Sandy Cal Ripken By-Laws

Transcription

1 Modified and Adopted December 4, 2016 GOAL Keeping baseball FUN, especially in the early stages of youth baseball, is a primary concern of Babe Ruth League s Cal Ripken Division. It is the goal of the League that each participant who plays Sandy Cal Ripken Baseball will not only learn the basics of the game, but will also have fun and experience a high level of excitement and love for the game. MEMBERSHIP Membership shall be from the area governed by the League which consists of the boundaries established by the National Cal Ripken Organization. At a minimum this area will include the boundaries of the Oregon Trail School District. LEAGUE ORGANIZATION The Sandy Cal Ripken Baseball League (the League) shall be governed by a board of elected officers (the Board of Directors). The League shall consist of five (5) Divisions as follows: Major 70 comprised of players 10, 11, and 12 years of age; Major 60 comprised of players 9, 10, 11, and 12 years of age; Minor comprised of players 8, 9, and 10 years of age; Rookie comprised of players 6, 7, and 8 years of age; T-Ball generally comprised of players 4, 5, and 6 years of age. All players besides t-ball will be assigned to a division after tryouts by using a consistent rating system from the coaches and board members. Each Division shall have a Division Representative appointed by the Board of Directors. The Board of Directors shall meet a minimum of ten (10) times per year on a general schedule of once per month. 1 P age

2 BOARD OF DIRECTORS The Board of Directors shall be composed of adult members and shall consist of the positions of President, Vice President, Secretary, Treasurer, Athletic Director, Umpire Coordinator, Field Maintenance Coordinator, Sponsorship Coordinator, Concessions Coordinator, Apparel Coordinator, Welches Representative, and Team Mom Coordinator. Each member of the board of directors shall receive one vote. If an individual represents more than one board position, they still only get one vote. The Board of Directors shall have the full authority to direct the property, affairs, and activities of the League. No board members shall receive any salary or compensation for services rendered. Coaches and/or Team Representative, although not members of the Board of Directors, must attend any regularly scheduled meetings of the Board of Directors and their participation is encouraged. The Terms of the Board of Directors will be two years. The members of the Board of Directors shall be elected at the annual meeting of the general membership determined by the following schedule: o On odd numbered years, the general membership shall elect the office of Vice- President, Secretary, Athletic Director, Field Maintenance Coordinator, Welches Representative, and Umpire Coordinator. o On even numbered years, the general membership shall elect the office of President, Treasurer, Concessions Coordinator, Sponsorship Coordinator, Umpire Coordinator, Team Mom, and Apparel Coordinator. Only current voting board members are eligible to be nominated for President. If no current board member is willing/able to be President, then general nominations will be allowed. In the event where an even or odd year position applies for a different open position, the person can be nominated for that different position, if that person does not win then they keep their original position. 2 P age

3 Elections will be held on the first Sunday of the month of November. Parents will be notified about the election in October. If a board member cannot fulfill his/her term of office, he/she must notify the President and the Board of Directors will attempt to replace the person vacating the office within a reasonable period of time. If this attempt should become unsuccessful, the board shall share in the duties of the vacated office. If unable to attend a scheduled Board Meeting it is the responsibility of the Board Member to contact the President prior to the meeting. If no contact is made for two consecutive meetings at the third meeting a replacement could be elected for that Board position with approval of the remaining Board Members. Prior to the election vote for Board of Director members, nominations shall be made by any General Member in good standing. Nominations must be seconded by a member of the Executive Board. Only adults >18 may nominate or vote for Board members. MEETINGS AND BUSINESS OF THE BOARD OF DIRECTORS The Board of Directors will generally meet the first Sunday of every month, at a location to be determined by the board at the previous meeting. A quorum of the Board of Directors shall consist of 51% of the voting members. The President does not have a vote on any issue before the board except in instances resulting in a tie. The President shall then have the authority to vote to break the tie. Any board member acting as President takes on the responsibility of that office and loses their vote. A motion is passed by a majority vote of those board members present. Proxy votes shall be in writing (including text/ ). A special or emergency meeting may be called by the President at any time he/she deems necessary. However, it is necessary that a quorum be present (or represented via text/ /phone) before voting on any issue. DUTIES OF THE BOARD OF DIRECTORS Initiate, promote, and participate in the annual fund-raising event. Determine the agenda for the annual meeting of the general membership. 3 P age

4 Prepare all applicable annual reports for the annual general membership meeting. Establish and modify as necessary League By-Laws and Policies (By-Laws shall be adopted by a majority vote of the Board). Establish and modify as necessary Rules and Procedures for player placement. Select uniforms. Determine fees for player registration and sponsorship and approve League expenditures. Approve the League schedule. Review and approve the Coaches Guide and any related League documents or procedures. Determine the roles, responsibilities, rules and procedures for Board members, Division Representatives and League Coordinators. Appoint Division Representatives and League Coordinators from those nominated by the General Members. Direct and support Division Representatives and League Coordinators. Establish and adopt other rules and procedures as necessary for the running of the League. The By-Laws shall be the governing instrument of the Board of Directors and the League. EXECUTIVE Board Business can be done by approval of the Executive Board of the Board of Directors. The Executive Committee shall consist of the President, Vice-President, Secretary, Athletic Director, and Treasurer. The duties of the Executive Board shall be as follows: o Select time and place of emergency meeting for the Board of Directors. (or via electronics (text, or ) for big expenditures). 4 P age

5 o Executive Board members are solely responsible for all decisions involving: Players Coaches Discipline Any expense < $500 o Approve fund raising activities. o Select regular season and All-Star coaches or establish a procedure for that selection. o Establish and modify as necessary Coaches, Player and Parent Disciplinary and Complaint Procedures. o Establish and modify as necessary registration, try-out and player team placement rules and procedures. o Select All-Star teams or establish a procedure for All-Star team selection. o Any business conducted by the Executive Board must be accomplished via a majority vote. DUTIES OF THE PRESIDENT Preside over all meetings Call for special or emergency meetings of the Board/Executive Board. Request any permits needed for the operation of the League program. Request field-use permits by (date to be determined) for use of the fields during the regular and All-Star season for the year. Coordinate all correspondence to the League at large with the Secretary. Arrange for the annual team pictures. Establish, with the approval of entire board, the times and locations of sign-ups. 5 P age

6 Oversee information from the Athletic Director, Umpire Coordinator, Concession Coordinator, and Sponsorship Coordinator. Attend all Northern Oregon State Board Meetings or assign another Executive Board Member. Oversee the assignment of players to teams by attending all player placement meetings. Attend the sign-ups established for the players. DUTIES OF THE VICE-PRESIDENT Chair all meetings of the Board of Directors in the absence of the President. Assist the President in his/her duties. Oversee the assignment of players to teams by attending all player placement meetings. Attend the sign-ups established for the players. Any other duty as assigned by the President DUTIES OF THE SECRETARY Keep accurate records of all meetings of the Board Directors and general membership. Prepare all correspondence regarding League business. File and keep accurate accounts of player age verification, medical releases, insurance records, and pertinent information regarding all players. Work closely and communicate with the President and Athletic Director to insure all paperwork is filled out to the best of their knowledge. Organize paperwork for the sign-ups with Athletic Director. Work closely with President to make sure all information has been sent to Babe Ruth organization. Coordinate and maintain league background check records. 6 P age

7 Attend the sign-ups established for the players. DUTIES OF THE TREASURER Maintain accurate electronic records of all money received and spent by the League. Provide a treasurer s report to be given at each monthly meeting of the Board of Directors. Coordinate the delivery and cleaning of the field porta-potties. Coordinate for garbage dumpster pickup. Do the League s banking. Prepare, submit and maintain all required IRS filings. Attend the sign-ups established for the players. Ensure all financial records are 100% auditable at all times. DUTIES OF THE ATHLETIC DIRECTOR Recruit, register, and train coaches and assistant coaches for each season. Receive head coaching applications by February of each year and present them to the Executive Board for consideration. Establish multiple coach s clinics sponsored by the League each year. Serve as spokesperson for coaches. Be responsible for communicating between the Board of Directors and the coaches of their playing level. Be responsible for the inventory of equipment and uniforms which are the property of the League. Be responsible for the purchase of new equipment and the maintenance or replacement of equipment as needed. 7 P age

8 Hand out receipts to coaches that borrow equipment in order to facilitate equipment return. Be responsible for issuing and collecting equipment to the coaches at the beginning and end of each season. Oversee the assignment of players to teams by attending all player placement meetings. Collect from the Secretary copies of all sign-up sheets and develop try-out grading criteria with associated paperwork. Settle disputes within playing levels. Facilitate coordination with the High School and JBO Coaching Staff to coordinate between the programs. Attend the sign-ups established for the players. DUTIES OF THE SPONSOR COORDINATOR Coordinate efforts to obtain sponsors. Maintain accurate records of all current sponsors. Provide sponsor with a written agreement form to be signed and dated by both the sponsor and the Sponsor Coordinator. Provide all sponsors a letter of thank you. Provide the Treasurer a list of all sponsors so that a receipt for tax purposes will be sent to the sponsors. Submit a list of all current sponsors at the monthly meetings thus promoting business for those sponsors. Attend the sign-ups established for the players. DUTIES OF THE CONCESSION COORDINATOR Maintain the operation of the League concession stand including the ordering of any and all needed supplies. 8 P age

9 Be responsible for any keys for the operation of the concession stand. Report to Board of Directors monthly during the season on the finances of the concession stand. Supply the Treasurer with all needed receipts for keeping financial records. Coordinate with the Team Mom coordinator to make up the schedules for each team working the concession stand. Maintain a first-aid box in the concession stand. DUTIES OF THE UMPIRE COORDINATOR Recruit, register and train umpires at all levels for each season. Receive head coach feedback to help evaluate umpire performance. Serve as spokesperson for umpires. Act as lead for dispute resolution and rule interpretation between coaches and umpires. Be responsible for communicating between the Board of Directors and the umpires. Oversee the operation of umpires at each level making sure the goals of the Association are being achieved. Be responsible for the inventory of equipment and uniforms which are the property of the League. Be responsible for the purchase of new equipment and the maintenance or replacement of equipment as needed. DUTIES OF THE TEAM MOM Serve as spokesperson for parents representing parents concerns. Be responsible for communicating between the Parents and the Board of Directors and the coaches of their playing level. 9 P age

10 Oversee the operation of teams within making sure the goals of the League are being achieved and work with the Athletic Director. Assist Athletic Director and Coaches in reporting back to the Board Members regarding any issues/concerns. Help with the coordination efforts with the Team parent pertaining to fund raising information (i.e. Candy, Car washes, etc.) Help with the Concession Coordinator in the operation of the concession stand. Attend the sign-ups established for the players. DUTIES OF THE FIELD MAINTENANCE COORDINATOR Recommend maintenance needed on playing and practice fields during the year, and present these recommendations to the Board of Directors. Apply in writing or by phone for permission to do any work on fields that requires permission of the school districts. Establish the time and dates for all field maintenance work sessions and to assign work crews where necessary. Arrange for the purchase of needed materials or the rental of needed equipment. DUTIES OF THE APPAREL COORDINATOR Maintain the operation of the League apparel including purchase of any and all needed supplies. Report to the Board of Directors monthly during the season on the finances of the apparel. Supply the Treasurer with all needed receipts for keeping financial records in a timely manner. Communicate with those maintaining the collection of apparel. 10 P age

11 Collect and fill online orders as needed. Attend the sign-up and tryouts. COACHES Those individuals desiring to coach need to obtain an application from the President or Athletic Director at any time and return it to the Athletic Director by the date designated on the application. The Board of Directors will be responsible for reviewing all applications and voting for each season s coaches. Coaches and assistant coaches must be 18 years of age or older. All applicants will be informed of the choices of the Executive Board. All applicants will be required to complete a league background check. All coaches on the bench during games will be required to complete a background check prior to the start of the season. The League will pay the fee for (3) coaches per team. A maximum of 5 persons will be allowed in the dugout for rookies and t-ball teams but only with a completed background check. DUTIES OF THE COACHES Work to achieve the goals of the League. Teach the techniques of baseball, stressing the importance of skill development, teamwork, and sportsmanship. Learn and follow the rules of Sandy Cal Ripken Baseball. Be responsible for the recruitment and selection of assistant coaches. Be responsible for the conduct of their players, assistant coaches, and custodial parents. Assist the Athletic Director in the distribution and collection of uniforms and equipment. Help maintain equipment issued to his/her team. Maintain accurate records during the playing season according to the protocol established by the Sandy Cal Ripken League. 11 P age

12 A Head coach or Assistant Coach (with completed background checks) MUST be present at all practices and games. DIVISIONS An objective of the League is to have each participant play in the most appropriate Division based on the participants skill level. Any deviations (keeping down or moving up) from these age groups must be approved, in writing, by the Executive Board. To support operations of the league and facilitate communications, Division Representatives shall be appointed by the Board of Directors. Nominations for appointment shall be made by any Active League Member. At any time the Executive Board may elect to replace a Division Representative. Division Representatives term shall be for the duration of one (1) year. TEAM SELECTION/PLAYER PLACEMENT Teams in the Major 70, Major 60, Minor and Rookie Divisions shall be determined in accordance with the Player Placement Procedures (PPP). All participants eligible to play in the Major 70, Major 60, Minor and Rookie Divisions shall try out and be placed in accordance with the PPP except for returning Major 70 players. Participants not trying out will be assigned to a team in the lowest eligible Division by means of a random draw. If the player s skill is known the Executive Board will place him/her in the appropriate division. If during the first two weeks after completion of the draft it is determined that the placement is inappropriate, the Participant s coach may petition the Executive Board in writing for the Participant to be reassigned in accordance with League Rules and Procedures. Tee Ball teams shall be selected based on requests, schools attended and geographical considerations. 12 P age

13 Any request for exceptions to the above player placement procedures must be made in writing to the Executive Board prior to the player placement date. PROCEDURES TO AMEND BY-LAWS AND APPROVED BY-LAW AMENDMENTS The by-laws of the League will be amended and reviewed annually in December at a Board of Directors approved date, time, and location. Such amendments shall require an affirmative vote from a majority of the eligible voters present at the meeting. DISSOLUTION All aspects of this League upon dissolution shall first pass to a non-profit youth organization. Such disbursement of assets shall have an approval of a majority of the Board of Directors at the time of the dissolution. 13 P age

14 Adoption of the Amendment This amendment to the By-laws, consisting of preceding 13 pages, has been adopted at the general meeting of Sandy Cal Ripken Baseball held on December 4, Amendment to Bylaws approved by: Michael Kosderka President Ryan Sparks Vice President Amie Hankel Treasurer Melony Winchester Secretary Garet Luebbert Athletic Director 14 P age