General Membership Meetings

General Membership Meetings shall be open to any member in good standing with full Parliamentary privileges and power to vote. Interested spectators may also attend at the invitation of the Membership or Executive Board. The Associations President will chair the Membership Meeting and will endeavor to recognize all who wish to address the Membership. A quorum of the Membership is required to conduct business and consist of twenty (20) active members in good standing, present and voting. The following meeting will be held for the purpose of electing officers to the Associations Executive Board and Sports Boards:

November 22, 2011: Elections for the following Boards are available

Executive Board – Vice President, Treasurer Cheer – Director, Secretary, Treasurer, Equipment/Uniform Manager, Member at Large Cross Country both East and West - Director, Secretary, Treasurer, Equipment/Uniform Manager, Member at Large Football – Director, Secretary, Treasurer, Equipment/Uniform Manager, Member at Large

• Date : November 22, 2011
• Location : Valencia High School – Theater Building across from MPR – 27801 N. Dickason Drive  Santa Clarita
• Time : 7:00pm

Purpose of the General Membership Meeting

To elect members of the Board of Directors, Cheer, Cross Country, Football and Track & Field Boards who will promote the welfare of the children through sports. To obtain within a total of community an attitude which acknowledges the benefits gained by youth when engaged in athletic endeavors. To offer active participation in sports to all youth as well as encourage scholastic achievement by all who participate.

Who Can Vote?

Individuals who are in good standings and actively participate in the functions of the Association and satisfy at least one of the following criteria: coaches, trainers, team managers, parents of participants and officers in this Association, elected or appointed.

Sports Board Officers – Cheer, Cross Country, Football and Track & Field

Sports Board Officers Terms

Officers of each sports board shall serve a one-year term.

Sports Board Meetings

Each Sports Board shall meet as required to fulfill the duties and responsibilities of managing the activities of their Sport as well as others requirements of the Association’s Executive Board.

Director – The Sports Board Director shall:

1. Chair all meetings of the sport to which he or she was elected.
2. Represent their elected sport at the Executive Board meetings, General Membership Meetings, special meetings, and special closed meetings.
3. Be responsible for general supervision and administration of their elected sports program. This list includes but is not limited to sign-ups, field allocation and assignments and expansion.
4. Coordinate fund raising activities with the Association’s Executive Boards Vice-President.
5. Ensure appointments to the Sports Board in a number deemed appropriate for the conduct of the sports activities.

Secretary – The Sports Board Secretary shall:

1. Keep accurate minutes of those Sports Board meetings, as well as be prepared to refer to minutes of previous meetings.
2. Maintain an attendance record sign in sheet of all Sports Board meetings.
3. Supply copies of the Sports Board minutes, Rules and Regulations as directed by the Sports Board.
4. Be responsible for notifying the Sports Board members of meetings as directed by the Sports Board Director.
5. Coordinate preparation of the calendar of events for that sport season.
6. Perform other duties as directed by the Director of the Sports Board.

Equipment / Uniform Manager – The Sports Board Equipment / Uniform Manager shall:

1. Maintain proper supervision over the issuance, retrieval and inventory of all equipment and uniforms appropriate to the Sport; coordinate its central storage with the Association’s Business Manager.
2. Assist the Sports Director in informing the Executive Board of purchases made for the proper operation of the sport.
3. Provide an inventory of all equipment to the Executive Board within ninety (90) days of completion of the sports season.

Treasurer – The Sports Board Treasurer shall:

1. Deposit all monies received, in the name of the Association, in the Sports Board’s approved financial institution.
2. Maintain a master record of all monies collected and disbursed in the name of the Association by his or her sport.
3. Prepare reports on the financial condition of the Sports Board and be prepared to present said reports as regular meetings of the sport or as requested by the Director.
4. Follow the Association’s Sports Board financial policies and procedures governing the deposit and disbursement of all monies.
5. Ensure that the Sports Board submits a comprehensive forecasted budget for the upcoming season with in ninety (90) days of the completion of the sport season, or as requested by the Executive Board.
6. Assure the sports records are accurate to aid in preparation and filing of the Association’s year-end tax return.
7. Perform other duties as directed b the Director of the Sports Board.

Voting Member-At-Large – The Voting Member-at-Large of this Association shall:

1. Represent the Sports Board as directed by the Director of the Sports Board.
2. The Elected Member-at-Large shall have the full rights of voting as the elected officers on the Sports Board.
3. Additional Members-at-Large may be appointed to the Executive Board but will not have a voting right on the Sports Board.

Elections and Terms of Office

1. All Association members in good standing with the exception of Athletic Members are eligible for office.
2. No member shall hold more than one elected office on one Sports Board at one time.
3. Secret Ballot elections will be held at the General Membership Meeting.
4. Elections will proceed from the top office available down, with the nominees for each office available from the floor.
5. Person(s) elected to a Sports Board at the November General Membership Meeting shall assume office on the first day of January after their election.
6. Person(s) elected to the Sports Board at the May General membership Meeting shall assume office at the first meeting in June after their election.
7. Elected Sports Board Directors may appoint additional members to their Board, in accordance with their Articles of Authorization, Policies and Procedures and Playing Rules and Regulations.
8. Should a Board Member vacate their office before his or her term expires, the position shall be filled by appointment, approved by a majority vote of the Sports Board and the Executive Board.