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Replying to Voting Board Member Out


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Lou Barbieri

Posted Yesterday, 04:19 PM

Rich is correct, which is why you need a budget.

For example, your Budget could show $3,000 for Equipment or $4,000 for Uniforms.
Those expenses are "approved" so your equipment manager could spend up to $3,000, any more would need Board approval.
Likewise, any more than $4,000 for Uniforms would need to be approved by the Board.

Without a Budget who determines how much who can spend on what?

richives

Posted Yesterday, 03:48 PM

No budget was made for the year and money is being spent without having motions made to spend money.
The President has her daughter buy supplies for the snack shack without motioning to do so and then she is reimbursed for those items.
I am a signer on the account and went to get a copy of our statement.
There are several purchases totaling to be around $500 from a sporting goods store that I never recorded a motion being made or approved for.
So money is being spent here and there without being approved by the board.
The Treasurer doesn’t seem to care at this point but I believe it to be an issue since no budget has been made and money is being spent without being voted on.


Unless you have a very strange Constitution every purchase doesn't need pre-approval.

Lou Barbieri

Posted Yesterday, 04:02 AM

You need a Budget.
You need to know your projected income and projected expenses.
The Budget needs to be approved by the BOD.

Your BOD is responsible for the financial viability of your league.
As such, spending needs to be strictly controlled.

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That said, obviously someone has to buy concession supplies.
Receipts must be turned in and checked to make sure only concession stand items were purchased.

Same goes for equipment, uniforms, ...
The Budget should set the expense limit and receipts are needed for all purchases.

Spending exceeding the Budget needs to be approved by the BOD.

Have your Treasurer go on the LL Website and look at the Financial information under Little League University.
Here's the Link:

https://www.littlele...-guide-finance/

Posted Yesterday, 03:43 AM

No budget was made for the year and money is being spent without having motions made to spend money.
The President has her daughter buy supplies for the snack shack without motioning to do so and then she is reimbursed for those items.
I am a signer on the account and went to get a copy of our statement.
There are several purchases totaling to be around $500 from a sporting goods store that I never recorded a motion being made or approved for.
So money is being spent here and there without being approved by the board.
The Treasurer doesn’t seem to care at this point but I believe it to be an issue since no budget has been made and money is being spent without being voted on.

Lou Barbieri

Posted 18 April 2018 - 10:08 PM

The LL Sample/Recommended Constitution is a "fill-in-the-blanks" document.
So, for example, one of the blanks specifies the quorum for a Board Meeting.

You need a copy of your league's Constitution to make sure what you are doing is correct.
As I said above, if you don't have one, you can get a copy from your Regional Office.

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The other issue you mentioned that concerns me is the President not getting approval prior to spending money.
You should have a league Budget and all spending needs to be controlled.
How much money are we talking about?
What does your Treasurer say?

Posted 18 April 2018 - 09:21 PM

Thank you Lou!
It’s my first year so I have a lot to learn.
We haven’t gone over a Constitution of any sort so I am guessing we abide by the Sample Constitution provided.
I am reviewing the Constitution right now to review the process.

Lou Barbieri

Posted 18 April 2018 - 09:16 PM

It's a Special BOARD Meeting.
So, you said you currently have 6 on the Board, those 6 are the only ones that count.
Your Constitution should specify the required quorum.

For example, our says 50%, which for us is 8 out of 15 but in your case would be 3 out of 6.

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If you want to call a Special General Membership Meeting that's a whole different process.
Again, that should also be described in your Constitution.
If you don't have one to review you can request a copy from your Regional Office.

Posted 18 April 2018 - 08:36 PM

The quorum consists of Regular Members and Board Members, correct?

Lou Barbieri

Posted 18 April 2018 - 01:52 PM

There is no requirement that the President be there.
For example, if the President is not there the VP could run the meeting, or, since you called the meeting, you could run it.

As long as you have a quorum you can conduct business.

Good Luck. B)

Posted 18 April 2018 - 05:26 AM

Thank you so much!
I will call for a Special Meeting to fill in vacancies we have.
If the President or any other board members refuse to attend, do they basically give up voting rights or does the President have to be there?

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