Mason Home Run Club
Bylaws
Amended: January 28, 2016
Article I – Name
The Name of this organization shall be Mason Home Run Club (MHRC or Club). MHRC shall be a nonProfit organization affiliated with the William Mason High School, Mason Ohio.
Article II – Purpose
Section 1
The purpose of this organization shall be to engender, foster and promote the baseball
program at William Mason High School.
Section 2
To achieve this purpose, MHRC shall:
1. Assist and support the administration of interscholastic baseball program as
requested or approved by the athletic director.
2. Acquire equipment and facility improvements deemed desirable by the baseball
coach and athletic director but not specifically provided for by the district school
Board.
3. Conduct programs deemed desirable by the baseball coach and athletic director, not
specifically provided for by the district school board.
4. Fund Club activities and initiatives.
5. Solicit contributions, including in kind donations on behalf of the baseball program
at William Mason High School.
6. Engage in activities that will assist or contribute to the furtherance of William
Mason High School.
7. Cooperate with the principal, athletic director or other designated official of Mason
William High School in programs that further the welfare of the student body. Such
programs are not to be limited to interscholastic sports.
8. Engage in no activity that may compromise player eligibility.
9. Proactively disseminate information concerning OHSAA rules to parents and players.
10. Proactively disseminate information concerning NCAA rules to parents and players.
11. Support an environment that facilitates the players’ reaching their potential,
recognizes their efforts and helps them be more effective at transitioning to the
next level should they desire to do so.
12. Consistently strive to ensure that William Mason High School baseball embodies
both in image and in fact, a program comprised of the best in growth, competition,
integrity, and sportsmanship.
13. Work cooperatively with other athletic booster clubs in William Mason High School
to the benefit of all.
14. Work with the athletic director to identify the baseball program’s long term needs,
fine tune the Club’s role, develop a synchronized migration plan, and coordinate
Club activities with those of the athletic department.
Section 3
No part of the revenue of the Club shall inure to the benefit of, nor be distributed to its
members, officers or other private person; except that the Club shall be authorized and
empowered to pay reasonable compensation for services rendered and to make
payment and distribution in furtherance of the purposes set forth in Article II, Section 1
and Section 2 hereof. No Substantial part of the activities of the Club shall be the carrying
of propaganda or otherwise attempting to influence legislation. The Club shall not participate
in any political campaign on behalf of any candidates for public office. The Club shall not carry
on any other activity not permitted by a corporation exempt from Federal Income Tax under
Section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any
future United States Internal Revenue Code).
Section 4
In the event of the dissolution of MHRC, the Board of Directors shall, after paying or making
provision for the payment of all the liabilities of the Club, dispose of all the assets of the Club
exclusively for the purposes set forth in Article II, Section 1 and Section 2 hereof or to William
Mason High School.
Article III – Membership
Section 1
Eligibility – Membership shall be open to all parents of students enrolled in Mason City Schools
and to interested community members.
Section 2
Acceptance for Membership – MHRC has two classifications of Members.
1. Full Membership –
a. All parents of students who are enrolled in William Mason High School and have made
one of the school’s baseball teams are automatically voting members as long as they
meet the following standards and requirements:
i.
Attended at least 2 of the last 4 meetings of the MHRC.
ii.
Their child’s Mason High School Pay to Play account is current.
iii.
Comply with the spirit and the letter of the Bylaws and Policies of MHRC.
b. All parents of students who are enrolled in William Mason High School and are
members of one of the school’s baseball teams are automatically voting members as
long as they meet the following standards and requirements:
i.
Comply with the spirit and the letter of the Bylaws and Policies of MHRC.
ii.
The Board votes by a simple majority to dispense with the requirement to
have attended at least 2 of the last 4 meetings of the MHRC and/or the
requirement that their account is current.
2. Special Membership
a. Special Membership shall be open to all parents of students enrolled in Mason City
Schools and to interested community members who do not qualify for Full
Membership but:
i.
Comply with the spirit and the letter of the Bylaws and Policies of MHRC.
ii.
Are voted in by a simple majority of the Full Members in attendance.
Section 3
Rights and Responsibilities
1. Full Members
a. Actively contribute to the discussion of Club affairs
b. Chair or serve on committees
c. Nominate Officers
d. Elect Officers
e. Inspect the Club’s records and books with proper cause
f. Vote to adopt or amend Club Policies and Bylaws
g. Be elected an Officer
2. Special Members
a. Actively contribute to the discussion of Club affairs
b. Chair or serve on committees
Section 4
Termination of Membership – Membership may be terminated through voluntary resignation
or for just cause. If any member engages in activities detrimental to the Club or for failure to
comply with the spirit and the letter of the Bylaws and Policies of MHRC, s/he may be
terminated as a member with a vote of not less than four fifths of the Board. If requested by
the member in writing, the Board will conduct a hearing prior to the vote.
Article IV – Pay to Play Fees
All Pay to Play fees incurred by William Mason High School should be paid in full at the required due date in
order to be a Full Member.
Article V – Organization and Governance
Section 1
Organization – MHRC is comprised of Full & Special Members who shall conduct the
activities of the Club. The Full Members shall elect five from their ranks to be Officers. The
five Officers comprise the Board of Directors, herein referred to as the Board. Committees will
Be formed and Committee Chairs (Chairs) will be appointed at the discretion of the Board.
Section 2
Governance – A Board of Directors shall govern the affairs of MHRC and shall be selected
according to these Bylaws. The act of a majority of the Officers present at a meeting at which
quorum is present, shall be the act of the Officers, except where otherwise provided by these
Bylaws.
Section 3
Board Composition - The Board of Directors is comprised of 5 elected members, the
Officers of the Club: President, Vice-President, Secretary, Treasurer and a Member at Large.
Section 4
Officer Qualifications – To be eligible to be an Officer, an individual shall be a Full Member in
good standing. The same person may not hold two elected offices at the same time. A person
may serve as an Officer and one or more appointed position(s) concurrently. Officers can
succeed themselves.
Section 5
Officer Nomination – All Full Members in good standing are eligible to nominate individuals for
offices. The names of the prospective nominees shall be presented to the Officers, and the
general membership, at least fourteen days prior to the annual meeting. Additional
nominations nay be made from the floor at the annual meeting.
Section 6
Officer Election – New Officers shall be elected each year for a term of one year. The new
Officers will begin their terms of office on June 1st and preside over the June meeting. In the
event that there are more nominees than vacancies for Officers, the election shall be by
written ballot. A simple majority of the Full Members in attendance is required to win the
election.
Section 7
Officer Vacancies – In the event of vacancy occurs as a result of death, resignation, disability
or termination, the Board shall elect a new Officer from the Full Members to fill the vacancy
and to serve until the next annual meeting.
Section 8
Quorum – Three-fifths of the Officers shall constitute a quorum for the transaction of business
at any meeting of the Board. If a quorum is not present, any lesser number may adjourn the
meeting at any time.
Section 9
Committees – The Board may establish or dissolve committees, as it deems necessary to
conduct the affairs of the Club. Committees may be comprised of a Chairperson and as
many volunteers as needed to accomplish their mission.
Section 10
Compensation – Officers, Committee Chairs, and Members shall receive no compensation
for their services.
Article VI
Board of Director Duties & Responsibilities
Section 1
Responsibilities – Responsibilities of the Board Include:
1. The Board shall have the responsibility for the management and direction of MHRC.
2. The Board shall call and cancel meetings.
3. The Board shall draft and recommend amendments to the Bylaws of MHRC.
4. The Board shall draft and recommend amendments to the Policies of MHRC.
5. The Board shall have the authority to establish a Club budget and charge fees where
necessary.
6. The Board shall create or dissolve committees as needed in their judgment to forward the
purpose set forth in Article II, Section 1 and 2. The Board will prescribe each committee’s
function and authority.
7. The Board shall make appointments to Committee Chairs. The Board can remove any
member of any committee whenever, in the judgment of the Board, it would be in the
best interest of the Club.
8. The Board shall investigate the charges of Club member conduct that is not consistent
with the Bylaws, Policies, or Procedures. The Board shall make decisions concerning the
results of the investigation and act appropriately on their findings.
9. The Board may authorize individual deviations from Policies and Procedures on a case-by –
case basis.
10. The Board may authorize such other activities as may be consistent with the objectives of
the Club as stated in Article II, Sections 1 and 2, consistent with the direction provided by
the Mason Athletic Director, and permitted by pertinent regulations of the State of Ohio
and the United States Internal Revenue Code for organizations of this type.
Section 2
Actions - The Board can initiate actions in the following manner:
1. Membership applications and routine issues – The Board can vote on any membership
application or routine issue during the same meeting in which the request action is
introduced.
2. Policy Changes – The process to change a Policy has 4 steps:
a. The Board shall draft the proposed change
b. The proposed change is read and discussed in a Club meeting.
c. The proposed change is read and discussed at a second Club meeting.
d. The proposed change is voted on by the Board and passes if it receives a 3/5’s (three
fifths) majority.
3. Bylaws Changes – The process to change a Bylaw has 4 steps;
a. Board shall draft the proposed change.
b. The proposed change is read and discussed in a Club meeting.
c. The proposed change is read and discussed in second Club meeting.
d. The proposed change is voted on by the Board and passes if it receives a 4/5’s (four
fifths) majority.
Article VII – Officers’ Duties & Responsibilities
In addition to their duties and responsibilities as members of the Board, the duties of the Officers shall be as
follows:
1. President: Working with the rest of the Board, the President shall have primary responsibility
for the management and direction of the Club. The President shall preside over all meetings of
the Board of Directors. The President shall appoint all members of committees and shall act as
ex-officio member of all committees. The President is empowered and required to correct any
action by any member of any committee that is not consistent with the Bylaws, Policies, or
Procedures. The President is responsible for insuring that all elected and/or appointed
position holders carry out their functions as outlined by the Bylaws, Policies, and Procedures.
The President may sign, with the secretary or any other Officer of the Club, any contracts,
leases or other instruments, which the Board has authorized to be executed. The President
shall perform all duties incident to the office and such other duties, as may be prescribed by
the Board.
2. Vice – President: Shall perform the duties of the President in the absence or incapacity of the
President and when so acting, shall have all the powers of the President and be subject to the
same restrictions. The Vice – President shall assist the President in his/her duties as requested
by the President. The Vice – President shall perform other duties assigned to her/him by the
Board.
3. Secretary: Shall be responsible for establishing, maintaining, and archiving the Club’s records.
This shall include Club membership, correspondence, minutes, Lessons Learned Binder, and
team rosters. The Secretary shall take and publish, in good form, the minutes of Board of
Directors and Club meetings and shall conduct the correspondence of the organization. The
Secretary shall notify all members of the time and place of meetings.
4. Treasurer: Shall be responsible for overseeing the Club’s finances and financial records. The
Treasurer shall be responsible for receiving all payments to the Club and for paying all properly
presented, authorized Club expenses. The Treasurer shall maintain a record of such receipts
and payments and shall render a detailed accounting to the Club. The Treasurer shall provide
a financial report at each meeting of the Board. The Treasurer shall publish an annual report
for the membership and the Athletic Director at William Mason High School. The financial
records of the organization shall be inspected each year after the election of the Officers. The
Board shall designate another officer to perform the inspection. The Treasurer shall establish
proper accounting procedures for the handling of the Clubs funds, and shall be responsible for
keeping funds in banks, trust companies, and/or investments that are approved by the Board.
5. Board Member at Large: The Board member at large has no duties other than to actively
participate in Board deliberations and to vote on issues acted on by the Board.
Article VII – Fiscal and Elective Years
Section 1
Section 2
Section 3
The Fiscal Year runs from July 1st – June 30th.
The Elective Year runs from June 1st – May 31st.
The Archive Year coincides with the Elective Year.
Article IX – Committees
Section 1:
Committees – The Board shall create and disband such committees, as it deems necessary to
forward the purpose set forth in Article II, Section 1 and 2. The Board shall prescribe the
committee functions in the form of a written policy and designate a chairman. No committee
shall act on behalf of the Board unless specifically authorized to do so.
Section 2
Committee Chairs and Members (Appointed Positions) – The Board may appoint a Full
Member to oversee each committee as the Committee Chair. The Chair, a member of the
committee, can nominate other members to the committee. These members are appointed to
the committee upon approval by the Board. Any member of any committee may be removed
by the Board whenever, in the judgment of the Board, it would be in the best interest of the
Club.
Appointed positions shall be appointed for a term of one (1) year at the Annual Meeting.
Appointed position holders may hold more than one appointed position in a given year and
may succeed themselves. At the Board’s discretion, all appointed positions need not be filled
in a given year.
Section 3
Rules – Each Committee may adopt rules for its own government that are consistent with the
MHRC Bylaws, Policies, and Procedures; and are consistent with the purpose set forth in
Article II, Section 1 and 2.
Section 4
Records – Each committee shall maintain records of its activities and provide a written
summary to the Secretary. This information should be in sufficient detail to guide the person
holding that position the following year.
Section 5
Duties – The duties of the appointed positions shall be organize, plan, and direct committee
activities in conformance with the authority and responsibilities delegated to the committee
by the Board.
Article X
Meetings
Section 1
Regular Meetings – Regular Meetings of the membership shall be held as needed, but not less
than four (4) times per year. All members are invited. The Board will set the initial schedule of
meetings for the year at the June meeting. The Board can amend the meeting schedule, as
they deem necessary, but they shall provide at least five (5) days’ notice before any changed
date.
Section 2
Annual Meeting – An Annual Meeting of the membership shall be held each May, upon at least
fourteen (14) days’ notice, including the date, time and location in the notice. One major
objective of the meeting will be to elect Officers for the next year. The Annual Meeting shall
qualify as one of the Regular Meetings.
Section 3
Special Meetings – The President may call a special meeting with (5) days’ notice to the
membership. A Special Meeting can also be called by a vote of not less than two fifths of the
Full Members.
Section 4
Board Meetings – The President may call Board meetings with five (5) days’ notice to the
Officers.
Section 5
Quorum – To constitute a quorum, a minimum of 3/5 of the Officers must be present at any
Regular, Special, Annual meeting. To constitute a quorum at a Board meeting, a minimum of
4/5 of the Officers must be present. If the Board approves unanimously, a Board Meeting can
be conducted via email.
Section 6
Notice of Meetings – Meeting schedules and notices will be distributed via email and state the
date, time, location, and type of meeting. The initial annual meeting schedule will be
distributed to prospective members in the late fall or early winter. Changes to the schedule
will be distributed to prospective members providing at least five (5) days’ notice prior to any
Meeting that has changed. The Head Baseball Coach and the Athletic Director at William
Mason High School will be copied on all meeting schedules and notifications.
Article XI – Liability
Members of the Board shall not be personally liable for any legal or financial action taken against MHRC as
Long as they have acted in good faith in what is considered the best interest of MHRC and are not guilty of
negligence, willful or wanton misconduct.
Section 1
Financial Books, Records, and Chart of Accounts – The Club shall keep detailed, accurate, and
timely financial records. The contents, form, and processes of which shall be defined by
written Policy.
If requested by the Board, a chart of accounts that accurately reflects the income, revenue,
expenses, assets, and liabilities of the Club, shall be prepared and maintained by the Treasurer.
Section 2
Proceedings – The Club shall keep detailed, accurate, and timely records of the proceedings
of its Board, Regular, and Special Meetings, and the proceedings of Committee meetings for
all Committee designated by the Board through a written Policy. In the event that the Board
delegates to a Committee any authority specifically designated to the Board in these Bylaws,
the Board shall require the Committee to record their proceedings.
Section 3
Archive – An archive of books, records, financial statements, and relevant documents will
be maintained in the Athletic Department on school premises. The contents, form, and
processes of which shall be defined by written Policy.
Section 4
Audit – Any full member in good standing may inspect all books and records of the Club for any
proper purpose at any reasonable time. However, upon approval of the Board, certain data
that does not affect the substance of the information may be summarized or redacted to
protect the privacy of students. At the end of each fiscal year, an official inspection will be
conducted and a report submitted to the President.
Article XIII – Contracts, Checks, Deposits, & Funds
Section 1
Contracts – The Board may authorize any Officer, in addition to those so authorized by these
Bylaws, to enter into any contract or to execute and deliver any instrument in the name and
on behalf of the Club. Such authority may be general or confined to specific instances, but
shall be incorporated into the Club records.
Section 2
Checks, Draft, etc. – All checks, drafts, or other orders for the payment of money, notes or
other evidence of indebtedness, issued in the name of the Club, shall be signed by an Officer
of the Club, the identity of whom will be designated by a majority of the Board. At least 2
Officers, one of which is the Treasurer, shall be authorized to sign these instruments. A single
checking account shall be retained in the name of the MHRC from which disbursements must
be made. Except for revenue from interest bearing instruments and savings accounts, all
revenue received by MHRC must be initially deposited in this account. The Board may
authorize savings accounts, savings certificates, and/or interest bearing instruments in the
name of the MHRC. Withdrawals from these accounts shall be deposited into the checking
account for disbursement. The Board shall approve all payments by the Club. Prior to
committing the Club to the liability, the Board must approve all business transactions that,
in total, will exceed $500. At least two (2) Officers, one of which is the Treasurer, must be
authorized by the bank to sign Club checks.
Section 3
Deposits – All funds of the Club shall be deposited in a timely manner to the credit of the
Club in such banks, trust companies, or other depositories the Board may select.
Section 4
Gifts – The Board may accept on behalf of the Club, any contribution gift, bequest or device
for any special purpose of the Club.
Article XIV – Information and Privacy
All information created or collected by MHRC becomes property of MHRC. It is the sole use of MHRC in an
effort to promote the baseball program at William Mason High School. No Officer or Member of MHRC may
distribute any MHRC documents to anyone other than an active MHRC Member without the expressed written
consent of the MHRC Board. Said documents would include but not limited to: statistics, rosters, Bylaws,
Policies, Procedure, Rules, minutes, emails, and/or other documents procured or produced by the MHRC.
Anyone violating this provision is subject to disciplinary action by the MHRC Board, up to and including
suspension from the Club.
Article XV – Parliamentary Procedure
“Robert’s Rules of Order, Revised” shall govern the proceedings of this organization and all meetings thereof
when not in conflict with these Bylaws.
Article XVI – Amendments to Bylaws
Section1
Procedure – These Bylaws may be altered, amended, or repealed, new Bylaws may be adopted
by a four fifths (4/5) majority of the Full Members in attendance at any meeting of the Board,
provided that at least five (5) days written notice is given stating the intention to alter, amend,
repeal or adopt new Bylaws.
Section 2
Notice – When any amendments to the Bylaws have been made, copies of such amendments,
or a complete revised copy of the Bylaws as amended, shall be mailed within thirty (30) days
to each Officer, the high school principal and the high school athletic director.
Article XVII – Dissolution
A four-fifths vote of the Board of Directors is required to dissolve and end this Club. In that event, the Club’s
assets shall be distributed as required by Article II, Section 4.