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Board Organization and Operation
Organization and Operation of the board
3a) Board Composition
There will be no more than 15 and no less than five Board Members. The Director roles and titles may be modified by the board in accordance with the needs of the association, however, the board must always maintain officer positions of President, Vice-President, Treasurer and Secretary. The 14 current MBA roles and titles are:
President
Vice-President
Treasurer
Secretary
Tournament Director
Traveling Director
In-House Director
Youth Program Director
Registration Director
Website Director
Facilities Director
Equipment Director
Coach Development Director
Player Development Director
3b) Executive Committee
The Board maintains an Executive Committee that consists of the President, Vice-President and Treasurer. The Executive Committee is granted the authority to convene and address time-sensitive issues in the event the board is not reasonably able to meet, or may also be called upon by board members to provide guidance or decision on specific topics requested by the board. Should the Executive Committee be divided over a particular issue, it is a good indication that the issue should most likely be brought before the full board.
3c) Board Meetings
There are five types of Board meetings.
1. Year-end Meeting - held in May; completes the term of Board Members not looking to renew their appointment; brings closure to the current year; presentation of Exceptional Service Awards
2. Annual Meeting - immediately after the conclusion of the Year End Meeting. During the Annual Meeting there are three agenda items in specific order:
a. Re-elect returning Board Members (not for specific Director positions)
b. Appoint the President for the new year
c. Interview and elect new Board Members for any open board positions
3. First Meeting of the Year - will commence immediately after the Annual Meeting. At this meeting, the remaining Director Positions will be appointed
4. Monthly Meetings - time and dates to be determined by the new Board
5. Special Meetings - as deemed necessary to address time sensitive issues
The time, day and location of the monthly board meetings will be established at the First Meeting of the Year. Meeting dates/times may be altered during the year to accommodate for holidays and other scheduling conflicts. It should be noted that the January and/or February meeting may not be necessary.
Board meetings generally last anywhere from 1 - 2 hours. During busy planning segments of the year (late summer/early fall) the meetings may last longer.
In order to hold an official MBA board meeting, a quorum (50% or more of the current board members) must be present (present being defined as either in person or by remote access).
3d) Operation of the Board
1) The general structure of all Board meetings will consist of:
(a) Call to Order
(b) Committee/Director Reports
(c) Public Segment (see below)
(d) Old Business Discussion
(e) New Business Discussion
(f) Adjournment
2) Non-Board Members are welcome at any Monthly Meeting, but should advise a board member in advance so they may be added to the board agenda for planning purposes. When a board member is contacted by a member of the public that would like to address the board, the board member should:
a) Determine the general issue to be discussed and obtain detailed information in advance. Submit this information to the President and to the Secretary for dispersal to board members as deemed necessary
b) Advise the Secretary so the individual or group can be added to the agenda
c) Advise the interested individual (or group) of the time and location of the meeting. We generally would like members of the public to arrive at the board meeting only for the public forum portion – so they will generally be invited to arrive at 7:30pm or 7:45pm. The public is generally not accepted into certain portions of the meeting that are board specific.
3e) Voting Process
1. Each board member is afforded one equal vote.
2. All measures will require a majority vote of those present in order to pass unless a specific exception has been outlined in other sections of this manual. Specific changes to the rules in this manual will require a 70% approval of those present.
3. On any issue under discussion, ample (but not excessive) time should be afforded to review all opinions and perspectives to assure that board members have sufficient information to make an informed decision.
4. Following discussion, the Board will agree to move to a board vote. Any board member (other than the President) may formulate a motion to be voted upon by the Board. It is essential that the motion is properly constructed and communicated to the board members to assure that the motion is clearly defined.
5. Another board member (other than the President and the board member making the initial motion) must second the original motion in order to warrant a full board vote.
6. The President will request a verbal or hand raise vote in favor of the motion. Likewise, the President will request a verbal or hand raise vote for those not in favor of the motion. A tally of both votes will be recorded by the Secretary.
7. The President will then offer one final opportunity for Board comment before the motion is officially considered passed or defeated.
8. In the event that a board member cannot be present for a board meeting, but would like to register a vote on a particular motion, it may be done in absentee fashion with the approval of the Executive Committee. The Executive Committee must be convinced that the absentee board member clearly understands the precise motion being made and is aware of all of the perspectives and discussion that has transpired amongst the Board.
9. In certain circumstances, issues may require a vote outside of normal board meetings. These circumstances may include time sensitive issues or issues that have been raised at board meetings but require additional information that is obtained at a later date. In such cases, the President may call for a vote via email. In such case, the President with the assistance of the Secretary will present an outline of the situation and the specific motion to be voted upon. Each board member may then respond with questions and comments or register their vote in favor or disfavor of the motion. Once a quorum of board members have responded with an official vote, the Secretary will record the responses and majority approval/disapproval will render the fate of the motion. If more than one board member feels inadequately informed due to the e-mail nature of the vote, then the issue should be tabled until the next board meeting or require the arrangement of a special board meeting.
10.If a board member has personal involvement or would be directly affected by an issue or motion, then such board member should voluntarily excuse themselves from any board discussion and voting process. If the Executive Committee believes that a board member would be personally involved or affected by an issue or motion, and such board member has not voluntarily excused themselves from discussion and voting, they may require that such board member excuse him/herself from discussion and/or abstain from voting. It is essential that potential conflicts of interest are recognized and avoided.
11.All board members are expected to conduct themselves in a responsible and professional manner. Discussion and debate is meant to be meaningful and informative – not simply for delay of a decision.
12. It is assumed that all board members will always endeavor to assure that decisions are in the best interests of participants in MBA programs. Any changes contemplated will not unduly compromise the program participants in favor of a small group of participants. All votes should focus on furthering the goals and mission of the MBA.
