PLEASANT VIEW ATHLETIC ASSOCIATION

CONSTITUTION AND BY-LAWS

Article I: Name:

The name of this organization shall be Pleasant View Athletic Association (PVAA).

Article II: Purpose:

The purpose of this non-profit association is to provide organized baseball and softball programs for the youth of Pleasant View and surrounding communities, to develop sports fields and to pool the resources of all PVAA members to raise funds to support the projects and programs developed by the PVAA.

Article III: Objective

  1. To provide baseball and softball programs for the youth of Pleasant View and surrounding areas.
  2. To instill the ideals of good sportsmanship into the minds of the athletes.
  3. To unify the efforts of all the members to work toward the growth and success of the PVAA and all its divisions.
  4. To secure registration fees and sponsors to support programs.
  5. To secure insurance for all PVAA Divisions and fund-raising events.
  6. To generate funds to build or enhance sports facilities.
  7. To encourage and stimulate an interest in sports in the Pleasant View community.

Article IV: Membership

The membership of the association will be made up of any family that has registered a son or daughter on a team that is recognized as a PVAA team. The player must have played on a PVAA team within the last 12 months to be considered an active member.

  1. Members
  1. All families in good standing who have children enrolled as members of any sports team or teams affiliated with the PVAA within the past 12 months shall be considered active PVAA members.
  2. All Board members of the PVAA.
  3. Any person who is affiliated with the PVAA and has registered with, been approved by the Board, and paid membership fees to the PVAA.
  1. Privileges
  1. Members in good standing who are of legal age (18) shall be eligible for election or appointment to any office or committee or similar position in the PVAA.
  2. Any member of the PVAA whose fees have been paid shall be considered in good standing, provided there is no disciplinary action either in effect or pending.
  3. A member who misses two consecutive meetings will forfeit voting privileges until two consecutive meetings have been attended.
  1. Fees
  1. Members must pay registration fees set and specified by the PVAA Board that their child or children is participating in, with the fees to be deposited into the PVAA general fund.
  1. A waiver of the registration fee can be obtained by completing a registration waiver request form and contacting a Board member. Any two Board members may grant a waiver request.
  2. Registration fee for children of members serving on the Board will be waived, starting in the 2012 season.
  1. Members must pay $5 dues annually to be considered a member in good standing. Dues membership shall be effective for a calendar year.

Article V: Government

The PVAA will vote on issues placed before them by either board members or association members. There must be at least 51% of the PVAA Board present to exercise a vote. The Majority Rule would apply. If a Board Member has a conflict of interest on a matter, that member should remove him or herself from the vote.

Section A: Electoral Body

The electoral body of the PVAA shall be the active members of the legal age, present at the annual election. Their duties are to elect members to the PVAA Board.

Section B: PVAA Board

  1. The PVAA Board shall consist of the following: Chairman, Baseball Director/Vice Chairman, Softball Director/Vice Chairman, Operations Director and Information Director/Finance Director. Each term will be for a two year period of time.
  2. An elected board member may resign their position prior to the end of their term by providing the PVAA Board with written notice.
  3. Vacancies due to the resignation of a board member will be filled by an appointment by the PVAA Board by a majority rule. The vacancy will then be filled for the remainder of that term.
  4. Through a majority vote, the PVAA Board has the right to secure loans for the purpose of, but not limited to, purchasing equipment, field renovation and matching grant projects.
  5. The Director of Finance will be responsible for the preparation of the annual budget and present it to the PVAA Board. A treasury report shall be presented at teach regular scheduled board meeting. As a means of checks and balance the financial records shall be available for inspection at the request of the PVAA Board.

Section C: Committees

  1. Committees will be formed on an as needed basis with the approval of the PVAA Board of Directors. The committee idea must be presented to the board with an action plan prepared.
  2. Any income generated by the results of any committee action must be deposited into the PVAA general account ASAP.
  3. Concessions will be treated as an on-going fund-raiser with a working back of petty cash.
  4. The Director of Finance or Chairman will deposit concession profits.
  5. The Director of Operations will report income and expenses to the PVAA Director of Finance.
  6. All Committee Chairpersons must either attend the PVAA Board meetings or send a knowledgeable person.

Section D: Duties of the Board

To meet on a monthly basis with a minimum of 10 meetings each year with no board member absent more than 2 times per year. To review the state of the association monthly to include the financial state of the association, the existing order of affairs as they are happening (old business), and to consider changes in the association (new business). The board members must always take a positive approach out to the community to help build a solid community organization. The board is to receive no compensation for being a board member.

  1. Board Chairperson
  1. To preside at all meetings of the association including board meetings.
  2. Shall be a member of ex-officio of all committees.
  3. To serve as an official representative of the PVAA organization for the purpose of advancing the objectives and policies of the PVAA.
  4. Shall appoint all committee.
  5. To secure insurance for the PVAA and review annually.
  6. Shall assume other responsibilities as may be delegated by the PVAA board.
  1. Vice-Board Chairperson
  1. To assist the Chairperson as requested.
  2. To assume the duties and power of the Chairperson at hi/her request, or in his/her absence or incapacity, to succeed to the duties and powers of the Chairperson if that office becomes vacant for any cause, and to serve as acting Chairperson for the remainder of the term.
  3. Shall assume other responsibilities as may be delegated by the PVAA Board.
  4. Attends all PVAA meetings.
  5. Votes on all Board matters.
  6. Makes a master schedule available to all.
  7. Responsible for coordinating, monitoring, and holding sign-ups and draft if needed.
  8. Attends all district or equivalent meetings.
  9. Supervises planning and holding of all jamborees and tournaments.
  10. Responsible for setting schedules with commissioner.
  11. Communicates with and assists commissioner in day-to-day operations.
  12. Coordinates with other Athletic Association directors.
  13. Solicits sponsorships as needed.
  1. Director of Finance/Information
  1. Attends all PVAA meetings.
  2. Votes on all Board matters.
  3. Shall disperse money and be responsible for the integrity and accountability of all finance and written records.
  4. Shall coordinate and approve all expenditures and payments.
  5. Collect and deposit all funds, fees, concessions, etc.
  6. Keep a full and accurate account of receipts, expenditures and fund balances.
  7. Present at all meetings an accurate and timely financial statement.
  8. Make public aware of association sponsored activities.
  9. Use his/her judgment to decide means of publicizing an event or activity (newspaper, school announcements, radio, etc.) Free publicity or public service announcements should be utilized whenever possible.
  10. Assist with sign ups and registration.
  11. Circulate sign-up sheet at meetings as a means of maintaining an accurate record of attendance.
  12. Maintain and update the PVAA website: or contract with a vendor to create and maintain a web page.
  1. Director of Baseball and Softball
  1. Attends all PVAA meetings.
  2. Votes on all Board matters.
  3. Makes a master schedule available to all.
  4. Responsible for coordinating, monitoring, and holding sign-ups and draft if needed.
  5. Attends all district or equivalent meetings.
  6. Supervises planning and holding of all jamborees and tournaments.
  7. Responsible for setting schedules with commissioner.
  8. Communicates with and assists commissioner in day-to-day operations.
  9. Coordinates with other Athletic Association directors.
  10. Solicits sponsorships as needed.
  1. Commissioners of Baseball and Softball
  1. Attends all PVAA meetings.
  2. Assists Director in all activities when requested.
  3. Facilitates information exchange between coaches and Directors.
  4. Assists Director with sign-up, drafts and scheduling.
  5. Reschedules rain-outs and advises coaches.

6.Director of Operations

1. Attends all PVAA meetings.

2. Votes on all Board Matters.

3. Acquisition of supplies for jamborees and tournaments.

4. Plans and oversees all tournaments.

5. Negotiates and coordinates umpire agreements and work schedules,

jamborees and tournaments.

  1. Maintain concession stands and clean up operations with contract

vendors.

  1. Collect money, get deposits to Director of Finance.
  2. Coordinates with concession vendors and the board reference schedules, pricing and general operations.
  3. Coordinates fund-raisers.

Article VI: Elections

  1. Nominations and Elections
  1. Nominations for the Board shall open at the July PVAA business meeting.
  2. Final nominations will be taken and the election of the PVAA Board members for the following two years will take place at the August meeting of the PVAA.
  3. Notice of elections shall be publicly posted two weeks in advance.
  4. All nominees must be 18 years of age or older (by August 1 of current year).
  5. The candidate who receives the largest number of votes shall be declared elected, to their respective office.
  6. Each PVAA Board member is allowed only one vote on Board matters.
  7. In the case of a tie vote, the sitting board chairperson shall break the tie.
  1. Re-Elections
  1. A member of the PVAA Board having served a full term and having stayed in good standings with the PVAA shall be eligible for re-election.
  2. Any PVAA Board member, regardless of which office they hold, may hold office for no more than three terms. If there is not a qualified candidate to fill a vacancy, exception may be granted to this provision with majority approval of the remaining Board members.
  1. Turn Over
  1. The newly elected officers shall assume all responsibilities of the office immediately following the August election.
  2. All materials and PVAA possessions shall be turned over to newly elected PVAA Board members immediately following the election of officers.

Article VII: Meetings

  1. The first meeting of each electoral year shall be held in August.
  2. Business meetings will be held each month at a time and place selected by the PVAA Board with a minimum of ten (10) meetings each year.
  3. Attendance: Any person who is not a member of the PVAA may attend the PVAA meetings, however, to have a voice or be recognized by the Chairperson, an individual has to submit the proposed topic for discussion to the Board Chairperson at least one week prior to the meeting.
  4. All in attendance must register with the Director of Information, for the purpose of recording their names in the minutes.
  5. Board members are expected to attend all meetings. Any more than two unexcused absences may result in removal from the Board unless notification and special arrangements were made with the Chairperson of the PVAA.
  6. A quorum will consist of 51% or more of elected Board members.
  7. All new business will be heard at the end of each meeting.
  8. Informal meetings may take place as long as the decisions made, at the information meeting, were approved unanimously by the PVAA Board members.
  9. In an effort to expedite any necessary work or decisions, the Chairman of the Board may make decisions that are binding with the approval of a second Board member responsible for the area affected. (Ex. A decision affecting the front field can be made by the Chairman and the approval of the Front Field Director.) Any decision made in this manner must be reported to the full Board at the next regular Board meeting.

Article VIII: Insurance

  1. The PVAA will obtain a Comprehensive General Liability Policy as well as a plan that will cover business and personal property on an annual basis.
  2. The policy will be paid for annually from the general PVAA account.
  3. The plan will be purchased throught the association with PVAA board memebers approving which plan is to be purchased.
  4. If a group would like to bid on the policy, they must submit a written request to the association by January 1 of each year.
  5. Certificates of Insurance will be issued to teams recognized by the PVAA as a member at their request.
  6. The request must first be presented to the PVAA Board of Directors who can then authorize the issuance of a proof of insurance certificate.

Article IX: Sponsorship

  1. The PVAA Board has the exclusive rights to approve sponsorships for the Baseball, Softball and competitive factions of the associations as well as any event being sponsored by the PVAA and to include any sport that the PVAA may add to the program in the future.
  2. The PVAA has the right to turn away a sponsor if the association through majority vote agrees that the said sponsor is not an organization that is appropriate for a youth athletic association.
  3. When PVAA Board approval is received, the sponsor check is to be made out to the PVAA for deposit. Violation of this clause could result in the said team being removed from the recognized status, which will affect their insurance coverage, use of the fields, and use the facilities that might have previously been available to them.

Article X: Registration Fees

  1. The Association will receive the registration fees collected by the baseball, softball and competitive factions of the PVAA and to include any sport that the PVAA may add to the program in the future.
  2. The Association will use these fees to pay insurance, field maintenance, tournament fees, as well as fees that come up that are directly associated with the PVAA operations.
  3. The PVAA baseball, softball and competitive teams will set their registration fees for their season based on their budgets, taking into account the various expenses needed to run the program and submit both the budget and registration fees to the PVAA board for approval.
  4. Members having more than one child participating will receive a discount for each additional child. The amount of the discount will be set by the PVAA Board.
  5. Participation fees for individuals shall be waived when it is determined that payment would cause undue financial hardship. The determination of financial hardship and waiver of fees shall be at the discretion of any two Board members.

Article XI: Camps and Clinics

  1. Throughout the year, the PVAA may put on or invite in groups to perform clinics or camps in the community.
  2. Anyone interested in putting on a camp or clinic will need to appear before the PVAA Board of Directors with a plan.
  3. Any outside organization wishing to perform a clinic or camp will need to provide the PVAA with a Certificate of Insurance. The certificate must reflect that a Comprehensive General Liability Insurance Policy covers their organization.
  4. Any internal camps or clinics must be approved by the PVAA Board of Directors in advance of the camp with respect to the size and scope as well as the cost of the camp. All internal camps or clinics need to make checks payable to the PVAA.
  5. Camp trainers will be paid per the agreement drawn up at the pre-approval meeting.

Article XII: Use of Non Owned Facilities

  1. The PVAA will draw up agreements with groups or organizations that are owners of facilities that the PVAA would like to use for their programs.
  2. Any recognized PVAA team that wishes to use a facility not owned or leased by the PVAA must direct their request to the PVAA Board as to the nature and scope of the use. IF approved, an appointed liaison from the PVAA will approach the proper contact to secure the facility.
  3. The PVAA will then assume the financial responsibility to that property for any damage that recognized PVAA team or group might do to that property.
  4. If damage is deemed to be either intentional or malicious the PVAA Board of Directors reserves the right to immediately terminate agreement for that group’s use of the facility.

Article XIII: Fund-Raising and Spending

Fund-Raising

Any member of the PVAA may organize fund-raising activities for PVAA programs with approval from the Board. Approval or denial will be given in a timely manner. Any fund-raising activity that would involve any public attendance would request at least one or more Board Members present at that function. Fund-raises such as Festivals, School Dances, Raffles, Bake Sales, etc., are considered to be an organizational fund-raiser only and not for any one individual team or league.