The heart of our mission.
Our bylaws ground us in purpose and integrity, empowering every member to make a positive impact.
Our bylaws ground us in purpose and integrity, empowering every member to make a positive impact.
The name of the organization is Pend Oreille Sports Association and will be referred to as POSA in this document. POSA which will encompass the following sports: Soccer, Basketball, Volleyball, and Flag Football. No other name shall be used to represent the organization in matters legal or otherwise.
These By-laws may be amended by a majority vote of the Board of Directors. Thirty (30) days advance notice to the membership of POSA is required if the Board is considering a motion to amend the By-laws. This notice is waived if amendments to the By-laws are made at the annual meeting of POSA.
The annual board meeting of POSA will occur on the third Sunday in September unless otherwise established by the Board. Any change in the annual board meeting must be communicated to POSA membership at least thirty days prior to the rescheduled annual meeting date.
An annual budget shall be prepared by the Treasurer with the assistance of the Bookkeeper. The annual budget shall be presented to the Board for approval at the first meeting of the fiscal year (October).
Membership in good standing in the POSA organization is defined as any individual, or parent/legal guardian of a participant that has participated in any POSA program during the program year defined as the period from August 1st through July 31st, coaches or other individuals dedicated to the promotion of sports. Membership in good standing includes the full payment of all fees related to the participation of that parent or guardian’s child. No member with outstanding fees payable to POSA will retain any rights of membership. Any member will be eligible to serve on the Board of Directors.
Financial statements shall include a balance sheet and earnings statement, produced according to generally accepted accounting principles.
Annual financial statements shall be prepared by the Treasurer with the assistance of the Bookkeeper. The annual statement shall be presented for approval at the first meeting following the end of the POSA fiscal year. (September 30th). Monthly financial statements shall also be prepared and presented at the first Board meeting following month's end.
The purpose of POSA is to provide sports programs in Newport, WA, and the surrounding areas within Pend Oreille County that promote the advancement of sports, encourage player development, recognize varying skill levels, and promote the ideals of sportsmanship, healthy competition, and fair play. POSA will endeavor to represent all sports interests in all areas of Pend Oreille County.
Donations to POSA may only be accepted with the approval of the Board of Directors. Donations shall be accepted only if the intent is for the benefit of all players and POSA.
POSA (Pend Oreille Sports Association is affiliated with Washington Youth Soccer and will adhere to the rules, regulations, and policies of Little League in all matters.)
All fees shall be approved annually by the Board of Directors. Cases of player indigence shall be referred to the Executive committee.
All funds necessary to fund POSA operations shall be generated from sponsor fees, player participation fees, and fundraising activities. All player and sponsor fees shall be uniform, and no fees shall be solicited by any player, coach, or POSA member without prior Board approval.
POSA shall be governed by its Articles of Incorporation, these By-Laws, and the laws of the State of Washington. The authority of POSA, except where otherwise delegated herein, is vested in the Board of Directors and its designated Executive Committee.
The Finance Committee is responsible for reviewing current financial-related processes, procedures, and programs.
The POSA Board of Directors shall manage the business affairs of the organization within the authority granted by the Articles of Incorporation, By-laws, and applicable laws of the State of Washington.
The Communications Committee is responsible for overseeing all forms of POSA communication.
The POSA Board will consist of a minimum of five and a maximum of 13 members.
The Volunteer Committee is responsible for enlisting POSA parents and family members to aid in the development and maintenance of the soccer complex.
The Board of Directors shall be elected from among POSA members. Elections will be held at the annual September board meeting. Each year approximately one-third of the Board of Directors will be elected for a term of three years. There are no lifetime limits to the number of terms a Director may serve. It is recommended that Executive Board members have one year of previous POSA board experience.
The Fundraising Committee is responsible for raising funds and donations to support the programs, maintain facilities, and pay the debts of POSA.
Any Director wishing to resign his/her position before the completion of his/her term must do so in writing.
The Field/Equipment/Safety Committee shall be responsible for the acquisition, storage, and distribution of all team, player, coach, and field equipment.
A majority vote of the Board may remove any Director if it determines that such action is in the best interest of POSA. Additionally, a Director who has been absent from three consecutive Board meetings within twelve months may also be removed from the Board by a majority vote of the Board.
The Flag Football Committee is responsible for the coordination of all activities relevant to the planning and execution of flag football. These activities include player registration, team roster development, scheduling, communications, and maintenance of player and coach records.
If a Director position becomes vacant a replacement will be appointed by the Board to serve the remainder of the term.
The Volleyball committee is responsible for the coordination of all activities relevant to the planning and execution of volleyball.
Meetings of the Board are in-person meetings that are scheduled for the second Sunday of each month unless otherwise established by the board.
The Basketball Committee is responsible for the coordination of all activities relevant to the planning and execution of basketball.
Virtual or hybrid meetings, including participation and voting via videoconference platforms such as Zoom, may be permitted when authorized by the Board or Executive Committee.
A quorum will consist of 1/3 of the Board membership. Proxy voting is not permitted. Directors participating virtually are considered present for quorum and voting purposes. All meetings shall be governed by Robert's Rules of Order.
The Soccer committee is responsible for the coordination of all activities relevant to the planning and execution of soccer.
In matters which come before the Board lawfully assembled, each Director shall have one vote. No Director shall have more than one vote.
Each committee is responsible for bringing recommendations before the Board. These recommendations, made in writing and presented in the form of motions for Board consideration and with the intent to further the goals of POSA, may cover a broad area of issues including programming, organizational structure, operations, recruitment, member concerns, and all other issues the committees determine to be appropriate for Board consideration.
All records maintained by each committee shall be in the possession of the Commissioner and these records shall be delivered to the Secretary upon retirement, termination, or other cause of vacancy in the position of that Commissioner.
The Board of Directors shall in all matters transact all business of POSA or by designation of its authority. The Board shall have jurisdiction over all programs, leagues, clubs, officers, referees, coaches, players, and parents affiliated with POSA. The Board shall have the power to review, ratify, alter, or reject decisions and policies of the Executive Committee or any other Committee or any persons acting on behalf of POSA. At least one Director must sit on each standing committee.
Each committee must keep detailed records of all activities, resources, communication, and meetings to ensure continuity of programming. Meeting minutes of the committee must be presented to the Board at the next board meeting following any committee meeting.
Standing committees shall be established, consolidated, or abolished by the Board of Directors as needed. Any member of POSA, unless otherwise indicated in these By-Laws, may serve as a committee member with the approval of the Board.
The Board of Directors shall establish an Executive Committee composed of the Officers. The Executive Committee shall rule on all matters that pertain to personnel issues (including sports commissioners), membership grievances, and issues of a sensitive nature involving players, coaches, and families. The Executive Committee shall be responsible for establishing the monthly Board Agenda.
The Executive Committee shall make recommendations for Board consideration regarding the Bookkeeper.
The principal duties of the Safety Officer shall be to ensure all programs under POSA have safety plans, equipment, and training to ensure the safety of all participants. The Safety Officer shall develop sport-specific plans for each program to include emergency plans, CPR/First aid training, background checks, coach training, field/facility safety, player safety, equipment safety, first aid kits, accident reporting, injury reporting, inclement weather policies, and food and concession safety. All safety plans will be presented for board approval and included in coaches’ binders and materials.
The Treasurer shall perform his/her responsibilities with the assistance of the Bookkeeper.
The Board will vote for any new Directors at the annual September board meeting. The Executive officers of the board will also be selected and voted in at the annual September board meeting. Outgoing board directors are not allowed to vote for the Executive officers. All officers shall be chosen from Directors who have served on the board for at least one year. Officer positions will be for a one-year term. There are no term limits for officers. No officer shall hold more than one office during a given period. Officer positions are defined as President, Vice President, Secretary, Treasurer, and Safety.
Other functions and duties of the Treasurer are outlined in Article XI of these Bylaws.
The principal duties of the Treasurer shall be the care of and custody of all funds of POSA. The Treasurer shall deposit the same promptly, and in such bank or banks as designated by the Board, payout obligations of the Board, keep true books, and render statements as required by the Board and these Bylaws. The Treasurer shall prepare and submit all required and necessary registrations, fees, filings, licenses, and income tax returns promptly. All disbursements of monies will be by check, signed in such a manner as the Board shall prescribe by resolution. (2/3 of Board in agreement)
The principal duties of the President shall be to preside over meetings of the Board of Directors and generally supervise POSA. The President will sign or approve all legal documents including bonds, deeds, conveyances, contracts, agreements, and other instruments in writing made or entered into on behalf of POSA. The President is responsible for all POSA programming and establishing the schedule of activities during the fiscal year, October 1st through September 30th of their elected term. The President shall review all publications and statements for the general public before release. The President shall be the spokesperson for POSA. The President shall be responsible for assuring compliance with all POSA Bylaws and rules.
The Secretary will be responsible for the maintenance and amendment of all documentation of POSA organizational areas. These records include By-laws, policies, position descriptions, meeting proceedings of the Board and all committees, and any other documentation deemed by the Board to require preservation. The Secretary shall make recommendations to the Board for the permanent removal of any dated documentation and shall do so only with the approval of the Board.
The principal duties of the Vice President shall be the coordination of all activities necessary for securing access to playing facilities, the preparation of facilities for games, and for providing a safe playing environment. The Vice President's duties include the supervision of Fields, Equipment, and Safety for all sports programs that fall under POSA.
The principal duties of the Secretary shall be to keep records of all proceedings of the Board, systematically keep all records and documents belonging to POSA pertaining to the business thereof, and to notify all Board members of Board proceedings.
POSA exists to promote the development of youth in our community through participation in athletic competition.
