By-laws
OCTOBER
2004
ARTICLE
I
Section
1.
The
name of this not for profit corporation shall be:
Algonquin
Area Youth Organization, Incorporated.
Section
2.
It
shall be the responsibility of the President/Commissioner of the
aforementioned corporation to cause to be filed, recorded and/or registered
and maintained in a current status, such statements of certification and take
whatever steps necessary to preserve the rights of the corporation in the name
of the Algonquin Area Youth Organization, Incorporated.
ARTICLE
II
Objectives
and Purpose
Section
1.
The
objectives and purpose of this Organization shall be:
A.
To
organize, conduct, supervise, sponsor and otherwise foster wholesome athletic
youth baseball/softball programs for the youth residing in the Algonquin area.
B.
To seek
out and enlist the active personal participation and support of the adults of
the Algonquin area community for the aforementioned athletic, social and
recreational programs.
C.
To receive
and develop the financial support of adults, organizations, businesses,
agencies and others for the aforementioned athletic, social and recreational
programs.
D.
To
organize, supervise and conduct activities and programs for the furtherance of
the work of this not for profit corporation.
E.
To provide
a corporate entity into which real and personal property may be transferred by
those persons, organizations, businesses, agencies and others who are desirous
of helping to achieve the purpose for which this corporation is founded,
whereby, by gift, devise, bequest or other transfer, the transferor can help
to finance and otherwise support the aforementioned programs.
F.
To do acts
or to carry out any activities or programs which are authorized or permitted
by law in furtherance of the aforementioned programs.
ARTICLE
III
Governing
Body
Section
1.
The
governing body of the corporation/organization is a Board of Directors. The
Executive Committee consists of the Commissioner, Vice-Commissioner,
Treasurer, Secretary and Directors. The Executive Committee members are voting
members. Non-voting board members include the Coordinators.
Section
2.
Officers,
Directors and Coordinators:
A.
The
Officers shall consist of a Commissioner, Vice-Commissioner, Secretary and
Treasurer.
B.
The
Directors shall consist of: League Operations, Fundraising, Construction &
Development, Developmental, Baseball, Softball, Registration and Travel.
C.
The
Coordinators shall consist of: T-Ball, Instructional
Softball, Instructional Baseball, Ponytail Softball, Jr. Mustang Baseball,
Mustang Baseball, Minors Softball, Minors Baseball, Bronco Baseball, Majors
Baseball, Majors Softball, Pony Baseball, Concessions, Fields, Equipment,
Special Events, Umpire, Uniforms & Trophies and and
Newsletter.
(Web Administrator)
D.
All Officers, Directors and Coordinators
shall hold office for a period of one year. With the exception of the
Commissioner and
Registration Director who shall hold office for 2 years; however, they are eligible for
re-election.
E.
No person
shall hold more than one office at any one time on the Executive Committee.
The Commissioner shall have the authority to fill a vacancy for an unexpired
term of an Officer, Director or Coordinator with the approval of the Board of
Directors.
F.
With the
exception of the Commissioner, each Officer and Director is entitled to cast
one vote per motion.
1.
In the
case of Co-Directorship, that activity or league will be entitled to cast only
one vote.
2.
The
Commissioner will vote only in the case of a tie and shall cast the deciding
vote.
Section
3.
Election
of Officers and Directors
A. A
Nominating Committee chaired by the Secretary and composed of all Board
members shall submit a list of candidates for the Officers, Directors and
Coordinators for acceptance and/or additional nominations from the floor in
August.
B.
Election of Officers and Directors shall be held if
possible during the last meeting in August. If members are not present than
election can be held until the September meeting.
C.
The
Officers and Directors elected shall attend the August meeting for the purpose
of transition.
D.
The
incoming Board shall assume their duties on September 1.
Section
4.
The
Board of Directors, by a two-thirds vote of those present at a regular
meeting, shall have the authority to remove from office or Directorship a
member of the Board of Directors whose conduct is considered detrimental to
the best interest of the Organization.
ARTICLE
IV
Meetings
Section
1.
The
Board of Directors shall hold regular meetings as scheduled in the approved
calendar. A regular meeting may be cancelled or rescheduled by a majority vote
at a prior meeting.
Section
2.
Special
meetings may be called by the Commissioner, or upon request by a member of the
Board of Directors, to the Commissioner. The
purpose of the meeting shall be stated in the written or oral notification to
the members of the Board of Directors. Except
in the case of an emergency, at least three days notice shall be given.
Only business relating to the stated purpose of the special meeting
will be in order.
Section
3.
A
six-member attendance of the Board Members and Directors shall constitute a
quorum at any meeting and a majority vote of those present shall govern except
when otherwise especially provided.
Section
4.
Only
Officers and Directors are eligible to vote.
Section
5.
A
majority vote of the members of the Board of Directors shall govern unless
otherwise provided.
Section
6.
Absentee
votes can be registered prior to a scheduled vote if any one Officer is
notified in writing, or any two Officers are notified orally.
Section
7.
Visitor
Policy
A.
All
visitors to a regular scheduled board meeting will be introduced and asked if
they have any business that needs to be addressed.
From that point forward, they will be required to sit in the back of
the room quietly listening, and will not be permitted to participate in any
discussion during the meeting.
ARTICLE
V
Managers
and Coaches
Section
1.
Names
of prospective managers and coaches shall be submitted to the Board of
Directors by January. The utmost
discretion shall be used in the selection of these personnel.
Any one Board Member can call a secret ballot and then the manager or
coach in question must be approved by a majority vote of all members present.
Section
2.
These
personnel shall perform duties as directed by the Board of Directors and the
Coordinator of their individual league in accordance with these by laws,
Organization rules and policies (written and implied), and conference rules
and policies where applicable.
Section
3.
The
Commissioner shall have the authority to temporarily remove any manager or
coach whose conduct is considered to be detrimental to the best interest of
the Organization, in accordance with the rules of conduct agreement signed by
all coaches and managers. Said
manager or coach shall have the opportunity to address the Board of Directors,
prior to final determination of his/her status by the Board.
ARTICLE
VI
Membership
Section
1.
Any
youth meeting the requirement as to age and/or other specific league
requirements and providing he/she has an Algonquin mailing address, or other
areas as approved by the Board of Directors, shall be eligible to participate.
Section
2.
Age
guidelines will be as follows:
Boys
and Girls
T-Ball - 5 & 6
(6 if no previous t-ball experience)
Boys Baseball League
Ages
Instructional
6 & 7
Jr.
Mustang
8
Mustang
9
Minors
10
Broncos
11
Majors
12
Pony
13 &
14
Travel
Dictated by travel
Girls
Softball League
Ages
Instructional
6, 7 & 8
Ponytail
9
&10
Minors
11
& 12
Majors
13, 14,15,16
Travel
Dictated
by travel
League
age will be considered that age as of April 1 for baseball, January 1 for
softball, the
year the child participates. Birth
certificates to establish league age are due when registering for the first
time. FOR EXCEPTIONS - See policy I.
ARTICLE
VII
Financial
Policy
Section
1.
The
Officers and Directors shall decide all matters pertaining to the finances of
the organization. It shall be policy
to place all income in a common organization treasury and a capital improvement
fund. The Board of Directors is to
direct the expenditures of the funds.
Section
2.
The
Commissioner, Secretary, Registration,
Field and Equipment Directors shall have the authority
to make expenditures not to exceed $100.00 without prior approval of the Board
of Directors. Expenditures shall be reported to the Treasurer at the next
scheduled meeting. Others may make expenditures as approved in the budget.
Section
3.
All
invoices shall be presented to the Board of Directors at a regular scheduled
meeting for approval for payment by check.
Section
4.
All
funds of the Algonquin Area Youth Organization, Inc. shall be maintained in a
financial institution as the Board of Directors designates.
Section
5.
Two
of the following Officer’s signatures shall be required on all checks and
savings withdrawals: Commissioner, Vice-Commissioner, Secretary,Treasurer
or Travel.
Section
6.
At
the direction of the Board of Directors, bids shall be solicited for all major
expenditures. Local business firms
shall be encouraged to bid first.
Section
7.
At
no time shall this Board of Directors approve monetary donations to any other
organization. Any donations by this
organization of time, facilities and/or equipment will be considered on an
individual basis and approved only by a quorum vote of this Board.
Section
8.
The
Coordinator of Umpires, Fields and
Concessions shall submit bi-weekly time sheets to the
Treasurer. The Treasurer will pay
out on a bi-weekly schedule indicated on the A.A.Y.O. board approved calendar.
ARTICLE
VIII
Rules and Team
Assignments- see policy II
ARTICLE
IX
Uniforms
and Equipment
Section
1.
It
is the responsibility of the parents to assure their children wear a clean, neat
regulation and approved A.A.Y.O. uniform at each regulation baseball/softball
game. Any player not in uniform will
not participate in a game.
Section
2.
The
Board of Directors reserves the right to sell uniforms to players for a fee, in
addition to the registration fee, each season.
In exchange for that fee, the player will keep the uniform.
Section
3.
It
shall be the responsibility of the manager of each team to return all equipment
provided to him/her by A.A.Y.O., to the Director of Equipment, promptly at the
end of the season. If the equipment is not returned in a timely manner, the
Board reserves the right to fine the Manager of said team.
ARTICLE
X
Sportsmanship
Section
1.
The
following rules of conduct shall be enforced:
A.
A player, coach or fan may be ejected from the game:
1.
Upon intentional throwing or kicking of a helmet, throwing a bat
or any other object on the field.
2.
For foul or abusive language directed at the players, coaches,
umpires or A.A.Y.O. officials.
3.
For refusal to align him/herself to a regular baseball/softball
playing position on the playing field during an official game.
B.
Game Umpires, the Director of Umpires, or a member of A.A.Y.O.
Board of Directors shall have complete authority to eject a player, coach or fan
from a game, so long as reasons for the ejection are discussed with the game
Umpire.
C.
After an ejection from an A.A.Y.O. organized game, a player, coach
or fan may be disqualified from further league activities for the remainder of
the season.
The only alternative being that the player, coach or fan must appear
before the Board of Directors to discuss his/her conduct and to determine if
he/she can change his/her sportsmanship attitude while participating in any
A.A.Y.O. function. If the Board of
Directors feels the player, coach or fan should have another chance, they may
vote on the matter after discussion.
D.
Umpire decision is final unless in violation of a rule.
E.
The Board of Directors shall have the authority, by a majority
vote, to suspend any player, coach or fan, whose conduct is considered to be
detrimental to the best interest of the organization.
Section
2.
The
above rules of conduct shall be provided to all registrants.
ARTICLE
XI
Parliamentary
Authority
Section
1.
The
rules contained in the current edition of Robert’s Rules of Order Newly
Revised shall govern this Organization/Corporation in all cases to which they
are applicable and in which they are not inconsistent with the bylaws, special
rules of order, policies and rules the Organization/Corporation may adopt.
ARTICLE
XII
Amendments
Section
1.
These
bylaws, or any section thereof, may be amended or repealed by a two-thirds vote
of the Board of Directors present at any regular meeting; provided that written
notice of such proposed changes, over the signature of the Secretary, has been
mailed to each member of the Board of Directors at least ten days prior to the
meeting at which time the proposed changes shall be submitted to a vote.
Section
2.
In
order that all personnel in the organization are familiar with these bylaws,
they shall be read and/or supplied at the October meeting.
EXCEPTIONS
- POLICY I
The
league Directors, in cooperation with the managers, coaches and parents, have
the authority to play up or down any player depending upon the skill level of
the child. Play downs will only be allowed for medical reasons.
Section
1.
A.
At the time of registration, upon the parents written request to the
Board of Directors, the league Coordinators of both leagues involved have the
authority to recommend to the Board of Directors that a registrant who
demonstrates the abilities required in the graduated league, (unless this change
is in direct conflict with another league’s rules) be registered in the upper
league.
B.
A.A.Y.O. will distribute a list of approved players eligible to
sub in the next higher league. The
parents of such a player must sign a permanent waiver release acknowledging the
potential risk to their child when playing in a game in a league out of their
child’s age group, prior to the child playing in the game. This
will be applicable only to registrants age 7 and above, as of July 31 of that
year of registration. Registrants
below the stated ages are not eligible to play in games outside of their
respective league.
C.
Subs may only play if fewer than 9 rostered players are in
attendance.
When 9 players are present, subs may not continue to play.
League
Rules and Team Assignments - POLICY II
Section
1.
A.
Rules for each league are determined by the Executive Committee
and the League Coordinator.
B.
Executive Committee and League Coordinator will then present any
rule change to the Board for approval.
C.
Presentation to the Board is accomplished at the January Board meeting.
D.
No League Rule can supersede an A.A.Y.O organizational rule.
E.
All other recommendations for League Rule changes must go through
the League Coordinator.
F.
A copy of Organizational Rules and League Rules will be provided
to all players in A.A.Y.O.
Section
2.
A.
Team assignments for T-Ball and Instructional
1.
Manager and Coaches’ children assigned to their team
2.
Siblings assigned to the same team
3.
Special requests made by both player’s parents, who want to play
together
4.
Late registrations and fill in
B.
Team assignments for Ponytail, Jr. Mustang, Mustang, Minors,
Broncos, Majors and Pony
1.
Manager and Coaches’ children assigned to their team
2.
Siblings
assigned to the same team
3.
Open draft
C.
Team
Assignments for Colt, Travel
1.
Try-out
basis
| 
Hitting
