BY-LAWS OF
SANTIAM YOUTH SPORTS, INC.
ARTICLE I - NAME
This organization shall be known as the SANTIAM YOUTH SPORTS, hereinafter referred to as “SYS.”
ARTICLE II - OBJECTIVE
Section 1:
The objective of the SYS shall be to implant firmly in the children of the community the ideals of good sportsmanship, honesty, loyalty, courage and respect for authority, so that they will be well-adjusted, stronger and happier children and will grow to be good, decent, healthy and trustworthy citizens.
Section 2:
To achieve this objective, the SYS will provide a supervised program under the Rules and Regulations of SYS. All Directors, Officers and Members shall bear in mind that the attainment of exceptional athletic skills or the winning of games is secondary, and the molding of future citizens is of prime importance. In accordance with Section 501-©-(3) of the Federal Internal Revenue Code, SYS shall operate exclusively as a non-profit educational organization providing a supervised program of competitive baseball and softball games. No part of the net earnings shall inure to the benefit of any private shareholder or individual; no substantial part of the activities of which is carrying on propaganda, or otherwise attempting to influence legislation, and which does not participate in or intervene in any political campaign on behalf of any candidate for public office.
ARTICLE III - MEMBERSHIP
Section 1:
Eligibility:
Any person sincerely interested in active participation to affect the objective of SYS may apply to become a member. Age recommendation as listed in Article VIII, Section 1.
Section 2:
Classes:
There shall be the following classes of members:
(a) Player Members: Any child meeting the requirement of SYS shall be eligible to compete for participation, but shall have no rights, duties or obligations in the management or in the property of SYS.
(b) Regular Adult Members: Any person interested in furthering the objectives of SYS activities. All active directors, officers, committee members, coaches, umpires, and parents are considered regular members of SYS and have a regular membership vote at the annual meeting.
Section 3:
Suspension or termination:
Membership may be terminated by resignation or action by the Board of Directors.
(a) The Board of Directors, by two-thirds vote of those present at any duly constituted meeting, shall have the authority to discipline or suspend or terminate the membership of any active regular adult member when the conduct of such person is considered to be detrimental to the best interests of SYS.
The regular adult member shall be notified within 72 hours, in writing (i.e.: letter, e-mail, text), of such a meeting, and informed of the general nature of the charges, and be provided an opportunity to appear at the meeting to answer such charges, with the exception of the treasurer position, which may require immediate action in an emergency situation.
(b) The Board of Directors shall, in the case of a player member, give notice, within 72 hours, through the player agent of the division in which the player member is active, to the coach of the team of which the player member is a part. Said player agent and coach shall appear in the capacity of advisors with the player member or the player member’s parent or guardian before the Board of Directors, which shall have full authority to suspend or revoke such player member’s rights to further participation in SYS.
ARTICLE IV - MEETING
Section 1:
Regular Meeting:
A regular meeting of the Board of Directors shall be held no less than once per month. All regular meetings shall be open to the general membership.
The regular meeting shall be held the third Sunday of each month, or as designated by the President.
Section 2:
Notice of regular meetings:
Notice of each regular meeting of the Board of Directors shall be made by the Secretary to each Board Meeting two days prior to the scheduled meeting. A schedule of all regular meetings shall be distributed to all other regular members as deemed by the president. Notice of regular meetings during the regular ball season shall be posted on the SYS website.
Section 3:
Annual Meeting:
The annual meeting of the regular adult members of SYS shall be held during the month of September on the third Sunday of each year, or as designated by the President, for the purpose of electing the Board of Directors. A quorum at the annual membership meeting shall consist of those members present.
Section 4:
Notice of annual meeting:
Notice of the annual meeting of all required adult members shall be distributed in a manner well in advance of the meeting; the date of the annual meeting shall be listed on the SYS website.
Section 5:
Special meetings:
Special meetings of the Board of Directors and/or regular members may be called by the Board of Directors, or at the President’s discretion. Notice of such meetings shall be given to each board member.
Section 6:
Rules of order:
Roberts Rules of Order shall govern the proceedings of all meetings, except where same conflicts with the constitution or by-laws of SYS.
Section 7:
Agenda:
Each regular meeting shall follow an established agenda format to include the various officials, committees, and old and new business reports.
ARTICLE V – BOARD OF DIRECTORS
Section 1:
Board and number:
The administration and management of SYS, its property and affairs shall be vested in the Board of Directors. The number of directors shall be nine.
The directors shall continue in office until their successors have been duly qualified and elected. Each outgoing director on the board shall cheerfully pass along all information and SYS records to their successor. It is recommended that each outgoing director and incoming director shall attend the October regular meeting.
Section 2:
Membership of the Board of Directors:
The Board of Directors membership shall include the positions of President, Vice Presidents of Softball and Baseball, Secretary, Treasurer, T-Ball/Coach Pitch Coordinator, JBO Representative/Coordinator, Field Maintenance, Equipment Manager, Concessions Coordinator and Administrative Assistant.
Section 3:
Voting:
All matters concerning the policy of SYS shall be decided by a vote of the Board of Directors, and no motion shall be carried without a favorable vote from the majority of those present at a duly constituted meeting.
Section 4:
Vacancies:
If any vacancy occurs in the Board of Directors by death, resignation or otherwise, it may be filled by appointment by the President with affirmation of a majority of the remaining members of the Board of Directors at any regular meeting or special meeting called for that purpose.
ARTICLE VI – OFFICERS DUTIES AND POWERS
Section 1:
A nominating committee of at least three members shall nominate the officers (directors) of SYS. Any regular member may nominate additional nominees from the floor at a duly constituted meeting. The nominating committee shall have the permission of the persons named for the office before that individual’s name is placed on the ballot; the same provision holds true when a person is nominated from the floor.
Section 2:
President:
The President shall be responsible for conducting the affairs of SYS and for executing the policies established by the Board of Directors. The President shall present a report of the condition of SYS at the annual meeting and at such other times as he/she or the Board of Directors shall deem appropriate. The President shall communicate to the Board of Directors such matters and make such suggestions as may, in his/her opinion, tend to promote the welfare of SYS.
The President shall be responsible for the conduct of SYS in strict conformity to the policies, rules and regulations. The President shall investigate all complaints, irregularities, and conditions detrimental to SYS and report thereon to the Board of Directors as circumstances warrant.
The President shall preside at all meetings of the members and the Board of Directors. The President, or such other officer as he/she may designate in writing, shall have the power to make and execute for and in the name of SYS such contracts and leases as may have received the prior approval of the Board of Directors.
Section 3:
Vice Presidents of Softball and Baseball:
In cases of absence or disability of the President, and provided he/she is authorized by the President of the Board of Directors to so act, the Vice President of Baseball shall perform the duties of the President and when so acting, shall have all the powers of the office, and shall have such other duties as from time to time may be assigned by the Board of Directors.
The Vice Presidents of Softball and Baseball shall be in direct control of the baseball/softball program for their league. He/she may delegate the authority to various directors of the different leagues within the baseball/softball program to develop and operate those leagues with the understanding that those leagues will operate in a manner consistent with the policies and objectives of SYS. Any problems or difficulties arising between or among the various baseball/softball leagues will be submitted to the Board of Directors for arbitration.
The Vice President shall:
(a) assist the T-Ball and Coach Pitch Coordinator and the JBO Representative in recruiting new and returning coaches;
(b) work with other SYS officers to insure a smooth program direction;
(c) maintain an active list of all umpires;
(d) recruit new and returning umpires;
(e) hold training session for all umpires prior to SYS play;
(f) make all umpire assignments;
(g) prepare and establish a comprehensive umpire schedule for SYS play;
(h) assist in resolving any complaints or disputes.
Section 4:
Secretary:
The Secretary shall perform such duties as are herein specifically set forth, in addition to such other duties are customarily incident to the office of the Secretary or as may be assigned by the Board of Directors.
The Secretary shall:
(a) record all the activities of SYS and maintain the appropriate permanent mailing lists and necessary records;
(b) keep the minutes of all meetings of the members and the Board of Directors and cause them to be recorded in a book kept for that purpose;
(c) conduct all correspondence not otherwise specifically delegated;
(d) maintain mailing and e-mail lists of members and officers;
(e) notify officers and committee members of their election or appointment;
(f) make notification of SYS’s annual meeting and election of Board of Directors to all officers, committee members, coaches, and umpires;
(g) maintain and file all team rosters from season to season;
(h) plan and schedule player registrations.
Section 5:
Treasurer:
The Treasurer shall perform such duties as are herein specifically set forth, in addition to such other duties are customarily incident to the office of the Treasurer or as may be assigned by the Board of Directors
The Treasurer shall:
(a) receive all monies and securities, and deposit same in a depository approved by the Board of Directors;
(b) keep records for the receipt and disbursement of all SYS monies and securities;
(c) report status of SYS’s funds monthly in verbal report;
(d) maintain SYS’s financial books and permanent financial records;
(e) dispense SYS’s funds as approved by the Board of Directors;
(f) maintain copy of each year’s income tax records and reports;
(g) maintain file for each annual financial report;
(h) prepare and submit all tax forms and reports;
(i) prepare and compile an annual budget;
(j) prepare and present an annual financial report at the annual meeting;
(k) review all bids for services and equipment over $100 with a recommended plan of action; and
(l) red flag any expenditure over budget and report to the Board of Directors.
Section 6:
T-Ball and Coach Pitch Coordinator:
The T-Ball and Coach Pitch Coordinator shall:
(a) recruit new and returning coaches;
(b) complete all background checks as required on all T-Ball and Coach Pitch coaches;
(c) prepare and establish a comprehensive schedule for all T-ball and Coach Pitch games for the various leagues and fields;
(d) maintain a current copy of all teams rosters;
(e) schedule and plan a T-Ball and Coach Pitch coach clinic;
(f) order uniforms for all T-Ball and Coach Pitch teams;
(g) assist in resolving any complaints/disputes;
(h) maintain records of all volunteer hours worked and provide report to the Treasurer at the end of the season.
Section 7:
JBO Representative:
The JBO Representative shall:
(a) recruit new and returning coaches;
(b) complete all background checks as required on all JBO coaches;
(c) attend all required JBO District meetings
(d) attend the JBO District “scheduling” meeting to assist in establishing a game schedule for the various leagues and fields;
(e) maintain a current copy of all teams rosters;
(f) schedule and conduct player tryouts;
(g) check eligibility of each player;
(h) prepare player candidate list and coordinate player draft and team selection;
(i) schedule and plan a JBO coach clinic;
(j) assist JBO coaches in ordering uniforms if requested;
(k) assist the President in resolving any complaints/disputes;
(l) maintain records of all volunteer hours worked and provide report to the Treasurer at the end of the season.
Section 8:
Field Maintenance:
The Field Maintenance officer shall:
(a) schedule and plan all field maintenance “work parties”;
(b) acquire and maintain all equipment and materials necessary for field maintenance;
(c) oversee field maintenance throughout the season;
(d) ensure that fields and playing conditions are made as safe as possible;
(e) maintain records of all volunteer hours worked and provide report to the Treasurer at the end of the season.
Section 9:
Concessions Coordinator:
The Concessions Coordinator shall:
(a) purchase, stock and maintain inventory for the SYS concession stand;
(b) schedule and train volunteers to work in the concession stand;
(c) maintain records of all volunteer hours worked and provide report to the Treasurer at the end of the season;
(d) keep daily records of all sales and inventory;
(e) keep records and receipts of all transactions regarding the concession stand;
(f) ensure that concession stand is cleaned and that routine maintenance is being conducted as needed;
(g) ensure that all garbage cans are being taken to the curb as schedule
Section 10:
Equipment Manager:
The Equipment Manager shall:
(a) inventory all baseball and softball equipment;
(b) ensure that all equipment is safe and is in good working order;
(c) organize and prepare all equipment bags for each team to include age appropriate equipment and first aid kits;
(d) maintain inventory of all equipment;
(e) ensure the return of all equipment issued to coaches;
Section 11:
Administrative Assistant:
The Administrative Assistant shall:
(a) maintain the SYS website and Facebook page
(b) assist all SYS Board members as needed
Section 12:
Terms of Directors:
At the first election, a governing board of nine members shall be elected. One-third of the members so elected shall hold office for a term of one year, one-third for a term of two years, and one-third for a term of three years. The terms shall be determined by lot. Thereafter, as the term of office of each member expires, successor shall be elected and shall hold office for a term of three years. There is no limit on the number of terms an individual may serve on the Board of Directors.
ARTICLE VII – COACHES, MANAGERS AND UMPIRES
Section 1:
Managers and Coaches:
Team coaches shall be appointed annually by the Coach Coordinator subject to the approval of the Board of Directors. The coaches (of 3rd/4th grade and above in baseball) shall be responsible for the selection of their teams and especially for the actions of the players and members of those teams on around the practice and playing field.
Coaches must be adults who are sensitive to the mental and physical limitations of children of SYS age, and who recognize that the game is a vehicle of training and enjoyment and not an end in itself. It is required that a coach have understanding, patience and the capacity to work with players. Each should be able to inspire respect. Each coach is responsible for the condition and the return of equipment at the end of the season. All coaches must attend at least one coaches’ clinic a year.
Coaches are expected to adhere to a no-tolerance rule pertaining to umpires and are to uphold this ruling with adult and player members.
Section 2:
Umpires:
Umpires shall be appointed by the Vice Presidents, after a review of their qualifications and with the approval of the Board of Directors.
Umpires must be adults who have the ability to provide leadership during a game situation. The umpire must know the rules and have the ability to apply them in action and make split-second judgments. The umpire is the authority on the field. The umpire’s decision is the final word. Coaches, adult members, and player members must abide by a no tolerance rule and are not to approach or accost the umpire verbally, physically, or in any manner. The umpire has the authority to remove any individual from the playing field. If a situation arises where a coach, adult member or player member is removed from a game situation, the President is to be notified within 24 hours and disciplinary actions will be taken.