Constitution
New Lenox Baseball Association, Inc.
November 12, 2001
Article I
Name
This organization shall be known as the New Lenox Baseball Association, Inc. All correspondence should be directed to the following address:
354A West Maple
Road Suite 1007
New Lenox, IL 60451
Article II
N.L.B.A. Mission:
The New Lenox Baseball Association is a 100% volunteer community based youth sports association whose sole purpose is to provide a structured and supervised environment for teaching the game of baseball to all children aged five through eighteen years old, while promoting sportsmanship and team play throughout both our recreational and competitive divisions.
Purpose
A. The primary objective of this league shall be to provide supervised recreational baseball games. The supervisors shall bear in mind that the attainment of exceptional athletic skill or winning of games is secondary and the molding of future adults is of prime importance.
B. This league at no time shall endorse or recommend any candidate for political office nor shall politics or political candidates be discussed at any meeting. No officer or member of this league shall use New Lenox Baseball, Inc. as a means to further any personal, political, or other aspiration nor shall the league as a whole take part in any movement that is not keeping with the sole purpose and objective of the league. No religious discussions shall be tolerated.
C. No person who is a member or who is employed by or is any way connected with the league shall receive any personal financial benefit except for reasonable value of the services in carrying out the purpose for which the league has specifically contracted for and approved.
D. In order to secure suitable and adequate financial backing to carry out the primary purpose of the league, it shall be the policy of the league to permit only such sponsorship as is consistent with that purpose.
E. It shall be the policy of the league to prohibit any direct advertising of alcoholic beverages or tobacco products in connection with the league or any of its programs.
F. The league shall determine the overall needs of the baseball organization and, at all times, shall make every effort to work cooperatively with all organizations within the community.
Article III
Government
A. The government of the league shall be under the supervision of the Executive Board and the voting membership.
B. At the annual meeting, the Executive Board shall be elected by the voting membership. All officers shall be elected for a one-year term but may be eligible for re-election.
C. All matters concerning policy of the league shall be decided by a vote from the Executive Board. No motion shall be carried forward without a favorable vote from the majority of the Executive Board at a duly constituted meeting.
D. Vacancies on the Executive Board shall be filled for the unexpired term by the President in agreement with a nominating committee. This action shall be subject to ratification by the voting membership of the league at the next regular meeting.
Article IV
Executive Board
A. Definition: The Executive Board shall consist of a President, Executive Vice -President, Secretary, Treasure, Chairman of Planning, Player Agent, Director of Tournaments, Equipment Manager, Uniform Manager, Director of Umpires, Director of Sponsors, Director of Concessions, Director of Volunteers/Fundraising, Director of Fields, and Division Vice-Presidents.
B. Members and Duties: Duties of Officers of the Executive Board include but are not limited to the following:
1. President
A) The President is the chief executive officer of the Association. He shall preside at all Executive Board monthly meetings. The President shall exercise general supervision over all officers and interests of the league.
B) The President shall be ex-offcio member of all committees with the exception of the Nominating Committee.
C) The President's vote will be used only to break a tie.
D) The President has the authority to appoint all administrative and working committees.
E) The President is one of three authorized officers to sign all check disbursements.
2. Executive Vice-President
A) The Executive Vice-President shall be the chief associate officer of the league. Upon the vacancy of the office of President, by whatsoever cause, the Executive Vice-President shall assume the duties of that office.
B) The Executive Vice-President shall be authorized in conjunction with the President and the Treasure to authorize any checks or draw upon funds from the league for payment of any financial obligation of the league.
C) The Executive Vice-President may receive additional duties assigned to the office of the President or the league.
3. Secretary
A) The Secretary shall keep an accurate record of all proceeding and business transactions at each of the Executive and General Board meetings and any other meetings that the Secretary's presence is warranted. Proceedings from these meetings shall be presented at the next scheduled meetings for voting membership approval with a copy retained for future reference. The President will decide who shall assume responsibility of documenting proceedings in the Secretary's absence.
B) The Secretary shall assume responsibility for maintaining sponsorship in support of the association with assistance, as necessary, from the President.
C) The Secretary shall provide a “livng document” of all open items on a monthly basis to all members of the Association to assist the President in controlling the issues at hand.
D) The Secretary may receive additional duties as assigned by the President of the Association.
4. Treasurer
A) The Treasure shall be the custodian of the assets and finances of the Association. He shall receive all monies collected for the Association and shall promptly deposit them in the name of the Association banks selected by the President and approved by the Executive Board.
B) The books shall be audited at the close of each year by a person or persons appointed by the President of the Association.
C) The Treasure shall be authorized in conjunction with the President and Executive Vice-President of the Association to sign checks and draw upon funds of the Association for payment of any financial obligations of the Association.
D) The Treasure shall give monthly financial reports at each regular meeting and have the report approved by the voting membership.
E) The Treasure may receive additional duties assigned to him by the President of the Association.
5. Division Vice-Presidents
A) There shall be a Vice-President for each division of the association. The division Vice President shall execute and enforce all policies and rules of his division and exercise general supervision over all managers within his/her division.
B) The division Vice President shall require the faithful and efficient performance of all managers' duties.
C) The division Vice President may receive additional duties as assigned by the President of the Association.
6. Player Agent
A) The Player Agent shall supervise the annual registration of player candidates and subsequently be responsible for the distribution of players among the league teams.
B) The Player Agent shall maintain a listing, when appropriate, of eligible players not assigned to teams who may be available as replacement players.
C) The Player Agent may receive additional duties assigned to him by the President of the Association.
7. Equipment Manager
A) The Equipment Manager shall be the custodian of all league playing equipment and shall present to each team manager at the beginning of the season all necessary equipment (balls, bats, catching gear, batting helmets, etc.) necessary to completely equip each team managers team.
B) The Equipment Managers responsibility also includes assessing the material condition of all equipment prior to the beginning of each season and recommending to the Executive Board any additional equipment, which will be required.
C) The Equipment Manager may receive additional duties as assigned by the President of the Association.
8. Uniform Manager
A) The Uniform Manager shall be responsible for maintaining an accurate account of usable uniforms within the Association. This responsibility includes assessing the material condition of all uniforms prior to the beginning of each season and recommending to the Executive Board the need for any additional uniforms.
B) The Uniform Manager shall have the responsibility for the distribution and collection of all uniforms at the beginning and end of each season.
C) The Uniform Manager may receive duties as assigned by the President of the Association
9. Tournament Director
A) The Tournament Director shall be responsible for the organization and placement of all tournaments both within and out of town. This responsibility includes scheduling, the collection and payment of appropriate fees, and all administrative requirements such as the handling of insurance coverage, birth records of selected players, and any other requirements deemed necessary.
B) The Tournament shall draw upon additional assistance as required from the voting membership or approved tournament managers to accomplish his needs.
C) The Tournament Director may receive additional duties assigned to him by the President of the Association.
10. Field Director
A) The Field Director shall be responsible for directing and managing the new baseball complex. This includes planning and carrying out all technical, financial, and administrative activities.
B) The Field Director shall draw upon additional assistance as required from the voting membership or other community volunteers to accomplish his objectives.
C) The Field Director may receive additional duties as assigned by the President of the Association.
11. Vice President Of Concessions
A) The Vice President of Concessions shall be responsible for the managing of all concessions throughout the league. This includes maintaining proper inventory for all concession stands for all fields, managing the appropriate finances of the concessions, and resolving any issues (assistance from the President and other Executive Board members is recommended) that may arise either within the association or from the community.
B) The Vice President of Concessions shall seek out additional assistance from the voting membership or community volunteers to accomplish his/her objectives.
C) The Vice President of Concessions may receive additional duties as assigned by the President of the Association.
12. Chairman Of Planning
A) The Chairman of Planning shall be the focal person for projects undertaken by the association. These projects are usually long term in nature and are for the improvements to the Association.
B) The Chairman of Planning may form sub-committees with Executive Board Approval, to assist in progressing projects. These sub-committees may be chaired by other individuals and will report back to the Chairman of Planning.
C) The Chairman of Planning may receive additional duties as assigned by the President of the Association.
13. Director Of Sponsors
A) The Director of Sponsors will be responsible for obtaining sponsors for the in-house teams, All-Stars, N.L.B.A. tournaments and fields.
B) The Director of Sponsors will be responsible for ordering and distributing plaques for sponsors.
C) The Director of Sponsors may receive other duties assigned by the President of the Association.
14. Director Of Umpires
A) The Director Of Umpires will primarily be responsible for securing umpires for the season. This may include an outside service or in-house or a combination of both.
B) The Director of Umpires is also responsible for the scheduling and re-scheduling umpires for games.
C) The Director of Umpires will also hold a meeting with umpires and Division Vice Presidents prior to the season to discuss game procedures.
D) The Director of Umpires may receive additional duties as assigned by the President of the Association.
15. Director Of Volunteers/Fund Raising
A) The Director of Volunteers/ Fund Raising will be responsible for assisting other areas needing assistance and promoting fund raising events other than candy.
B) The Director of Volunteers will select committees for the various fund raising events and select the chairperson for each of the events. The Director will also be responsible for scheduling the events.
C) The Director of Volunteers shall keep a record of all volunteers from registration and their participation in assisting the league.
D) The Director of Volunteers shall be responsible for providing different areas e.g. Concessions, Planning, Equipment, Tournaments with volunteers when required. This may be in the form of a list or the actual scheduling of work.
E) The Director of Volunteers may receive other duties as assigned by the President of the Association.
16. Director Of Candy Fund Raising
A) The Director of Candy Fund Raising will be responsible for the annual Candy Fund Raising event.
B) The Director of Candy shall be responsible for obtaining proposals from vendors and presenting the more appropriate proposals to the Executive Board.
C) The Director of Candy shall be responsible for scheduling and operating the candy fundraiser annually. Including the distribution of candy and collection of moneys. All moneys will be submitted to the Treasure after all funds have been collected.
D) The Director of Candy Fund Raising may receive addition duties as assigned by the President of the Association.
The above-mentioned officers shall be elected at the annual meeting by the voting membership. The officers shall be elected for a one-year term but may be eligible for re-election.
C. SCOPE OF EXECUTIVE BOARD INCLUDING RESOLUTION OF ISSUES AND POLICIES
1. The Executive Board shall be able to resolve all problems that occur at regularly scheduled meetings.
2. The Executive Board will meet upon request of the President. In cases where a meeting is impossible, the President may poll the Executive Board members. If he receives the support from the majority of the Board members, the ruling shall stand.
3. A poll is considered binding if the President receives a majority from the Executive Board. The President shall not vote in a poll in the New Lenox Baseball Association.
4. The Executive Board meets the second Monday of every month.
Article V
Voting Membership
A. The voting membership consists of the Executive Board and Team managers. Each member of the voting membership has one and only one vote at the General Board meetings.
B. Team Managers
1. The team manager shall select his team in accordance with the New Lenox player selection system
2. The team manager shall be responsible for the return of all league property at the conclusion of the season.
3. Managers of all-star teams shall be annually selected and approved by the voting membership. They shall be responsible for the selection of their teams and for the actions on the field in regards to representing the community.
4. Managers of all-star teams shall communicate with the Tournament Director and assist him, whenever necessary, in preparing tournament games.
Article VI
Committees
A. Nominating Committee
1. The Nominating Committee shall consist of five members elected by ballot from a slate prepared by the nominating committee. Additional nominations may be made from the floor. Term of office shall be for one year. Members shall be eligible for re-election.
2. The chairman of this committee shall be appointed by the president from among the members of this committee to serve for a period of one year. The chairman shall be a member of the voting membership.
3. This committee shall make suggestions for the filling of vacancies of the voting membership. Agreement of this committee is required by the President
B. Issues Committee
1. A committee comprised of the President, an Executive Board member appointed by the President and a representative from each of the in-house divisions; Instructional, Shetland, Pinto, Mustang, Bronco, and Pony, appointed by the divisional Vice Presidents. The committee will have a maximum of 7 members and exclude a representative from the division which is the source of the issue. A committee of 5 will constitute a quorum. If a conflict of interest arises with any committee person, a replacement will be appointed by the President.
2. The committee shall have the authority to rule on any formally presented issue including, protest of games, Manager/Coaches complaints, policy violations, umpires complaints, parent complaints and any other violation of the N.L.B.A. Constitution. Umpire judgment calls will not be considered by the committee.
3. A meeting of the issues committee will be held within one week from the date an issue has been submitted, in writing, to an Executive Board member. Persons involved in the issue will be required to appear before the committee.
4. The issues committee will rule on the issue, in writing, within 1 week from the date of the meeting. All parties involved in the issue and the Executive Board will be supplied, in writing, with the committee decision.
5. All sessions of the committee will have minutes recorded of the meeting and these will be incorporated with the N.L.B.A.'s Secretary's minute book. All disciplinary action will be recorded in a log. The log will be a continuous log and passed on to the following years Issues Committee.
6. Appeals of the committee's decision will be accepted by the Executive Board if submitted in writing, within 1 week after the committee decision to an Executive Board member. The Executive Board will meet to review the appeal by the next regularly scheduled Executive Board meeting. The Executive Board retains the right to request parties to the meeting for purposes of clarification. All parties involved will be notified of the Executive Boards decision. The Executive Boards decision will be final.
C. Other Committees
1. Committees, which are deemed necessary by the voting membership, shall be appointed by the president.
2. These committees may be made up of any general member of the New Lenox Baseball Association. The term of any committee shall not exceed the term of the President except in specific cases as determined by the Executive Board.
Article VII
Membership
Membership is open to all residents of New Lenox Township who have an active interest in this Association and who have paid an annual membership fee of $1.00.
Article VIII
Meeting Of The Organization
A. Regular meetings shall be held on the third Monday of each month.
B. The annual meeting shall be the October Meeting.
C. Seven members of the voting membership of which four must be members of the Executive Board shall constitute a quorum at any meeting. A majority vote of those present shall govern.
D. Notice of all meetings shall be provided by the Secretary in written form in advance thereof to all members of the voting membership. Changes to regularly scheduled dates or locations shall be provided by the Secretary within 48 hours of the meeting.
E. Basic parliamentary procedures shall govern the proceedings at all meetings except where “same” conflicts with the constitution of the Association.
F. The structure of the monthly meetings will be determined by the Executive Board.
Article IX
Finances
A. Contracts may be entered into and debts occurred by officers or other voting members of the Association only upon authorization from the Executive Board.
B. Monies collected or disbursed by the organization shall be collected or disbursed only by such persons as are authorized by the Executive Board.
C. All funds collected shall be deposited in the credit of the organization in such bank or banks as designated by the Executive Board.
D. Special funds shall be used only for the purpose for which it is designated. A two-thirds vote from the Executive Board present shall be required to change the designated purpose or to place such special fund or funds in the general treasury.
Article X
Rule Guidance
A. Playing Rules
1. Each year the voting membership shall vote on rules which shall govern league play.
2. Local rules of this league shall be adopted by the Executive Board at a meeting to be held not less than one month prior to the first scheduled game of the season
3. Every player at the recreational level must play a minimum of 4 innings of a 6-inning game or 5 innings of a 7-inning game with a minimum of 12 players per team. No player should sit out for two innings in a row in a regulation game.
B. Trading Rules
1. Trades shall not be permitted without the approval of the Executive Board.
2. If a person is nominated for a manager and his son is on another team, that manager may take his son(s) by giving up a player(s) of the same age to the other team.
C. Tournament Rules
Rules for tournaments and all-star play shall be adopted by the Executive Board before the beginning of the season.
D. Attendance Rules
1. The voting membership should attend every meeting if possible.
2. The Executive Board members absent shall be recorded by the Secretary.
3. Any member of the Executive Board who fails to attend two meetings in succession shall be subjected to disciplinary action (specific circumstances will be weighed) which shall include loss of voting power and the possibility of dismissal from the Association.
E. Player Selection Rules
1. Team selection shall not be held no later than March 15. This deadline accounts for the “blind draft” in the Mustang, Bronco, and Pony divisions.
2. The final selection of all team players shall be made and a roster of teams shall be submitted by the Player Agent.
Article XI
Amendments
This constitution may e amended by two-thirds of the voting membership present and voted on at regular meeting of the organization provided the proposed amendment shall been submitted at a previous regular meeting or that the members of the organization have been notified in writing of the proposed amendment thirty days prior to the meeting at which said amendment is to be acted upon.
N.L.B.A. Game Scheduling Policy
All games will be scheduled at the beginning of the season through the scheduler. The scheduler will be responsible in forwarding scheduled and re-scheduled games to the Director of Umpires and Director of Concessions and the New Lenox Community Park District. No field allocations are official without using this procedure. The outcome of any unofficial games will be decided by the Executive Board. Violation of this policy will carry a 1 game suspension for the first occurrence, 3 game suspensions for the second occurrence and expulsion from N.L.B.A. for the third occurrence. Violation occurrence has no expiration and will be carried through into future years.