By-laws of the Dickson County Youth Athletic Association
BY-LAWS FO THE DICKSON COUNTY YOUTH ATHLETIC ASSOCIATION
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Table of Contents 1-3
Article I – Purpose 4
Article II- Membership 4
Article III- Administrative Organization 4
Section A – The Board 4
Item 1 – Duties 5
Item 2 – Board Attendance 5
Item 3 – Vacancies 5
Item 4 – Duties of Officers 5
Item 5 – Directors 6
Section B – Supervisors 6
Item 1 – Commissioners 6
Item 2 – Equipment Supervisor 6
Item 3 – Umpire Supervisor 6
Item 4 – Concession Supervisor 7
Item 5 – Field Maintenance Supervisor 7
Article IV – Purchases 7
Section A – Purchasing Authorization 7
Section B – Bids 7
Article V – Team Management 8
Section A – Introduction 8
Section B – Screening 8
Section C – Coaches and Managers Registration Form 8
Section D – Manager Selection 8
Section E – Coach Selection 9
Section F – Manager-Coach 9
Item 1 – Responsibilities 9
Item 2 – Penalties 10
Item 3 – Parent Organization 10
Item 4 – Equipment 10
Item 5 – Game Equipment 10
Item 6 – Scorebook 10
Article VI – Player Selection 10
Section A – Player Assignment 10
Section B – Expansion and Dissolving of Teams 11
Item 1 – Expansion 11
Item 2 – Dropping Teams 11
Section C – Player Sign-up 11
Section D – Drafting 12
Article VII – Definition of the team and league 13
Section A – League 13
Item 1 – Girls 13
Item 2 – Boys 14
Item 3 – Five and Six Baseball 14
Section B – Team 14
Article VIII – Player Eligibility 14
Section A – Age Requirements 15
Item 1 – Girls 15
Item 2 – Boys 15
Section B – Proof of Age 15
Section C – Registration Requirements 15
Article IX – Season 15
Section A – Regular Season 15
Item 1 – Dates 15
Item 2 – League games 15
Item 3 – League Champions 15
Section B – Tournament 16
Item 1 – Tournament Dates 16
Item 2 – Tournament team selections 16
Article X – Fund Raising 16
Section A – Restrictions 16
Section B – General Fund 16
Section C – Tournament Fund 16
Article XI – Playing Rules and Equipment 16
Section A – Equipment 16
Section B – Playing Field 17
Item 1 – Pitching Rules 17
Item 2 – Substitution 17
Item 2 – Commencement of Play 17
Item 4 – Protests 17
Item 5 – Code of Conduct 17
Item 6 – Rainouts 18
Item 7 – Official Game 18
Item 8 – Time Limits 18
Item 9 – Tie Games 19
Item 10- Seven Run Rule 19
Item 11 – Speed-up Rule 19
Item 12 – Incomplete Game 19
Item 13 – Continuous Batting Order 19
Article XII – Forms 19
Section A – Coach and Manager Registration Form 19
Section B – Player Participation form 19
Section C – Team Roster Forms 20
Section D – Equipment Form for Managers 20
Section E – Grievance Form 20
Article XIII – DCYAA, INC. Personal Property 20
Section A – Loaning of Equipment 20
Article XIV – Scheduling 20
Section A – Guidelines 20
Article XV – Awards 21
Section A – Introduction 21
Section B – Trophies 21
Section C – Scholarships 21
Article XVI – Penalties 21
Article XVII – Local League Options 21
Article XVIII – General Park Rules 21
Article XIX – The Future Goals of DCYAA, Inc. 22
Article XX – Amendments 23
Article XXI – Precedence 23
Updated July 22, 2012
BY-LAWS OF THE DICKSON COUNTY YOUTH ATHLETIC ASSOCIATION
Article I – Purpose
Baseball and softball have provided many young people the opportunity to enjoy wholesome fun and recreation. Through the decades, most of those wonderful games have been played in sandlots where there are no rules, and the kids set up regulations.
As officials of the Dickson County Youth Athletic Association, Inc., we want to do all that is humanly possible to ensure that our children can receive greater benefits and opportunities through organized games and league play than is present in non-supervised activities.
Listed below are a number of items we want our organization to achieve:
1. Teach the value of respecting authority through well-prepped coaches and umpires who believe in providing this type of discipline.
2. Teach that people do not always have to totally agree with rules and policies to adhere to them.
3. Teach that one is to be responsible for his or her actions, and that preparation and sacrifice are the methods that get you to the top. Young people do not need to form the habit of blaming others for their failures.
4. Teach that it is just as important to be able to handle success as it is to accept defeat.
5. Teach the basic fundamentals of the games which give each child a better chance of utilizing his or her natural skills; thus creating the vital feeling of accomplishment and self-worth.
6. Teach the importance of taking care of other’s property. All participants should learn to appreciate the ballparks we have and the uniforms and equipment that are made available to us.
7. Teach the one’s sex, race, or social and economic background will not limit or increase the opportunity for achievement and recognition.
We, the Board, feel meeting these objectives are necessary to justify our program. If they seem unimportant…consider the opposites.
Article II- Membership
(1) Members. Members of the Association shall be parents/guardians of participating players, grandparents of players, player representatives, team managers and coaches, team sponsors (sponsor to get one vote), directors and officers of the Board. Each member is entitled to vote on the election of officers and directors at the Annual Meeting.
(2) Annual Membership Meeting. The Annual membership meeting will be held on the second Sunday of June. Ratified on August 11, 2013: The Annual Membership meeting will be held the last Sunday of August.
Article III- Administrative Organization
Section A-The Board
The Association will be operated under the administrative guidance of the Board. The Board will be made up of a President, Vice- President of Baseball, a Vice- President of Softball, Secretary, Treasurer and six Directors. New Board election will be held on the second Sunday of June, with the new Board taking over on September 1st. Park Director or a Park Representative may have a vote at general meetings.
Item 1 – Duties: The Board shall be vested with the governing of the Association and the management of its affairs. Included, but not limited to:
1. Controlling of the business affairs, funds, and property of the association.
2. Adopting and/or amending By-laws.
3. Promulgating and enforcing rules governing the use of the property and privileges of the Association.
4. Approving the appointments of committees.
5. Approving personnel employed by the Association and fixing their compensation.
6. Fixing the time and place for annual meetings and special membership meetings.
7. Acting as nominating committee for election of new officers and directors.
8. Approving managers and coaches.
Item 2 – Board Attendance: Any member missing three (3) consecutive meetings or four (4) during the term of their office can be automatically terminated from the Board unless extenuating circumstances were the reasons for being absent.
Item 3 – Vacancies: If a vacancy occurs on the Board during the year, the Board shall elect a new director or officer by majority vote of the Board to fill the vacancy for the unexpired term. See item 4 (2).
Item 4 – Duties of Officers:
1. President: The President shall be the presiding officer of the Association and the Board and shall be elected from the active membership for two (2) years to be elected in even numbered years. He may succeed himself in office. His duties shall include, but are not limited to:
a. Executing all plans of the Board.
b. Appointing committees.
c. Coordinating activities of various committees.
d. Voting only to break ties.
2. Vice-President: The Vice-President shall act in the absence of the President and shall perform other duties as the Board may direct and shall be elected from the active membership for a two (2) year term to be elected in odd numbered years. He may succeed himself. He shall succeed to the presidency if that office becomes vacant.
3. Secretary: The Secretary shall be elected by the active membership for a two (2) year term and shall be elected in even numbered years. He may succeed himself and shall have the following duties:
a. Keeping accurate records of all meetings and proceedings.
b. Being custodian of certain records of the Association.
c. Issuing all notices as required.
d. Making reports as may be required by the Board.
e. Attesting the signature of the President and Vice-President to all written documents.
4. Treasurer: The Treasurer shall be elected by the active membership for a two (2) year term to be elected in odd numbered years. He may succeed himself and shall have the following duties:
a. Making deposits of money entrusted to him.
b. Paying all bills of the Association.
c. Making appropriate financial statements.
d. Being custodian of certain records of the Association.
e. Filing tax return of behalf of the DCYAA and will be responsible for the filing of all 1099 forms (anyone who is paid $600 or more in a year’s time will be given a 1099-MISC form).
All Association checks must have two Association officers’ signatures. Ratified August 11, 2013: Association checks may be signed by one Officer. The Officers that are allowed to sign checks are the President, the Treasurer, and the Secretary.
Item 5- Directors: Directors shall be elected by the active membership for a two (2) year term and may succeed themselves. With the six directors, three will be elected in even numbered years and three will be elected in odd numbered years.
Section B-Supervisors
Item 1 – Commissioners: One commissioner for each age group, one in baseball and one in softball shall be elected by the managers and coaches of that age group. He shall be elected for a one (1) year term and shall have the following duties:
1. Enforce rules and regulations as set forth by the Board.
2. Make recommendations to the Board, and serve as liaison between the Board and the managers and coaches of the division over which is his commissioner.
3. Act as or designate a person in his division to be Tournament Director for any tournaments hosted by DCYAA for that age group.
Item 2 – Equipment Supervisor- The equipment supervisor shall be appointed by the Board for a period of one year and the Board shall set appropriate compensation. The duties of the Equipment Supervisor are:
1. Obtaining bids and purchasing all equipment after Board approval.
2. Making any emergency replacement equipment. This may be done with Board approval.
3. Issuing to and collecting all equipment for each manager.
4. Being responsible for the storage of all equipment.
5. Providing the Board with an inventory of all equipment at season’s end.
6. Ensuring proper documentation is received upon issuing and collecting of equipment.
7. Providing the Board with a list of any managers or coaches not turning in equipment within fourteen (14) days of last ball game.
The Equipment Supervisor shall be the ONLY person authorized to purchase equipment; in case of emergency, the Board may approve purchases by designated personnel.
Item 3 – Umpire Supervisor: The Umpire Supervisor shall be appointed by the Board for a period of one (1) year and the Board shall set appropriate compensation. The duties of the Umpire Supervisor are:
1. Hiring qualified umpires for each game. 4 year-olds: one umpire. 5/6 year-olds one umpire. 4,5,6 Sweetees one umpire. All other divisions: two umpires.
2. Instructing and supervising activities of all umpires.
3. Collecting all grievance forms from managers and umpires and using those collected from managers at is discretion to improve the quality of officiating. The Umpire Supervisor shall forward all grievance forms from umpires to the President.
4. Reviewing and handling all protests of any age group that the President is directly involved in as a manager or a coach.
5. Keeping a record of each game by including names of umpires involved, names of teams involved , date of the games and the score.
6. Maintaining a list of available umpires, which will include their phone number, years of experience, and addresses. This list will be made available to the Board of Directors for final approval before any umpire works games on behalf of DCYAA.
Item 4 –Concession Supervisor: The Concession Supervisor shall be appointed by the Board for a period of one (1) year and the Board shall set appropriate compensation. The duties of the Concession Supervisor are;
1. Purchasing supplies for all the concession stands and keeping accurate records.
2. Making direct deposits of daily receipts as verified by a Board member on a timely basis and turning all deposit slips over to the league Treasurer.
3. Providing to the Treasurer a record of all emergency cash purchases.
4. Making sure all equipment and each facility is cleaned on a regular basis, and continually promoting good sanitation.
5. Coordinating all activities of volunteer help and assisting the Board in preventing minors (under 18) from being inside the concession stand with Board approval.
6. Maintaining a daily sign-up sheet for concessions stand workers in order to see who is doing their part.
7. Assisting the Board in enforcing the idea of no one gets free merchandise.
8. Winterizing concession stand equipment at the end of each season.
Item 5 – Field Maintenance Supervisor: The Field Maintenance Supervisor shall be appointed by the Board for a period of one (1) year and the Board shall set appropriate compensation. The duties of the Field Maintenance supervisor are:
1. To keep playing fields in good order by dragging, raking, picking up rocks, and lining of fields in preparation for scheduled games each day and/or tournaments each day.
2. Make sure all bases are at the proper distance and put on every field that has a game and that all remaining base plugs are in place on the fields.
3. Each day fill in major holes, low spots, and pitching mound defects.
Article IV-Purchases
Section A-Purchasing Authorization
Purchases, not including necessities, handled by the concession and equipment supervisors, will have to come before the entire Board and be approved. Persons making an unauthorized purchase will be responsible for the payment of the purchases.