CHAPTER I

NAME AND LEGAL AUTHORITY

 

The agency is known as the ROCKBRIDGE AREA RECREATION ORGANIZATION AND PUBLIC RECREATIONAL FACILITIES AUTHORITY, hereinafter referred to as “RARO.”

RARO is designated as Public Recreational Facilities Authority created by the City of Lexington on August 19, 1988 under the provisions of Title 15.1, Chapter 29, Code of Virginia of 1950, as amended, of the “Public Recreational Facilities Authority Act.”  The Authority, RARO, was created to establish, organize and conduct recreational programs and to exercise those powers granted such authorities under Title 15.1, Chapter 29, Code of Virginia of 1950, as amended.

 

 

 

CHAPTER II

PROGRAM PHILOSOPHY & OBJECTIVES

 

Section 1.  The objective of RARO shall be to provide and encourage the provision by other community groups of a broad range of leisure and recreational opportunities to Rockbridge area residents of all ages, and through its sanctioned programs to instill ideals of good citizenship, good sportsmanship, goodwill, and good fun.

 

Section 2.  While athletic programs will be an important part of RARO’s offerings, non-athletic activities for youth, adults, and the elderly will also be provided as resources are available and interest can be demonstrated.

 

Section 3.  To further its objectives, RARO athletic programs will place primary emphasis on full participation, balanced teams, positive coaching and officiating, skills development, safety, and having fun.  Competitive spirit is to be nurtured, but emphasis on winning should not overshadow the goal of providing a healthy, challenging, and satisfying experience for all.

 

Section 4.  Assuming one can meet appropriate and established eligibility requirements, there shall be no prerequisites to participation in RARO programs except full understanding and acceptance of RARO’s program philosophy as outlined above.

 

Section 5.  RARO shall neither discriminate nor tolerate discrimination on the basis of race, color, creed, religion, sex, age, handicap, or national origin.

 

Section 6.  RARO shall operate as a non-profit organization, but it shall endeavor to recover as much of its annual operating cost as possible through participation fees.  The Board of Directors shall review the fee schedules at least annually and periodically as necessary and make adjustments as appropriate.

 

Section 7.  RARO shall establish scholarships or other types of financial assistance for participants that may not be able to afford to participate otherwise.  The Board of Directors shall develop eligibility criteria.

                                                                             

 

  

 

CHAPTER III

DUES & FEES

 

 

Section 1.  Teams and other participants  who fail to pay required fees within sixty (60) days from the time they become due may, by majority vote at a meeting of the Board of Directors, be restricted from further participation until such fees are paid.

 

Section 2.  Fees may be fixed at such amounts as the Board of Directors shall determine at its annual meeting or other such times as appropriate.

 

 

 

 

CHAPTER IV

MEETINGS

 

Section 1.  All Meetings to be Open.  All RARO meetings, whether meetings of the entire membership or meetings of the Board of Directors, shall be subject to the Virginia Freedom of Information Act.

 

Section 2.  Annual Meeting.  The Board of Directors shall meet at least monthly and at other such times that the Board may decide may be appropriate at such time and place to be determined by the Board.  At least annually, the Board shall have a meeting to approve an annual budget and appropriation request from the City of Lexington and Rockbridge County.

 

Section 3.  Notice of Meetings.  Notice of each meeting of the Board of Directors shall be advertised as required for public bodies.

 

Section 4.  Quorum.  The presence of four (4) voting members of the Board of Directors shall be necessary to constitute a quorum, at least one (1) of which shall be a City-appointed representative and three (3) of which shall be County representatives.

 

Section 5.  Rules of Order.  Roberts Rules of Order shall govern the proceedings of all meetings.

 

 

 

CHAPTER V

BOARD OF DIRECTORS

 

Section 1.  Board and Number.  The management of the property and affairs of RARO shall be vested in the Board of Directors.  The number of the Board of  Directors shall be seven  (7) voting members and one non-voting ex-officio member.

 

Section 2.  Creation of Board. The Board of Directors shall initially consist of two (2) members appointed by City Council of the City of Lexington and five (5) members appointed by the Board of Supervisors of Rockbridge County.  The initial terms of the appointees shall be as follows:

Lexington appointees:               One member - two year term

One member - four year term

Rockbridge appointees:            Three members - two year term

Two members - four year term

The City of Buena Vista shall appoint one non-voting ex-officio member of the Board who shall initially be appointed to a two-year term.

Subsequent appointments for all members shall be for four-year terms, and members shall be eligible for reappointment.

Representation of the City of Lexington and Rockbridge County shall be in general proportion to the contribution to total revenues by each and shall be reviewed annually.  The Board of Directors shall recommend changes as appropriate to the City of Lexington and Rockbridge County.

Any member may be removed for cause at any time by the appointing entity.

The Directors shall, upon appointment, enter immediately into the performance of their duties and shall continue in office for the duration of their terms.

 

Section 3.  Vacancy.  If any vacancy occurs in the Board of Directors it shall be filled by the appointing entity at any regular or special meeting called for that purpose.

 

Section 4.  Duties and Powers.  The Board of Directors shall have the power to employ an Executive Director and the staff necessary to implement RARO’s programs.

 

The Board may adopt such rules and regulations for the conduct of its meeting and the management of RARO as it may deem proper.

 

The Board shall receive at the Annual meeting of RARO Members a report verified by the Chairman and Treasurer, or by a majority of the Directors, showing the whole amount of funds and real and personal property owned by RARO, where located, and where and how invested; the amount and nature of the property acquired and disposed of and funds collected and spent during the fiscal year immediately preceding; and the names and places of residence of the persons who have been admitted to membership of RARO during such year.  Said report shall be filed with the records of RARO and entered in the minutes of the proceedings of the Annual Meeting.

 

 

Section 5.  Officers.  All RARO Officers shall be members of the Board of Directors.  The Board shall, at its first regular meeting following the RARO Annual Meeting in October, elect a Chairman from its membership to serve a one-year term.  The Chairman shall appoint the Officers described herein for one-year terms and designate others as he or she deems necessary or desirable to assume special leadership roles.  The RARO Executive Director and his or her staff shall assist Officers in the fulfillment of their assigned responsibilities.

 

(a)                Chairman.  The Chairman shall:

 

Preside at all meetings, conduct the affairs of RARO, implement the policies of the Board of Directors, represent RARO in the community and in interactions with officials; and enforce RARO’s program philosophy;

 

Execute Board-approved leases and contracts on RARO’s behalf;

 

Maintain open and complete communications with Directors and the membership of RARO;

 

Investigate complaints, irregularities, and conditions detrimental to RARO and report thereon to the Board or executive Committee as circumstances warrant;

 

In cooperation with the Treasurer, prepare and submit an annual budget to the Board of Directors and oversee its proper administration;

 

In cooperation with Committee Chairmen and council presidents, develop and maintain the year’s plan of programs and activities, and

 

Present a report on the year’s accomplishments and the condition of RARO at the Annual Meeting.

 

           (b)   Vice Chairman.  In the case of the absence or disability of the Chairman, and provided he or she is authorized by the Chairman or the Board to act, the Vice-

Chairman shall perform the duties of the Chairman and when so acting shall have all the powers of that office.  In addition, the Vice-Chairman shall:

 

Receive and review applications for RARO membership and confirm compliance with eligibility requirements;

 

In coordination with Sport and Activity Councils, see that participants are assigned to teams or groups in accordance with RARO’s program philosophy and objectives.

 

 

 

(c)                Secretary.  The Secretary shall:

 

Perform such duties as are herein specifically set forth and such other duties as are customarily incident to the Office of the Secretary or as may be assigned by the Chairman;

 

Be responsible for recording the activities of RARO and maintenance of appropriate files and mailing lists;

 

With assistance from RARO staff, maintain a list of Organization, Contributing, and Honorary members, Directors, Committees, and Councils;

 

Provide notification of all meetings of the Members, Board of Directors, and Executive Committee;

 

Keep the minutes of the meetings of the Members, Board of Directors, an Executive Committee, collect the minutes furnished by other committees, and cause minutes to be officially recorded;

 

Notify all members, Directors, Officers, and committee members of their election or appointment.

 

 

 

(d)        Treasurer.  The Treasurer shall:

 

Perform such duties as are herein specifically set forth and such other duties as are customarily incident to the Office of the Treasurer or as may be assigned by the Chairman;

 

In cooperation with the Chairman, prepare the annual budget for submission to the Board of Directors and the RARO Members at the Annual Meeting.

 

 

 

 

 

CHAPTER VI

COMMITTEES & COUNCILS

 

Section 1.  Except as otherwise specified, each Committee and Council shall at its first meeting following the Annual meeting of RARO Members appoint for one-year terms a Commissioner and Assistant Commissioner or President and Vice-President and other officers as deemed appropriate.  Each Committee and Council shall have the authority to appoint subcommittees and study groups necessary to accomplish the year’s work.

 

Section 2.  Finance Committee.  Consisting of three (3) Members, chaired by the Treasurer, and with the assistance of the RARO Director and staff, the Finance Committee shall:

 

Investigate and, with Board approval, implement ways and means of financing RARO activities;

 

Recommend to the Board adjustments to RARO’s schedule of dues and fees; and

 

Assist the Treasurer in the preparation of the budget and financial reports.

 

Section 3.  Property Committee.  Consisting of three (3) Members, the Property Committee shall with the assistance of the RARO Director and staff:

 

Be responsible for the care and maintenance of playing fields, buildings, and grounds and for the proper issuance, repair, cleaning, and storage of supplies and equipment;

Secure bids on needed supplies and equipment and make recommendations for their purchase to the Board;

 

Investigate and recommend available sites for RARO activities: Prepare plans for site development and capital improvements and, in conjunction with the Finance Committee, investigate and recommend ways and means of implementations; and

 

Supervise the implementation of Board approved capital improvement and extraordinary maintenance projects.

 

Section 4.  Program Committee.  Consisting of three (3) Directors, and the President or Commissioner of each Sport or Activity Council, the Program Committee shall with the assistance of the RARO Director and staff:

 

Recruit coaches, leaders, and instructors;

 

Oversee RARO’s certification process to assure that all volunteer leaders and paid officials have completed required training courses and fully adhere to RARO’s program philosophy and objectives;

 

Assist Councils in the provision of clinics for participants, coaches, and officials;

 

Recommend candidates for Activity Council positions to the Board of Directors;

 

Observe leaders and officials and report misconduct to the Board of Directors;

 

Investigate and resolve complaints and grievances and report findings as appropriate to the Board of Directors;

 

In cooperation with Sport and Activity Councils, develop written league rules, eligibility criteria, and procedures for approval by the Board of Directors;

 

Oversee RARO’s community relations efforts;

 

Evaluate RARO’s program offerings and recommend modification of existing programs and adoption of new programs to the Board of Directors.

 

Section 5.  Sport and Activity Councils.  A Council consisting of at least five (5) and no more than nine (9) Members shall be appointed by the Board of Directors for each sport or activity sanctioned by RARO.  With the assistance of the RARO Director and staff and in cooperation with the standing Committees, each Council shall:

 

Elect a President or Commissioner to serve as a non-voting, ex-officio member of the Board of Directors and a voting member of the RARO Program Committee;

 

Elect a Vice-president or Assistant Commissioner and other officers as the Council deems necessary to accomplish the year’s work;

 

Develop recommended league or activity rules and regulations for submission to the Program Committee and approval of the Board of Directors;

 

Assist the Program Committee in recruitment of coaches, leaders, instructors, and officials and in their training and certification;

 

Conduct participant registrations and make assignments to teams or groups in accordance with RARO’s eligibility requirements and program philosophy;

 

Conduct clinics and training sessions for participants and leaders;

 

Coordinate the scheduling of league practices and games, or program activities; and

 

Conduct Council meetings and special events.

 

 

  

CHAPTER VII

SANCTIONED ACTIVITIES

 

All activities conducted by RARO or any of its Councils shall be formally sanctioned by the Board of Directors upon the approval of the membership at its Annual Meeting.  The Board shall have the authority to authorize programs on an experimental basis prior to recommending approval by the membership.

 

CHAPTER VIII

STAFF

 

Section 1.  Assuming adequate funding and approval by the Members through adoption of the budget at the Annual meeting, the Board of Directors may employ a staff to carry out RARO Programs.  Staff members shall receive pay and benefits in accordance with an adopted Personnel Classification and Pay Plan which shall constitute part of the annual budget.   In recruiting and selecting employees, the Board will adhere to standard equal opportunity practices and will not discriminate on the basis of race, color, creed, religion, sex, age, handicap, or national origin.  Notice of all full-time position openings will be duly posted and published in local newspapers.

 

Section 2.  Executive Director.  The Board of Directors may hire an Executive Director to administer RARO programs.  If the Board determines that an Executive Director shall be employed, he or she shall be chosen and appointed by a majority vote of the Board under terms and conditions outlined in a written employment approved by both parties.  Subject to severance and notification provisions included in said written agreement, the Board shall maintain the right to remove the Executive Director by majority vote.  The Executive Director shall be responsible to the Board for the proper administration of the affairs of RARO and for supervision of the RARO staff.

 

Section 3.  Other Staff.  In conformance with the adopted budget and with procedures noted in this Article, the Board of Directors may employ, either directly or by contract, clerical and program support personnel, officials, and referees.  If an Executive Director is employed as specified in Section 2 above, all RARO personnel shall come directly under his or her direct supervision.  Otherwise, supervision of RARO personnel shall be the responsibility of the Chairman of the Board of Directors; provided, however, that the Chairman may delegate supervisory responsibility as appropriate to Chairmen of standing committees.

 

 

 

CHAPTER IX

CERTIFICATION

 

RARO shall maintain and implement a certification program for all coaches, leaders, instructors, and officials to assure full understanding of program philosophy and objectives, working knowledge of basic first aid techniques, awareness of rules and regulations, and ability to teach basic techniques.

 

CHAPTER X

AFFILIATIONS

 

When deemed appropriate by the Board of Directors, affiliation will be sought with regional and/or national sports and recreation organizations and associations that offer programs and services that are philosophically compatible with RARO’s programs and objectives.

 

 

 

CHAPTER XI

FINANCES AND ACCOUNTING

 

Section 1.  The Board of Directors shall decide all matters pertaining to the finances of RARO and shall place all income in a common treasury, and shall direct the expenditure of the same in a manner that will give no individual, team, or group an advantage over those with which it is in competition.

 

Section 2.  The Board shall not permit the contribution of funds or property to, or the use thereof by individual teams, but will solicit and welcome such to be held in common, thereby discouraging favoritism among teams and endeavoring to equalize the benefits provided.

 

Section 3.  The Board shall not permit the solicitation of funds or property, in the name of RARO unless all funds raised and property collected are to be held in the common.

 

Section 4.  The Board shall not permit the disbursement of RARO funds for other than the conduct of sanctioned activities in accordance with adopted rules and policies.

 

Section 5.  No Director, Officer, or Member of RARO shall receive, directly or indirectly, any salary, compensation, or emolument from RARO for services rendered as Director, Officer, or Member.

 

Section 6.  The City of Lexington shall act as RARO’s fiscal agent.  Associated services shall be outlined in a written agreement approved by both parties, including, but not limited to the following:

 

Maintenance of RARO’s treasury in a local bank of the Board’s choosing;

 

Following confirmation of sufficient funds, production of accounts payable and payroll checks upon receipt of invoices and affidavits submitted by the Board of Directors or its designated agent and signed by the Chairman or Treasurer or designated agent; and

 

Provision of monthly financial statements reporting all revenues and expenditures.

 

Section 7.  All checks drawn against RARO’s account shall be authorized by the Chairman (or in his absence and with his written approval, by the Vice-Chairman) and the Treasurer or their designated agent.

 

Section 8.  RARO’s fiscal year shall begin the first day of July and end the last day of June.

 

Section 9.  Upon dissolution of RARO and after all outstanding debts and claims have been satisfied, the Members shall transfer RARO’s remaining property and assets to the City of Lexington.