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BVC By Laws and Constitution


BASECO VOLLEYBALL CLUB (BVC) BY-LAWS

Baseco Port Area, Manila



ARTICLE I: NAME & PURPOSE

Section A: Name – The name of this organization shall be the Baseco Volleyball Club hereto is referred to as “BVC”.

Section B: Purpose – The purpose of this club shall be:

1. Create a forum conductive to the purpose of engaging in volleyball practices.

2. Create a forum conductive to the purpose of engaging in volleyball games.

3. Create a forum conductive to the purpose of engaging in volleyball tournaments.

4. To involve all genders in an organization in which they can have fun and meet new people no matter what their sports ability.



ARTICLE II: MEMBERSHIP & DUES

Section A: Eligibility – This organization and its programs and activities shall be available to all interested individuals without regard for race, color, creed, religion, national origin, age, handicap, sexual orientation, or other factors covered by law.

  1. Membership in BVC shall be open to any individual interested in playing, following or promoting volleyball in the club, barangay, within the region or the motherland.

  2. Membership shall be defined as an individual participating in a BVC league in the current year and being a member in good standing with at least 15 years of age (see Article II, Section 5). Exceptions to the membership requirements may be allowed for the current year at the discretion and vote of the Executive Board.

  3. The annual membership year is from September 1st through October 15th .

  4. Membership fees shall be established by the Executive Board.

  5. A member in good standing is someone who participates in BVC (as defined in Article II Sections 2 and 3) and is currently on all financial obligations with the club and affiliated organizations.

  6. Members may be suspended, put on probation or held financially accountable for violations of the code of conduct, serious violations of the rules, conduct that brings discredit to BVC, or other disciplinary problems, as voted by the Executive Board. Suspended members are not eligible to participate in BVC in any capacity. Any sanctions shall be determined by a ‘rules and conduct’ committee created by the Executive Board to conduct any possible hearings of violation of rules or policies and possible sanctions related to BVC. The ‘rules and conduct’ committee shall consist of three members of BVC and three members of the executive board.

  7. Members may not hold or advertise BVC related events for direct or indirect membership participation or sanctioning without the express written consent of the BVC Executive Board.

  8. Voting privileges are limited to members in good standing who are age 15 and over as of the last day of the election period of that election year. A member must also have participated in at least one league during the previous outdoor or indoor league season for eligibility to vote or have been granted a membership exception by the Executive Board (see Article II, Section A-2).



ARTICLE III: OFFICERS

Section A: Officers – The officers shall be a President, Vice-President, Secretary, Treasurer, Public Relations Officer and Three (3) Sergeant-at-Arms .

Section B: Eligibility – Officers must be an LGBT member/ally, responsible, fair, and open-minded and a resident of Barangay 649 Zone 68 Baseco Port Area only. He/She must show good sportsmanship, willing to take time to listen to suggestions from players, and willing to stress teamwork. The age requirement for a particular office should not be below 18 years of age. If the President happens to be a freshman and the Secretary happens to be a senior, it does not matter, as long as the officer performs her duties to the best of her ability.

Section C: Election – The officers shall be elected by ballot at the last meeting of the year by a majority of the vote cast for that office.

Section D: Term – The officers shall serve for two years and their term of office shall begin at the commencement of the 15th day of the February. Term limit shall not exceed in two-consecutive terms.

Section E: Vacancy – If a vacancy occurs in the office of President, the Vice-President shall assume the office for the remainder of the term and vacancies in any other office shall be filled by a special election.


ARTICLE IV: DUTIES OF OFFICERS

Section A: President – it shall be the duty of the President to:

  • Preside at meetings, fundraisers, practices, games, and tournaments.

  • Organize all tournaments, games, etc., and see that all paperwork is filled out prior to attending a tournament.

  • Vote only in case of a tie

  • Represent the club

  • Appoint committee chairpersons subject to the approval of the Executive Committee

  • Serve as an ex-officio member of all committees except the nominating committee

  • Perform such other duties as ordinarily pertain to this office

  • Appoint his/her own executive assistant who shall also be a member of BVC

Section B: Vice-President – It shall be the duty of the Vice-President to:

  • Preside in the absence of the President

  • Serve as chairperson of the Program Committee

  • Appoint his/her own executive assistant who shall also be a member of BVC

Section C: Secretary – It shall be the duty of the Secretary to:

  • Record the minutes of all meetings

  • Keep a file of the club’s records

  • Maintain a current roster of membership

  • Issue notices of meetings and conduct the general correspondence of the club

Section D: Treasurer – It shall be the duty of the Treasurer to:

  • Receive all funds and process Request for Payment, Deposit Slip, and Officer Signature Forms.

  • Keep an itemized account of all receipts and expenditures and make reports as directed

  • Appoint his/her own executive assistant who shall also be a member of BVC

Section E: Sergeant-at-Arms- It shall be composed of at least three (3) and the duty of the Sergeant-at-Arms to:

  • Implement the rules of the BVC as ordered by this Bylaws.

  • Spearhead the rules and procedures of the League and/or the Organization as a whole

Section F: Public Relations Officer

  • Manages the Social Marketing strategy in-person or online platform.

  • Creates social graphic design, manages the approval of usage of BVC logo in the future communications

  • Creates graphics to establish and market the organization to the public.


ARTICLE V: EXECUTIVE BOARD MEETINGS

Section 1: The Executive Board shall meet as necessary to handle the business of BVC, but not less than four times per year. For voting purposes, a quorum shall consist of a majority of the voting members of the Executive Board. If members of the board are absent from a vote or otherwise abstain, any vote by the board will not be finalized for five business days if the un-cast votes might cause the original vote to be overturned. Abstaining or absent members of the board shall present their vote to all other members of the board using a form of communication as agreed to by the board. After five days any uncast votes will be considered abstentions.

Section 2: Semi-Annual meetings shall be publicized and shall be open to all members of BVC to raise issues for the Board to consider, present reports, or to observe. Special meetings of the Board to handle specific issues, including but not confined to electronic meetings, may be held without written notice to the membership, as long as the meeting is agreed to by the voting members of the Executive Board. Minutes from these special meetings shall be captured and included within the minutes at the next regular meeting.

Section 3: Order of Business - The order of business for meetings of the membership of the Club shall be, insofar as is practicable, as follows:

1. Roll Call/Sign-in

2. Minutes of previous meeting

3. Communications

4. Unfinished business

5. Report of the Treasurer

6. Reports of Committees

7. Special Reports

8. New business

9. Good of volleyball 10. Adjournment

ARTICLE VI: MEMBERSHIP MEETINGS

There shall be at least one meeting of the general Membership of BVC each year, at a time established by the Executive Board. A minimum of two-weeks notice of this meeting, including the proposed agenda, shall be sent electronically to all Members. A quorum shall consist of whatever number of members is present. At Meetings, members may propose changes in the rules and policies, propose amendments to the bylaws and nominate candidates for the Executive Board.

ARTICLE VII: FINANCES

Section 1: BVC shall operate on a fiscal and financial year of January 1st through December 31st each calendar year.

Section 2: The Treasurer shall submit a proposed budget, which must be approved by the Executive Board at its first or second regular meeting of the year. All specific expenditures must be approved by a separate vote of the Board.

Section 3: A fiscal year-end financial statement, including an Income Statement and a Balance Sheet, shall be available upon request to any member of the General Membership upon written request of the Treasurer.

Section 4: The financial records shall be audited by BVC accountant or third party accounting professional at the close of financial year end.

Section 5: The Annual Report shall be filed in accordance with BVC by laws, by an agent of BVC on file.

Section 6: The incumbent treasurer shall be responsible for transitioning all financial documentation and information to the incoming treasurer as well as provide necessary support to the incoming treasurer for tax filings for that year.


ARTICLE VIII: EXECUTIVE COMMITTEE

Section A: Responsibility – Management of this club shall be vested in an Executive Committee responsible to the entire membership to uphold these bylaws including approval and disapproval of the registration of membership of aspiring applicants to the club, creating appropriate Committees, amending the existing by laws, crafting future communications of BVC and other matters by any means necessary.

Section B: Membership – This committee shall consist of the officers as listed in Article III and the organization advisor.

Section C: Meetings – This committee shall meet at least once between regular meetings of the club to organize and plan future activities.


ARTICLE IX: ADVISOR

Section A: Selection – there shall be a faculty/staff advisor who shall be selected each year by the membership.

Section B: Duties – The responsibilities of the faculty advisor shall be to:

  • Maintain an awareness of the activities and programs sponsored by the student club.

  • Meet on a regular basis with the leader of the student club to discuss upcoming meetings, long range plans, goals, and problems of the club.

  • Attend regular meetings, executive board meetings as often as the schedule allows.

  • Assist in the orientation of new officers.

  • Explain and clarify campus policy and procedures that apply to the club.

  • Maintain contact with the members.

  • Provide direction in the area of procedure, meeting facilitation, group-building, goal setting, and program planning.

  • Assist the club treasurer in monitoring expenditures, fundraising activities, and corporate sponsorship to maintain an accurate and up-to-date account ledger.

  • Inform club members of those factors that constitute unacceptable behavior on the part of the club members, and the possible consequence of said behaviors.


ARTICLE X: COMMITTEES

Section A: Special Committees – The President shall have the authority to appoint any special committees, with the approval of the Executive Committee, from time to time as needed.


ARTICLE XI: AMENDMENTS

Section 1: These bylaws may be amended only by a 3/4 majority vote of all returned ballots distributed to all Members. 2-week notice will be given prior to any amendment vote. If possible, this ballot shall be included with the annual election ballot. Amendments may be proposed by:

1) Majority vote of the Executive Board, or 2) Majority vote at the Annual Meeting of the Membership, or 3) Petition by 50 Members in good standing, validated by the Executive Board

Section 2: A bylaw change when placed on the ballot will contain the following information:

1) The current section of the bylaws that will be changed. 2) The same section of the bylaws with the proposed change incorporated. 3) A brief description of the change and if pertinent, the reasoning behind the change. 4) A brief statement explaining why a voter would want to support the change. 5) A brief counter statement explaining why a voter might not want to support the change.

Amendments Amendment #1: In the event that the club ceases to function/operate for one calendar year, all material assets of BVC shall be sold off at a blind auction piecemeal. All proceeds from this auction and all other remaining club funds shall be donated to a local charity after all debts and taxes have been paid.

Amendment #2: In the event of a potential or proposed merger or acquisition of BVC by another entity, the membership must ratify such a course of action by a 2/3 affirmative vote of the entire current membership of BVC.

Amendment #3: Article III changed from: “The mailing address of BVC shall be that of the current PO Box of BVC.” to “The mailing address of BVC shall be posted in a public forum for all members to view.”

Amendment #4: In the event that ALL board positions remain vacant after an election, a committee will be formed to determine BVC's future. This committee will consist of the outdoor league coordinator, an outdoor night coordinator of the outdoor league coordinator’s choice, the head tournament director, an assistant tournament director of the head tournament director’s choice, and the last sitting president of BVC. If the last sitting president is unable or unwilling to serve on the committee, the president shall be replaced via order of precedence defined in Article VI Section 3 Statement 5 for casting tie-breaking votes. If the outdoor league coordinator is unable or unwilling to serve then the longest tenured outdoor night coordinator shall assume that role. If the head tournament director is unwilling or unable to serve then the longest tenured assistant tournament director shall assume that role. The committee shall have the power to appoint a new board, suspend BVC operations for one year, or decide to dissolve the club and its assets in accordance with Amendment #1.

ARTICLE XII – DISCIPLINE; EXPULSION

Section 1. The Executive Board shall have the power to deal with violations of the "Laws of the Game", and the rules and regulations of the Club or any league, tournament or provider of fields or other facilities in which a Club team participates, or any regional, state or national body or association directly or indirectly governing any thereof or to which any thereof are affiliated including, but not limited to, the FIVB rules, or with misconduct by, and to discipline, any of its Coaches, players, members, teams or members, including expulsion, imposition of reasonable fines and suspensions and, if deemed appropriate, reinstatement.

ARTICLE XIII – OMBUDSMAN; GRIEVANCES

Section 1. The Executive Board shall appoint from among its members (including for such purposes any one or more Officers and Directors Emeritus) a Club Ombudsman, to receive complaints and grievances from coaches, players, members and their families. Section 2. The Club shall establish a Grievance Board, to manage complaints and grievances with respect to individual player, coaching or team matters. The Grievance Board will also administer behavioral and sportsmanship incidents. The members of the Grievance Board shall be selected by the Club’s President, with the approval of the Executive Board. The Club Ombudsman shall be the Chair of the Grievance Board. Members of the Grievance Board, other than the Chair, need not be members of the Executive Board. The Grievance Board shall have the authority to expel, suspend and fine any player, coach, team, team official, club official, or other team and/or club supporter. Section 3. The Executive Board shall adopt rules pertaining to the administration of the Grievance Board and make such rules available on the Club’s website or social media account. Section 4. Decisions of the Grievance Board shall be final and binding unless and until overturned under appeal. A decision of the Grievance Board may be appealed only to the full Executive Board. All determinations by the Executive Board shall be final, except as an appeal with respect to a player is otherwise required to be granted under the rules of the BVC

ARTICLE XIV: COMPETITION

The Competition at BVC leagues and tournaments shall be governed by the rules of the FIVB/AVP respectively for indoor and beach, except as modified under the current BVC Rules and Policies as approved and published by the Executive Board. The Rules and Policies may be amended by a simple majority vote of the Executive Board, with a quorum present. Members may propose changes by submitting them to a member of the Executive Board in writing.


ARTICLE XV: EFFECTIVITY

Section1: This constitution and by-laws shall take effect fifteen (15) days after its publication or posting to BVC Official Page and group chats.







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