TOWSONTOWNE RECREATION and PARKS COUNCIL CONSTITUTION and BY-LAWS
APPROVED BY TOWSONTOWNE RECREATION AND PARKS COUNCIL, OCTOBER 20, 2004.
APPROVED BY BALTIMORE COUNTY BOARD OF RECREATION AND PARKS December 8, 2004.
ARTICLE I: NAME, PRINCIPAL OFFICE, AND BOUNDARIES
SECTION 1: The name of this organization shall be
TOWSONTOWNE RECREATION AND PARKS COUNCIL.
SECTION 2: The principal office of this council is located in Towson, Baltimore County, Maryland. The address is 938 York Road, Towson, Maryland 21204.
SECTION 3: Boundaries of this organization are: From Falls Road (Rt. 25) and I-695, east along I-695 to Cromwell Bridge Road (Rt. 567), west along Cromwell Bridge Road to Providence Road, west along Providence Road to Joppa Road, then in an imaginary line south to the north end of Stevenson Lane, south along Stevenson Lane to Burke Avenue, west along Burke Avenue to Towsontowne Boulevard (adjacent to Towson University), then in an imaginary line due west to Falls Road, north along Falls Road to the start point.
ARTICLE II: PURPOSE
SECTION 1: Objectives
The object of this Council shall be to stimulate interest in public recreation.
To formulate policies, advise, recommend, promote and maintain public recreation affairs in this community in cooperation with the Baltimore County Board of Recreation and Parks and the Baltimore County Board of Education in accordance with the laws and agreements governing public recreation in Baltimore County and the State of Maryland.
To cooperate with local organizations interested in promoting and furthering the cause of recreation.
To assist the community in helping themselves to meet their recreation and parks needs by affording recreation direction only where wanted and where the people indicate a desire and willingness to help themselves.
To build the public recreation program in and about public school grounds, parks and facilities, and to identify that program with any organization, public or private, which promotes the public welfare, education, family relations and prevention of juvenile delinquency.
To offer leadership in coordinating and correlating all recreation activities of a similar nature in the community in order to maximize benefits to the citizens.
To conduct a public recreation program for all citizens regardless of race, religion, gender, mental or physical disabilities, or personal beliefs.
To solicit and encourage gifts of money and property for the benefit of the recreation program.
To pursue the aforementioned objectives in an effort to supplement the services of local government by reducing vandalism, community deterioration and juvenile delinquency and easing community tensions caused by prejudice and discrimination.
SECTION 2: CHARITABLE STATUS
Said organization is organized exclusively for charitable, religious, educational and scientific purposes, including, for such purposes, the making of distributions to organizations under Section 501 (C) 3 of the Internal Revenue code (or the corresponding section of any future Federal tax code).
No part of the net earnings of the organization shall inure to the direct benefit of, or be distributable to its members, trustees, directors, officers or their private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of Section 501 (C) 3 purposes. No substantial part of the activities of the organization shall be the carrying on of propaganda or otherwise attempting to influence legislation, and the organization shall not participate in or intervene in (including the publishing or distribution of statements) any political campaign on behalf of, or in opposition to any candidate for public office. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal income tax under Section 501 (C) 3 of the Internal Revenue Code (or corresponding section of any future Federal tax code) or (b) by an organization, contributions to which are deductible under Section 170 (C) 2 of the Internal Revenue Code, or corresponding section of any future Federal tax code.
Upon the dissolution of this organization, assets shall be distributed for one or more exempt purposes within the meaning of Section 501 (C) 3 of the Internal Revenue Code, or corresponding section of any future Federal tax code, or shall be distributed to the Federal government, or to a state or local government, for a public purpose.
ARTICLE III: MEMBERSHIP
SECTION 1. The membership of this organization shall consist of all persons at least 18 years of age, interested in supporting and promoting recreational activities and facilities in the Towsontowne Community, as defined under Article I Section 3.
SECTION 2. The following organizations within the Towsontowne Community may appoint a
Representative member. Representative members are encouraged to be active in
council affairs.
Public and Private School PTAs
Community/ Neighborhood Associations
Churches
Community Service Organizations (i.e. Elks, Optimists, Lions, etc.)
Charitable Organizations
SECTION 3. Any member who attends three (3) general council meetings during an administrative year will be considered a Member in Good Standing and will be granted full voting privileges for a period of twelve months following the date of
the third general council meeting attended.
SECTION 4: Any member in good standing of the Council is eligible to hold an elective office.
SECTION 5: The Board of Directors of TOWSONTOWNE RECREATION AND PARKS COUNCIL has final authority over the admission of candidates to the membership.
ARTICLE IV: BOARD OF DIRECTORS
SECTION 1: COMPOSITION AND QUORUM
The Board of Directors shall consist of seven (7) members: five (5) officers and two (2) directors. A simple majority of the Board present at a Board meeting shall constitute a quorum. No proxy votes may be cast.
SECTION 2: POWERS AND DUTIES
The Board of Directors shall have general charge and control of the affairs, funds and property of the Council. It shall present to the Council membership all approved major program activities, major policy changes and fundraising events.
It shall vote upon the removal or reinstatement of all Council members.
The Board of Directors shall have final authority over the selection of all Chairmen.
The Board of Directors shall hear and approve reports of the activities of the Towsontowne Recreation Council and has the right to curtail any activity which it deems inconsistent with the best interests of the Council.
The Board of Directors shall have the authority to adopt, amend, or rescind Standing Rules of the Council by a two-thirds vote.
Any action taken by the Board of Directors may be rescinded at the next general meeting by a two-thirds majority vote of the members in good standing.
SECTION 3: TERM OF OFFICE
The Board of Directors shall serve for a term of two years, commencing on June 1st and terminating on May 31st of the next succeeding year, or until their successors are elected. They shall assume their duties immediately following the election.
SECTION 4: VACANCIES
A vacancy among the Board of Directors shall be filled by a majority vote of the Board of Directors from a slate submitted by the Nominating Committee. Any person so elected shall serve until the expiration of the original term of office.
ARTICLE V: OFFICERS
SECTION 1: COMPOSITION
The officers of the Towsontowne Recreation Council shall consist of a PRESIDENT, VICE-PRESIDENT, SECRETARY, TREASURER, AND PARLIAMENTARIAN.
SECTION 2: POWERS AND DUTIES
The powers and duties of the OFFICERS shall be as follows:
President
The President shall be the executive officer of the council, and shall preside at meetings of the Board of Directors and the general membership. The President shall create committees and assign committee chairmen as deemed necessary with the approval of the Board of Directors. The President shall announce the business of the council, state all motions and put them to a vote, and announce the result of every vote. In the event of a tie vote, the President will cast the majority vote. The President should show impartiality in assigning the floor and make every effort to protect the rights of each member.
Vice President
The Vice President shall assist the President in the general supervision of the Council and shall perform the President’s duties in the absence of the President. The Vice President shall perform a periodic review of council programs to insure compliance with council objectives and policy.
Secretary
The Secretary shall keep the minutes of all council meetings, keep a record of all motions stated and record all votes thereon. The Secretary shall keep a list of all members in good standing and record the members present at each meeting.
Treasurer
The Treasurer shall supervise all fiscal affairs of the Council. The Treasurer shall record deposits and make disbursements in accordance with council financial procedures. The Treasurer shall keep full and accurate records of all council accounts and present financial statements to the board and general membership on a regular basis. The Treasurer shall present the annual budget to the Board of Directors prior to the beginning of the fiscal year. The Treasurer shall coordinate long range financial planning for the council. The Treasurer shall act as chairman for the Finance Committee. The Treasurer shall compile all necessary information and file a Federal tax return with the Internal Revenue Service each fiscal year.
Parliamentarian
The Parliamentarian shall be responsible for the proper conduct of all meetings of the Towsontowne Recreation Council in accordance with parliamentary rules of procedure.
SECTION 3: TERM OF OFFICE
Officers shall be elected for a term of two years, commencing on June 1st and
terminating on May 31st of the next succeeding year, or until their successors are
elected. They shall assume their duties immediately after their election.
SECTION 4: VACANCIES
A vacancy among the officers of the Council may be filled by a majority vote of
the Board of Directors. Any person so elected shall serve until the expiration of
the original term of office.
ARTICLE VI: COUNCIL RECREATION PROGRAMS
SECTION 1: NEW PROGRAMS
Any individual or organization desiring to begin a new recreation program under the auspices of the council will be required to present to the Board of Directors a proposal of their activity, including a proposed budget, facility requirements and the target market for the program. The program must be open to all members of the Towsontowne community who fall within the scope of the program. The Board will vote on approval of the new program and, if approved, will present the new program to the general membership at the next general meeting.
SECTION 2: CHAIRMEN
There shall be a volunteer chairman for each council program. The chairman shall be the primary representative of the program to the council. The chairman shall organize as many volunteers as necessary to assist in the operation of the program. The chairman shall prepare an annual budget for the program, make all deposits and request all disbursements or assign a Treasurer to carry out these responsibilities. The chairman shall keep an inventory of all program equipment. The chairman shall insure that at least one representative of the program is present at all general meetings to present a report on the activities of that program. The chairman shall preside at meetings of volunteers affiliated with the program on an as needed basis.
SECTION 3: PARTICIPANT CONDUCT
Participants; i.e., players, coaches, fans and instructors of Towsontowne Recreation Council Programs must maintain the highest degree of sportsmanship at all times and be ever mindful that at no time will participants of Towsontowne Recreation Council Programs be allowed the privilege of continued participation in its programs if such high standards of conduct and sportsmanship are not maintained.
Should participants’ actions, words, or conduct be questioned by any of the following:
Participants from other Recreation Councils
Members of the Towsontowne Recreation Council
Participants within the same Program of the Towsontowne Recreation Program
Members of Program Committee
Then the following procedure will be adhered to by the Board of Directors of the Towsontowne Recreation Council:
The Program Chairman will request a written report within two (2) weeks of the incident from the following:
The individual(s) citing the incident and suggesting the unsportsmanlike conduct;
The Recreation Council Site Leader (if applicable);
An Official, Referee, etc.;
That individual cited for unsportsmanlike conduct
The Program Chairman will forward all written correspondence from the above to the President of the Towsontowne Recreation Council.
The President of the Recreation Council shall convene a Board of Directors meeting with the Program Chairman and by majority vote of the Board may exercise any of the following actions:
Dismiss the Participant from any further participation in Towsontowne Recreation Council activities, or
Dismiss the Participant from further participation in the Program where such actions occurred, or
Suspend the Participant from further participation in Towsontowne Recreation Council Programs for one (1) calendar year, or
Suspend the Participant from further participation in the Program where such action occurred for one (1) calendar year, or
Conclude that the matter does not constitute unsportsmanlike conduct and let the matter be closed.
SECTION 4: APPEALS PROCEDURE
Should a volunteer, participant, parent of a participant or any interested individual disagree with a judgment or ruling made by a program chairman, that individual may approach the Recreation Council to seek a remedy for the problem.
The following procedure will be followed:
The individual making the appeal must be certain that there is no chance that the ruling in question will be reversed at the program level.
The individual making the appeal must then submit a request for a hearing on the issue. This request must be in writing and must be directed to the Recreation Council Vice President.
The Vice President will hold a hearing of appeal with the Program Chairman, the Program Committee and the Baltimore County Community Supervisor.
It is hoped that a solution will be found at this level.
Lacking an agreement by all parties concerned at the program level, the Vice
President must present the written appeal to the President of the Recreation Council.
The President, satisfied that proper procedures have been followed, will decide either to call a special meeting of the Board or place the issue of the appeal on the agenda for the next Council meeting.
The President will make a reasonable attempt to assure that all parties are adequately represented at that meeting.
At that meeting, arguments by all parties involved in the matter will be heard.
It is then up to the Recreation Council to make a final decision on the matter. Only Council members in good standing and present shall be allowed to vote on the matter at the Council level.
Further appeal may be made in writing to the Baltimore County Board of Recreation and Parks.
SECTION 5: AFFILIATE MEMBERSHIP
The Towsontowne Recreation Council allows all nonprofit organizations within their geographic boundaries to participate in Towsontowne Recreation Council as an affiliate member. Affiliate members are allowed to maintain their own separate financial accounts; however, they are required to annually provide Towsontowne Recreation Council with a financial statement detailing income and expenses the affiliate has incurred for all programs being conducted through the Towsontowne Recreation Council.
Affiliate organizations must provide open participation for all residents with Towsontowne Recreation Council boundaries.
Affiliated organizations must provide scholarships so that participants are not precluded because of cost.
Affiliated organization members are not considered volunteers of Baltimore County and, therefore, shall provide their members with liability insurance.
ARTICLE VII: ELECTION OF OFFICERS
SECTION 1: The Nominating Committee shall submit a slate of officers and members of the board to the Board of Directors in April. The nominations shall be submitted to the general membership by the Nominating Committee at the May general meeting. Elections shall be held at the May meeting and Officers shall take office
June 1.
SECTION 2: Nominations from the floor may be made at either the April or May meetings. The person nominated must be present or his written consent must be presented at the time of the nomination.
ARTICLE VIII: MEETINGS
SECTION 1: ADMINISTRATIVE YEAR
The Towsontowne Recreation Council administrative year shall be June 1st
through May 31st.
SECTION 2: BOARD MEETINGS
The Board of Directors shall meet a minimum of nine times during the administrative year. Other meetings shall be held at the discretion of the Board of Directors. Board meetings should be held in August, September, October, November, January, February, March, April and May.
SECTION 3: GENERAL MEETINGS
General meetings of the Council shall be held in each of the following months: September, November, January, March and May. Dates for those meetings shall be designated in August and notification of these meetings shall be sent to all Board members, Officers and Activity Chairpersons.
SECTION 4: QUORUM
A. Board Meeting:
A simple majority of Board members will constitute a quorum of any board meeting.
B. General Meeting: The presence of twenty-five percent of the members in good standing shall constitute a quorum for any general meeting.
ARTICLE IX: COMMITTEES
SECTION 1: STANDING COMMITTEES
The following Standing Committees shall be appointed by the President with the advice and approval of the Board of Directors. The President shall appoint the Committee Chairman who shall be required to report on the activities of the committee as the Board of Directors requests. Committees may be added as needed.
A. Nominating Committee
This Committee shall consist of three persons selected by the President who shall prepare and submit a slate of officers and members of the Board of Directors to the general membership as specified in Article 7.
B. Finance Committee
This Committee shall consist of three members: the Treasurer, Vice President and one member of the Board appointed by the President. Their duties shall be:
a.) supervise the expenditures of the general fund of the Council;
b.) formulate an annual operating budget for the Recreation Council;
c.) recommend to the Board for their consideration, investments of available funds as the circumstances or opportunity may warrant, and review and report to the Board the performance of the investments.
ARTICLE X: FISCAL POLICIES (Also see Attachment #F-1)
SECTION 1: FISCAL YEAR
The fiscal year shall be January1st through December 31st.
SECTION 2: ACCOUNTS AND AUDIT
All accounts shall be placed under the supervision of the current Treasurer. The books and accounts shall be kept in accordance with generally accepted accounting principals and shall be audited annually. A copy of the audited financial report shall be made available to the members of the Council. Each member of the Board of Directors shall be given a full copy of the audited financial report. An audit by an outside independent auditor must be conducted at least once every three (3) years.
SECTION 3: TREASURER’S REPORT
The Treasurer’s report shall include the balance in all program accounts and the general fund.
SECTION 4: EXECUTION OF INSTRUMENTS
All contracts and other instruments, excluding checks, shall be executed in the name of the TOWSONTOWNE RECREATION AND PARKS COUNCIL by the President and the Treasurer. In the absence of the President or the Treasurer, any other Officer may act in place of such absent officer. Checks shall be signed by the Treasurer and the President or Vice President. Council deposit slips shall be used to deposit all receipts and council voucher forms shall be used to request all disbursements.
SECTION 5: BONDING
The Treasurer and such other members of the Recreation Council as designated by the Board of Directors shall be BONDED, in the amount determined by the Board of Directors.
SECTION 6: LIMITATION ON USE OF ASSETS
No part of the assets of this council shall inure to the benefit of, or be distributed to, its members, trustees, officers, or other private person, except in reasonable compensation for services rendered in furtherance of its stated objective.
SECTION 7: DISSOLUTION
In the event of the dissolution of the Towsontowne Recreation Council, its assets shall be distributed either to another organization exempt under Section 501( C ) 3 of the Internal Revenue Code, or to the Baltimore County Department of Recreation and Parks to be used for a public purpose.
SECTION 8: ASSESSMENTS
The purpose of the general fund is to finance the operations of the Council and its programs. Each activity shall contribute to the general fund an amount to be ascertained by the Board of Directors and outlined in the council financial procedures. The Treasurer shall transfer assessments from activity accounts into the general fund on an annual basis.
ARTICLE XI: PARLIAMENTARY AUTHORITY
Robert’s Rules of Order, Newly Revised, shall be the parliamentary authority for all matters of procedure not covered by the by laws, or by specific rules of procedure adopted by the Council.
ARTICLE XII: STANDING RULES
The Standing Rules may be made or amended at any regular meeting of the Board of Directors by a two-thirds vote.
ARTICLE XIII: AMENDMENTS
Amendments to the Constitution and By-Laws may be adopted at regular meetings of the membership by a two-thirds majority vote of those present; provided however, that such amendment has first been submitted in writing to the Board of Directors for approval or disapproval and the recommendation of the Board as to its adoption or rejection shall be stated to the membership at said regular meeting.
ARTICLE XIV: PROCEDURES FOR PRESENTATIONS OR
PROPOSALS TO THE BOARD
The final item on the agenda of regular Board meetings shall be “Comments byIndividual Citizens” who must register with the Secretary at the meeting prior to such time that said meeting begins. Each individual presentation or proposal shall be limited to three (3) minutes.
Any proposal must be received by the Board Chairman in writing at least seven (7) days prior to a regular Board meeting if said proposal is to be placed on the agenda for appropriate Board action.
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