BYLAWS OF THE LAKEWOOD JUNIOR BASEBALL ASSOCIATION
ARTICLE I - ORGANIZATION
A. NAME
The name of this organization shall be the “Lakewood Junior Baseball Association,” to be referred to as the “Association” in these Bylaws. The Association is incorporated in accordance with the regulations of the State of Colorado, as a non-profit organization.
B. OBJECTIVE
The objective of the Association shall be to organize and conduct a baseball program for all players eligible according to the Regulations of the Lakewood Junior Baseball Association. The purpose of this program shall be to provide said players the opportunity to learn and play the game of baseball for their enjoyment and athletic growth.
C. BOUNDARIES AND CONSENT TO PLAY ELSEWHERE
The geographic boundaries established for all participants in the Association’s program are the same as those for Lakewood High School. All players, residing within these boundaries are expected to play on teams fielded by the Association. To play elsewhere, players must obtain written permission from the Association President. Likewise, a player residing outside the Association’s boundaries must obtain written permission from his or her own association prior to applying to the Association, unless the player attends a school that feeds into Lakewood High School or lives outside the boundaries of the Jefferson County Junior Baseball League to the extent allowed by its Rules and Regulations. If consent is not given by that association, the Association President shall attempt to resolve the issue with that community. Once having obtained written permission for one year, a player need not obtain written permission in subsequent and consecutive years as long as he or she continues to play for the same association.
The Association President shall not unreasonably withhold permission to play outside the boundaries of this Association. If the Association President denies a player permission to play outside the boundaries of the Association, that denial shall be raised at the next meeting of the Board of Directors ( hereinafter referred to as “Board” ). A majority of the members of the Board may overrule the denial by the Association President. The player and the player’s family shall be given notice of this provision and be allowed an opportunity to attend and present the player’s position to the Board. The Board, in its sole discretion, shall determine the procedure to use in order to effectuate this provision. The decision of the Association President to allow a player to play outside the Association boundaries may not be challenged.
D. AFFILIATION
The Association shall participate as a member of the Jefferson County Junior Baseball Association and shall be bound by the bylaws of that organization at all times. In the event of a conflict in bylaws, the bylaws of the Jefferson County Junior Baseball Association shall apply.
E. MEMBERSHIP AND VOTING
All players registered with the Association, a parent or guardian of a player, any coach, and all residents within the boundaries of the Association shall be considered members of the Association. Additionally, any person may apply to the Board for membership. The voting membership during a meeting of the general membership shall consist of the members of the Board, one representative from each family with a player either registered to play on an Association team or, if the season has concluded, on an Association team for the previous season, and each coach. Only a Board member may vote at a Board meeting. The Board is the governing body whose duties are describe in Article II. The term “coach” as used in these Rules shall mean any active coach, including an assistant coach. If a person serves in more than one capacity, he or she shall have only one vote.
F. DUTIES OF THE ASSOCIATION
The voting membership of the Association shall decide all business brought to its attention by the Board of Directors, including the following exclusive duties:
1. Elect officers of the Association.
2. Elect at-large members of the Board.
3. Approve all changes to the Association Bylaws.
4. Approve any change in affiliation or consolidation or merger with another association.
G. OFFICERS
The officers of the Association shall be a President, a Vice President, a Secretary, a Treasurer, and a Registrar. An officer must be a member of the Association.
1. DUTIES OF OFFICERS
a. President
To preside at all regular and special meetings of the membership.
To preside at all Board meetings.
To provide direction to the three major committees and any other committee and to
ensure appointment of an adequate membership to each committee, except the
Nominating Committee.
Resubmit to countersign checks drawn by the Treasurer on amounts exceeding
$500.00.
To sign all contracts, deeds, and other documents executed on behalf of the Association, and to perform such other duties as may be required by the laws of the State of Colorado.
To interpret or arbitrate, in those instances where such action is required by these Bylaws or where action by the Board is not possible, points or questions as may arise that are not presently or specifically covered by these Bylaws.
To provide suggestions, recommendations, and guidance for the benefit of the Association or its operation.
To author and distribute a monthly newsletter on Association activities.
To coordinate with the City of Lakewood, as necessary, all matters pertaining to field upkeep and scheduling.
To review, investigate and determine whether protests submitted by Association coaches shall be forwarded to the Jefferson County Junior Baseball League.
To act as a County Representative.
To perform any other act required by these Bylaws.
In the event any office is vacant, to perform the duties of that office.
b. Vice President
In the absence of the President, to perform all duties of the President.
To serve as chairperson of the Operating Committee.
To assist the President in all matters related to the Association.
In the absence of the President, to countersign checks in excess of $500.00.
c. Secretary
To prepare minutes of the meetings and maintain a record of such minutes.
To maintain a record of all proceedings or reports from all committees.
To supply copies of all Board meeting minutes to all Board members two weeks prior to the next regularly scheduled meeting.
To be in charge of publicity as may be required.
To prepare other correspondence as may be required.
To maintain a log of attendance at each meeting and a record of all voting activities, including assessment of when a quorum is present.
To serve as Chairman of the Administrative Committee.
d. Treasurer
To receipt or disburse funds on behalf of the Association.
To keep a permanent record of income and disbursements and submit a report at all meetings.
To prepare and present a budget at the October meeting for the ensuing year. The budget shall show by line item the expected expenses and income of the Association, as well as anticipated cash balances.
To secure insurance.
To prepare tax reports.
To serve as Chairperson of the Finance Committee.
e. Registrar
To publish a roster of Board members and the coaching staffs of each team.
To maintain a roster of eligible voting members.
To advertise registration and the draft.
To prepare and distribute registration forms.
To prepare a roster of draft-eligible players by age group.
To coordinate with the Treasurer on the number of registrations and payment received.
To organize the draft.
To prepare a final roster of players by teams, including verifying that birth certificates are on file, fees are paid, and coaches and the Board are notified as appropriate.
2. Election and tenure of Officers
Officers shall be elected by the voting membership at the regular September meeting. Each Officer shall be elected for a 1 year term. No Officer shall serve more than 2 consecutive terms in the same office. The October meeting will be the first chaired by the new Officers.
H. MEETINGS OF THE GENERAL MEMBERSHIP
1. Regular Meetings
There will be two regularly scheduled meetings during the year for the Association, known as general membership meetings. These meetings will be held in September (comments on the past season, anticipated changes, and election of new Officers) and January (registration status, draft information, comments on the upcoming season). The meetings are not required to be limited to these subjects.
2. Special Meetings
Special meetings of the general membership may be called as a majority of the members of the Board deem necessary.
3. Order of Business
For general membership meetings, the Board shall publish an agenda at least two weeks prior to the general membership meeting. The requirement for publication shall be satisfied if the agenda is placed in a location easily accessible to a majority of the general membership.
4. Quorum
Eleven or more eligible voting members shall constitute a quorum at a meeting of the general membership. If a quorum is present, the vote of the majority of the membership represented at the meeting and entitled to vote on the subject matter shall be the act of the membership.
5. Adjournment
If a quorum is not present at any meeting, such meeting shall be adjourned. The President may call another meeting before the next scheduled meeting as deemed necessary.
6.Loss of Coaching Privileges
A. Any active coach absent from two consecutive meetings, without cause acceptable to the majority of the Board, may lose his or her coaching privileges for the next baseball season.
1. A designated representative may appear at meetings in place of a coach. If that occurs, no absence will be charged to that coach.
B. Upon notice received from the Secretary of the Association of this violation, the Board shall direct the respective coach to appear at the next scheduled Board meeting. Notice shall be given by a registered letter sent to the coach’s last known address. A designated representative shall not be permitted to appear in lieu of the coach.
1. The coach shall be permitted to explain the reasons for the absences. The Board shall then vote. A coach shall be suspended upon a majority vote of the Board members in attendance.
2. Any coach who does not appear, as directed, without a valid excuse acceptable to the majority of the Board, shall automatically be suspended from coaching for the next baseball season.
I. RECORDS
The Association shall keep a complete set of records of all financial transactions and shall keep minutes of all meetings of the Board and general membership. These records shall be available for inspection by any member upon two weeks notice to the Board. Copies may be made upon prepayment of a reasonable copying charge to the Association. The Board shall be maintain these records for at least five (5) years.
J. PERMANENT ADDRESS
The permanent address of the Association shall be Box 150534, Lakewood, CO 80215-0534.
ARTICLE II - BOARD OF DIRECTORS
A. DUTIES
The management of all the affairs, interests, and property of the Association shall be under the control of the Board of Directors. The Board shall have the power to decide all business on behalf of the Association, except business which falls within the exclusive duties of the voting membership of the Association.
A. NUMBER AND ELECTION
The Board of Directors shall consist of:
· The five (5) Officers of the Association.
· Three (3) coach representatives.
· Three (3) at-large representatives.
The election to fill all vacant Board seats shall be held at the September membership meeting. Nominations may be made from the floor.
Notice of the September election shall be made public at least two weeks before the election date.
A majority vote of the quorum present shall elect Board members.
C. COACH REPRESENTATIVES
Each coach representative shall represent a specific section of the coaching community. One (1) coach representative shall be selected from the Level III, 0 league, and 1st flight teams. One (1) coach representative shall be selected from the 2nd and 3rd flight teams. One (1) coach representative shall be selected from the coach pitch and t-ball teams. A coach representative shall be elected to a one (1) year term and may be elected to no more than two (2) consecutive terms as the representative for the same flight of coaches. These three (3) representatives shall elect one of their number to serve as a County Representative.
D. AT-LARGE REPRESENTATIVES
Any member, other than officers of the Association and coaches, may be elected as an at-large representative. Each at-large representative shall represent a different age group. One (1) at-large representative shall represent the coach pitch and t-ball teams. One (1) at-large representative shall represent the teams of 8 to 11 year old players. One (1) at-large representative shall represent the teams of 12 and older players. At-large representatives shall be elected to a one (1) year term and may be elected to no more than two (2) consecutive terms.
A. BOARD MEETINGS
At all meetings of the Board, the President, or in his or her absence, the Vice President, shall preside. The Secretary of the Association shall act as Secretary of all Board meetings.
Regular meetings of the Board shall be held monthly. As occasions warrant, meetings may be added, postponed, or rescheduled at the discretion of the President.
The location of all regular Board meetings for the ensuing year shall be announced by the President of the Association and shall be open to the general membership. The President shall endeavor to allow a non-Board member an opportunity to voice his or her opinion, but only Board members may vote at a Board meeting.
B. ORDER OF BUSINESS
Roberts Rules of Order shall provide the guidelines for conducting business at all Board meetings. In general, the following order of business shall be followed:
· Call to order
· Roll call or any other method of ascertaining membership
· Reading of the previous minutes and their approval
· Treasurer’s report and approval
· Reports of standing and special committees
· Unfinished business
· New business
· Adjournment
G. QUORUM
No official business shall be transacted or any motions made without a quorum present. Seven (7) members shall constitute a quorum for the Board. The majority of the quorum shall constitute the action of the Board.
H. .VACANCIES
When a mid-term vacancy occurs on the Board, it shall be filled by the President of the Association and ratified by a majority vote of the quorum present. If a vacancy occurs because of a lack of nominations, a majority of the Board may appoint a person to that position until the next election.
I. ABSENCES
Any Board member absent for three (3) consecutive meetings shall be dropped from the rolls of the Board and immediately replaced by the President, or acting President, in accordance with Article II (H) unless a majority of the quorum present believes that good cause exists to not replace the missing Board member.
J. SALARIES
No officer or other Board member shall receive a salary for his or her services as an officer or a Board member.
ARTICLE III - COMMITTEES
Under the direction of the Board, three (3) major committees shall supervise the activities of the Association. These committees shall consist of an Operating Committee chaired by the Vice President, an Administrative Committee chaired by the Secretary, and a Finance Committee chaired by the Treasurer.
An adequate membership shall be appointed to each committee by the President and must be ratified by a majority vote of a quorum of the Board.
The respective functions of these committees shall be as follows:
1. OPERATING COMMITTEE
· Scheduling
· Registration
· Coaches
· Fields
2. ADMINISTRATIVE COMMITTEE
· Rules
· Score keeping
· Audit
· Tournaments
· Level III
3. FINANCE COMMITTEE
· Equipment
· Concessions/Fund raising
· Sponsors
· T-Ball
The various functions of these committees may be delegated to a sub-committee or an individual as deemed appropriate by the President.
The shall be a Nominating Committee which shall be separate from the three (3) major committees.
A. OPERATING COMMITTEE
The Operating Committee is responsible for the following activities:
1. Scheduling and fields
Assigns game fields to age groups and informs the County of the assignments. Assigns practice fields consistent with age groups and displays those assignments. Selects and supervises field liners. Schedules make-up games. Coordinates with the City of Lakewood and/or School District on practice fields. Coordinates with the Jefferson County Junior Baseball League as may be necessary for scheduling purposes. The committee shall appoint one person for coaches to contact for scheduling purposes.
2. Coaches
Assesses the Association’s needs in each age group. Recruits and assesses applicants for coaching positions. Assigns coaches to their respective teams. Assesses each coaches performance annually. Disciplines coaches as needed, except as otherwise described herein. Makes recommendations to the Board that players be moved to a higher or lower competitive division. Makes recommendations to the Board that a complete player re-draft be conducted for any age group. Conducts coaches meetings as deemed necessary.
3. T-Ball/Coach-pitch
Coordinates the T-Ball and coach-pitch programs. Assigns players to teams, accesses fields, obtains coaches, and provides uniforms.
B. ADMINISTRATIVE COMMITTEE
The Administrative Committee is responsible for the following activities:
1. Rules
Reviews the Associations Bylaws and Regulations annually. The review shall also consider the impact on our Bylaws and Regulations of any changes to the Jefferson County Junior Baseball League Bylaws and Regulations. Any recommended revisions shall be presented to the Board prior to the January Board meeting.
2. Audit
Audits the financial records and accounts of the Treasurer and reports the results of such audits to the Board at the regular October meeting. At a minimum, the audit should include verification that there is support for revenues and expenses, and an examination of bank statements.
3. Tournament
Coordinates with the County Tournament Committee as necessary. Conducts any tournament in compliance with the procedures delineated in the “Regulations and Rules of Play” of the Jefferson County Junior Baseball League. Coordinates with all teams eligible for entry into any tournament and will publish the tournament program. Collects and disburses funds associated with conducting a tournament as required.
4. Level III
Provides liaison with Lakewood High School and the Jefferson County Junior Baseball League.
C. FINANCE COMMITTEE
The Finance Committee is responsible for the following activities:
1. Equipment
Shall order, maintain, and disperse all equipment as needed. Collects and inventories all equipment after the season. Issues a report at the September Board meeting, defining the needs for the oncoming season. Equipment includes bats, balls, bases, catcher’s gear, head gear, uniforms, batting cages, pitching machines, and other miscellaneous items.
2. Concessions
Provides complete management of the Concession Stands, as available. It shall be the objective to provide concessions at competitive prices in order to benefit the Association to the maximum extent possible.
3. Sponsors
Attempts to obtain sponsors for each team and collects sponsor fees before the beginning of the season.
4. Fund raising
Selects and organizes fund raising activities. Distributes fund raising information to the coaches and teams. Arranges for the efficient distribution of any product to teams. Maintains records of financial activities. Coordinates with each team and the Board so that any fee is paid.
a) NOMINATING COMMITTEE
1. The Nominating Committee shall consist of three (3) members appointed by the Board by the January general membership meeting.
2. Provides for a complete slate of officers for the ensuing year, including candidates for the Board of Directors as required. The slate shall be available at the August meeting. The Committee shall attempt to include at least two individuals for each position.
3. Insures that those individuals nominated will accept the nomination and serve, if elected.
ARTICLE IV - COACHES
Coaches in the Association are expected to not only coach a team to the best of his or her ability, but also to assist the Association as may be required by it. This may include serving on committees, disseminating information to the team, assisting in fund raising activities, assisting with photographs, and other reasonable activities as the Association may require. Additionally, each coach with the exception of coach pitch and T-ball, shall be expected to find at least one (1) sponsor to contribute a sum in the amount required by the Board, a portion of which contribution shall be designated for use by the Association.
ARTICLE V - REGULATIONS
A. The Board shall adopt and maintain Regulations which shall adhere to the current Regulations and Rules of Play of the Jefferson County Junior Baseball League.
B. The Regulations shall be prepared in a separate document and are part of these Bylaws only by reference.
C. In case of conflict between these Bylaws and the Regulations, the Bylaws shall control.
ARTICLE VI - METHOD OF AMENDING THE BYLAWS AND THE REGULATIONS
Proposed amendments to the Bylaws and Regulations may be presented, in writing, at any regular meeting of the Association. In order for any amendment to apply to the current season of play, it must be presented and approved by the membership prior to January of each year. An amendment must receive a two-thirds majority of the quorum present at a general membership meeting in order to be enacted.
ARTICLE VII - DISSOLUTION OF THE ASSOCIATION
In the event that the Association dissolves, all of its assets shall become the property of the successor organization or, if no such successor organization exists, of the Jefferson County Junior Baseball League.