Quorum
"Members present" equals a quorum for a meeting prior to the start of the season. For all other meetings, a quorum is a majority, in the absence of a specific rule regarding a quorum.
Preparing an Agenda
When the president and/or Youth league supervisor plans ahead, meetings are smooth and efficient. The president and/or Youth league supervisor should prepare an agenda outlining scheduled business with the help of the secretary and/or Youth league official. This is a sample agenda:
1. Call to order
2. Roll call of officers and team captains
3. Action on minutes of last meeting (read by secretary and/or Youth league official)
4. Treasurer’s and/or Youth league official’s report
5. Committee reports
6. Correspondence
7. Unfinished business
8. New business
9. Business for which the meeting is called.
Example: Adopting or discussing of league rules, including those where an option is available to the league (at first meeting), or election of officers (at end of season meeting).
10. Other business
11. Adjournment
Once the president and/or Youth league supervisor plans an agenda, it is simple to conduct a meeting. Keep in mind that for all members to participate and hear, only one person should be permitted to speak at a time. Keep order by using common sense, courtesy, fairness and cooperation.
Meeting Routine
« Chairman (president and/or Youth league supervisor) opens a meeting by stating: "The meeting will please come to order and the secretary (and/or Youth league official) will call the roll."
« Secretary and/or Youth league official calls names of all officers and team captains, recording who is present as part of the minutes. Secretary and/or Youth league official also announces if a quorum is present.
« Secretary and/or Youth league official reads minutes of preceding meeting and board approves as is, or makes additions or corrections.
« President and/or Youth league supervisor calls for treasurer and/or Youth league official and chairpersons of appointed and special committees to make reports, as necessary.
« President and/or Youth league supervisor calls for discussion of all unfinished business.
« Board discusses and acts on new business.
« If scheduled, a program is presented under other business.
« Adjournment of meeting.
How to Make a Motion
1. Member addresses chairperson to be recognized before speaking.
2. State the motion, "I move..."
3. Second the motion, "I second..."
4. The Chair states, "It has been moved by (name) and seconded that..."
5. Ask for discussion. Every member has the right to talk.
6. In taking the vote, the league has the following options:
« voice vote
« show of hand
« ballot vote
Upon completion, the chair rules on the vote and states the result.
The person making the motion may vote against it, but cannot speak against it. Officers may vote on all issues.
7. A motion is lost on a tie vote.
Association Annual Meeting
Attendance
USBC allows all members to attend the local association membership meetings. Upon notification, each league secretary/league official (youth leagues) should notify all USBC league members of the date, time and location of the membership meeting.
Youth associations
Representatives consist of the following:
a. Youth members, at least 14 years of age.
b. One adult representative from each certified youth league. (A league is not eligible for representation if it has not submitted a league application.)
c. One center representative from each center having at least one certified youth league.
Voice and Vote
Voting officers, directors and adult members/Youth Representatives, at least 14 years of age, unless state laws mandate a specific age, have voice and vote. Members not meeting the above criteria may attend with voice only. Absentee and proxy voting are not permitted.
Types of League Meetings
Organizational
Thorough and complete league rules are the groundwork for operating a league smoothly. The board of directors and/or Youth league supervisor/official adopts rules prior to a schedule’s start unless the league calls for members to have a say in adoption. Leagues review rules adopted by the board and/or Youth league supervisor/official at their organizational meetings, or ask members to adopt them.
Protested/Disputed Games
The board of directors and/or Youth league supervisor/official may declare forfeits or null and void any protested/disputed games. Their decisions are final except when the local association or USBC receives an appeal in accordance with Rule 119.
The board and/or Youth supervisor/official is authorized to make decisions when games are protested or disputed. Use the following requirements and guidelines in decision making:
« A written protest must be filed no later than 15 days (72 hours if within the final two weeks of the season or segment or during league playoffs) after the series in which the alleged infraction occurred. Officers also may refer protested or disputed games to the board and/or Youth league supervisor/official without written protest.
« The board and/or Youth league supervisor/official allows all concerned parties to express their views regarding the protest, and asks questions as necessary to develop full information.
« Although team captains’ unanimous written consent is required to add or change an adopted league rule during the season, only the board’s majority vote and/or the Youth league supervisor’s/official’s decision is required to clarify a rule’s meaning or intent.
« Once the board and/or Youth league supervisor/official clarifies the league rule in question, the rule is applied to the situation in dispute.
The board and/or Youth league supervisor/official has three options in handling most protests involving game disposition:
« Null and Void – Action taken when it finds a rule was violated, but mitigating circumstances were involved. For example, league officers may have misinformed the team captain.
« Forfeit – Action taken when it finds a rule violated but no mitigating circumstances involved.
« Stand as Bowled – After reviewing a protest, it is determined there is no cause for action.
Dismissal from Office or League
A league board and/or Youth league supervisor/official may dismiss a bowler from a league for misconduct or violation of USBC or league rules. If a league member files a written charge asking for the removal of a league officer or the dismissal of a league member, a meeting must be scheduled and the procedures in Rule 115a followed.
Nonpayment of League Fees
A league must conduct a meeting if an individual is charged with failure to pay league fees and/or withdraws from the league without sufficient cause. When a member is accused of the above, the league should try to resolve the matter prior to disciplinary action. Please see Rule 115b.
Complaint must be submitted in writing to a league officer and/or Youth league supervisor/official.
League president schedules a meeting of the league board of directors.
League sends written notice to defendant at their last known address or hand-delivers notice informing them of:
« Meeting date, time and place.
« Right to attend and offer a defense.
Keep minutes of the league meeting containing a roster of those present and absent (quorum must be present). An accounting of the arrearage must include:
« Date(s) the bowler is being charged for.
« Amount(s).
« Show whether the defendant was present or absent on the date(s) charged.
« The date defendant was replaced.
Two-thirds of the league board members present must vote the accused guilty. If two-thirds vote is not obtained, the charges are dismissed.
In youth leagues that do not have a board, the Youth league supervisor/official makes the decision.
Within 30 days of the meeting, submit the file to local association or USBC. The file must include:
« Meeting notice to defendant(s).
« Meeting minutes.
« Copy of league rules.
« Record of accounting from meeting and supporting documents.
« Recommendation and vote count.
NOTE: Rule 115b does not allow a league to charge an individual for more than six sessions. A copy of the non-payment of league fees checklist can be found in the Rules section of bowl.com.