Swedesboro Woolwich Little League, Inc. Constitution
ARTICLE I
This organization shall be known as the Swedesboro Woolwich Little League, Inc, a 26 U.S.C. 501-(c)-(3) corporation that holds a Little League charter known as: Swedesboro Woolwich Little League.
ARTICLE II- OBJECTIVE
SECTION 1
The objective of the Local League shall be to implant firmly in the children of the community the ideals of good sportsmanship, honesty, loyalty, courage and respect for authority, so that they may be well adjusted, stronger and happier children and will grow to be good, decent, healthy and trustworthy citizens.
SECTION 2
To achieve this objective, the Local League will provide a supervised program under the Rules and Regulations of Little League Baseball, Incorporated. All Directors, Officers and Members shall bear in mind that the attainment of exceptional athletic skill or the winning of games is secondary, and the molding of future citizens is of prime importance. In accordance with Section 501 -(c)-(3) of the Federal Internal Revenue Code, the Local League shall operate exclusively as a non-profit educational organization providing a supervised program of competitive baseball and softball games. No part of the net earnings shall inure to the benefit of any private shareholder or individual; no substantial part of the activities of which is carrying on propaganda, or otherwise attempting to influence legislation, and which does not participate in or intervene in any political campaign on behalf of any candidate for public office.
ARTICLE III- MEMBERSHIP
SECTION 1
Eligibility. Any person sincerely interested in active participation to further the objective of this Local League may apply to become a Member.
SECTION 2
Classes. There shall be the following classes of Members:
(a) Player Members. Any player candidate meeting the requirements of Little League Regulation IV shall be eligible to compete for participation. Player Members shall have no rights, duties or obligations in the management or in the property of the Local League.
(b) Regular Members. Any adult person actively interested in furthering the objectives of the Local League, including, but not limited to, parents of Player Members, may become a Regular Member upon attendance of at least two board of directors meetings within the preceding 12 months, election and payment of dues as hereinafter provided. Regular Members may be issued a card numbered in sequential order annually. The secretary shall maintain the roll of membership to qualify voting members. Only Regular Members in good standing are eligible to vote at General Membership Meetings. All Officers,
Board Members, Committee Members, Managers, Coaches, Volunteer Umpires and other elected or appointed officials must be active Regular Members in good standing. A member in good standing is defined as someone approved by the Board of Directors, having paid their annual dues in full, and having attended at least 2 Board of Directors meetings within the past 12 months.
Note: Regular Members of the league automatically include all current Managers, Coaches, Volunteer Umpires, Board Members, Officers of the Board and any other person who is recognized by the Board as a volunteer in the Local League.
(c) Honorary Members Any person may be elected as Honorary Member by the unanimous vote of all Directors present at any duly held meeting of the Board of Directors but shall have no rights, duties or obligations in the management or in the property of the Local League.
(d) As used hereinafter, the word “Member” shall mean a Regular Member unless otherwise stated.
SECTION 3
Other Affiliations.
(a) Members, whether Regular or Player, shall not be required to be affiliated with another organization or group to qualify’ as members of the Local League.
(b) Regular Members should not be actively engaged in the promotion and/or operation of any other baseball/softball program that doesn’t support players participating in the Swedesboro Woolwich Little League.
SECTION 4
Suspension or Termination. Membership may be terminated by resignation or action of the Board of Directors as follows.
(a) The Board of Directors, by a two-thirds vote of those present at any duly constituted Board meeting, shall have the authority to discipline or suspend or terminate the membership of any Member of any class, including managers and coaches, when the conduct of such person is considered detrimental to the best interests of the Local League and/or Little League Baseball. The Member involved shall be notified of such
meeting, informed of the general nature of the charges and given an opportunity to appear at the meeting to answer such charges. Anyone whose membership is under suspension or has been terminated shall not enter the property of the Swedesboro Woolwich Little League or attend any of its functions unless summoned or specifically allowed by The Board.
(b) The Board of Directors shall, in case of a Player Member, give notice to the manager of the team for which the player is a Player Member. Said manager shall appear, in the capacity of an adviser, with the player before the Board of Directors or a duly appointed committee of the Board of Directors. The player’s parent(s) or legal guardian(s) may also be present. The Board of Directors shall have full power to suspend or revoke such player’s right to future participation by two-thirds vote of those present at any duly
constituted meeting (quorum is required).
(c) The President, Executive Vice President, Player Agent, Secretary, and Treasurer individually, or any other two members of the Board of Directors shall have the authority to suspend a member immediately pending a hearing. A hearing before the Board of Directors shall be held within 72 hours.
(d) A suspended or expelled member has seven days from the date notified to file a written request for a hearing to answer the charges or appeal the decision. Acceptable notice will be a verbal notice witnessed by at least one other board member or certified mail to last known address. After that period, that member loses his/her right to an appeal.
(e)The Board of Directors may suspend or terminate the right of any person(s) to participate in or have contact, or come onto the premises of or attend the functions of the Local League, including the relatives or guardians of Player Members and the public at large, whose actions or presence is detrimental to the best interests of the Local League and/or Little League Baseball. The same procedures will be used as for Members.
ARTICLE IV DUES FOR REGULAR MEMBERS (NOT PLAYERS)
SECTION 1
Dues for Regular Members may be fixed at such amounts as the Board of Directors shall determine for a particular fiscal year. (See Article XI, Section 7 for fiscal year of this league.) Note: Dues for Regular Members are separate from registration fees for Player Members, which are determined annually by the Board of Directors in accordance with Regulation XIII.
SECTION 2
Regular Members who fail to pay their fixed dues may, by majority vote of the Board present at a Board meeting, be dropped from the rolls and shall forfeit all rights and privileges of membership.
ARTICLE V GENERAL MEMBERSHIP MEETINGS
SECTION 1
Definition. A General Membership Meeting is any meeting of the membership of the league (including Special General Membership Meetings, Section 7). A minimum of one per year (Annual Meeting, see Section 6) is required.
SECTION 2
Notice of Meeting. Notice of each General Membership Meeting shall be delivered personally, electronically or by mail to each Member at the last recorded address at least fourteen days in advance of the meeting, setting forth the place, time and purpose of the meeting. In lieu of the above methods, notice may be given in such form as may be authorized by the Members, from time to time, at a regularly convened General Membership Meeting.
SECTION 3
Quorum. At any General Membership Meeting, the presence in person of a minimum of 15members shall be necessary to constitute a quorum. If a quorum is not present, no business shall be conducted.
SECTION 4
Voting. Only Regular Members shall be entitled to make motions and vote at General Membership Meetings. However, the Board of Directors may invite, admit and recognize guests for presentations or comments during General Membership Meetings. (Those eligible to take part at meetings of the Board of Directors are described in Article VI, Section 4.)
SECTION 5
Absentee Ballot. For the expressed purpose of accommodating a Regular Member in good standing who cannot be in attendance at the Annual Meeting, or any General Membership Meeting at which new Board members will be elected, an absentee ballot may be requested and obtained from the Secretary of the League. The absentee ballot shall be properly completed, signed and returned in a sealed envelope or electronically, to the Secretary prior to the date of the election. The Secretary shall present all absentee
ballots to the Election Chairman (appointed at the meeting) on the date of the meeting, prior to the voting portion of the election process.
SECTION 6
Annual Meeting of the Members. The Annual Meeting of the Members of the Local League shall be held the third Wednesday of October at 7pm. each year for the purpose of electing new Members, electing the Board of Directors, receiving reports, reviewing the Constitution, appointing committees, and for the transaction of such business as may properly come before the meeting.
The Membership shall receive at the Annual Meeting of the Members of the Local League a report, verified by the President and Treasurer, or by a majority of the Directors, showing:
(1) The condition of the Local League, to be presented by the President or his/her designate;
(2) A general summary of funds received and expended by the local league for the previous year, the amount of funds currently in possession of the local league, and the name of the financial institution in which such funds are maintained;
(3) The whole amount of real and personal property owned by the Local League, where located, and where and how invested;
(4) For the year immediately preceding, the amount and nature of the property acquired, with the date of the report and the manner of the acquisition, the amount applied, appropriated or expended, and the purposes, objects or persons to or for which such applications, appropriations or expenditures have been made;
(5) The names of the persons who have been admitted to regular membership in the Local League during such year. This report shall be filed with the records of the Local League and entered in the minutes of the proceedings of the Annual Meeting. A copy of such report shall be forwarded to Little League Headquarters.
(b) At the Annual Meeting, the Members shall determine the number of Directors to be elected for the ensuing year and shall elect such number of Directors. The number of Directors elected shall be not less than six (6).
(c) After the Board of Directors is elected, the Board shall meet to elect the officers. After the election, the Board of Directors shall assume the performance of its duties immediately. The Board’s term of office shall continue until its successors are elected and qualified under this section.
(d) The Officers of the Board of Directors shall include, at a minimum, the President, one or more Vice Presidents, Treasurer, Secretary, one or more Player Agents and a Safety Officer.
SECTION 7
Special General Membership Meetings. Special General Membership Meetings of the Members may be called by the Board of Directors or by the Secretary or President at their discretion. Upon the written request of twenty Members, the President or Secretary shall call a Special General Membership Meeting to consider the subject specified in the request. No business other than that specified in the notice of the meeting shall be transacted at any Special General Membership Meeting. Such Special General Membership Meeting shall be scheduled to take place not less than fourteen days after the request is received by the President or Secretary.
SECTION 8
Rules of Order for General Membership Meetings. Robert’s Rules of Order shall govern the proceedings of all General Membership Meetings, except where same conflicts with this Constitution of the Local League.
ARTICLE VI- BOARD OF DIRECTORS
SECTION 1
Authority. The management of the property and affairs of the Local League shall be vested in the Board of Directors.
SECTION 2
Increase in number. The number of Board of Directors so fixed at the Annual Meeting maybe increased at any General Membership Meeting. If the number is increased; the additional Directors may be elected at the meeting at which the increase is voted, or at any subsequent General Membership Meeting. All
elections of additional Directors shall be by majority vote of all Regular Members present or represented by a properly executed and signed absentee ballot filed with the Secretary prior to the election meeting.
SECTION 3
Vacancies. If any vacancy occurs in the Board of Directors, by death, resignation or otherwise, it may be filled by a majority vote of the remaining Directors at any regular Board meeting or at any Special Board Meeting called for that purpose. This election will be for the remainder of the unfinished term of the vacant
position.
SECTION 4
Board Meetings, Notice and Quorum. Regular meetings of the Board of Directors shall be held immediately following the Annual Meeting and on such days thereafter as shall be determined by the Board.
(a) The President or the Secretary may, whenever they deem it advisable, or the Secretary shall at the request in writing often Directors, issue a call for a Special Board Meeting. In the case of Special Board Meetings, such notice shall include the purpose of the meeting and no matters not so stated may be acted upon at the meeting.
(b) Notice of each Board meeting shall be given by the Secretary personally, electronically or by mall to each Director at least ten day(s) before the time appointed for the meeting to the last recorded address of each Director.
(c) Fifty-one percent or more of the members of the Board of Directors shall constitute a quorum for the transaction of business. If a quorum is not present, no business shall be conducted.
(d) Only members of the Board of Directors may make motions and vote at meetings of the Board of Directors. However, the Board of Directors may invite, admit and recognize guests for presentations or comments during Board meetings.
(e) The President or Executive Vice President may suspend the ten day notice requirement when the issue to be discussed is of an emergency nature or is time-sensitive. The above quorum would still be necessary for business to be conducted.
SECTION 5
Duties and Powers. The Board of Directors shall have the power to appoint such standing committees as it shall determine appropriate and to delegate such powers to them as the Board shall deem advisable and which it may properly delegate.
The Board may adopt such rules and regulations for the conduct of its meetings and the management of the Local League as it may deem proper, provided such rules and regulations do not conflict with this Constitution.
The Board shall have the power by a two-thirds vote of those present at any regular Board or Special Board Meeting to discipline, suspend or remove any Director or Officer or Committee Member of the Local League in accordance with the procedure set forth in Article III, Section 4 (a,b).
SECTION 6
Rules of Order for Board Meetings. Robert’s Rules of Order shall govern the proceedings of all Board of Directors meetings, except where same conflicts with this Constitution of the Local League.
SECTION 7
Terms of Office. The President, Executive Vice President, Baseball Operations/ Safety Officer, Treasurer, and Secretary shall be elected for two year terms with the President, Baseball Operations/Safety Officer, and Secretary elected in even years (upcoming season) and the Executive Vice President, and Treasurer elected in odd years. All other Board positions are for one year terms.
ARTICLE VII- DUTIES AND POWERS OF THE BOARD
SECTION 1
Appointments. The Board of Directors may appoint such other officers or agents as it may deem necessary or desirable, and may prescribe the powers and duties of each. Appointed officers or agents shall have no vote on actions taken by the Board of Directors unless such individuals have been elected to the Board by the membership or have been elected to fill a vacancy on the Board.
SECTION 2
President. The President shall:
(a) Conduct the affairs of the Local League and execute the policies established by the Board of Directors.
(b) Present a report of the condition of the Local League at the Annual Meeting.
(c) Communicate to the Board of Directors such matters as deemed appropriate, and make such suggestions as may tend to promote the welfare of the Local League.
(d) Be responsible for the conduct of the Local League in strict conformity to the policies, principles, Rules and Regulations of Little League Baseball, Incorporated, as agreed to under the conditions of charter issued to the Local League by that organization.
(e) Designate in writing other officers, if necessary, to have power to make and execute for/and in the name of the Local League such contracts and leases they may receive and which have had prior approval of the Board.
(f) Investigate complaints, irregularities and conditions detrimental to the Local League and report thereon to the Board or Executive Committee as circumstances warrant.
(g) Prepare and submit an annual budget to the Board of Directors and be responsible for the proper execution thereof.
(h) With the assistance of the Player Agent, examine the application and support proof-of age documents of every player candidate and certify to residence and age eligibility before the player may be accepted for tryouts and selection.
SECTION 3
Vice President. The Vice President shall:
(a) Perform the duties of the President in the absence or disability of the President, provided he or she is authorized by the President or Board so to act. When so acting, the Vice President shall have all the powers of that office.
(b) Perform such duties as from time to time may be assigned by the Board of Directors or by the President.
SECTION 4
Secretary. The Secretary shall:
(a) Be responsible for recording the activities of the Local League and maintain appropriate files, mailing lists and necessary records.
(b) Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of Secretary or as may be assigned by the Board of Directors.
(c) Maintain a list of all Regular, Sustaining and Honorary Members, Directors and committee members and give notice of all meetings of the Local League, the Board of Directors and Committees.
(d) Issue membership cards to Regular Members, if approved by the Board of Directors.
(e) Keep the minutes of the meetings of the Members, the Board of Directors and the Executive Committee, and cause them to be recorded in a book kept for that purpose.
(f) Conduct all correspondence not otherwise specifically delegated in connection with said meeting and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.
(g) Notice Members, Directors, Officers and committee members of their election or appointment.
SECTION 5
Treasurer. The Treasurer shall:
(a) Perform such duties as are herein set forth and such other duties as are customarily incident to the Office of Treasurer or may be assigned by the Board of Directors.
(b) Receive all monies and securities, and deposit same in a depository approved by the Board of Directors.
(c) Keep records for the receipt and disbursement of all monies and securities of the Local League, including the Auxiliary, approve all payments from allotted funds and draw checks therefore in agreement with policies established in advance of such actions by the Board of Directors. All disbursements by check must have dual signatures.
(d) Prepare an annual budget, under the direction of the President, for submission to the Board of Directors at the Annual Meeting.
(e) Prepare an annual financial report, under the direction of the President, for submission to the Membership and Board of Directors at the Annual Meeting, and to Little League Headquarters.
(f) Assure that an annual tax return is filed and that the Local League is in compliance with all Federal and State laws, including an annual audit, if required by such laws.
SECTION 6
Player Agent. The Player Agent shall:
(a) Record all player transactions and maintain an accurate and up-to-date record thereof.
(b) Receive and review applications for player candidates and assist the President in verifying residence and age eligibility.
(c) Conduct the tryouts, the player draft and all other player transaction or selection meetings.
(d) Prepare the Player Agent’s list.
(e) Prepare for the President’s signature and submission to Little League Headquarters, team rosters, including players’ claimed, and the tournament team eligibility affidavit.
(f) Notice Little League Headquarters of any subsequent player replacements or trades.
SECTION 7
Safety/ Baseball Operations Officer. The Safety/Baseball Operations Officer shall:
(a) Be responsible to create awareness, through education and information, of the opportunities to provide a safer environment for youngsters and all participants of Little League Baseball.
(b) Develop and implement a plan for increasing safety of activities, equipment and facilities through education, compliance and reporting.
NOTE: In order to implement a safety plan using education, compliance and reporting, the following suggestions may be utilized by the Safety Officer:
(1) Education - Should facilitate meetings and distribute information among participants including players, managers, coaches, umpires, league officials, parents, guardians and other volunteers.
(2) Compliance - Should promote safety compliance leadership by increasing awareness of the safety opportunities that arise from these responsibilities.
(3) Reporting - Define a process to assure that incidents are recorded, information is sent to league/district and national offices, and follow-up information on medical and other data is forwarded as available.
(c) Represent coaches and managers in league;
(d) Present a coach/manager training budget to the board;
(e) Gain the support and funds necessary to implement a league-wide training program;
(f) Order and distribute training materials to players, coaches and managers;
(g) Coordinate mini-clinics as necessary;
(h) Serve as the contact person for Little League and its manager-coach education program for the league.
SECTION 8
League Information Officer. The League Information Officer shall:
(a) Manage the league’s official home page.
(b) Manage the registration process and ensure that league rosters are maintained on the site;
(c) Assign administrative rights to league volunteers and teams;
(d) Ensure that league news and scores are updated on a regular basis;
(e) Collect, post and distribute important information on League activities including direct dissemination of fund-raising and sponsor activities to Little League Baseball, district, public, league members and media;
(f) Serve as primary contact person for Little League and webmaster regarding optimizing use of the Internet for league administration and for distributing information to league members and to Little League Baseball.
SECTION 9
Additional Board Positions. The remaining positions on the Board of Directors may consist of the following positions, with duties defined by the Board of Directors and listed in the bylaws/local rules. The total number of Board positions shall not exceed 21. .
(a) Umpire-In-Chief
(b) Maintenance Director-Fields, Building and Grounds
(c) Master Scheduler
(d) Community Liaison/Scholarship Director
(e) Junior/Senior/Big League Division Director
(f) Major Division Director
(g) Minor Division Director
(h) Coach Pitch Minor Division Director.
(i) Tee Ball Division Director
(j) Fundraising/Sponsor Director
(k) Equipment Director
(l) Special Events/Trophies/Schedule Book Director
(m) Apparel Director
(n) Board Member Emeritus
(o) Fall Ball/ Tournament Director
SECTION 10
Mandatory Attendance Any member of the Board of Directors who misses three consecutive regular or special meetings of the Board or misses more than four meetings in a term without and excuse that is acceptable to the Board may be subject to disciplinary action up to and including removal from the Board.
Any disciplinary action must be approved by a 2/3 majority of members and the member must be notified in writing at least seven days prior to such pending action.
ARTICLE VIII- EXECUTIVE COMMITTEE
SECTION 1
The Executive Committee shall consist of the President, Executive V.P., Player Agent, Secretary, Treasurer and Safety/Baseball Operations Officer of the Local League.
SECTION 2
The Executive Committee shall advise with and assist the Officers of the Local League in all matters concerning its interests and the management of its affairs, and shall have such other powers as may be delegated to it by the Board, but in no event will the Executive Committee have authority over the Board of Directors.
SECTION 3
At any meeting of the Executive Committee, a majority of the total number of members then in office shall constitute a quorum for the transaction of business, and the act of a majority present at any meeting at which there is a quorum shall be the act of the Committee.
ARTICLE IX - OTHER COMMITTEES
SECTION 1
At any meeting of the Board of Directors, committees may be formed to assist Board members in their duties, with size and duties to be determined by the board. These committee members may receive work bond credit but will not be eligible to vote at Board of Directors meetings.
ARTICLE X - AFFILIATION
SECTION 1
Charters The Local League shall annually apply for a charter from Little League Baseball, Incorporated, and shall do all things necessary to obtain and maintain such charter.
SECTION 2
Rules and Regulations The Official Playing Rules and Regulations as published by Little League Baseball, Incorporated, Williamsport, Pennsylvania, shall be binding on this Local League.
SECTION 3
Local Rules, Ground Rules and/or Bylaws The local rules, ground rules and/or bylaws of this Local League shall be adopted by the Board of Directors at a meeting to be held not less than one month previous to the first scheduled game of the season, but shall in no way conflict with the Rules, Regulations and Policies of Little League Baseball, Incorporated, nor shall they conflict with this Constitution. The local
rules, ground rules and/or bylaws of this Local League shall expire at the end of each fiscal year, and are not considered part of this Constitution. (See Article XI, Section 7 for fiscal year of this league.)
ARTICLE XI- FINANCIAL AND ACCOUNTING
SECTION 1
Authority The Board of Directors shall decide all matters pertaining to the finances of the Local League and it shall place all income including Auxiliary funds, in a common league treasury, directing the expenditure of funds in such manner as will give no individual or team an advantage over those in competition with such individual or team.
SECTION 2
Contributions The Board shall not permit the contribution of funds or property to individuals or teams but shall solicit funds for the common treasury of the Local League, thereby to discourage favoritism among teams and to endeavor to equalize the benefits of the Local League.
SECTION 3
Solicitation The Board shall not permit the solicitation of funds in the name of Little League Baseball unless all of the funds so raised are placed in the Local League treasury.
SECTION 4
Disbursement of Funds. The Board shall not permit the disbursement of Local League funds for other than the conduct of Little League activities in accordance with the rules, regulations and policies of Little League Baseball, Incorporated. All disbursements shall be made by check. All checks shall be issued by the Local League Treasurer and signed by an Executive Board Member
SECTION 5
Compensation. No Director, Officer or Member of the Local League shall receive, directly or indirectly any salary, compensation or emolument from the Local League for services rendered as Director, Officer or Member.
SECTION 6
Deposits. All monies received, including Auxiliary Funds, shall be deposited to the credit of the Local League in the approved accounts.
SECTION 7
Fiscal Year The fiscal year of the Local League shall begin on October 1 and shall end on September 30.
SECTION 8
Distribution of Property Upon Dissolution Upon dissolution of the Local League and after all outstanding debts and claims have been satisfied, the Members shall direct the remaining property of the Local League to another Federally Incorporated entity which maintains the same objectives as set forth in Article II of this Constitution, which are or may be entitled to exemption under Section 501-(c)-(3) of the
Internal Revenue Code or any future corresponding provision.
ARTICLE XII- AMENDMENTS
This Constitution may be amended, repealed or altered in whole or in part by a majority vote at any duly organized meeting of the Members provided notice of the proposed change is included in the notice of such meeting.
Draft of all proposed amendments shall be submitted to Little League Baseball, Incorporated, for approval before implementation.
This Constitution was approved by the Swedesboro Woolwich Little League on 2/18/2021.
President’s Name Melanie Grubb
President’s Signature-
Date- 2/18/2021
Little League ID No. 02301511
Make one copy for the District Administrator and copies for the Local League. Send original to Regional Headquarters. This Local League’s Constitution on file at Regional Headquarters (most recently-approved copy) is the official Constitution of this
Local League. Little League Baseball does not limit participation hr its activities on the basis of disability, race, creed, color, national origin, gender, sexual preference or religious preference.nt...