West Islip Little League Constitution
League ID Number: 2323413
ARTICLE I- NAME
SECTION 1
This organization shall be known as the West Islip Little League, Inc. hereinafter referred to as “Local League.”
ARTICLE II – OBJECTIVE
SECTION 1
The objective of the Local League shall be to positively impact youth and communities using the power of youth baseball and/or softball to teach life lessons to build stronger individuals and communities. The Local League shall promote the ideals of good sportsmanship, leadership, teamwork, discipline and commitment.
SECTION 2
To achieve this objective, the Local League will provide a supervised program of baseball and/or softball consistent with the Rules and Regulations of Little League Baseball, Incorporated. All Directors, Officers and Members shall consider and incorporate the values of Little League: Teamwork, Community, Inclusion, Fun, and Integrity. The molding of future citizens is of prime importance and the attainment of exceptional athletic skill or the winning of games is secondary. In accordance with Section 501(c)(3) of the FederalInternal Revenue Code, the Local League shall operate exclusively as a nonprofit educational organization providing a supervised program of competitive baseball and/or softball games. No part of the net earnings shall benefit any individual or be used in anysubstantial part to influence legislation or intervene in any political campaign on behalf of any candidate for public office.
SECTION 3
The West Islip Little League shall apply annually for a charter from Little League International and shall do all things necessary to obtain and maintain such charter.
ARTICLE III – MEMBERSHIP
SECTION 1
Eligibility
Any person sincerely interested in active participation to further the objective of the Local League may apply to become a Member.
SECTION 2
The Secretary shall maintain the roll of membership to qualify voting Members. Only Members in good standing are eligible to vote at General Membership Meetings. Each Member is entitled to one vote. All Members must annually comply with the LittleLeague Rules and Regulations for Volunteers required under Regulation I which may include submitting to a background check and completion of required trainings before the commencement of the season.
Classes
There shall be the following classes of Members:
1. Regular Members (“Members”) shall include:
a. Current year Managers, Coaches, Board Members, Local League Officers, and any registered volunteer, who have completed a background check.
b. One Parent or one Legal Guardian of each registered player. Parents or Guardians of multiple registered players are limited to a maximum of two memberships.
c. Any adult person actively interested in furthering the objectives of the Local League may become a Regular Memberupon approval by the Board and payment if applicable. Upon receipt of a written request to become a member, the Board of Directors shall vote upon the request at the next scheduled Board of Directors meeting.
d. All Members must annually complete the Little League Official Application, submit to a background check pursuant to Regulation I(8) and (9), and complete abuse awareness training pursuant to Regulation I(10) before the commencement of the season.
2. Player Members - Any player candidate meeting the requirements of Little League Regulation IV shall be eligible to compete for participation. Player Members shall have no rights, duties, or obligations in the management or in the property of the Local League.
3. Honorary Members – Any person may be elected as Honorary Member by the unanimous vote of all Directors present at any 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 Local League.
SECTION 3
Other Affiliations
Members, whether Regular or Player, shall not be required to be affiliated with another organization or group to qualify as members of the Local League. Current year Managers, Coaches, Board Members, Local League Officers shall not be actively engaged in the organization, operation and/or leadership of any other baseball and/or softball program.
SECTION 4
Suspension or Termination – Membership may be terminated by resignation or action of the Board of Directors as follows.
1. The Board of Directors, by a two-thirds vote of those present at any duly constituted Board meeting, shall have the authorityto discipline, suspend or terminate the membership of any Member of any class, including managers, coaches, and other volunteers when the conduct of such person is inconsistent with the values of Little League Baseball, Incorporated and is considered detrimental to the best interests of the players, Local League and/or Little League Baseball, Incorporated.
The Member involved shall be notified of such meeting, informed of the general nature of the charges, and be given anopportunity to appear at the meeting to answer such charges.
2. The Board of Directors 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 Board of Directors or aduly appointed committee of the Board of Directors. The player’s parent(s) or legal guardian(s) may also be present.
The Board of Directors shall have full power to suspend or revoke such player’s right to future participation in the Local Leagueby two-thirds vote of those present at any duly constituted Board meeting.
ARTIVCLE IV – BOARD OF DIRECTORS
SECTION 1
Authority
The management of the property and affairs of the Local League shall be vested in the Board of Directors.
SECTION 2
Members
The Board of Directors shall be comprised of no fewer than seven (7) and no more than twenty-five (25) Members in good standing. The Officers of the Board of Directors shall include, at a minimum: President, Vice President, Treasurer, Secretary, Player Agent, Safety Officer, and Coaching Coordinator, per Little League Regulation I(b).
Increase in Number
The number of Board of Directors so fixed at the Annual Meeting may be increased at any General Membership Meeting or Special Meeting of the Members. If the number is increased, the additional Directors may be elected at the meeting at which the increase is voted, or at any subsequent General Membership Meeting. All elections of additional Directors shall be by majority vote of all Regular Members present or represented by a properly executed and signed absentee ballot filed with the Secretary prior to the election meeting.
SECTION 3
Vacancies
If any vacancy occurs on the Board of Directors, by death, resignation or otherwise, it may be filled, for the balance of the absent Board Member’s term of office, by a majority vote of the remaining Directors at any duly constituted Board meeting or Special Board Meeting called for that purpose.
SECTION 4
Board Meetings, Notice, and Quorum
Regular meetings of the Board of Directors shall be held immediately following the Annual Meeting and, on such days, thereafter, as shall be determined by the Board.
1. Notice. Notice of every Board meeting shall be given by the Secretary personally or electronically to each Director at a minimum of Ten (10) calendar days before the time appointed for the meeting.
2. Quorum. At any meeting of the Board of Directors, the presence of six members of the Board of Directors shall constitute a quorum for the transaction of regular business. If a quorum is not present, no business shall be conducted.
3. Voting. 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.
A simple majority vote of the Directors present during a duly constituted Board of Directors meeting is necessary to approve any action relating to the general business of the Local League.
No Director shall be allowed to vote by proxy at any meeting of the Board of Directors.
4. Special Meetings. The President or the Secretary at the request in writing of three Members of the Board of Directors, may issue the call for a Special Board Meeting. In the case of Special Board Meetings, such notice shall include the purpose of themeeting and only matters stated in such notice may be acted upon at the Special meeting. Meetings of the Board of Directors may be held in-person and/or by telephonic or electronic means and such means shall be clearly stated in any meeting notice. In the event that the topic of the Special Meeting is emergent in nature, the 10-day notice requirement may be waived.
SECTION 5
Powers of the Board
The Board of Directors shall have the power to appoint such standing committees as it shall determine appropriate 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 Local League as it may deem proper, provided such rules and regulations do not conflict with this Constitution or the Rules and Regulations of Little League Baseball, Incorporated.
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, Officer, Committee Member, or Member of the Local League in accordance with the procedure set forth in Article III, Section 4.
SECTION 6
Rules of Order
Robert’s Rules of Order (see: http://rulesonline.com/) shall govern the proceedings of all Local League meetings, including Board of Directors meetings. Any action taken by the Board of Directors at a meeting at which a quorum is present will be deemed the action of the Board of Directors, except where same conflicts with this Constitution. Minutes of all meetings will be recorded andwill accurately reflect the action(s) taken.
ARTICLE V – DUTIES AND POWERS OF THE BOARD
SECTION 1
Board of Directors
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. Appointed officers or agents shall have no vote on actions taken by the Board of Directors unless suchindividuals have been elected to the Board by the membership or have been elected to fill a vacancy on the Board.
SECTION 2
President
The President shall:
1. Conduct the affairs of the Local League and execute the policies established by the Board of Directors.
2. Present a report of the condition of the Local League at the Annual Meeting.
3. Communicate to the Board of Directors such matters as deemed appropriate and make such suggestions as may tend to promote the welfare of the Local League.
4. Be responsible for the conduct of the Local League in strict conformity to the policies, principles, and Rules and Regulations of Little League Baseball, Incorporated, as agreed to under the conditions of charter issued to the Local League by that organization.
5. Investigate complaints, irregularities, and conditions detrimental to the Local League and report thereon to the Board or Executive Committee as circumstances warrant.
6. Prepare and submit an annual budget to the Board of Directors and be responsible for the proper execution thereof.
7. With the assistance of the Player Agent, examine the application and support proof-of age documents of every player candidate and certify residence or school enrollment, and age eligibility before the player may be accepted for tryouts and selection.
8. Ensure compliance with Little League Regulation I requirements for volunteers or delegate this responsibility to another member.
9. Designate in writing other officers, if necessary, to have power to make and execute for / and in the name of the Local League such contracts and leases they may receive and which have had prior approval of the Board.
SECTION 3
Vice President
The Vice President shall:
1. 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 to so act. When so acting, the Vice President shall have all the powers of that office.
2. Perform such duties as from time to time may be assigned by the Board of Directors or by the President.
SECTION 4
Secretary
The Secretary shall:
1. Be responsible for recording the activities of the Local League and maintain appropriate files, mailing lists, email lists and necessary records.
2. Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of Secretary or as may be assigned by the Board of Directors.
3. Maintain a list of all Regular, and Honorary Members, Directors and Committee Members and give notice of all meetings of the Local League, the Board of Directors, and Committees.
4. Maintain a current list of all Regular Members in good standing and determine the number of Regular Members needed toconstitute a quorum.
5. Maintain an accurate and dated roster of attendance for all General Membership Meetings.
6. Be responsible for determining a Member’s Voting Eligibility and notifying Members prior to the Annual General Meeting.
7. Keep the minutes of the meetings of the Members, the Board of Directors, and the Executive Committee, and cause them to be recorded and saved digitally.
8. Conduct all correspondence not otherwise specifically delegated in connection with said meeting and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.
9. Notify Members, Directors, Officers and Committee Members of their election or appointment. Provide each of these individuals with a copy of the Local League Constitution.
SECTION 5
Treasurer
The Treasurer shall:
1. Perform such duties as are herein set forth and such other duties as are customarily incident to the Office of Treasurer or may be assigned by the Board of Directors.
2. Receive all moneys and securities, and deposit same in a depository approved by the Board of Directors.
3. Keep accurate records for the receipt and disbursement of all moneys and securities of the Local League, approve allpayments from allotted funds and draw checks therefore in agreement with policies established in advance of such actions by the Board of Directors.
4. Prepare an annual budget, under the direction of the President, for submission to the Board of Directors at the Annual Meeting.
5. Prepare an annual financial report, under the direction of the President, for submission to the Membership and Board of Directors at the Annual Meeting, and to Little League International.
6. Prepare and submit a financial summary at each General Membership Meeting.
7. Shall arrange for the tax records to be submitted to the IRS by February 15th, preserving the league 501 3(c) status.
SECTION 6
Player Agent
The Player Agent shall:
1. Record all player transactions and maintain an accurate and up-to-date record thereof.
2. Oversee the management of the player divisions.
3. Receive and review applications for player candidates and assist the President in verifying residence or school enrollment and age eligibility.
4. Conduct tryouts, player draft, and all other player transactions or selection meetings.
5. Prepare for the President’s signature and submission to Little League Baseball, Incorporated team rosters, including players claimed, and the tournament team eligibility affidavit.
6. Notify Little League Baseball, Incorporated of any subsequent player replacements or trades.
SECTION 7
Safety Officer
The Safety Officer shall:
1. Be responsible for creating awareness, through education and information, of the opportunities to provide a safer environment for Players and all participants of Little League.
2. Develop and implement a plan for increasing safety of activities, equipment and facilities through education, compliance and reporting which may include:
a) Education – Facilitate meetings and distribute information among participants including players, managers, coaches, umpires, league officials, parents, guardians, and other volunteers.
b) Compliance – Promote safety compliance leadership by increasing awareness of the safety opportunities that arise from these responsibilities.
c) Reporting – Define a process to assure that incidents are recorded, information is sent to league/district and nationaloffices, and follow-up information on medical and other data is forwarded as available.
d) Background Checks - If the League President so designates, the Safety Officer will ensure compliance with Little League Regulation I requirements for volunteers.
SECTION 8
Additional Board Members and Committees
Additional Members of the Board of Directors may be established by the Board of Directors according to the Bylaws. Committees may be established and filled by persons who do not serve on the Board of Directors but report to such. The need for and responsibilities of those positions will be reviewed annually and included in the Local League’s Policies and Procedures.
ARTICLE VI – COMMITTEES
SECTION 1
Executive Committee
(a) The Board of Directors may appoint an Executive Committee which shall consist of not less than three (3) nor more than five (5) Directors, one of whom shall be the President of the Local League.
(b) The Executive Committee shall advise with and assist the Officers of the Local League in all matters concerning its interests and the management of its affairs and shall have such other powers as may be delegated to it by the Board,but in no event will the Executive Committee have authority over the Board of Directors.
(c) At any meeting of the Executive Committee, a majority of the total number of members then in office shall constitute a quorum for the transaction of business, and the act of a majority present at any meeting at which there is a quorum shall be the act of the Committee.
SECTION 2
Nominating Committee
The Board of Directors shall appoint a Nominating Committee consisting of three (3) Directors and other appointed Regular Members. 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.
SECTION 3
Other Committees
The Board of Directors may appoint such Committees as it may deem necessary or desirable and may prescribe the powers and duties of each Committee in Policies and Procedures. Committee Chairs and members of the Committees shall have no vote onactions taken by the Board of Directors unless such individuals have been elected to the Board by the membership or have been elected to fill a vacancy on the Board.
ARTICLE VII – GENERAL MEMBERSHIP MEETINGS
SECTION 1
Definition – A General Membership Meeting is any meeting of the membership of the league which is called in accordance with thisConstitution. An Annual Meeting (see Section 6) is required. General Membership Meetings may be held in-person and/or by other electronic means which allow for full participation by all Members. Members are responsible for recording their attendance on the attendance sheet at the meeting.
SECTION 2
General Membership Meeting Schedule
General Membership meetings shall be held on the first Monday of every month that a General Membership meeting is scheduled. The Board of Directors may select an alternate day if the first Monday of the month is considered untenable.
The months that the General Membership meetings will be held are:
November (7:30 p.m.)
January (7:30 p.m.)
February (7:30 p.m.)
March (7:30 p.m.)
April (8:30 p.m.)
May (8:30 p.m.)
June (8:30 p.m.).
SECTION 3
Special Membership Meetings- In the event that the Executive Committee determines that circumstances warrant an additional General Membership meeting, notice of the date, time and location of the meeting shall be published at least seven (7) days prior to the meeting. Attendance at a special meeting shall not be counted toward a Member’s attendance requirements with respect to voting eligibility.
ARTICLE VIII – ANNUAL ELECTION MEETING
SECTION 1
Meeting Date
The Annual Election Meeting shall be held on the last Monday in September at 7:30 p.m. The date and time for the Election Meeting shall be posted on the League Website at least two weeks in advance of the meeting. All Members may attend the Election Meeting.
SECTION 2
Voting Eligibility- Board Members and Regular Members that are 19 years of age by August 1st and have attended a minimum of four General Membership meetings and/or Board meetings shall be entitled to vote on matters concerning the West Islip Little League and its operation. The Secretary shall review the records are notify Members of their eligibility at least ten days prior to the Annual Election Meeting. Attendance at the September meeting is mandatory to cast a ballot.
New League Members will not be liable for attendance at General Membership meetings prior to registration of their child.
SECTION 3
Nominations
The President, subject to the approval of the Board of Directors, shall select the annual Nominating Committee as follows: three members from the Board of Directors and two Regular Members who are not on the Board of Directors.
The Nominating Committee shall investigate and consider eligible candidates and submit a proposed slate of nominees. The proposed slate shall be published to the Membership at least seven (7) days prior to the Election Meeting.
Additional candidates may be nominated at the Election Meeting by a Regular Member with voting rights and seconded by a Regular Member with voting rights. A nominee must be present to accept the nomination.
SECTION 4
Qualifications
All Board members must be Regular Members in good standing of at least nineteen years of age.
A Candidate for President must have served on the Board of Directors for at least two years within the preceding five years. This requirement may only be waived by a two-thirds vote of the eligible voters present at the Election Meeting.
A Candidate for Treasurer must possess familiarity with accounting and finance rules and procedures, preferably with related work experience.
SECTION 5
Election Procedure
In the event that two or more candidates are running for the same office, a secret ballot will be taken and a majority vote of the eligible voters present at the meeting will determine the winner.
ARTICLE IX – FINANCIAL AND ACCOUNTING
SECTION 1
Authority
The Board of Directors shall decide all matters pertaining to the finances of the Local League 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 2
Contributions
The Board shall not permit the contribution of funds or property to individual teams but shall solicit funds for the common treasuryof the Local League, thereby to discourage favoritism among teams and to endeavor to equalize the benefits of the Local League.
SECTION 3
Solicitations
The Board shall not permit the solicitation of funds in the name of Little League Baseball, Incorporated unless all funds so raised be placed in the Local League treasury.
SECTION 4
Disbursement of Funds
The Board shall not permit the disbursement of Local League funds for other than the conduct of Little League activities in accordance with the Rules, Regulations, and Policies of Little League Baseball, Incorporated. All disbursements shall be made bycheck, or league credit or debit card. All checks shall be signed by both the Local League Treasurer and such other officer orofficers, or person or persons, as the Board of Directors shall determine.
No Board member authorized to disburse funds may be the spouse or family relative of the Local League President or Treasurer or have direct access to league funds without the approval of the majority of the Board of Directors with such vote recorded in the minutes.
The use of a league credit or debit card is permitted, and the card is returned to the Local League President, Treasurer, or other appointee with receipt for all purchases made within three (3) days of the purchase date.
SECTION 5
Compensation
No Director, Officer, or Member of the Local League shall receive, directly or indirectly any salary, compensation, or payment from the Local League for services rendered as Director, Officer, or Member.
SECTION 6
Deposits
All moneys received, including sponsorship and fundraising, shall be deposited into the financial account of the Local League which must be a federally insured bank or other certified financial intuition as determined by the Board. The establishment of the Local League account or change of account must be noted in the board minutes.
SECTION 7
Fiscal Year
The fiscal year of the Local League shall begin on January 1 and shall end on December 31.
SECTION 9
Dissolution
Upon dissolution of the Local League program for any reason and after all outstanding debts and claims have been satisfied, the Regular Members may either direct the remaining property of the Local League to another chartered Little League program in good standing with Little League Baseball, Incorporated or may direct the funds to Little League Baseball, Incorporated.
ARTICLE X - AMENDMENTS
This Constitution may only be amended, repealed, or altered in whole or in part by a majority vote of sixty-six (66) percent of the Members at a duly organized meeting, provided notice of the proposed change is included in the notice of such meeting. A draft of all proposed amendments shall be submitted to Little League Baseball, Incorporated for approval before a vote of the Membership is held.
This Constitution was approved by the Local League Membership on (date) __________________________________________________________________________________________ President’s Name (Printed) __________________________________________________________________________________________ President’s Signature Little League ID No. Federal ID No. (if available) State ID No. (if available) Little League Baseball, Incorporated does not limit participation in its activities on the basis of disability, race, creed, color, national origin, gender, sexual preference or religious preference.