By-Laws
OAK GROVE MEMORIAL
PARK AND RECREATION BOARD
BYLAWS
The Name and Purposes for which this nonprofit organization has been established are set forth in the Articles of Incorporation.
NAME
The name of this organization shall be the OAK GROVE MEMORIAL PARK and RECREATION, INC hereinafter called the OGMP.
PURPOSES
The purpose of this organization is to establish a community park on the site of the original Oak Grove Elementary and High School.
BYLAWS
ARTICLE I. BOARD OF DIRECTORS
The Board shall consist of five (5) voting members, each appointed for three year terms. Members may be appointed and approved by the Jefferson County Commission. In addition, the Board of OGMP shall be encouraged to appoint additional persons for the positions of Fund Raisers and Maintenance. In addition, members shall serve without compensation.
ARTICLE II. POWERS AND DUTIES OF THE BOARD
Deriving its authority from the Jefferson County Commission, the Board Members shall have full power and authority to administer and be responsible for the management of the business and affairs of the OGMP. The Board shall receive and disburse funds, concur on all program features and policy matters as related to the main purpose of the organization, be responsible for the use and maintenance of the property of OGMP and submit an annual report (if requested) to the Jefferson County Commission.
ARTICLE III. MEETINGS
A. The Board shall meet each month, or may be called into special session at the discretion of the President.
B. Any Board member who is absent from three (3) consecutive regular meetings will be ask to resign their seat on the board.
ARTICLE IV. ELECTION OF OFFICERS
The President shall invite the Board members to nominate officers to serve for the following term. The newly appointed member must be approved by the Jefferson County Commissioner.
ARTICLE V. OFFICERS
The Officers of the Board shall consist of the President, Vice President, Secretary and Treasurer.
ARTICLE VI. DUTIES OF THE OFFICERS
A. PRESIDENT: shall be to preside at all meetings of the Board and to perform all the usual duties incident to this office.
B. VICE PRESIDENT: shall be to preside at all meetings in the absence of the President, and to perform such other duties as prescribed from time to time by the Board.
C. SECRETARY: shall be to record the proceedings of all meetings. He/she shall record in the minutes of the Board the approval or confirmation of all expenditures.
D. TREASURER: shall be to handle all monies of the OGMP, keeping proper accounts thereof. The treasurer shall be required to deposit all receipts in a proper bank account and shall make all payments by check. or debit card. The Treasurer shall submit all accounts to the Board for approval before making payment, except in certain special instances where the Treasurer can make payment with the approval of the President, but in such instances the account shall be submitted to the next meeting of the Board for confirmation. The Treasurer shall close the Books of the Board as of December 31st in each year, and shall have them audited and shall present a Financial Statement to the Annual Meeting. The Board Treasurer should be listed and have access on all checking accounts associated with Oak Grove Memorial Park.
ARTICLE VII. QUORUM
Three (3) members personally present shall constitute a quorum at all meetings of the Board.
ARTICLE VIII. VOTES
Questions arising at meetings of the Board shall be decided by a majority of votes of the members present, and in the case of an equality of votes, the President, if he/she has not already voted as a member, shall give the deciding vote, otherwise the motion is lost for that session.
ARTICLE IX. VACANCIES IN THE BOARD
If a position on the Board becomes vacant by reason of death, resignation, and disqualification or otherwise, the Board shall name a successor for the remainder of the unexpired term. This new member must be approved by the Jefferson County Commission.
ARTICLE X. COMMITTEES (example: Football and Baseball)
A. The President shall appoint committees as deemed necessary, consisting of a President, appointed by the Board, with the power to add additional committee members from the community at large, with the confirmation of the Board required for such additions.
B. The Committees President shall initiate, supervise and coordinate the overall recreation activities as related to the authority of the Board; he/she shall be the person responsible for carrying out the policies determined by the Board of Directors and shall have the right and duty to attend all meetings of the Board, and to take part in the deliberations, but he/she shall not have the right to vote.
ARTICLE XI. FISCAL YEAR
The fiscal year of the Oak Grove Memorial Park will be January 1st – December 31st.
ARTICLE XII. SIGNING DOCUMENTS
Any two of the following officers, President, Vice President, Treasurer or Secretary shall sign all documents and other instruments requiring execution by the Board unless otherwise ordered by resolution of the Board.
ARTICLE XIII. OPERATING REGULATIONS
A. The Board may make and enforce regulations for the economy and management of Recreation facilities for which it has responsibility; such regulations to prescribe, enforce or remit penalties for violation of such rules.
B. Any building used by a sport during their season should be cleaned and all appliances disconnected within two weeks after the end of the season.
ARTICLE XIV. COMMITTEES FINANCIAL RESPONSIBILITIES
A. The Committees should notify and receive approval by the Board Treasurer for any expense over $500.00. A log of these request and approvals will be maintained by the Board Treasurer.
B. Monthly statement should be presented to the Board Treasurer during the sport season.
C. Committee’s are subject to an audit by the Board at any time during the year.
D. Sports using the park facilities are responsible for the utilities during their season. (Example: Youth Football is responsible for utilities August 1 – November 30)
E. The Committees President should present to the Board the end of the year financial information by the first meeting of February each year.
F. All funds from OGYFC will be turned over to OGMP December 31 each year to maintain park. $500 will remain with program to start the following season.
G. Any other program (ex. Baseball) will pay a yearly fee, to be determined by OGMP.
ARTICLE XV. INTERPRETATION
Any question of interpretation of the Bylaws, rule or regulation shall be decided by the Board.
ARTICLE XVI. MAKING, REPEALING OR AMENDING BYLAWS
The Board may from time to time make further bylaws for the regulation and management of the business and affairs of the Board, and may likewise from time to time repeal or amend the present bylaws, but every such bylaws and every repeal or amendment, to be valid, must be instituted by a two third vote of the members of the Board present at a meeting, of which two weeks prior notice has been given.