ARTICLE I.

NAME

The name of this association is the Pawhuska Youth Sports (hereinafter called PYS) located in the City
of Pawhuska, Oklahoma.

ARTICLE II. PURPOSE

The purpose of the PYS is to foster and advance youth sports for boys and girls. The program shall
promote academics, discipline, leadership and good sportsmanship through youth sports programs.
Another purpose of PYS is to encourage good sportsmanship towards the officials, the opposing team
members, coaches, parents and out of town visitors at all athletic events.

ARTICLE III. ORGANIZATION

The purpose of PYS shall be carried out by:

a. The General Membership (as defined hereinafter in Article IV.)
b. The PYS Board Members (as defined hereinafter in Article IV.)

ARTICLE IV. MEMBERSHIP

SECTION 4.1 General Membership

Membership is open to any adult who is a parent, guardian, coach, coordinator, volunteer, or board
member that has an interest in and sympathy with the purpose of the organization. There shall be no
fees or membership dues in connection with such membership.

SECTION 4.2 Board Membership

The PYS Board Members (hereinafter called the Board) shall consist of the following positions:
a. The Chair
b. The Secretary
c. The Treasurer/Vice Chair when needed
d. The Football Representative
e. The Cheerleading Representative
f. The Basketball Representative
g. The Baseball/Softball/Tball Representative

ARTICLE V. MEETINGS

SECTION 5.1 Community Meetings

a. The PYS shall host a community meeting at least once a year. Notice of meetings shall be posted
on community boards and by social media no later than 7 days before such a meeting.
b. Members present shall constitute a quorum for the transaction of business at any community
meeting. The privilege of making motions, debating and voting shall be limited to the members
who are present and signed in.
c. The annual vote for open PYS Board members shall take place at the Community Meeting each
year.
SECTION 5.2 Board Meetings

Additional Meetings for Members of the Board may be called by the Chair as needed or upon the
request of two (2) or more members of the Board. Attendance by of the Board membership shall
constitute a quorum.

ARTICLE VI. VOTING

A simple majority vote of the members present at any properly called meeting, shall be required for the
transaction of business. The Chair shall not vote unless there is a tie. The Chairs vote shall break the
tie.

ARTICLE VII. EVENTS AND PROGRAMS

The PYS Board shall provide to the General Membership at the Community Meeting, a list of those
events/sports which the PYS will officially coordinate and sponsor the following year (e.g. Youth
Football, Youth Girls Basketball, All Youth Sports Banquet, Fund Raiser Events, etc.) The Board shall
appoint a Coordinator as soon as it is able, for those events/sports which require one. If new
events/programs arise during the year, the General Membership will be notified at the next community
meeting. No event or program shall be undertaken in the name of PYS, without the Boards consent.

ARTICLE VIII. BOARD MEMBER: NOMINATIONS, ELECTIONS AND TERMS

SECTION 8.1 Nominations

a. Nominations for Board Membership positions may be made by any PYS general member at the
annual Community Meeting.

SECTION 8.2 Elections and Confirmation

a. The Secretary shall present for vote, the names of individual(s) nominated for open Board
positions at the Community Meeting.
b. In situations where more than one candidate is nominated for a particular position, the
candidate who receives the most votes will be selected for the position.
c. If an office (including that of Chair) remains unfilled, it shall be considered a vacant office and
shall be filled as quickly as nominations and a vote at a Community Meeting can take place. The
Chair can nominate an interim office holder between the vacancy and vote. If Chair becomes
vacant the remaining board will nominate an interim Chair.

SECTION 8.3 Terms of Office

All Board members shall assume their duties as of the date of the Community Meeting in February.
The following positions shall be elected annually and serve a one (1) year term. Individuals may not
serve more than 2 consecutive terms (2 years) in any one office (are for a two (2) year term with no
term limit. The initial board term limits will be staggered to offset terms. Beginning board term will be
two (2) years for the Chair, one (1) year for the Secretary, and two (2) years for the Treasurer/Vice
Chair).
a. The Chair
 b. The Secretary
c. The Treasurer/Vice Chair
Jennifer Oberly made a motion to hold Community Meeting in July and to accept changes to the term
limits, seconded by Jacqualyn Nightengale Motion carried
The following positions shall be elected on an annual basis and serve a one (1) year term (are also a two
(2) year term with no term limit). There is no limit on the number of terms a person may be elected to
for these positions. (The initial Board term limits will be staggered to offset terms. Beginning board term
will be two (2) years for the Football Representative, two (2) years for the Cheerleading Representative,
one (1) year for the Basketball Representative and one (1) year for the Baseball/Softball/Tball
Representative.
a. The Football Representative
b. The Cheerleading Representative
c. The Basketball Representative
d. The Baseball/(Softball/Tball) Representative
Jennifer Oberly made a motion to accept changes to the term limits, seconded by Jennifer Gray Motion
carried
ARTICLE IX. DUTIES OF THE BOARD MEMBERS

SECTION 9.1 General Duties of all Board Members

The Board shall:

a. Represent the General Membership of the PYS at all times. (If a board member deems
necessary, to report another board member, coordinator, representative, or coach due to
improper behavior/action then he/she must bring it to the Board for possible disciplinary
actions or removal of position. Such action must have two-thirds (2/3) affirmative vote.
Following disciplinary action or removal, if said person wishes to make an appeal, the appeal
would be heard from the community. Jennifer Oberly made a motion to accept change in
Section 9.1 a., seconded by Annie Pope Motion carried without any objections
b. Transact necessary business between meetings of the General Membership.
c. Compile and maintain a record of the duties, functions and work performed in the position
they served each year. The purpose of this record is to maintain a history of the effort
associated with the position and to provide incoming board members with a roadmap for
success. A copy of this record is to be given to the Secretary by June 30th (January 31) each
year. Jennifer Oberly made a motion to accept change in Section 9.1 c., seconded by
Jennifer Gray Motion carried without any objections
d. Attend all 75% of the Community Meetings and Board Meetings. Should a board member
fail to perform the duties and functions of their position, the remaining members of the
Board, may declare the office vacant upon a two-thirds (2/3) affirmative vote. Jennifer
Oberly made a motion to accept change in Section 9.1 d., seconded by Michelle Miller
Motion carried without any objections
e. Upon the expiration of the term of office or in case of resignation or termination, each
board member shall turn over to the Chair, all records, books and other material pertaining
to the Board position.

SECTION 9.2 PRESIDENT Chair

The Chair shall:

 a. Coordinate the work of the board members and committees of the PYS in order that the
purpose of PYS may be promoted.
b. Preside at all Community meetings and PYS board meetings.
c. Represent the interests of the PYS when addressing any other organization on PYS behalf.
d. Provide an oral summary of the previous years activities at the Community Meeting each
year.
e. Present the list of PYS sponsored events/activities for the next year at the Community
Meeting.
f. Appoint Coordinators to special committees as necessary.
g. Provide a proposed agenda to each board member prior to any board meeting.
h. Perform such other duties as may be prescribed in these bylaws or assigned to him/her by
the Board.
Jennifer Oberly made a motion to accept changes in Section 9.2, seconded by Michelle Miller Motion
carried without any objections
SECTION 9.3 Secretary

The Secretary shall:

a. Keep a written record of the proceedings (agenda, motions, vote, etc.) of all meetings, and
distribute them for review and approval at the subsequent community meeting. These
minutes shall become a permanent record.
b. Post approved meeting minutes to the Community at large via the internet.
c. Keep a current copy of the bylaws and make them available upon request.
d. Conduct correspondence as requested.
e. Send out notices of the Community and Board Meetings.
f. Act in the capacity of the PYSs Public Relations person for PYS events/activities, using
forums such as the newspaper, e-mail, flyers or the Website (any additional media).
g. Act as Parliamentarian to ensure proper conduct and procedures are followed at Board and
Community Meetings.
h. Perform such other duties as may be requested by the Chair or the Board.
Jennifer Oberly made a motion to accept the changes in Section 9.3, seconded by Katrina Baker Motion
carried without any objections
SECTION 9.4 Treasurer

The Treasurer shall:

a. Keep such permanent books of account and records as shall be sufficient to establish the
items of gross income, receipts and disbursements of the PYS. Such books of account and
records shall at all reasonable times be open to inspection.
b. Receive all monies for PYS, giving a receipt therefore, manage deposits, payments, record
keeping and accounting for PYS. (Requiring accounting sheets.)
c. Retain a copy of all deposit slips and pay bills as authorized by the Board.
d. Keep the membership informed of expenditures.
e. Present a statement of account at every meeting of the Board and at such other times as
requested by the Board, as well as an annual report to the General Membership.
f. Provide selected coordinators a budget template, last years expenditure report for that
event/sport, and assist the coordinator in creating the current years proposed budget.
g. Act as treasurer for all fundraisers.
h. Serve as an assistant to the Chair and in the absence or inability of the Chair to serve, shall
perform the duties of the Chair.
Jennifer Oberly made a motion to accept change in Section 9.4, seconded by Katrina Baker Motion
carried without any objection
SECTION 9.5 Representative(s)

The Representative(s) shall:

a. Select the Coordinator(s) for the sport/event that they are representing (upon board
approval. No immediate family shall be selected).
b. Work with the Coordinator and Treasurer to create a budget and submit to the Board for
approval.
c. Make a final report with the treasurer of the income, profits, and expenses of the
event/sport season.
d. Coordinate with the designated Coordinator to make any/all decisions regarding the sport
season such as but not limited to: League selection, selecting coaches, officials for the
games, what equipment will be provided to players, what equipment is needed, other
needs, size of teams, numbers of teams, colors of jerseys, (sign-up deadlines), etc.
e. Coordinate with the designated Coordinator to make any/all decisions regarding the event
such as but not limited to: Activities for the fundraiser, location, donations, prizes,
eligibility, date, time, menu, etc.
f. Assist the Coordinator in addressing any parent, player, or community member issue,
concern or question.
Jennifer Oberly made a motion to accept changes in Section 9.5, seconded by Michelle Miller Motion
carried without any objections
SECTION 9.6 Coordinator(s)

The Coordinator(s) shall:

a. Be responsible for leading and administering the event/sport.
b. Establish a committee or administrative help to carry out the event/sport season.
c. Call meetings of the committee when necessary.
d. Report to your Board Representative in a timely manner of their progress.
e. Coordinate with the designated Board Representative to make any/all decisions regarding
the sport season such as but not limited to: League selection, selecting coaches, eligibility of
coaches, eligibility of players, officials for the games, what equipment will be provided to
players, what equipment is needed, other needs, size of teams, number of teams, colors of
jerseys, (sign-up deadlines), etc.
f. Coordinate with the designated Board Representative to make any/all decisions regarding
the event such as but not limited to: Activities for the fundraiser, location, donations,
prizes, eligibility, date, time, menu, etc.
g. Communicate with all coaches and parents about expectations, game schedules, equipment
policy, practice schedules, practice fields, and any other activities associated with the
sport/event.
h. Field any questions, concerns, or issues from parents, players or community members about
the event/sport.
Jennifer Oberly made a motion to accept changes in Section 9.6, seconded by Katrina Baker Motion
carried without any objections

SECTION 9.7 Ad-hoc Committee

The Ad-hoc committee (any temporary committee set up by the Board for fundraising/special events)
shall:
a. Be responsible for leading and administering the fundraiser/special event.
b. Coordinate with the Board to make any/all decisions regarding the fundraiser/special event.
c. Make a final report with the treasurer of the income, profits and expenses of the
fundraiser/special event.
Katrina Baker made a motion to accept Section 9.7, seconded by Jennifer Oberly Motion carried
without any objections
ARTICLE X FINANCE

SECTION 10.1 Signatures

a. A valid check from the PYS general fund will require two (2) signatures. These two (2)
signatures shall be the Treasurer and one of the following: Football Representative,
Cheerleading Representative, Basketball Representative, or Baseball/(Softball/Tball)
Representative. and either the Chair or the Secretary.
Jennifer Oberly made a motion to accept changes in Section 10.1, seconded by Crystal Long Motion
carried without any objections
ARTICLE XI ADOPTION, AMENDMENTS, REVIEW OF BYLAWS

SECTION 11.1 Roberts Rules of Order

Roberts Rules of Order, Newly Revised shall govern all cases in which they are applicable except when
they are in conflict with these bylaws.

SECTION 11.2 Adoption and Amendments

These bylaws shall be adopted and any amendments thereto approved, by a two-thirds (2/3) vote of the
members present at a Community Meeting, providing notice has been given to the General Membership
at least two (2) weeks in advance of the meeting.

SECTION 11.3 Reviews

The bylaws shall be reviewed by the Board no later than October every third year or upon request of five
(5) or more General Members.

ARTICLE XII DISSOLUTION

In the event of dissolution the PYS distribution of all assets shall be as follows:

a. All outstanding debts shall be paid immediately.

b. All remaining funds and equipment shall be distributed or spent as the Board deems
appropriate (to another Community Organization) upon a two-thirds majority vote.
Jennifer Oberly made a motion to accept changes in Article XII, seconded by Katrina Baker Motion
carried without any objections