GREATER WHITELAND BASEBALL ASSOCIATION
Updated on 1/18/16
PRE-NOTE: These by-laws are meant to outline the guidelines of the Association. They are not specific operating instructions. Specific operating instructions are located in the yearly GWBA Operations Manual.
The organization shall be known as Greater Whiteland Baseball Association, Inc. (GWBA), which includes Babe Ruth Division and Cal Ripken Majors Division, Minors Division, Rookies Division, Junior Rookies Division
ARTICLE II – OBJECTIVE.
The objective of the GWBA shall be to implant firmly in the boys and girls of the community the ideas of good sportsmanship, honesty, loyalty, courage, and respect for authority, so that they may be well adjusted, stronger, and happier children and will grow to be good, decent, healthy, and trustworthy men and women.
To achieve this Mission Statement, the GWBA will provide a supervised program of competitive baseball games. All directors, 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 men and women is the prime importance.
ARTICLE III – MEMBERSHIP.
A. EXECUTIVE BOARD MEMBERS: The Executive Board consists of 5 members: the President, Vice-President of Baseball Operations, Vice-President of Financial Operations, Secretary and Treasurer. Executive Board members must meet the definition of a General Member. (See Definitions Section for Responsibilities).
B. BOARD MEMBERS: The Board consists of: Executive Board Members, Concession Stand Directors, Tournament Director, Equipment Director, Grounds Director, all Division Directors, and Clark Pleasant Community School Corporation Designates. All terms expire on September 31st. (See Definition Section for Responsibilities).
C. GENERAL MEMBERS: Any parent, stepparent, aunt, uncle, grandparent, sibling over 18 years of age or guardian with a child playing in GWBA, or a past board member in good standing with the league whose child has “aged-out” of the league. In addition, members of the community who can add value to the organization can also be considered by the Executive Board as a General Member.
D. MANAGERS AND COACHES: All managers and coaches must be approved by the Executive Board and must be at least 18 years of age when the season begins.
E. PLAYER MEMBER: Any player meeting the requirements of the GWBA shall be eligible for participation, but shall have no rights, duties, or obligations in the management or in the property of the Association. Only “Player Members” of GWBA have the right to play within GWBA.
2. EXECUTIVE BOARD GENERAL RULES
A. President, Vice-President of Financial Operations, and Secretary will be elected in odd number years (i.e. 2013, 2015, 2017, 2018….).
B. Vice-President of Baseball Operations and Treasurer will be elected in even number years (i.e. 2014, 2016, 2018….).
C. Any Executive Board Member that is suspended or removed from office will not be eligible to coach or manage for the remainder of his or her term. They will be eligible if they resign from office. If an Executive Board member no longer meets the definition of General Member, they must resign their position on the Board.
1. Approval and publishing of an annual budget for GWBA.
2. Approval and publishing of an annual schedule for GWBA activities.
3. Approval of all Expenditures and Fund Raising activities.
4. Management of the day-to-day operations of the association.
E. President – Presides over all Executive Board Meetings, appoints any committee and shall supervise their activities, see that the association adheres to its rules and these by-laws, is responsible for the Association and its disputes and performs such duties as this code of by-laws provides.
F. Vice-President of Baseball Operations – Shall perform all duties of the president in his/her absence. The Vice-President of Baseball Operations has direct supervisory responsibility over the Division Directors, Equipment Director, Ground Director and Tournament Director.
G. Vice-President of Financial Operations – Shall have direct supervisory responsibilities over the Concession Stand Director and Ways and Means Members. He/she will also be responsible for coordinating the budget with the Treasurer and having the books balanced according to accepted accounting principles by an accountant. He/she will also coordinate, with the Treasurer, the nightly deposits of concessions or other monies collected.
H. Treasurer – Shall keep current and complete records of accounts, showing at all times the financial condition of GWBA. He/she shall be the legal custodian of all monies. He/she shall deposit all funds of the Association immediately into a financial institution. He/she shall furnish a monthly statement of the financial condition of the Association. All monies deposited will be listed on the deposit ticket with three copies, one going to the President, one to the Vice-President of Financial Operations and one to the records of the Treasurer. All expenditures by the Association are to be made by purchase order signed by two Executive Board members other than the Treasurer. All petty cash transactions will be receipted and coupled to an invoice. The Treasurer will provide monthly, to an Accountant selected by the Association, all invoices, checks, bank reconciliation statements and deposits so that financial statements can be formulated for the Association.
I. Secretary – Shall keep accurate records and minutes of the GWBA and of all Executive Board and Board meetings. The Secretary will also be responsible for all communications from the Board to other parties.
3. BOARD GENERAL RULES
A. Any Board member that is suspended or removed from office will not be eligible to coach or manage for the remainder of their term. They will be eligible if they resign. If a Board member no longer meets the definition of a General member, they must resign their position on the Board.
B. Concession Stand Director - Reports to the Vice-President of Financial Operations. He/she will be in charge of the day-to-day operations of the concession stand, including ordering of supplies. He/she should have a nightly balance sheet. The cash register will be counted by at least two board members. The monies will be given to the President, one of the VP’s or the Treasurer for deposit.
C. Division Directors - Reports to the Vice-President of Baseball Operations. They are in charge of all aspects of their individual Division to ensure that the Division is conducted in a manner that is consistent with the rules and regulations of GWBA, including but not limited to, player selection, game scheduling, monitoring of managers and coaches, all-star selection, tournament preparation and umpiring.
D. Equipment Director - Reports to the Vice-President of Baseball Operations. The Equipment Director will take care of inventory and distribution of all equipment, purchases and acquisition of all necessary equipment for both division and tournament play.
E. Grounds Director - Reports to the Vice-President of Baseball Operations. The Grounds Director will take care of current grounds maintenance inventory, purchase and acquisition of all grounds maintenance items, as well as responsibility for all actual grounds maintenance as it pertains to GWBA diamonds and facilities, including but not limited to mowing of grass, cleaning of restrooms and trash disposal.
F. Tournament Director - Reports to the Vice-President of Baseball Operations. The Tournament Director will be responsible for all tournaments hosted/sponsored by GWBA, as well as the main contact for any tournaments that Division sponsored teams shall participate in as a representative of GWBA.
G. Umpire Director – Reports to the Vice-President of Baseball Operations. The Umpire Director will be responsible for all umpire activity for hosted GWBA games and/or tournaments.
H. Clark-Pleasant Community School Corporation Designate – Appointed by CPCSC to represent the interest of CPCSC, whose grounds and facilities the Association uses.
4. VOTING PRIVILEGES
To maintain the integrity of the organization, the Executive Board maintains all voting rights for the organization.
5. SUSPENSION OR TERMINATION
The Executive Board shall have the authority to discipline, suspend or terminate the membership of any class, except for the members of the Board. When the conduct of such member is considered detrimental to the best interest of the Association, the member shall be notified of the charge and given an opportunity to appear at a Board meeting to answer such charges. The Executive Board members will determine length of all suspensions. The presence of at least three members of the Executive Board shall be necessary to constitute a quorum.
6. SUSPENSION OR TERMINATION OF A MEMBER OF THE BOARD OR ANY OTHER ELECTED OFFICIAL
In the event that it is recommended that a Board member or other elected official be removed from office, an Executive Board meeting will be called. It requires a majority vote of those members present at the Executive Board meeting to remove an elected officer from his/her office.
Any member may resign at any time filing his/her written resignation with the Secretary of the Association.
ARTICLE IV - MEETINGS
1. GENERAL MEMBERSHIP MEETINGS
A. Fall Meeting (required) – Meeting for General Membership at the end of the season to discuss new business and suggested by-law changes. All General Membership meetings will be publicized to insure that all interested Members are aware of the meeting time and place. This meeting is also used to nominate and elect people to fill open board positions.
B. Other Meetings – Additional meetings may be required to conduct the business of the Association through the General Membership.
2. EXECUTIVE BOARD MEETINGS
Executive Board Meetings will be held no less than once a month, more often when necessary. If a General Member wants an item put on the Executive Board Meeting agenda, then the member must submit the agenda item to the Secretary at least 72 hours before the start of the next scheduled meeting. A General Member representative will be given a specific amount of time to present his/her view before the Board. If the Executive Board deems it necessary, a General Membership meeting will be called.
3. BOARD MEETINGS
Board meetings will be held at least once a month, in conjunction with or separate from the Executive Board meetings. If a General Member wants an item put on the Executive Board Meeting agenda, then the member must submit the agenda item to the Secretary at least 72 hours before the start of the next scheduled meeting. A General Member representative will be given a specific amount of time to present his/her view before the Board. If the Executive Board deems it necessary, a General Membership meeting will be called.
ARTICLE V – PLAYING RULES
1. All Divisions will play under the “Rules and Regulations and Official Playing Rules of Babe Ruth Baseball and Cal Ripken Baseball”.
2. Rules not addressed in the “Rules and Regulations and Official Playing Rules of Babe Ruth Baseball and Cal Ripken Baseball”, or rules that are altered will be addressed in the GWBA Operations Manual and discussed in the yearly coaches meeting.
ARTICLE VI – COACHES
1. All first time coaches/managers will be probationary coaches. After Board approval and upon completion of his/her first year, a coach will retain his/her coaching status unless removed by the Executive Board.
2. Each coach/manager, with explicit guidelines and appropriate disciplinary action documented for non-compliance, will sign a set of written guidelines and expectations.
3. All coaches will be required to participate in two days of diamond preparation prior to the beginning of the season and at regular times as determined by the Division director, during the season.
4. Coaches are responsible for field maintenance:
Home Team: mark the field before the game and rake the field after the game
Visitors: empty trash and insure dugouts are clean after the game
5. Coaches will be responsible for all concession stand duties and umpiring duties that are assigned each season.
ARTICLE VII – ALL-STARS
1. Team Selection – GWBA will fund one team per division in each league. Team selection will occur by open try-out.
2. Coach Selection. All-Star coaches will be chosen by the vote of the Executive Board. Division standings will have no bearing.
3. All-Star players have the right to play on any team in which they meet the age requirements. This means an 8 year old can play on a 9U team. This also means that a 10 year old cannot play on a 9U team.
4. No person can play on any GWBA All-Star team unless they are a member of GWBA.