SWE Bylaws
Bylaws Seneca War Eagles
“PEOPLE ASK ME WHAT I DO IN WINTER WHEN THERE’S NO BASEBALL. I STARE OUT THE WINDOW AND WAIT FOR SPRING.” ROGERS HORNSBY
EXCELLENCE AT BASEBALL
NAME: This association shall be known as Seneca War Eagles, herein after referred to as SWE. SWE is and shall be a non-profit organization under the umbrella of the Indian Mills Athletic Association (IMAA). PURPOSE: The purpose of SWE Bylaws is to assist and govern league members of the SWE Baseball program. VOTING AND QUORUM: The voting members shall be the Executive Board that consists of the President, Vice-President, Secretary, Treasurer, and the Head of Coaches. A minimum of three voting members must be present to constitute a quorum. BOARD MEMBERS, REPRESENTATIVES, AND ELECTIONS: The officers of SWE will consist of a five member executive board: President, Vice-President, Secretary, Treasurer and Head of Coaches. The executive board shall be nominated by the any member in good standing at the first meeting in September, and shall serve for a term of two consecutive years, with the majority approval of the area representatives. The new board assumes its responsibilities immediately upon approval. Those seeking these offices shall be present at the nominating meeting. In the event the nomination is not approved, the President shall open nominations from the floor. Any member of the executive board can be removed for any reason, with a majority vote of the remainder of the Executive Board. OFFICERS DUTIES: President: The President is to preside at all meetings of SWE. He/she will represent the association on all business affairs and contracts. He/she will prepare and/or oversee the entire operation of the baseball program and shall be responsible for the day-to-day operations of the organization. He/She shall have a position on all committees, and a say on all matters, which are pertinent to the daily operations within the organization. The President along with the Treasurer shall be the only signatures on all checks of bills to be paid incurred by the organization. The President is responsible for presiding over the General and Executive Board meetings and preparing outline of topics for both. Vice-President: The Vice-President shall serve at the direction of the President and take over administrative duties if the President is unable to attend a meeting or function. The President may delegate duties to the Vice-President as her or she deems necessary. Treasurer: The Treasurer shall keep or cause to be kept, correct and accurate accounts of the properties and financial transactions of the corporation and in general perform all duties incident to the office. This shall include but not limited to all deposits, banking statements, vouchers, and
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payments due incurred by The Seneca War Eagles. The SWE Treasurer shall transmit all funds received to the IMAA Treasurer and submit monthly treasurer’s reports to the IMAA Treasurer and the SWE Executive Board. The IMAA Treasurer shall be responsible for the disbursement and/or reimbursement of funds on behalf of the SWE operations. The Treasurer shall provide full and complete financial reports to the remainder of the executive board on a monthly basis. Secretary: The Secretary shall keep records of minutes to all meetings, (General, Executive and Emergency) within the organization. These records shall be available at all General Meetings for member review. The secretary shall keep copies and bylaws as amended to date. The Secretary shall be responsible to take minutes at all SWE meetings and distribute copies to board members and area representatives. He/she will prepare information to be distributed to all coaches at the coach’s meeting. The Secretary shall be responsible for maintaining the website. Head of Coaches/Director of Baseball Operations: The Head of Coaches/Director of Baseball Operations shall be responsible to be the direct liaison over all age groups coaches and serve as the direct conduit between the coaches and the Executive Board. The HOC shall also serve and preside over potential issues between the coaching staff and parents that were not resolved between them. The Head of Coaches shall be responsible for the development and implementation of a winter training camp at a time, location and cost as approved by the SWE Board. IMAA LIAISON: The SWE President shall serve as the liaison between SWE and the IMAA governing body. AMENDMENTS to BYLAWS: These bylaws may be amended at any time by the majority vote of at least 2/3 of the SWE Board. Bylaws shall be kept current and posted on the SWE website. EXECUTIVE BOARD MEETINGS: Board meetings dates and times shall be set by the President and the information should be posted on the SWE website. RECREATION BASEBALL AND SWE: SWE acknowledges the importance of recreation level baseball and if an individual player chooses to participate in recreation level ball, the Coaches should support that decision. If a SWE team has players who wish to participate in District play, that SWE team shall end the season on Memorial Day and may re-convene play after District competition has concluded.
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If a SWE team has enough available players to continue competition, that SWE team may continue to schedule SWE games throughout the season without interruption. WEBSITE: The official website for SWE shall be www.senecawareagles.com. COSTS OF PROGRAM: The intent of SWE is to provide high-quality baseball training and experiences in the most cost-effective manner possible. The cost shall be determined on a yearly basis and shall be set by the Board. While the intent is to provide a standard cost per all age levels, it is understood that each Head Coach has the ability to modify his/her budget based on special needs or circumstances, subject to approval by the Board. RULES: SWE shall comply with the adopted rules and regulations for league play as published by the Tri-State Elite League and Tournament rules and regulations in which a team decides to play. PLAYER SELECTION PROCESS: The intent of the program is to primarily develop the skills of players who live within the Seneca High School sending districts. For the purposes of this paragraph, an “out-of-town” player shall be defined as one who is not from Shamong, Southampton, Tabernacle and Woodland Townships. Each SWE team, (where there are sufficient local SWE sending towns to field a team), shall be permitted to roster no more that two (2) out-of-town players on their rosters. The out-of town players must score within the top five of the total participants at tryouts, otherwise the Coach must exercise a “Coaches Pick” on that out-of-town player. However, “out of town” players are eligible to tryout and play for the SWE as long as they are limited to two players per team and as selected by the Head Coach as coaches’ picks. Each team has two Coaches picks available to use at the sole discretion of the Head Coach. If a team is unable to field a team from Seneca High School sending district by a shortage of candidates at tryouts, the coaches’ picks requirement may be increased in order to field a team at that age group, subject to approval by the SWE Board. TRYOUTS: Weather permitting, tryouts shall be held in early November for the Spring Season and August for the Fall Season. Tryouts will be held to determine the skill level of all players at a time and location as approved by the SWE Executive Board. The skills and evaluations of each candidate shall be mathematically computed based on an evaluation form approved by the Executive Board. There shall be a minimum of three adult evaluators for each age group and the evaluators must be the same for the entire two-day evaluation process. Under no condition should an evaluator, (other than the Head Coach), have a child who is a candidate for the team.
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The evaluations of candidates shall be kept confidential, however it may be shared in confidence between coaches and the Executive Board. Scores shall be compiled in a spreadsheet and the highest of the candidate’s two-day score shall be utilized. Candidates may choose to tryout to “play up” for the next higher age group at their own risk. Additionally, a player may choose to tryout for two different age groups. If a player, who chooses to tryout for the next higher age group does not make that team, he/she does not automatically make their age-appropriate team. In this instance, the Head Coach of the ageappropriate group could choose to exercise a coach’s pick. HEAD COACHES SELECTION PROCESS: Candidates for Head Coaches shall complete the Board-approved Application for Head Baseball Coach on a yearly basis. The SWE Board reserves the right to conduct interviews in person of candidates. The selection of assistant coaches shall be at the sole discretion of the Head Coach, with the approval of the Head of Coaches/SWE Executive Board. The SWE Board reserves the right to remove any coach, including the Head Coach, from the program for sufficient cause as determined by the SWE Board. Any coach shall be afforded the opportunity to a hearing prior to Board vote. Spring Timeline: Head Coach Applications shall be submitted between 01 September and 15 October. A decision from the Executive Board shall be issued on or before 01 November. Fall Timeline: Head Coach Applications shall be submitted between 01 June and 15 July. A decision from the Executive Board shall be issued on or before 01 August. All coaches are required to complete and submit to a criminal background check every five years in accordance with IMAA requirements. PLAYER AGREEMENT/PARENT CONSENT FORM: Each player and parent or legal guardian shall be required to sign the Player Agreement/Parent Consent Form before the first day of practice. Copies of all forms shall be submitted by each Head Coach to the SWE Secretary and these forms shall be kept on file.
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CONDUCT OF COACHES AND PLAYERS: all representatives, parents and coaches representing the SWE shall follow the following rules: 1. If a player/coach is ejected by an official for unsportsmanlike conduct, the incident must be reported to the Head of Coaches, who will contact the President prior to the player’s/coach’s next contest. 2. Ejected coaches must leave the contest immediately and shall not be allowed further contact with team members for the duration of the contest. Ejected players must remain on the bench for the duration of that contest. 3. Aggressive or inappropriate physical contact between individuals and/or an official is an act of unsportsmanlike conduct. The Head Coach shall notify the SWE Head of Coaches within 24 hours of the end of the contest. 4. A player/coach who has been ejected because of unsportsmanlike conduct may be subject to further disciplinary action by the SWE Executive Board. 5. The NO TOBACCO, ALCOHOL, OR DRUG USE rule will apply to all coaches and players during games, on the playing fields, or on the bench. 6. The use of profanity by players, coaches, or spectators will not be tolerated. Coaches will control their spectators. 7. Failure of coaches, players, or spectators to comply with these rules of conduct will be sufficient cause for suspension from the SWE.
Bylaws approved by motion on 25 November 2013.
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“PEOPLE ASK ME WHAT I DO IN WINTER WHEN THERE’S NO BASEBALL. I STARE OUT THE WINDOW AND WAIT FOR SPRING.” ROGERS HORNSBY
EXCELLENCE AT BASEBALL
NAME: This association shall be known as Seneca War Eagles, herein after referred to as SWE. SWE is and shall be a non-profit organization under the umbrella of the Indian Mills Athletic Association (IMAA). PURPOSE: The purpose of SWE Bylaws is to assist and govern league members of the SWE Baseball program. VOTING AND QUORUM: The voting members shall be the Executive Board that consists of the President, Vice-President, Secretary, Treasurer, and the Head of Coaches. A minimum of three voting members must be present to constitute a quorum. BOARD MEMBERS, REPRESENTATIVES, AND ELECTIONS: The officers of SWE will consist of a five member executive board: President, Vice-President, Secretary, Treasurer and Head of Coaches. The executive board shall be nominated by the any member in good standing at the first meeting in September, and shall serve for a term of two consecutive years, with the majority approval of the area representatives. The new board assumes its responsibilities immediately upon approval. Those seeking these offices shall be present at the nominating meeting. In the event the nomination is not approved, the President shall open nominations from the floor. Any member of the executive board can be removed for any reason, with a majority vote of the remainder of the Executive Board. OFFICERS DUTIES: President: The President is to preside at all meetings of SWE. He/she will represent the association on all business affairs and contracts. He/she will prepare and/or oversee the entire operation of the baseball program and shall be responsible for the day-to-day operations of the organization. He/She shall have a position on all committees, and a say on all matters, which are pertinent to the daily operations within the organization. The President along with the Treasurer shall be the only signatures on all checks of bills to be paid incurred by the organization. The President is responsible for presiding over the General and Executive Board meetings and preparing outline of topics for both. Vice-President: The Vice-President shall serve at the direction of the President and take over administrative duties if the President is unable to attend a meeting or function. The President may delegate duties to the Vice-President as her or she deems necessary. Treasurer: The Treasurer shall keep or cause to be kept, correct and accurate accounts of the properties and financial transactions of the corporation and in general perform all duties incident to the office. This shall include but not limited to all deposits, banking statements, vouchers, and
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payments due incurred by The Seneca War Eagles. The SWE Treasurer shall transmit all funds received to the IMAA Treasurer and submit monthly treasurer’s reports to the IMAA Treasurer and the SWE Executive Board. The IMAA Treasurer shall be responsible for the disbursement and/or reimbursement of funds on behalf of the SWE operations. The Treasurer shall provide full and complete financial reports to the remainder of the executive board on a monthly basis. Secretary: The Secretary shall keep records of minutes to all meetings, (General, Executive and Emergency) within the organization. These records shall be available at all General Meetings for member review. The secretary shall keep copies and bylaws as amended to date. The Secretary shall be responsible to take minutes at all SWE meetings and distribute copies to board members and area representatives. He/she will prepare information to be distributed to all coaches at the coach’s meeting. The Secretary shall be responsible for maintaining the website. Head of Coaches/Director of Baseball Operations: The Head of Coaches/Director of Baseball Operations shall be responsible to be the direct liaison over all age groups coaches and serve as the direct conduit between the coaches and the Executive Board. The HOC shall also serve and preside over potential issues between the coaching staff and parents that were not resolved between them. The Head of Coaches shall be responsible for the development and implementation of a winter training camp at a time, location and cost as approved by the SWE Board. IMAA LIAISON: The SWE President shall serve as the liaison between SWE and the IMAA governing body. AMENDMENTS to BYLAWS: These bylaws may be amended at any time by the majority vote of at least 2/3 of the SWE Board. Bylaws shall be kept current and posted on the SWE website. EXECUTIVE BOARD MEETINGS: Board meetings dates and times shall be set by the President and the information should be posted on the SWE website. RECREATION BASEBALL AND SWE: SWE acknowledges the importance of recreation level baseball and if an individual player chooses to participate in recreation level ball, the Coaches should support that decision. If a SWE team has players who wish to participate in District play, that SWE team shall end the season on Memorial Day and may re-convene play after District competition has concluded.
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If a SWE team has enough available players to continue competition, that SWE team may continue to schedule SWE games throughout the season without interruption. WEBSITE: The official website for SWE shall be www.senecawareagles.com. COSTS OF PROGRAM: The intent of SWE is to provide high-quality baseball training and experiences in the most cost-effective manner possible. The cost shall be determined on a yearly basis and shall be set by the Board. While the intent is to provide a standard cost per all age levels, it is understood that each Head Coach has the ability to modify his/her budget based on special needs or circumstances, subject to approval by the Board. RULES: SWE shall comply with the adopted rules and regulations for league play as published by the Tri-State Elite League and Tournament rules and regulations in which a team decides to play. PLAYER SELECTION PROCESS: The intent of the program is to primarily develop the skills of players who live within the Seneca High School sending districts. For the purposes of this paragraph, an “out-of-town” player shall be defined as one who is not from Shamong, Southampton, Tabernacle and Woodland Townships. Each SWE team, (where there are sufficient local SWE sending towns to field a team), shall be permitted to roster no more that two (2) out-of-town players on their rosters. The out-of town players must score within the top five of the total participants at tryouts, otherwise the Coach must exercise a “Coaches Pick” on that out-of-town player. However, “out of town” players are eligible to tryout and play for the SWE as long as they are limited to two players per team and as selected by the Head Coach as coaches’ picks. Each team has two Coaches picks available to use at the sole discretion of the Head Coach. If a team is unable to field a team from Seneca High School sending district by a shortage of candidates at tryouts, the coaches’ picks requirement may be increased in order to field a team at that age group, subject to approval by the SWE Board. TRYOUTS: Weather permitting, tryouts shall be held in early November for the Spring Season and August for the Fall Season. Tryouts will be held to determine the skill level of all players at a time and location as approved by the SWE Executive Board. The skills and evaluations of each candidate shall be mathematically computed based on an evaluation form approved by the Executive Board. There shall be a minimum of three adult evaluators for each age group and the evaluators must be the same for the entire two-day evaluation process. Under no condition should an evaluator, (other than the Head Coach), have a child who is a candidate for the team.
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The evaluations of candidates shall be kept confidential, however it may be shared in confidence between coaches and the Executive Board. Scores shall be compiled in a spreadsheet and the highest of the candidate’s two-day score shall be utilized. Candidates may choose to tryout to “play up” for the next higher age group at their own risk. Additionally, a player may choose to tryout for two different age groups. If a player, who chooses to tryout for the next higher age group does not make that team, he/she does not automatically make their age-appropriate team. In this instance, the Head Coach of the ageappropriate group could choose to exercise a coach’s pick. HEAD COACHES SELECTION PROCESS: Candidates for Head Coaches shall complete the Board-approved Application for Head Baseball Coach on a yearly basis. The SWE Board reserves the right to conduct interviews in person of candidates. The selection of assistant coaches shall be at the sole discretion of the Head Coach, with the approval of the Head of Coaches/SWE Executive Board. The SWE Board reserves the right to remove any coach, including the Head Coach, from the program for sufficient cause as determined by the SWE Board. Any coach shall be afforded the opportunity to a hearing prior to Board vote. Spring Timeline: Head Coach Applications shall be submitted between 01 September and 15 October. A decision from the Executive Board shall be issued on or before 01 November. Fall Timeline: Head Coach Applications shall be submitted between 01 June and 15 July. A decision from the Executive Board shall be issued on or before 01 August. All coaches are required to complete and submit to a criminal background check every five years in accordance with IMAA requirements. PLAYER AGREEMENT/PARENT CONSENT FORM: Each player and parent or legal guardian shall be required to sign the Player Agreement/Parent Consent Form before the first day of practice. Copies of all forms shall be submitted by each Head Coach to the SWE Secretary and these forms shall be kept on file.
WWW.SENECAWAREAGLES.COM
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CONDUCT OF COACHES AND PLAYERS: all representatives, parents and coaches representing the SWE shall follow the following rules: 1. If a player/coach is ejected by an official for unsportsmanlike conduct, the incident must be reported to the Head of Coaches, who will contact the President prior to the player’s/coach’s next contest. 2. Ejected coaches must leave the contest immediately and shall not be allowed further contact with team members for the duration of the contest. Ejected players must remain on the bench for the duration of that contest. 3. Aggressive or inappropriate physical contact between individuals and/or an official is an act of unsportsmanlike conduct. The Head Coach shall notify the SWE Head of Coaches within 24 hours of the end of the contest. 4. A player/coach who has been ejected because of unsportsmanlike conduct may be subject to further disciplinary action by the SWE Executive Board. 5. The NO TOBACCO, ALCOHOL, OR DRUG USE rule will apply to all coaches and players during games, on the playing fields, or on the bench. 6. The use of profanity by players, coaches, or spectators will not be tolerated. Coaches will control their spectators. 7. Failure of coaches, players, or spectators to comply with these rules of conduct will be sufficient cause for suspension from the SWE.
Bylaws approved by motion on 25 November 2013.
WWW.SENECAWAREAGLES.COM
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