HARRISBURG SENATORS FAN CLUB
BYLAWS
Established 1987
Revised 2016
Incorporated June 17, 2014
ARTICLE I: NAME
A. The name of the organization shall be the “Harrisburg Senators Fan Club”.
ARTICLE II: OBJECTIVE AND MISSION
A. The Harrisburg Senators Fan Club is a non-profit social organization, formed to promote the enjoyment of baseball in the Harrisburg community throughout the year, through monthly meetings, attendance at games and other events of the Harrisburg Senators, and through sponsorship of a Little League team in the City of Harrisburg. The Fan Club is a dues-based, all-volunteer organization; no officers receive any compensation from the Fan Club. The Harrisburg Senators Fan Club is not affiliated in any way with the Harrisburg Senators, Harrisburg Civic Baseball Inc., the Eastern League, or Professional Minor League Baseball.
B. Mission: The goal of the Fan Club is to enhance the participation and pleasure of its members in their enjoyment of the sport of baseball. The Fan Club organizes various events, open to members and the public, such as picnics with the Harrisburg Senators, and bus trips to baseball games in other cities; supports various charitable organizations events and sponsors a team in the Harrisburg City Little League.
C. Little League Team Sponsorship: The Fan Club provides monetary assistance for uniforms, equipment, and any other items that are needed to play baseball, including items that the league is unable to provide. All monies used to support the Little League team are kept in a separate account from the Fan Club's General Fund.
ARTICLE III: MEMBERSHIP
Section I – Eligibility:
A. Anyone interested in promoting the sport of professional baseball is eligible to become a member of the Harrisburg Senators Fan Club upon payment of annual dues as stated in the Standing Rules. Membership in the Harrisburg Senators Fan Club shall be available without regard to race, color, creed, sex or national origin.
Section II – Rights:
A. Paid-up members have the right to vote in all elections, be appointed to committees and participate in all activities and functions sponsored by the organization. To hold office, however, you must be 18 years of age or older.
Section III – Term of Membership:
A. Membership is non-perpetuating, except by payment of annual dues. Membership is considered to be effective from January 1 thru December 31.
Section IV – Terms of Membership:
A. Any person interested in the objectives of the Harrisburg Senators Fan Club who is willing to uphold its policies and to subscribe to its By-Laws may become a member upon payment of dues, as stated in the Standing Rules.
Section V – Banishment:
A. Upon complaint by any member of misconduct of another member to the Executive Board, action must be taken by means of an investigation by the Executive Board and presented to the membership for a vote.
ARTICLE IV - OFFICERS
Section I – Titles:
A. The officers of the Harrisburg Senators Fan Club shall be entitled and referred to as:
PRESIDENT
VICE-PRESIDENT
SECRETARY
MEMBERSHIP SECRETARY
TREASURER
PAST-PRESIDENT
Section II – Eligibility:
A. Any paid-up adult member (18 years or older) is eligible to hold office as stated in Article IV, Section I, above.
Section III – Term of Office:
A. All duly elected officers shall serve for a period of at least one year.
Section IV – Selection of Officers:
A. Officers shall be elected by the general membership at the annual meeting, to be held each year in October. Nominations for office shall be from the floor by attending members.
B. The Election Director shall announce the name of each nominee and they shall be voted for in order announced until one nominee receives a vote sufficient for election, which will be a majority of the membership present. Vote will be by secret ballot.
C. Only those who have consented to serve, if elected, shall be eligible for nomination either by or from the floor
Section V – Vacancies:
A. Offices that become vacant during the membership year shall be filled in the following manner:
1. President: The Vice-President shall assume the duties of the President. If the Vice-President should not accept Presidency, an election by the general membership shall be held at the next regularly scheduled meeting.
2. All other vacancies: The President, subject to approval by the Executive Board, shall appoint other vacancies on a temporary basis. Elections will be held 30 days after the appointment, for the permanent officers.
B. The outgoing President shall become a member of the Executive Board.
ARTICLE V: MEETINGS AND QUORUMS
Section I – Annual Meetings:
A. An annual meeting shall be held each year in the month of October. The annual meeting shall be called to elect club officers for the coming year.
Section II – Quorum:
A. The quorum shall consist of 12 members
ARTICLE VI: COMMITTEES
Section I – General:
A. There shall be two (2) types of committees: Standing and Special. Committees
Shall only have power delegated to them by the By-Laws or by the motion that created them.
B. Quorum of a committee shall consist of a majority of the committee.
Section II – Standing Committees:
A. The chairman of each standing committee shall present a plan of work to the Executive Board for approval.
B. There shall be four (4) standing committees. They are:
Audit
Entertainment
Newsletter
Little League
Section III – Special Committees:
A: A special committee will be created a needed and shall remain in being as long as the need exists or until the project for which a committee was created is completed.
Section IV – Structure:
A. Committee chairpersons shall be filled with elected officers as provided in the standing rules.
ARTICLE VII: EXECUTIVE BOARD
Section I – Organization:
A. The Executive Board shall be comprised of all officers, committee chairpersons, and the outgoing President. The General Manager or his designated appointee of the Harrisburg Senators Baseball Club is the Fan Club's liaison with the Harrisburg Senators.
Section II – Term of Office:
A. Term of office of the Executive Board will be specified in Article IV, Section III.
Section III – Powers of the Executive Board:
A. The Executive Board’s function is to advise and recommend to the general membership courses of action to achieve the objectives of the Harrisburg Senators Fan Club.
Section IV – Meetings and Quorum:
A. The Executive Board shall schedule separate meetings at times of their own choosing. A quorum shall consist of five (5) members of the Executive Board.
ARTICLE VIII: FINANCES
Section I – Financial Policies:
A. The Harrisburg Senators Fan Club shall practice good fiscal procedures. There shall be an annual audit, books kept, and funds allocated in accordance with the by-laws. A financial report shall be made at every monthly meeting.
B. Check Policy - Any checks returned to the Fan Club will be subject to a returned check fee of $35.
Section II – Bookkeeping
A. The treasurer shall have the responsibility for maintaining records of all the Harrisburg Senators Fan Club’s financial transactions.
Section III – Audits:
A. Audits shall be performed prior to the annual meeting. When the position of Treasurer changes, another audit must be conducted prior to the new treasurer assuming office. Audits will be performed by an Audit Committee appointed by the Executive Board, consisting of three Fan Club members.
Section IV – Funding:
A. A General Fund shall be maintained.
B. A Little League Fund shall be maintained.
C. A Welcome Back Senators Fund shall be maintained.
D. A Small Games of Chance Fund shall be maintained.
Section V – Bank Accounts:
A. One bank account will be maintained by the Harrisburg Senators Fan Club for the General Fund.
B. One bank account will be maintained by the Harrisburg Senators Fan Club for the Little League Baseball Account.
C. One bank account will be maintained by the Harrisburg Senators Fan Club for the Welcome Back Senators Account.
D. One bank account will be maintained by the Harrisburg Senators Fan Club for the Small Games of Chance Account.
E. Checks issued by the Harrisburg Senators Fan Club shall require one (1) authorized signature.
F. Signature cards shall be maintained at the bank for the Treasurer, President,
Vice-President and Secretary
ARTICLE IX: TRIP LIABILITY
Section I - Fan Club Events
A. Waivers: Each trip participant must complete and sign the Fan Club "Event Registration and Release Form". No minor under 18 years of age may participate in any trips unless accompanied by an adult. The minor(s) must also be identified on the responsible adult's completed form.
B. Trip Reservations: Cash, check or money order payment is required under the following conditions: all one-day trips will require full payment within fourteen (14) days of making a reservation. Multi-day trips will require one-half payment within fourteen (14) days of making a reservation. Fourteen (14) days prior to the departure date of the trip, total payment must be made to hold the reservation. Any payment made past the due dates will be made in US currency. All checks must be in the Fan Club account two (2) weeks prior to the trip. All dates and payment amounts will be made on the trip reservation/waiver form. As noted in Article VIII, Section B. above, a service charge will be assessed for all returned checks.
C. Price Information: In the event of increased diesel fuel costs by the bus company, the Fan Club reserves the right to impose a fuel surcharge on our tours to cover these increased costs. All trip costs are based on a certain number of individuals committing to taking the trip (i.e., 20 or 25 persons). If the number of persons committing does not reach this number, additional cost may be assessed to paying participants if they wish to continue with the trip.
D. Responsibility: The Fan Club and/or its Officers cannot assume liability as agents for hotels, bus travel and/or other accommodations and cannot be held responsible for lack of performance by proprietors or their staff.
E. Special Needs Accommodations: The Fan Club and its Officers will make every reasonable effort to accommodate all persons with special needs. A fourteen (14) day notice before departure would be appreciated; however, a minimum 48 hour notice is required.
F. Pickup Point; Please be at your pickup point 15 minutes prior to departure. Unless otherwise noted for any individual trip, this will be in the large parking lot at the Radisson (formerly Penn Harris) Hotel, Erford Road and the Camp Hill Bypass, Camp Hill.
G. Parking in any lot with public access is at your own risk. The Fan Club, its Officers, the bus company and/or the owner of the parking facilities cannot assume responsibility for any theft, damage, vandalism, etc., that may occur to vehicles while parked in the lot.
H. Schedule Changes on Trips: Itinerary changes may occur that are beyond the control of the Fan Club. Reasons may include, but are not limited to, failure on the part of outside agencies to delivery accommodations, admission tickets, and/or unusual circumstances. Itineraries may be changed to benefit the quality of the tour at the discretion of The Fan Club. Passengers will only be notified if there is an extreme change in the itinerary. Cancellation policy will not be affected by changes in the itinerary.
I. Cancellations: Refunds will be given if cancellations are made at least one (1) month prior to the departure date on most Fan Club Trips. In the event that you must cancel a trip that includes a non-refundable ticket, a refund will only be issued if the ticket can be re-sold before the departure date. The bus company reserves the right to cancel a tour if less than 18 reservations have been received. Some exceptions may apply. The Fan Club will be enforcing this cancellation policy due to the strict policies set forty by various attractions, restaurants and hotels.
J. Seating: There will be no reserved seats on any tour except for the first two (2) rows at the request of The Fan Club tour operator.
K. Smoking and Alcohol on Bus: For the comfort of all, the bus company maintains a no smoking policy. However, for those passengers who wish to smoke, a rest stop will be provided. The bus company also maintains a no alcohol policy.
L. All participants of Harrisburg Senators Fan Club events agree to abide by all rules set forth by The Fan Club, the bus company and/or any other event partner(s).
ARTICLE X: AMENDMENTS
Section I – Requirements for Amending By-Laws:
A. These By-Laws may be amended at any regular meeting of the Harrisburg Senators Fan Club by two-thirds vote of the members present and voting, providing one month’s advance notice of the proposed amendment shall have been included in the notice of the meeting in which such motion is to be considered.
B. A committee may be appointed to submit a revised set of By-Laws as a substitute for these By-Laws only by a majority vote at a regular meeting of the Harrisburg Senators Fan Club.
ARTICLE XI
Section I
A. Anything not covered by these By-Laws will be governed by Robert's Rules.
