Hartland Area Youth Athletic Association Executive Board Bylaws
Hartland Area Youth Athletic Association Executive Board Bylaws
ARTICLE I NAME The name of this organization shall be the Hartland Area Youth Athletic Association, herein referred to as H.A.YA.A. H.A.Y.A.A. is a private, non-profit organization administered by volunteers who represent H.A.Y.A.A.’s best interests through the governance of the individual H.A.Y.A.A. operating organizations (sports boards), the H.A.Y.A.A. Executive Board President, Vice-President, Secretary and Treasurer. The name of the individual operating organizations (sport boards) within H.A.Y.A.A. shall be: H.A.Y.A.A. Baseball/Softball H.A.Y.A.A. Basketball H.A.Y.A.A. Cheer/Pom H.A.Y.A.A. Football H.A.Y.A.A. Lacrosse ARTICLE II
PROGRAM OBJECTIVE A. Governance The H.A.Y.A.A. Executive Board nonprofit board of directors is responsible for defining the organization's mission and for providing overall leadership and strategic direction for the organization. A nonprofit board actively sets policy and ensures that the organization has adequate resources to carry out its mission. The board provides oversight and direction for the executive director (H.A.Y.A.A. President) and is responsible for evaluating his/her performance. A nonprofit board also has a responsibility to evaluate its own effectiveness in upholding the interest(s) served by the organization. B. Financial Management Nonprofits have an obligation to act as responsible stewards in managing their financial resources. Nonprofits must comply with all applicable legal requirements related to financial matters. They should adhere to sound accounting principles that ensure fiscal responsibility and build public trust. Nonprofit should use their financial resources to accomplish their missions in an effective, efficient manner and should establish clear policies and practices to regularly monitor how funds are used. Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
C. Mission Statement & Philosophical Beliefs Provide quality recreation opportunities for children of all ages, as governed by individual sports board bylaws, and skill levels based upon community needs and interests. The H.A.Y.A.A Executive Board’s role is to facilitate communication between our programs participants, community, schools and township officials. This is accomplished through leadership, oversight, dispute resolution to the entire H.A.Y.A.A. program, including the H.A.Y.A.A. individual sports boards. We believe that participants in youth recreation should have a wholesome, quality experience in a safe and fun environment, should have the opportunity to participate in athletics, should learn the fundamentals of the sport in which they are participating, should learn the benefits of sportsmanship and teamwork, need role models in the form of coaches and H.A.Y.A.A. leadership, and should be challenged to improve their skills to succeed. We believe that to operate a quality community recreation program requires organization, communication, accountability, fiscal responsibility and planning. We strive for appropriate facilities and equipmentadequate fundingqualified volunteer leadership who treat participants as valued customers/directorscommunity input into programminginstruction in the fundamentals of the various sportsencouragement of sprit in sportsmanship and fair play. ARTICLE III FINANCIAL RESPONSIBILITIES H.A.Y.A.A. shall be a non-profit organization with funding as follows: o A registration fee will be charged by each individual sport o Individual sport boards may solicit sponsors to augment the financial needs of the sport. o Funds may be received as donations from other persons or organizations, but not from State or Federal Entities o Various fund raising activities may be conducted at the discretion of the individual Sport Boards. o All expenditures in excess of $2,000 must be subjected to at least two competitive bids from vendors who can provide required quality, price and delivery o All Individual sport board Treasurers shall ensure prompt payments to vendors, creditors, etc. o Individual sport boards shall submit annual operation budgets to the Executive Board for its annual review and approval, and each individual sport board Treasurer may be asked to attend the review process.
Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
ARTICLE IV ELIGIBILITY & FEES A. Eligibility To Participate in a H.A.Y.A.A. Sport Any youth, as defined by each H.A.Y.A.A. sports eligibility guidelines, living in the Hartland School District, or any child living in an outside district that does not offer that sport, or as approved by the an individual H.A.Y.A.A. sports board is eligible to participate in H.A.Y.A.A.. This includes any participants attending private or alternative schooling in Hartland. Exceptions require Operating sport Board approval. Physically challenged youths are eligible for sports participation in compliance with the American Disability Act (ADA). B. FEES Individual H.A.Y.A.A. operating sport board registration fees will be determined by each of the H.A.Y.A.A operating sport board. H.A.Y.A.A. operating sport boards are also responsible for payment of the administrative expenses for H.A.Y.A.A. Programs including, but not limited to, insurance, website fees, accounting fees and any other administrative overhead costs, as defined by the H.A.Y.A.A. Executive Board. These expenses will be paid from the executive checking account when due and funds will be transferred from the individual operating board accounts to cover their share based on an agreed upon allocation method of registered participants from the latest completed season. ARTICLE V ORGANIZATIONAL STRUCTURE & RESPONSIBILITIES A. H.A.Y.A.A Executive Board organizational structure The Executive Board shall consist of the following positions: President, Vice President, Secretary, Treasurer, Basketball Commissioner, Baseball/Softball President (aka Commissioner), Football Commissioner, Cheer/Pom Commissioner, and Lacrosse Commissioner. The H.A.Y.A.A. Executive Board shall consist of four Executive Officers (President, VicePresident, Secretary and Treasurer) and the elected Head Commissioner from each H.A.Y.A.A. Sport. B. The Executive Board Responsibilities:
Eligibility to serve as a volunteer Executive Officer on the H.A.Y.A.A. Executive Board requires a two (2) year commitment along with currently having a child meeting H.A.Y.A.A. eligibility requirements. Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
o President & Secretary elected in even number years (2016, 2018, etc) o Vice-President and Treasurer elected in odd number years (2015, 2017, etc.) Each Individual sports board Commissioner shall represent his/her sport on the Executive Board and be responsible for communicating Executive Board actions and information back to his/her individual sport board. If the individual sport board Commissioner is unable to attend a meeting, he/she must make an attempt to designate another sport board member to take his/her place (without voting privileges). Establish and maintain H.A.Y.A.A Executive Board organization and operating bylaws. Oversee each individual H.A.Y.A.A. sports board operation to ensure each H.A.Y.A.A. individual sport operates in a responsible, accountable, and respectful manner to participating families and the community. Ensure each individual sport board has thoroughly background checked every coach prior to the start of each individual sport season. Review and approve individual H.A.Y.A.A. sport board bylaws annually Ensure that the H.A.Y.A.A. Executive Board runs professionally and within the intent of the bylaws. Establish election procedures and tenure dates for the Executive Board Officers. Support the operating sport boards as needed with guidance, dispute resolution (if not resolved by the individual sport board), exchange of best practices all with the intent of best serving H.A.Y.A.A. families and the community. The Executive Board monthly meeting shall serve as a communication tool within the H.A.Y.A.A. organization (from H.A.Y.A.A. Executive Board to individual sport and from the individual sport to the Executive Board). o Each sport should report its overall activities to the Executive Board and share in new ideas that can improve the organization. Review and approve annual operating budgets for each sport. Compare the annual operating budgets for each sport to actual finance statements. Maintain a record of the minutes from all meetings Resolve disputes between or within individual sport boards, the Executive Board and individual participants filing complaints through the “Complaint Process” o Complaint is brought to individual sport board, per their bylaws o Appeals petitioned to the Executive Board for consideration o Executive Boards decision is final and binding
C. There shall be a H.A.Y.A.A. operating board within each sport with the following basic structure:
Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
H.A.Y.A.A. BASKETBALL Commissioner Assistant Commissioner In-House Boys Assistant Commissioner In-House Girls Assistant Commissioner Boys Travel Assistant Commissioner Girls Travel Secretary Treasurer
H.A.Y.A.A. BASEBALL/SOFTBALL Baseball/Softball President Commissioner Baseball Commissioner Softball Commissioner Travel (2) Secretary Treasurer
H.A.Y.A.A. CHEER/POM Commissioner Blue Commissioner Gold Commissioner White Commissioner Black Commissioner Secretary Treasurer
H.A.Y.A.A. FOOTBALL Commissioner Blue Commissioner Gold Commissioner White Commissioner Black Commissioner Secretary Treasurer
H.A.Y.A.A. LACROSSE Commissioner Treasurer Secretary Fund Raiser Boys Scheduler Boys Commissioner Girls Commissioner The individual Operating Boards shall serve their sport by (but not limited to):
Establishing operating bylaws for their sport (approved by Executive Board) Establishing rules and regulations Establishing an annual operating budget and track actual financial activity against the budgeted expectations. o Actual v. Budget comparisons shall be kept at the individual sport board level and provided to the Executive Board on an annual basis and upon request from the Executive Board. Operating in a respectful, truthful and fiscally responsible manner Making all coaching determinations as to who coaches and in what capacity Ensuring background checks are done on all coaches prior to the start of each individual sport season. Being accountable to participating families/community and the H.A.Y.A.A. Executive Board Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
Providing clear and consistent communication to participating families and the community Setting registration fees and dates obtaining all equipment and uniforms (if provided by the sport) Making all operating decisions regarding their sport Conducting monthly board meetings Organizing all sporting events and practices Appointing non-voting positions as needed Informing the Executive Board as to the number and amount of scholarships that have been provided as to keep one list for the information of all other sports, and provide the name of any coach that has been removed per each sport's by-law volunteer removal process, as to keep all other sports informed for future reference.
D. H.A.Y.A.A. Executive Board Elections The H.A.Y.A.A. Executive Board shall establish election procedures and tenure start and end dates for Executive Board Officers, and standardize the process to be used each year in electing new Operating Board directors. o Each sport may have a separate election process, but it must be approved by the Executive Board and include a way to provide all those involved in the program, and eligible, an opportunity to run for a board position. o Each individual sport board must also provide the name of the tentatively elected person to the Executive Board for approval. The Executive Board has thirty (30) days to approve or deny the prospective board officer, who will represent their specific sport on the Executive Board. Upon Approval, or expiration of the 30 day approval period, the elected person can assume their newly elected position. Upon denial, the individual sport board will be required to elect an alternative individual. This applies to the Head Commissioner/President position only. Elections for the Executive Board officer positions (President, Vice-President, Secretary and Treasurer) will be held annually on May 1st and will be voted on by the eligible directors of the H.A.Y.A.A. Executive Board. Executive Board Directors are eligible to vote (including for themselves) Individual sport board commissioners will conduct a vote within their board and vote at the Ex Board level based on the sport board level results
Eligibility to serve as a volunteer on the H.A.Y.A.A. Executive Board requires a two (2) year commitment. Preferential consideration will be given to candidates with a child meeting H.A.Y.A.A. eligibility requirements. Dereliction of duties may result in a vote to remove any H.A.Y.A.A. Executive Board member at any time during their service period. Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
E. Terms & Duties PRESIDENT, VICE PRESIDENT, SECRETARY, TREASURER (The term of office will be from May 1 through April 30th) PRESIDENT: o Shall serve in the best interest of all of H.A.Y.A.A. o Shall chair Executive Board meetings o Shall be a signatory on the H.A.Y.A.A. Executive board bank account o Shall enforce all rules and Bylaws governing the Executive Board. o Shall direct the Executive Board on program and policies o Shall settle all Executive Board votes that result in ties o Shall have the right to call a vote to fill a vacated Executive Board position. VICE PRESIDENT: o Shall serve in the best interest of all of H.A.Y.A.A. o Shall aid the President in the performance of his/her duties. o Shall chair meetings in the President’s absence. o Shall be the administrator of the Organizations Insurance. o Shall review the insurance policies of the organization annually SECRETARY: o Shall serve in the best interest of all of H.A.Y.A.A. o Shall aid the President in the performance of his/her duties. o Shall keep records of all Executive Board meetings. o Shall maintain and update H.A.Y.A.A. Bylaws. o Shall assist with communications between the individual sport boards. o Shall keep any and all records provided by each individual sport board including scholarship records and/or disciplinary records, not including financial or tax information. TREASURER: o Shall serve in the best interest of all of H.A.Y.A.A. o Shall aid the President in the performance of his/her duties. o Shall be a signatory on the H.A.Y.A.A. Executive board bank account, as well as each individual sport board bank accounts. o Shall keep an accurate record of all incoming revenue and expenses for Executive Board. o Shall maintain operation and have responsibility to check, and distribute from, any information arriving at the H.A.Y.A.A. Executive Board P.O. Box address, or any other avenue in which information may be shared. o Shall ensure prompt payments to vendors, creditors, etc. Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
o Shall ensure prompt distribution of monies to individual sport boards o Shall ensure all monies are reconciled on a monthly basis o Shall maintain working balance of running debts, payment schedules, receivables resulting from agreements with H.A.Y.A.A. partners o Shall be aware of and have a working process in place to monitor, reconcile and assist with any and all contractual obligations at the Executive Board or Individual sport board level. o Shall present a financial report at quarterly Executive Board meetings in January, April, July and October. o Shall review and keep on file budgets from the individual Operating Boards. o Shall work with the Operating Boards to establish financial reporting procedures and documents. o Shall compile and submit any and all tax return information required by the rules and regulations of the H.A.Y.A.A. 501C3 SPORT COMMISSIONER: o Shall serve in the best interest of all of H.A.Y.A.A. o Shall represent their individual sports on the H.A.Y.A.A. Executive Board. o Shall ensure background checks are done on all coaches prior to the start of their individual sport season. o Shall provide a budget for their sport annually and upon request at any time. o Shall keep the Executive Board apprised of their individual sport. o Shall attend 7 out of 11 Executive Board Meetings each year, and for those not attended, a representative must be sent. F. Removal of an Executive Board Member 1. The motion for removal must be made in writing to the H.A.Y.A.A. Executive Board President. 2. A copy of the written motion for removal shall be given to all board directors and an investigation, if deemed necessary by Executive Board vote, will be conducted. 3. The findings of the investigation will determine whether there is sufficient reason for dismissal via a vote by all eligible Executive Board directors, and if sufficient reason is found, a vote of Executive Board directors shall take place. 4. A simple majority, when 2/3 of the Executive Board representation is present, is required for an Executive Board member to be removed from the H.A.Y.A.A. Executive Board
ARTICLE VI EXECUTIVE BOARD MEETINGS Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
Executive board meetings will be held the first Wednesday of each month. The President may call special meetings as needed to be held, or may conduct business via email or other forms of communication that ensures all Executive Board directors are informed. In the event of a vote, all Executive Board directors must be given the opportunity to vote. In the event an Executive Board member isn’t be present for a vote, directors not in attendance shall be contacted (phone call, text, email, etc.) to have the opportunity to vote. The intent is that a reasonable effort is made to give all directors a chance to vote, understanding that circumstances and expediency may require a member not to be able to vote in a timely fashion. The Execuitve board shall have the sole authority to direct activities, adopt, modify and add H.A.Y.A.A. Executive Board by-laws as necessary to perform the duties described herein. When 2/3 Executive Board representation is present, a simple majority shall carry any motion. Failure of any Executive Board member to not attend or have a representative attend 3 consecutive meetings, or 3 out of 5 meetings, will result in immediate motion for removal from the Executive Board. A simple majority, with 2/3 Executive Board representation present, shall carry the motion. ARTICLE VII FINANCIAL RESPONSIBILITIES H.A.Y.A.A. shall be a non-profit organization with funding as follows: o A registration fee will be charged by each individual sport o Individual sport boards may solicit sponsors to augment the financial needs of the sport. o Funds may be received as donations from other persons or organizations, but not from State or Federal Entities o Various fund raising activities may be conducted at the discretion of the individual Sport Boards. o All expenditures in excess of $2,000 must be subjected to at least two competitive bids from vendors who can provide required quality, price and delivery o All Individual sport board Treasurers shall ensure prompt payments to vendors, creditors, etc. o Individual sport boards shall submit annual operation budgets to the Executive Board for its annual review and approval, and each individual sport board Treasurer may be asked to attend the review process.
ARTICLE VIII EXECUTIVE AMENDMENTS
Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
For the bylaws to be amended a 2/3 representation must be present. When 2/3 representation is present, a simple majority is required for the amendment to be approved. By-law amendments must be presented in writing to the Executive Board prior to voting on such amendments.
Revised March 2015
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ARTICLE I NAME The name of this organization shall be the Hartland Area Youth Athletic Association, herein referred to as H.A.YA.A. H.A.Y.A.A. is a private, non-profit organization administered by volunteers who represent H.A.Y.A.A.’s best interests through the governance of the individual H.A.Y.A.A. operating organizations (sports boards), the H.A.Y.A.A. Executive Board President, Vice-President, Secretary and Treasurer. The name of the individual operating organizations (sport boards) within H.A.Y.A.A. shall be: H.A.Y.A.A. Baseball/Softball H.A.Y.A.A. Basketball H.A.Y.A.A. Cheer/Pom H.A.Y.A.A. Football H.A.Y.A.A. Lacrosse ARTICLE II
PROGRAM OBJECTIVE A. Governance The H.A.Y.A.A. Executive Board nonprofit board of directors is responsible for defining the organization's mission and for providing overall leadership and strategic direction for the organization. A nonprofit board actively sets policy and ensures that the organization has adequate resources to carry out its mission. The board provides oversight and direction for the executive director (H.A.Y.A.A. President) and is responsible for evaluating his/her performance. A nonprofit board also has a responsibility to evaluate its own effectiveness in upholding the interest(s) served by the organization. B. Financial Management Nonprofits have an obligation to act as responsible stewards in managing their financial resources. Nonprofits must comply with all applicable legal requirements related to financial matters. They should adhere to sound accounting principles that ensure fiscal responsibility and build public trust. Nonprofit should use their financial resources to accomplish their missions in an effective, efficient manner and should establish clear policies and practices to regularly monitor how funds are used. Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
C. Mission Statement & Philosophical Beliefs Provide quality recreation opportunities for children of all ages, as governed by individual sports board bylaws, and skill levels based upon community needs and interests. The H.A.Y.A.A Executive Board’s role is to facilitate communication between our programs participants, community, schools and township officials. This is accomplished through leadership, oversight, dispute resolution to the entire H.A.Y.A.A. program, including the H.A.Y.A.A. individual sports boards. We believe that participants in youth recreation should have a wholesome, quality experience in a safe and fun environment, should have the opportunity to participate in athletics, should learn the fundamentals of the sport in which they are participating, should learn the benefits of sportsmanship and teamwork, need role models in the form of coaches and H.A.Y.A.A. leadership, and should be challenged to improve their skills to succeed. We believe that to operate a quality community recreation program requires organization, communication, accountability, fiscal responsibility and planning. We strive for appropriate facilities and equipmentadequate fundingqualified volunteer leadership who treat participants as valued customers/directorscommunity input into programminginstruction in the fundamentals of the various sportsencouragement of sprit in sportsmanship and fair play. ARTICLE III FINANCIAL RESPONSIBILITIES H.A.Y.A.A. shall be a non-profit organization with funding as follows: o A registration fee will be charged by each individual sport o Individual sport boards may solicit sponsors to augment the financial needs of the sport. o Funds may be received as donations from other persons or organizations, but not from State or Federal Entities o Various fund raising activities may be conducted at the discretion of the individual Sport Boards. o All expenditures in excess of $2,000 must be subjected to at least two competitive bids from vendors who can provide required quality, price and delivery o All Individual sport board Treasurers shall ensure prompt payments to vendors, creditors, etc. o Individual sport boards shall submit annual operation budgets to the Executive Board for its annual review and approval, and each individual sport board Treasurer may be asked to attend the review process.
Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
ARTICLE IV ELIGIBILITY & FEES A. Eligibility To Participate in a H.A.Y.A.A. Sport Any youth, as defined by each H.A.Y.A.A. sports eligibility guidelines, living in the Hartland School District, or any child living in an outside district that does not offer that sport, or as approved by the an individual H.A.Y.A.A. sports board is eligible to participate in H.A.Y.A.A.. This includes any participants attending private or alternative schooling in Hartland. Exceptions require Operating sport Board approval. Physically challenged youths are eligible for sports participation in compliance with the American Disability Act (ADA). B. FEES Individual H.A.Y.A.A. operating sport board registration fees will be determined by each of the H.A.Y.A.A operating sport board. H.A.Y.A.A. operating sport boards are also responsible for payment of the administrative expenses for H.A.Y.A.A. Programs including, but not limited to, insurance, website fees, accounting fees and any other administrative overhead costs, as defined by the H.A.Y.A.A. Executive Board. These expenses will be paid from the executive checking account when due and funds will be transferred from the individual operating board accounts to cover their share based on an agreed upon allocation method of registered participants from the latest completed season. ARTICLE V ORGANIZATIONAL STRUCTURE & RESPONSIBILITIES A. H.A.Y.A.A Executive Board organizational structure The Executive Board shall consist of the following positions: President, Vice President, Secretary, Treasurer, Basketball Commissioner, Baseball/Softball President (aka Commissioner), Football Commissioner, Cheer/Pom Commissioner, and Lacrosse Commissioner. The H.A.Y.A.A. Executive Board shall consist of four Executive Officers (President, VicePresident, Secretary and Treasurer) and the elected Head Commissioner from each H.A.Y.A.A. Sport. B. The Executive Board Responsibilities:
Eligibility to serve as a volunteer Executive Officer on the H.A.Y.A.A. Executive Board requires a two (2) year commitment along with currently having a child meeting H.A.Y.A.A. eligibility requirements. Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
o President & Secretary elected in even number years (2016, 2018, etc) o Vice-President and Treasurer elected in odd number years (2015, 2017, etc.) Each Individual sports board Commissioner shall represent his/her sport on the Executive Board and be responsible for communicating Executive Board actions and information back to his/her individual sport board. If the individual sport board Commissioner is unable to attend a meeting, he/she must make an attempt to designate another sport board member to take his/her place (without voting privileges). Establish and maintain H.A.Y.A.A Executive Board organization and operating bylaws. Oversee each individual H.A.Y.A.A. sports board operation to ensure each H.A.Y.A.A. individual sport operates in a responsible, accountable, and respectful manner to participating families and the community. Ensure each individual sport board has thoroughly background checked every coach prior to the start of each individual sport season. Review and approve individual H.A.Y.A.A. sport board bylaws annually Ensure that the H.A.Y.A.A. Executive Board runs professionally and within the intent of the bylaws. Establish election procedures and tenure dates for the Executive Board Officers. Support the operating sport boards as needed with guidance, dispute resolution (if not resolved by the individual sport board), exchange of best practices all with the intent of best serving H.A.Y.A.A. families and the community. The Executive Board monthly meeting shall serve as a communication tool within the H.A.Y.A.A. organization (from H.A.Y.A.A. Executive Board to individual sport and from the individual sport to the Executive Board). o Each sport should report its overall activities to the Executive Board and share in new ideas that can improve the organization. Review and approve annual operating budgets for each sport. Compare the annual operating budgets for each sport to actual finance statements. Maintain a record of the minutes from all meetings Resolve disputes between or within individual sport boards, the Executive Board and individual participants filing complaints through the “Complaint Process” o Complaint is brought to individual sport board, per their bylaws o Appeals petitioned to the Executive Board for consideration o Executive Boards decision is final and binding
C. There shall be a H.A.Y.A.A. operating board within each sport with the following basic structure:
Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
H.A.Y.A.A. BASKETBALL Commissioner Assistant Commissioner In-House Boys Assistant Commissioner In-House Girls Assistant Commissioner Boys Travel Assistant Commissioner Girls Travel Secretary Treasurer
H.A.Y.A.A. BASEBALL/SOFTBALL Baseball/Softball President Commissioner Baseball Commissioner Softball Commissioner Travel (2) Secretary Treasurer
H.A.Y.A.A. CHEER/POM Commissioner Blue Commissioner Gold Commissioner White Commissioner Black Commissioner Secretary Treasurer
H.A.Y.A.A. FOOTBALL Commissioner Blue Commissioner Gold Commissioner White Commissioner Black Commissioner Secretary Treasurer
H.A.Y.A.A. LACROSSE Commissioner Treasurer Secretary Fund Raiser Boys Scheduler Boys Commissioner Girls Commissioner The individual Operating Boards shall serve their sport by (but not limited to):
Establishing operating bylaws for their sport (approved by Executive Board) Establishing rules and regulations Establishing an annual operating budget and track actual financial activity against the budgeted expectations. o Actual v. Budget comparisons shall be kept at the individual sport board level and provided to the Executive Board on an annual basis and upon request from the Executive Board. Operating in a respectful, truthful and fiscally responsible manner Making all coaching determinations as to who coaches and in what capacity Ensuring background checks are done on all coaches prior to the start of each individual sport season. Being accountable to participating families/community and the H.A.Y.A.A. Executive Board Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
Providing clear and consistent communication to participating families and the community Setting registration fees and dates obtaining all equipment and uniforms (if provided by the sport) Making all operating decisions regarding their sport Conducting monthly board meetings Organizing all sporting events and practices Appointing non-voting positions as needed Informing the Executive Board as to the number and amount of scholarships that have been provided as to keep one list for the information of all other sports, and provide the name of any coach that has been removed per each sport's by-law volunteer removal process, as to keep all other sports informed for future reference.
D. H.A.Y.A.A. Executive Board Elections The H.A.Y.A.A. Executive Board shall establish election procedures and tenure start and end dates for Executive Board Officers, and standardize the process to be used each year in electing new Operating Board directors. o Each sport may have a separate election process, but it must be approved by the Executive Board and include a way to provide all those involved in the program, and eligible, an opportunity to run for a board position. o Each individual sport board must also provide the name of the tentatively elected person to the Executive Board for approval. The Executive Board has thirty (30) days to approve or deny the prospective board officer, who will represent their specific sport on the Executive Board. Upon Approval, or expiration of the 30 day approval period, the elected person can assume their newly elected position. Upon denial, the individual sport board will be required to elect an alternative individual. This applies to the Head Commissioner/President position only. Elections for the Executive Board officer positions (President, Vice-President, Secretary and Treasurer) will be held annually on May 1st and will be voted on by the eligible directors of the H.A.Y.A.A. Executive Board. Executive Board Directors are eligible to vote (including for themselves) Individual sport board commissioners will conduct a vote within their board and vote at the Ex Board level based on the sport board level results
Eligibility to serve as a volunteer on the H.A.Y.A.A. Executive Board requires a two (2) year commitment. Preferential consideration will be given to candidates with a child meeting H.A.Y.A.A. eligibility requirements. Dereliction of duties may result in a vote to remove any H.A.Y.A.A. Executive Board member at any time during their service period. Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
E. Terms & Duties PRESIDENT, VICE PRESIDENT, SECRETARY, TREASURER (The term of office will be from May 1 through April 30th) PRESIDENT: o Shall serve in the best interest of all of H.A.Y.A.A. o Shall chair Executive Board meetings o Shall be a signatory on the H.A.Y.A.A. Executive board bank account o Shall enforce all rules and Bylaws governing the Executive Board. o Shall direct the Executive Board on program and policies o Shall settle all Executive Board votes that result in ties o Shall have the right to call a vote to fill a vacated Executive Board position. VICE PRESIDENT: o Shall serve in the best interest of all of H.A.Y.A.A. o Shall aid the President in the performance of his/her duties. o Shall chair meetings in the President’s absence. o Shall be the administrator of the Organizations Insurance. o Shall review the insurance policies of the organization annually SECRETARY: o Shall serve in the best interest of all of H.A.Y.A.A. o Shall aid the President in the performance of his/her duties. o Shall keep records of all Executive Board meetings. o Shall maintain and update H.A.Y.A.A. Bylaws. o Shall assist with communications between the individual sport boards. o Shall keep any and all records provided by each individual sport board including scholarship records and/or disciplinary records, not including financial or tax information. TREASURER: o Shall serve in the best interest of all of H.A.Y.A.A. o Shall aid the President in the performance of his/her duties. o Shall be a signatory on the H.A.Y.A.A. Executive board bank account, as well as each individual sport board bank accounts. o Shall keep an accurate record of all incoming revenue and expenses for Executive Board. o Shall maintain operation and have responsibility to check, and distribute from, any information arriving at the H.A.Y.A.A. Executive Board P.O. Box address, or any other avenue in which information may be shared. o Shall ensure prompt payments to vendors, creditors, etc. Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
o Shall ensure prompt distribution of monies to individual sport boards o Shall ensure all monies are reconciled on a monthly basis o Shall maintain working balance of running debts, payment schedules, receivables resulting from agreements with H.A.Y.A.A. partners o Shall be aware of and have a working process in place to monitor, reconcile and assist with any and all contractual obligations at the Executive Board or Individual sport board level. o Shall present a financial report at quarterly Executive Board meetings in January, April, July and October. o Shall review and keep on file budgets from the individual Operating Boards. o Shall work with the Operating Boards to establish financial reporting procedures and documents. o Shall compile and submit any and all tax return information required by the rules and regulations of the H.A.Y.A.A. 501C3 SPORT COMMISSIONER: o Shall serve in the best interest of all of H.A.Y.A.A. o Shall represent their individual sports on the H.A.Y.A.A. Executive Board. o Shall ensure background checks are done on all coaches prior to the start of their individual sport season. o Shall provide a budget for their sport annually and upon request at any time. o Shall keep the Executive Board apprised of their individual sport. o Shall attend 7 out of 11 Executive Board Meetings each year, and for those not attended, a representative must be sent. F. Removal of an Executive Board Member 1. The motion for removal must be made in writing to the H.A.Y.A.A. Executive Board President. 2. A copy of the written motion for removal shall be given to all board directors and an investigation, if deemed necessary by Executive Board vote, will be conducted. 3. The findings of the investigation will determine whether there is sufficient reason for dismissal via a vote by all eligible Executive Board directors, and if sufficient reason is found, a vote of Executive Board directors shall take place. 4. A simple majority, when 2/3 of the Executive Board representation is present, is required for an Executive Board member to be removed from the H.A.Y.A.A. Executive Board
ARTICLE VI EXECUTIVE BOARD MEETINGS Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
Executive board meetings will be held the first Wednesday of each month. The President may call special meetings as needed to be held, or may conduct business via email or other forms of communication that ensures all Executive Board directors are informed. In the event of a vote, all Executive Board directors must be given the opportunity to vote. In the event an Executive Board member isn’t be present for a vote, directors not in attendance shall be contacted (phone call, text, email, etc.) to have the opportunity to vote. The intent is that a reasonable effort is made to give all directors a chance to vote, understanding that circumstances and expediency may require a member not to be able to vote in a timely fashion. The Execuitve board shall have the sole authority to direct activities, adopt, modify and add H.A.Y.A.A. Executive Board by-laws as necessary to perform the duties described herein. When 2/3 Executive Board representation is present, a simple majority shall carry any motion. Failure of any Executive Board member to not attend or have a representative attend 3 consecutive meetings, or 3 out of 5 meetings, will result in immediate motion for removal from the Executive Board. A simple majority, with 2/3 Executive Board representation present, shall carry the motion. ARTICLE VII FINANCIAL RESPONSIBILITIES H.A.Y.A.A. shall be a non-profit organization with funding as follows: o A registration fee will be charged by each individual sport o Individual sport boards may solicit sponsors to augment the financial needs of the sport. o Funds may be received as donations from other persons or organizations, but not from State or Federal Entities o Various fund raising activities may be conducted at the discretion of the individual Sport Boards. o All expenditures in excess of $2,000 must be subjected to at least two competitive bids from vendors who can provide required quality, price and delivery o All Individual sport board Treasurers shall ensure prompt payments to vendors, creditors, etc. o Individual sport boards shall submit annual operation budgets to the Executive Board for its annual review and approval, and each individual sport board Treasurer may be asked to attend the review process.
ARTICLE VIII EXECUTIVE AMENDMENTS
Revised March 2015
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Hartland Area Youth Athletic Association Executive Board Bylaws
For the bylaws to be amended a 2/3 representation must be present. When 2/3 representation is present, a simple majority is required for the amendment to be approved. By-law amendments must be presented in writing to the Executive Board prior to voting on such amendments.
Revised March 2015
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