Barrington Youth Association, Inc. By-Laws

Art. 1. Name, Location and Purposes. 

Sec. 1 The name of the association shall be the “Barrington Youth Association” (hereinafter referred to as “the association” or “BYA”). 

Sec. 2 The principal operations of the BYA shall be in the towns of Barrington and Strafford NH, but may extend into such areas as provided for by the State, Regional and National Headquarters rules and regulations of Babe Ruth League, Inc. 

Sec. 3 The primary purposes of the BYA are: to develop good sportsmanship among all players for the betterment of their emotional and social well-being; to allow Barrington and Strafford youths to develop the basic skills in the sports of baseball and softball; and to do all other things incidental to the primary purposes of this non-profit association which are permitted by Sec. 501c (3) of the Internal Revenue Code, as amended, and by Chapter 292 of the NH Revised Statutes Annotated, as amended. 

Art. 2. Powers of the Association.

The association shall have and employ all powers conferred upon associations exempt from taxes under Sec. 501c (3) of the Internal Revenue Code, as amended, and all powers conferred upon non-profit associations by Chapter 292 of the NH Revised Statutes Annotated, as amended. 

Art. 3. Government of the Association. 

The association shall be governed by a Board of Directors in accordance with the By-Laws. 

Art. 4. Board of Directors. 

Sec. 1 Members. The Board of Directors of BYA (hereinafter referred to as “the Board” or “Directors”) shall consist of 15 members. All Directors must serve as either an elected Officer or at least one (1) appointed position. Directors may hold multiple appointed positions. 

Sec. 2 Term. All Directors shall serve a three (3) year term. There is no limit on the number of terms a director may serve. 

Sec. 3 Annual Meeting. The Annual Meeting is conducted in September each year to elect new Board of Directors. The meeting time and location shall be communicated to the general league population (league officials, coaches and 

parents) at least 30 days prior to the scheduled meeting. The primary purpose of the annual meeting is to conduct elections for open or expired Board positions 

Sec. 4 Election of the Board of Directors. All open Board positions shall be filled in an open election of all candidates at the association’s Annual Meeting in September of each year. The President shall administer the vote according to the following: 

a. Each year at the annual meeting, elections shall be held for open Board positions. Five (5) Board of Director positions shall expire in each year. 

b. Candidates for the Board may nominate themselves or be nominated by a third party at the August Meeting. 

c. Candidates for the Board are not required to be present at the Annual Meeting to be placed on the ballot. 

d. All candidates for the Board shall be placed on the ballot. 

e. All sitting Directors shall have one vote. 

f. All non-Directors in attendance shall have one vote. 

g. Voting by proxy is not permitted. 

h. All voters must reside in a BYA Charter or Incorporated town in accordance with the By-Laws. 

i. All voters must meet at least one of the following criteria: 

·        

• Be a current or past league board member; 
• Be a current or past league head coach or assistant coach; 
• Be a parent of a current or past player in the league. 

j. The top vote getters shall be elected to the Board. In the event of a tie, a new ballot will be prepared containing only the names of the tied candidates. A new vote will be taken. This process shall continue as long as candidates are reduced. In the event of a tie, the sitting officers shall cast the deciding vote. 

k. The new Board shall take office immediately after completion of the vote. 

l. The new Board will elect officers and appoint league officials at the October meeting. 

Sec. 5 Election of Officers. Officers shall be nominated and elected by a majority vote of all the Board of Directors in attendance at the October Meeting. In the event of a vacancy in any of these positions, subsequent elections may take place at any meeting of the Board of Directors, provided the nominee(s) obtains a majority vote of all Directors in attendance. 

Sec. 6 Vacancies on the Board of Directors. All vacancies occurring on the board may be temporarily filled by appointment of the President and ratification by majority vote of directors. The appointed board member shall serve on the Board until the next annual meeting when the vacancy shall be filled through the normal election process. If a vacancy occurs midway through a Director’s term, the election at the next Annual Meeting shall be for the balance of the Director’s term. For example, if a vacancy occurs in year one of a three-year term, the election at the next Annual Meeting shall be for the remaining two years of the term. 

Sec. 7 Powers of the Board. The Board of Directors shall be vested with all powers necessary to administer all the activities and affairs of the BYA, including, but not limited to the following: 

a. Appointment, evaluation and removal of all coaches and umpires; 

b. Determination of personnel, organizational and fiscal policies of the association; 

c. Approval of all proposals and budgets; 

e. Enforcement of all policies adopted by the association; 

f. Establishment of such committees as may be necessary; 

g. Appointment, evaluation and removal of officers, committee members, and other administrative appointees; 

h. Oversee the participation and behavior of players’ parents; 

i. Call meetings of the Board; 

j. Oversee the fiscal responsibility of the association, including independent financial review of its records. 

Art. 5. Conduct of Board Meetings. 

Sec. 1 Public sessions. The first hour of the regularly scheduled monthly sessions of the Board of Directors shall be open to the public, or by appointment during special meetings, and shall be conducted in accordance with Robert’s Rules of Order, Revised. 

Sec. 2 Moderator. The President shall moderate all Board meetings. 

Sec. 3 Closed sessions. Upon majority vote of the Directors in attendance, the Board may choose to enter into “closed session” (i.e. closed to the public) for “good cause shown” upon any issue. The Board shall conduct its business in “closed session” when considering any of the following issues: 

a. Appointment, evaluation or removal of any officer, coach or umpire; 

b. Request for financial aid; 

c. Disciplinary action against any team, player, parent, coach or umpire; 

d. Consideration of any grievances. 

The person(s) who is/are the subject of any of the issues set forth above may require the Board to consider his/her issue in public session. 

Sec. 4 Quorum. A quorum shall consist of the attendance of a simple majority of Directors, including the President, or Vice-President. No meeting shall be conducted and no votes may be cast unless a quorum is in attendance. 

Sec. 5 Majority vote. Except as otherwise provided within the By-Laws, the act of a majority of all Directors present and voting shall constitute the act of the Board of Directors. Voting by proxy is not permitted. 

Sec. 6 Minutes. Written or electronic minutes shall be maintained by the Secretary or a substitute secretary at all Board meetings. Public session notes will be emailed to the all board members within 7 days after the board meeting. The public session minutes will also be posted on the website after Board approval of those minutes the following month. 

Sec. 7 By-Laws. The President shall bring a copy of the current By-Laws to all meetings. 

Sec. 8 Rules. The President shall bring a copy of the current Local Rules to all meetings. 

Sec. 9 Monthly Meetings. The Board of Directors shall meet on a monthly basis, or at such other intervals at a time and place as determined by the President. The monthly meeting will be the first Wednesday of each month, unless if a holiday. 

Sec. 10 Special Meetings. Special meetings of the Board may be called by the President, or by the Secretary upon receipt of the written request of at least three Directors. Notice of the time, place and purpose of the special meeting shall be given to each Director by telephone, by emailor in person. At least 24 hour notice shall be given for special meetings. 

Art. 6. Volunteer Services.

All Directors, officers, and coaches of the BYA shall be volunteers and shall not be compensated for their service in these roles except for reimbursement of out-of-pocket expenses as approved by the Board of Directors. 

Art. 7. Officers and Duties. 

All Officers must be Directors. 

Sec. 1 President. The President shall: 

a. Preside over all meetings of the Board of Directors; 

b. Assume full responsibility for the operation of the league; 

c. Ensure that the league adheres to the rules, regulations and policies of Babe Ruth League, Inc; 

d. Approve all required paperwork that is submitted to Babe Ruth Headquarters; 

e. Approve all non-profit applications for the state of New Hampshire and maintain the league’s good standing as a non-profit organization; 

f. Review finances with Treasurer; 

g. Together with another BYA Officer, be authorized to sign checks on behalf of the BYA. Board Approval for expenses of $1000 or more is required; all invoices over $999 must be approved by 2 officers prior to electronic payment processing or signing a physical check; 

h. Appoint all committees and supervise the activity thereof; 

i. Rule upon all game protests, and grievances in accordance with the Cal Ripken Rules of Baseball, as amended by BYA Local rules; 

j. Perform such other duties as may be prescribed by these By-Laws or by direction of the Board of Directors; 

k. Maintain the current By-Laws and any available past revisions; 

l. Keep a copy of the meeting minutes for a minimum of 5 years; 

m. Have authority to rule on any point not specifically covered in the By-Laws; 

n. Review the By-Laws with the newly elected Board each year at the October Meeting; 

o. Review the Local Rules with all coaches before the start of each season; 

p. Sign all rosters and ID card applications. 

Sec. 2 Vice-President. During the absence or disability of the President, the Vice-President shall have all the powers of the President. In the event the President shall resign or be removed, the Vice-President shall have all the powers and functions of the President until a new President shall be elected by the Board of Directors. The Vice-President shall perform such other duties as the By-Laws or the Board of Directors shall prescribe, including: 

a. Together with another BYA Officer, be authorized to sign checks on behalf of the BYA. Board Approval for expenses of $1000 or more is required; all invoices over $999 must be approved by 2 officers prior to electronic payment processing or signing a physical check; 

Sec. 3 Secretary. The Secretary shall: 

a. Keep written minutes of all meetings of the Board of Directors for a minimum of 5 years; 

b. Notify Directors of all regular and special meetings; 

c. Handle correspondence of the association; 

d. Retain the permanent records of the association; 

e. Together with another BYA Officer, be authorized to sign checks on behalf of the BYA. Board Approval for expenses of $1000 or more is required; all invoices over $999 must be approved by 2 officers prior to electronic payment processing or signing a physical check; 

Sec. 4 Treasurer. The Treasurer shall: 

a. Have charge of all financial papers and records of the association; 

b. Present a financial report at all regular meetings of the Board of Directors; 

c. Oversee and administer all accounts payable and accounts receivable in a timely manner as directed by the Board; 

e. Prepare an Annual Financial Report to be presented at the Annual Meeting each year; 

f. Together with another BYA Officer, be authorized to sign checks on behalf of the BYA. Board Approval for expenses of $1000 or more is required; all invoices over $999 must be approved by 2 officers prior to electronic payment processing or signing a physical check; 

g. Pay recurring Association bills electronically; 

h. Report financial information as otherwise required by the board; 

i. Complete all non-profit applications for the state of New Hampshire and maintain the league’s good standing as a non-profit organization; 

j. Obtain proper accident and liability insurance coverage for the protection of the league players and volunteers; 

k. Complete insurance applications; 

l. Maintain records of injuries and incidents; 

m. File claims with insurance companies; 

n. Secure sponsor payments;

o. Handle US Mail correspondence;

Art. 8. Appointed Positions and Duties.

All non-officer Directors must serve at least one Appointed Position. Non-Directors may also serve in Appointed Positions. All positions are appointed by the Board. 

Sec. 1 Equipment Manager. The Equipment Manager shall: 

a. Order all equipment for the league as approved by the Board of Directors; 

b. Sort and distribute equipment to managers at beginning of season; 

c. Replace and/or repair equipment as necessary throughout season; 

e. Collect and inventory equipment at end of season. 

Sec. 2 Building/Facilities Manager. The Building/Facilities Manager shall supervise the maintenance, repair and improvement of the concession stand, equipment building, temporary storage, fields and dugouts. Together with the Volunteer Coordinator, organize the facility projects. 

Sec. 3 Umpires-In-Chief. (1 Babe Ruth, 1 Cal Ripken and 1 12U Softball) 

The Umpire-In-Chief shall: 

a. Assign all umpires to league games; 

b. Be responsible for proper dress and conduct of umpires; 

c. Be sure all umpires know the local rules. 

Sec. 4 League Representatives. ( 1 Sr. Babe Ruth, 1 Babe Ruth, 1 Cal Ripken Major, 1 Cal Ripken Minor, 1 12U Softball, 1 10U Softball, 1 8U Softball, 1 Instructional, 1 T-Ball ) 

The League Representative shall: 

a. Conduct annual sign-up registration; 

b. Conduct evaluations in appropriate leagues; 

c. Preside over player draft/assignment meetings; 

d. Maintain team rosters electronically; 

e. Maintain ID Cards and applications electronically; 

f. Check players’ eligibility; 

g. Coordinate Manager and Coach selection and approval (Regular Season and All Star); 

h. Liaison to Board for Managers, Coaches, and Parents; 

i. Coordinate Award Nominees; 

j. Babe Ruth baseball representative will be responsible for scheduling Babe Ruth games and practices, including All-Stars and Sr. Babe Ruth;  

Sec. 5 Fundraising Coordinator. The Fundraising Coordinator shall: 

a. Evaluate league needs and prepare a budget; 

b. Select a product or program that will be easy to sell to raise the funds needed; 

c. Coordinate Calendar Fundraiser; 

d. Secure league sponsors; 

e. Order, install and maintain sponsor signs. 

Sec. 6 Website Coordinator. The Website Coordinator shall: 

a. Update BYA website including general information, team rosters & schedules, registration materials; 

b. Act as primary contact with league’s online provider; 

c. Maintain online e-mail database. 

Sec. 7 Scheduler. The Scheduler shall: 

a. Schedule all league games except Babe Ruth baseball; 

b. Schedule all field availability and practice time including batting cage; 

c. Coordinate with local schools and other youth organizations to avoid scheduling conflicts; 

d. Communicate schedule and schedule changes to managers/coaches , League Reps, Umpire-In-Chief and Website Coordinator. 

Sec. 8 Awards Coordinator. The Awards Coordinator shall: 

a. Seek out Award supplier; 

b. Order awards for all divisions; 

c. Order all awards for hosted tournaments; 

d. Maintain all Memorial Award plaques at various town locations; 

e. Acquire awards for Frog Jumping Contest. 

Sec. 9 Picture Coordinator. The Picture Coordinator shall: 

a. Coordinate scheduling of Photographer for Picture Day; 

b. Create & Distribute Team Photo Schedule; 

c. Distribute Photo Order Forms; 

e. Organize and assist Photographer; 

f. Address any missing or un-delivered photos. 

Sec. 10 Volunteer Coordinator. The Volunteer Coordinator shall: 

a. Recruit parent volunteers; 

b. Facilitate Board approval for appointed positions; 

c. Coordinate BYA projects with Board approval; 

e. Act as primary contact for all newspaper communication; 

f. Work closely with Website Coordinator in preparation of online content; 

g. Work closely with President in planning all special events such as Opening Day, Barrington Day, Tournaments, award ceremonies, etc. 

Sec. 11 Concession Stand Coordinator. The Concession stand Coordinator shall: 

a. Supervise the operation of the Concession stand; 

b. Coordinate ordering all food and related items for the concession stand; 

c. Train all “team parents” in the operation of the concession stand; 

d. Schedule “teams” to work in the concession stand window and grill; 

e. Together with the Treasurer, maintain financial records concerning the operation of the concession stand. 

Sec. 12 Uniform Manager. The Uniform Manager shall: 

a. Select appropriate vendor(s) for uniform orders, with Board approval; 

b. Order and distribute uniforms for regular season players; 

c. Order and distribute uniforms for all star players and coaches. 

Sec. 13 Strafford Representative. Strafford, being a named Incorporated Member, shall have a Strafford Representative, who shall: 

a. Attend all BYA Board meetings; 

b. Be designated as the Baseball/Softball Coordinator for the Board of Directors for Strafford Recreational Sports (“SRS”), the non-profit organization serving youth in the Town of Strafford; 

c. As a Director for SRS, the Strafford Representative is required to attend monthly SRS Board meetings as a liaison between BYA and SRS, and to otherwise participate in the administration of all SRS activities; 

d. Obtain approval for use of Strafford School fields by BYA; 

e. Coordinate with Strafford School officials regarding field maintenance and usage of equipment and facilities. 

f. Arrange for publication of registration and other information in Strafford Community Calendar and Strafford School Newsletter. 

Sec. 14 Other Incorporated Member Representative(s). Other Incorporated Members shall each have a Representative, who shall: 

a. Attend all BYA Board meetings; 

b. Be designated by the relevant organization or official of the Incorporated Member to be its representative and liaison on the BYA Board of Directors; 

c. Fulfill any additional duties designated by the relevant organization or official of the Incorporated Member. 

Art. 9. Managers, Coaches and Umpires. 

Sec. 1 Selection of Managers: The process for selecting managers shall be: 

a. Interested candidates will contact league rep; 

b. Candidates shall be evaluated based on, but not limited to, the following: feedback received by the Board, degree to which candidate meets the 

established league coaching criteria identified in the Local Organizational Rules, and recommendation of league rep; 

c. All managers shall be re-nominated each year; 

d. Managers shall be approved by a majority vote of the Board; 

e. All managers must obtain Babe Ruth/Cal Ripken Coaching Certification; 

Sec. 2 Selection of Coaches: The process for selecting Coaches shall be: 

a. Managers will nominate up to two Coaches to the League Rep; 

b. Coaches cannot be nominated until after the team is selected/drafted; 

c. Candidates shall be evaluated based on, but not limited to the following: feedback received by the Board, degree to which candidate meets an established league coaching criteria, and recommendation of league rep; 

d. All coaches shall be re-nominated each year; 

e. Coaches shall be approved by a majority vote of the Board; 

Sec. 3 Removal of Managers, Coaches or Umpires: Any manager, coach or umpire may be removed from his/her position for violation of any of the reasons set forth below with the concurrence of 2/3 vote of the Board of Directors present and voting. Removal action can be taken only after a coach or umpire is given seven (7) days advance notice of the Board meeting when such action will be considered. The notice shall indicate the reason(s) for removal. The manager, coach or umpire shall be entitled to a hearing and may be represented at his/her own expense. Reasons for removal of a manager, coach or umpire shall be: 

a. Conduct unbecoming an adult charged with supervising a youth sport activity; 

b. Gross incompetence; 

c. Gross neglect of supervisory duties; 

d. Dishonesty. 

Art. 10. Removal of Directors and Officers.

Any member of the Board of Directors may be removed from office for violation of any of the reasons set forth below with the concurrence of 2/3 vote of the Directors present and voting. Removal action can be taken only after the Director is given seven (7) days advance notice of the Board meeting when such action will be considered. The notice shall indicate the reason(s) for removal. The Director shall be entitled to a hearing and may be represented at his/her own expense. Reasons for removal of a Director shall be: 

a. Non-attendance at three (3) successive regular sessions of the Board without adequate reason; 

b. Conduct detrimental to the best interest of the BYA; 

c. Malfeasance of office; 

d. Long term illness which would prevent the incumbent officer from discharging his/her duties; 

e. Gross incompetence; 

f. Conduct unbecoming an adult charged with supervising a youth sport activity; 

g. Dishonesty. 

Art. 11. Insurances. 

Sec. 1 Bonding Fiscal Officers: The Treasurer and President of the BYA shall be bonded for the performance of their fiscal duties in such sum as shall be determined by the Board of Directors by a bonding company registered within the State of New Hampshire. 

Sec. 2 Directors and Officers Liability Insurance: The BYA shall purchase each year a Directors and Officers Liability policy. This goes beyond the General Liability policy that provides coverage to Directors and Officers for claims that are bodily injury and property damage in nature. The Directors and Officers Liability policy for claims that result from professional decisions made that may not have caused bodily injury or property damage. 

Sec. 3 Accident and Liability Insurance: Accident and Liability Insurance will be purchased each year. The minimum amount of General Liability Insurance shall be $1 million. Insurance typically is purchased through Babe Ruth League, Inc. or other competitive industry standards. 

Art. 12. Amendments to the By-Laws. 

The By-Laws may be amended or repealed by a 2/3 vote of the Directors present and voting at any regular session of the Board, provided that written notice of the proposed amendment or repeal is sent (including e-mail) to all Directors at least (7) days in advance of the meeting when such action will be considered. 

Art. 13. Liquidation of the Association. 

The BYA may be dissolved as a non-profit association upon a 2/3 vote of the Directors present and voting at any meeting of the Board, provided that written notice of the proposed dissolution has been sent to all Directors at least (7) days in advance of the meeting. The notice shall state the reason(s) why dissolution may be appropriate. 

a. Such dissolution of the non-profit association shall be done in accordance with NH law, and the remaining assets of the BYA shall be applied and distributed as follows: 

b. All liabilities and obligations of the association shall be paid, satisfied and discharged, or adequate provision shall be made therefore. 

c. Assets held by the association upon conditions requiring return, transfer or conveyance, which conditions occur by reason of the dissolution, shall be returned, transferred, or conveyed in accordance with such requirement. 

d. All other assets shall be transferred by the Board of Directors of the BYA to non-profit youth sports organizations in the greater Barrington area that share substantially the same purposes of the association. 

Art. 14. Member Towns.

Sec. 1 Membership Classification. Member towns shall belong to one of the following classifications: Charter, Incorporated. Member town classifications are defined as; 

a. Charter Member: Barrington is the sole Charter Member due to the league’s historical roots and that the league is based in Barrington, utilizes Barrington facilities for the majority of its activities and interfaces with Barrington town officials for much of the league’s business. 

b. Incorporated Member: Defined as those member towns that supply a minimum of six 2-hour time slots of adequate and maintained field space per week for league practice and game time. Incorporated members include Strafford. 

Sec. 2 Rights and Responsibilities. Member Towns shall be bound by the responsibilities and accorded all the rights and privileges set forth in these by-laws. 

The following rights and responsibilities shall apply to all member towns: 

a. All eligible players who are residents in a member town may participate; 

b. All players and coaches are eligible to participate in regular season and all-star teams; 

c. All players and coaches are expected to participate in all league fundraising activities; 

The following rights and responsibilities shall apply to the Charter Member: 

a. No limit on the number of players allowed to participate in the league. 

The following rights and responsibilities shall apply to all Incorporated Members: 

a. No limit on the number of players allowed to participate in the league; 

b. Must have a minimum of one Board position. In the event an Incorporated Member is not represented on the Board by virtue of an officer or manager position, a Board position shall be provided for that town. 

c. Board representative shall serve as an authority to coordinate field scheduling and availability with his/her town. 

d. All field maintenance for the Incorporated Member’s field shall be the responsibility of that town. 

e. All concession stand revenue generated at Incorporated Member’s field shall remain with the BYA. 

Art. 15. Local Rules. 

The BYA Local Rules shall document local playing rules and local organizational rules. The BYA Local Rules may be changed by a majority vote of the Directors present and voting at any regular session of the Board. The BYA Local Rules document may not be changed during the season, unless a proposed rule change is related to safety concerns. The document shall include the following sections: 

Sec. 1 Playing Rules. Cal Ripken and/or Babe Ruth rules apply except as annotated in the BYA Local Rules document. 

Sec. 2 Organizational Rules. The organization and structure shall be defined in the BYA Local Rules, including, but not limited to the following: 

a. Number and composition of teams in each league 

b. Number and composition of divisions in each league 

c. Evaluation and Draft procedures 

d. Playoff procedures 

e. All Star teams 

f. All Star player and coach selection process 

g. Instructional teams 

Art. 16. Standing Committees. 

Various committees shall be appointed by the Board of Directors, with standing committees consisting of, but not limited to: 

a. By-Laws committee 

b. Fund Raising committee 

c. Budget committee 

d. Field Maintenance committee 

Art. 17. League Structure. 

The BYA shall be comprised of 3 leagues: Baseball, Softball and T-Ball. 

Sec. 1 T-Ball – For ages 4 and 5 subject to limitations set forth in the Local Rules. 

Sec. 2 Softball 

a. U8 - for ages 6, 7, and 8 subject to limitations set forth in the Local Rules; 

b. U10 - for ages 9 and 10 subject to limitations set forth in the Local Rule 

c. U12 - for ages 11 and 12 subject to limitations set forth in the Local Rules; 

e. U14 - for ages 13 and 14 subject to limitations set forth in the Local Rules; 

f. U16 - for ages 15 and 16 subject to limitations set forth in the Local Rules; 

g. U18 – for ages 17 and 18 subject to limitations set forth in the Local Rules. 

Sec. 3 Baseball 

a. Instructional - for ages 6 and 7 subject to limitations set forth in the Local Rules; 

b. Cal Ripken Minor - for ages 8 and 9 subject to limitations set forth in the Local Rules; 

c. Cal Ripken Major - for ages 10, 11 and 12 subject to limitations set forth in the Local Rules; 

d. Babe Ruth - for ages 13, 14 and 15 subject to limitations set forth in the Local Rules; 

e. Senior Babe Ruth – for ages 16, 17 and 18 subject to limitations set forth in the Local Rules. 

Teams and divisions may be added or subtracted each year by a majority vote and at the sole discretion of the Board in the best interest of BYA. The Local Rules shall define the playing rules and organizational rules for each league. 

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