Greencastle Youth Baseball, Inc.
By-Laws
01/2017
Table Of Contents
Article 1: Name
Article 2: Object
Article 3: State of Affiliation
Article 4: Sites of Principal Operation
Article 5: Power
Article 6: Membership
Article 7: WCYB Rules &Regulations
Article 8: Officers
Article 9: Board Of Directors
Article 10: Committees & Representatives
Article 11: Coaches
Article 12: Umpires
Article 13: Meetings
Article 14: Amendment
Article 15: Management of Funds
Article 16: Dissolution
Appendices
Appendix 1: Annual Membership Meeting
Appendix 2: League Rep Responsibilities
Appendix 3: Team Selection/Draft Procedures
Appendix 4: Amended Rules – T-Ball Division
Appendix 5: Umpire Pay Schedule
Appendix 6: Concession Stand Rules & Procedures
Appendix7: All Stars
Appendix 8: Discipline Rule
Appendix 9: Harassment Rule
Appendix 10: West Central Rules
Greencastle Youth Baseball, Inc.
BY_LAWS
04/2006
Amended(01/02/2017)
Article 1 – Name
This organization, incorporated under the Indiana General Not-For-Profit Corporation Act of 1971, shall be known a Greencastle Youth Baseball, Inc.
Article 2 – Object
The purpose of this corporation is to provide sports opportunities and serve as an example to the youth of central Putnam county, Indiana, good sportsmanship, honesty, loyalty, and courage so that they may be finer, stronger, and happier youth who will grow up to be good, clean, healthy adults.
Article 3 – Statement of Affiliation
The Corporation shall be affiliated with West Central Youth Baseball (A Cal Ripken affiliate) and shall comply with the principles, rules and regulations expressed and decreed by West Central Youth Baseball and Cal Ripkin
Article 4 – Sites of Principal Operations
The principal operations of this corporation shall be located in Greencastle, Indiana
Article 5 – Powers
This corporation shall have the following powers in addition to the powers expressly or implicitly conferred on it by law.
Section 1
To make and enforce rules and regulations to govern itself on a local basis, but consistent with and not contrary to any rules and regulations promulgated by West Central Youth Baseball
Section 2
To solicit and accept endowments, grants, contributions and gifts of money or property and to use these funds solely for the purposes stated herein, and to maintain and account for these funds as designated in the By-laws of the Corporation.
Section 3
To hire personnel and to procure materials and equipment that may become necessary to fulfill the purposes of the Corporation.
Section 4
Said Corporation is organized exclusively for recreational, charitable, and educational purposes, including for such purposes, the making of distributions to organizations under section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue law).
Section 5
No part of the net earnings of the Corporation shall financially benefit or be distributed to its Members, Directors, Officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered. The Corporation shall not distribute propaganda, or otherwise attempt to influence legislation, participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. notwithstanding any other provision of these articles, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt form federal income tax under section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) or (b) by a corporation, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).
Section 6
The Board of Directors shall have such powers as may be hereinbefore, or after enumerated, in addition to such powers which are set forth in the Indiana General Not-for-Profit Corporation Act of 1971, and which are not prohibited to organizations under section 501 ( c ) ( 3 ) et seq. of the internal revenue code.
The Board shall have the power of the purse, and no expenditures over $200.00 shall be made for any reason until the Board has acted upon such expenditures or shall have determined upon the ways in which such expenditures shall be made.
Section 7
To engage in any and all types of activities not prohibited by law or these by-laws.
Article 6 – Membership
Every Member involved with the youth of this League, including but not limited to Officers, Board Members, Representatives, Managers, Coaches, and Assistant Coaches, is subject to a State criminal history/background check. The criteria used by the public school system to employ its staff will serve as the standard for eligibility to be a volunteer with Greencastle Youth Baseball, Inc. The League will cover all fees associated with initial background check. However, if any individual can supply proof on their behalf, he/she will be responsible for obtaining and paying for said documentation if necessary.
Section 1 – Board of Directors
Every Board Member occupies a position of trust in this organization and shall perform duties in a manner he or she believes to be in the best interest of the organization. Board Members are expected to act in the best interests of the organization, not his or her own interests, and they cannot afford to be ignorant of their duties. Board Members are expected to fulfill their duties on behalf of the organization in a responsible manner with appropriate conduct.
Section 2 – Players
Provide an original record of birth or a certified copy of original record of birth, if requested. See section 0.04 in the Babe Ruth rulebook
Section 3 – Dues and Fees
Annual player registration fees shall be determined by the Board of Directors.
Article 7 – West Central Rules & Regulations
Amended(01/02/2017)
West Central Youth Baseball Rules and Regulations and those rules and regulations duly established by the respective state and provincial organizations, are to be considered binding on this league. See Appendix 10
Article 8 – Officers
The election of Officers shall take place annually in November at a Board of Directors meeting, which is open to the public.
Section 1– President
A President of the Corporation shall be elected annually by the public and shall serve a term of one (1) year. The President shall be the Chief Executive Officer of the Corporation and shall be responsible for the general and active management of its affairs pursuant to the actions, orders, resolutions and directives or other communications from the Board of Directors.
As acting Chief Executive Officer and Chairperson of the Board of Directors, the President is responsible for managing all affairs of the League. The President shall be the most informed Officer of the League and shall report activities of the administration to the Board of Directors in a timely and appropriate manner. The President is the Officer with whom the West Central Board of Directors maintains contact with.
The President shall preside at all meetings of the Board of Directors and shall be ex-officio a member of all the committees of the corporation except the Nomination Committee. The President shall have all of the general powers and duties of supervision and management which are usually vested in a President of a corporation, which powers shall include the appointment of all Committee Chairpersons, Members, and Managers with the assistance and approval of the Board of Directors.
There shall be three (3) additional offices in the administration of the corporation, which shall be called the offices of the Vice President, Secretary, and Treasurer. The public shall elect such offices annually. In the event of a vacancy in any office, the President may make an interim appointment pending the occurrence of a meeting of the Board. The President may manage, coach or umpire, provided he/she abstains from protest decisions that would be considered a conflict of interest.
Section 2 – Vice President
The Vice President shall preside in the absence of the President, works with other Officers and Committee Members, is ex-officio member of all committees, and carries out such duties and assignments as may be delegated by the President. The Vice President may manage, coach or umpire, provided he/she abstains from protest decisions that would be considered a conflict of interest.
Section 3 – Secretary
The Secretary shall attend all meetings of the Board of Directors and shall preserve in the books of the Corporation true minutes of the proceedings of all such meetings.
The Secretary shall maintain a register of members and directors, oversee membership records (team rosters), execute notices of all meetings, and shall perform such other duties as may be delegated to him or her by the President or by the Board of Directors.
Section 4 – Treasurer
The Treasurer shall have custody and responsibility for all the corporate funds and securities and shall keep in books belonging to the Corporation full and accurate accounts of all receipts and disbursements. She or he shall deposit monies and securities in such depositories as designated for that purpose by the Board of Directors.
He or she shall disburse the funds of the Corporation as may be ordered by the Board of Directors, subject to the availability of funds, and shall report all transactions whenever such reports are requested by the President and/or the Board of Directors.
If it is required by the Board of Directors, the Treasurer shall deliver to the President, at the expense of the corporation, a bond to be kept in force and in such form, amount and with a surety, which is satisfactory to the Board of Directors.
The Treasurer shall perform such other duties, which may from time to time be delegated to her or him by the President or by the Board of Directors, including but not limited to communicating and working with League Reps and Committees Chairpersons,
Article 9 – Board of Directors
Section 1
The affairs of the corporation shall be directed by a Board of Directors. No director shall receive any compensation for his or her services as a Director. The Board of Directors shall consist of a minimum of eight (8) persons.
Section 2
Directors shall be elected to hold office for a term of one (1) year. Directors shall serve until the next Board of Directors meeting following the Annual Membership Meeting.
Section 3
The Board of Directors shall meet not less than one (1) time each year. The Board may hold such other meetings as may be necessary and desirable, and such other meetings shall be either upon the call of the President of the Board or upon the call of two (2) Board Members who shall direct such a request to the President of the Board. The minutes of the Board of Director’s meeting shall be open to the membership.
Section 4
A majority of the whole Board of Directors shall constitute a quorum for the lawful doing of business. It is provided, however, that for the purpose of filling vacancies on the Board, a quorum shall consist of a majority of the existing members.
Section 5
The Board of Directors shall have the power to fill any vacancies, which may occur in its own membership.
Article 10 – Committees & Representatives
The President is authorized, subject to the approval of the Board of Directors; to establish and staff such Operating Committees as the business of the Corporation may require or warrant, except the Nomination Committee.
Article 11 – Coaches
The term “Coach” refers to a team Manager, Head Coach, Assistant Coach, or other volunteer assisting a team.
All Managers/Head Coaches shall be voted on by the Board prior to the beginning of each season.
A Coach is responsible for the safety and instruction of the players chosen to be on his or her team. The Coach is also responsible to maintain the equipment provided by the League and to return it at the end of the current season.
Protests made with regard to a Coach are to be brought to the Board by the Division Representative, or Board Member. Other individuals may be involved in resolving the matter if the Board deems it necessary.
If the Board of Directors determines, by a majority vote, that disciplinary procedures for inappropriate conduct by a Coach are necessary, the following actions may be taken:
First Offence-Warning (verbal or written).
Second Offence-Suspension for the next scheduled game that is played.
Third Offence-Lose eligibility to help with any post-season team and/or lose
coaching privileges for the next season.
These three examples are to be used as a guideline. Any conduct of a physical or vulgar nature may result in expulsion.
If a Board Member has a conflict of interest (i.e. is a coach in that division, has a child on the team, etc.) then the Board Member must abstain from the vote deciding disciplinary procedures.
Article 12 – Umpires
Amended(01/02/2017)
Umpires shall be paid by the Treasurer as reported by the President and approved by the Board of Directors. See Appendix 8 for the payment schedule baseball umpires.
Umpires will be paid in full for games that complete at least one half of one inning. If games are then called due to threatening weather or other reason, in the interest of player safety, the Umpire will be paid in full. If an umpire shows up to a game and has not been notified that it has been cancelled or the game is cancelled prior to the first pitch, he/she will receive a travel fee. If an umpire does not show up to a game without finding a replacement via the Umpire in Chief, he/she will be assessed a no-show fine.
In addition to following the Cal Ripken Rules and Regulations, Umpires must enforce all Greencastle Youth Baseball, Inc./West Cental Youth Baseball amended rules.
Article 13 – Meetings
Section 1 – Annual Membership Meeting
There shall be an annual open meeting for the membership of the Corporation. It shall be held in November of each year and shall have as its principal matter of business the annual elections, the presentations of program reports, financial statements and audits, and any related summaries or forecasts. Notice of the Annual Meeting shall be given in writing, not more than twenty (20) nor less than ten (10) days, prior to the meeting. See Appendix 1 for details.
Section 2 – Board Meetings
The Annual Meeting provided for under Section 1 of Article XIII shall be the minimum number of membership meetings to be held each year. Such other meetings, as may be necessary or desirable, shall be upon the call of the President or the five (5) Board Members who shall have directed the President in writing to call such a membership meeting.
Section 3 – Committee Meetings
Committee meetings shall be held upon the call of the President or upon the call of the Committee Chairman or upon the call of the majority of the committee membership, which call shall be delivered to the Committee Chairman or the President.
Section 4 – Quorum
For the purpose of doing business at any meeting of the Board of Directors, a quorum shall consist of a minimum of two-thirds (2/3) of the number of members on the Board of Directors, including the President.
Section 5 – Parliamentary Procedure
New business shall come before the Board as a result of being added to the agenda by the President or by being added by a Board Member at a regular meeting by a motion, with a second from another Board Member. Old Business shall have been presented at a previous Board meeting as New Business.
Business shall be disposed of by:
A passing vote by the Board.
Failing to be approved by the Board.
Voting to postpone the decision.
Referring to committee.
Dropping due to lack of action.
Abstention is only appropriate when a Board Member feels he or she has a personal conflict of interest on matter (e.g. if the vote could result in personal gain for the Board Member). Otherwise, abstention will count the same as a vote of approval. However, it will be noted as a dissenting vote to avoid responsibility in a matter the Board has approved.
To facilitate careful deliberation and opportunity for meaningful dialog, the Board shall act upon business relating to the adoption, deletion, or modification of the League By-laws or League Rules in two readings. The first reading will be under New Business and the second reading under Old Business, presented at the following meeting. All other business may be acted upon with one reading.
Committee reports should be given by the Committee Chairperson and should be brief and to the point. It is appropriate for Board Members to ask clarifying questions of the person making the report. If there is part of a report that a Board Member feels should be considered for action (and was not already on the agenda), that member should wait until New Business is addressed and make a motion.
In the interest of time and efficiency, anyone that is not a voting Board Member should withhold questions and comments related to committee reports until the Public Forum.
It is important for the Board to receive input from the parents and coaches of players within Greencastle Youth Baseball, Inc. When appropriate, the Board will allow the public five (5) minutes each for each person to discuss any topic of interest. The Board will try to give each person wishing to speak that opportunity before calling on a person that has already had an opportunity to speak. If a person has multiple opportunities to speak, he/she will be allowed three (3) minutes for rebuttal or clarification. The speaker should wait to be recognized by the Board and present his or her name to be recorded by the Secretary. The Board may adjust the time limits to accommodate the issue(s) being discussed. Discussion on any topic can be suspended if the Board feels that comments are redundant or non-constructive.