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. There shall be two divisions of POSA: Pend Oreille Sports Association which will encompass the following sports: Soccer, Basketball, and Volleyball, and Pend Oreille Little League (POLL) which will oversee Baseball. No other name shall be used to represent the organization in matters legal or otherwise. There are subdivisions to each division, POLL has Allstars to represent any teams that enter district or post-season tournaments. POSA has PC United to represent our competitive-level soccer teams.
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.
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.
Pend Oreille Little League requires any individual or parent/legal guardian who wishes to be a member of the association to select the option to join the membership during registration and provide a signature.
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.
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.)
POLL (Pend Oreille Little League is affiliated with Little League and will adhere to the rules, regulations, and policies of Little League in all matters.)
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.
Section 1 – Purpose
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.
Section 2 - Director Numbers
The POSA Board will consist of a minimum of five and a maximum of 13 members.
Section 3 – Election
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.
Section 4 – Resignation
Any Director wishing to resign his/her position before the completion of his/her term must do so in writing.
Section 5 –Removal
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.
Section 6 – Vacancies
If a Director position becomes vacant a replacement will be appointed by the Board to serve the remainder of the term.
Section 7 – Meetings
Meetings of the Board are in-person meetings that are scheduled for the second Sunday of each month unless otherwise established by the board. Virtual meetings are only allowed for inclement weather and emergency voting situations. Virtual meetings are at the discretion of the executive committee. Notice of meetings, changes to meeting dates, and scheduling of other Board meetings are not subject to prior notice of POSA membership. Meetings of the Board may be called by a majority of the Executive Committee. A quorum will consist of 1/3 of the Board membership. Proxy voting is not permitted. All meetings shall be governed by Robert's Rules of Order.
Section 8 - Voting
In matters which come before the Board lawfully assembled, each Director shall have one vote. No Director shall have more than one vote.
Section 9 – Authority
The Board of Directors shall in all matters transact all business of POSA and POLL 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 or POLL. 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 or POLL. At least one Director must sit on each standing committee.
Section 10 - Executive Committee
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.
Section 1 - Election/Term/Titles
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. In the event of a vacancy in an officer position, the Board shall elect a replacement to serve the remainder of that term.
Section 2 – President
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 or his/her designee will stand as the Little League representative at all meetings for District 13. 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.
Section 3 - Vice President
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.
Section 4 - Secretary
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 and POLL pertaining to the business thereof, and to notify all Board members of Board proceedings.
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.
Section 5 - Treasurer
The principal duties of the Treasurer shall be the care of and custody of all funds of POSA and POLL. 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)
Other functions and duties of the Treasurer are outlined in Article XI of these Bylaws.
The Treasurer shall perform his/her responsibilities with the assistance of the Bookkeeper.
Section 6 – Safety Officer
The principal duties of the Safety Officer shall be to ensure all programs under POSA and POLL 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.
Standing committees shall be established, consolidated, or abolished by the Board of Directors as needed. Any member of POSA, unless otherwise indicated in these Bylaws, may serve as a committee member with the approval of the Board.
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.
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.
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.
Section 1 – Soccer Committee
The Soccer committee is responsible for the coordination of all activities relevant to the planning and execution of soccer. These activities include player registration, team roster development, scheduling, player clinics, communications, and maintenance of player and coach records. This committee shall keep records of all soccer-related activities including volunteer duties, contract services, facility needs, communications, team recruitment, fee collection, etc. Activities of the soccer committee will require the cooperation of the Board of Directors.
Section 2 – Basketball Committee
The Basketball Committee is responsible for the coordination of all activities relevant to the planning and execution of basketball. These activities include player registration, team roster development, scheduling, player clinics, communications, and maintenance of player and coach records. This committee shall keep records of all basketball-related activities including volunteer duties, contract services, facility needs, communications, team recruitment, fee collection, etc. Activities of the basketball committee will require the cooperation of the Board of Directors.
Section 3 - Volleyball Committee
The Volleyball committee is responsible for the coordination of all activities relevant to the planning and execution of volleyball. These activities include player registration, team roster development, scheduling, player clinics, communications, and maintenance of player and coach records. This committee shall keep records of all volleyball-related activities including volunteer duties, contract services, facility needs, communications, team recruitment, fee collection, etc. The activities of the volleyball committee will require the cooperation of the Board of Directors.
Section 4 – Pend Oreille Little League (POLL)
The Pend Oreille Little League board will be responsible for the coordination of all activities relevant to the planning and execution of Little League in Pend Oreille County per the Little League rules and regulations. POLL has its constitution and by-laws that it must adhere to and will continue to operate as its own identity.
Section 5 - Fields/Equipment/Safety Committee
The Field/Equipment/Safety Committee shall be responsible for the acquisition, storage, and distribution of all team, player, coach, and field equipment. Activities of the committee shall be coordinated with the Vice President, Fields/Grounds director, and Safety officer.
Section 6 –Fundraising Committee
The Fundraising Committee is responsible for raising funds and donations to support the programs, maintain facilities, and pay the debts of POSA. This includes researching and recommending fundraising opportunities to the POSA board. Look at opportunities locally and nationally to find companies to sponsor teams, soccer fields, and tournaments. The Fundraising committee will be led by the Director of fundraising.
Section 7 – Volunteer Committee
The Volunteer Committee is responsible for enlisting POSA parents and family members to aid in the development and maintenance of the soccer complex and staff a variety of specific projects to help run POSA. This includes developing and maintaining a required hour tracking system for each family, posting available volunteer hours, and sending out communications regarding those hours. The Volunteer Committee will be led by the Volunteer Director.
Section 8 – Communications Committee
The Communications Committee is responsible for overseeing all forms of POSA communication. This includes the POSA website, club-wide email correspondences, Facebook, and other social media platforms, as well as local school communication methods such as the school PTO. The Communications committee is also responsible for maintaining all POSA member email addresses to ensure communications are going to the correct individuals.
Section 9 – Finance Committee
The Finance Committee is responsible for reviewing current financial-related processes, procedures, and programs and recommending/implementing improvements approved by the POSA board. Financial-related areas would include collecting income, paying expenses, creating annual budgets, creating monthly operation reports, researching outside income possibilities, and reviewing existing insurance contract(s).
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.
All fees shall be approved annually by the Board of Directors. Cases of player indigence shall be referred to the Executive committee.
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.
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.
Financial statements shall include a balance sheet and earnings statement, produced according to generally accepted accounting principles.
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).
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.
POSA exists to promote the development of youth in our community through participation in athletic competition.
