North Reading Youth Lacrosse League
Constitution and Bylaws
ADOPTED 06/09/03
AMENDED 12/12/03
VI. Amendments to the Constitution
VII. Provisions Required for Tax-Exempt Status
7.2. Vice-President of Lacrosse
7.5. Boys/Girls Program Directors
7.7. Communications Coordinator
CONSTITUTION
History of Amendments and Changes
|
Date Amendment or Change Adopted |
Description of Amendment or change |
Initiated By |
Notes |
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12/12/03 |
Added “History of Amendments and Changes” section. |
S. Bailey |
|
|
12/12/03 |
Section VII. Provisions Required for Tax-exempt Status Under Section 501 (c) (3) of the Internal Revenue Code. |
S. Bailey |
Added at the request of IRS while applying for tax-exempt status. |
Authorized by:
Stephen Bailey, President, NRYLL, 2003
Catherine Pepe, Secretary, NRYLL, 2003
I. Name
This league shall be called the North Reading Youth Lacrosse League (NRYLL).
II. Affiliations
The NRYLL shall be affiliated with the Massachusetts Bay Youth Lacrosse League (MBYLL).
III. Purpose
The purpose for which the NRYLL is formed is:
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To foster, encourage, and promote the playing of the sports of lacrosse for the children and families of the residents of North Reading.
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To develop and promote the qualities of physical fitness, competitive spirit, team play, loyalty, and good sportsmanship in those who participate in the program.
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To provide opportunities to adults interested in participating in the program as coaches, or in other capacities.
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To work with children in a sports setting, and to foster and promote understanding in the fundamentals and the fine points of lacrosse.
IV. Membership
Residence Requirements
Membership in this league shall be limited to residents of North
Reading, Massachusetts, or those administrators, players, or coaches as
specifically approved for membership by the Board of Directors.
Voting Members
Members of the Board of Directors and General Committee Members
shall have voting rights, during the term of their service.
Non-Voting Members
All parents and sponsors of lacrosse players, participating in any
of the programs of the NRYLL shall be non-voting members, except for
General Elections at the June Annual General Meeting.
The Board of Directors shall govern and administer the day-to-day operation of the league within the scope of the Bylaws and the policy guidelines set by the Bylaws.
VI. Amendments to the Constitution
Once adopted, this Constitution shall be amended only by a 3/4 vote of those present and voting at the annual meeting of the League.
VII. Provisions Required for Tax-exempt Status Under Section 501(c) (3) of the Internal Revenue Code
This association is organized exclusively for charitable purposes within the meaning of section 501(c) (3) of the Internal Revenue Code.
Notwithstanding any other provision of these articles, the association shall not carry on any other activities not permitted to be carried on (a) by a association exempt from Federal income tax under section 501(c) (3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue law) or (b) by a corporation contributions to which are deductible under section 170(c) (2) of the Internal Revenue Code of 1986 (or corresponding provision of any corresponding provision of any future United States Internal Revenue Law).
Upon the dissolution of this association, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c) (3) of the Internal Revenue Code (or corresponding section of any future federal tax Code), or shall be distributed the Federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed by the Court of Common Pleas of the county in which the principle office of the association is then located, exclusively for such purposes of to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
Bylaws
1. Board of Directors
1.1 The Board of Directors
shall consist of the following elected persons:
President
Vice-President of Lacrosse
Treasurer
Secretary
Boys Program Director
Girls Program Director
Fundraising Coordinator
Communications Coordinator
Equipment Coordinator
Field Coordinator
1.2. The day to day business of the North Reading Youth Lacrosse League shall be managed by the Board of Directors.
1.3. The act of the majority, of those present and voting, shall be the act of the Board of Directors.
1.4. Where there are insufficient items to hold a meeting, the President may poll by telephone and/or e-mail all the members of the Board of Directors to obtain their vote, and notify each member of the Board within three days of the date of the vote as to the results.
1.5. In the event of a vacancy in any of the elected offices through resignation or other causes, the Board of Directors, by a majority vote may fill such a vacancy for the unexpired portion of the term.
1.6. Removal of any Board member (for sufficient cause) requires a 2/3 vote of the Board of Directors.
1.7. Removal of a person from an appointed office requires a 2/3 vote of the Board.
2. ELECTIONS
2.1. The offices of President, Vice-President of Lacrosse, Treasurer, Secretary, Boys Program Director, Girls Program Director, Fundraising Coordinator, Communications Coordinator, Equipment Manager, and Field Coordinator shall be elected from the General Committee to serve one (1) year. This election shall be held at the end of each season at the Annual General Meeting of the League. A nominating committee made up of three (3) members shall be appointed by the Board of Directors at the end of April, for the purpose of selecting a slate of candidates for election.
2.2. The Nominating Committee shall meet with the Board of Directors not less that twenty-one (21) days prior to the annual election to present a list of eligible candidates for the officers of the League. They may nominate one or more candidates for each position. Their names shall be included in the call of the League Meeting. All nominations will be closed 24 hours prior to elections.
2.3. All elections will be conducted by paper ballots.
2.4. The candidate receiving the greatest number of votes of the Board of Directors shall be deemed elected.
2.5. Vacancies not filed at the time of the General Election, or occurring during the year, may be filed by a 2/3 vote of the Board of Directors.
2.6. The newly elected officers shall take office on July 1.
2.7. The fiscal year of the League shall begin on July 1 and end on June 30.
3. MEETINGS
3.1. The Board of Directors shall hold, as a minimum, a regular meeting each month during the lacrosse season.
3.2. Three members of the Board of Directors may call for a Board of Directors meeting. Seven (7) days notice in writing shall be given to the secretary.
3.3. A meeting of the Board of Directors may be called at any time by the President. Seven days notice shall be given by the Secretary prior to the scheduled meeting.
3.4. No votes can be taken or amendment made at a meeting without a quorum present (one more than 50% of the standing Board of Directors).
4. AMENDMENTS TO THE BYLAWS
4.1. The North Reading Youth Lacrosse League Bylaws may be amended by a two thirds (2/3) affirmative vote by a Board of Directors meeting.
4.2. The proposed amendment shall have been sent to each member at least fourteen (14) days prior to the meeting.
5. COMMITTEES
5.1. Committees may be formed for any specific purpose not contrary to the purpose of the league. All committee members shall be appointed by the committee chairperson and approved by the Board of Directors.
6. GENERAL
6.1. No officer or other voting member of this league shall receive any fee for activities concerned with his or her official office in the NRYLL.
6.2. Payment for any personal expenses other than mail or telephone costs must be approved by a majority of the Board of Directors.
6.3. Any
event which may be contrary to the spirit of the purpose of the league may be
investigated by a Disciplinary Committee consisting of three (3) members
appointed by the Board of Directors. The Disciplinary Committee will be chaired
by the VP.
The Disciplinary Committee shall have the power to recommend disciplinary action
to the Board of Directors by filing a written report. Where disciplinary action
is recommended against a person, the person shall be furnished with a copy of
the report and shall have the opportunity to appear before the Board of
Directors and be heard, or file a written opposition to the report. The Board of
Directors shall either:
• Take such action as recommended by the Disciplinary Committee
• Vote to dismiss the report
• Recommit it for further report
No disciplinary action may be taken by the Board of Directors except within
twenty-one (21) days of the formation of the Disciplinary Committee.
6.4. Coaching assignments must be approved by the Board of Directors.
6.5. The Board of Directors shall review and adopt or revise the rules and policies of the League on or before the second week of September of each year.
7. ELECTED OFFICERS DUTIES
7.1. President:
7.1.1. Calls to order business meetings of the Board of Directors and the General Meeting of the General Committee.
7.1.2. Serves as ex officio member of all committees.
7.1.3. In instances where disciplinary measures appear appropriate or are recommended, the President will convene a special meeting of the Board of Directors.
7.1.4. Shall be authorized to arbitrate all matters.
7.1.5. In the case of a tie, the President shall cast the deciding vote.
7.1.6. The President and/or Treasurer shall have power to sign all checks and bank withdrawals.
7.1.7. Any expense over $500 must be approved by the Board.
7.1.8. The President, or designate from current BOD, is required to attend all scheduled MBYLL meetings.
7.2. Vice-President of Lacrosse
7.2.1. In the absence of the President, shall be acting President.
7.2.2. Shall be the overall coordinator of the U15, U13, U11 lacrosse teams
7.2.3. Shall perform other such duties as from time to time may be assigned by the President or the Board of Directors.
7.2.4. Chairs the Disciplinary Committee as it pertains to lacrosse.
7.2.5. Shall be the “Child Safe Coordinator” required to annually obtain and process CORI forms for each Head Coach, Coach, and Board member; and report the findings to the BOD.
7.2.6. Will assist the registrar. Shall be responsible to organize and present all lacrosse rosters, birth certificates, and registration forms to the President for the rosters submitted at MBYLL.
7.2.7. Adjudicates team or parent protests through impartial fact finding and arbitration.
7.2.8. Receives and records player and coach ejections.
7.2.9. Meets with Boys/Girls Program Directors, Coaches and assistants as needed
7.3. Secretary
7.3.1. Notifies the Board of Directors of Board meetings and regular meetings both as determined by the President. Obtains permits as necessary for public building use and field use.
7.3.2. Notifies the members of regular meetings via the mail or local newspaper.
7.3.3. Coordinates and maintains all league correspondence within and outside the league.
7.3.4. Assists the President in his duties.
7.3.5. Shall be responsible for conducting an annual registration for player-members and maintains lists of all registered members.
7.3.6. Shall Maintain a copy of the Bylaws for any member requesting said Bylaws
7.3.7. Coordinates registration with the assistance of the BOD and delivers registration fees to the Treasurer
7.3.8. Submits team rosters to the MBYLL.
7.3.9. Coordinates emergency phone lists and team rosters.
7.4. Treasurer
7.4.1. Receives commitment checks from players.
7.4.2. Collects and disburses funds as operational necessity dictates.
7.4.3. Manages bank accounts as necessary.
7.4.4. Keeps records of receipts and expenditures of the League.
7.4.5. Renders statement of financial condition on a monthly basis.
7.4.6. Assists any approved fund-raising committee.
7.4.7. Creates annual budget to be approved by the Board of Directors.
7.4.8. Assists the President in his duties.
7.4.9. Maintains a key to the P.O. box, and distributes mail accordingly.
7.5. Boys/Girls Program Directors
7.5.1. Manage coaches and team within group in compliance with NRYLL and MBYLL guidelines, develops players and coaches, and coordinates Boys/Girls Program Directors level policies, practices, and games based on the rules and code of conduct specified by the MBYLL.
7.5.2. A Boys/Girls Program Director may remove or suspend a player from a practice, game, or other NRYLL activity for any conduct deemed inappropriate based on the MBYLL “Code of Conduct”. Such action will require the approval of the Head Coach, with both the Head Coach and Boys/Girls Program Director informing the player’s parents/guardians and the Board of Directors of such action as soon as possible. The Board of Directors will determine if a disciplinary committee is required to address the issue.
7.5.3. Responsible for the conduct and sportsmanship of his coaches, players and players’ parents and fans during scheduled games.
7.5.4. Must notify the board of any disciplinary problems or injuries that involve the Boys/Girls Program Directors group.
7.5.5. Will be responsible for the actions of their Boys/Girls Program Director group at all games, competitions, or any other related functions to NRYLL - MBYLL.
7.5.6. Responsible for selecting coaching staff with approval by the Board.
7.5.7. Responsible for communications with parents as it pertains to schedules, notices, newsletters, etc.
7.6. Fundraising Coordinator
7.6.1. Responsible for positive ideas and functions that will benefit the program and board approved.
7.6.2. Develops fundraising plans appropriate to league budgetary needs.
7.6.3. Works with Communications Coordinator on publicity for approved fundraising functions.
7.6.4. Delivers fundraising status report at each meeting.
7.6.5. Responsible for annual banquet.
7.7. Communications Coordinator
7.7.1. Responsible for all publicity to include; all necessary public notices related to registration, fundraising, etc., and all other communications approved by the board.
7.8. Equipment Coordinator
7.8.1. Has charge of all equipment and it’s off-season care.
7.8.2. Responsible, along with the head coaches, to keep track of the maintenance of all equipment, in particular the protective gear when in use.
7.8.3. The Equipment Manager should have hardware, straps and other replaceable items on hand for each teams’ equipment person.
7.8.4. All equipment needs must be submitted in writing to the board for budget approval.
7.9. Field Coordinator
7.9.1. Responsible for coordinating the activities associated with the setup and operation of the fields for game days and other such events; (other than refreshments or concessions).
7.9.2. Manages volunteers necessary for duties such as chains, announcers, time keepers, parking lot attendant, building attendant, etc.
7.9.3. Propose budget expenses that directly relate to field or game day equipment.
8. SELECTION OF COACHES
8.1. All Head Coaches must be at least twenty-one (21) years of age.
8.2. All Assistant Coaches will be selected by the Head Coach, and must meet with Board approval.
8.3. Lacrosse Head Coaches must understand and be experienced in coaching under Youth League rules and regulations.
8.4. All Head Coaches, their assistants, and all Board Members must have on file with the Secretary, an authorized letter from the North Reading Police Dept. (NRPD). The letter states that they have not had any legal altercations involving the morality and general welfare of children. This letter must be on file before the start of preseason practice. Should the letter not be provided within that time, all privileges as a coach will be suspended until such letter is obtained by the Board.
8.5. All
Head Coaches shall read and distribute copies of the * “Code of Conduct” to
their assistants as an aid in the instruction of youth lacrosse.
* “Code of Conduct” - (attached to the Bylaws)
9. TEAM MEMBERSHIP / FINANCES
9.1. No participant, due to financial obligations, will be turned away from NRYLL. Payment schedules and scholarships will be made available. All finances will remain strictly confidential, and the Board will protect and insure the financial privacy of all participants.
9.2. The Board of Directors will consider all scholarships, and a majority vote will reward said scholarships.
9.3. Based on the financial needs to operate the league, the Board will determine the cost of registration for all teams and squads.
9.4. Refund
Policy – Since it is the intent of the NRYLL to encourage all North Reading
children to participate in it’s program, it will allow a trial period of two
week from the date of the first practice for all participants to determine if
they want to remain in the program. At any time during this period if a
participant chooses to leave the program a full refund of the registration fee
will be allowed if requested. The refund will be paid once all the individual’s
equipment is returned to the NRYLL in acceptable condition.
If after the first two weeks of practice a participant chooses to leave the
program, a refund or partial refund, if requested, may be given at the
discretion of the NRYLL. The refund will be paid once all the individual’s
equipment is returned in acceptable condition. Under no circumstances will a
refund be given after the first game of the season.
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© 2003, North Reading Youth Lacrosse League