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HomeMy WebLinkAboutItem 17 - Friends of Grapevine Baseball and SoftballMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: FEBRUARY 20, 2024 SUBJECT: AMEND THE FRIENDS OF GRAPEVINE BASEBALL AND SOFTBALL BYLAWS RECOMMENDATION: City Council to consider approval of a resolution amending the bylaws of the Friends of Grapevine Baseball and Softball. FUNDING SOURCE: No funding required BACKGROUND: The Friends of Grapevine Baseball and Softball, a 501(c)(3) organization, recently updated its bylaws in collaboration with the City Attorney and the Parks and Recreation Department (PARD). These updates were approved by the board on March 9, 2023, with a unanimous 6-0 vote. Now, the Parks and Recreation Department is bringing these updated bylaws to the Council for approval. These updates are to refine and define the guiding principles of the board, likely to ensure alignment with the organization's goals and objectives, as well as to comply with any legal requirements or standards. The updates include: changes to provide more clarity about the titles used throughout the document as well as voting protocol for members, and additional information about committees that are formed for specific business purposes. Bylaws are crucial documents for any non-profit organization as they outline its structure, governance procedures, and operational guidelines. Updating them periodically ensures that the organization remains relevant, compliant, and effective in achieving its mission, such as providing college scholarships to the youth of the community in this case. FRIENDS OF GRAPEVINE BASEBALL & SOFTBALL REGULAR BOARD MEETING THURSDAY, MARCH 9, 2023 AT 8:00 AM THE REC OF GRAPEVINE- ADMIN CONFERENCE ROOM 1175 MUNICIPAL WAY Welcome II. Approval of the January 9, 2023 Meeting Minutes III. Approval of Updated Bylaws IV. PARD Update V. Board Items • Financials Review and Approval • 2023 Raffle Updates • 2023 Scholarship Selections VI. Adjourn J Chris Smith, Director of Parks & Recreation FRIENDS OF GRAPEVINE BASEBALL & SOFTBALL The Friends of Grapevine Baseball & Softball Board met March 9, 2023 at 8:00 a.m. The following members were present: Members Kevin McNamara Christian Ross Frances Jensen Jarvis Boyd Mike Richmond Thomas McMahon (late) Absent Breon Dennis Jerry Coburn Constituting a quorum with the following member of the City staff: Chris Smith, Director Trent Kelley, Deputy Director Andrea Tredaway, Recreation Manager Lara Brown, Administrative Manager Abby Sandy, Athletics Supervisor Kevin McNamara called the meeting to order at 8:07 a.m. Approval of Minutes A motion was made to approve the January 9, 2023 meeting minutes. Motion: Ross Second: Jensen Ayes: McNamara, Ross, Jensen, Richmond, Boyd Nays: None Approved: 5-0 Approval of Updated Bvlaws A discussion of the updated bylaws took place. Mike Richmond asked for clarification regarding the voting abilities of the Parks and Recreation Director. Kevin McNamara provided clarification that the director's role on the board is to provide information, reporting, and recommendations to the board, but is not a voting member of the board. A motion was made to approve the updated Friends of GBS Bylaws. Motion: Richmond Second: Boyd Ayes: McNamara, Ross, Jensen, Richmond, Boyd, McMahon Nays: None Approved: 6-0 PARD Update Abby Sandy provided an update on Athletics. Updates included Opening Day date and Grapevine Baseball and Softball (GBS) registered players and teams. Andrea Tredaway provided an update to the board on detailed plans for Opening Day. Chris Smith provided an update on Grapevine Parks and Recreation. Updates included Club All -Access Special Olympics participation, Quarterly Staff Meetings, Grapevine Garden Club Tree Dedication, Mother Son Date Night, Prehistoric Park, Membership Appreciation, and Council Recognition of The REC Staff for life saving efforts. Board Items Financial Review Christian Ross provided the balances of the checking and money market accounts for review. A motion was made to approve the financials as presented. Motion: Jenson Second: McMahon Ayes: McNamara, Ross, Jensen, McMahon, Richmond, Boyd Nays: None Approved: 6-0 2023 Raffle Updates Abby Sandy and Christian Ross discussed the selection of the top 3 raffle prizes with the board. The board considered prizes, brainstormed additional ideas, and made assignments for soliciting prizes. Christian Ross proposed the possibility of meeting to evaluate the process of check distribution to coaches for raffle sales and participation. Christian also proposed the idea of Chicken N Pickle hosting a Give Back Night for Grapevine Baseball and Softball fall kick to foster engagement and awareness. 2023 Scholarship Selections Except for Lara Brown as Secretary, the board dismissed Parks and Recreation staff from the meeting. The board reviewed scholarship applications and selected the 2023 Friends of GBS scholarship recipients. Three applicants, Garret Hoake, Finley Warren, and Ethan Maday were identified as scholarship award recipients. A motion was made to award $2,000 in scholarship monies to each recipient, totaling $6,000. Mike Richmond abstained from the vote. Motion: Jensen Second: Boyd Ayes: McNamara, Ross, Jensen, McMahon, Boyd Nays: None Approved: 5-0 Adiourn A motion was made to adjourn the meeting at 9:14 a.m. Motion: Richmond Second: Boyd Ayes: McNamara, Ross, Jensen, McMahon, Richmond, Boyd Nays: None Approved: 6-0 RECORDING SECRETARY — Lara Brown, Administrative Manager PASSED AND APPROVED BY THE FRIENDS OF GRAPEVINE BASEBALL SOFTBALL BOARD OF THE CITY OF GRAPEVINE, TEXAS 9NJHIS 25t" DAY OF JANUARY 2024. Chris Smith Kevin KcNamara Director of Parks & Recreation President The Friends of Grapevine Baseball & Softball Board met March 9, 2023 at 8:00 a.m. The following members were present: I.Tvle-mbers Kevin McNamara Christian Ross Frances Jensen Jarvis Boyd Mike Richmond Thomas McMahon (latel Absent Breon Dennis Jerry Coburn Chris Smith, Director Trent Kelley, Deputy Director Andrea Tredaway, Recreation Manager Lara Brown, Administrative Manager Abby Sandy, Athletics Supervisor A motion was made to approve the January 9, 2023 meeting minutes. Motion: Ross Second: Jensen Ayes: McNamara, Ross, Jensen, Richmond, Boyd Nays: None Approved: 5-0 A discussion of the updated bylaws took place. Mike Richmond asked for clarification regarding the voting abilities of the Parks and Recreation Director. Kevin McNamara provided clarification that the director's role on the board is to provide information, reporting, and recommendations to the board, but is not a voting member of the board. A motion was made to approve the updated Friends of GEES Bylaws. Motion: Richmond Second: Boyd Ayes: McNamara, Ross, Jensen, Richmond, Boyd, McMahon Nays: None Approved: 6-0 Abby Sandy provided an update on Athletics. Updates included Opening Day date and Grapevine Baseball and Softball (GBS) registered players and teams. Andrea Tredaway provided an update to the board on detailed plans for Opening Day. Chris Smith provided an update on Grapevine Parks and Recreation. Updates included Club All -Access Special Olympics participation, Quarterly Staff Meetings, Grapevine Garden Club Tree Dedication, Mother Son Date Night, Prehistoric Park, Membershi,#.' Appreciation, and Council Recognition of The REC Staff for life saving efforts. Financial Review Christian Ross provided the balances of the checking and money market accounts for review. A motion was made to approve the financials as presente Motion: Jenson 1 Second: McMahon Ayes: McNamara, Ross, Jensen, McMahon, Richmond, Boyd Nays: None Approved 6-0 2023 Raffle Updates Abby Sandy and Christian Ross discussed the selection of the top 3 raffle prizes with the board. The board considered prizes, brainstormed additional ideas, and made assignments for soliciting prizes. Christian Ross proposed the possibility of meeting to evaluate the process of check ,fistribution to coaches for raffle sales and participation. Christian also proposed the idea of Chicken N Pickle hosting a Give Back Night for Grapevine Baseball and Softball fall kick to foster engagement and awareness. 2023 Scholarship Selections Except for Lara Brown as Secretary, the board dismissed Parks and Recreation staff from the meeting. The board reviewed scholarship applications and selected the 2023 Friends of GBS scholarship recipients. Three applicants, Garret Hoake, Finley Warren, and Ethan Maday were identified as scholarship award recipients. A motion was made to award $2,000 in scholarship monies .L to each recipient, totaling $6,000. Mike Richmond abstained from the vote. Motion: Jensen Second: Boyd Ayes: McNamara, Ross, Jensen, McMahon, Boyd Nays: None Approved: 5-0 A motion was made to adjourn the meeting at 9:14 a.m. Motion: Richmond Second: Boyd Ayes: McNamara, Ross, Jensen, McMahon, Richmond, Boyd Nays: None Approved: 6-0 A Wr V4000-1:1§11E 9MV416W -.'1., 0 ^ PASSED Aft!) APPROVED BY THE, FRIENDS OF GRAPEVINE BASEBALL SOFTBALL ,0,F THE CITY OF GRAPEVINE, TEXAS 9N THIS 25thDAY OF JANUARY 2024. BOA'RQ 110 Chris Smith Kevin KA�'cNamara Director of Parks & Recreation President RESOLUTION NO. 2024-003 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS APPROVING THE AMENDED ARTICLES OF INCORPORATION AND BYLAWS FOR THE FRIENDS OF GRAPEVINE BASEBALL AND SOFTBALL; APPOINTING OFFICERS AND MEMBERS TO THE BOARD; AND PROVIDING AN EFFECTIVE DATE WHEREAS, Friends of Grapevine Baseball and Softball (the "Association") has been an avid supporter of youth baseball and softball in the City of Grapevine; and WHEREAS, the Association's Board of Directors has voted to approve Amended Articles of Incorporation and new Bylaws; and WHEREAS, all constitutional and statutory prerequisites for the approval of this resolution have been met, including but not limited to the Open Meetings Act; and WHEREAS, the City Council deems the adoption of this resolution to be in the best interests of the health, safety, and welfare of the public. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. That all matters stated hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. Section 2. That the City of Grapevine City Council hereby approves the Amended Articles of Incorporation and new Bylaws for the Association as included in attached Exhibit "A". Section 3. That the following officers and board members are hereby appointed to the Board of the Association: President — Kevin McNamara Vice -President — Mike Richmond Secretary — Thomas McMahon Treasurer - Christian Ross Board Members — Jarvis Boyd, Frances Jensen, Breon Dennis, Jerry Coburn The Director of Parks and Recreation shall be a non -voting ex-Officio member of the Board. Section 4. That all matters stated hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. Section 5. That this resolution shall take effect from and after the date of its passage. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 20th day of February, 2024. APPROVED: William D. Tate Mayor ATTEST: Tara Brooks City Secretary APPROVED AS TO FORM: Matthew CG Boyle City Attorney Resolution No. 2024-003 2 Amended and Restated Byl-Laws of Friends of Grapevine Baseball and Softball These Amended and Restated Bylaws of the Friends of Grapevine Baseball and Softball amend and replace the Bylaws dated April of 2017. Article I. Title The name of the Corporation shall be the Friends of Grapevine Baseball and Softball. The Corporation's name was previously Grapevine Baseball Association. Article II. Purpose The Corporation is organized for charitable and civic purposes permitted under the Texas Non- profit Corporation Act, and particularly for the purpose of providing supervised, competitive athletic ball games in hopes of implanting the youth of the community with ideals of good sportsmanship, honesty, loyalty, and courage; also to perform any lawful act required by the Corporation. The Corporation will further raise funds to support the Corporation's purposes including offering scholarships to high school ball players and high school students seeking to attend college who have associated with Grapevine Baseball or Softball. Article III. Officers and Election Section I. The officers of this �ierrComoration shall be President, Vice -President, Secretary, and Treasurer. Section 11. The officers shall be named and appointed by the City of Grapevine City Council upon a recommendation from the Director of Parks and Recreation. Section III. The President shall arrange for and coordinate all meetings of the Board, including those pertaining to the scholarship fund and establishing committees to award such scholarships annually. The President shall preside over all Board meetings. The President's determination of all procedural issues shall govern. However, any member of the Board can move that the decision of the President be overturned. Upon receiving a second, a majority vote of the _members present shall govern. Section IV. The Vice -President shall preform the duties of the President in the absence of the President and be responsible for scholarship committee. Section V. The Secretary shall record attendance at all meetings; take the minutes of all meetings; keep a list of the membership together with their addresses; conduct the correspondence of the or-gaaiz4ienComoration. Section VI. The Treasurer will keep and maintain the financial records of the Br-ganiz4ianCorporation. The Administrative Manaeer shall provide a monthly statement for reconciliation for accounts. Article IV. Executive Board Formatted: Left Formatted: Centered Formatted: Font: Not Bold Formatted: Indent: Left: 0", First line: 0" Section I. The Executive Board shall consist of the Officers and committee chairpersons. The Parks and Recreation Director shall serve as a non-votint ex-Officio member of the Executive Board. Section II. The Executive Board shall lay out general plans of activities for the organization Cornoration and see that these plans are carried out. Section III. Meetings of this Board shall be held at the call of the President, upon written requests of PARD Staff of the Board, or upon the request of any two Board members. Section IV. The Executive Board shall fill vacancies in elected offices for the unexpired term. Section V. A majority of the Executive Board shall constitute a quorum. V. Direetor-iMembers Section L The number of Board aifeetersmembers shall never be less than three (3) nor more than ten (10), . Section IL The dismembers shall be elected or appointed by the City of Grapevine City Council, and shall serve two year terms from the date of appointment. ADDlicants and nominees to the Board shall complete an Application for membership. Section III. The Director of Parks and Recreation shall be a non -voting ex-Officio member of the Board. Section IV. Any DifeetefBoard member. including any Officer, may be removed by the City of Grapevine City Council. VI. Committees Section I. The President shall have the authority to appoint committee chairpersons and members. The committee chairpersons shall become members of the Executive Board upon their appointment. As members of the Board, they are entitled to vote on the business conducted by the Board. Section II. The following committees may be appointed annually: 1. Fund-raising — plans and coordinates all money -making projects and other projects the group may undertake. 2. Scholarships — Solicits local schools for students to participate in the annual scholarship program for GBS. This committee will award up to $36,000 per year for qualified students in these 3 categories: baseball, softball and in association with GBS. 3. Nominating- The Nominating Committee shall include the Executive Director and the Committee shall be chareed to find and nominate DrODOSed members to the Board. 4. Other— special projects may arise for which a special committee may be appointed. Article VII. Meetings Section I. General meetings will be held three (3) times each year. Section II. The President shall call any special meetings when necessary. Section III. Notice of any meeting shall be provided to all Officers and difeetersmembers. Article VIII. Quorums and Amendments Section I. A majority of the members of the Board shall constitute a quorum provided two Officers are present. Section II. This constitution may be amended by vote of two-thirds of the voting members present at any general meeting, provided that advance notice of the proposed amendment has been made available through the department administration office in the REC of Grapevine by the Secretary at leaste ten days prior to any business meeting. Article IX. Monies Section I. All funds of the Corporation shall be timely deposited in the Corporations bank account at a federally insured banking institution. Section II. Use of Corporation funds shall be limited to the purposes described in Article II herein. Section III. The Corporation shall prepare an annual budget, and upon approval of the Board, shall be submitted to the Director of Parks and Recreation for final approval. Section IV. In case of dissolution of the Corporation, the assets remaining after payment of all debts shall be disposed of in accordance with current IRS regulations and consistent with the purposes in Article 11. Section V. The scholarship fund monies are to be kept -accounted for separately from the Raffle payment fund. The Raffle Fund will be used to help pay for Oak Grove Baseball Fields complex projects or surrounding Parks associated with baseball and softball. The scholarship funds will be used to help fund college scholarships for students who have been active in Grapevine Youth Baseball or Softball. Article X. Amendments Section I. These bylaws may be amended, repealed, or added to, or new bylaws may be adopted, by the affirmative vote of three -fourths (3/4) of the Pir-eeteisBoard members present at a meeting, provided that such bylaws are approved by the City of Grapevine City Council. Article XI. Effective Date Section I. These bylaws became effective on the date of approval by the City of Grapevine City Council as provided for in Article X herein. IN WITNESS WHEREOF, we have hereunto set our hands this day of , 2023. APPROVED: Board Chair ATTEST: Board Secretary