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Bylaws

ARTICLE I: Name and Location
Section 1.
The name of this nonprofit organization shall be known as: Long Valley Wrestling Club (herein after “Club”). The nickname of the Club is Long Valley Wolfpack or Wolfpack.
Section 2.
The principal location of this Club shall be in Washington Township (Long Valley), Morris County, New Jersey. There is no physical office location.
ARTICLE II: Purpose
Section 1.
Our primary purpose is to promote youth wrestling in Long Valley. The Club seeks to develop wrestlers (“participants”) who will become committed to the sport of wrestling and will continue their development by becoming members of the West Morris Central High School wrestling program after graduating this program. The Board of the Long Valley Wrestling Club and the coaches in the program are committed jointly to maintain certain standards in the program. We want each participant to have fun. We understand that enjoying the sport is the only way that participants will desire to make the effort required to become a skilled wrestler. We will promulgate values that will result in our participants becoming good wrestlers and citizens in the community. We will foster good fellowship among the participants and their competitors in the programs against which we compete. We recognize that the foundation for a skilled wrestler and citizen rests in developing good sportsmanship, a positive attitude, receiving encouragement to develop a strong work ethic, and having individual coaches and mentors dedicated to improve each participant’s physical fitness and who teach and seek to develop fundamentally sound wrestling techniques that will enable each participant to enjoy increasing levels of success in this program. Ultimately, it will prepare the participants to make a smooth transition to the high school level.
Section 2.
We will financially support the various levels of youth wrestling in Long Valley.
Section 3.
We will develop and maintain effective communication with all levels of the Long Valley community concerning wrestling: the Board; coaches; parents; participants in the wrestling program and the community at large. Section 4. We will educate and mentor all members of this association in the core values that we promote: the importance of having fun; fellowship; good sportsmanship; developing a positive attitude; encouraging a strong work ethic; striving to improve each participant’s physical fitness; and seeking to develop fundamentally sound wrestling techniques that will lead to participants’ increasing levels of success.
ARTICLE III: Membership
Section 1.
Membership shall be open to all those who wish to be affiliated with the Long Valley Wrestling Club. It will be available to every Wrestler, Parent, Guardian, Alumni or Supporter in good standing with the Club.
Section 2.
The annual membership registration year is from September 1st to August 30th.
Section 3.
Full payment of wrestler registration dues is a requirement for membership. In order to register a child must be a resident of Washington Township or attend a Washington Township Elementary or Middle School. If a child is registered to wrestle with the Club then he/she is considered a member. Further, his/her parents(s) or legal guardian(s) will also be considered members of the Club for that registration year.
ARTICLE IV: Board of Directors
Section 1. Authority
The Board of Directors manages, directs, and acts on the business affairs and property of the Long Valley Wrestling Club. The Directors may exercise all such powers and handle all affairs of the club subject to the provisions of these Bylaws and all applicable local, state, and federal laws.
Section 2. Directors
The Board of Directors shall consist of four (4) Officers and five (5) At‐Large Directors. Each position is considered a Director of the Board.
Section 3. Officers
The Officers of the Board of Directors shall consist of the President, Vice‐President, Secretary, and Treasurer. The President shall be the Chairman of the Board of Directors. No Board member can hold more than one officer position at any given time.
Section 4. Terms
Officers or At‐Large Directors shall hold office until: (a) a successor is duly elected, (b) death or disability, or (c) resignation. All Directors, including those holding offices, shall serve 2 year terms and are eligible for re‐ election. There are no term limit restrictions.
Section 5. Vacancy
A vacancy for any reason shall be filled by appointment with the vote of the remaining Directors until the next annual meeting.
Section 6. Removal
Officers and At‐Large Directors can be removed at any time by a three‐fourths (3/4) majority vote. Removal of a Board member can only take place at a regularly scheduled Board meeting or a special Board meeting with physical attendance required and at least 72 hours advanced notice to the Board of Directors.
ARTICLE V: Officers and Committees
Duties of Officers
Section 1. President
The President shall supervise all the business affairs and enforce all the rules of the Club. He/she shall preside at all business meetings and ensure that an orderly and complete meeting is conducted. The President does not vote. He/She only votes to make a majority in an “all‐tie” voting unless otherwise prescribed in these by‐laws.
Section 2. Vice-President
The Vice‐President shall assist the President in the performance of his duties. In the absence of the President, the Vice‐President shall perform the duties of the President.
Section 3. Secretary
The Secretary shall record all minutes of all meetings held by the Board of Directors and prepare copies of such minutes for the permanent record. The Secretary shall communicate the minutes via e‐mail to the Board within 14 days of the meeting’s conclusion. All minutes will be voted on for adjustments and approval at the next meeting. The Secretary shall be responsible for all Club correspondences.
Section 4. Treasurer
The Treasurer shall maintain all the financial records of the Long Valley Wrestling Club and prepare checks as directed by the Board of Directors. The Treasurer shall also prepare checks as directed by the President with a dollar limit of $2500.00 per check. The Treasurer is responsible for all deposits. The Treasurer shall provide a current financial report at each meeting including a Club financial report at the annual membership meeting.
Board Committees
Section 1.
There will be three standing Board Committees. The names and functions of each Committee are as follows:
  • Fundraising: The purpose of the Fund Raising Committee it to raise money for the benefit of the Long Valley Wrestling Club through concession sales and other means and events.
  • Uniforms/Apparel: The purpose of the Uniforms/ Apparel Committee is to acquire, maintain, and manage team uniforms and provide Club apparel opportunities to members and supporters.
  • Communications: The purpose of the Communications Committee is to ensure communications exist between the Board, Coaches, and Members as designated by the Board. This Committee also manages the team’s management site (i.e. – Teamsnap) consisting of rosters, schedules, and contact information.
Section 2.
A Chair for each Committee will be appointed by the Board of Directors. Being a Chair of a Committee does not designate you as a member of the Board of Directors but a Board Director can Chair a Committee.
Section 3.
Only one person can Chair a Committee and a Committee can have one or multiple Committee members.
Section 4.
Each Committee Chair will report into the Board and be invited to Board meetings and Board events for update and reporting purposes.
Section 5.
A Committee can be created or dissolved at any time by a majority vote of the Board.
ARTICLE VI: Meetings
Section 1. Annual Meeting
The annual meeting of the Club shall be held by May 1st. At each annual meeting the Board Officers and Directors of the Club shall be elected (if Board position terms are expiring). If the annual meeting does not take place at the time fixed, it shall be held within a reasonable time thereafter, and the Directors shall be held over until their successors have been elected.
Section 2. Regular Meetings
Meetings of the Board of Directors shall be held periodically, with the time and location to be determined by the Board or by the President. Upon notification of the President, the Secretary shall notify all members by phone or electronic communication of the time and the place of all meetings. All meetings shall be run in an orderly manner with an agenda following Robert’s Rules of Order.
Section 3. Special Meetings
Special meetings of the Board of Directors may be called by the President or by a majority of the members of the Board.
Section 4. Quorum
A minimum quorum is five of the nine voting Directors. No meeting of the Board of Directors shall be legal without at least five (5) Board Members present and at least the President or Vice President in attendance. For a ruling to be passed, a majority vote is required by the quorum unless otherwise specifically stated in these Bylaws. Only members of the Board of Directors are eligible to vote.
Section 5. Attendance
A Board Director is expected to attend Board Meetings and compulsory events and is required to acknowledge all invites and provide their intention to attend. If a Board Director has three unexcused absences in a single year the remaining Board members can vote to terminate them with a majority vote.
ARTICLE VII: Elections and Voting
Section 1.
Only members of the Board of Directors vote on business and governance matters. Results from all voting will be determined by the majority of the votes cast unless otherwise designated in these bylaws.
Section 2.
General members for the registration year, in full good standing, and have no debt to the Club, can vote, along with the current Board, for the election of Board Officers and Directors. The voting for the Board Officers and At‐Large Directors will take place at the Annual Board Meeting. Physical attendance at the Annual Board Meeting is required to vote. There is no proxy voting or electronic attendance allowed for elections. For purposes of voting for Board Officers and At‐Large Directors, parents or legal guardians of registered wrestlers are allowed to vote, that is, if both parents or legal guardians of a single or multiple wrestlers, regardless of multiple residencies, and are in attendance, they may each cast a single vote. Though wrestlers are considered members of the Club they are not allowed to vote.
Section 3.
Qualifications for Board of Director positions shall consist of the following:
  1. 1. A resident of Washington Township or employment within the School District of Washington Township school system or West Morris Central High School.
  2. 2. Parents or legal guardians of children who attend a Washington Township Elementary or Middle School.
  3. 3. The nominee is in good standing, owes no debt to the Club, and conducts himself/herself in a manner that brings honor to the Long Valley Wrestling Club.
  4. 4. The nominee is an adult who is 21 years of age or older.
If the Nominee is a Long Valley Wrestling Club Coach then only requirements #3 and #4 are required to be considered qualified.
Section 4.
A Nominating Committee, appointed by the Board, shall meet prior to the annual meeting to prepare a list of candidates for the upcoming open positions of the Board of Directors. They will provide those names to the Board for vote at the Annual Meeting and nominations can also be taken from the floor during the meeting. If a current member of the Board of Directors is nominated for a Board position, he/she may still participate in the vote, voting for himself/herself or a new nominee. The vote will be a closed and secret ballot with the President and Secretary presiding and counting the votes. Newly elected Board members will be publicly announced at the end of the meeting. New Board members will assume their positions immediately following the close of the Annual Meeting.
Section 5.
In order to cast a vote, a Board Director must be considered in “good standing” and may not owe a debt to the Club. Each Director casts one vote only on the Board.
Section 6.
The President does vote in any and all elections for open Officer and At‐Large Director positions.
ARTICLE VIII: Coaches
Section 1.
Volunteering as a Coach is encouraged. A Coach does not need to be a resident of Washington Township or have a child attend a Washington Township School or have a child registered with the Club. All Coaches must be at least 18 years of age and approved by the Board of Directors. Coaches can also be dismissed by the Board with a majority vote. A Coach can resign at any time by notifying the President and Secretary in writing.
Section 2.
Being a Coach does not grant or entitle a position on the Board of Directors. Coaches may be required to attend designated Board meetings. A Coach can be a nominee for a Board Officer or Director Position and elected to the Board during the Annual Meeting if qualifications are met.
Section 3.
All Coaches must adhere to these bylaws and attend any and all training, registrations, and certifications as required by the Township, County, the State of New Jersey, or as designated by the Board. Any fees incurred by Coaches in fulfillment of any required obligation will be reimbursed by the program. Section 4: Coaches are volunteers and do not draw or earn a salary. The Board does reserve the right to provide payment to individuals for special instructions or similar considerations outside the normal expectations of Coaching. These considerations must be approved in advance by the Board of Directors with a majority vote.
ARTICLE IX: Finances
Section 1. Contracts
Only the Board of Directors may authorize contracts on the part of the organization.
Section 2. Loans
No loans may be contracted on behalf of the Club and no evidence of indebtedness shall be issued in its name.
Section 3. Checks
All checks must be signed by the Treasurer or President.
Section 4. Deposits
All funds of the club not otherwise employed for its purpose shall be deposited from time to time to the credit of the Club in such banks or other depositories as the Board of Directors may select.
Section 5. Financial Audit
An annual internal financial audit of the Long Valley Wrestling Club will be conducted by two (2) designated members of the Board of Directors, not to include the Treasurer.
Section 6. Insurance
The program shall provide appropriate liability insurance coverage to all Board Officers, Board Directors, Coaches and Volunteers with the costs paid by the program.
ARTICLE X: Dispute Resolution
Section 1. Method of Procedure
Any Club member(s) having a complaint against another member for the infraction of any provision of these Bylaws or Club rules or for conduct injurious to the welfare of the Club, may report it in writing to the Board of Directors. The complaint shall set forth the facts, the alleged infractions, and the names of any witnesses. A complaint must be investigated promptly, within 14 days, after it is brought to the attention of the Board. The complainant(s) and the member(s) identified in the complaint, along with any witnesses, shall receive at least seven (7) days’ notice to be heard before the Board. The Board of Directors will review all statements and evidence prior to making a final disposition. The Board of Directors has the right, based on the evidence and witnesses, to suspend or expel any member including but not limited to wrestlers, coaches, parents, guardians, and supporters for engaging in conduct that is considered illegal, harassing, unsportsmanlike, unethical, or detrimental to the integrity of the Long Valley Wrestling Club and its bylaws, policies, or purpose with a 2/3 majority vote of the Board. These rules also apply to a complaint made against a Board Director. A Director(s) identified in a complaint cannot vote on the complaint because it is a conflict of interest.
ARTICLE XI: Dissolution
Section 1.
The Club may be dissolved at any time by a unanimous vote of the Board of Directors.
Section 2.
Two (2) officers shall be required to request the President to hold a vote to dissolve the Club.
Section 3.
Notice of a vote to dissolve the Club shall be provided to the general membership two (2) weeks prior to the vote through email and through an announcement on the Club’s web site.
Section 4.
Upon dissolution of the Club, all assets will be used to pay any outstanding invoice or accumulated debt. Any remaining Club funds shall be equally donated by the President to the wrestling athletic funds of the West Morris Central High School Wrestling Team Parent’s Association.
ARTICLE XII: Wrestler Level and Team Assignment
Section 1.
The aim of the Club is to provide a fair and equitable opportunity for any and all wrestlers to wrestle on a Long Valley Wrestling Club team. Wrestle‐offs and/or other objective criteria shall be used to determine selection and designation of all wrestlers to their teams. With that being stated, selection and designation of all wrestlers to any team(s) or level will be made by the Coaches and President. A wrestler can be added or removed from a team or moved to a different level at any time at the Coach’s/Coaches’ and President’s discretion. The Coaches and President can consider a number of factors to determining a wrestler’s addition or removal including age, ability, and the safety and welfare of the wrestler and the Club’s liability. The President shall have the final decision in the event of a dispute.
ARTICLE XIII: Amendments
Section 1.
These Bylaws may be amended, repealed or altered in whole or in part by a two‐ thirds (2/3) majority vote at any regular or special meeting of the Board of Directors. Amendments to these bylaws can only take place at a Board meeting with physical attendance required and at least 72 hours advanced notice to the Board of Directors. All changes to these Bylaws must be made by the Secretary with the language agreed to at the Board Meeting. The Secretary must share the changes with the full Board within 10 days of the meeting at which it took place. The final written draft of changes provided to the Board will be subject to approval as written at the next Board meeting.