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Pottsgrove Baseball Organization |
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GENERAL BYLAWS Amended 2007 ARTICLE I NAME . ..3
ARTICLE II OBJECTIVE .. .3
ARTICLE III TEAMS AND AFFILIATION .. .3
ARTICLE IV MEMBERSHIP .....3
ARTICLE V BOARD OF DIRECTORS ...4
ARTICLE VI ELECTION OF THE BOARD OF DIRECTORS . ...4
ARTICLE VII MEETINGS . ..5
ARTICLE VIII DUTIES OF THE OFFICERS ..6
ARTICLE IX MANAGERS 8
ARTICLE X DRAFTING ORDER .8
ARTICLE XI FINANCIAL POLICY 10
ARTICLE XII HARDSHIPS ...10
ARTICLE XIII DISCIPLINARY ACTION AND DUE PROCESS 11
ARTICLE XIV PARLIAMENTARY AUTHORITY ...12
ARTICLE XV RULES OF DEBATE ..12
ARTICLE XVI ANNUAL MEETING AGENDA 13
ARTICLE XVII REVISIONS OF BY-LAWS ...13
ARTICLE I NAME
Section 1.01 The organization shall be known as the Pottsgrove Baseball Organization (PBO)
Section 1.02 The PBO mailing address is P.O. Box 602, Gilbertsville, PA 19525
ARTICLE II OBJECTIVE
Section 2.01 The purpose of the organization is to provide an organized and quality baseball environment for youths between the ages of 13 and 19 years old, and residing within the boundaries of the Pottsgrove School District.
ARTICLE III TEAMS AND AFILIATION
Section 3.01 Teams administered by the PBO: (The order may change each year depending on numbers after registration.) a) SENIOR AMERICAN LEGION affiliated with the Chester County American Legion League b) JUNIOR AMERICAN LEGION affiliated with the Twin County Leagues c) JUNIOR LEGION PREP (13 year olds) affiliated with the Twin County Leagues d) CITY COUNTY affiliated with the CITY COUNTY JR. LEAGUE e) SENIOR BABE RUTH affiliated with the Chestmont League f) BABE RUTH affiliated with the Tri-County League
Section 3.02 The Team Manager, on behalf of the PBO, shall apply each year for a certificate of membership in the affiliated league.
Section 3.03 Playing of league games shall be in accordance with the rules and regulations of each league.
Section 3.04 Teams may not be fielded at all levels dependent on talent level and available players as decided by the elected Board of Directors. . ARTICLE IV MEMBERSHIP
Section 4.01 Any player meeting the age and residency requirements as set forth in the regulations of each team, shall be eligible for participation.
Section 4.02 Parents or guardians of players, team sponsors, and other contributors, managers, coaches, and other volunteer leaders shall be eligible for membership.
Section 4.03 Any person having an active interest in these sports may be a member of the POTTSGROVE BASEBALL ORGANIZATION.
ARTICLE V BOARD OF DIRECTORS
Section 5.01 The government of the PBO shall be under the direct supervision of the Board of Directors.
Section 5.02 The Board of Directors shall include the following nine Executive Board positions:
a) Officers (5): President, Vice-President, Secretary, Treasurer, Business Development Director/Manager b) Directors: Player Agent, Equipment Manager/Field Manager, and two board member positions
Section 5.03 No officer shall hold more than one (1) office at a time.
Section 5.04 Each board member shall be entitled to one (1) vote in the affairs of the PBO, excluding the President who will only vote in case of a tie. We will allow proxy votes for board members if they are unable to attend the meeting.
Section 5.05 Duties of the Board
a) Shall be responsible for organization and operation of each team. b) Shall approve all Team Managers, and coaching rosters. c) Shall provide building space for maintenance and storing of all equipment. d) Shall secure insurance for each member of each team, each board member, and the organization. e) Shall rule on all disciplinary matters. f) All matters of policy shall be decided by a majority vote of a quorum of Directors. g) Shall appoint special committees as may be found necessary.
Section 5.06 All board members are subject to background checks.
ARTICLE VI ELECTION OF BOARD OF DIRECTORS
Section 6.01 The officers of the Board of Directors shall be elected at the annual organizational meeting in November.
Section 6.02 Elected officers shall hold office for one (1) year, with the term beginning after election.
Section 6.03 Board Members are eligible for re-election. Section 6.04 Members, 18 years or older, will be eligible to vote at the annual Organizational Meeting as long as they are in good standing with PBO. Good Standing being defined as, but not limited to, being in good financial and disciplinary standing.
Section 6.05 Nominations at October meeting.
Section 6.06 Vacancies in the Board of Directors, occurring during the year shall be filled for the unexpired term by a majority vote of the remaining executive board members at any special meeting called for that purpose, or any regular meeting of the Board of Directors.
Section 6.07 To be eligible to run for a position on the board, a member must have attended six meetings from October of the previous year to September of the current year and must be in good standing with PBO.
ARTICLE VII MEETINGS
Section 7.01 A regular meeting of the Board of Directors shall be held on the FIRST TUESDAY of each month at 7:00 p.m.
a) A quorum of board members must be 50 percent plus one to hold a meeting.
Section 7.02 Executive Board members shall be present at a minimum of half of the yearly general organization meetings. After the 7th absence; the Board shall take the matter into Executive Session prior to the next scheduled general association meeting.
Section 7.03 Attendance shall be recorded by members signing an attendance sheet before each meeting. This sheet will be dated and filed with the secretary. Copies should be filed with the President.
Section 7.04 All meetings are open except for disciplinary meetings or executive sessions.
Section 7.05 Meetings shall be held at a designated place, but may be held upon sufficient notice to each Director at an alternate location.
Section 7.06 The President, upon one days notice (verbally or in writing), may call special meetings of the Board; and such meetings shall be called by the Secretary upon written request of a simple majority of board members. At any regular or special meeting of the Board, a simple majority of the Board of Directors (6), shall constitute a quorum for the transaction of business.
Section 7.07 An annual meeting of the Board of Directors shall be held each November, for the purpose of electing officers, and presenting reports of the officers and the various committees.
ARTICLE VIII DUTIES OF THE OFFICERS
Section 8.01 PRESIDENT:
a) Shall promote and operate athletic programs. b) Shall preside at all meetings of the Association and the Annual Organization Meeting held in November. c) Shall call special meetings of the Board as needed. May vote on executive matters only to break a tie. d) Shall perform all other duties pertaining to the office. e) Shall meet with managers and coaches for positions that become vacant. f) Shall not serve as chairman of any committee unless appointed by the Board of Directors. g) Shall keep work in harmony with the Association Members and the Board of Directors. h) Shall call a meeting of the new officers with the existing Board prior to the next scheduled Board meeting. i) President, or an appointed representative shall go before the City Council, Parks Board, School Board, and any other outside entities as representative for the Pottsgrove Baseball Organization for the purpose of negotiating lease agreements, and making changes or improvements to leased facilities.
Section 8.02 VICE-PRESIDENT:
a) Shall act in the absence of the President, shall work with said officer at all times. b) Shall work as an aide to the President. Shall perform such other duties as prescribed by the Board of Directors. c) May be a member of all committees, except the nominating committee.
Section 8.03 SECRETARY
a) Shall record minutes of ALL meetings of the Board of Directors. In the absence of the Secretary, the President or Vice-President (if the President is absent) shall appoint a member of the executive board to record the minutes. b) Shall keep dated, sign-in sheets for each regular Association meeting. c) Will notify Board Members and Directors of the meetings. Minutes shall be kept in a binder. d) Shall maintain a list of all individuals not in good standing with the Association. Shall maintain a list of individuals under disciplinary action. e) Shall receive and distribute all mail.
Section 8.04 TREASURER
a) Shall have the custody of all funds and securities of the Association. b) Shall keep an accurate record of receipt and expenditures. c) Shall make deposits received, unless delegated to another Executive Board member. d) Shall present a Financial Report at each monthly meeting. e) Shall pay all bills upon approval, as per board vote if it is above and beyond budget, or as required. f) Will NOT issue a check without a purchase order and/or receipt that has been approved. Will mark invoices as to the date paid and the check number. g) DEPOSITS MUST BE GIVEN TO THE TREASURER WEEKLY! Shall deposit the same in the name of the Organization in a bank or banks as the Board may appoint. Deposit slips MUST have exact description of where the money came from (i.e., baseball sign-ups, concessions, fundraiser, etc.) h) Shall submit a financial policy/procedure to the Board for approval. i) Responsible for nightly pickups from fields or person in charge of committee with money given to the treasurer on a weekly basis.
Section 8.05 BUSINESS DEVELOPMENT DIRECTOR/MANAGER
a) Shall solicit and coordinate major sponsorships for the organization. b) Shall coordinate and develop guidelines for all levels of boosters and sponsors. c) Shall prepare and disseminate fliers announcing sports sign-ups to all schools in the Pottsgrove School District. d) Shall coordinate all advertising and public relations for PBO.
Section 8.06 EQUIPMENT/FIELD MANAGER
a) Shall coordinate inventory control. b) Shall provide athletic/sports budget. c) Shall obtain bids for all equipment, uniforms, supplies and insurance required for operation of the Association. d) Shall maintain an accurate inventory list of all sports equipment as prepared by the President and Team Managers. e) Shall submit purchases to the Board for approval not within the athletic/sports budget. f) Shall authorize purchase orders within the limits of the said budget. g) Shall notify the President of all requests made for sports purchase orders not within that teams budget, within 24 hours. h) Shall be responsible for inventory and storage of all off-season equipment. i) Shall coordinate and schedule all required field maintenance at complex including volunteer/team work schedules. j) Shall maintain inventory of field equipment. k) Shall maintain field equipment. l) Shall requisition supplies for field maintenance. m) Shall maintain scoreboards, sprinkler system, and trash control. n) Shall provide Maintenance Budget.
Section 8.07 PLAYER AGENT a) Shall be responsible for any discrepancies that develop between coach and player or team and player. b) Shall meet with both parties and resolve matter at hand.
Section 8.08 Any board member may participate as a volunteer for any of the PBO team programs.
Section 8.09 Officers or directors will not receive any salary or compensation for services rendered to the PBO as an officer or director.
ARTICLE IX MANAGERS
Section 9.01 All managers/head coaches must be 18 years or older.
Section 9.02 All persons wishing to manage or coach will be subject to a background check and must submit an application of eligibility for Board of Directors approval. Any persons wishing to manage or head coach must notify the President in writing and can be voted upon during any meeting.
Section 9.03 Team Managers/Coaches Duties
a) Shall act as a liaison with their respective Leagues, reporting developments to the Board at the monthly board meetings. b) Shall recommend additional staff for Board approval. c) Shall schedule practices, games and make-ups at PBO arranged facilities, and give copies to all necessary persons. d) Shall prepare sports budget and submit the budget to the President for approval prior to sign-ups. e) Shall be responsible for maintenance and storage of the equipment during playing season. f) Shall distribute equipment and supplies and give written report to the President. g) Shall keep a referee/umpire list and communicate scheduling/cancellations of games with the referees/umpires. h) Shall report all disciplinary action(s) to the Secretary. i) Shall make reports to the board at the monthly board meetings.
ARTICLE X DRAFTING ORDER
Section 10.01 The drafting order shall be as follows:
a) Senior Legion b) Junior Legion c) 13 Year-old Prep Team d) City County e) Senior Babe Ruth f) Babe Ruth
Section 10.02 The order of the draft for the 16-19 year old group will be Senior Legion who drafts first overall and then Senior Babe Ruth.
a) It is understood that Senior Legion is the TOP program in the 16-19 year old group and is afforded the first pick. b) The Senior Babe Ruth will draft fifth in the drafting order, after the Junior Legion, the 13 Year-old Prep Team and City County. c) The drafting order of the 16 year olds will be reevaluated every year.
Section 10.03 The order of draft for the 13-15 year old group will be as follows:
a) Junior Legion b) 13 Year-old Prep Team c) City County d) Babe Ruth
Section 10.04 It is also understood that Junior Legion is the TOP program in the 13-15 year old group and is afforded the first pick.
Section 10.05 DRAFTING ORDER MAY CHANGE DEPENDING ON NUMBER OF PLAYERS WHO REGISTER IN EACH AGE BRACKET.
Section 10.06 All players will be evaluated and a number grade will be given 1-5 with 5 being the best; this will be done by coaches and board members. Anyone from the board not present at tryouts should not participate in evaluation and selections of teams.
Section 10.07 Once the tryouts are done, the coaches and board members will meet to form the teams for the current year.
a) Any player that does not attend tryouts, the coaches and board members will award a grade based on personal knowledge of the player. This may not attest to the players true ability. Any player being evaluated by this, will not receive a grading of 5.
Section 10.8 The coach will be given the chance to pick his team as long as the player that is being picked falls within the grading of all players that are left on the board to be picked. If there is no clear choice, the PBO Board and coaches will provide input on who will be picked, the coach for that team can make his case for a certain player to the PBO Board and coaches. Once a decision is made, IT IS FINAL.
a) If a player does not want to play for a team or coach, this will be brought to the attention of the PBO Board for review. This is to prevent coaches interfering with the draft process. But, THIS WILL NOT BE USED by a player to pick and choose what coach or team to play for.
Section 10.09 COACHES AND BOARD MEMBERS WILL NOT PROMISE ANY PLAYER A SPOT ON ANY SPECIFIC TEAM.
ARTICLE XI FINANCIAL POLICY
Section 11.01 The Board of Directors shall decide all matters pertaining to the finances of the organization, bearing the responsibility to conduct the financial affairs of the organization in a sound, business-like manner.
Section 11.02 To equalize the benefits of the ORGANIZATION for all participating teams, solicitations of funds shall be for the treasury of the organization.
Section 11.03 With prior approval of the Board of Directors, contributions to individuals or teams shall be allowed. Donated funds or assets in excess of that needed to provide for the team in that fiscal year will be deposited with the treasury of the organization for the use of the entire organization.
Section 11.04 Liability each person who acts as an officer or member of the PBO shall be indemnified by the PBO against expense, actually and necessarily incurred in conjunction with the defense of any action, suit or proceeding in which he/she is made party by reason of being or having been an officer or member of the organization.
Section 11.05 The Board of Directors shall institute policy relative to the preparation and acceptance of an annual sport budget, monthly reporting, and an annual financial statement of the accounts of the organization.
Section 11.06 Fiscal year will begin with the Annual Organizational meeting on the first Tuesday of December and end on November 30th of the next year.
ARTICLE XII HARDSHIPS
Section 12.01 Participants shall be eligible for non-payment or reduced payment of registration fees if applicant meets the criteria as prescribed by the Pottsgrove Baseball Organization. Individual cases will be evaluated by the executive committee on a case-by-case basis.
ARTICLE XIII DISCIPLINARY ACTION AND DUE PROCESS
Section 13.01 PBO officials shall, upon evidence of misconduct of any minor player during any PBO sponsored activity, notify the manager of the team of which the player is a member as soon as reasonably possible of the act. The manager shall appear, in the capacity of an advisor, with the player before the player agent, for consideration of appropriate action. If the player is a minor, the players parents or guardian shall be advised of and requested to attend such meeting.
Section 13.02 The Board of Directors, upon evidence of conduct considered detrimental to the organization by any officer, shall have the authority to remove that Board officer by a two-thirds (2/3) vote of the entire Board.
Section 13.03 In the event of consideration of discipline for a person under the age of 18, that persons parents shall be required to attend the hearing with the person concerned. Evidence and/or testimony will be encouraged in support of all parties involved.
Section 13.04 In the event the PBO coach/manager/officer recommends disciplinary action to the PBO Board, a full accounting of events and testimony will be made available to the Board. The Board has the option of holding another hearing on the matter before a decision is made.
Section 13.05 If a complaint is received directly by the Board, it shall be passed to the President/Player Agent without Board action or comment. The President/Player Agent is burdened with the responsibility of trying to settle disputes and evaluate charges.
Section 13.06 If a complaint and/or charges are brought against a PBO Board member as a result of his/her participation in a specific sports program, the complaint will be handled, as it would be for anyone else. The exception being that the Board member under consideration would not function as a Board member during the hearing.
Section 13.07 In the event charges and/or accusations of misconduct are brought against a Board member and not related to a specific team program, the Board itself shall be charged with the responsibility of investigating and hearing evidence in the matter and determining discipline (if any). In this case, the Board member in question shall not function as a Board member during proceedings.
Section 13.08 Discipline Levels
a) WARNING: The offending person is to be advised in writing of the offense and further advised that repetition of the offense will result in a more severe penalty. b) SUSPENSION: The offending person is to be advised in writing that he/she has been suspended from all league activity for a specific number of days or games. c) BARRED: The offending person is to be notified in writing that he/she has been barred from present and future participation in the league, permanently, or for a specific number of years.
Section 13.09 The PBO Board Secretary shall receive and maintain a written summary of all complaints and resulting actions by the President/Player Agent. If Board action is requested, records and disposition of the matters will also be kept. In the event no disciplinary action is taken toward an individual, said individual shall receive a letter to the effect that no basis for discipline was found.
ARTICLE XIV PARLIAMENTARY AUTHORITY
Section 14.01 The Vice-President will act as parliamentarian unless otherwise specified by the Board in special situations. Shall advise the President on questions of parliamentary law and methods of procedure.
Section 14.02 This organizations by-laws are superior and supercede all others; if there is no law in which to govern refer to Roberts Rule of Order Newly Revised.
Section 14.03 The parliamentary procedure is to expedite business, maintain order, insure justice, and equality to all, and to accomplish the objective for which the PBO is organized.
ARTICLE XV RULES OF DEBATE
Section 15.01 Only eligible members in good standing (good standing being defined as, but not limited to, being in good financial and disciplinary standing) shall have the privilege to address the Board or debate. When addressing the President you must wait to be recognized before speaking. Upon recognition, state your name and begin speaking.
Section 15.02 All questions or statements shall be directed to the President, or presiding officer. The President will answer or refer the question(s) to the appropriate person. Simple questions do not count as speaking to an issue unless put in a debative form or speech.
Section 15.03 In debative issues, rotation of the affirmative and negative sides shall prevail. Members may not speak more than two (2) minutes on any subject nor more than twice on the same subject until all have spoken.
Section 15.04 When a question or motion is under consideration or debate, no other motion shall be in order until the current issue has a disposition.
Section 15.05 No motion shall be subject to debate until it has been seconded and stated from the chair.
Section 15.06 The presiding officer shall preserve order and pronounce the decision of the meeting on all subjects.
Section 15.07 No member shall interrupt a recognized speaker, direct remarks of a personal nature, or use profane language.
Section 15.08 Any person failing to abide by the rules of debate will receive a warning once, and upon reoccurrence of interruption, will be asked to be censured.
ARTICLE XVI ANNUAL MEETING AGENDA
1. CALL TO ORDER 2. COMMUNICTIONS 3. MINUTES 4. FINANCIAL REPORT 5. ACCOUNTS PAYABLE 6. ELECTION OF BOARD MEMBERS a. Explain Procedure b. Accept Nominations c. Speeches and Questions d. Verify Eligible Voters e. Appoint Talliers f. Call for Vote g. Election of Officers h. Refreshments/Tally Votes i. Announce Elected Positions 7. ANNOUNCEMENTS 8. ADJOURNMENT
ARTICLE XVII REVISIONS OF BY-LAWS
Section 17.01 These by-laws may be revised at any Board meeting by two-thirds (2/3) vote of the Board of Directors. Notice of proposed revisions shall be given to the Secretary in writing at the previous meeting or thirty (30) days prior. Revisions may be submitted to the Secretary in writing, dated and signed, for review or consideration. Response will be given from the Board of Directors within 30 days receipt of the proposed revision.
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