Policies and Procedures

 Fairfield County USBC Vertical CMYK

Policies

And

Procedures Manual

Revised 2/16/2014

Fairfield County USBC

 

Policy and Procedures Manual

 

Committees

 

 

The President, with approval from the Board of Directors (“Board”), shall appoint all committees and chairpersons.

 

Association committees may be comprised of both members and non-members of the Board. Non-members serve with voice, but no vote. All committee members must be at least fourteen (14) years of age (unless State or Federal laws mandate otherwise), is in good standing with USBC, and holds a current USBC membership with the Fairfield County USBC.

 

All modifications to the Fairfield County USBC Policy and Procedures Manual must be presented to the Board of Directors for approval.

 

Section A. Nominating Committee

  1. The committee shall be comprised of at least five (5) members and meet at least once annually.
    1. Only members who will not accept a nomination for open Board positions elected by adult members will be eligible to serve on this committee.
  2. Duties shall include but are not limited to:
    1. Review and submit any proposed changes in eligibility requirements (to be approved by the Board and amended to the Association Bylaws), for positions on the Board with the exception of Youth Representatives.
    2. Create/maintain a standard application for members to submit to the committee at least 2 months prior to the annual meeting.
    3. Solicits interest/applications for open Board positions from Fairfield County USBC members based upon the eligibility requirements established in the Association Bylaws.
    4. Review all applicants and present a slate of candidates for all open positions to be voted upon at the Annual Association Meeting.

 

Section B. Finance / Budget Committee

  1. The Committee shall be comprised of at least three (3) members and meet at least twice annually.
  2. Duties shall include but are not limited to:
    1. Prepare and submit a budget for the upcoming fiscal year to the Board for approval.
    2. Review/Monitor income and expenses of the Association for the current fiscal year.
    3. Present fiscal reports to the Board during Board Meetings.

 

Section C. Financial Audit Committee

  1. The Committee shall be comprised of at least three (3) members and meet at least quarterly.
  2. Duties shall include but are not limited to:
    1. Verify monthly banks statements and correlate with QuickBooks reports.
    2. Reviews all income and expenditures of the Association.

Report any and all discrepancies or questionable expenditures to the Board for review.

 

Section D. Hall of Fame / Special Awards Committee

 

Under review at this time …

 

Section E. Public Relations

  1. The committee shall be comprised of two (2) members and shall meet at least quarterly.
  2. Duties shall include but are not limited to:
    1. Promoting upcoming events to all Fairfield County USBC members
    2. Collaborate with the Website Committee in relaying pertinent information of upcoming events through the website, email, social media, or other avenues.
    3. Solicit sponsorships/donations for events hosted by the Fairfield County USBC.

 

Section F. Lane Certification and Inspection Committee

  1. The committee shall be comprised of at least five (5) members and meet at least once annually.
  2. Duties shall include but are not limited to:
    1. Conducting certification and inspection of all bowling centers within Fairfield County USBC jurisdiction.
    2. Solicit available dates and times from bowling centers for conduction lane certification and inspection.
    3. Ensure at least one committee member is certified with USBC for lane certification.
    4. Maintain / update tools and procedures for conducting certifications.
    5. Solicit volunteers to aid in the certification process
    6. Train new committee member/volunteers on the use of certification tools.
    7. Complete lane certifications and inspections in a timely manner as required by USBC.
    8. Submit all appropriate documents to the Association Manager for submission to USBC in a timely manner after the certifications and inspections have been conducted.

 

Section G. Annual Yearbook

  1. The committee shall be comprised of at least three (3) members and meet at least twice annually.
  2. Duties shall include but are not limited to:
    1. Acquire any and all necessary data from the Association Manager for the current and prior bowling seasons for publication in an annual yearbook and special awards book.
    2. Review the data acquired to ensure that there are no omissions.
    3. Photograph Hall of Fame inductees, All-Star teams, Tournament winners, etc. for publication in the annual yearbook.
    4. Solicit vendors/pricing for publications and present before the Board for approval.
    5. Provide the Website Committee with electronic copies of photos, yearbooks, etc. to be published on the Association website and/or social media.

 

Section H. Legal / Legislative

Under review at this time …

 

Section I. Website

 

Under review at this time …

 

Section J. Annual Awards Dinner

 

Under review at this time …

 

Section K. Annual Meeting

 

Under review at this time …

 

Section L. Tournament

 

Under review at this time …

 

Section M. Life Members

  1. The Board shall be responsible for recommending an individual to be elected for life membership within the Fairfield County USBC jurisdiction.
  2. The individual must have served on the Board for Fairfield County USBC or its prior affiliates for a minimum of fifteen (15) years to be eligible for consideration as a Life Member.
  3. To be granted life membership, the individual must receive 75% of the vote of the Board members present.
  4. Any individual granted life membership will have their local dues paid by the Board and will be eligible to attend Board meetings with the right of voice but no vote.

 

Section N. Association Manager

Under review at this time …

 

Section O. Board Meetings

  1. The Board of Directors shall meet at least quarterly.
  2. Special meetings shall be held based upon request.
  3. At present eleven (11) board members shall constitute a quorum
  4. Attendance Policy:
    1. The President and / or Association Manager must be notified at least twenty-four (24) hours in advance of the next regularly scheduled meeting if a board member will be unable to attend to be considered excused.
    2. Any member who is unexcused for three (3) consecutive meetings or is absent for more than 50% of the regularly scheduled meetings, shall be notified in writing to appear before the Board at the next scheduled meeting.
    3. The member must present their argument/explanation of their absence before the Board. The Board shall then vote whether or not to remove the member from their position on the Board. Failure to appear will result in immediate removal from the Board.

 

Section P. Youth Committee

  1. The committee shall be comprised of four (4) representatives elected by Youth members and shall meet at least twice annually.
  2. Duties shall include but are not limited to:
    1. Collaborate with the Tournament Committee in hosting an annual Association Tournament for Youth members.
    2. Establish and maintain programs for Youth members.
    3. Collaborate with the Public Relations and Website Committees in promoting Youth programs and tournaments.