The following is a sample set of by-laws that may be used by a martial arts school that is established as a club rather than as a business.
The name of this organization is Martial Arts School, hereafter referred to as School.
School is established this first day of January, two thousand and four. It is formed to promote and foster a spirit and understanding of Taekwondo. School members shall obey the following principles as a tribute to their Taekwondo predecessors:
- Always seek truth and practice it.
- Promote the highest moral character through training in Taekwondo.
- Respect and obey your parents, teachers, and seniors.
- Love your country and contribute to your community.
- Develop both confidence and humility.
- Do your best to better yourself intellectuality.
- Do not hesitate to sacrifice yourself for what is right.
- Do your utmost to develop Taekwondo.
- Develop your endurance, and be calm and humble in mind and spirit.
- Remember that the ultimate purpose of Taekwondo is to promote both physical and mental health
The purpose of the dojang is to make the art of Taekwondo available to everyone. The School shall offer information and lessons on fundamental and advanced Taekwondo techniques and theories.
Article I - Duties of Officers
It is the duty of all officers of School to ensure it complies with all pertinent laws, rules, and regulation. School will be managed by an Executive Committee, comprised of a President, Vice President, Secretary, and Treasurer.
- Directly supervises the operation of School.
- All requests for expenditures of School monies will be made to the President using an Expenditure Slip. All expenditures of School by the Treasurer must be approved in writing by the President using the Expenditure Slip. Any expenditure, in excess of $500.00, must be approved by a majority of the general membership present at a general membership meeting.
- Will keep dojang head instructor informed of the status of School
- Will prepare required correspondence, maintain the Constitution and By-Laws and any changes thereto, and will submit the Constitution and By-Laws to the Dojang Head Instructor for annual review.
- Will be the point of contact for initiating the sending of gifts, flowers, and cards. Each member of School should notify the President of any hospitalization, birth, or death that affects a member of School.
- Must certify annually, during January, in writing, to the Dojang Head Instructor that all expenditures of School have been reviewed and are in accordance with the Constitution and By-Laws.
- Will assume duties of the President during extended absence of President by insuring proper approval of all Expenditure Slips and keeping Dojang Head Instructor apprised of the status of School.
- Will assistant the President as needed in the operation and management of School.
- Will record minutes of all Executive Committee and general membership meetings.
- Minutes will be retained for two years.
- Will assume duties of the Treasurer during extended absence of Treasurer.
- Will be directly responsible for the deposits and disbursements of School monies.
- Will maintain a School Ledger and a School Checking Account.
- To receive School monies, the Treasurer will:
- Log all receipts and their sources in School Ledger.
- Maintain a Working Fund (not to exceed $100) for day-to-day use.
- Deposit all monies in excess of the $100 Working Fund in the School Checking account; while maintaining the deposit slips.
- Balance the School Checking Account against the monthly bank statement.
- Biannually, on 30 June and 31 December, submit the following documents to Dojang Head Instructor:
- A financial accountability statement, covering the previous 6 months, to include an itemized list of assets, liabilities, income, and expenses.
- A current list of officers in School, including telephone numbers and addresses (update as necessary).
- To disburse School monies the Treasurer will:
- Make disbursements from the School when presented with an approved Expenditure Slip, using checks whenever possible.
- Maintain an approved Expenditure Slip for each expenditure in a Current Expenditures File. When applicable, require a sales receipt and staple it to its associated Expenditure Slip.
- Log all disbursements and the reasons for the expenditures in the School Ledger.
- To properly account for all School monies, the Treasurer will:
- Maintain a file of current quarter documents and a separate file of previous quarterly, audited documents.
- Each Monday, audit all School monies, the School Ledger, and accompanying documents, making an entry of the results in the School Ledger, and making a report to the President.
- On the first Monday of each quarter, ask the Dojang Head Instructor to audit the School monies, the School Ledger, and accompanying documents. Results of the audit will be entered into the School Ledger and presented to the Dojang Head Instructor at the end of the audit. After each quarterly audit, store all the audited supporting documents in a file separate from current quarter documents. All records will be maintained for two years.
- Will turn Treasurer duties over to the Secretary during periods of extended absence.Treasurer and Secretary should not take extended absences during the same time periods.
- Secretary will assume duties of the Treasurer during extended absence of Treasurer by:
- Holding a joint audit with the Treasurer (except for cash in Working Fund) and then assuming the Treasurer’s duties and responsibilities.
- Making an entry in the School Ledger indicating the results of the audit, with the signed statement "I hereby assume the duties and responsibilities of the School Treasurer (except for Working Fund)."
- All expenditures will be made by check, since Secretary as no access to the cash in the Working Fund. All receipts will be immediately deposited in the checking account to insure their safety. No cash will be stored anywhere.
- When the Treasurer returns, he or she will assume duties of the Treasurer by:
- Holding a joint audit with the Vice President and then reassuming Treasurer duties and responsibilities.
- Verify that all procedures of the Treasurer duties have been followed, all proper entries have been made, and all proper forms are accounted for.
- Making an entry in the School Ledger indicating the results of the audit, with the signed statement "I hereby reassume the duties and responsibilities of the School Treasurer."
Dojang Head Instructor
- Oversees School.
Article II - Elections and Voting
- Officers will be elected annually in January at a general membership meeting by an affirmative vote of a majority of the membership present at the elections meeting.
- Nominations will be made by a Nominating Committee of three members appointed by the Executive Committee. Additional nominations may be made from the floor at the election.
- The notice of election meeting will be posted at least 15 calendar days prior to the election.
Article V - Finances and Taxes
The Treasurer will maintain detailed records of all School income and expenses in accordance with all pertinent laws, rules, and regulations and the above stated Treasurer duties. Treasurer will prepare and submit a financial statement to Dojang Head Instructor on 30 June and 31 December. On first Monday of each month, Treasurer will audit fund records and make a report to the Dojang Head Instructor. On the first Monday of each quarter, Treasurer will audit fund records, ask the Vice President to audit the results, and then present the results to the Dojang Head Instructor, via the President.
Article VII - Awards and Gifts
- School may do any of the following:
- Furnish members with special equipment or uniforms for use by in team competition.
- Sponsor social events, such as, award banquets, holiday parties, or a summer picnic.
- Purchase plaques for member departures, VIP visits, etc.
- Purchase cake, punch, and any mementos for special events.
- Purchase lunch for members with a birthday at the monthly Birthday Lunch with School Head Instructor.
- Purchase get-well cards and flowers for sick members or people in their families.
- Purchase condolence cards and flowers for deaths of members or people in their families.
- All awards and gifts are for specific accomplishments or special occasions. They are not gifts to specific persons.