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BYLAWS FOR THE FAIRLESS YOUTH BASEBALL SOFTBALL ASSOCIATION ARTICLE I - NAME This organization, incorporated in the State of Ohio, shall be formally known as the Fairless Youth Baseball Softball Association. Hereafter, in these Bylaws, it will also be known as (“FYBSA”) or (“Association”). ARTICLE II – PURPOSE SECTION 1 To provide a recreational opportunity for the youth of the Fairless Local School District to learn the fundamentals of baseball and softball based on the principles of FIRST: Friendship, Interaction, Respect, Sportsmanship, and Teamwork. SECTION 2 In accordance with Section 501(c)(3) of the Federal Internal Revenue Code, FYBSA shall operate exclusively as a non-profit organization providing a supervised program of recreational, developmental and competitive baseball and softball. No part of the net earnings FYBSA shall inure to the benefit of any private shareholder or individual. ARTICLE III - ASSOCIATION STRUCTURE AND PARTICIPANTS SECTION 1 Structure The FYBSA shall consist of a Recreational League for baseball and softball. The Recreational League shall be governed directly by the FYBSA Board of Trustees and will provide recreational level baseball and softball for youth from the ages of 5 through 18. The 5 and 6 year old tee ball league will be a noncompetitive league. Scores, wins and losses will not be kept. Coaches are responsible for addressing parents and players to assure that the league remains noncompetitive. Disciplinary action may be taken against any manager or coach who is unable to control the behavior of the players or parents. All other age groups will play under the rules and regulations associated to their specific league in which they play. In the event of a rules discrepancy, the rules and regulations of the league of which the player is participating in will prevail. Example: ASA, Hot Stove, etc. will be the governing rules and regulations.
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SECTION 2 Participants In order for the Association to be truly successful in its mission, a dedicated group of volunteers is essential. These volunteers include: the Board of Trustees, Commissioners, Managers, Coaches, Players, Sponsors, Vendors, and Parents. The Board of Trustees is empowered to protect the integrity of the Association using actions including: disciplinary letters, suspensions, and discharge if, in the opinion of the Board, the best interest of the FYBSA is not being served. A. Trustees - As defined in below. B. League Commissioner a. Responsible for the overall management of the respective league. 1. Fairless Tee Ball 2. Fairless 7/8 Boys Coach Pitch 3. Perry Closed League 4. Stark County ASA 5. Stark County Hot Stove b. Participates on the Managers and Coaches Committee, Bylaws/Rules Committee, Registration Committee, and the Draft/Player Agent Committee when required. C. Team Manager a. Is directly responsible for the welfare of his or her team including the instruction of baseball or softball fundamentals, sportsmanship, and proper conduct. b. Effectively communicates the purpose of FYBSA to all team parents and players including acceptable conduct. The Manager is required to work with game Umpires to ensure control of all games. c. Must attend all scheduled Manager Meetings and training sessions as directed by the League Commissioner, Coach / Player Development Committee, or the Board of Trustees. d. Required to actively participate on one or more of the Association's standing committees. e. Responsible for any FYBSA issued equipment. D. Assistant Team manager or Assistant Coach a. Assists the Team Manager during practices and games. b. Assumes the major responsibilities (see Article III, Section 2.C) of the Team Manager in case of absence. E. Parent or Guardian a. Is responsible for getting the Players to practices and games on time. b. Must exhibit sportsmanship and conduct themselves in an appropriate manner while attending FYBSA events. c. Encouraged to participate in FYBSA committee’s.
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F. Players a. Are responsible for being attentive to Managers and Coaches during practice and games, punctual for all scheduled events, abide by all league and team rules and exhibit appropriate behavior at all times. b. Must reside within the established physical boundaries of the Fairless Local School District or attend a recognized Fairless Local School. 1. Players outside these requirements are encouraged to sign-up, noting their deviation to the residency requirements on the registration form. 2. Deviations will be reviewed by the Draft / Player Agent committee. 3. The Draft / Player Agent Committee will make a recommendation to the Board of Trustees. Deviations will be voted on at the conclusion of signups and prior to a draft if required, by the Board of Trustees. 4. After the player has been assigned or drafted to a team, there are no fee reimbursements. c. Players may play up one year above their age group, as determined by the Age Determination Date of each respective league, per the following guideline: 1. Complete registration, including paid league fees, and written notice to the Board of Trustees by the player’s parent. 2. The Board of Trustees will review the request as follows: a. Review the number of player’s in each affected age group. b. Review the request with player’s existing manager as well as new manager. c. Review the request, and receive approval, with the player’s corresponding league. 3. The Board of Trustees will vote on the player’s request. 4. There are no fee reimbursements after the request is voted on. d. The Registration and Draft/Player Agent Committee’s may approve players who are nine (9) and younger to play down one league upon written request by a parent of the player. Once approved, it may not be reversed for that season. Approval must be granted by the corresponding league of which the player is participating in.
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SECTION 3 Manager and Player/Team Assignments, and Drafting Procedures Managers and players will be assigned to teams based on the following criteria. The intent of FYBSA is to provide ALL participants the opportunity to have a good experience in recreational baseball and softball. A. Managers: The criteria for Team Manager are as follows: a. Managers returning from the previous year have the opportunity to remain as the manager for their respective age group, thus following their respective age group thru the FYBSA program. All returning managers must notify the Vice President of their intent to manage prior to the November Board Meeting. 1. In the event of having more returning managers from the previous year than available teams, the Board of Trustees will act as follows: 2. Fill team vacancies to retain managers. 3. Discuss the manager candidates with the Board of Trustees at the earliest available Board Meeting after sign-ups. A vote will be taken to determine the successful managers, per the following guideline: a. ALL team rosters will have the following: i. One (1) Team Manager ii. One (1) Team Assistant Manager b. If the Team Manager steps down from their position, the Assistant Team Manager will have the first opportunity to move into the Team Manager’s position for that age group. c. If the Team Manager position is still vacant, the following guideline will determine the Team Manager. All Team Manager Candidates shall submit their request to manage a team by November of the preceding year, as team manager positions will be voted on and filled during the December Board Meeting. i. Seniority Point System: ONLY within the FYBSA system and points accumulate ONLY with consecutive years of service. 1. One (1) point for Team Manager. 2. One (1) point for Executive Board Member. 3. One-half (1/2) point for Assistant Manager/Coach. 4. One-half (1/2) point for returning after an approved absence. ii. Vacant team manager positions will be filled by a vote of the Board of Trustees. The candidate’s seniority will be a consideration to their application, but does not guarantee the applicant the position. 4. In the event of a tie, the Executive Board will vote accordingly. 5. FYBSA has the right to remove ANY Manager or Coach who does not represent FYBSA appropriately. In all cases, the manager’s previous history with FYBSA and/or associated leagues of FYBSA, will be considered as part of their permanent record.
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B. Player / Team Assignments: a. T-Ball ages 5-6: Teams will be formed by the V.P. of Scheduling/Player Agent and Committee. Teams will be formed with the intent to provide all teams with an equal amount of players by age group as well as gender. The primary focus of forming T-Ball teams is to allow the players to practice and play in their “hometown”. Team rosters will be held to 8 - 10 players (when feasible) to ensure all players receive the attention needed at this age group. Team field location will be as assigned by FYBSA. b. 7/8 Girls Coach Pitch; 7/8 Boys Coach Pitch; Girls 9/10 ASA; Boys 9/10 Hot Stove; Teams will be formed by the V.P. of Scheduling/Player Agent and Committee with the primary focus of players practicing and playing in their “hometown”. In the event of having more than one (1) team in a “hometown”, the managers will draft their team according to FYBSA draft procedures. In the event of a team not having enough players to fill a roster, the V.P. of Scheduling/Player Agent and Committee will review the player’s sign-up registration, whereas players indicating “no preference” in their teams “hometown” location will be called upon first to fill rosters. Team rosters will be equal in terms of numbers when feasible and will be limited to the number of players as designated by the league in which they play in. Team field location will be as assigned by FYBSA. c. Girls 11 thru 14 ASA; Boys 11 thru 14 Hot Stove: Teams will be drafted by the team managers each year according to the FYBSA draft procedure. Team rosters will be limited to the number of players as designated by the league in which they play in. Team field location will be as assigned by FYBSA. C. Drafting Procedure: In the event of forming a team via the draft is necessary, the following guidelines will be used to execute the draft procedure. The draft procedure will take place one week after the conclusion of the regularly scheduled sign-ups. The Draft / Player agent Committee will conduct the draft and will contact all managers accordingly. a. Each team manager will be allowed to freeze 6 players from their previous year’s roster of players. The Team Manager’s child or children are automatically considered towards the freeze limit, as well as any assistant manager or coach’s child or children from the same team. In the event there are not 6 players returning from their previous year’s roster, the manager will fill their 6 players from the available player pool. If more than one team is affected by the same situation, the Draft / Player Agent Committee will govern the freeze procedure. b. Only those players that have officially registered to play, including paid league fees to the FYBSA league or authorized financial aide, will be considered eligible for the draft, including eligible to be “froze” onto a team. All players who sign up after the draft will be assigned to a team by the Draft / Player Agent Committee. c. At the conclusion of the draft, team managers may elect to exchange players amongst their teams. Exchanging players is restricted to an equal number of players. Exchange must be done PRIOR to contacting player’s / parent’s. d. There are no fee reimbursements after the draft.
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ARTICLE IV - REGISTRATION SECTION 1 Each player candidate shall submit to the FYBSA Secretary a Registration Form which shall include the player’s name, address, date of birth, parent/guardian name and school. The Form must include a Medical Release Section, Code of Conduct Statement, and an Indemnification Section all of which must be signed by the player’s parent or guardian. ALL players must submit a copy of a birth certificate. Proof of residency must be provided upon request from the Board. Examples of proof of residency include one or more of the following types of documents: a. Driver’s License b. Voter’s Registration c. School Records d. Welfare/Child care records e. Federal Records f. State Records g. Local (municipal) Records h. Support Payment Records i. Homeowner or Tenant Records j. Utility bills (i.e. gas, electric, water/sewer, phone, mobile phone, heating, waste disposal) k. Financial (loan, credit, investments, etc.) Records l. Insurance Documents m. Medical Records n. Military Records o. Internet, Cable or Satellite Records p. Vehicle Records At the conclusion of the playing season, all coaches must turn in the player’s birth certificate. These certificate’s will be stored in the league office. SECTION 2 Registration procedures, fees and deadlines will be established by the Board each year. SECTION 3 Age Determination Date Players will be placed in the respective leagues based on the following age criteria. Please see Age Determination Bracket at www.fybsa.org Boys: a. T -Ball: 5 years old before June1st of the playing season b. T -Ball: 6 years old before June 1st of the playing season c. Boys Coach Pitch: 7 years old before June 1st of the playing season d. Boys Coach Pitch: 8 years old before June 1st of the playing season e. Boys "H" League: 9 & 10 years old before June 1st of the playing season f. Boys "G" League: 11 & 12 years old before June 1st of the playing season g. Boys “F” League: 13 & 14 years old before June 1st of the playing season Girls: a. T -Ball: 5 years old by December 31st prior to the playing season b. T -Ball: 6 years old by December 31st prior to the playing season c. Girls Coach Pitch: 7 years old by December 31st prior to the playing season d. Girls Coach Pitch: 8 years old by December 31st prior to the playing season e. Girls 9 & 10 by December 31st prior to the playing season f. Girls 11 & 12 by December 31st prior to the playing season e. Girls 13 &14 by December 31st prior to the playing season
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ARTICLE V – BOARD OF TRUSTEES SECTION 1 Duties - The Board of Trustees is responsible for the effective management of Association affairs. SECTION 2 Number of Members - The Board of Trustees shall consist of all voting members of the association, including the nine (9) members of the Executive Board. Voting Members: A voting member is recognized by FYBSA as one of the following: 1. Team Manager a. Each official FYBSA team is recognized for one voting member. In the event of the team manager’s absence, the assistant manager may vote. 2. Committee Member a. A committee member must be voted onto a recognized committee of the FYBSA. 3. Executive Board a. Nine member board as described below. 4. ALL VOTING MEMBERS MUST BE ACTIVELY PARTICIPATING IN FYBSA IN ORDER TO VOTE. The following is the guideline for measuring active participation: a. Must attend/participate in 75% of all scheduled FYBSA Board Meetings and Committee meetings/activities. i. The Secretary will keep record of all attendance and will be called upon to clarify membership voting authorization. b. Any trustee missing 4 meetings in a year period without just cause will terminate their membership by a vote of the Board of Trustees. i. Members may be excused from attending meetings provided he/she contacts an Executive Committee Member PRIOR to the scheduled meeting. SECTION 3 Officers of the Board of Trustees - The officers, also known as the Executive Committee, shall consist of the President, Vice-President, Secretary, and Treasurer. The Board of Trustees shall also have an Executive Board. This board will consist of the Executive Committee, and will include the following Vice President appointments: a. V.P. of Baseball Equipment b. V.P. of Softball Equipment c. V.P. of Fields d. V.P. of Sponsorship / Fundraising e. V.P. of Scheduling / Player Agent
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SECTION 4 Duties of the Officers A. President a. Has the overall responsibility for the efficient management of the Association. b. Sets the agenda and directs the orderly activity of Board meetings. c. Chairs the Bylaws/Rules committee. d. Is given authority to sign (in the name of FYBSA) all contracts or instruments required for Association operation. e. Is given authority to sign (in the name of FYBSA) all checks and other methods of payment. f. Is responsible for the efficient discharge of all actions of the Board. g. Is responsible to report any information to the Board of Trustees that is related to the successful operation of the Association. h. Acts as an oversight official for all committees of FYBSA. B. Vice President a. Manages the affairs of FYBSA in the absence of the President. b. Assists the President in the management of FYBSA. c. Acts as an oversight official for all committees d. Chairs the Managers and Coaches Committee, and the League Commissioners Committee. e. Is given authority to sign (in the name of FYBSA) checks and other methods of payment. C. Secretary a. Manages the affairs of FYBSA in the absence of the President and Vice-President. b. Maintains all official records of the Association including registration information, meeting minutes, contracts, formal proposals, and other Association documents. c. Chairs the Registration Committee. d. Is given authority to sign (in the name of FYBSA) checks and other methods of payment. D. Treasurer a. Manages all Association receipts, disbursements, checking accounts, and other funds of FYBSA. b. Responsible for disbursing funds as directed by the Board of Trustees. Signs checks for FYBSA expenditures. c. Maintains the official books for the Association. The position reports monthly and yearto date financial activity to the Board at each meeting for recording by the Secretary. d. Chairs the Finance Committee.
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E. The Executive Committee The Executive Committee will be made up of the elected Executive Board. Two (2) years of active service as a Trustee is required to be eligible for any Executive Committee office. Authority of the Executive Committee includes: a. The ability to independently make financial decisions up to a dollar value of $250.00 per transaction. (A record of all transactions must be reported by the Treasurer in the monthly statement.) b. The authority to suspend (upon recommendation from the Umpire or Manager and Coach Committee) any member of FYBSA (Umpire, Manager, Coach, Player) for conduct, which is detrimental to the League. Suspension authority is for one (1) game pending arrangement of a special Board meeting to investigate the circumstances for the action. c. The ability to meet in independent meetings to discuss matters of the Association. Minutes of the meeting must be recorded and provided to the Secretary for inclusion in the next monthly Board Meeting minutes. F. The Executive Board The Executive Board will be placed up for re-election on an annual basis, based on the respective term of each office. The term of each office is as defined below, beginning on October 1st. Elections shall be held during the September board meeting of each year. Two (2) years of service as a Trustee is required to be eligible for any Executive Board office. Term of Office: President: 3 year term, beginning October 2006 Vice President: 1 year term, beginning October 2006 Secretary: 3 Year Term, beginning October 2006 Treasurer: 2 Year Term, beginning October 2006 V.P. of Baseball Equipment: 1 year term, beginning October 2006 V.P. of Softball Equipment: 1 year term, beginning October 2006 V.P. of Fields: 2 year term, beginning October 2006 V.P. of Sponsorship / Fundraising: 3 year term, beginning October 2006 V.P. of Scheduling / Player Agent: 2 year term, beginning October 2006 Voting for the next year’s Executive Board Members shall be as follows: a. Anyone interested in becoming an Executive Board Member shall contact any current Board Member and ask to have their name added to an election ballot prior to the September board meeting. b. Incumbent Board Members will be automatically added to the election ballot. Incumbent Members may choose to be removed from consideration at any time prior to the vote at the September meeting. c. All Trustees will vote, including incumbent Board Members. All voting members must be eligible to vote as described above in Section 2. Authority of the Executive Board is to chair all respective FYBSA committee’s.
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ARTICLE VI – MEETINGS In order to efficiently conduct the business of the Association, the Board of Trustees has Established the following guidelines for FYBSA meetings: SECTION 1 Board Meetings Board meetings are to be held on a monthly basis to ensure the well being of FYBSA. Regularly scheduled meetings will be held the third Sunday of each month. The website at www.fybsa.org will post details to the meeting place, time, and agenda. Anyone wishing to discuss an issue can do so at the scheduled board meeting. Discussion outside the agenda will be restricted to 15 minutes in duration. After that time has elapsed, the issue can be voted on, referred to the appropriate committee for additional work, or tabled. The Board reserves the right to remove any individual from the meeting if deemed necessary to conduct the business of the Association based on a simple majority vote. SECTION 2 Special Meetings The Board President may call for a special meeting to act on urgent business. All active trustee members are to receive notification at least one day in advance of such meetings. SECTION 3 Committee Meeting Members of standing committees may conduct independent meetings to act on duties assigned by the Board. Membership in committees may consist of trustee members and other non-elected parties who maintain an interest in the committee business. SECTION 4 Reporting Important business of all meetings will be recorded in writing. Minutes of Executive Committee meetings, special meetings and committee meetings will be presented to the full Board at the next regularly scheduled Board meeting. Minutes shall include the date, time and location of meeting, attendance, and a record of decisions or proposals developed. SECTION 5 Voting Each Trustee member shall have one vote. The President shall vote only in the event of a tie. A member must be present to vote at regularly scheduled Board meetings. Executive Board members may vote on issues presented at Special Meetings by written proxy sent to the Secretary, provided a resolution for consideration at the Special Meeting has been published and reviewed by the Executive Board member prior to such Special Meeting. A quorum shall consist of Five (5) active (voting privileges) Board of Trustees, with at least one Executive Committee member present. The Secretary shall record by name the vote of each trustee member for inclusion in the Meeting Minutes.
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ARTICLE VII – STANDING COMMITTEES In order to efficiently conduct the business of the Association, the Board of Trustees has empowered the following set of standing committees: SECTION 1 Rules/Bylaws Committee a. Conducts at least an annual review of existing bylaws and makes proposals for revision as necessary. b. Conducts at least an annual review of existing rules for each league and makes proposals for revision as necessary. c. This Committee is the recognized body for all rule interpretation and enforcement. d. Members: All Members of the Executive Committee and any and all League Commissioners who are affected by an approved proposal. The Association President shall be the chairperson. SECTION 2 Finance Committee a. Prepares the annual budget for the FYBSA and makes formal presentation to the Board for approval at the December Board Meeting. b. Approves all fiscal purchases for budgeted items over one thousand dollars. c. Works with other standing committees whose proposals include unbudgeted expenditures, specifically those greater than $250.00. d. Submits a monthly and year-to-date financial statement to the monthly board meetings. The statement shall be included in the meeting minutes by the Secretary. e. Conducts an annual review of the insurance needs of the FYBSA and proposes modification of coverage. f. As directed by the Board, opens accounts and monitors the balance for long range planning projects. g. Members: The Association Treasurer shall be chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. h. Conducts an annual audit of the treasury and accounting functions of the FYBSA. This audit would be conducted by an adopted sub-committee for audits. i. Prepares and presents in accordance with strategic direction of the FYBSA a three (3) year capital budget. j. Conducts an annual cost study to help set registration fees for each league and tournament play. k. Develops and approves the methodologies for the financial booking and record keeping. l. Annually reviews and executes tax reporting necessary for the FYBSA and makes recommendation’s on filing requirements. m. Elects a business manager to report to the Finance Committee and/or Fundraising Committee and is responsible for but not limited to the development and management of increases in revenue for the FYBSA. This position reports monthly to the Board the progress of any initiatives.
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SECTION 3 Umpire Committee a. Coordinates the Umpires' work schedules for all leagues and FYBSA sponsored tournaments. b. Coordinates the disbursement of funds for payment to Umpires. Conducts annual review of Umpire pay scales and recommends changes to the Board when necessary. c. Acts as liaison to the Umpires regarding dispute resolution. d. Identifies the training and certification requirements of the Umpires and schedules compliance. e. Responsible for recruitment to fill work schedules. f. Conducts an annual assessment of equipment needs for Umpires and monitors condition during the playing season. g. The umpire committee members are given the authority to throw out a manager or parent only after a letter of complaint was received by the Executive Board, as well as the league Commissioner and a game was watched. h. Members: Secretary as committee chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. It is preferred that at least one (1) member be an active umpire. SECTION 4 Registration Committee a. Develops registration forms and distributes as necessary to identify interested players. b. Receives registrations and organizes working databases. c. Conducts walk-up registration. d. FYBSA Secretary as committee chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. SECTION 5 Draft / Player Agent Committee a. Conducts player evaluations for those leagues/teams that use that method for team placement. b. Conducts league drafts, evaluates draft rules and recommends changes to the Bylaws/Rules Committee, and resolves any disputes. c. Members: V.P. of Scheduling / Player Agent as committee chairperson, along with the respective League Commissioners, with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership.
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SECTION 6 Field Maintenance Committee a. Conducts an annual evaluation of field conditions and submits proposals for improvements including estimates of cost. b. Organizes work groups during the year to prepare fields for league play and tournaments. ALL teams must participate in work groups and field days. c. Members: V.P. of Fields as chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. SECTION 7 Coach/Player Development Committee a. Conduct age appropriate training seminars for managers. b. Conduct age appropriate training seminars for players. c. Provide drills to managers and players, via multiple communication methods. d. Define age appropriate goals relative to skills, both mental and physical. e. Members: Vice President as chairperson and including at least one (1) staff member each from the Fairless High School baseball and softball coaching staffs. The total number of committee members (Board or non-Board members) shall be at least twenty percent (20%) of the total Board of Trustee Membership. SECTION 8 Uniform/Picture/Trophy Committee a. Coordinates annual team picture day activities. b. Provides trophies for league and tournament play. c. Organizes the purchase and issuance of uniforms. d. Members: Treasurer as chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. SECTION 9 Tournament Committee a. Coordinates all the activities related to FYBSA league tournaments as well as FYBSA sponsored invitational tournaments. b. Submits a report of tournament related expenses and income soon after the completion of the tournament season. c. Members: President as chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership.
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SECTION 10 Equipment Committee a. Organizes the purchase and issuance of equipment. b. Issues equipment and conducts final inventory at the end of league play. c. Members: V.P. of Baseball Equipment & V.P. of Softball Equipment as co-chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. SECTION 11 Managers and Coaches Committee a. Provides annual recommendation to the Board for Team Managers based on identified candidates. Candidates recommended by the Manager and Coaches Committee will be voted on by the Board via secret ballot b. Coordinates training and certification programs. c. Conducts investigation of any disputes and provides recommendation for disciplinary action. Provides the recommendation to the Executive Committee for temporary suspension of Managers or Coaches. d. Must conduct background checks on all potential Managers and Coaches. e. Members: Vice-President as chairperson and the respective League Commissioners with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. SECTION 12 Fundraising/Publicity/Sponsors Committee a. Coordinated all activities related to Association fundraising. b. Provides financial summary of all fundraising events to the Board for incorporation into meeting minutes. c. Responsible for all public announcements regarding the activities of FYBSA. d. Solicits team sponsors and coordinates related activities. e. Members: V.P. of Sponsorship / Fundraising as chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership.
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SECTION 13 Committee Guidelines a. All committees will be responsible to the Board of Trustees. A major focus of the committee work will be to develop proposals for presentation to the Board for review and approval. b. Committees will also form the basis for staffing any events (i.e. tournaments, work parties, fundraising events, etc.) that fall under the committee responsibility. c. The Board will be responsible for decision-making regarding all committee activities. The Board may delegate decision-making authority to a committee in individual cases by specifically defining the limits of such authority. d. Composition of individual committees may include Board Members and non-Board members. e. The committee chairperson will be responsible for contacting the Board President to place a formal proposal on the agenda for the next board meeting. f. If a committee requires a decision prior to a regularly scheduled board meeting, the chairperson will contact the Board President to arrange for a special meeting. g. Uniform and equipment purchases shall require three (3) sealed bids to be presented to the Board for consideration and selection of a vendor. All other approved budgeted items above one thousand dollars ($1,000) shall require three (3) bids and shall be conducted according to the following procedure: i. A standard form with detailed specifications shall be provided to the vendor. ii. Vendors shall mail the quotes directly to the FYBSA Treasurer for consideration by the Finance Committee. iii. The quotes will be reviewed by the Finance Committee who will make a recommendation of a preferred vendor to the Board of Trustees. In the event it is impossible or impractical to solicit three (3) bids, the Finance Committee may waive the requirement of soliciting all three (3) bids.
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ARTICLE VIII - CONDUCT SECTION 1 Conduct The Association believes it is the ethical and moral responsibility of all the Participants, including Parents, Players, Assistant Coaches and Managers to report any violations of Conduct as defined herein. The following Conduct shall apply to the Recreational League. The following Conduct will not be permitted under any circumstances: • Drug use, alcohol, tobacco products, profanity, fighting, obscene gestures, antagonistic behavior or other unsportsmanlike behavior. This applies to all defined FYBSA participants: Umpires, Commissioners, Managers, Coaches, Parents and Players near the playing fields before, during and after all games. ALL Board of Trustee Members, including Executive Officers, Managers, and appointed members, will on an annual basis in October, be required to submit information for a personal background check. ALL new members after October will be required to submit information for a personal background check as well. There are NO EXCEPTIONS. If after submitting information for a personal background check, the member incurs additional information that may be subsequent to his/her ethical or moral responsibilities to FYBSA, they must immediately advise the President or Vice President. SECTION 2 Enforcement of Conduct The Game Umpire has the authority to eject any Manager, Coach, Player or Parent who is willfully interrupting a league game. Reports of any misconduct should be documented in by the Umpire. The report should be received by the President within 48 hours of the action. Opposing Managers may also file written reports. Any Manager, Coach or Player who is ejected from a game will receive an automatic suspension for the next 2 games pending appeal. SECTION 3 Appeal The ejected Manager, Coach or Player may file an appeal prior to his next game. The appeal will be heard by the Managers and Coaches Committee. If the Committee deems the ejection to be justified the two game suspension will be recommended to the Executive Board. If the Committee deems the ejection to be Questionable, they may recommend a lesser suspension (1 game), a verbal or written warning or removal of the suspension altogether to the Executive Board. The Committee reserves the right to request additional information regarding the incident prior to making its recommendation to the Executive Board. The Executive Board will vote on the recommendation by the Managers and Coaches Committee and report the decision to the effected parties.
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ARTICLE IX – DISCIPLINE PROCEDURE PROCESS A. Complaints may be filed by any Participant and must be in writing to the Executive Board of the FYBSA. B. The written complaint will be directed to the Manager/Coaches Committee for processing. C. The committee researches and investigates the complaint, including possible interviews with all parties involved. The committee addresses the Executive Board of Trustees with a recommendation for punishment, if warranted. D. The Executive Board will vote to accept the recommendation, reject the recommendation or instruct the committee to do back to do some additional fact finding and return with a modified recommendation. E. Person or Persons involved are invited by phone and/or email to the next Board of Trustees Meeting. F. Recommended sentencing guidelines: a. Criminal Activity relating to or in connection with any FYBSA game, function or event, including conduct on the field or on properties used by the FYBSA - Permanent banishment from all league activities. b. Playing Rule Violation - Single or multiple game suspensions or probation for one year. c. Conduct Violations i. Probation for one year. ii. A second violation in a one-year time period should invoke a Punishment of one year suspension from all FYBSA activities. THESE ARE RECOMMENDED AS A GUIDELINE, THE EXECUTIVE BOARD MAY INVOKE ANY PUNISHMENT IT DEEMS NECESSARY. ARTICLE X - DISCIPLINE APPEAL PROCESS A. Person or persons can appeal an Executive Board decision with a written request to the Executive Committee. B. The Executive Committee reviews the request. If warranted, the Executive Committee may schedule a special meeting for an appeal. C. Executive Board of Trustees will vote on the appeal by written, secret ballot with the following options: 1. Deny the Appeal- the punishment stays 2. Reduce the punishment 3. Revoking of the punishment D. If the appeal is denied, the punishment stands. E. If the appeal is reduced, the Executive Committee will reduce accordingly. F. If the appeal is revoked, the Executive Committee will revoke accordingly.
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ARTICLE XI - INDEMNIFICATION FYBSA organization shall at all times (both during and after the term hereof) indemnify and hold harmless FYBSA officers, trustees, managers, agents, employees, coaches, and volunteers (referred to individually and collectively as the FYBSA governing body) from any and all settlements, losses, liabilities, demands, suits, judgments, causes of action and all legal proceedings, and any costs or expenses in connection therewith, damages, fines, attorney fees and all other expenses relating to or arising from any and all claims whether or not groundless of every nature or character including, but without limitation, claims of breach of duty, act of omission, personal injury, death and damage to property. This Agreement shall be governed by and construed under the laws of the State of Ohio. The provisions of this Agreement are severable, and if any part of it is found to be unenforceable, the other terms shall remain valid and enforceable. ARTICLE XII – CONFLICT OF INTEREST NO Board of Trustee Member, Executive Board Member, or Executive Committee Member shall take or approve any action that is in conflict with the purpose of this organization. ARTICLE XII – CAPITAL STRUCTURE The FYBSA shall at all times maintain a reserve of $2,500.00 (“Operating Reserve Fund”) and shall not permit this fund to reach any levels below $2,500.00. The FYBSA shall establish an account as for the distinct purpose of capital expenditures. (“Capital Fund”) ARTICLE XIII – BYLAWS REVIEW AND REVISION These Bylaws are to be reviewed on an annual basis by the Bylaws/Rules Committee and amended by a majority vote of the Trustees Membership as necessary. Approved: After three (3) initial readings, these inaugural By-Laws are approved by the Board of Trustees this 22nd day of October in the year 2006. ARTICLE XIV – DISSOLUTION OF ORGANIZATION (Amended January 18, 2016) Upon dissolution of FYBSA, the organization shall, after paying or making provisions for the payment of all liabilities of the organization, dispose of all the organization’s assets exclusively for charitable, educational, religious or scientific purpose as shall at the time qualify as an exempt organization or organizations under section 501(c)3 of the United States Internal Revenue Code and as the Board of Directors shall determine. Any such assets not so disposed shall be disposed of by the Stark County Court of Common Pleas. President:
__________________________________ Don Tucker
Vice President:
_________________________________ John Talbott
Treasurer:
__________________________________ Bill Burtt
Secretary:
_________________________________ Bob Reese
BYLAWS FOR THE FAIRLESS YOUTH BASEBALL SOFTBALL ASSOCIATION ARTICLE I - NAME This organization, incorporated in the State of Ohio, shall be formally known as the Fairless Youth Baseball Softball Association. Hereafter, in these Bylaws, it will also be known as (“FYBSA”) or (“Association”). ARTICLE II – PURPOSE SECTION 1 To provide a recreational opportunity for the youth of the Fairless Local School District to learn the fundamentals of baseball and softball based on the principles of FIRST: Friendship, Interaction, Respect, Sportsmanship, and Teamwork. SECTION 2 In accordance with Section 501(c)(3) of the Federal Internal Revenue Code, FYBSA shall operate exclusively as a non-profit organization providing a supervised program of recreational, developmental and competitive baseball and softball. No part of the net earnings FYBSA shall inure to the benefit of any private shareholder or individual. ARTICLE III - ASSOCIATION STRUCTURE AND PARTICIPANTS SECTION 1 Structure The FYBSA shall consist of a Recreational League for baseball and softball. The Recreational League shall be governed directly by the FYBSA Board of Trustees and will provide recreational level baseball and softball for youth from the ages of 5 through 18. The 5 and 6 year old tee ball league will be a noncompetitive league. Scores, wins and losses will not be kept. Coaches are responsible for addressing parents and players to assure that the league remains noncompetitive. Disciplinary action may be taken against any manager or coach who is unable to control the behavior of the players or parents. All other age groups will play under the rules and regulations associated to their specific league in which they play. In the event of a rules discrepancy, the rules and regulations of the league of which the player is participating in will prevail. Example: ASA, Hot Stove, etc. will be the governing rules and regulations.
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SECTION 2 Participants In order for the Association to be truly successful in its mission, a dedicated group of volunteers is essential. These volunteers include: the Board of Trustees, Commissioners, Managers, Coaches, Players, Sponsors, Vendors, and Parents. The Board of Trustees is empowered to protect the integrity of the Association using actions including: disciplinary letters, suspensions, and discharge if, in the opinion of the Board, the best interest of the FYBSA is not being served. A. Trustees - As defined in below. B. League Commissioner a. Responsible for the overall management of the respective league. 1. Fairless Tee Ball 2. Fairless 7/8 Boys Coach Pitch 3. Perry Closed League 4. Stark County ASA 5. Stark County Hot Stove b. Participates on the Managers and Coaches Committee, Bylaws/Rules Committee, Registration Committee, and the Draft/Player Agent Committee when required. C. Team Manager a. Is directly responsible for the welfare of his or her team including the instruction of baseball or softball fundamentals, sportsmanship, and proper conduct. b. Effectively communicates the purpose of FYBSA to all team parents and players including acceptable conduct. The Manager is required to work with game Umpires to ensure control of all games. c. Must attend all scheduled Manager Meetings and training sessions as directed by the League Commissioner, Coach / Player Development Committee, or the Board of Trustees. d. Required to actively participate on one or more of the Association's standing committees. e. Responsible for any FYBSA issued equipment. D. Assistant Team manager or Assistant Coach a. Assists the Team Manager during practices and games. b. Assumes the major responsibilities (see Article III, Section 2.C) of the Team Manager in case of absence. E. Parent or Guardian a. Is responsible for getting the Players to practices and games on time. b. Must exhibit sportsmanship and conduct themselves in an appropriate manner while attending FYBSA events. c. Encouraged to participate in FYBSA committee’s.
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F. Players a. Are responsible for being attentive to Managers and Coaches during practice and games, punctual for all scheduled events, abide by all league and team rules and exhibit appropriate behavior at all times. b. Must reside within the established physical boundaries of the Fairless Local School District or attend a recognized Fairless Local School. 1. Players outside these requirements are encouraged to sign-up, noting their deviation to the residency requirements on the registration form. 2. Deviations will be reviewed by the Draft / Player Agent committee. 3. The Draft / Player Agent Committee will make a recommendation to the Board of Trustees. Deviations will be voted on at the conclusion of signups and prior to a draft if required, by the Board of Trustees. 4. After the player has been assigned or drafted to a team, there are no fee reimbursements. c. Players may play up one year above their age group, as determined by the Age Determination Date of each respective league, per the following guideline: 1. Complete registration, including paid league fees, and written notice to the Board of Trustees by the player’s parent. 2. The Board of Trustees will review the request as follows: a. Review the number of player’s in each affected age group. b. Review the request with player’s existing manager as well as new manager. c. Review the request, and receive approval, with the player’s corresponding league. 3. The Board of Trustees will vote on the player’s request. 4. There are no fee reimbursements after the request is voted on. d. The Registration and Draft/Player Agent Committee’s may approve players who are nine (9) and younger to play down one league upon written request by a parent of the player. Once approved, it may not be reversed for that season. Approval must be granted by the corresponding league of which the player is participating in.
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SECTION 3 Manager and Player/Team Assignments, and Drafting Procedures Managers and players will be assigned to teams based on the following criteria. The intent of FYBSA is to provide ALL participants the opportunity to have a good experience in recreational baseball and softball. A. Managers: The criteria for Team Manager are as follows: a. Managers returning from the previous year have the opportunity to remain as the manager for their respective age group, thus following their respective age group thru the FYBSA program. All returning managers must notify the Vice President of their intent to manage prior to the November Board Meeting. 1. In the event of having more returning managers from the previous year than available teams, the Board of Trustees will act as follows: 2. Fill team vacancies to retain managers. 3. Discuss the manager candidates with the Board of Trustees at the earliest available Board Meeting after sign-ups. A vote will be taken to determine the successful managers, per the following guideline: a. ALL team rosters will have the following: i. One (1) Team Manager ii. One (1) Team Assistant Manager b. If the Team Manager steps down from their position, the Assistant Team Manager will have the first opportunity to move into the Team Manager’s position for that age group. c. If the Team Manager position is still vacant, the following guideline will determine the Team Manager. All Team Manager Candidates shall submit their request to manage a team by November of the preceding year, as team manager positions will be voted on and filled during the December Board Meeting. i. Seniority Point System: ONLY within the FYBSA system and points accumulate ONLY with consecutive years of service. 1. One (1) point for Team Manager. 2. One (1) point for Executive Board Member. 3. One-half (1/2) point for Assistant Manager/Coach. 4. One-half (1/2) point for returning after an approved absence. ii. Vacant team manager positions will be filled by a vote of the Board of Trustees. The candidate’s seniority will be a consideration to their application, but does not guarantee the applicant the position. 4. In the event of a tie, the Executive Board will vote accordingly. 5. FYBSA has the right to remove ANY Manager or Coach who does not represent FYBSA appropriately. In all cases, the manager’s previous history with FYBSA and/or associated leagues of FYBSA, will be considered as part of their permanent record.
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B. Player / Team Assignments: a. T-Ball ages 5-6: Teams will be formed by the V.P. of Scheduling/Player Agent and Committee. Teams will be formed with the intent to provide all teams with an equal amount of players by age group as well as gender. The primary focus of forming T-Ball teams is to allow the players to practice and play in their “hometown”. Team rosters will be held to 8 - 10 players (when feasible) to ensure all players receive the attention needed at this age group. Team field location will be as assigned by FYBSA. b. 7/8 Girls Coach Pitch; 7/8 Boys Coach Pitch; Girls 9/10 ASA; Boys 9/10 Hot Stove; Teams will be formed by the V.P. of Scheduling/Player Agent and Committee with the primary focus of players practicing and playing in their “hometown”. In the event of having more than one (1) team in a “hometown”, the managers will draft their team according to FYBSA draft procedures. In the event of a team not having enough players to fill a roster, the V.P. of Scheduling/Player Agent and Committee will review the player’s sign-up registration, whereas players indicating “no preference” in their teams “hometown” location will be called upon first to fill rosters. Team rosters will be equal in terms of numbers when feasible and will be limited to the number of players as designated by the league in which they play in. Team field location will be as assigned by FYBSA. c. Girls 11 thru 14 ASA; Boys 11 thru 14 Hot Stove: Teams will be drafted by the team managers each year according to the FYBSA draft procedure. Team rosters will be limited to the number of players as designated by the league in which they play in. Team field location will be as assigned by FYBSA. C. Drafting Procedure: In the event of forming a team via the draft is necessary, the following guidelines will be used to execute the draft procedure. The draft procedure will take place one week after the conclusion of the regularly scheduled sign-ups. The Draft / Player agent Committee will conduct the draft and will contact all managers accordingly. a. Each team manager will be allowed to freeze 6 players from their previous year’s roster of players. The Team Manager’s child or children are automatically considered towards the freeze limit, as well as any assistant manager or coach’s child or children from the same team. In the event there are not 6 players returning from their previous year’s roster, the manager will fill their 6 players from the available player pool. If more than one team is affected by the same situation, the Draft / Player Agent Committee will govern the freeze procedure. b. Only those players that have officially registered to play, including paid league fees to the FYBSA league or authorized financial aide, will be considered eligible for the draft, including eligible to be “froze” onto a team. All players who sign up after the draft will be assigned to a team by the Draft / Player Agent Committee. c. At the conclusion of the draft, team managers may elect to exchange players amongst their teams. Exchanging players is restricted to an equal number of players. Exchange must be done PRIOR to contacting player’s / parent’s. d. There are no fee reimbursements after the draft.
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ARTICLE IV - REGISTRATION SECTION 1 Each player candidate shall submit to the FYBSA Secretary a Registration Form which shall include the player’s name, address, date of birth, parent/guardian name and school. The Form must include a Medical Release Section, Code of Conduct Statement, and an Indemnification Section all of which must be signed by the player’s parent or guardian. ALL players must submit a copy of a birth certificate. Proof of residency must be provided upon request from the Board. Examples of proof of residency include one or more of the following types of documents: a. Driver’s License b. Voter’s Registration c. School Records d. Welfare/Child care records e. Federal Records f. State Records g. Local (municipal) Records h. Support Payment Records i. Homeowner or Tenant Records j. Utility bills (i.e. gas, electric, water/sewer, phone, mobile phone, heating, waste disposal) k. Financial (loan, credit, investments, etc.) Records l. Insurance Documents m. Medical Records n. Military Records o. Internet, Cable or Satellite Records p. Vehicle Records At the conclusion of the playing season, all coaches must turn in the player’s birth certificate. These certificate’s will be stored in the league office. SECTION 2 Registration procedures, fees and deadlines will be established by the Board each year. SECTION 3 Age Determination Date Players will be placed in the respective leagues based on the following age criteria. Please see Age Determination Bracket at www.fybsa.org Boys: a. T -Ball: 5 years old before June1st of the playing season b. T -Ball: 6 years old before June 1st of the playing season c. Boys Coach Pitch: 7 years old before June 1st of the playing season d. Boys Coach Pitch: 8 years old before June 1st of the playing season e. Boys "H" League: 9 & 10 years old before June 1st of the playing season f. Boys "G" League: 11 & 12 years old before June 1st of the playing season g. Boys “F” League: 13 & 14 years old before June 1st of the playing season Girls: a. T -Ball: 5 years old by December 31st prior to the playing season b. T -Ball: 6 years old by December 31st prior to the playing season c. Girls Coach Pitch: 7 years old by December 31st prior to the playing season d. Girls Coach Pitch: 8 years old by December 31st prior to the playing season e. Girls 9 & 10 by December 31st prior to the playing season f. Girls 11 & 12 by December 31st prior to the playing season e. Girls 13 &14 by December 31st prior to the playing season
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ARTICLE V – BOARD OF TRUSTEES SECTION 1 Duties - The Board of Trustees is responsible for the effective management of Association affairs. SECTION 2 Number of Members - The Board of Trustees shall consist of all voting members of the association, including the nine (9) members of the Executive Board. Voting Members: A voting member is recognized by FYBSA as one of the following: 1. Team Manager a. Each official FYBSA team is recognized for one voting member. In the event of the team manager’s absence, the assistant manager may vote. 2. Committee Member a. A committee member must be voted onto a recognized committee of the FYBSA. 3. Executive Board a. Nine member board as described below. 4. ALL VOTING MEMBERS MUST BE ACTIVELY PARTICIPATING IN FYBSA IN ORDER TO VOTE. The following is the guideline for measuring active participation: a. Must attend/participate in 75% of all scheduled FYBSA Board Meetings and Committee meetings/activities. i. The Secretary will keep record of all attendance and will be called upon to clarify membership voting authorization. b. Any trustee missing 4 meetings in a year period without just cause will terminate their membership by a vote of the Board of Trustees. i. Members may be excused from attending meetings provided he/she contacts an Executive Committee Member PRIOR to the scheduled meeting. SECTION 3 Officers of the Board of Trustees - The officers, also known as the Executive Committee, shall consist of the President, Vice-President, Secretary, and Treasurer. The Board of Trustees shall also have an Executive Board. This board will consist of the Executive Committee, and will include the following Vice President appointments: a. V.P. of Baseball Equipment b. V.P. of Softball Equipment c. V.P. of Fields d. V.P. of Sponsorship / Fundraising e. V.P. of Scheduling / Player Agent
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SECTION 4 Duties of the Officers A. President a. Has the overall responsibility for the efficient management of the Association. b. Sets the agenda and directs the orderly activity of Board meetings. c. Chairs the Bylaws/Rules committee. d. Is given authority to sign (in the name of FYBSA) all contracts or instruments required for Association operation. e. Is given authority to sign (in the name of FYBSA) all checks and other methods of payment. f. Is responsible for the efficient discharge of all actions of the Board. g. Is responsible to report any information to the Board of Trustees that is related to the successful operation of the Association. h. Acts as an oversight official for all committees of FYBSA. B. Vice President a. Manages the affairs of FYBSA in the absence of the President. b. Assists the President in the management of FYBSA. c. Acts as an oversight official for all committees d. Chairs the Managers and Coaches Committee, and the League Commissioners Committee. e. Is given authority to sign (in the name of FYBSA) checks and other methods of payment. C. Secretary a. Manages the affairs of FYBSA in the absence of the President and Vice-President. b. Maintains all official records of the Association including registration information, meeting minutes, contracts, formal proposals, and other Association documents. c. Chairs the Registration Committee. d. Is given authority to sign (in the name of FYBSA) checks and other methods of payment. D. Treasurer a. Manages all Association receipts, disbursements, checking accounts, and other funds of FYBSA. b. Responsible for disbursing funds as directed by the Board of Trustees. Signs checks for FYBSA expenditures. c. Maintains the official books for the Association. The position reports monthly and yearto date financial activity to the Board at each meeting for recording by the Secretary. d. Chairs the Finance Committee.
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E. The Executive Committee The Executive Committee will be made up of the elected Executive Board. Two (2) years of active service as a Trustee is required to be eligible for any Executive Committee office. Authority of the Executive Committee includes: a. The ability to independently make financial decisions up to a dollar value of $250.00 per transaction. (A record of all transactions must be reported by the Treasurer in the monthly statement.) b. The authority to suspend (upon recommendation from the Umpire or Manager and Coach Committee) any member of FYBSA (Umpire, Manager, Coach, Player) for conduct, which is detrimental to the League. Suspension authority is for one (1) game pending arrangement of a special Board meeting to investigate the circumstances for the action. c. The ability to meet in independent meetings to discuss matters of the Association. Minutes of the meeting must be recorded and provided to the Secretary for inclusion in the next monthly Board Meeting minutes. F. The Executive Board The Executive Board will be placed up for re-election on an annual basis, based on the respective term of each office. The term of each office is as defined below, beginning on October 1st. Elections shall be held during the September board meeting of each year. Two (2) years of service as a Trustee is required to be eligible for any Executive Board office. Term of Office: President: 3 year term, beginning October 2006 Vice President: 1 year term, beginning October 2006 Secretary: 3 Year Term, beginning October 2006 Treasurer: 2 Year Term, beginning October 2006 V.P. of Baseball Equipment: 1 year term, beginning October 2006 V.P. of Softball Equipment: 1 year term, beginning October 2006 V.P. of Fields: 2 year term, beginning October 2006 V.P. of Sponsorship / Fundraising: 3 year term, beginning October 2006 V.P. of Scheduling / Player Agent: 2 year term, beginning October 2006 Voting for the next year’s Executive Board Members shall be as follows: a. Anyone interested in becoming an Executive Board Member shall contact any current Board Member and ask to have their name added to an election ballot prior to the September board meeting. b. Incumbent Board Members will be automatically added to the election ballot. Incumbent Members may choose to be removed from consideration at any time prior to the vote at the September meeting. c. All Trustees will vote, including incumbent Board Members. All voting members must be eligible to vote as described above in Section 2. Authority of the Executive Board is to chair all respective FYBSA committee’s.
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ARTICLE VI – MEETINGS In order to efficiently conduct the business of the Association, the Board of Trustees has Established the following guidelines for FYBSA meetings: SECTION 1 Board Meetings Board meetings are to be held on a monthly basis to ensure the well being of FYBSA. Regularly scheduled meetings will be held the third Sunday of each month. The website at www.fybsa.org will post details to the meeting place, time, and agenda. Anyone wishing to discuss an issue can do so at the scheduled board meeting. Discussion outside the agenda will be restricted to 15 minutes in duration. After that time has elapsed, the issue can be voted on, referred to the appropriate committee for additional work, or tabled. The Board reserves the right to remove any individual from the meeting if deemed necessary to conduct the business of the Association based on a simple majority vote. SECTION 2 Special Meetings The Board President may call for a special meeting to act on urgent business. All active trustee members are to receive notification at least one day in advance of such meetings. SECTION 3 Committee Meeting Members of standing committees may conduct independent meetings to act on duties assigned by the Board. Membership in committees may consist of trustee members and other non-elected parties who maintain an interest in the committee business. SECTION 4 Reporting Important business of all meetings will be recorded in writing. Minutes of Executive Committee meetings, special meetings and committee meetings will be presented to the full Board at the next regularly scheduled Board meeting. Minutes shall include the date, time and location of meeting, attendance, and a record of decisions or proposals developed. SECTION 5 Voting Each Trustee member shall have one vote. The President shall vote only in the event of a tie. A member must be present to vote at regularly scheduled Board meetings. Executive Board members may vote on issues presented at Special Meetings by written proxy sent to the Secretary, provided a resolution for consideration at the Special Meeting has been published and reviewed by the Executive Board member prior to such Special Meeting. A quorum shall consist of Five (5) active (voting privileges) Board of Trustees, with at least one Executive Committee member present. The Secretary shall record by name the vote of each trustee member for inclusion in the Meeting Minutes.
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ARTICLE VII – STANDING COMMITTEES In order to efficiently conduct the business of the Association, the Board of Trustees has empowered the following set of standing committees: SECTION 1 Rules/Bylaws Committee a. Conducts at least an annual review of existing bylaws and makes proposals for revision as necessary. b. Conducts at least an annual review of existing rules for each league and makes proposals for revision as necessary. c. This Committee is the recognized body for all rule interpretation and enforcement. d. Members: All Members of the Executive Committee and any and all League Commissioners who are affected by an approved proposal. The Association President shall be the chairperson. SECTION 2 Finance Committee a. Prepares the annual budget for the FYBSA and makes formal presentation to the Board for approval at the December Board Meeting. b. Approves all fiscal purchases for budgeted items over one thousand dollars. c. Works with other standing committees whose proposals include unbudgeted expenditures, specifically those greater than $250.00. d. Submits a monthly and year-to-date financial statement to the monthly board meetings. The statement shall be included in the meeting minutes by the Secretary. e. Conducts an annual review of the insurance needs of the FYBSA and proposes modification of coverage. f. As directed by the Board, opens accounts and monitors the balance for long range planning projects. g. Members: The Association Treasurer shall be chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. h. Conducts an annual audit of the treasury and accounting functions of the FYBSA. This audit would be conducted by an adopted sub-committee for audits. i. Prepares and presents in accordance with strategic direction of the FYBSA a three (3) year capital budget. j. Conducts an annual cost study to help set registration fees for each league and tournament play. k. Develops and approves the methodologies for the financial booking and record keeping. l. Annually reviews and executes tax reporting necessary for the FYBSA and makes recommendation’s on filing requirements. m. Elects a business manager to report to the Finance Committee and/or Fundraising Committee and is responsible for but not limited to the development and management of increases in revenue for the FYBSA. This position reports monthly to the Board the progress of any initiatives.
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SECTION 3 Umpire Committee a. Coordinates the Umpires' work schedules for all leagues and FYBSA sponsored tournaments. b. Coordinates the disbursement of funds for payment to Umpires. Conducts annual review of Umpire pay scales and recommends changes to the Board when necessary. c. Acts as liaison to the Umpires regarding dispute resolution. d. Identifies the training and certification requirements of the Umpires and schedules compliance. e. Responsible for recruitment to fill work schedules. f. Conducts an annual assessment of equipment needs for Umpires and monitors condition during the playing season. g. The umpire committee members are given the authority to throw out a manager or parent only after a letter of complaint was received by the Executive Board, as well as the league Commissioner and a game was watched. h. Members: Secretary as committee chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. It is preferred that at least one (1) member be an active umpire. SECTION 4 Registration Committee a. Develops registration forms and distributes as necessary to identify interested players. b. Receives registrations and organizes working databases. c. Conducts walk-up registration. d. FYBSA Secretary as committee chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. SECTION 5 Draft / Player Agent Committee a. Conducts player evaluations for those leagues/teams that use that method for team placement. b. Conducts league drafts, evaluates draft rules and recommends changes to the Bylaws/Rules Committee, and resolves any disputes. c. Members: V.P. of Scheduling / Player Agent as committee chairperson, along with the respective League Commissioners, with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership.
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SECTION 6 Field Maintenance Committee a. Conducts an annual evaluation of field conditions and submits proposals for improvements including estimates of cost. b. Organizes work groups during the year to prepare fields for league play and tournaments. ALL teams must participate in work groups and field days. c. Members: V.P. of Fields as chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. SECTION 7 Coach/Player Development Committee a. Conduct age appropriate training seminars for managers. b. Conduct age appropriate training seminars for players. c. Provide drills to managers and players, via multiple communication methods. d. Define age appropriate goals relative to skills, both mental and physical. e. Members: Vice President as chairperson and including at least one (1) staff member each from the Fairless High School baseball and softball coaching staffs. The total number of committee members (Board or non-Board members) shall be at least twenty percent (20%) of the total Board of Trustee Membership. SECTION 8 Uniform/Picture/Trophy Committee a. Coordinates annual team picture day activities. b. Provides trophies for league and tournament play. c. Organizes the purchase and issuance of uniforms. d. Members: Treasurer as chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. SECTION 9 Tournament Committee a. Coordinates all the activities related to FYBSA league tournaments as well as FYBSA sponsored invitational tournaments. b. Submits a report of tournament related expenses and income soon after the completion of the tournament season. c. Members: President as chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership.
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SECTION 10 Equipment Committee a. Organizes the purchase and issuance of equipment. b. Issues equipment and conducts final inventory at the end of league play. c. Members: V.P. of Baseball Equipment & V.P. of Softball Equipment as co-chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. SECTION 11 Managers and Coaches Committee a. Provides annual recommendation to the Board for Team Managers based on identified candidates. Candidates recommended by the Manager and Coaches Committee will be voted on by the Board via secret ballot b. Coordinates training and certification programs. c. Conducts investigation of any disputes and provides recommendation for disciplinary action. Provides the recommendation to the Executive Committee for temporary suspension of Managers or Coaches. d. Must conduct background checks on all potential Managers and Coaches. e. Members: Vice-President as chairperson and the respective League Commissioners with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership. SECTION 12 Fundraising/Publicity/Sponsors Committee a. Coordinated all activities related to Association fundraising. b. Provides financial summary of all fundraising events to the Board for incorporation into meeting minutes. c. Responsible for all public announcements regarding the activities of FYBSA. d. Solicits team sponsors and coordinates related activities. e. Members: V.P. of Sponsorship / Fundraising as chairperson with the total number of committee members (Board or non-Board members) being at least twenty percent (20%) of the total Board of Trustee membership.
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SECTION 13 Committee Guidelines a. All committees will be responsible to the Board of Trustees. A major focus of the committee work will be to develop proposals for presentation to the Board for review and approval. b. Committees will also form the basis for staffing any events (i.e. tournaments, work parties, fundraising events, etc.) that fall under the committee responsibility. c. The Board will be responsible for decision-making regarding all committee activities. The Board may delegate decision-making authority to a committee in individual cases by specifically defining the limits of such authority. d. Composition of individual committees may include Board Members and non-Board members. e. The committee chairperson will be responsible for contacting the Board President to place a formal proposal on the agenda for the next board meeting. f. If a committee requires a decision prior to a regularly scheduled board meeting, the chairperson will contact the Board President to arrange for a special meeting. g. Uniform and equipment purchases shall require three (3) sealed bids to be presented to the Board for consideration and selection of a vendor. All other approved budgeted items above one thousand dollars ($1,000) shall require three (3) bids and shall be conducted according to the following procedure: i. A standard form with detailed specifications shall be provided to the vendor. ii. Vendors shall mail the quotes directly to the FYBSA Treasurer for consideration by the Finance Committee. iii. The quotes will be reviewed by the Finance Committee who will make a recommendation of a preferred vendor to the Board of Trustees. In the event it is impossible or impractical to solicit three (3) bids, the Finance Committee may waive the requirement of soliciting all three (3) bids.
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ARTICLE VIII - CONDUCT SECTION 1 Conduct The Association believes it is the ethical and moral responsibility of all the Participants, including Parents, Players, Assistant Coaches and Managers to report any violations of Conduct as defined herein. The following Conduct shall apply to the Recreational League. The following Conduct will not be permitted under any circumstances: • Drug use, alcohol, tobacco products, profanity, fighting, obscene gestures, antagonistic behavior or other unsportsmanlike behavior. This applies to all defined FYBSA participants: Umpires, Commissioners, Managers, Coaches, Parents and Players near the playing fields before, during and after all games. ALL Board of Trustee Members, including Executive Officers, Managers, and appointed members, will on an annual basis in October, be required to submit information for a personal background check. ALL new members after October will be required to submit information for a personal background check as well. There are NO EXCEPTIONS. If after submitting information for a personal background check, the member incurs additional information that may be subsequent to his/her ethical or moral responsibilities to FYBSA, they must immediately advise the President or Vice President. SECTION 2 Enforcement of Conduct The Game Umpire has the authority to eject any Manager, Coach, Player or Parent who is willfully interrupting a league game. Reports of any misconduct should be documented in by the Umpire. The report should be received by the President within 48 hours of the action. Opposing Managers may also file written reports. Any Manager, Coach or Player who is ejected from a game will receive an automatic suspension for the next 2 games pending appeal. SECTION 3 Appeal The ejected Manager, Coach or Player may file an appeal prior to his next game. The appeal will be heard by the Managers and Coaches Committee. If the Committee deems the ejection to be justified the two game suspension will be recommended to the Executive Board. If the Committee deems the ejection to be Questionable, they may recommend a lesser suspension (1 game), a verbal or written warning or removal of the suspension altogether to the Executive Board. The Committee reserves the right to request additional information regarding the incident prior to making its recommendation to the Executive Board. The Executive Board will vote on the recommendation by the Managers and Coaches Committee and report the decision to the effected parties.
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ARTICLE IX – DISCIPLINE PROCEDURE PROCESS A. Complaints may be filed by any Participant and must be in writing to the Executive Board of the FYBSA. B. The written complaint will be directed to the Manager/Coaches Committee for processing. C. The committee researches and investigates the complaint, including possible interviews with all parties involved. The committee addresses the Executive Board of Trustees with a recommendation for punishment, if warranted. D. The Executive Board will vote to accept the recommendation, reject the recommendation or instruct the committee to do back to do some additional fact finding and return with a modified recommendation. E. Person or Persons involved are invited by phone and/or email to the next Board of Trustees Meeting. F. Recommended sentencing guidelines: a. Criminal Activity relating to or in connection with any FYBSA game, function or event, including conduct on the field or on properties used by the FYBSA - Permanent banishment from all league activities. b. Playing Rule Violation - Single or multiple game suspensions or probation for one year. c. Conduct Violations i. Probation for one year. ii. A second violation in a one-year time period should invoke a Punishment of one year suspension from all FYBSA activities. THESE ARE RECOMMENDED AS A GUIDELINE, THE EXECUTIVE BOARD MAY INVOKE ANY PUNISHMENT IT DEEMS NECESSARY. ARTICLE X - DISCIPLINE APPEAL PROCESS A. Person or persons can appeal an Executive Board decision with a written request to the Executive Committee. B. The Executive Committee reviews the request. If warranted, the Executive Committee may schedule a special meeting for an appeal. C. Executive Board of Trustees will vote on the appeal by written, secret ballot with the following options: 1. Deny the Appeal- the punishment stays 2. Reduce the punishment 3. Revoking of the punishment D. If the appeal is denied, the punishment stands. E. If the appeal is reduced, the Executive Committee will reduce accordingly. F. If the appeal is revoked, the Executive Committee will revoke accordingly.
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ARTICLE XI - INDEMNIFICATION FYBSA organization shall at all times (both during and after the term hereof) indemnify and hold harmless FYBSA officers, trustees, managers, agents, employees, coaches, and volunteers (referred to individually and collectively as the FYBSA governing body) from any and all settlements, losses, liabilities, demands, suits, judgments, causes of action and all legal proceedings, and any costs or expenses in connection therewith, damages, fines, attorney fees and all other expenses relating to or arising from any and all claims whether or not groundless of every nature or character including, but without limitation, claims of breach of duty, act of omission, personal injury, death and damage to property. This Agreement shall be governed by and construed under the laws of the State of Ohio. The provisions of this Agreement are severable, and if any part of it is found to be unenforceable, the other terms shall remain valid and enforceable. ARTICLE XII – CONFLICT OF INTEREST NO Board of Trustee Member, Executive Board Member, or Executive Committee Member shall take or approve any action that is in conflict with the purpose of this organization. ARTICLE XII – CAPITAL STRUCTURE The FYBSA shall at all times maintain a reserve of $2,500.00 (“Operating Reserve Fund”) and shall not permit this fund to reach any levels below $2,500.00. The FYBSA shall establish an account as for the distinct purpose of capital expenditures. (“Capital Fund”) ARTICLE XIII – BYLAWS REVIEW AND REVISION These Bylaws are to be reviewed on an annual basis by the Bylaws/Rules Committee and amended by a majority vote of the Trustees Membership as necessary. Approved: After three (3) initial readings, these inaugural By-Laws are approved by the Board of Trustees this 22nd day of October in the year 2006. ARTICLE XIV – DISSOLUTION OF ORGANIZATION (Amended January 18, 2016) Upon dissolution of FYBSA, the organization shall, after paying or making provisions for the payment of all liabilities of the organization, dispose of all the organization’s assets exclusively for charitable, educational, religious or scientific purpose as shall at the time qualify as an exempt organization or organizations under section 501(c)3 of the United States Internal Revenue Code and as the Board of Directors shall determine. Any such assets not so disposed shall be disposed of by the Stark County Court of Common Pleas. President:
__________________________________ Don Tucker
Vice President:
_________________________________ John Talbott
Treasurer:
__________________________________ Bill Burtt
Secretary:
_________________________________ Bob Reese
