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Bylaws in .pdf format| WILMINGTON YOUTH LACROSSE ASSOCIATION BYLAWS |
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I. Name This association shall be called the Wilmington Youth Lacrosse Association (WYLA). II. Affiliations The WYLA shall be affiliated with the Massachusetts Bay Youth Lacrosse League (MBYLL) & US Lacrosse. III. Mission The mission for which the WYLA is formed is: WYLA is founded to provide the children and families of Wilmington the opportunity to learn the game of lacrosse in a safe environment that provides an opportunity for all players of all abilities to develop skills and game knowledge. WYLA will emphasize sportsmanship, teamwork, fair play and respect for all and will work with the children and families, regardless of ability, in a sports setting, 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 Wilmington, Massachusetts, or those administrators, players, or coaches as specifically approved for membership by the Board of Directors. WYLA reserves the right to allow people from neighboring communities, upon approval by 2/3 vote by WYLA Board, to participate in WYLA sponsored programs. Any boardapproved player must be registered as a WYLA member, a US Lacrosse member and must have fee paid as per WYLA registration agreement prior to participating in any WYLA sponsored activity. Voting Members Members of the Board of Directors 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 WYLA shall be nonvoting members, except for General Elections at the Annual General Meeting for the purpose of electing WYLA Board Members. V. Governing Body 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 meeting of the League. VII. Provisions Required for Taxexempt 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. No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the articles of organization. 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. VIII. Conflict Of Interest Purpose The purpose of the conflict of interest policy is to protect WYLA’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of WYLA. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations. Definitions 1. Interested Person Any director, principal officer, or member of a committee with governing board delegated powers, which has a direct or indirect financial interest, as defined below, is an interested person. 2. Financial Interest A person has a financial interest if the person has, directly or indirectly, through business, investment, or family: a. An ownership or investment interest in any entity with which WYLA has a transaction or arrangement. b. A compensation arrangement with WYLA or with any entity or individual with which WYLA has a transaction or arrangement, or c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which WYLA is negotiating a transaction or arrangement. Procedures 1) Duty to Disclose In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the director and member committees with governing board delegated powers considering the proposed transaction or arrangement. 2) Determining Whether a Conflict of Interest Exists After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board and committee members shall decide if a conflict of interest exists. 3) Procedure for Addressing the Conflict of Interest a) An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest. b) The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement. c) After exercising due diligence, the governing board or committee shall determine whether WYLA can obtain with reasonable efforts, a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest. d) If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in WYLA’s best interest, for it’s own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make a decision as to whether to enter into the transaction or arrangement. 4) Violations of the Conflict of Interest Policy a) If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose. b) If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action. c) All proceeding will be recorded in the minutes of the governing board or committee, with each member’s conflict of interest, or allegations thereof. 5) Annual Statements Each director, principal officer and member of a committee with governing body delegated powers shall annually be sworn by the secretary, affirming that they are ware of this policy, have read this policy, and has agreed to comply with this policy. 6) Periodic Reviews To ensure that WYLA operates in a manner compliant with charitable purpose and does not engage in activities that could jeopardize it’s tax exempt status, periodic reviews of all transactions and arrangements shall be conducted. BYLAWS 1. BOARD OF DIRECTORS 1.1. The Board of Directors shall consist of the following elected persons: President 1.2. The day to day business of the WYLA 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 email 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, shall be elected from the Board of Directors to serve a two (2) year period. 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 Association. They may nominate one or more candidates for each position. Their names shall be included in the call of the Association 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 Association shall begin on January 1 and end on December 31. 3. MEETINGS 3.1. The Board of Directors shall hold, as a minimum, a regular meeting each month during the lacrosse season. 3.2. Any member 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 Wilmington Youth Lacrosse Association 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 Association. 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 Association shall receive any fee for activities concerned with his or her official office in the WYLA. 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 Association 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 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 Association 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 official 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, Secretary and/or Treasurer shall have power to sign all checks and bank withdrawals. Minimum 2 signatures required for all checks and bank withdrawals. 7.1.7. Any expense 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 and all other WYLA sponsored programs. 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. Obtains permits as necessary for public building use and field use. 7.2.6. Will assist the Secretary. 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 Program Director, 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. 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 Association. 7.3.4. Assists the President in his duties. 7.3.5. Shall be responsible for conducting an annual registration for playermembers and maintains lists of all registered members. 7.3.6. 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 7.3.7. Shall Maintain a copy of the Bylaws for any member requesting said Bylaws 7.3.8. Coordinates registration with the assistance of the BOD and delivers registration fees to the Treasurer 7.3.9. Submits team rosters to the MBYLL. 7.3.10. 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 Association. 7.4.5. Renders statement of financial condition on a monthly basis. 7.4.6. Assists any approved fundraising 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. Program Directors 7.5.1. Manage coaches and team within group in compliance with WYLA 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. Program Director may remove or suspend a player from a practice, game, or other WYLA 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 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 Program Director's group. 7.5.5. Will be responsible for the actions of their Program Director group at all games, competitions, or any other related functions to WYLA 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 Association 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. 7.7. 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 and must be approved by the Board of Directors. 8.2. All Assistant Coaches will be selected by the Head Coach, and must meet with Board approval. 8.3. Board of Directors maintains right to remove any Head Coach or Assistant Coach if said coach is not coaching in accordance with WYLA mission. 8.4. Lacrosse Head Coaches must understand and be experienced in coaching under Youth League rules and regulations. 8.5. All Head Coaches, their assistants, and all Board Members must have on file with the Secretary, an authorized letter from the Wilmington Police Department. 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. 8.6. 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. WYLA Board reserves the right, on a casebycase basis, up to 1% of total player enrollment, to allow a child to participate in WYLA sponsored activities that, due to financial obligations, may otherwise not be able to participate. Approval to participate must be by a unanimous vote of Board. All finances will remain strictly confidential, and the Board will protect and insure the financial privacy of all participants. 9.2. Based on the financial needs to operate the Association, the Board will determine the cost of registration for all teams and squads. 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