POWHATAN YOUTH ATHLETIC ASSOCIATION
BY-LAWS
ARTICLE 1
MEMBERSHIP
- Any person of good moral character having a good standing in the community, at least Eighteen (18) years of age interested in the purpose of the Corporation shall be eligible for membership.
- The Executive Board shall set membership annual fee.
- The individual shall accept all rules and regulations of the Corporation in force at the time by vote of its active members.
- All members of the Corporation shall be eligible to vote at any general meeting of the Corporation, provided the member has attended two PYAA sponsored meetings in the preceding four months.
- Membership year shall begin December 1 and end on the final day of November, twelve months.
ARTICLE II
NOMINATIONS, ELECTIONS, AND TERM OF OFFICE
OF THE BOARDOF DIRECTORS AND OFFICERS
- At least three months prior to the annual meeting of the membership of the Corporation, the President shall appoint a nominating committee consisting of three members, to be appointed from the membership. This committee shall submit a slate of candidates for President, Vice-Presidents, Treasurer, and Secretary for the ensuing year at the annual meeting. Additionally, any member may nominate themselves by notifying the President in writing at least fourteen days prior to the annual meeting. Subsequently, the President must notify all nominees for any position of the candidate slate. At this meeting, no nominations from the floor will be accepted unless no candidates have been previously identified for the specified office. The officers so elected shall take office at this time.
- Each member sport will decide within its own ranks its method for electing their respective commissioners and officers. Each sport must notify the Board of Directors of their selections by the Board of Directors’ meeting on the first Monday in December. The sports may utilize the annual meeting to elect their officers.
- Should a vacancy occur on the Board of Directors or in any office during the year, it shall be the duty of the Board of Directors to fill the vacancy by the next monthly Board of Directors meeting. Any office vacated during the year shall be subject to an election at the end of the year regardless of the length of the remaining term.
- The election of officers to fill a vacancy shall be by ballot, a majority vote of the Board of Directors voting being necessary for election, no absentee ballots being allowed. Should there be only one candidate for any office the Secretary shall be instructed to cast the unanimous ballot.
- The Officers shall be elected for a term of two years and each Officer shall serve until election of his/her successor in office, unless such Officer be removed from office or resign effective forthwith. The President, 2 nd Vice-President, and Secretary will be elected in odd number years. The 1 st Vice-President and Treasurer will be elected in even years. The Cheerleading and Fastpitch Softball commissioners will be elected by their member sports in even years. The Baseball and Football commissioners will be elected by their member sports in odd years.
ARTICLE III
DUTIES OF THE BOARD OF DIRECTORS
- In addition to the powers and duties of the Board of Directors imposed by the law, of the Board of Directors shall have a general supervision of the policy with respect to the Corporation. It shall be a further duty of the Board of Directors to investigate and hear violations of the constitution, by-laws and rules of operation. The Board of Directors shall make such rules of operation as may be necessary to carry out the constitution and by-laws.
- Each member of the Board of Directors shall not miss more than three- (3) regular Board of Directors meetings in one year except for business, sickness or death in the family or they shall be replaced.
- A quorum at any meeting shall consist of a majority of the entire membership of the Board of Directors.
ARTICLE IV
OFFICERS OF THE CORPORATION
The Officers of the Corporation and their duties shall be as follows:
- The president is responsible for presiding at all meetings of the Board of Directors and all general meetings of the corporation.
- The President shall sign all written contracts.
- The President, Vice-President and Commissioners are charged with assuring that all rules and regulations for the local programs are adhered to.
- The President assigns duties to members of the Board of Directors and gives special assignments to officers, directors and any workers in the program.
- The President or appropriate Commissioner is accountable for representing the local program in the district and state meetings as well as all other official functions.
- The President is responsible for recommending yearly and long-range objectives to the Board of Directors for their consideration and action. These objectives would include all items that are necessary to fulfill the objectives of the organization. Examples would include expansion, park improvements, community and public relations, activities, and other items that would result in the betterment of the program.
- The President shall appoint and annual Audit Committee.
- The President will assist the Commissioners with all local tournaments.
- The President will attend as many games as possible and will observe the conduct of the Managers, coaches, players and fans with an attempt to improve the sportsmanship of all concerned.
- The President is responsible for coordinating communication with local government.
- The 1 st Vice –President is a member of the Board of Directors and is an elected officer
- In the absence of the President, the 1 st Vice-President will assume the duties of the President. In the event the of the permanent absence of the President, the 1 st Vice-President will serve as President until a new President is elected by the membership
- The 1 st Vice-President will assist the President in any duties that the President requires assistance.
- The 1 st Vice-President is responsible for the following committees: Building and Grounds, Audit, and Ways and Means.
- The 1 st Vice-President is responsible for coordinating the ordering of House and Grounds materials with the member sports.
- The 2 nd Vice-President is a member of the Board of Directors and is an elected officer.
- The 2 nd Vice-President will assist the President in any duties the President requires assistance.
- The 2 nd Vice-President is responsible for the following committees: Concessions and Publicity.
4. The 2 nd Vice-President is responsible for coordinating the ordering and running of the corporation’s concession operations with the member sports.
- The Secretary shall issue notice of all meetings, including an agenda of the Board of Directors at the request of the President.
- The Secretary assists the Commissioner and the President in the registration of all players.
- The Secretary is responsible for seeing that the Commissioner, the State Director and the District Director are kept informed on the proper league address.
- The Secretary is responsible for preparing and distributing to the officers and Board of Directors a copy of the agenda at the day of the monthly meeting or special meeting.
- The Secretary is responsible to file an annual report to the State Corporation Commission.
- The Treasurer shall keep accurate financial records of all monetary transactions including concession accounting.
- The Treasurer will assume the accountability for the collection on all revenues and delinquent accounts will be brought to the attention of the Board of Directors.
- The Treasurer will be accountable for the custody of all money.
- It will be the responsibility of the treasurer to obtain an annual audit by the Board of Directors.
- An annual budget of estimated receipts and expenditures will be prepared for the approval of the Board of Directors.
- The Treasurer will be responsible to file an annual financial report to the State Corporation Commissioner.
ARTICLE V
MEETINGS
- Two general meetings of the corporation shall be held on an annual basis. The annual meeting will be held the third Monday of November. The budget meeting will be held the third Monday of December. At the budget meeting, the member sports will submit their annual budgets for review by the meeting.
- The quorum for all membership meetings of the Corporation shall consist of 2/3 of the Board of Directors and six voting members of the Corporation to transact business.
- The Board of Directors shall meet on the first Monday of each month. The purpose of the monthly meetings shall be to conduct any business of the corporation as well coordinate activities of the member sports.
ARTICLE VI
COMMITTEES
- The standing Committees to be appointed by the President will be as follows: Ways and Means, Audit, Nominating, Concessions, Building and Grounds, and such other special committees as the President may deem expedient or to be requested by the membership to appoint.
- The Board of Directors must approve all Committees.
- The Board of Directors must approve all Committees actions.
- The Vice-Presidents shall be an ex-officio member of all committees.
- Each committee will have at least three (3) members including a Chairperson.
ARTICLE VII
DUTIES OF COMMITTEES
- The Ways and Means Committee is responsible for raising funds through special events or fund-raisers.
- The Audit Committee who shall be appointed annually by the President with the approval of the Board of Directors is to review the books in November prior to the annual meeting of each year. An audit shall be performed by an outside firm to be appointed by the Audit Committee. The cost of this audit shall be shared equally by each respective sport. The Treasurer shall meet with the committee, as the committee deems necessary. The Committee shall report directly to the Board of Directors.
- The Building and Grounds Committee shall be responsible for the maintenance and upkeep of the buildings and grounds and the equipment necessary to maintain facilities.
- The Nominating Committee shall nominate one person for each of the elected officers.
- The Concession Committee shall be responsible for operation of concessions including purchasing, pricing, and worker scheduling.
ARTICLE VIII
PENALTIES AND DISMISSAL
- Violations of any articles of the Constitution or by-laws or the Rules of the Operation as may be set up shall be investigated and heard by the Board of Directors.
- Dismissal of members shall be done by a secret ballot by the Board of Directors. A two-thirds (2/3)-majority vote of the Board of Directors present shall be necessary to dismiss a member.
- A member subject to dismissal may request any other member other than members of the Board of Directors to act as their counsel in the hearing before the Board of Directors.
- Any member who has been dismissed may not be reinstated except through regular application as for a new member. Such re-application shall not be accepted for a period of (1) year. (First Offense). Second Offense permanent dismissal. This does not effect the child’s participation. If the member is a coach, he/she will be removed from coaching for three years.
ARTICLE IX
AMMENDMENTS
- A motion to amend, alter or repeal these by-laws must be submitted in writing.
- No amendments, alteration or repeal shall become effective unless by two-thirds (2/3) vote of the voting membership present.
ARTICLE X
PARLIAMENTARY AUTHORITY
- Robert’s Rules of Order shall govern the Corporation in all cases.
RULES OF OPERATION
- Each member sport will decide on its own how it will operate.
- Each member sport will be responsible for its own operation of concessions and house and grounds.
- Each member sport must coordinate its ordering of concession and house and grounds supplies with the appropriate Vice-President of the corporation.
- Each member sport must turn into the treasurer of the corporation monthly financial statements to include bank statements regarding any and all transactions from each sport and concession at the monthly meeting.
- Each member sport must hold a minimum of six monthly meetings annually with the average minimum number of members per meeting to exceed seven members.
- Any disciplinary or dismissal action imposed against any member in a member sport shall be honored by the other member sports.
- Member sports must submit their rules of operation and any subsequent changes to said rules of operation to the Board of Directors within 30 days of the rules of operation taking effect.
- No member sport may have more than one nuclear family cosign checks for any member sport.
- Voting representatives must present general PYAA issues and information discussed at Board of Directors to their member sports at the next member sport meeting.