BY-LAWS
MILTON,
FL MILTON, FL
32583 32572
PRESIDENT
VICE PRESIDENT
TREASURER
SECRETARY
PUBLIC RELATIONS DIRECTOR
BASEBALL DIRECTOR
GIRLS SOFTBALL DIRECTOR
ADULT SOFTBALL DIRECTOR
SOCCER DIRECTOR
FOOTBALL DIRECTOR
CHEERLEADING DIRECTOR
BASKETBALL DIRECTOR
FUNDRAISING DIRECTOR
CONCESSIONS DIRECTOR
VOLUNTEER DIRECTOR
SPONSOR SIGN DIRECTOR
--- BY-LAWS ---
ARTICLE
I - NAME, LOCATION, AND SCOPE PAGE 1
ARTICLE
II- MISSION PAGE 1
ARTICLE
III – MEMBERSHIP PAGE 1-2
ARTICLE
IV – BOARD OF DIRECTORS PAGE 2-8
ARTICLE
V – COMMITTEES PAGE 8
ARTICLE
VI – FISCAL-YEAR PAGE 8
ARTICLE
VII – RULES OF ORDER PAGE 9
ARTICLE
VIII – AMMENDMENT AND WAIVER PAGE
9
NAME, LOCATION AND SCOPE
SECTION 1. NAME
The name of this corporation shall be East Milton Youth Association.
(Also known as “EMYA” or “The Corporation).
SECTION 2.
LOCATION
The Corporation shall be located in Santa Rosa County, Florida.
SECTION 3.
PURPOSE
The Corporation is organized exclusively for charitable and educational purposes. It shall provide without profit, youth recreational activities. The Corporation shall be operated as an independent, non-commercial, non-political, and non-profit organization.
The mission and purpose of EMYA is to provide athletic programs for the youth, ages 4-14 years of age, which promote good sportsmanship, good citizenship, team building, physical fitness, self confidence and community involvement.
MEMBERSHIP
SECTION 1. REQUIREMENTS
Members shall be any adult of good moral character that has met admission standards and requirements as set by The Board.
SECTION 2.
CLASSIFICATIONS
Members of The Corporation shall consist of volunteers. No person shall be eligible for membership or status as an approved volunteer unless he/she is of good character and good standing.
SECTION 3.
REMOVAL OF A MEMBER
A member who uses obscene language, physical violence, or any other action deemed to be harmful by The Corporation will be reprimanded or expelled from the membership. Upon hearing the member’s side, The Board will discuss the issue in a closed meeting and determine what, if any, action will be taken. If a member breaks the Code of Conduct, he/she can be removed and/or suspended, at that time, from the park until the board meets to discuss any further action if necessary to be taken.
BOARD OF DIRECTORS
SECTION 1. GENERAL
The Board of Directors shall transact all of the business of The Corporation. It shall determine all policies and activities, in general, assume responsibility for directing the disposition of all The Corporation’s affairs, business, and property. Members of The Board of Directors must be in good standing with The Corporation.
SECTION 2.
COMPOSITION
The Board shall consist of not less than five nor more than twenty-five Officers and Directors and Board Members. No individual shall hold more than one voting position on The Board. The Board shall consist of the Officers, Directors, and Members of The Corporation.
SECTION 3.
QUORUM
The presence of a majority of the members of The Board of Directors shall constitute a quorum to transact business, except as otherwise provided in these by-laws. The act of majority of Directors present at a meeting, when a quorum is present shall constitute an action of The Board of Directors.
SECTION 4. REMOVAL FROM OFFICE
The Board may remove any member of The Board of Directors whenever, in the judgment of The Board, the best interests of The Corporation are served. A 2/3 majority vote of The Board of Directors shall be required for removal of a member of The Board. Failure to attend three (3) consecutive meetings without an excuse shall constitute cause for the removal of a board member. The member must contact the Secretary 24 hours before the scheduled meeting. Any falsification of information will result in an automatic removal.
SECTION 5. BOARD VACANCIES
The Board of Directors may fill any vacancy on the Board at any regular or special meeting of The Board and the person so elected shall serve until the next Corporation election.
SECTION 6. BOARD SALARIES
No member of The Board of Directors, including any Officer, shall be paid compensation for his/her service to The Corporation. Furthermore, no member may place upon the agenda, participate in debate, or vote on any contractual or employment matter that may be reasonably considered a conflict of interest by his association with a contractor or employee.
SECTION 7. MEETINGS
The Board will set and maintain one meeting per month at which time they will follow the President’s agenda. Time will be allotted at the end of each meeting for new issues to be brought forth for discussion.
SECTION 8. ELECTION OF OFFICERS/DIRECTORS
A.
NOMINATING
COMMITTEE
If an office is open at the time of Elections a nomination will be considered by The Board (and the participants park activity will be researched) to be placed into the election process.
B.
TERM
OF OFFICE
Any and all Board positions will be held by existing Board Members until such time as they are voted off or resign. If a position becomes available prior to an election, The Board will appoint a person to maintain that position. The Board will decide if that position will be open for election or if the person working that position will remain in seat.
C.
ELECTION
All elections will be held every 2 years at the end of baseball season. All nominations will be posted 3 weeks prior to the end of the season. The election will be by a ballot vote into a box and counted by The Board. The newly elected member will be announced at closing ceremonies.
D.
ELIGIBILITY
FOR NOMINATIONS
To be eligible for nomination, election, or appointments to any official position in the East Milton Youth Association a person shall:
(1) Sign and abide by the code of ethics
(2) Have no known record of conviction of any felony or any crime of moral turpitude and pass a background check
(3) Enter into no personal or business venture that can, in any way, be considered or viewed as a conflict of interest.
(4) Not seek personal financial gain from the use of the person’s position within the organization or through the use of the name of the East Milton Youth Association.
(5) Pay a $25 annual membership fee, and be in good standing (not owing dues, bad checks, using profanity, or making a scene at any EMYA event).
SECTION 9. OFFICERS AND DUTIES
A.
PRESIDENT
OF THE CORPORATION
The President shall preside over all regular and special meetings of The Board for The Corporation and enforce the provisions of these by-laws. His duties include but are not limited to the following:
(1) Approve all checks and obligations authorized by The Board
(2) Appoint all committees, unless The Board specifies otherwise
(3) Serve as Ex Officio at all committee meetings
(4) Call special meetings of The Board of Directors
(5) Make an annual report to the Board of Directors and such other reports, as The Board may deem necessary
(6) Sign all contracts and other legal documents executed on behalf of East Milton Youth Association, with another Board Member.
(7) Initiate long term strategic planning
(8) Work with the Treasurer to help document financial statements and records necessary for managing the budget of The Corporation
(9) With the assistance of the Treasurer, he shall develop The Annual Corporation Budget and present it to The Board of Directors on a date determined by The Board
(10) Perform such other duties as may be placed upon him by The Board of Directors.
B.
VICE
PRESIDENT OF THE CORPORATION
The Vice President’s duties include but are not limited to the following:
(1) Assist the President in his duties
(2) Perform the duties of the President in the absence or disability of the President or when the office of the President is vacant.
(3) Perform as the Chief Staff Officer of The Corporation. Specifically, it is the primary duty of the Vice President to coordinate the staff efforts of The Board of Directors to ensure an orderly flow of business and information. He will ensure that correspondence requirements are met through coordination with the Secretary
(4) Additionally, he shall perform such other duties as may be placed upon him by the President of The Board of Directors
C.
SECRETARY
OF THE CORPORATION
The Secretary’s duties include but are not limited to the following:
(1) Keep an accurate record of all meetings of The Corporation’s membership and The Board of Directors, and cause same to be recorded in a minute book which shall be kept as a permanent record
(2) Additionally, the Secretary shall be responsible for the correspondence as will be appointed to him/her, from time to time by the President or The Board of Directors
(3) Keep all motions made on the EMYA motion form and approved motions in a notebook to stay in the boardroom at all times.
(4) Keep all forms, receipts, and paperwork neat and orderly in the boardrooms file cabinet
D.
TREASURE
OF THE CORPORATION
The Treasurer’s duties include but are not limited to the following:
(1) Receive and deposit in an account, in the name of East Milton Youth Association, at a bank specified by The Board, all monies paid to it
(2) Disburse by check signed by him/her or by the President or the Vice President all such sums as may be authorized by The Board of Directors
(3) Keep an accurate record of disbursals and reports to The Board at such time as The Board may direct
(4) Coordinate with the President to ensure expenditures and income meet the expectations of The Board reflected in it’s budget and report the extent to which these expenditures and income meet The Board’s expectations
(5) Perform all background checks for any adult active with the children (ex. Coaches, team mom, assistant coaches, etc.)
(6) Additionally, he/she shall perform such other duties as may be placed upon him/her by the President or The Board of Directors
SECTION 10. DIRECTORS AND DUTIES
A.
SPORTS
DIRECTORS
(EX. Baseball/Softball, football/cheerleading, basketball/soccer, etc.)
(1) Registration and selection of players
(2) Oversees the potential impact on the need for expansion and downsizing, based on registration
(3) Manage revisions to and compliance with The Corporation By-Laws and Rules
(4) Ensure compliance with The Corporation By-Laws and Rules
(5) Ensure compliance with The American Disabilities Act, Lease Agreements, and such other general agreements, contracts, and laws to which The Corporation is held
(6) Serve as Parliamentarians to The Board of Directors
(7) He/She shall be responsible for the establishment of accident, liability, property and other insurance policies deemed necessary for the protection of players, volunteers, spectators, and visitors to his sport
(8) He/She shall be responsible for the publication of the schedules. After appropriate coordination with cognizant Directors and other park officials (to include umpires), he shall publish the plan for off-season, concessions schedules, games schedules, game field practice schedules, tournament schedules, tournament work schedules, field clean-up schedules, Park Duty Officer Schedules, and significant events schedules
(9) He/She shall further track schedules to ensure scheduling conflicts and problems are avoided
(10)
May appoint a League Commissioner as needed to assist
in directors duties
B.
LEAGUE
COMMISSIONERS
General duties of League Commissioners shall be the same for all Commissioners, regardless of the league they represent.
(1) These duties shall include responsibility for overall league management
(2) Deliver managerial nominations to the Sport Director
(3) Direct player tryouts and help facilitate drafts
(4) Oversee the all-star selection process, to include the coordination of affidavit verification, completion of rosters and medical waivers, and coordination of practice field usage and other tournament preparation issues as necessary
(5) Collect team and player financial obligations, collect from managers
(6) Ensure team participation
(7) Plan playing field up-keep
(8) Communicate with managers on pertinent park issues
(9) Resolve minor concerns and conflicts and refer major conflicts to the Sports Director
(10) Process game protests
(11) Enforce the Rules and Regulations under which his games are played
(12) Communicate with Sports Director regarding player participation and the potential impact on the need for expansion and downsizing
(13) Schedule, coordinate, and direct preseason coaching clinics to be conducted as soon after player selection as is practical. Coordinate with the Public Relations Director for publicity and external facilities and trainers
(14) Ensure make-up games are schedules with teams and umpires
(15) Note: Commissioners may not manage a team in the league in which they are serving as Commissioner, except under special exception granted by The Seasonal Board on a case-by-case basis
(16) Additionally, he/she shall perform such other duties as may be placed upon him by the President or The Board of Directors
C.
PUBLIC
RELATIONS/MARKETING DIRECTOR
The Public Relations Director duties include but are not limited to the following:
(1) Plan and coordinate public relations projects and special fund-raising efforts for The Corporation
(2) Arrange for radio, television, newspaper, and school advertising and coverage; roadside advertising for tournaments and other park activities, to include player registration
(3) Coordinate with outside agencies, businesses (vendors, restaurateurs, hoteliers), and organizations to develop attractive arrangements of sponsorships for EMYA as host and to visiting teams
(4) Additionally, he shall perform such other duties as may be placed upon him by the President or The Board of Directors
D. CONCESSIONS DIRECTOR
The Concessions Director duties include but are not limited to the following:
(1) Plan and coordinate with Sports Director and all members working in the concession stand
(2) Purchase all food for the concessions
(3) Put in place an inventory system to:
(a) control the flow of products
(b) reordering of products
(c) making reports to The Board
(4) Additionally, he/she shall perform such other duties as may be placed upon him by the President or The Board of Directors
SECTION 11. PROXIES
Directors and Officers may cast their absentee votes at a meeting by giving a signed ballot to an attending Board member who will deliver it to the President.
SECTION 12. EX OFFICIO MEMEBERS
Ex officio members are non-voting members approved by The Board of Directors with responsibilities as set forth below:
Former EMYA/MSL Presidents are standing ex officio members of The Board of Directors. Former Presidents might be asked to participate as a member of ad hoc committees, fact-finding bodies, and in other capacities that might benefit from a former President’s perspective.
SECTION 13. PARK DUTY OFFICER
All Board Members or League Commissioners of EMYA are empowered to intervene in matter of benefit to The Corporation. During a season, the Park Duty Officers will be on duty during the hours in which games are played. Duties include, but are not limited to the following:
(1) Cancel games (after consulting with the Commissioner or Sport Director) due to inclement weather before games begin, when necessary. Once the game begins, it is the umpire’s responsibility to call games due to inclement weather. Notify Commissioners and Sport Director of rained out games. Rainout make-up games are to be played on the Saturday following the canceled game.
(2) Tour the park to ensure an orderly flow of game schedules and operations of the concession stands.
(3) Resolve conflicts and refer matters of consequence to The Board or to the cognizant Director of Officer for action.
(4) Ensure all buildings are locked, lights are turned off, and property is left in an orderly condition.
ARTICLE V
COMMITTEES
The president may create standing and special committees or The Board of Directors as deemed necessary to promote and conduct the work or The Corporation. No committee action that obligates or binds The Board of Directors shall be undertaken without consent or authority of The Board of Directors.
ARTICLE VI
SECTION 1. FISCAL YEAR
The Fiscal Year of The Corporation shall be as determined by The Board of Directors. The Fiscal Year for EMYA shall run from January to January until otherwise changed.
ARTICLE VII
RULES OF ORDER
SECTION 1. MEETING RULES
(1) No talking when meeting starts.
(2) Raise hand to be recognized to speak on topic of discussion.
(3) Meetings will be followed according to the agenda.
(4) Last thing will be open floor for members to speak.
(5) Any use of profanity and that member will be asked to leave.
(6) Any threats of violence or acts of violence will result in county sheriff’s office being called and immediate expulsion of member from organization.
(7) Robert’s Rules of Order shall govern procedures for the conduct of meeting not covered in the by-laws where applicable.
ARTICLE VIII
SECTION 1. AMMENDMENT AND WAIVER
The Board of Directors may amend these by-laws upon a two-thirds majority vote. The Board of Directors thereof may waive the by-laws or any portion upon a two-thirds majority vote.
The Board of Directors adopted THE FOREGOING BY-LAWS at it’s meeting in Santa Rosa County, Florida this day of , 200 .
President
Secretary