HBC By-Laws

(April 4, 2023)


Article I – Name

The name of this organization shall be as follows:

Hornet Baseball Club, herein referred to as HBC.

Article II – Purpose
  1. The purpose of the HBC shall be:
    1. To support and develop the student-athletes participating in the Saline High School Baseball program.
    2. To lead fund-raising activities for areas of need that are not able to be fully funded by the school or district.
    3. To promote parent and community interest in the program.
  2. In executing its purpose and responsibilities, this organization shall not interfere in any way with the administrative policies of the Saline Area School District. The HBC shall operate in a spirit of friendly cooperation with school administration officials and coaches in achieving its purpose.
  3. All projects funded by the HBC must be approved by the Saline High School Head Baseball Coach, Athletic Director, and where applicable Community Education.
Article III – Membership
  1. Membership in the HBC is voluntary and considered a ‘per household’ membership equivalent to one vote. Membership shall be open to all adults (21 and over).  The annual membership fee structure will be designated before each fiscal year by the Board of Directors and will be based on budgets, expenses, field improvements etc.  Membership fees are non-refundable.
  2. The players parents are automatically enrolled in the HBC at no charge. This provides equal voting rights as paying members as well as access to the team GameChanger Community Pass.
  3. The HBC will have no authority to guide, direct or establish guidelines for the baseball program.
  4. The HBC is not a forum to discuss the performance of the players, coaching staff, or athletic department.
  5. Membership, volunteering, or contributions to the HBC will have no influence on whether your child will make the team or contribute to playing time.
  6. Membership may be revoked for conduct deemed detrimental to the purpose of the HBC. Revocation will require a majority vote of the Board of Directors.
  7. All members in good standing with the HBC, and not under considerations for revocation of their membership, shall be entitled to an annual vote on any issues requiring a vote of the general membership.
  8. If requested, membership dues that have been paid for the current fiscal year may be refunded if your child does not make the team. No other moneys/donations, whether direct or indirect, will be considered for a refund.
Article IV – Governing Body

The business of the HBC shall be conducted by a Board of Directors consisting of the following Officers:  President, Vice-President, Secretary, Treasurer, Fundraising Chair, Membership/Marketing Chair, and Banquet/Team Meal Chair.

Article V – Officers

The Officers of the HBC are voting members and shall uphold the HBC by-laws.  Each officer is required to attend, in person or virtually, a minimum of 75% of the meetings or may be subject to dismissal from the Board.  At the conclusion of their term, each officer will have the responsibility for the transfer of essential materials for use in their position to the succeeding board member.  Officers of the HBC shall be as follows:

President
  1. Is the Head Coach for the Saline Varsity Baseball program.
  2. Will have charge of the Hornet Baseball Club (HBC) with the purpose of supporting the Saline Baseball Program with its fundraising efforts.
  3. Will adhere to the Saline Area School Student Activity Account including the financial policies detailed in section 6000-Finances.
  4. Will be the liaison (or be responsible for delegating the liaison duties) between the HBC, the Coaches, Athletic Director, Community Education and SAS Superintendent for approval of Saline Baseball fundraising activities and objectives supported by the HBC.
  5. Will appoint such non-voting committees or chairpersons as he or she or the Board of Directors consider expedient of necessary.
  6. Will ensure HBC by-laws are communicated and adhered to by all HBC membership.
Vice President
  1. In the absence of the President, will preside at all meetings of the HBC.
  2. Will work with the President and Treasurer to establish priorities for the yearly budget, approved by the Athletic Director, and to present to HBC Board of Directors for approval.
  3. Will work with the Treasurer to present a yearly budget to the HBC membership.
  4. When requested by President, will act as a liaison between the HBC, the athletic department, community education or the school district
  5. Will serve as ex-officio member of all chair activities
  6. Will maintain all relevant account information pertinent to the operation of the HBC, including, but not limited to, social media and associated sign-on and passwords.
Secretary
  1. Will keep the minutes of all meetings of the HBC and Board of Directors and will present such minutes at the next meet for approval by the Board of Directors.
  2. Will distribute the meeting minutes to the membership including the date, time and location of the upcoming Board of Directors meeting.
  3. Will maintain the HBC by-laws.
Treasurer
  1. Will have charge of all receipts and moneys of the HBC.
  2. Will report financial status of the HBC to the Board of Directors at each meeting.
  3. Will be the liaison with SAS Assistant Superintendent of Finance, or SAS designee, in regard to the designated HBC bank account.
  4. Will manage the fund-raising cash proceeds and prepare a financial summary for the Board of Directors for each event.
Fundraising Chair
  1. Coordinate all fundraising activities and community outreach approved by the Board of Directors.
  2. Coordinate all volunteers for fundraising events.
  3. Identify unique and creative future fundraising projects with the intent of maintaining three primary fundraising events each year.
  4. Will recruit a co-chair to assist with fundraising activities. The co-chair will have general membership voting privileges only.
Membership/Marketing Chair
  1. Will actively recruit new members in the community at large and seek support from local business as allowable by the school district.
  2. Will work with the President and Vice President on appropriate means to recognize the Saline Baseball Program, the HBC, and its’ membership in the community
  3. Will be responsible for managing communication tools (e-mail, social media etc.) and postings. Will manage the general hornetbaseballclub@gmail.com
  4. Maintain an active HBC directory of contacts for targeted communications
  5. Will recruit co-chairs to assist with membership and marketing activities
  6. Will recruit a co-chair to assist with membership and marketing activities. The co-chair will have general membership voting privileges only.
Banquet/Team Meal Chair
  1. Will organize and manage all the details associated with the end of the year banquet, while working closely with the respective coaches.
  2. Will organize and manage the meals for all three teams for the duration of the season.
  3. Will organize overnight stays for out-of-town games.
  4. Will recruit a co-chair to assist with banquet and team meal activities. The co-chair will have general membership voting privileges only.
Article VI – Meetings
  1. Regular meeting of the Board of Directors shall be held monthly and at other times as called by the President. In no case shall the Board of Directors meet less than once every two months during the school year.
  2. Notification of the upcoming board meeting date, time and location will be included in all meeting minutes.
  3. Attendance by HBC membership at regular meetings will be “by request” and must be communicated to the HBC Secretary three days prior to the meeting. In the event an HBC member has expressed an interest in addressing the HBC board, 10 minutes will be provided at the beginning of a regular meeting.
  4. Special meeting of the Board of Directors, which includes all voting members of the HBC, will be held at the annual May meeting. The current fiscal year spend and projected budget for the upcoming year will be shared.  The President or presiding officer will call for self-nominations for each elective office.
  5. All meetings shall be governed by Robert’s Rule of Order.
Article VII – Quorums
  1. At any special meeting of the HBC a minimum of five members present shall constitute a quorum to conduct business.
  2. At any regular meeting of the Board of Directors a minimum of four members present shall constitute a quorum to conduct business.
Article VIII – Elections

The election of Officers shall take place electronically following the annual May meeting.  The newly elected Officers shall be installed in office at the regular meeting held in June.  Officers shall serve one year, and not more than two years consecutively.

Article IX – Self-Nominating Procedures
  1. At the annual May meeting, the President or presiding officer shall call for self-nominations for each elective office to be sent via email to the President and Secretary.
  2. Within two weeks of the May meeting, the general membership will vote electronically on each elective office where there is more than one nominee.
  3. The President will communicate the results of the general election prior to the regular meeting in June. Newly elected Officers shall be installed in office at the regular meeting held in June.
  4. Members of the same household are not allowed to serve simultaneously.
Article X – Vacancies
  1. Vacancies in elective offices shall be filled by a special election called by the President or at the time of the annual election.
  2. Special elections shall use the self-nominating procedures established in Article IX of these by-laws.
Article XI – Amendments
  1. Proposed amendments to these by-Laws may be presented in writing by any HBC member to the Board of Directors.
  2. An amendment shall have a first reading at one meeting and a second reading and be voted on at a following meeting. For ratification, a proposed amendment must receive a 2/3 majority vote of the Board of Directors, provided a quorum has been met.
Article XII – Financial Responsibilities
  1. The fiscal 12-month year will run from July 1st to June 30th of the following year.
  2. All funds raised in the name of the HBC will be deposited into the HBC account.
  3. The HBC Treasurer will maintain a record of deposits and disbursements and report income, expenses and available balance to the HBC, Inc. during the membership meetings.
  4. Gifts, grants, or bequests will be accepted by the HBC, provided the conditions of acceptance do not remove any portion of control of the organization from the HBC. The HBC will make every effort to use the donation as designated but reserves the right to use as the organization sees fit.
    1. The HBC reserves the right to reject a donation.
    2. All donations become the property of the HBC and are non-refundable.
    3. Any person or organization desiring to give a fit or make a grant or a bequest to the HBC should contact the President of the HBC, who will submit the proposed donation for the Board of Directors approval.
Article XIII – Waiver of Liability

Saline Areas Schools and the HBC recognizes the voluntary contributions made by its Coaches, Officers, Co-Chairs and other volunteers (herein after “Volunteers”) for the benefit of the HBC and the Saline High School Baseball program.   In consideration of the voluntary efforts, Saline Area Schools and HBC hereby holds such Volunteers harmless against any claims, actions, suits, liabilities, damages, costs and expenses incurred as a result of their volunteer work on behalf of Saline Area Schools and the HBC, except with respect to acts of willful misconduct or gross negligence.

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