This organization shall be known as the South Lake Little League.
ARTICLE II – MISSION STATEMENT
The objective of South Lake Little League shall be to implant firmly in the children of the community the ideals of good sportsmanship, honesty, loyalty, courage, and respect for authority, so that they may be well adjusted, stronger, and happier children and so that they will grow to be good, decent, healthy, and trustworthy citizens.
To achieve this objective South Lake Little League will provide a supervised program under the Rules and Regulations of Little League Baseball, Incorporated. All Directors, Officers and Members shall bear in mind that the attainment of exceptional athletic skills or the winning of games is secondary, and that molding the future citizens is the prime importance. In accordance with Section 501-(c)-(3) of the Federal Internal Revenue Code, South Lake Little League shall operate exclusively as a non-profit educational organization providing a supervised program of competitive baseball games. No part of the net earnings shall inure to the benefit of any private shareholder or individual, no substantial part of the activities of which is carrying on propaganda, or otherwise attempting to influence legislation, and which does not participate in or intervene in any political campaign on behalf of any candidate for public office.
Eligibility: Any person sincerely interested in active participation to affect the objective of South Lake Little League may apply to become a member.
Classes: There shall be the following classes of members
Player Member: Any player candidate meeting the requirements of Little League Regulation IV and who resides within the authorized boundaries of South Lake Little League shall be eligible to compete for participation, but shall have no rights, duties, or obligations in the management of South Lake Little League.
Regular Member: The legal guardian of a child playing in South Lake Little League or any adult volunteer. A Regular Member will have the right to attend the annual meeting for election of Board Members and Officers or any other meeting. Regular Members are entitled to vote on any issue at the annual meeting and parent’s meeting, but their voting is limited to one vote per family. Active Volunteer: All adult volunteers must be approved by the Board of Directors. An Active Volunteer will have the right to attend the annual meeting for the election of Board Members and Officers. The Secretary shall maintain the role of membership to qualify voting members.
As used hereinafter, the word “Member” shall mean a Regular Member unless otherwise stated. All Officers, Board Members and other elected or appointed officials must be active Regular Members in good standing.
Members, whether Regular or Player, shall not be required to be affiliated with another organization or group to qualify as a member of South Lake Little League.
Managers and Coaches should not be actively engaged in the promotion and/or operation of any other baseball/softball program.
Suspension or Termination:
Membership may be terminated by resignation or action of the Board of Directors.
The Board of Directors, by two-thirds vote of those present at any duly constituted meeting, shall have the authority to discipline, suspend and/or terminate the membership of any Member of any class when the conduct of such person is considered detrimental to the best interests of South Lake Little League and/or Little League, Incorporated. The Member involved shall be notified of such meeting, informed the general nature of the charges, and given an opportunity to appear at the meeting to answer such charges.
The Board of Directors shall, in the case of a Player Member, give notice to the manager of the team of which the player is a member. Said manager shall appear, in the capacity of an adviser, with the player and his/her legal guardian, before a duly appointed committee of the Board of Directors, which shall have full power (by two thirds vote of those present at any duly constituted meeting – quorum is required) to suspend or revoke such players rights to future participation.
Any Board Member who is unable to attend a scheduled meeting is to notify another Board Member that they cannot attend. Three (3) unexcused absences could result in termination of their Board position.
The Annual Meeting of Members of South Lake Little League shall be held in the first week of August in each year for the purpose of electing Members of the Board of Directors, receiving reports and for the transactions of such business and may properly come before the meeting. Notice of the Annual Meeting for review of the financial statements, activities for the year and election of the Members of the Board of Directors for the coming year will be publicly (by email, phone, public announcements, etc.) given at least ten (10) days prior to the date of the meeting.
The Membership shall receive at the annual meeting of the Regular Members of South Lake Little League a report verified by the President and Treasurer, or by a majority of the Directors, showing the whole amount of the real and personal property owned by it, where located, and where and how invested, the amount and nature of the property acquired during the year immediately preceding, the date of the report and the manner of the acquisition, the amount applied, appropriated or expended during the year immediately preceding such date, objects, or title to or for which such applications, appropriations or expenditures have been made. A copy of such report shall be forwarded to Little League Headquarters.
Special Meetings of the Regular Members may be called by the Board of Directors or by the Secretary or President at their discretion. Upon the written request of ten (10) Members, the President shall call a special meeting to consider a specific subject. No business other than that specified in the notice of the meeting shall be transacted at any special meeting of the Members.
Only Board Members shall be entitled to vote at any specially called meeting of South Lake
Little League. The President, Executive Vice President, Secretary, Treasurer, Player Agent, Safety Officer, Coaches Coordinator, Information Officer, Team Parent Coordinator, and League Vice Presidents shall be elected by the Board Members of South Lake Little League.
Robert’s Rule of Order shall govern the proceedings at all meetings, except where some conflicts with the Constitution or by-laws of South Lake Little League.
At any annual or specially called meeting of the Regular Members, any number present shall constitute a quorum, as long as 25% of the Elected Board Members are present.
ARTICLE V – BOARD OF DIRECTORS
The management of the property and the affairs of South Lake Little League shall be vested in the
Board of Directors. The Board of Directors shall not be less than seven (7) or more than twenty (20) Members. The Directors shall upon election immediately enter upon the performance of their duties and shall continue in office until their resignation; termination or their successors shall have been elected.
Annual Election and Term of Office.
At each annual meeting the previous board shall determine the number Members to be elected for the ensuing year and same shall elect such number of Members. The number so fixed may within the limits prescribed in the foregoing Section, be increased at any regular or specially called meeting of the Members. All elections of the Board shall be by majority vote of all Members present at the time of the meeting.
If any vacancy occurs on the Board of Directors, by death, resignation or otherwise, it may be filled by a majority vote of the remaining Directors at any regular or specially called meeting of the Board of Directors.
Meeting, Notice and Quorum:
Regular meetings of the Board of Directors shall be held immediately following the annual election and, on such days, thereafter as shall be determined by the Board. The President or Secretary may whenever either of them deems it advisable, and the Secretary shall, at the request in writing of five (5) Directors, issue a call for a special meeting of the Board. Notice of each meeting shall be given by the Secretary to each Director either by e-mail at least three (3) days before the time appointed for the meeting to the last recorded address of each Director, or by telephone or personal notice preceding the meeting. A minimum of ten (10) or 50% of the Board Members or the entire Executive Board at a meeting shall constitute a quorum.
The Board of Directors shall have the power to appoint such standing committees as it shall determine and to delegate such powers to them as the Board shall deem advisable and which it may properly delegate.
The Board may adopt such rules and regulations for the conduct of its meeting and the management of South Lake Little League as it may deem proper.
The Board shall have the power by two-thirds vote of those present at any regularly or specially called meeting to discipline, suspend, or remove any Director of Officer or Committee member(s) of South Lake Little League in accordance with the procedures set forth in Article III, Section 4-(A).
Any committee will be voted on by the Board of Directors as needed.
ARTICLE VII – OFFICERS, DUTIES, POWERS
Duties and Powers: The Board of Directors shall have the power to appoint such standing committees as it shall determine appropriate and to delegate such powers to them as the Board shall deem advisable and which it may properly delegate.
The Board may adopt such rules and regulations for the conduct of its meetings and the management of the Local League as it may deem proper, provided such rules and regulations do not conflict with this Constitution.
The Board shall have the power by two-thirds vote of those present at any regular Board or Special Board Meeting to discipline, suspend or remove any Director or Officer or Committee Member of the Local League in accordance with procedure.
The Executive Board Officers of South Lake Little League shall, at a minimum, consist of a President, Vice President, Secretary, Treasurer, Safety Officer, and Player Agent. The Board of Directors may appoint such other Officers as it may deem necessary or desirable and may prescribe the powers and duties of each and may fill any vacancy which may occur in any office.
Conduct the affairs of South Lake Little League and execute the policies established by the Board of Directors.
Present a report on the condition of South Lake Little League at the annual meeting of the Board Members.
Communicate to the Board of Directors, such matters as deemed appropriate, and make such suggestions as may tend to promote the welfare of South Lake Little League.
Be responsible for the conduct of South Lake Little League in conformity to the policies, principles and Rules and Regulations as set forth by the Board of South Lake Little League.
Designate in writing, other Officers, if necessary, to have power to make and execute for/and in the name of South Lake Little League such contracts and leases as may have received prior approval of the Board.
Investigate complaints, irregularities, and conditions detrimental to South Lake Little League and report thereon to the Board as circumstances warrant.
Prepare, sign, and submit to Little League International, team rosters, including players claimed, and the Tournament Team eligibility affidavit.
Apply for charters from Little League International for South Lake Little League and shall do all things to obtain and maintain such charters.
Prepare and present to the Board for approval an annual budget for expenditures.
As the chief administrator, the president selects and appoints managers, coaches, umpires, and committees. As such, no person becomes a manager, coach, umpire, or committee member without the approval of the president. However, all appointments are subject to final approval by South Lake Little League's board of directors.
The president presides at league meetings and assumes full responsibility for the operation of the local league. The president receives all mail, supplies and other communications from the Little League Headquarters.
The Vice President Shall,
In case of the absence or disability of the President, and provided he/she is authorized by the President or the Board to so act, the Vice President shall perform the duties of the President, and when so acting, shall have all the powers of that office, and shall have such other duties as from time to time may be assigned by the Board of Directors or by the President.
Assist the Player Agent in the player draft and all other player transactions or selection meeting.
Be responsible for recording the activities of South Lake Little League and maintaining appropriate files, mailing lists and necessary records.
Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of Secretary or as may be assigned by the Board of Directors.
Maintain a list of Regular Members, Directors and Committee Members and give notice of all meetings of South Lake Little League, the Board of Directors and committees.
Keep the minutes of the meetings of the Members and Board of Directors and cause them to be recorded in a book kept for that purpose.
Conduct all correspondence not otherwise specifically delegated in connection with said meetings and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.
Notify Directors, Officers, and Committee Members of their election or appointment.
Responsible for publicity concerning annual meeting, registration etc.
Be responsible for the financial activities of South Lake Little League by maintaining the check book and deposits, paying league debts timely, paying and tracking umpires pay, handling disbursements/deposits of money for concession stand, receiving/depositing all monies associated with registration, fund-raisers, and sponsorship.
Provide to the Board of Directors a detailed monthly checkbook reconciliation, a profit/loss statement, and an itemized incomes/expense statement.
At the Annual Meeting of Board Members provide a yearend profit/loss statement and an itemized income/expense statement. These statements should coincide with South Lake Little Leagues fiscal year.
Compile information necessary (Balance sheet, checkbook register, itemized income/expense statement, profit/loss statement, list of all equipment purchases, and a list of league officers with their social security numbers) for the filing of the Local Leagues Income Tax Return. Deliver and communicate with a tax professional. The Local League’s Tax Return must be postmarked no later than February 15th annually.
Using the detailed records kept on each umpire, file the necessary 1099-MISC income and 1096 Transmittal forms from the IRS for any paid umpire receiving $600.00 or more during the current calendar year. These forms must be postmarked no later than January 31st.
Maintain files on the above-mentioned records according to South Lake Little Leagues fiscal year.
Conduct regular and usual correspondence dealing with South Lake Little Leagues financial matters such as those involving suppliers and vendors.
The Safety Officer shall,
Be responsible for ensuring that all the playing fields and areas in and around the baseball fields are safe and free from dangers and ensure safety in player training
Will oversee all paperwork concerning injured player(s) or participant(s). Ensure that paperwork on injured parties is sent into the insurance company.
Coordinates all safety activities including supervision of ASAP (A Safety Awareness Program)
Will perform background checks on volunteers
Represents coaches/managers in league
Presents a coach/manager training budget to the board
Gains the support and funds necessary to implement a league-wide training program
Orders and distributes training materials to managers
Coordinates mini-clinics as necessary
Will appoint divisional coaching coordinators
The Concession Manager Shall,
Maintains the operation of concession facilities
Organizes the purchase of concession products
Responsible for the management of the concession sales at league events
Schedules volunteers to work the concession booth during league events
Collects and reviews concession related offers including coupons, discounts, and bulk-purchasing opportunities
Organizes, tallies, and keeps records of concession sales and purchases
The Information Officer Shall,
Manage the league's official home page
Manage the online registration process and ensure that league rosters are maintained on the site
Assign administrative rights to league volunteers and teams
Ensures that league news and scores are updated on a regular basis. Collects, posts, and distributes important information on League activities
Serves as primary contact person from League regarding use of internet for League administration and for distributing information to League members and to Little League Baseball Inc.
Monitor and maintain League social media accounts
The Sponsorship Manager shall,
Solicit and secures local sponsorships to support league operations
Collect and reviews sponsorship and fund-raising opportunities
Organize and implements approved league fund raising activities
Coordinate participation in fund raising activities
Maintains record of monies secured through sponsorship and fund-raising initiatives
Serve as coordinator of the local league umpire program
Advise the league president on the local league umpire program
Recommend volunteer umpires and develop umpire schedule to league president for the regular season recruit, review, and retain volunteer umpires
Establish and implement an umpire training program for volunteer umpires consistent with Little League Inc. guidelines
Communicate rule changes to League volunteer umpires, managers, and coaches
Recommend tournament worth umpires to the district umpire consultant
Attend umpire training programs at district state and region levels
Review all financial documents produced by Treasurer for accuracy
Validate purchases against documentation
Ensure League funds are being distributed as stated
Report discrepancy to Board of Directors
ARTICLE VIII – MANAGERS, COACHES and UMPIRE ASSOCIATION
Team Managers and Coaches shall be approved at beginning of every season. The Committee, composed of the Player Agent and Vice President shall make recommendations to the President for appointment. Final approval shall be made by the Board of Directors. Team Managers and Coaches shall be responsible for the selection of their teams and their actions on the field.
South Lake Little League shall annually apply for Charter from Little League International and shall do all things necessary to obtain and maintain such Charter. South Lake Little League shall devote their entire energies to the activities authorized by such Charters and shall not be affiliated with any other program or organization or operate any other program.
The Official Playing Rules and Regulations as published by Little League International, Williamsport, Pennsylvania, shall be binding on this Local League.
The local rules of this Local League shall be reviewed and adopted by the Board of Directors at a meeting to be held not less than one (1) month prior to the first scheduled game of the season but shall in no way conflict with the Rules and Regulations of Little League International.
ARTICLE X – FINANCIAL AND ACCOUNTING
The Board of Directors shall decide all matters pertaining to the finances of South Lake Little League and it shall place all income including Auxiliary funds, in a common league treasury, directing the expenditures of same in such manner as will give no individual, team or Division an advantage over those in competition with such individual, team or Division.
The Board shall not permit the contribution of funds or property to individual teams but shall solicit some for the common treasury of South Lake Little League, thereby to discourage favoritism among teams and to endeavor to equalize the benefit of South Lake Little League.
The Board shall not permit the solicitation of funds in the name of Little League International unless all funds so raised are placed in South Lake Little League treasury.
The Board shall not permit the disbursement of Local League funds for other than the conduct of Little League activities in accordance with the Rules and Regulations and policies of Little League International. All disbursements shall be made by check or League debit card. All checks shall be signed by two members of the Board of Directors that have been appointed to be signatories on the accounts by the Board. The Treasurer shall not be an appointed signatory on the accounts.
No Director, Officer or Member of South Lake Little League shall receive directly or indirectly any salary, compensation, or emolument from South Lake Little League for services rendered as Director,
Officer or Member unless those services fall outside of the regular duties as prescribed earlier. The Board of Directors must approve any services rendered to South Lake Little League by a regular member for compensation and must also approve the type/amount of compensation. Such service and compensation shall be kept as public record and available for audit by any member of South Lake Little League.
All monies received, including auxiliary funds, shall be deposited to the credit of South Lake Little League in one or more depositories selected by the majority of the Board of Directors at any regular of special meeting.
The Fiscal Year of South Lake Little League shall begin on the first day of October and end on the last day of September.
Distribution of Property Upon Dissolution:
Upon dissolution of South Lake Little League and after all outstanding debts and claims have been satisfied, the Members shall distribute the property of South Lake Little League to such other organizations maintaining an objective similar to that set forth herein, which are or may be entitled to exemption under section 501-(c)-(3) of the Internal Revenue Code or any future corresponding provisions.
This Constitution and By-Laws may be amended, repealed, or altered in whole or part by a majority vote at any duly organized meeting of the Board of Directors provided notice of the proposed change is included in the notice of such meeting.