Hilliard Darby GridIron Club

• Membership is open to all persons who are interested in the mission of the organization at any time and upon payment of annual dues. Members shall be considered in good standing only when current dues have been paid.
• Annual membership shall be from January 1 until December 31 of the following year.
• Membership dues are payable by January 31 of each year. Membership at Large, is due upon joining the Club.
• The dues for the subsequent year will be determined by vote of the members at the November meeting.
• All club members are expected to participate in fund raising and concession activities.
• Graduates of Darby High School are welcome to participate as members of the Club for one year at no charge.

• Meetings will normally be held at Hilliard Darby High School @ 7:00 pm. On the 1st Monday of each month, changes in meeting dates for the entire year will be determined at the January meeting.
• Special meetings shall be called at the discretion of the President or at the request of 40% (5 members) of the Officers and Board of Trustees.
• Regular and special meetings are open to the public.
• Reasonable effort shall be made to publicize the date, time, and location of all meetings different than stated above.
• Meetings will be conducted using Robert's Rules of Order.
• The Officers and Board of Trustees shall conduct all business of the Club Except the election of trustees and amendments to the By Laws, which will be conducted by the entire membership.
• A quorum of all business will consist of all business will consist of 30% (4 members) of the members of the Officers and Board of Trustees.
• All business shall be decided by a single majority of Officers and Board of Trustees present, unless otherwise provided herein. Each Officer and Trustee shall have one vote.

• The governing group of the Club shall include the Officers (President, Vice-President, Secretary, Treasurer) and a Board of Trustees.
• Officers and Trustees are expected to attend every meeting of the Club.
• Officers and Trustees who fail to meet the duties of their office may be asked for their resignation. If he/she refuses to relinquish the position, the Officers and Board of Trustees shall have the power to vote his/her removal by two-thirds majority of those Officers and Trustees attending any regular meetings.
• The Officers and Trustees will select an Officer or Trustee to serve as Sergeant of Arms at each meeting. The Sergeant of Arms will be responsible for ensuring that the "Roberts Rules of Order" are followed during the meetings.
• Elections of the Officers and Trustees
• Officers and Trustees shall be elected for one-year terms.
• Nominations of current members will be accepted form the floor at the October meeting.
• Officers will be elected by the vote of the current membership at the Club' regular November meeting.
• The Officers and Board of Trustees shall be members of the Club and shall guide the Club toward fulfilling its goals.
• The Board of Trustees shall consist of 1 individual representing each grade level at Hilliard Darby High School, one individual representing Memorial Middle School and Heritage Middle School and one individual at large.
• Trustees shall represent their respective grade level at meetings.
• The Officers and Board of Trustees shall have control and management of all business, funds, and property, if any, of the Club.
• Vacancies on the board occurring after the election may be filled by affirmation vote of the majority of trustees assembled at any meeting.
• Replacement trustee shall represent their respective grade levels at meetings.
• Terms for replacement trustees will begin immediate upon begin elected

• An audit shall be conducted whenever requested by an affirmative vote of a majority of the Officers and Board of Trustees at a regular scheduled meeting with a quorum present.
• 3 members of the Club designated by the President shall conduct an audit each year in December. The audit shall be completed within 30 days and submitted at the 1st regular scheduled meeting after the completion of the  audit. At least 1 of 3 member audit group will be a non-office holding Club member.

• The President may create standing or special committees with such power and duties with the approval of the Officers and Board of Trustees.
• Standing committees shall be established through the mechanisms established for amending the constitution.
• Special committees shall have a term of one year or less. Special committees shall be established by majority vote of the Officers and Board of Trustees.
• The Vice-President shall nominate the chair of all standing committees and present the nominees' names to the Officers and Board of Trustees for approval at any meeting.
• Committee chairpersons will keep a binder of all activities and information associated with their committee. This binder will be passed down year to year or turned over to the Secretary at the conclusion of the committees business.

• All Gridiron expenditures, except those circumstances referenced in paragraph C of this section, require approval of a majority vote of the Officers and Trustees attending a regularly scheduled or special meeting. Special "virtual" meetings (i.e., e-mail, phone) may be held to approve expenditures as needed. The secretary will record the motions and votes from these special meetings and will provide a report to the members at the next regularly scheduled meeting.
• All funds raised by the club, shall be retained and controlled by the club as outlined in paragraphs A and C of this section.
• The Treasurer, whenever practical, will secure majority approval of all officers and trustees as outlined in paragraph A of this section. However, the club recognizes that occasions will arise when there it is not practical to convene a meeting. The treasurer, with the knowledge and consent of one other officer, is authorized to pay club expenses which total under $301, without majority approval as outlined in paragraph A of this section. The treasurer will notify the officers and trustees of these
• The Officers and Trustees will develop and approve, through majority vote procedures to handle and account for, the “petty cash” fund.

• Proposed Amendments or other changes to the By Laws may be presented at any regularly scheduled meeting of the Club.
  
• Proposed amendments shall be publicized and voted upon at the subsequent regularly scheduled meeting.
• Amendments are enacted by the affirmative vote of two-thirds of the membership attending.
• In the event of Dissolution of the Club, all remaining proceeds will be transferred to the Hilliard Darby Athletic Association for the benefit of the Football teams at Hilliard Darby High School.

• The Officers and Board of Trustees shall enact a list of standing rules to govern the activities of the Club not described in the By Laws.
• New standing rules can be enacted by a simple majority vote of the Officers and Board of Trustees at any regularly scheduled meeting.