Crystal Lake Slam Travel Baseball and Softball, Inc Bylaws December 16, 2014 1
PREAMBLE The purpose of Crystal Lake Slam Travel Baseball and Softball is to maintain a youth travel baseball and softball organization in Crystal Lake, IL. MISSION The mission of Crystal Lake Slam Travel Baseball and Softball is to strive to improve character, work ethic and sportsmanship along with baseball knowledge and skill. ARTICLE ONE GENERAL SECTION 01 NAME: The name of this organization shall be Crystal Lake Slam Travel Baseball and Softball. SECTION 01.01 AUTHORITY: Crystal Lake Slam Travel Baseball and Softball shall be governed by its elected/appointed board members and its bylaws. SECTION 01.02 OFFICERS: Crystal Lake Slam Travel Baseball and Softball s elected/appointed board positions shall be: President Vice President of Baseball Vice President of Softball Vice President Communications Secretary Treasurer Field Manager Website Administrator SECTION 01.03 QUORUM: The minimum number of members of Crystal Lake Slam Travel Baseball and Softball required for the transaction of business shall be five (5) voting members. SECTION 01.04 TRUSTEES: The board of Trustees shall be one (1) coaching representative from each team that is not elected to an officer position. Baseball: 8u, 9u, 10u, 11u, 12u. Softball: 8u, 9u, 10, 11, 12u, 14u, 16u. SECTION 01.05 GENERAL MEMBERSHIP: Any board member, coach, parent(s), guardian or step-parent of a Crystal Lake Slam Travel Baseball and Softball player will be considered a general member. If a general member would like to be notified of meetings and receive copies of the monthly minutes, they must submit their name and email address to the Secretary. SECTION 01.06 VOTING: Any general member may make a motion or second a motion and once a motion is seconded, it must be voted on. Unless it is an election, only the Board Members may vote. Each board member is entitled to one vote no matter how many positions they hold. SECTION 01.06 BACKGROUND CHECK: (A) All board members, coaches and anyone performing conduct on behalf of Crystal Lake Slam Travel Baseball and Softball shall provide needed information for a background check. (B) All must pass a background check before conducting any business or having contact with any player. (C) Crystal Lake Slam Travel Baseball and Softball shall cover all fees for background checks. 2
ARTICLE TWO DUTIES OF OFFICERS SECTION 02.0 PRESIDENT: The President shall: (A) Preside at all meetings of the board. (B) Execute and administer the affairs and activities of all baseball and softball teams. (C) Observe and enforce the observance of the bylaws, code of conduct, MCBL and NSFPL rules and regulations. (D) Call meetings as required, outside of the normal meeting time, with verified email notification and response. (E) Represent this organization at social, civic, charitable and community functions and ceremonies in such a manner as will enhance the dignity, honor and prestige of this organization. (F) Perform such other duties, as required by the board, from time to time. SECTION 02.01 VICE PRESIDENT OF BASEBALL: The Vice President of Baseball shall: (A) Closely and directly aid and assist the President in executing and administering the affairs and activities of all baseball teams. (B) Preside over the business and affairs of this organization, in the place of the President, during any absence or incapacity of the President. (C) Be primarily responsible for the operation and education of baseball managers, coaches and players. (D) Design, implement and supervise the Baseball Player Development Committee and program. (E) Interview and present no more than three (3) candidates per baseball team, for Team Manager. Previous season coaches have preference. SECTION 02.02 VICE PRESIDENT OF SOFTBALL: The Vice President of Softball shall: (A) Closely and directly aid and assist the President in executing and administering the affairs and activities of all softball teams. (B) Preside over the business and affairs of this organization, in the place of the President and Vice President of Baseball, during any absence or incapacity of both the President and Vice President of Baseball. (C) Be primarily responsible for the operation and education of softball managers, coaches and players. (D) Design, implement and supervise the Softball Player Development Committee and program. (E) Interview and present no more than three (3) candidates, per softball team, for Team Manager. Previous season coaches have preference. SECTION 02.03 - VICE PRESIDENT OF COMMUNICATIONS: The Vice President of Communications shall: (A) Attend all MCYSA and CABA meetings and report back to the Board. (B) Coordinate all activities between MCYSA/CABA and Crystal Lake Slam Travel Baseball and Softball (C) Act as Liaison between all community sports, religious, or park district organizations. SECTION 02.04 SECRETARY: The Secretary shall: (A) Keep minutes of all meetings (B) Provide agendas of all meeting before each meeting begin (C) Call and schedule all meetings (D) Assist any board member with the administration of Crystal Lake Slam Travel Baseball and Softball 3
SECTION 02.05 TREASURER: The Treasurer shall: (A) Oversee all budgets for each team and the general budget (B) Keep all financial and accounting records (C) Maintain, under the supervision of the Vice President of Baseball and Vice President of Softball, primary custody of the funds and all property of Crystal Lake Slam Travel Baseball and Softball. (D) Create and distribute financial statements for each team (E) Deposit and disburse all funds (F) Produce financial statements and receipts for review by the Board of Trustees or at any time it is requested. (G) Create a procedure for the collection of all fees and disbursement of all funds. (H) Implement and supervise a Fundraising Committee. SECTION 02.06 FIELD MANAGER: The Field Manager shall: (A) Keep all fields in playable condition (B) Keep all field equipment in workable condition (C) Ensure all bases, chalk and anything else needed by teams, is available for game play. SECTION 02.07 WEBSITE ADMINISTRATOR: The Website Administrator shall: (A) Maintain all websites (B) Maintain all emails (C) Maintain all social media (D) Maintain the game and practice schedule if not done on Team Snap or other website, by the Team Manager. ARTICLE THREE NOMINATION, ELECTION, APPOINTMENT AND INSTALLATION SECTION 03.00 POLICY: Any general member is eligible to hold any office and to vote in this organization. In order to hold an elective office, a member must personally attend board meetings. In the event a board member misses three (3) or more meetings that were not excused, the board shall remove the member from their position and vote to fill that position with a general member. SECTION 03.01 PROCEDURE: Crystal Lake Slam Travel Baseball and Softball shall hold, during a regular meeting, annual nominations and elections between July 15 and August 15. Newly elected board members shall fill their position at the next regular meeting. Each team shall appoint a coach (head or assistant) to represent their team on the board of trustees. SECTION 03.02 ELECTIONS: Board members shall be voted on, separately, in the following order: 1. President 2. Vice President of Baseball 3. Vice President of Softball 4. Vice President of Communications 5. Secretary 6. Treasurer 7. Field Manager 8. Website Administrator A simple majority vote (2/3) of all general members in attendance will be required to be elected. Elections shall be by secret ballot. 4
SECTION 03.03 INSTALLATION: (A) All officers and appointed team representatives shall fill their positions at the next regularly scheduled meeting and shall hold their position for one (1) year. (B) All positions may be held for unlimited terms if re-elected by the general membership. (C) Vacancies shall be filled with the approval of the general membership. (D) Any member of the board, the board of trustees or head coach of any team may be removed from their position(s) by a two-thirds (2/3) vote of the general membership. Prior written notice of such action must be provided at within at least ten (10) days. SECTION 03.04 TEAM MANAGERS: (A) Team managers shall be selected by the board with a majority (2/3) vote. No more than 3 candidates shall be provided for each team by the Vice President of Baseball and the Vice President of Softball. (B) If a Team Manager would like to move up with their team, no candidates shall be required for that team, provided a majority of the board approves. (C) Team Managers are subject to annual review by the board and may be removed by a majority (2/3) vote. (D) A Team Manager may manage only 1 team in the organization, per season. (E) Any Team Manager who repeatedly engages in misconduct will be removed by a 2/3 vote of the board members. Misconduct includes anything against the law, against the bylaws or against the code of conduct. Any misconduct against the law will result in immediate removal from any type of association with Crystal Lake Travel Slam Baseball and Softball and may not attend any events. (F) The Team Manager shall appoint or remove any assistant coach, on their team, at their discretion. (G) Team Managers shall appoint no more than four (4) assistance coaches. ARTICLE FOUR MEETINGS SECTION 04.00 REGULAR: Crystal Lake Slam Travel Baseball and Softball shall hold at least one (1) regular monthly meeting on the first Wednesday of the month at 7pm at the Nest. Meetings shall not be changed due to a member s inability to attend. Meetings held during the playing season (Apr-June) are subject to change and notification must be made seven (7) days in advance via email with a new time and location provided. SECTION 04.01 ANNUAL: An annual meeting shall occur between July 15 and August 15 for the purpose of electing board members. SECTION 04.02 SPECIAL: Special Meetings may be called by any board member when necessary for determining misconduct or in the event of an emergency. The meeting shall be closed in the event it regards misconduct, otherwise open. SECTION 04.03 - BOARD OF TRUSTEES: A Board of Trustees shall call a meeting, once per year, to perform accounting audits. This shall be performed in the presence of the Treasurer and Secretary and the Secretary will provide a report to the Board. This audit shall occur between July 1 and July 15. SECTION 04.04 - CONDUCT OF MEETINGS: Meetings shall be conducted loosely in accordance with the rules and procedures outlined in Robert s Rules of Order, Revised Edition and these bylaws. 5
ARTICLE FIVE MISCELLANEOUS SECTION 05.01 EQUIPMENT: Each team shall be required to maintain one (1) set of catchers gear. In the event the catchers gear needs to be replaced, it shall be budgeted for in that team s budget. All equipment stays with the age group not the team. SECTION 05.02 PLAYING RULES/REGULATIONS: (A) Baseball shall follow the rules and regulations of MCBL (B) Softball shall follow the rules and regulations of NSFPL (C) For the safety of the players, all players will be subject to the pitching rules of the above organizations, even if the tournament or team you are playing does not follow those rules and regulations. SECTION 05.03 CODE OF CONDUCT: All coaches, players, parents and fans shall abide by the code of conduct. (A) Any Team Manager may bench any player on their team, for violating the code of conduct. (B) Any Board Member, Team Manager, Coach or umpire may eject a parent, due to unsportsmanlike conduct, from either the home or away team, while playing on home fields. (C) Smoking on the fields is considered a violation of the code of conduct. One warning will be given, then ejection. SECTION 05.04 MEDIA: All Crystal Lake Travel Slam Baseball and Softball websites, associated domains, emails and any social media pages shall be the property of Crystal Lake Slam Travel Baseball and Softball. Login and password for any of the media mentioned shall be turned over to the Board and changed, prior to tryouts for the next season. SECTION 05.05 DUGOUT: (A) There shall be no food allowed in the dugouts. (B) No one, other than the players and coaches of the teams scheduled to play, shall be allowed in the dugout or on the fields, 30 minutes before/after play and during game play. This includes parents and siblings. SECTION 05.06 INJURIES: (A) Any player may be removed from game play or practice due to injury or suspected injury. (B) Any player, who sustains an injury, while participating in Crystal Lake Travel Slam Baseball and Softball activities or outside of said activities, shall require a release from a physician before resuming participating in any Crystal Lake Slam Travel Baseball and Softball activities. (C) Any injured player may sit in the dugout, with their team, during play, at the coach s discretion. SECTION 05.07 BUDGETS: (A) Each team manager shall be responsible to submit a team budget, by November. (B) Each team is equally responsible for costs such as field maintenance, umpire s fee and administrative fees (C) Each budget shall be managed by the Treasurer and Team Manager of each team. (D) Monies shall not be transferred from one team to another without a board member vote. (E) All monies left in the budget, at the end of the year, shall transfer to the general fund. SECTION 05.08 INSURANCE AND LIABILITY: Crystal Lake Slam Travel Baseball and Softball shall keep liability insurance up-to-date and readily accessible at all times. 6
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