Category: 4 the Rochester Raiders Charter / Mission / Bylaws
4 The Rochester Raiders
Charter / Mission / Bylaws
Charter
4 The Rochester Raiders (4tRR) has a status of a Minnesota Public Charity that obtained Internal Revenue Code 501(c)(3) status, exempt from federal taxation, in February 2018 under Federal Employer Identification Number (EIN) 82-4253241. 4tRR is a not-for-profit corporation, with no owners, that was established for charitable purposes and governed by the Minnesota Nonprofit Corporation Act, Minn. Statute Chapter 317A,
4 The Rochester Raiders Athletic Program Mission
To promote, grow and sustain a cooperative high school adapted athletics program sanctioned by the Minnesota State High School League (MNSHL) for qualified 7th through 12th grade high school students with disabilities from the Rochester and surrounding school districts. 4tRR strives to provide our players with the same experience as their peers in non-adapted sports. This program is aligned with the Minnesota Adapted Athletic Program mission and regulated by the Minnesota State High School League.
Article I – Registered Name
The registered name is “4 The Rochester Raiders” and can be referred to as that, as well as “4tRR” here within. 4tRR Board members will be referred to as “The Board,” or “Officers.” The Board of Directors has the authority change the registered office name through the Minnesota Secretary of State.
Article II – Membership
There will be no formal “membership” or membership dues. Members consists of supporters of the Rochester Raiders Adapted program including but not limited to family members of players, past players, and/or anyone who believes in the mission of the program.
Article III – Board of Directors
Section 1. General Powers
The affairs of the Corporation will be managed by its Board of Directors (which may be also referred to as the Board), and all corporate powers shall be exercised by the Board of Directors, except as otherwise expressly required by the Articles of Incorporation, these By-Laws and by law. The Board shall be responsible for the overall policy and direction of the organization and shall delegate responsibility of day to day operations to the committees and representatives.
Section 2. Number and Tenure
The number of Directors shall be determined by the Board from time to time, however the Board shall consist of not less than four (5) directors. Each Director shall hold office for a one year term with terms being renewable.
Any Director may be removed from office, with or without cause, by the vote of a majority of the Directors then in office.
In the event of the resignation or death of a director, the remaining directors of the Board of Directors may appoint a successor to fill the remaining term.
Section 3. Qualifications
Directors must be at least 18 years old. The ideal board would have a member representing each sport (soccer, floor hockey, softball).
All Directors have voting privileges. Any community supporter may nominate an individual to be a director and may be nominated to be a director. Voting for new and renewed directors shall take place at the regular Annual Meeting or as soon after that as is practical.
Section 4. Regular Meetings
A regular Annual Meeting of the Board of Directors shall be held in the month of July or August of each year. Regular meetings and Special meetings will be scheduled, agreed upon, and communicated to the entire Board.
Section 5. Voting on Issues
All issues that are to be voted on shall be done so by a simple majority vote of those present at the meeting in which the vote takes place.
A. All Board members are authorized to vote.
B. A quorum or half of the number of Board members is required to determine a vote.
C. Input for voting may be obtained from Coaching Staff, School Principals, and Athletic
Directors, outside consultants, etc.
D. A quorum and vote are required for establishing the budget, Board Membership, and for any business deemed critical by the Board.
E. A vote may be made in person, teleconference, or e-mail, if made when requested.
F. In the case of a tie vote, the President shall make the final decision.
G. All votes must be documented in the Minutes
Section 6. Quorum
Fifty-one (51%) percent of the members of the Board of Directors shall constitute a quorum for the transaction of business at any meeting of the Board, provided, that if less than fifty-one (51%) percent majority of the Directors are present at said meeting, a majority of the directors present may adjourn the meeting.
Section 7. Vacancies
Any vacancy occurring in the Board of Directors, including a vacancy resulting from an increase in the number of Directors, may be filled by the affirmative vote of a majority of the then Directors though less than a quorum of the Board of Directors.
Section8. Compensation
Directors as such shall not receive any salaries for their services, provided that nothing herein contained shall be construed to preclude any Director from serving the Corporation in any other capacity and receiving compensation therefore.
Section 9. Voluntary Resignation and Retirement
Any Director may resign or retire at any time by notifying the President or the Secretary in writing. Such resignations or retirement shall take effect at the time herein specified.
Section 10. Action Without a Meeting
Any action which is required to be taken, or which may be taken, at a meeting of the Directors, may be taken without a meeting if there is a consent via email of a majority of the Board of Directors setting forth the action so taken. Such consent shall have the same force and effect as a unanimous vote.
Article IV – Executive Committee/Officers (Responsibilities)
Section 1. General
The Officers of 4tRR shall be a subset of the Board of Directors and shall be a President, a Vice President, a Secretary, and Treasurer, and such other officers as may be elected in accordance with the provisions of this Article. The Board of Directors may elect or appoint such other officers, including Assistant Secretaries, or Assistant Treasurers, as it shall deem desirable, such officers to have the authority and perform the duties prescribed, from time to time, by the Board of Directors. Any two or more offices may be held by the same person, except the offices of President and Vice President
Section 2. President
The President shall be the principal executive Officer of the Corporation, shall be the “President” of the Corporation and shall in general implement and supervise all of the business and affairs of the Corporation, subject, however, to the control of the Board of Directors and of any duly authorized committee of Directors. The President shall, if present, preside at meetings of the Board of Directors. In addition, the President shall perform such other duties as may be prescribed by the Board of Directors from time to time.
Section 3. Vice President
The Vice President shall be the President elect subject to confirmation by the Board of Directors at its next annual meeting. If the President is not present at a meeting of the Board of Directors, the Vice President shall preside. If at any time the office of President is vacant, the Board shall designate the Vice President to serve as President until the office is filled. The Vice President shall perform such additional duties as may be assigned by the Board of Directors or the President from time to time.
Section 4. Secretary
The Secretary shall keep the minutes of the meetings of the Board of Directors and of committees having any of the authority of the Board of Directors in one or more books provided for that purpose; see that all notices are duly given in accordance with these By-Laws or as required by law; be custodian of the corporate records and in general perform all duties incident to the office of the Secretary and such other duties as from time to time may be assigned by the President and/or by the Board of Directors. The Secretary may receive from Secretary-designate the minutes from a Board meeting at which the Secretary was not present. The Secretary shall file and manage such minutes as if he/she had record the minutes himself/herself.
Section 5. Treasurer
The Treasurer shall have charge and custody of and be responsible for all funds and securities of the Corporation; receive and give receipts for monies due and payable to the Corporation from any source whatsoever, and deposit all such monies in the name of the Corporation in such banks, trust companies, or other depositories and in general perform the duties incident to the office of Treasurer and such other duties as from time to time may be assigned by the President and/or the Board of Directors.
Article V – Money Management
As a 501c3 Minnesota non-profit organization, 4 the Rochester Raiders shall accept sponsorships and donations. Management of income and expenses requirements are included below:
Section 1. Sponsorships / Donations
A. Monies from sponsors/donations such as Businesses, stores, individuals, etc. should be payable to 4 the Rochester Raiders, 4tRR, or similar.
B. Monies are to be deposited into 4 the Rochester Raiders bank account within 2 weeks of receipt or within 2 week of the conclusion of the event.
C. Sponsorships and donations shall be documented including the contact information, donation amount, date of receipt, type of donation (check, gift card, food, etc.), including applicable notes.
D. Acknowledgements of monetary receipt shall be sent to donors on 4tRR letterhead, including the sponsor / donator name, amount and date of sponsorship.
E. Acknowledgement letters shall be delivered to each sponsor / donator within the calendar year in which the monies were received.
Section 2. Gift Cards
A. Gift cards must be documented, including the store, gift card number, and beginning card amount.
B. Gift card amounts shall be tracked and documented until the balance is $0.
Section 3. Budget Management
A. A budget of team expenses shall be created, proposed, and approved (with a goal of completion by the Board by May 31 of each fiscal year).
B. The yearly budget shall be based on previous year’s expenses, and new projects and equipment costs.
C. The budget shall be documented in the Board minutes.
D. All spending must be made against the approved budget AND approved by the Treasurer at time of spending to ensure income has been received to cover the expense.
E. All expenses outside of the approved budget must be brought to the Board for a vote which must include the Treasurer.
Section 4. Receipt / Invoice Management
A. Purchases against the approved budget may be made and accompanied by a receipt or invoice directed to the attention of the Treasurer.
B. All purchases must be accompanied by a receipt, invoice, or applicable documentation that includes the point of purchase, date of purchase, amount spent, who made the purchase, how the purchase was made (personal payment or business payment), what event the purchase was for, and what the purchase was (if it is not indicated on the receipt).
C. Purchasers seeking reimbursements must provide the Treasurer an electronic image of the labeled documentation as described above, ensuring all the required information is clearly visible on the image.
D. A copy of the receipt/invoice must be forwarded to the Treasurer within 3 days of purchase.
E. The purchaser shall be reimbursed (for all receipts that meet the requirements above) by the Treasurer in a timely manner and no later than the end of the fiscal year in which the purchase was made.
F. The original receipt is to be stored by the purchaser until the time of reimbursement, and then it can be disposed of properly.
G. Invoices shall be paid by check or credit card.
H. All receipts shall be documented by the Treasurer and held 7 years.
Article VI – Amendments of the Bylaws
Section 1.
These By-Laws may be altered, amended or repealed and new By-Laws may be adopted by a sixty-six (66%) percent vote of the Board of Directors present at any regular or at any special meeting.
The above provisions constitute the appropriately adopted Bylaws of 4 the Rochester Raiders, including all amendments in full force and effect as of ______________ , 20_______
_____________________________ .
President Signature Date
_____________________________ .
Vice President Signature Date
_____________________________ .
Treasurer Signature Date
_____________________________ _________________
4 The Rochester Raiders
Charter / Mission / Bylaws
Charter
4 The Rochester Raiders (4tRR) has a status of a Minnesota Public Charity that obtained Internal Revenue Code 501(c)(3) status, exempt from federal taxation, in February 2018 under Federal Employer Identification Number (EIN) 82-4253241. 4tRR is a not-for-profit corporation, with no owners, that was established for charitable purposes and governed by the Minnesota Nonprofit Corporation Act, Minn. Statute Chapter 317A,
4 The Rochester Raiders Athletic Program Mission
To promote, grow and sustain a cooperative high school adapted athletics program sanctioned by the Minnesota State High School League (MNSHL) for qualified 7th through 12th grade high school students with disabilities from the Rochester and surrounding school districts. 4tRR strives to provide our players with the same experience as their peers in non-adapted sports. This program is aligned with the Minnesota Adapted Athletic Program mission and regulated by the Minnesota State High School League.
Article I – Registered Name
The registered name is “4 The Rochester Raiders” and can be referred to as that, as well as “4tRR” here within. 4tRR Board members will be referred to as “The Board,” or “Officers.” The Board of Directors has the authority change the registered office name through the Minnesota Secretary of State.
Article II – Membership
There will be no formal “membership” or membership dues. Members consists of supporters of the Rochester Raiders Adapted program including but not limited to family members of players, past players, and/or anyone who believes in the mission of the program.
Article III – Board of Directors
Section 1. General Powers
The affairs of the Corporation will be managed by its Board of Directors (which may be also referred to as the Board), and all corporate powers shall be exercised by the Board of Directors, except as otherwise expressly required by the Articles of Incorporation, these By-Laws and by law. The Board shall be responsible for the overall policy and direction of the organization and shall delegate responsibility of day to day operations to the committees and representatives.
Section 2. Number and Tenure
The number of Directors shall be determined by the Board from time to time, however the Board shall consist of not less than four (5) directors. Each Director shall hold office for a one year term with terms being renewable.
Any Director may be removed from office, with or without cause, by the vote of a majority of the Directors then in office.
In the event of the resignation or death of a director, the remaining directors of the Board of Directors may appoint a successor to fill the remaining term.
Section 3. Qualifications
Directors must be at least 18 years old. The ideal board would have a member representing each sport (soccer, floor hockey, softball).
All Directors have voting privileges. Any community supporter may nominate an individual to be a director and may be nominated to be a director. Voting for new and renewed directors shall take place at the regular Annual Meeting or as soon after that as is practical.
Section 4. Regular Meetings
A regular Annual Meeting of the Board of Directors shall be held in the month of July or August of each year. Regular meetings and Special meetings will be scheduled, agreed upon, and communicated to the entire Board.
Section 5. Voting on Issues
All issues that are to be voted on shall be done so by a simple majority vote of those present at the meeting in which the vote takes place.
A. All Board members are authorized to vote.
B. A quorum or half of the number of Board members is required to determine a vote.
C. Input for voting may be obtained from Coaching Staff, School Principals, and Athletic
Directors, outside consultants, etc.
D. A quorum and vote are required for establishing the budget, Board Membership, and for any business deemed critical by the Board.
E. A vote may be made in person, teleconference, or e-mail, if made when requested.
F. In the case of a tie vote, the President shall make the final decision.
G. All votes must be documented in the Minutes
Section 6. Quorum
Fifty-one (51%) percent of the members of the Board of Directors shall constitute a quorum for the transaction of business at any meeting of the Board, provided, that if less than fifty-one (51%) percent majority of the Directors are present at said meeting, a majority of the directors present may adjourn the meeting.
Section 7. Vacancies
Any vacancy occurring in the Board of Directors, including a vacancy resulting from an increase in the number of Directors, may be filled by the affirmative vote of a majority of the then Directors though less than a quorum of the Board of Directors.
Section8. Compensation
Directors as such shall not receive any salaries for their services, provided that nothing herein contained shall be construed to preclude any Director from serving the Corporation in any other capacity and receiving compensation therefore.
Section 9. Voluntary Resignation and Retirement
Any Director may resign or retire at any time by notifying the President or the Secretary in writing. Such resignations or retirement shall take effect at the time herein specified.
Section 10. Action Without a Meeting
Any action which is required to be taken, or which may be taken, at a meeting of the Directors, may be taken without a meeting if there is a consent via email of a majority of the Board of Directors setting forth the action so taken. Such consent shall have the same force and effect as a unanimous vote.
Article IV – Executive Committee/Officers (Responsibilities)
Section 1. General
The Officers of 4tRR shall be a subset of the Board of Directors and shall be a President, a Vice President, a Secretary, and Treasurer, and such other officers as may be elected in accordance with the provisions of this Article. The Board of Directors may elect or appoint such other officers, including Assistant Secretaries, or Assistant Treasurers, as it shall deem desirable, such officers to have the authority and perform the duties prescribed, from time to time, by the Board of Directors. Any two or more offices may be held by the same person, except the offices of President and Vice President
Section 2. President
The President shall be the principal executive Officer of the Corporation, shall be the “President” of the Corporation and shall in general implement and supervise all of the business and affairs of the Corporation, subject, however, to the control of the Board of Directors and of any duly authorized committee of Directors. The President shall, if present, preside at meetings of the Board of Directors. In addition, the President shall perform such other duties as may be prescribed by the Board of Directors from time to time.
Section 3. Vice President
The Vice President shall be the President elect subject to confirmation by the Board of Directors at its next annual meeting. If the President is not present at a meeting of the Board of Directors, the Vice President shall preside. If at any time the office of President is vacant, the Board shall designate the Vice President to serve as President until the office is filled. The Vice President shall perform such additional duties as may be assigned by the Board of Directors or the President from time to time.
Section 4. Secretary
The Secretary shall keep the minutes of the meetings of the Board of Directors and of committees having any of the authority of the Board of Directors in one or more books provided for that purpose; see that all notices are duly given in accordance with these By-Laws or as required by law; be custodian of the corporate records and in general perform all duties incident to the office of the Secretary and such other duties as from time to time may be assigned by the President and/or by the Board of Directors. The Secretary may receive from Secretary-designate the minutes from a Board meeting at which the Secretary was not present. The Secretary shall file and manage such minutes as if he/she had record the minutes himself/herself.
Section 5. Treasurer
The Treasurer shall have charge and custody of and be responsible for all funds and securities of the Corporation; receive and give receipts for monies due and payable to the Corporation from any source whatsoever, and deposit all such monies in the name of the Corporation in such banks, trust companies, or other depositories and in general perform the duties incident to the office of Treasurer and such other duties as from time to time may be assigned by the President and/or the Board of Directors.
Article V – Money Management
As a 501c3 Minnesota non-profit organization, 4 the Rochester Raiders shall accept sponsorships and donations. Management of income and expenses requirements are included below:
Section 1. Sponsorships / Donations
A. Monies from sponsors/donations such as Businesses, stores, individuals, etc. should be payable to 4 the Rochester Raiders, 4tRR, or similar.
B. Monies are to be deposited into 4 the Rochester Raiders bank account within 2 weeks of receipt or within 2 week of the conclusion of the event.
C. Sponsorships and donations shall be documented including the contact information, donation amount, date of receipt, type of donation (check, gift card, food, etc.), including applicable notes.
D. Acknowledgements of monetary receipt shall be sent to donors on 4tRR letterhead, including the sponsor / donator name, amount and date of sponsorship.
E. Acknowledgement letters shall be delivered to each sponsor / donator within the calendar year in which the monies were received.
Section 2. Gift Cards
A. Gift cards must be documented, including the store, gift card number, and beginning card amount.
B. Gift card amounts shall be tracked and documented until the balance is $0.
Section 3. Budget Management
A. A budget of team expenses shall be created, proposed, and approved (with a goal of completion by the Board by May 31 of each fiscal year).
B. The yearly budget shall be based on previous year’s expenses, and new projects and equipment costs.
C. The budget shall be documented in the Board minutes.
D. All spending must be made against the approved budget AND approved by the Treasurer at time of spending to ensure income has been received to cover the expense.
E. All expenses outside of the approved budget must be brought to the Board for a vote which must include the Treasurer.
Section 4. Receipt / Invoice Management
A. Purchases against the approved budget may be made and accompanied by a receipt or invoice directed to the attention of the Treasurer.
B. All purchases must be accompanied by a receipt, invoice, or applicable documentation that includes the point of purchase, date of purchase, amount spent, who made the purchase, how the purchase was made (personal payment or business payment), what event the purchase was for, and what the purchase was (if it is not indicated on the receipt).
C. Purchasers seeking reimbursements must provide the Treasurer an electronic image of the labeled documentation as described above, ensuring all the required information is clearly visible on the image.
D. A copy of the receipt/invoice must be forwarded to the Treasurer within 3 days of purchase.
E. The purchaser shall be reimbursed (for all receipts that meet the requirements above) by the Treasurer in a timely manner and no later than the end of the fiscal year in which the purchase was made.
F. The original receipt is to be stored by the purchaser until the time of reimbursement, and then it can be disposed of properly.
G. Invoices shall be paid by check or credit card.
H. All receipts shall be documented by the Treasurer and held 7 years.
Article VI – Amendments of the Bylaws
Section 1.
These By-Laws may be altered, amended or repealed and new By-Laws may be adopted by a sixty-six (66%) percent vote of the Board of Directors present at any regular or at any special meeting.
The above provisions constitute the appropriately adopted Bylaws of 4 the Rochester Raiders, including all amendments in full force and effect as of ______________ , 20_______
_____________________________ .
President Signature Date
_____________________________ .
Vice President Signature Date
_____________________________ .
Treasurer Signature Date
_____________________________ _________________