NASA Langley Activities Association (LEA)

Basic Club/League Guide, Constitution, Bylaws and LEA Requirements
 
Each LEA-sponsored club/league shall operate in accordance with NPD 9050.6E and the LEA Operating Plan. As such, each club/league is considered to be an instrumentality of the LEA and is subject to oversight and control by the LEA and the Langley Exchange Council.

Each club/league seeking LEA sponsorship shall develop and submit a Constitution and Bylaws for review and approval by the LEA Executive Board. The Constitution shall document the basic principles and laws of the club/league and the powers, duties, and rights of members. The Bylaws shall document the rules adopted by the club/league to govern members and the regulation of affairs.

A suggested outline with requirements for the Constitution and Bylaws is:

Article I: Name and Purpose

State the official name and purpose or objective of the club/league. State the location of the activity (on-site, off-site) and any pertinent facility requirements.

Article II: Membership and Eligibility

Each club/league shall set their membership eligibility. Membership eligibility may be limited within the overall LEA membership eligibility but may not extend beyond the eligibility as defined below:

The patronage of the LEA (membership) is to be limited to NASA employees and retirees, their family members and guests, Government contract employees, and official visitors of LaRC. For the purpose of this regulation, civil service employees of NASA LaRC and employees of U.S. Army tenant activities are considered LaRC personnel. If an employee becomes separated from NASA and is in good standing, he/she may continue to be member until the conclusion of the current year.

Article III: Officers

Provide title, description, duties, responsibilities, term of office, and the process and procedures for election/selection. At least two officers elected/selected õ the club/league leader and a financial leader õ shall be identified in the Constitution and shall have specific responsibilities assigned and documented.

Article IV: Meetings and Committees

Describe meetings and the adoption, maintenance, and dissolution of all committees. State the requirements for a voting quorum, the voting process, and the requirements for passage of all voted issues.

Article V: Financial Requirements

Describe all financial requirements, how and where these requirements are resolved, the assessment and collection of dues and fees, how funds are handled and by whom, how expenditures are made and by whom, who can approve expenditures, and how unexpected expenses will be managed.

Article VI: Adoption and Amendments

State the process and procedures required to adopt and amend the Constitution and Bylaws.

Article VII: Bylaws

Describe any general operational rules and regulations that will apply to the club/league.

Article VIII: Dissolution

State the process for dissolution of the club/league and the disposition of any remaining funds and/or property.

In addition to the Bylaws adopted, each club/league shall adhere to the following LEA requirements:

Operations

  • Each club/league shall hold periodic, open membership meetings for the purpose of performing general business. Open membership meetings shall be held annually at a minimum. The business of the meeting shall be documented through minutes distributed to all members.
  • Meetings shall be conducted in an organized manner as determined by the club/league
  • Each club/league shall maintain written documentation of all meetings and business
  • A membership roster shall be developed, maintained, and made available upon request
  • The LEA contact point e-mail alias and web site shall be maintained
  • Membership documentation and communications shall be maintained
  • Club/league officers, members, points-of-contact, etc., shall be maintained and communicated to the LEA
  • The LEA shall have access to all members for communication of LEA events and activities
  • The LEA liability waiver shall be completed by all members and returned to the LEA in a timely manner
  • LEA facilities maintenance
    • Clean after use
    • Leave as found
    • Coordination/cooperation between club/leagues (especially in gym)
    • Timely reporting of all damage found/done to LEA facilities
  • Support will be required for LEA fund raising activities

Equipment

  • All property purchased shall be owned by the club/league and not by individuals
  • All property shall be purchased directly with club/league funds only and not by individuals with subsequent reimbursement by the club/league
  • All property shall be stored on-site unless granted a waiver by the LEA (request and confirmation via e-mail)
  • Individuals shall not store personal property on-site
  • A property inventory list shall be developed and maintained
  • The LEA shall be provided with a key for all equipment stored under lock
  • Equipment shall not be disposed of without LEA approval
  • All assets will become the property of theLEA if a decision is made by the club/league, the LEA, or the Exchange Council to terminate the club/league

Finances

  • Club/league funding shall not be co-mingled with a memberõs personal account
  • Purchases and expenditures shall be paid directly by the club/league and not reimbursed through individuals
  • Club/league financial practices shall not create the appearance of a personal gain by any individual or business
  • Only commonly accepted financial practices shall be used
  • Financial accounts shall be legal, proper, and accurate
  • Debt shall not be incurred
  • Common fiscal years 'October through September' shall be utilized
  • A budget shall be submitted to the LEA before the start of the fiscal year for review and approval
  • Financial statement(s) for accounting purposes shall be submitted to the LEA before the end of the fiscal year
  • The LEA shall approve all expenditures greater than $1000 prior to the expense being incurred
    • Expenditures greater than $1000 can be approved with the budget as long as the expenditures are specific line items in the budget
  • Payments for services shall be hourly or per class/game/match/etc. only
  • A determination shall be made as a basis for payments for services (reasonable payments based on a survey of local market) and for when and how these payments will be made
  • Individuals paid or compensated by the club/league for services provided shall not be a voting member for club/league business
  • Access to account information shall be by authorized individuals only
  • All funds collected shall be deposited into financial account within one week of receipt
  • All property acquisitions shall be approved prior to the expense being incurred
  • The LEA shall approve all contracts with any outside business prior to initiation of the contracting process

Appeal Process

The appeal path for disputes that cannot be resolved within and between clubs/leagues is the LEA Executive Board, the Langley Exchange Council, the Associate Director for Business Management, and then the Center Director. Clubs/leagues are encouraged to resolve differences constructively when they arise and directly with the party in conflict.

Notes:

  1. The LEA Executive Board may deny patronage of any or all activities to any personnel or category of personnel.
  2. Each club/league should establish a financial account at the LFCU using the LEA tax identification number.
  3. Written requests for subsidy should be submitted with the club/league budget and accounting information before the start of the fiscal year.