This organization shall be known as the “HOLBROOK-AVON YOUTH LITTLE LEAGUE” hereinafter referred to as "HAYBSA"
Article II. Objective
Section 2.01
The objective of the HAYBSA shall be to implant firmly in the children of the community the ideals of good sportsmanship, honesty, loyalty, courage, and reverence, so that they may be a finder, stronger, and happier children and will grow to be good, clean, healthy adults.
Section 2.02
To achieve this objective, HAYBSA will provide a supervised baseball program under the Rules and Regulations of Little League Baseball, Incorporated. And provide a supervised softball program under the rules and regulations of a nationally recognized organization. All Executive Officers and Members shall bear in mind that the attainment of exceptional athletic skill or the winning of games is secondary, and the molding of future citizens is of prime importance. In accordance with Section 501-(c)-(3) of the Federal Internal Revenue Code, the League 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 3.01Eligibility
Any person sincerely interested in active participation to further the objective of HAYBSA may apply to become a Member.
Section 3.02Member Class
(a)Player Members.
(i)Any player candidate shall be any individual eligible to register as a player in any program in the current season.
(b)Regular Members.
(i)Any adult person, over the age of 18, actively interested in furthering the objectives of the Local League may apply to become a Regular Member. A Regular Member is a volunteer who, for the spring, summer or fall season prior to the annual meeting, registers with the Local League and submits a volunteer application, completes a background check, and receives Board of Directors approval for one of the following service areas: Board Members, Elected Officers, Committee Members, Team Managers, Coaches, Volunteer Umpires, and other Board-appointed or Parent volunteers. The secretary shall maintain the roll of Regular Members to qualify voting members.
(c)Only Regular Members, in good standing, are eligible to vote at General Membership Meetings. All Officers, Board Members, Committee Members, Managers, Coaches, Volunteer Umpires and other elected or appointed officials must be active Regular Members in good standing. Regular Members of the league automatically include all current Managers, Coaches, Volunteer Umpires, Board Members, Officers of the Board and any other person who is recognized by the Board as a volunteer in the League, including those volunteers with the following titles (Examples: Team Parent, Field Maintenance, etc.)
(a)Members, whether Regular or Player, shall not be required to be affiliated with another organization or group to qualify as members of the League.
(b)Regular Members should not be actively engaged in the promotion and/or operation of any other baseball or softball program that provides similar services to HAYBSA, without the expression permission of the Board of Directors.
Section 3.04Suspension or Termination of Membership
(a)The Executive Committee, by a two-thirds vote of those present at any duly constituted Board meeting, shall have the authority to discipline, suspend and/or terminate the membership of any Member of any class, including managers and coaches, when the conduct of such person is considered detrimental to the best interests of HAYBSA and/or Little League Baseball. The Member involved shall be notified of such meeting, informed of the general nature of the charges, and given an opportunity to appear at the meeting to answer such charges.
(b)The Executive Committee shall, in case of a Player Member, give notice to the manager of the team for which the player is a Player Member. Said manager shall appear, in the capacity of an adviser, with the player before the Executive Committee or a duly appointed committee of the Executive Committee. The player’s parent(s) or legal guardian(s) may also be present. The respective program Player’s Agent shall also be invited to attend. The Executive Committee shall have full power to suspend or revoke such player's right to future participation by two-thirds vote of those present at any duly constituted meeting (quorum is required).
Article IV.MANAGERS
Section 4.01Appointment
The Vice-President of Baseball and Vice-President of Softball shall, after consultation with the President, appoint Managers of competitive teams for their respective programs.
Article V.GENERAL MEMBERSHIP MEETINGS
Section 5.01Definition
A General Membership Meeting is any meeting of the membership of the league. A minimum of one meeting per year is required.
Section 5.02Notice of General Membership Meeting
Notice of each General Membership Meeting shall be delivered personally, electronically, or by mail to each Member at the last recorded address at least seven (7) days in advance of the meeting, setting forth the place, time and purpose of the meeting. In lieu of the above methods, notice may be given in such form as may be authorized by the Members, from time to time, at a regularly convened General Membership Meeting.
Section 5.03Quorum
At any General Membership Meeting, the presence in person of 10 regular members shall be necessary to constitute a quorum. If a quorum is not present, no business shall be conducted.
Section 5.04Voting
Only Regular Members shall be entitled to make motions and vote at General Membership Meetings. However, the Executive Board may invite, admit, and recognize guests for presentations or comments during General Membership Meetings.
Section 5.05Absentee Ballot
For the expressed purpose of accommodating a Regular Member in good standing who cannot be in attendance at the Annual Meeting, or any General Membership Meeting at which new Board members will be elected, an absentee ballot may be requested and obtained from the Secretary of the League. The absentee ballot shall be properly completed, signed, and returned in a sealed envelope to the Secretary prior to the date of the election. The Secretary shall present all absentee ballots to the current President presiding over the election on the date of the meeting, prior to the voting portion of the election process.
Section 5.06Annual Meeting
The Annual Meeting of the Members of the HAYBSA shall be held between the second and third Tuesday of October inclusive, at a time and place fixed by the secretary, each year for the purpose of electing the Board of Directors, receiving reports, and reviewing the Constitution, and for the transaction of such business as may properly come before the meeting.
(a)The Membership shall receive at the Annual Meeting of the Members, a report, verified by the President and Treasurer showing:
(i)The condition of HAYBSA, to be presented by the President;
(ii)A general summary of funds received and expended by the HAYBSA for the previous year, the amount of funds currently in possession of HAYBSA league, and the name of the financial institution(s) in which such funds are maintained;
(iii)The whole amount of real and personal property owned by the League, where located, and where and how invested.
(iv)For the year immediately preceding, the amount and nature of the property acquired, with the date of the report and the manner of the acquisition, the amount applied, appropriated or expended, and the purposes, objects or persons to or for which such applications, appropriations or expenditures have been made;
(v)The names of the persons who have been admitted to regular membership in HAYBSA during such year. This report shall be filed with the records of HAYBSA and entered in the minutes of the proceedings of the Annual Meeting. A copy of such report shall be forwarded to Little League Headquarters.
(b)At the Annual Meeting, the Members shall determine the number of Board Members to be elected for the ensuing year.
(c)All elected members, shall assume the performance of its duties immediately following election. The Board’s term of office shall continue until its successors are elected and qualified under this section.
Section 5.07Special General Membership Meeting
(a)Special General Membership Meetings of the Members may be called by the Executive Committee, by the Secretary, or by the President at their discretion
(b)Upon the written request of ten (10) Members, the President or Secretary shall call a Special General Membership Meeting to consider the subject specified in the request. No business other than that specified in the notice of the meeting shall be transacted at any Special General Membership Meeting. Such Special General Membership Meeting shall be scheduled to take place not less than ten (10) days after the request is received by the President or Secretary.
Section 5.08Rules of Order
Robert’s Rules of Order shall govern the proceedings of all General Membership Meetings, except where same conflicts with this Constitution of the League.
Article VI.BOARD OF DIRECTORS
Section 6.01Authority
The management of the property and affairs of HAYBSA shall be vested in the Board of Directors.
Section 6.02Increase in number.
The number of Board of Directors so fixed at the Annual Meeting may be increased by a two-thirds vote of the Board of Directors at any Board meeting.
Section 6.03Vacancies.
If any vacancy occurs in the Board of Directors, by death, resignation or otherwise, it may be filled by a majority vote of the remaining Directors at any regular Board meeting or at any Special Board Meeting called for that purpose.
Section 6.04Board Meetings, Notice, and Quorum.
(a)A Regular meeting of the Board of Directors shall be held immediately following the Annual General Meeting for election of board officers and any other business it deems appropriate.
(b)Regular meetings of the Board of Directors shall be held as determined by the Board.
(c)The President or the Secretary may, whenever they deem it advisable, or the Secretary shall at the request in writing of three (3) Directors, issue a call for a Special Board Meeting. In the case of Special Board Meetings, such notice shall include the purpose of the meeting and no matters not so stated may be acted upon at the meeting.
(i)Notice of each Board meeting shall be given by the Secretary personally, electronically, or by mail to each Director at least five (5) days before the time appointed for the meeting to the last recorded address of each Director.
(ii)Five (5) members of the Board of Directors shall constitute a quorum for the transaction of business. If a quorum is not present, no business shall be conducted.
(iii)Only members of the Board of Directors may make motions and vote at meetings of the Board of Directors. However, the Board of Directors may invite, admit, and recognize guests for presentations or comments during Board meetings.
Section 6.05Duties and Powers.
(a)The Board of Directors shall have the power to appoint such standing committees as it shall determine appropriate and to delegate such powers to said committee(s) as the Board shall deem advisable and which it may properly delegate.
(b)The Board may adopt such rules and regulations for the conduct of its meetings and the management of HAYBSA as it may deem proper, provided such rules and regulations do not conflict with this Constitution.
(c)The Board shall have the power by a two-thirds vote of those present at any regular Board or Special Board Meeting to discipline, suspend, or remove any Director or Officer or Committee Member of HAYBSA in accordance with the procedure set forth in Article III, Section 4.
Section 6.06Rules of Order for Board Meetings.
Robert's Rules of Order shall govern the proceedings of all Board of Directors meetings, except where same conflicts with this Constitution of the Local League.
Section 6.07Board of Directors- Officers
(a)The Board of Directors shall appoint Officers of the Board of Directors, from it’s own membership to the following positions:
(i)President:
1)Presides at Board of Director’s meetings, and
2)Assumes full responsibility for the operation of HAYBSA.
3)The President receives all mail, supplies, and other communications from the Little League International.
4)The President must see to it that league personnel is properly briefed on all phases of rules, regulations, and policies of Little League.
5)The President is the contact between HAYBSA and Little League International for baseball.
(ii)Vice President-Baseball:
1)Oversee all facilities aspects that support the playing of Little League Baseball, including but not limited to: Facilities and Grounds, Scheduling, Training, Playing Equipment, Uniforms.
2)Perform the duties of the President in the absence or disability of the President, provided he or she is authorized by the President or Board so to act. When so acting, the Vice President shall have all the powers of that office.
3)Perform such duties as from time to time may be assigned by the Board of Directors or by the President.
(iii)Vice President-Softball
1)Oversee all facilities aspects that support the playing of Little League Softball, including but not limited to: Facilities and Grounds, Scheduling, Training, Playing Equipment, Uniforms.
2)The Vice-President-Softball receives all mail, supplies, and other communications from a National Organization for softball.
3)The Vice-President-Softball is the contact between HAYBSA and a National Organization for Softball.
4)Perform such duties as from time to time may be assigned by the Board of Directors or by the President.
(iv)Secretary:
1)Maintains a register of members and directors.
2)records the minutes of meetings; is responsible for sending out notice of meetings,
3)maintains a record of league’s activities.
(v)Financial Officer (Treasurer):
1)Maintains fiscal responsibility for HAYBSA;
2)Signs checks;
3)manages electronic financial transactions;
4)dispenses league funds pending proper approval;
5)reports on the status of league funds;
6)keeps league books and financial records;
7)prepares budgets and assumes the responsibility for all HAYBSA finances.
(vi)Safety Officer:
1)Coordinates all safety activities;
2)completes and files CORI reports for all league volunteers;
3)ensures safety in player training;
4)ensures safe playing conditions;
5)coordinates reporting and prevention of injuries;
6)solicits suggestions for making conditions safer;
7)reports suggestions to Little League International through the league president and prepares the ASAP plan for submission to Little League International.
(vii)Player Agent-Baseball:
1) In charge of player selection and drafts;
2)Assists vice- presidents in checking birth records and eligibility of players;
3)supervises and coordinates the transfer of players to or from the divisions according to provisions of the regulations of Little League where applicable.
(viii)Player Agent-Softball
1)In charge of player selection and drafts;
2)Assists vice- president-Softball in checking birth records and eligibility of players;
3)supervises and coordinates the transfer of players to or from the divisions according to provisions of the regulations of a National Softball Organization where applicable.
Section 6.08 Board of Directors Non- Officer Positions:
(a)The Board of Directors may appoint individuals,such individuals need not be Board Members, to specific roles as it may deem necessary or desirable and may prescribe the powers and duties of each. Appointed Members shall have no vote on actions taken by the Board of Directors unless such individuals have been elected to the Board or have been elected to fill a vacancy on the Board. Some such positions may include, but not be limited to:
(i)Training Co-Ordinator
(ii)Division Coordinator(s) baseball and softball:
(iii)Communications Officer
(iv)Assistant Communications Officer
(v)Assistant Softball Director
(vi)Field Coordinator
(vii)Equipment Manager
(viii)Umpire Coordinator
(ix)League Scheduler
(x)League Registrar
(xi)Concessions Coordinator
(xii)Assistant Concessions Coordinator
(xiii)Fundraising/Marketing Coordinator
(xiv)Uniform Coordinators
(xv)League Photographer
Section 6.09Trustee (Past League President)
(a)When not serving in other board positions, the Board of Directors may invite a past president to serve as a Trustee to the Board of Directors.
(b)The role of the Trustee is to advise the Board of Directors and Executive Committee to provide continuity between administrations.
(i)A Trustee is a one-year appointment that must be renewed annually by the Board of Directors.
(ii)Past Presidents who have been absent from any HAYBSA business and or duties for a period of twenty-four (24) consecutive months may no longer be considered for a Trustee board position.
Article VII.Committees
Section 7.01Appointment
(a)The Board of Directors may establish committees to help the Board of Directors efficiently exercise their duties and mission.
(b)At no time shall a committee supersede a vote or decision of the Board of Directors
(i)unless said decision is by the executive committee in exercising their powers under section 3.04 of this document, concerning membership.
(c)Any appointed committee may have members that are NOT regular members of HAYBSA, unless otherwise specified in this document.
Section 7.02Executive Committee
(a)There shall be an executive Committee
(b)Said Committee shall be made up of 7-9 voting members
(c)Committee may only contain members of HAYBSA Board of Directors.
(d)The executive committee shall be made up of the HAYBSA Officers, and any other members as appointed by the HAYBSA Board of Directors.
(e)The Board of Directors-Trustee shall be a non-voting member of the Executive Committee, unless appointed by the Board of Directors as a voting member of the committee.
Section 7.03Other Committees
(a)The Board of Directors may appoint the following committees, or any additional committees, as they Deem necessary:
(i)Nominating Committee. The Committee shall investigate and consider eligible candidates and submit at the Annual Meeting a slate of candidates for the Board of Directors. The Committee shall also submit for consideration by the Board of Directors a slate of Officers and Committee Members.
(ii)Finance and Audit Committee. The Treasurer shall be an ex-officio member of the Committee. The Committee shall investigate ways and means of financing HAYBSA including team sponsorships and submit recommendations. The Committee shall review the Local League's books and records annually within three months of the end of the fiscal year and attach a statement of its findings to the annual financial statement of the Treasurer; or may, if directed by the Board of Directors or Membership, secure the services of a Certified Public Accountant to accomplish such review.
(iii)Grounds Committee. (May be combined with Building and Property Committee) The Board of Directors may appoint a Grounds Committee which shall be responsible for the care and maintenance of the playing field(s), buildings and grounds. It shall operate within the amount appropriated in the approved budget for that purpose.
(iv)Playing Equipment Committee. The Board of Directors may appoint a Playing Equipment Committee which shall secure bids on needed supplies and equipment and make recommendations for their purchase to the Board. The Committee shall be responsible for the proper issuance of such supplies and equipment and for the repair, cleaning and storage thereof at the close of the season.
(v)Managers Committee. The Committee shall interview and investigate prospective managers and coaches, and recommend acceptable candidates to the President. It shall, during the playing season, observe the conduct of the managers and coaches and report its findings to the President of the Local League. It shall, at the request of the President or Board of Directors, investigate complaints concerning managers and coaches and make a report thereof to the President or Board of Directors as the case may be.
(vi)Sponsorship Committee. The Board of Directors may appoint a Sponsorship Committee which shall be responsible for defining and implementing all league sponsorship programs. The Chairman of the Committee shall be the Sponsorship Manager. It shall operate within the amount appropriated in the approved budget for that purpose.
(vii)Fundraising Committee. The Board of Directors may appoint a Fundraising Committee which shall be responsible for defining and implementing all league fundraising programs. The Chairman of the Committee shall be the Fundraising Manager. It shall operate within the amount appropriated in the approved budget for that purpose.
(viii)Opening Day Committee. The Board of Directors may appoint an Opening Day Committee which shall be responsible for defining and implementing the league Opening Days programs. The Chairman of the Committee shall be the Opening Day Coordinator. It shall operate within the amount appropriated in the approved budget for that purpose.
(b)The president shall serve, as a voting member, ex-officio on all committees
The Board of Directors shall decide all matters pertaining to the finances of HAYBSA and it shall place all income including Auxiliary funds, in a common league treasury, directing the expenditure of funds in such manner as will give no individual or team an advantage over those in competition with such individual or team.
Section 8.02Contributions
The Board shall not permit the contribution of funds or property to individual teams, but shall solicit funds for the common treasury of the League, thereby to discourage favoritism among teams and to endeavor to equalize the benefits of HAYBSA.
Section 8.03Solicitations
The Board shall not permit the solicitation of funds in the name of Little League Baseball unless all of the funds so raised be placed in the League treasury.
Section 8.04Disbursement of Funds
The Board shall not permit the disbursement of League funds for other than the conduct of HAYBSA activities in accordance with the rules, regulations, and policies of Little League Baseball, Incorporated. All disbursements shall be made by checks, authorized League Debit/Credit cards, or Board approved digital accounting methods. All checks shall be signed by the Treasurer and such other officer or officers or person or persons as the executive shall determine.
Section 8.05Compensation
No Director, Officer or Member of HAYBSA shall receive, directly or indirectly any salary, compensation or emolument from the League for services rendered as Director, Officer, or Member.
Section 8.06Deposits
All monies received, including Auxiliary Funds, shall be deposited to the credit of HAYBSA in Abington Credit Union located at 95 North Franklin Street, in Holbrook Massachusetts, or such other FCID insured financial institution approved by the Board of Directors.
Section 8.07Fiscal Year
The fiscal year of the HAYBSA shall begin on October 1 and shall end on September 30.
Section 8.08Distribution of Property upon Dissolution
Upon dissolution of HAYBSA and after all outstanding debts and claims have been satisfied, the Members shall direct the remaining property of the League to another Federally Incorporated entity which maintains the same objectives as set forth in Article II of this Constitution, which are or may be entitled to exemption under Section 501-(c)-(3) of the Internal Revenue Code or any future corresponding provision. Upon dissolution of HAYBSA, all assets will be distributed to the Holbrook Education Parent Group.
Section 8.09Auditing Committee
The Board of Directors shall appoint an Auditing Committee consisting of three (3) members. The President, Treasurer, or other signatories of checks are not eligible. The committee will review HAYBSA’s books and records annually prior to the Annual Meeting and attach a statement of its findings to an annual financial statement of the President and Treasurer.
Article IX.AFFILIATION
Section 9.01Charter
HAYBSA shall annually apply for a charter from Little League, Incorporated, and shall do all things necessary to obtain and maintain such charter. HAYBSA shall devote its entire energies to the activities authorized by such charter, and it shall not be affiliated with any other baseball program or baseball organization.
Section 9.02Rules and Regulations
The Official Playing Rules and Regulations as published by Little League Baseball, Incorporated, Williamsport, Pennsylvania, shall be binding on HAYBSA baseball activities.
Section 9.03Local Ground Rules
Ground Rules for play in HAYBSA shall be adopted by the Executive Committee at a meeting to be held not less than one month previous to the first scheduled game of the spring season. Ground rules shall be implemented to advance the learning of the game, but in no way should conflict with the rules of Little League Baseball, Inc.
Article X.AMENDMENTS
This Constitution may be amended, repealed, or altered in whole or in part by a majority vote at any duly organized meeting of the Members provided notice of the proposed change is included in the notice of such meeting.
This Constitution was approved by the HAYBSA Membership on October 20, 2020.
Stephen Hoff Stephen R. Hoff 10/20/2020
President’s Name (Print) President’s Signature Date
