ARTICLE 1: NAME
The name of this organization, located in Avon, New York shall be Avon Youth Baseball.
ARTICLE 2: PURPOSE
The purpose of this organization shall be to maintain and run a youth baseball program in the Town of Avon.
ARTICLE 3: LEADERSHIP
The leadership of this organization shall consist of the officers of the league, who shall be known as the Board of Directors. The Board of Directors will include the following positions: President, Vice President, Treasurer, Registrar, Equipment Coordinator, Fields and Grounds Coordinator, Umpire Coordinator, Communications Coordinator, Major League Coordinator, Minor League Coordinator, Coach Pitch Coordinator, Little T’s Coordinator, Uniform Coordinator, Concessions Coordinator, and Volunteer Coordinator.
ARTICLE 4: ELECTION AND TERM OF OFFICE
An annual meeting of the Avon Youth Baseball Board of Directors must be held as soon as possible following the end of the season to close out business for that year. A meeting for the purpose of electing Board members must be held prior to December 1st of the upcoming season. A member of the Board may nominate a candidate to run against any current member of the Board or to fill a vacant position. Each member of the past year’s Board will be able to cast one ballot per Board position. A simple majority is needed by the current Board members. All Board members will hold their positions for a one-year term provided that they meet all requirements of the Board and the by-laws. A person found unworthy of a Board position, may be expelled by recommendation of more than fifty percent (50%) of the Board of Directors (which recommendation is not made until after the member has been given the opportunity of being heard), and on approval of the recommendation by at least two-thirds (2/3) of the members attending a regular meeting. Voting to expel a member or elect an individual to membership shall be held by secret ballot. League President does not vote unless there is a tie and their vote is needed to break the tie. All new members shall be given a copy of the league by-laws and playing rules. All board members are responsible for participating in one scheduled Field Day Clean up, Opening Day, Closing Day and one Mid-Season Tournament day. In addition, Board Members are responsible for signing up for a minimum of 3 opening or closing concession stand shifts. Board responsibilities on those days including set up, clean up, and any general responsibilities necessary to make those events successful, not including coaching duties.
ARTICLE 5: DUTIES OF THE BOARD
The President shall:
1. Preside at all league meetings and assume full responsibility for the operation of the league.
2. Obtain Park Lease Permit from the Village of Avon and maintain a record of that permit through the season.
3. Reserve Room at Village Hall prior to every board meeting.
4. Appoint all committees and supervise the activities of the league.
5. See that the league adheres to the rules, regulations and policies.
6. Be responsible for league protests and disputes after all appropriate protocol has been followed (See ARTICLE 10 and ARTICLE 11).
7. Vote on motions and in elections only in the event of a tie.
The Vice President shall:
1. Be ready to assume temporarily the office and duties of the President in the case of absence or incapacity of that officer. He/she must also be prepared, in the event of the resignation or permanent incapacity of the President, to assume the office of the President. When the Vice President is acting as President, he/she has all the powers, duties, privileges and responsibilities of that office.
2. Take the President’s position if it is necessary for the President to leave the chair.
3. Serve on all sub-committees.
4. Be assigned to special areas of responsibility as needed.
5. Coordinate all coaching assignments and present candidates to the Board for a vote. (Note: for Major and Minor leagues – 1 manager, 2 assistant coaches.)
6.. Obtain three quotes for photography and arrange picture nights.
Distribute Photos to team coaches and Sponsor Plaques to sponsors.
7. Coordinate key distribution and collection.
The Treasurer shall:
1. Receive and deposit all funds paid to the organization in an approved depository and shall distribute these funds on order of the Board of Directors.
2. Serve as insurance coordinator for the organization including responsibility for obtaining proper accident and liability insurance coverage for the protection of the league, its players and its volunteers; completing insurance applications; maintaining records of injuries and incidents; and is responsible for filing claims with insurance companies.
3. Sign all checks as required and be one of the two authorized signers on the league account. (Note: authorized signers cannot be of the same family.)
4. Maintain accounts and books that shall be at all times open to the inspection of the Board of Directors and any authorized auditors.
5.. Give a brief report or summary of the organization’s financial transactions at each regular meeting, give a complete report at the annual meeting of the organization and at such other times as the Board of Directors may require.
6.. Be responsible for tracking of sponsor payment, and communicating this information to the Communications Coordinator.
7. Maintain cash box and make bank deposits for the concession stand.
8. Track and distribute volunteer fee refunds to families who have met volunteer requirements.
The Registrar shall:
1. Keep a record of all meetings of the organization and/or the Board of Directors and email minutes out to board members within a week of the meeting.
2. Be responsible for taking meeting minutes and sending out notices of regular and special meetings.
3. Maintain an official listing of the organization’s leadership.
4. Notify all officers of upcoming elections and the names of newly elected members.
5. Do such other duties that are customarily performed by that office.
6. Serve as registration coordinator for the organization including responsibility for conducting league registration; supervising and coordinating the transfer of players; keeping up-to-date records of team rosters; and checking player eligibility.
7. Will email completed rosters within 48 hours after the close of registration and 48 hours after the close of the team draft so all board members have a list of teams and coaches.
8. Be responsible for taking care of all registration correspondence including late registrations.
9. Maintain and update registration packet.
Responsible for order and pick up of end of season trophy’s/medals and end of season tournament trophies.
The Equipment Coordinator shall:
1. By October will complete on line application to continue Dicks Sporting Goods sponsorship gift card program.
2. Be responsible for the ordering of, maintenance, disbursement, and collection of all equipment (including first aid kits and ice packs) of the organization and communicating with the coaches to do so.
3. Provide a report at the end-of-the-season meeting on any misuse, loss, or other lack of care of any equipment entrusted to the manager or coaches of any team.
4. Be responsible for securing all equipment in one secure facility after it is returned at the end of the season.
The Fields and Grounds Coordinator shall:
1. Be responsible for the operation and maintenance of fields used by the organization that are under permit by the Village of Avon under the guidance of the Board of Directors.
2. Coordinate volunteers for preseason field maintenance days.
3. Monitor needs for general field maintenance over the course of the season and ensure all fields remain in good condition. Delegate any responsibilities among board members as necessary.
4. Schedule porta potty delivery and pick up for back fields prior to start of season.
5. Schedule order of any materials needed for field maintenance ie. Drying agent, clay etc.
The Umpire Coordinator shall:
1. Recruit volunteer umpires and assign umpires to all Major and Minor league games.
2. Coordinate and supervise the league umpires.
3. Coordinate umpire clinic to review rules and field positions.
4. Be responsible for notifying umpires of cancellations.
5. Be responsible for informing umpires of proper safety equipment and conduct.
6. Be sure all umpires know proper local league field protest procedures.
7. Be knowledgeable of the rules and have the ability to apply them on the field.
The Communications Coordinator shall:
1. Be responsible for maintaining the organization’s on-line informational resources, on-line rosters, on-line schedules and on-line registration, and other data systems utilized and developed by the Board of Directors.
2. Schedule registration add to run in local Pennysaver prior to start of the season.
3. Be responsible for maintaining sponsor signs and banners by reaching out to past sponsors and future sponsor prospects. Communicate closely with treasure regarding any anticipated payments.
4. Serve as communications and public relations coordinator for the organization and assume all responsibilities related, including creation of marketing materials and flyers.
The Division Coordinators (Major League, Minor League, Coach Pitch, Little T’s) shall:
1. Coordinate and organize yearly coaching clinic
2. Be responsible for the operation of their respective divisions, under the guidance of the Board of Directors.
3. Be responsible for conducting their respective divisions team draft.
4. Conduct team meetings with division team coaches prior to the season and throughout the season as needed.
5. Be responsible for their respective divisions protests and disputes according to league protocol (See ARTICLE 10 and ARTICLE 11).
6. Oversee the all-star selection process according to league protocol.
7. Be responsible for organizing, planning and following through on the assigned events and responsibilities as outlined below. All Coordinators can seek volunteers to assist, as necessary, in fulfilling their responsibilities.
a) Little T’s Coordinator: Opening Day Parade and Ceremony (see checklist for responsibilities).
b) Coach Pitch Coordinator: Pitch, Hit and Run Competition, and Closing Ceremony (see checklist for responsibilities).
c) Minor League Coordinator: Travel League communication, scheduling, coordination for both the Minor and Major league levels (see checklist for responsibilities) and Mid-Season Tournament coordination.
d) Major League Coordinator: All-Star Tournament for Minor and Major league levels, including registrations, awards, league communication, scheduling, and facilitating of tournament on our fields or elsewhere (see checklist for responsibilities). (Note: if additional tournaments are scheduled a subcommittee will be formed to coordinate these tournaments.)
The Uniform Coordinator shall:
1. Obtain three quotes for uniforms and apparel with comparable quality specifications to be presented to the Board for a vote.
2. Obtain team numbers from league Registrar for players and coaches to prepare order.
3. Coordinate and place order with vendor for uniforms and apparel.
4. Receive, check, sort and distribute uniforms to division coaches.
5. Order shirts for Mid-Season tournament winners for Majors and Minors level
6. Order All Star Uniforms with last names on back and players number preference.
The Concessions Coordinator shall:
1. Coordinate schedule for board members to clean/open the concession stand prior to the start of the season.
2. Maintain list of opening/closing duties and schedule in the concession stand.
3. Coordinate and ensure completion of Local Health Department inspection of concession stand prior to the start of the season.
4. Purchase and maintain inventory for the concession stand.
5. Provide receipts to Treasurer for reimbursement.
6. Coordinate with board members to clean/close the concession stand at the end of the season.
7. Work with the Treasurer to set prices for the products before the start of the season.
8. Work closely with Volunteer Coordinator.
9. Maintain all signage on stand to reflect current pricing.
The Volunteer Coordinator shall:
1. Coordinate all initial volunteers at registration for the positions of concession, field maintenance, and distribute copies to appropriate Board members.
2. Create and distribute concession stand volunteer schedule to volunteers via use of SignUp Genius website, post schedule in concession stand, and distribute copies to Treasurer, Concessions Coordinator and Communications Coordinator to post on the website.
3. Notify concession stand volunteers of any cancellations.
4. Verify that the volunteer responsibilities are clearly posted in the concession stand and updated when necessary.
5. Work closely with Concessions Coordinator.
6. Track completion of volunteer responsibilities and provide to Treasurer for refund payment.
ARTICLE 6: COACHING RESPONSIBILTIES
Volunteer Coaches shall:
1. Communicate and coordinate with assistant coaches within one week of receiving coaching assignments.
2. Attend team draft or send one representative from coaching staff to choose team in a manner that makes each team evenly distributed in skill level.
3. Contact each player within one week of draft to let them know their team assignment, when the practice season will start, and who their coaches will be with their contact information.
4. Start practices no less than three weeks before the season starts (weather permitting).
5. Communicate with players and parents as to the team’s rules and expectations.
6. Complete a volunteer application and agree to have a background check performed.
7. Follow protocol for their respective division.
8. Attend mandatory coaching clinic prior to season.
9. Assume responsibility for field maintenance ie. Raking, lining, and trash pick up and community any needs over and above basic needs to Fields and Grounds Coordinator or Division Coordinator.
Method of Dismissal:
Dismissal can occur at anytime during the season or at season’s end. The recommendation for dismissal will be brought to the Board by any Board member. A person found unworthy of a coaching position, may be dismissed by recommendation of more than fifty percent (50%) of the Board of Directors (which recommendation is not made until after the coach has been given the opportunity of being heard), and on approval of the recommendation by at least two-thirds (2/3) of the members attending a regular meeting. Voting to dismiss a coach shall be held by secret ballot. League President does not vote unless there is a tie and their vote is needed to break the tie. Based on the severity of the offense, the Board reserves the right to impose warnings, suspensions and the dismissal of coaches as issues are brought forward.
ARTICLE 7: VOLUNTEERS
Volunteering includes, but is not limited to, coaching, concession stand, field maintenance, . Volunteers must complete a volunteer application and agree to have a background check performed. After volunteer responsibilities have been fulfilled the volunteer fee will be refunded at the end of the season. Volunteer refund will be granted following fulfillment of coaching responsibilities; 6 hours of pre-season field clean-up or 3 session of concession stand duties. Refund of $75 will be prorated at $25/session for concession stand shifts or for every 2 hours of field maintenance.
ARTICLE 8: STANDING RULES COMMITTEE
A Standing Rules Committee will be in place to review playing rules annually. The Standing Rules Committee shall be an appointed subcommittee by the Board of Directors. Any proposed playing rule changes will be presented to and voted on by the Board of Directors at a regular meeting and will require a majority vote of the Board of Directors present. This is per individual levels and the Major and Minor leagues will coordinate rule approvals with the Travel League.
ARTICLE 9: HOUSE RULES
1. The Avon Youth Baseball League shall establish and approve a list of House Rules.
2. Any amendment, alteration, change to, or revision of any or all House Rules shall be in accordance with the same provisions regarding changes to the by-laws, as set forth in Article 15 hereof.
3. The House Rules shall supersede any Little League Rules, in all cases.
4. The House Rules are attached hereto and incorporated herein by reference.
ARTICLE 10: GAME PROTEST PROTOCOL
Any game protest pertaining to the game is to be resolved immediately by the umpire and the umpire’s decision is final.
ARTICLE 11: LEAGUE PROTEST PROTOCOL
If a parent or participant has a complaint, they are to refer the complaint to any coach of their team and then it will be referred to the head coach. If the issue cannot be resolved at this level it should be referred to the Division Coordinator (Little T’s, Coach Pitch, Minor League, Major League). If the issue cannot be resolved at this level it should be referred to the league Vice President and if they are not able to resolve the issue they will present it to the Board of Directors for resolution. If there is a health or safety concern with a player in regards to the coach, refer concern immediately to the league Vice President.
ARTICLE 12: BOARD OF DIRECTORS
The Board of Directors shall be responsible for all property of the organization and will supervise and direct its active operation. The Board of Directors shall make such rules for the operation and welfare of the organization as may seem to them expedient, provided that all such rules are in accord with these by-laws and any amendments thereto. A meeting of the Board of Directors may be called at any time by the President, the Vice President, or by a majority of the Board of Directors. The presence of more than fifty percent (50%) of the Board of Directors shall constitute a quorum to transact business. No vote shall be taken until 15 minutes after the announced meeting time. All members of the Board must be notified of a meeting by the Registrar or his/her designee at least 48 hours prior to the intended time of the meeting. Notice may be written, telephonic or by e-mail. In the event of an emergency, with less than 48 hours notice given, a quorum representing more than fifty percent (50%) of the Board of Directors shall be required.
ARTICLE 13: MEETINGS OF THE ORGANIZATION
Regular meetings of the organization shall be held monthly from November until July, or as otherwise established by the Board of Directors. There shall be an annual meeting of the organization held in November. All officers and members shall be notified, in writing, by telephone or by e-mail, at least ten days in advance, of the date, time and place of the meeting. There will be no voting by proxy. The presence of more than fifty percent (50%) of the members will constitute a quorum. Each Board position gets one vote and if a Board position is shared only one vote can be cast for this shared position.
ARTICLE 14: PARLIAMENTARY AUTHORITY
In the absence of any by-law or policy to the contrary, all meetings of the Avon Youth Baseball
League will be conducted in accordance with the latest edition of Robert’s Rules of Order.
ARTICLE 15: AMENDMENTS
A subcommittee, which should be different members of the Board each year, will be formed annually to review these by-laws. Any amendment of these by-laws may be presented at any regular meeting and then voted upon at the next regularly scheduled meeting. At least a two-thirds (2/3) vote of the Board members present is needed to amend the by-laws.
ARTICLE 16: FISCAL YEAR
The fiscal year of the organization shall follow the calendar year.
ARTICLE 17: NON-DISCRIMINATORY PRACTICES
These by-laws were adopted at the Meeting for Organization on September 3, 2009.
Edited 2023