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Rev. April 13, 2019
BRUNSWICK BASEBALL LEAGUE, INC.
P.O. Box 172
Cropseyville, NY 12052
BY-LAWS – POLICIES
ARTICLE I.MEMBERSHIP
Section 1.1Any male or female, meeting the age and residency requirements of PONY BASEBALL, may register as a player in this organization, provided there are no outstanding liabilities for misuse or loss of uniforms or equipment and/or failure to pay for prior registration fees.
Section 1.2Any adult who is a resident of the Town of Brunswick or who has a child associated with this organization and such child attends the BrittonkillCentralSchool Districtmay be eligible to serve in any league position, subject to the rules of election and appointment contained within these bylaws.Rev 11/09
Section 1.3The Executive Board of Directors shall have the sole authority to suspend, discharge or otherwise discipline any member, manager, coach, player, parent, guardian or person whose conduct is considered to be detrimental to the best interests of the league.
Section 1.4The general membership of this organization shall include all adult persons,over the age of 18, associated with the League as a parent, guardian, manager, coach or member of the Board of Directors.
Section 1.5Transfer of membership. Membership in this club is not transferable or assignable.
ARTICLE II.REGISTRATION
Section 2.1There shall be a registration fee for new and renewing members. This fee shall be determined by the Board of Directors prior to the start of each season.
Section 2.2A registration fee may be waived for an individual player or family based upon the recommendation of the Hardship Committee. The Hardship Committee shall consist of the President, Treasurer, and Parent Advocate.
Section 2.3Each member will be required to submit a completed registration form with a copy of a Birth Certificate.
ARTICLE III.GOVERNMENT
Section 3.1Principal Office. The principal office of the league shall be located in the Town of Brunswick, RensselaerCounty.
Section 3.2.The government of this Organization shall be vested in a Board of Directors. The Board shall consist of a maximum of fifteen (15) members, inclusive of the Executive Board members. New board members shall be nominated from the general membership, at a scheduled meeting and confirmed by a majority vote of the members of the board in attendance. Board members missing three (3) consecutive meetings shall be notified by the Secretary that a fourth unexcused absence shall cause the removal of the member from the board. Notifications may be made by mail, e-mail or phone.
Section 3.3Executive Board of Directors. The Executive Board of Directors shall consist of a president, vice president, treasurer, secretary and manager representative. The manager representative shall be either the travel director or the house director with the most seniority in the league. The board of directors may elect or appoint such other officers, including one or more assistant secretaries, or one or more assistant treasurers, as it shall deem desirable, such other directors to have the authority and to perform the duties prescribed, from time to time, by the board of directors. The treasurer and the president may not be of the same nuclear family.
Section 3.4Deleted 11/10/09
Section 3.5Voting Rights. Each board member will be entitled to one vote on each matter submitted to a vote of the members. In the case of a tie vote, the president shall be afforded one additional vote.
Section 3.6General Powers - The internal management of the property and the affairs of the league shall be vested in the Executive Board. The Executive Board is authorized to hire and discharge employees, to make all contracts and authorize all transactions in the ordinary course of business of the league, and to do all things necessary or incident thereto. This designation and the delegation thereto of authority shall not operate to relieve the board of directors, or any individual member, of any responsibility imposed by law.
The executive board may act by unanimous written agreement of its members, or by a majority vote of its members at any regularly scheduled meeting of which all members have had reasonable notice. The executive board shall, at each regularly scheduled meeting of the board of directors, make a full report of all business transacted by the executive board.
Section 3.7Vacancy. A vacancy on the Executive Board of Directors, because of death, resignation, removal, disqualification, or otherwise,may be filled by the board of directors for the unexpired portion of the term. A majority vote, by the board shall rule.
Section 3.8The Executive Board shall be elected in the manner prescribed in these bylaws and shall hold office for a period of one (1) year.
Section 3.9All elected members shall commence their term from the date of election.
ARTICLE IV.DUTIES OF THE EXECUTIVE BOARD
Section 4.1President. The President, as the principal executive officer of this organization, shall supervise the organization’s activities and affairs and shall make an annual report to the membership at the annual meeting, which shall be held in the month of October of each year. The president shall delegate duties to the appropriate board member. The President shall be responsible to call, preside and set the agenda for all meetings, excluding committee meetings, administer the rules and policies of the league and prepare the league calendar. The president shall be a member of the Hardship Committee. The president may sign, with the secretary or any other executive board member of the league, authorized by the board, any deeds, mortgages, bonds, contracts, or other instruments that the board of directors have authorized to be executed, except in cases where the signing and execution thereof shall be expressly delegated by the board of directors or by these bylaws or by statute to some other officer or agent of the league. In general, the president shall perform all duties incident to the office of the president and such other duties as may be prescribed by the board of directors from time to time.Rev 11/09
Section 4.2Vice President. The Vice-President shall preside in the absence of the president or in the event of an inability or refusal to act, shall perform the duties of the president, and when so acting, shall have all the powers of and be subject to all the restrictions on the president. The vice president shall work with the president on such management affairs of the organization as required. The vice-president shall coordinate sponsorship and fundraising activities for the league.
Section 4.3Secretary. The secretary shall give notice of all regular and special meetings in accordance with the provisions of these bylaws or as required by law, shall keep permanent records of the minutes of such meetings; be custodian of the league records , keep a register of the post office address of all members; conduct all official correspondence; assist the president with meeting agendas and league communications; and in general perform all duties incident to the office of secretary and such other duties as from time to time may be assigned by the president or by the board of directors. The secretary shall preside in the absence of the president and vice president.
Section 4.4Treasurer. The treasurer shall be responsible for the receipt of all monies, keep the financial books of the organization, disperse funds as required and shall report on the financial condition of the league at each monthly meeting. The treasurer shall prepare an annual report to be submitted to the board at the annual meeting and which shall be made available for audit by his or her successor. The treasurer shall be a member of the Hardship Committee.
Section 4.5Manager Representative. The Manager Representative shall represent all house and travel mangers at an executive board meeting. The Manager Representative shall select house and travel coaches for approval of the board.
Section 4.6Executive board members are prohibited from abstaining during a vote. A majority vote rules.
Section 4.7Each board member is expected to take an active role in the operation of the league.
Section 4.8Any executive board member missing two(2) consecutive meetings will be notified by the secretary that upon missing a third meeting that they will be removed from the board. Notification may be made by mail or e-mail. Prior excused absences are allowed. An executive board member will notify the president or secretary prior to the date of the scheduled meeting that he/she will not be able to attend.
Section 4.9Compensation. No board member of the league shall receive salary or compensation for his/her faithful performance.
ARTICLE V.NOMINATIONS AND ELECTIONS – EXECUTIVE BOARD
Section 5.1A meeting of the general membership shall be scheduled in September of each year. The President shall accept the resignation of all executive board members, including his/her own, which shall take effect on November 1st of each year. The treasurer’s resignation may not be accepted until after the annual report is completed and accepted.
The President shall open the September meeting for nominations for all executive board member positions.
Section 5.2Nominations will remain open until the October (Annual) meeting. The President will accept nominations from the board as follows:
- No more than 5 nominations for President
- No more than 3 nominations for Vice President
- No more than 2 nominations each for Treasurer and Secretary.
Section 5.3At the annual meeting(October), the President shall insure that all nominees are willing candidates and close nominations. An election shall be by ballot, for each office with more than one (1) candidate. The secretary shall prepare ballot sheets listing the names of each nominee and the positions for which they are running. A majority vote of the general membership present will be required for the election of each office. The president, secretary and one additional board member shall tabulate the votes and announce the winners.
Section 5.4Executive board members shall commence their terms on November 1st of each year.
Section 5.5In the event that any executive board position is not filled at the annual meeting, the president shall nominate an individual to fill the vacancy within 90 days of the meeting. The nomination shall be confirmed by a majority vote of the board of directors.
Section 5.6Removal. Any executive board member elected or appointed, may be removed by the board of directors whenever in its judgment the best interests of the league would be served thereby, but such removal shall be without prejudice to the contract rights, if any, of the officer so removed.
Section 5.7Vacancies. A vacancy in any office, because of death, resignation, removal, disqualification, or otherwise, may be filled by the board of directors for the unexpired portion of the term.
ARTICLE VI.MEETINGS
Section 6.1Regular Meetings. The board of directors shall hold regular meetings at least once a month on such date and such hour as may, from time to time be agreed upon. The board of directors may designate the location for the meeting.
Section 6.2Notice of Meetings. Written, printed or electronic notice stating the place, day, and hour of any meeting of members shall be delivered, either personally or electronically to each member entitled to vote at such meeting, not less than ten (10) nor more than fifty (50) days before the date of such meeting.
Section 6.3SpecialMeetings. Special meetings of the board of directors may be called by or at the request of the president or any two (2) executive board members. The person or persons authorized to call special meetings of the board may fix any place, within the state, as the place for holding any special meeting of the board called by them.
Notice of any special meeting of the board of directors shall be given at least seven (7) days prior to such meeting by written notice delivered personally or sent by mail or e-mail to each director at his or her address as shown by the records of the league. If mailed, such notice shall be deemed to be delivered when deposited in the United States mail in a sealed envelope, so addressed, with postage paid. Any director may waive notice of any meeting. The attendance of a member at any meeting will constitute a waiver of notice of such meeting, except where a member attends the meeting for the purpose of objecting to the transaction of any business because the meeting is now lawfully called or convened. The business to be transacted at the meeting need not be specified in the notice or waiver of notice of such meeting, unless specifically required by law or by these bylaws.
Section 6.4Committee Meetings. All committee meetings shall be scheduled by the chairperson or when necessary by the president.
Section 6.5Telephone Conference Meetings. Any or all members of the board of directors may participate in a meeting of the board or a committee of the board by means of communication by which all persons participating in the meeting are able to hear each other.
Section 6.6.Quorum. A majority of the executive board of directors shall constitute a quorum for the transaction of business at any meeting of the board; but if less than a majority of the executive board of directors are present at the meeting, a majority of the executive board of directors may adjourn the meeting from time to time without further notice. A majority vote of the board members in attendance shall rule. Robert’s Rules of Order shall govern the proceedings of all meetings, except when such rules are in conflict with the constitution and /or bylaws of this organization.
Section 6.7Manner of Acting. The act of the majority of the members present at a meeting at which a quorum is present shall be the act of the board of directors, unless the act of a greater number is required by law or by these bylaws.
Section 6.8Informal Action by Board Members. Any action required by law to be taken at a meeting of the board members, or any action that may be taken at a meeting of board members, may be taken without a meeting if a consent in writing, setting for the action to be taken, shall be signed by all of the members entitled to vote with respect to the subject matter thereof.
ARTICLE VII.ADDITIONAL LEAGUE POSITIONS.
Section 7.1Registrar – The Registrar shall maintain a record of all players registered in the league and shall insure all players have completed a registration form.
Section 7.2Equipment Manager – Shall be responsible for the purchase, repair and assignment of all league equipment.
Section 7.3Field Manager – Responsible for field maintenance and improvements.
Section 7.4Field/Umpire Coordinator – Coordinates all use of the league field(s) for practice and games. Schedules umpires for league games as necessary.
Section 7.5Concession Manager –Coordinates operation of the concession stand, trains parents in the stands operation, responsible for the purchase of supplies and equipment for the concession stand,establishes a pricing sheet for stand products and implements procedures for cash flow at the stand. Works closely with the league’s treasurer for proper accounting of concession stands receipts.
Section 7.6House Team Director – Coordinates the operation of the house league, including draft, schedules, game protests, and manager concerns. Works with the parent or player advocate as required.
Section 7.7 Travel Team Director – Coordinates the operation of the travel teams, including schedules and communications with travel league officials. Works with the parent or player advocate as required.
Section 7.8Parent Advocate – Handles problems or complaints from parents regarding coaches or league officials. Member of the Hardship Committee.
Section 7.9Player Advocate – Represents players as required.
ARTICLE VIII.COMMITTEES
Section 8.1The following committees may be formed by the president, with overall size of each determined by the task:
* Rules*Sponsorship
*Registration*Budget
Section 8.2Additional committees, as determined to be necessary by the president and approved by a majority vote of the board of directors, may be established.
Section 8.3The president and vice-president shall be considered members of all committees.
ARTICLE IX.DISCIPLINARY ACTION
Section 9.1Suspension or Expulsion of Members. If a written complaint is received by the board of directors and filed with the secretary, the secretary shall bring the matter to the notice of the executive board of directors within fourteen (14) days of the date of the complaint. The executive board shall request an explanation from the accused member, and if the accused member fails to explain or, after a fair hearing, is unable to justify his or her conduct, the executive board of directors is empowered to pass a resolution suspending or expelling the accused member from the league.
Section 9.2Grounds for Suspension. A majority of the executive board of directors shall have the power to suspend or expel members for willful infractions of the house rules or of any bylaw of the league, or for acts or conduct that they may deem disorderly or injurious or hostile to the interests of the objects of the league, or for acts or conduct calculated to disturb the order, peace, or harmony of the league or to impair the good name of the league.
Section 9.3Preliminary Notice of Hearing. Prior to the expulsion or suspension of a member, the member shall be entitled to a notice and hearing before the executive board of directors.
Section 9.4Reinstatement. On written request signed by a current member and filed with the secretary, the board of directors may, by affirmative vote of two-thirds of the executive board members, reinstate such former member to membership on such terms as the board of directors may deem appropriate.
Section 9.5Termination of Membership. Membership will terminate on failure to pay
registration fees, assessments or the members expulsion by the board of directors. Upon such termination, any right, title or interest of the member in or to the property and assets of the league will cease.
ARTICLE X.FINANCIAL AUTHORITY
Section 10.1No member of this organization shall contract for, or incur any debt,or enter into any agreement or otherwise obligate this organization, except by prior authorization of the executive board of directors. Members of the Executive Board may authorize the purchase of equipment or materials necessary for the operation of the league, such purchase may not exceed $250. The treasurer shall be notified immediately of all such purchases. Rev 11/09
Section 10.2The fiscal year for the league shall be twelve months and end on October 31st of each year.