3. Authority
The Board has the entire authority in the management of affairs and finances of the Club and shall have general control of all its property. All rights and powers connected therein shall be vested in the Board.
Section 4. Rules
The Board shall: make such rules as they deem proper respecting the use of the Club’s property; prescribe rules for the admission of guest skaters or professionals; administer penalties for offenses against the rules; make rules for the Board’s government and for the government of the committees appointed by the Board; and determine and enforce such other rules as otherwise determined by the Board.
Section 5. Audits
They shall audit records of Secretary, Treasurer, and of the committees, if needed.
Section 6. Suspend or Expel
The Board shall have the power to issue disciplinary based action in accordance with the grievance policy approved by the Board.
Section 7. U.S. Figure Skating Association (USFSA) Delegate
The Board shall elect Director(s) to serve as a delegate or delegates to the USFSA. The Club Secretary shall inform the USFSA Secretary, in writing, of the name(s) and address(es) of the delegate(s) elected. Said delegate(s) shall be the representative between the Club and the USFSA and shall attend the USFSA’s meetings, either in person or by proxy. The Board may, in its sole discretion, reimburse the pre-approved the traveling expenses of the delegate(s) to the USFSA meetings.
Section 8. Expenditures and Revenue
The Board shall prepare and submit at the annual meeting a program of anticipated expenditures for the upcoming financial year together with proposals of sources of revenue to meet same.
Section 9. Board Member Limitation
The office of a Board member shall be ipso facto vacated:
(a) If by notice in writing to the Club he/she resigns his/her office.
(b) If he/she is no longer a member of the Club.
(c) If two-thirds of the membership sign a written petition calling for his/her removal.
Section 10. Board Committees
The Board shall appoint any committees as the Board deems necessary. The Board shall retain full authority over such Committees except as hereinafter provided. Any committees and members thereof shall be determined by the Board on an annual basis, and committee responsibilities shall be periodically reviewed and confirmed by the Board.
ARTICLE VI – BOARD COMMITTEES
The Committees appointed by the Board may, but are not required to, include:
(b) Skater Billing
(c) Website and Automated Club Management System
(g) Junior Club
(h) Special Ice
(i) Ice Show
(k) TCFSA Representative
(l) Pro Board Representative
and such other committees as the Board may deem necessary. They shall be appointed annually by the Board at their regular meeting after the annual election. Whether a particular Committee shall be active or inactive shall be determined by the Board at said time and in its sole discretion. The functions attributed to inactive Committees may be performed by the Board.
ARTICLE VII – MEMBERSHIP
Section 1. Geographical Scope
Membership shall not be restricted on a geographical basis.
Section 2. Candidates for Membership
Membership for the EPFSC is based on the level of the skater and the choice of a professional approved to teach on Club ice. Any skater who signs up for sessions must also have an approved professional in accordance with the EPFSC pro guidelines.
Section 3. Classes for Membership
The following classes of membership shall exist:
(a) EPFSC Home Club Membership;
(b) Sustaining Member;
(c) First Year Member;
(c) Associate Member;
(d) Alumni Member;
(e) Collegiate Member; and
(f) Adult Member
and any other classes of membership that may be added by the Board.
Section 4. Application for Membership
Memberships shall run on an annual basis concurrently with the membership year determined by the Club, and membership applications must be submitted by all new and existing members on an annual basis. On an annual basis, Club members must also sign the Expectations sheet for skaters, and the skater’s parent(s) (if the skater is under 18 years of age) must also sign the Expectation sheet for parents (such signatures may be submitted electronically), in order to maintain current membership with the Club. Professionals may be members, but cannot vote or hold office unless he/she also serves as the Pro Board Representative.
Section 5. Membership Fee
An annual membership fee shall be assessed and be concurrent with the membership year determined by the Club, e.g., July through June.
Section 6. Arrears for Amounts Owing
Any member in arrears for dues, contract ice or buy-ins, fundraising obligations, or other indebtedness, shall be notified by the Board at his/her last known email address or mailing address. The Board shall periodically discuss any current and former members who are in arrears for amounts owing and determine an appropriate course of action. The Board may drop from the membership roll for non-payment of dues, or other indebtedness, may, upon payment of same, at the discretion of the Board, be reinstated to full membership.
Section 7. Arrears for Dues Restrictions
No member in arrears for dues, or other indebtedness, shall be eligible to hold office, or entitled to vote, or to enter in any tests or competitions.
Section 8. Resignation
Any member not in arrears for any indebtedness may tender a written resignation of his/her membership to the Board.
Section 9. Readmit to Membership
The Board may at a regular meeting readmit to membership, under conditions determined by the Board, any former member whose resignation had been fully accepted. No rejected candidate shall be again proposed for reinstatement within six months after rejection.
Section 10. Responsibilities for Guests
Members shall be responsible for the conduct and indebtedness of all persons admitted to the Club’s property at their request.
Section 11. Board Approval for Competition and Exhibition
No member or members of the Club shall make entry in the name of the Club in competition or exhibition except with the approval of the Board, or someone given authority by them.
ARTICLE VIII – CLUB MEETINGS
Section 1. Time
There shall be two annual Club Membership meetings each year. The meetings of the members shall be held in the Fall and in the Spring.
Section 2. Special Meetings
The Secretary shall notify the membership of special meetings at the direction of the President, or upon the written request of at least five Club members in good standing.
Section 3. Quorum
Twenty percent (20%) of all members in good standing shall constitute a quorum for the transaction of business.
Section 4. Notices
Notices of Meetings shall be communicated by the Secretary to every member at least ten (10) days in advance thereof.
Section 5. Special Meeting Limitations
No business shall be transacted at a special meeting except that of which notice was given.
ARTICLE IX – GRIEVANCES
It is the expectation of the Board that every effort will be made to resolve any conflict occurring between member(s), professionals, parents and/or others by informal means. In the event that appropriate informal means have been used and exhausted without resolution, then the member may report the grievance to the Board. The Board will address the grievance in accordance with the grievance policy that has been adopted by the Board.
ARTICLE X – AMENDMENTS TO BYLAWS
Section 1. Amendment by Members
The members may, by a majority vote of the members voting at a meeting duly called for the purpose, authorize the Board, subject to the requirements set forth herein, to exercise from time to time the power of amendment of these Bylaws. When the members have so authorized the Board, the Board, by a two-thirds vote, of the Directors who are present and entitled to vote on the proposed amendment, may amend these Bylaws at any meeting of the Board. Notice of the meeting and of the proposed amendment shall be given. The members, by a majority vote of the members voting at a meeting duly called for the purpose, may prospectively revoke the authority of the Board to exercise the power of the members to amend these Bylaws.
Section 2. Amendment by Board
The Board shall propose the amendment to these Bylaws by resolution setting forth the proposed amendment and directing that it be submitted for adoption at a meeting of the members. Notice of such meeting of members, stating the purpose, shall be given to each member entitled to vote on the proposed amendment. If said notice has been given, the proposed amendment may be adopted at any meeting of the members by a two-thirds vote of the members who are present and entitled to vote on the proposed amendment. A non-vote by a member shall be deemed a vote in favor of the amendment.