By-Laws

Arp Youth Sports Association, Inc.

 

Article I – Name

 

Section 1.  This organization shall be known as the ARP YOUTH SPORTS ASSOCIATION, INC., hereinafter referred to as “The Association.”  Its boundaries are endless with exception to the Dixie Baseball Association. 

 

Section 2.  The Association year shall be from October 1 through September 30.  All Directors, Officers, Coach managers, and Coaches shall be Regular Members of The Association.  Dues for Regular Members may be fixed at such amounts as the Board of Directors shall determine prior to the beginning of any membership period.  Only Regular Members shall be entitled to vote on matters pertaining to The Association.

Article II – Objective

 

Section 1.  The objective of the Arp Youth Sports Association shall be to implant firmly in the children of the community the ideals of good sportsmanship, honesty, loyalty, courage and respect for authority, God, and country, so that they may be well adjusted, stronger and happier children and will grow to be good, decent, healthy and trustworthy citizens.

 

Section 2.  To achieve this objective the Arp Youth Sports Association will provide supervised athletic programs of baseball, softball, basketball, and other sports as directed by the Board of Directors.  All Directors, Officers, Coaches 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 Arp Youth Sports Association shall operate exclusively as a non-profit educational organization providing a supervised program of competitive sports.  No part of the net earnings shall be 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 1.  Eligibility.  Any person sincerely interested in active participation to effect the objective of The Association may apply to become a member.

 

Section 2.  Classes.  There shall be the following classes of members:

 

(a)   Player Members.  Any player who  resides within the authorized boundaries of The Association shall be eligible to participate as a Player Member but shall have no rights, duties or obligations in the management or in the property of The Association.

 

(b)  Regular Members.  Any person actively interested in furthering the objective of The Association may become a Regular Member upon election as hereinafter provided.

 

All Officers, Board Members, Committee Members, Manager Coaches, Coaches, and other elected or appointed officials must be active Regular Members in good standing.

 

(c)   Honorary Members (Optional).  Any person may be elected as Honorary Member by the unanimous vote of all Directors present at a duly held meeting of the Board of Directors but shall have no rights, duties or obligations in the management or in the property of The Association.

 

(d)  Sustaining Members (Optional).  Any person not a Regular Member who makes financial or other contribution to The Association may by a majority vote of the Board of Directors become a Sustaining Member, but such person shall have no rights, duties or obligations in the management or in the property of said Association.

 

(e)   As used hereinafter, the word “Member” shall mean a Regular Member unless otherwise stated.

 

Section 3.  Other Affiliations.

 

(a)   Members, whether Regular or Player, shall not be required to be affiliated with another organization or group to qualify as members of The Association.

 

(b)  Regular Members should not be actively engaged in the promotion and/or operation of any other conflicting youth sports program unless such sport is not currently offered by The Association.  This requirement would not be applied to sports programs associated with a school activity.

 

Section 4.  Suspension or Termination.  Membership may be terminated by resignation or action of the Board of Directors.

 

(a)   The Board of Directors, by a two-thirds (2/3) vote of those present at any duly constituted meeting, shall have the authority to discipline or suspend or terminate the membership of any Member of any class when the conduct of such person is considered detrimental to the best interests of The Association.

 

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 Board of Directors shall, in case of Player Member, give notice to the manager of the team of which the player is a member.  Said manager shall appear, in the capacity of an adviser, with the player before a duly appointed committee of the Board of Directors, which shall have full power to suspend or revoke such player’s right to future participation.

 

Article IV – Dues

 

Section 1.  Dues for Regular Members may be fixed at such amounts as the Board of Directors shall determine prior to the beginning of any membership period.  The Roster of Regular Members shall be deemed “The Official Voting Membership List” for all Association matters.

 

Section 2.  A reasonable Player Member participation fee may be assessed as a parents’ obligation to assure the operational continuity of The Association.

 

Article V – Decorum

 

Section 1.  The purpose of The Association is to help boys and girls become good and decent citizens.  It strives to inspire them with a goal and to enrich their lives toward the day when they must take their places in society.  It establishes for them the fundamentals of teamwork and fair play.  The Board of Directors will look with utmost disfavor upon any activity which would be perceived as unsportsmanlike conduct.  The principles of The Association involve much more than just winning and the Board expects those principles to be adhered to by all Manager Coaches and parents at all time.

 

Section 2.  The actions of players, managers and coaches must be above reproach.  The Official-in-Charge will report to the Association President within twenty-four (24) hours after the game, in writing, all violations of the rules, including reasons for removal of a player, manager, or coach from a game.

 

Section 3.  Managers are not to argue with other managers, coaches, officials, or fans at the game.  If a problem arises, he should note it and bring it to the attention of the Association President or other Association official.  Bare in mind that some of the youths will learn to conduct themselves just like their manager or coach.  Manager Coaches, Coaches, players and parents are subject to the control of the Official-in-Charge.  Managers and coaches MUST be above reproach.

 

Section 4.  The use of profanity or the consumption of alcohol or any prohibited substance or under the influence of a prohibited substance at any Association sponsored activity is strictly prohibited.  Violation of this rule will be grounds for probation or permanent suspension of the offending party.  All Members are required to report any violations of this rule to the Board of Directors.

 

Section 5.  The actions of a player’s parents at the game can be cause for a player to be removed from a game.  Official-baiting will not be tolerated by players, managers, or parents.  Players may yell encouragement to their teammates, but not yell at opponents.  In all cases, The Association President and/or Board of Directors will decide what action will be taken.  A permanent suspension can result.  Permanent suspensions must be approved by the Board of Directors by two-thirds (2/3) vote, and their decision will be final.

 

Section 6.  The Board of Directors shall have within their discretion to exercise whatever discipline, sanction, punishment or any other action that circumstances calls for, including but not limited to, letter of reprimand, probation, suspension, or monetary fine.

 

Article VI – Meetings

 

Section 1.  Annual Meeting.  The annual meeting of the Members of The Association shall be held during the month of September, at a time and place to be determined by the Board of Directors, in each year for the purpose of electing Officers, Directors and Members, receiving reports and for the transaction of such business as may be properly come before the meeting.

 

Immediately following the annual meeting, the Directors present, provided there be a quorum shall meet for the purpose of appointing committees for the ensuing year.

 

Section 2.  Notice of Meeting.  Notice of each meeting of the Members shall be mailed or otherwise delivered to each Member at the last recorded address at least ten (10) days in advance thereof setting forth the place, time and purpose of the meeting; or in lieu thereof, notice may be given in such form as may be authorized by the Members, from time to time, at a regularly convened meeting.  Attendance at any called meeting shall constitute a waiver of notice of the meeting.

 

Section 3.  Special Meeting.  Special meetings of the Members may be called by the Board of Directors or by the Secretary/Treasurer or the President at their discretion.  Upon the written request of ten (10) Members, the President shall call a special meeting to consider a specific subject.  No business other than that specified in the notice of the meeting shall be transacted at any special meeting of the Members.

 

Section 4.  Quorum.  To amend or make additions to these By-Laws, a quorum must be present.  A quorum shall consist of one-fifth (1/5) or all regular voting members, in person or by proxy.

 

 

Section 5.  Voting.  Only Regular Members who have been members in good standing for a minimum of six (6) months shall be entitled to vote at any meeting of The Association.

 

Section 6.  Proxies.  Members may vote in person or by sending a written proxy to a registered member and have that member vote for him or her.

 

 

Section 7.  Rules of Order.  Roberts Rules of Order, Newly Revised shall govern the proceedings of all meetings, except where same conflicts with the By-Laws of The Association.

 

Article VII – Board of Directors

 

Section 1.  Board and Number.  The management of the property and affairs of The Association shall be vested in the Board of Directors.  The number of Directors shall not be less than five (5) nor more than eleven (11).  The Directors shall upon election enter upon the performance of their duties on the first day of October and shall continue in office until their successors shall have been duly elected and qualified.

 

Section 2.  Required Members.  The Board membership shall include the elected positions of Presidents (two), Vice-President, Secretary and/or Treasurer.

 

Section 3. Annual Election and Term of Office. At each annual meeting, the Members shall determine the number of Directors. The number so fixed may, within the limits prescribed by the forgoing Section 1, be increased at any regular or special meeting of the Members, and if the number is increased, the additional Directors may be elected at the meeting at which the increase is voted, or at any subsequent meeting. All elections of Directors shall be by majority vote of all Members present or represented by proxy at the time of the meeting.

 

Section 4.  Vacancies.  If any vacancy occurs in an elected office or 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 Meeting or at any Special Meeting of the board called for that purpose.

 

Section 5.  Meetings, Notice and Quorum.  Regular Meetings of the Board of Directors shall be held immediately following the annual election and on such days thereafter as shall be determined by the Board.  The President, the Secretary or the Treasurer may, whenever any of them deems it advisable, and the Secretary shall, at the request in writing of four (4) Directors, issue a call for a Special Meeting of the Board.  Notice of each meeting shall be given by the Secretary to each Director either by mail at least three (3) days before the time appointed for the meeting to the last recorded address of each Director, or by telephone, fax or email notice twenty-four (24) hours preceding the meeting.

 

In the case of Special Meetings, such notice shall include the purpose of the meeting and no matters not so stated may be acted upon at the meeting.

 

Three (3) members of the Board of Directors shall constitute a quorum for the transaction of business.

 

Section 6.  Duties and Powers.  The Board of Directors shall have the power to appoint such standing committees as it shall determine and to delegate such powers to them as the Board shall deem advisable and which it may properly delegate.  The Board may adopt such rules and regulations for the conduct of its meetings and the management of The Association as it may deem proper.

 

The Board shall have the power by a two-thirds (2/3) vote of those present at any Regular or Special Meeting to discipline, suspend or remove any Director, committee member, manager, or coach of The Association in accordance with the procedure set forth in ARTICLE III, Section 4 (a).

 

The Board shall receive at the Annual Meeting of the Members of The Association a report verified by the President, Secretary or Treasurer, or by a majority of the Directors, showing the whole amount of real and personal property owned by it, where located, and where and how invested, the amount and nature of the property acquired during the year immediately preceding, the date of and the manner of the acquisition; the amount applied, appropriated or expended during the year immediately preceding such date, and the purposes, objects or persons to or for which such applications, appropriations or expenditures have been made; and the names and places of residence of the persons who have been admitted to membership in The Association during such year, which report shall be filed with the records of The Association and an abstract thereof entered in the minutes of the proceedings of the Annual Meeting.

 

Article VIII – Committees

 

Section 1.  Nominating Committee.  The Board of Directors may appoint a Nominating Committee consisting of three (3) Directors.  The Committee shall investigate and consider eligible candidates and submit at the Annual Meeting a slate of Officers and candidates for the Board of Directors.

 

The Committee shall also submit for consideration by the Board of Directors a slate of Committee Members.

 

Section 2.  Membership Committee.  The Board of Directors may appoint a Membership Committee consisting of three (3) Directors.  The Committee shall receive the names of prospective Honorary, Sustaining and Regular Members, investigate for eligibility and recommend those qualified for election at the Annual or any Special Meeting of the Members or of the Board of Directors as the case may be.

 

Section 3.  Building, Grounds, and Property Committee.  The Board of Directors may appoint a Building, Grounds, and Property Committee consisting of three (3) Directors.

 

The Committee shall investigate and recommend available suitable sites and plans for development, including ways and means, the latter in cooperation with the Finance Committee.  It shall be responsible for repair and improvement recommendations, other than normal maintenance, and supervise the performance of approved projects.

 

The Committee shall also be responsible for the routine care and maintenance of the playing field(s), buildings and grounds.  It shall operate with the amount appropriated in the approved budget for that purpose.

 

Section 4.  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.

 

Section 5.  Managers Committee.  The Board of Directors may appoint a Managers Committee consisting of three (3) Directors.  The Committee shall interview and investigate prospective managers and coaches, and recommend acceptable candidates to the Board.

 

It shall, during the playing season, observe the conduct of the managers and coaches and report its findings to the President of The Association.  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.

 

Section 6.  Finance Committee.  The Board of Directors may appoint a Finance Committee consisting of not less than three (3) nor more than five (5) Directors.  The Secretary/Treasurer shall be an ex-officio member of the Committee.

 

The Committee shall investigate ways and means of financing The Association including team sponsorships and submit recommendations.  It shall review and evaluate auxiliary projects for raising money and disposition of profits, and make recommendation to the Board.

 

The Board of Directors shall approve in advance all projects and actions of the Finance Committee.

 

Section 7.  Auditing Committee.  The Board of Directors shall appoint an Auditing Committee consisting of three (3) Directors.  The President, Secretary or Treasurer, or signators of checks are not eligible.

 

The Committee will review The Association books and records annually prior to the Annual Meeting and attach a statement of their findings to the annual financial statement to the President, Secretary or Treasurer; or may, if directed by the Board of Directors, secure the services of a Certified Public Account to accomplish such review.

 

Section 8.  Rules Committee.  The Board of Directors may appoint a Rules Committee consisting of three (3) Directors.  The roster of the Rules Committee members will be published and distributed to all teams by the President.

 

In the event a member of the Rules Committee is personally involved in a protest, he/she will absent himself/herself from the Rules Committee meeting during resolution of said protest.

 

Actions of the Rules Committee as regards protest filed with The Association will be the official Association position.  As such, Rules Committee decisions will be executed as responsibly and expeditiously as possible.

 

Section 9.  The Board of Directors may remove any appointed committee member with or without cause, and fill any vacancies that may occur.

 

Article IX – Officers, Duties and Powers

 

Section 1.  Officers.  The Officers of The Association shall consist of a President, a Vice-President, Secretary and/or Treasurer, all of whom shall hold office for the ensuing year or until their successors are duly elected.

 

The Board of Directors may appoint such other Officers or agents as it may deem necessary or desirable, and may prescribe the powers and duties of each and may fill any vacancy which may occur in any office.

 

Section 2.  President.  The President shall:

 

(a)   Conduct the affairs of The Association and execute the policies established by the Board of Directors.

 

(b)  Present a report of the condition of The Association at the Annual Meeting.

 

(c)   Communicate to the Board of Directors, such matters as deem appropriate, and make such suggestions as may tend to promote the welfare of The Association.

 

(d)  Be responsible for the conduct of The Association in strict conformity to the policies and principles of The Association Objectives as stated in Article II.

 

(e)   Designate in writing, other officers if necessary, to have power to make and execute for/and in the name of The Association such contracts and leases as may have received prior approval of the Board.

 

(f)   Investigate complaints, irregularities and conditions detrimental to The Association and report thereon to the Board of Directors as circumstances warrant.

 

(g)   Prepare and submit an annual budget to the Board of Directors and be responsible for the proper execution thereof.

 

(h)  With the assistance of the Vice-President, examine the application and support proof-of-age documents of every player candidate and certify to residence and age eligibility before the player may be accepted as a Player Member.

 

Section 3.  Vice President.  In case of absence or disability of the President, and provided he is authorized by the President or Board to so act, the Vice-President shall perform the duties of the President, and when so acting, shall have all the powers of that office and shall have such other duties as from time to time may be assigned by the Board of Directors or by the President.  The Vice-President also shall:

 

(a)   Receive and review applications for player candidates and assist the President in checking residence and age eligibility.

 

(b)  Retain all documents which support proof-of-age of every Player Member.

 

(c)   Prepare for the President’s signature and submission to the Board of Directors all team rosters.

 

Section 4.  Secretary. The Secretary shall:

 

(a)   Be responsible for recording the activities of The Association and maintain appropriate files, mailing lists and necessary records.

 

(b)  Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of the Secretary or as may be assigned by the Board of Directors.

 

(c)   Maintain a list of all Regular, Sustaining and Honorary Members, Directors and committee members and give notice of all meetings of The Association and Board of Directors and Committees.

 

(d)  Keep the minutes of the meetings of the Members, and the Board of Directors, and cause them to be recorded in a book kept for that purpose.

 

(e)   Shall conduct all correspondence not otherwise specifically delegated in connection with said meetings and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.

 

(f)   Notify Members, Directors, Officers, and committee members of their election or appointment.

 

Section 5.  Treasurer.  The Treasurer shall:

 

(a)   Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of the Treasurer or as may be assigned by the Board of Directors.

 

(b)  Receive all monies and securities, and deposit same in a depository approved by the Board of Directors.

 

(c)   Keep records for the receipt and disbursement of all monies and securities of The Association, approve all payments for the allotted funds and draw checks therefore.

 

(d)  Prepare an annual budget, under the direction of the President, for submission to the Board of Directors at the annual meeting.

 

Article X – Coach Managers

 

Section 1.  Any person wishing to manage a team for The Association for the following year must submit an application prior to the first coaches meeting of the season. 

Section 2.  The Board of Directors must approve all managers and assistants and may replace managers and assistants, and outline any and all other prerequisites necessary to the best interest of The Association.

 

Section 3.  All managers shall be responsible for all equipment issued them.  Each manager must turn in all equipment and freshly laundered uniforms which are not purchased by the players to the Equipment Committee after his/her final game.  The managers must collect all equipment and uniforms.  If he is unable to collect all equipment and uniforms, he must inform the Equipment Committee of the items involved.  Failure to demonstrate equipment responsibility will jeopardize a manager’s return.

 

Section 4.  Uniforms issued by The Association are official.  Managers shall not allow modifications to be made or any other changes deemed unsatisfactory by the Board of Directors.  Uniforms will not be worn except for official games.

 

Section 5.  Managers and players must readily comply with all playing rules.  The use of profanity, loss of temper, or abuse of equipment shall not be tolerated.

 

Section 6.  Any manager, coach or player removed from a game for disciplinary reasons shall be barred from participation in the next regularly scheduled game and must not appear at the field.  Such information shall be indicated on his team’s scorebook.  Said manager, coach or player may appeal his suspension to The Board of Directors may, at their discretion, reinstate said manager, coach or player.

 

Article XI – Financial and Accounting

 

Section 1.  The Board of Directors shall decide all matters pertaining to the finances of The Association and it shall place all income in a common treasury, directing the expenditure of same in such manner as will give no team or individual an advantage over those in competition with such team or individual.

 

Section 2.  The Board shall not permit the contribution of funds or property to individual teams but shall solicit some for the common treasurer of The Association, thereby to discourage favoritism among teams and to endeavor to equalize the benefits of The Association.

 

Section 3.  The Board shall not permit the disbursement of Association funds for other than the conduct of Association activities.

 

Section 4.  No Director, Officer, or Member of The Association shall receive, directly or indirectly any salary, compensation or emolument from The Association for services rendered as Director, Officer or Member.

 

Section 5.  All monies received shall be deposited to the credit of The Association in the Arp State Bank and all disbursements shall be made by check.  All checks shall be signed by at least two (2) persons authorized by the Board to do so.

 

Section 6.  The fiscal year of The Association shall begin on the first day of October and shall end on the last day of September.

 

Section 7.  Distribution of Property upon Dissolution.  Upon dissolution of The Association and after all outstanding debts and claims have been satisfied, The Members shall distribute the property of The Association to such other organization or organizations maintaining an objective similar to that set forth herein, which are or may be entitled to exemption under Section 501-(c)-(3) of the Internal Revenue Code or any future corresponding provision.

 

Article XII – Amendments to By-Laws

 

Section 1.  Amendments to these By-Laws can be made at any Regular Association meeting, or at a Special Association meeting called for that purpose.

 

Section 2.  Notice of the meeting date, time and location and the proposed changes must be sent to each member by mail, at their listed mailing address, at least ten (10) days prior to the meeting.

 

Section 3.  A majority favorable vote of all voting members present, including proxies, shall be required to amend or make additions to these By-Laws.