SOUTH ELGIN LITTLE LEAGUE CONSTITUTION:
ARTICLE I – NAME
This organization shall be known as the
as “ South Elgin Local League.”
Little League, hereinafter referred to
ARTICLE II – OBJECTIVE
SECTION 1
The objective of the Local League shall be to positively impact youth and communities using the power of youth
baseball and/or softball to teach life lessons to build stronger individuals and communities.
SECTION 2
To achieve this objective, the Local League will provide a supervised program of baseball and/or softball consistent with the Rules and Regulations of Little League Baseball, Incorporated. All Directors, Officers and Members shall consider and incorporate the values of Little League: Teamwork, Community, Inclusion, Fun, and Integrity. The molding of future citizens is of prime importance and the attainment of exceptional athletic skill or the winning of games is secondary. In accordance with Section 501(c)(3) of the Federal Internal Revenue Code, the Local League shall operate exclusively as a nonprofit educational organization providing a supervised program of competitive baseball and/or softball games. No part of the net earnings shall benefit any individual or be used in any substantial part to influence legislation or intervene in any political campaign on behalf of any candidate for public office.
ARTICLE III – MEMBERSHIP
SECTION 1
Any person sincerely interested in active participation to further the objective of the Local League may apply to
become a Member.
SECTION 2
There shall be the following classes of Members:
1. Regular Members (“Members”) shall include: –
a. Current year Managers, Coaches, Board Members, Local League Officers, and any registered
volunteer, who have completed a background check.
b. One Parent or one Legal Guardian of each registered player. Parents or Guardians of multiple
registered players are limited to a maximum of two memberships.
c. Any adult person actively interested in furthering the objectives of the Local League may become
a Regular Member upon approval by the Board and payment if applicable. Upon receipt of a written request to become a member, the Board of Directors shall vote upon the request at the next
scheduled Board of Directors meeting.
d. All Members must annually complete the Little League Official Application, submit to a background
check pursuant to Regulation I(8) and (9), and complete abuse awareness training pursuant to
Regulation I(10) before the commencement of the season.
e. The Secretary shall maintain the roll of membership to qualify voting Members. Only Members in
good standing are eligible to vote at General Membership Meetings. Each Member is entitled to
one vote.
Little League® Constitution
2. 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.
3. Honorary Members (Optional) – 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.
4. Sustaining Members (Optional) – Any person not a Regular Member who makes financial or other
contribution to the Local League may by a majority vote of the Board of Directors become a Sustaining
Member, but such person shall have no rights, duties, or obligations in the management of or in the
property of the Local League.
SECTION 3
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. Members shall not be actively engaged in the organization, operation
and/or leadership of any other baseball and/or softball program.
SECTION 4
Dues, if any, for Members may be fixed at such amounts as the Board of Directors shall determine for a particular
fiscal year. Dues for Members are separate from registration fees for Player Members, which are determined
annually by the Board of Directors in accordance with Little League Regulation XIII (c).
SECTION 5
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, suspend or terminate the membership of any Member of any class, including
managers, coaches, and other volunteers when the conduct of such person is inconsistent with the values
of Little League Baseball, Incorporated and is considered detrimental to the best interests of the players,
Local League and/or Little League Baseball, Incorporated. The Member involved shall be notified of such
meeting, informed of the general nature of the charges, and be given an opportunity to appear at the meeting
to answer such charges.
(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 in the Local League by two-thirds vote of those present at any duly
constituted Board meeting.
(c) If membership dues are collected, Members who fail to pay their fixed dues may, by a two-thirds vote of the
Board present at any duly constituted Board meeting, be dropped from the rolls and shall forfeit all rights
and privileges of membership. The Board of Directors will establish the number of days within which
applicants have to pay membership dues as part of the annual Policies and Procedures which shall be voted
on at the first Board meeting of each fiscal year.
ARTICLE IV – BOARD OF DIRECTORS
SECTION 1
The management of the property and affairs of the Local League shall be vested in the Board of Directors.
SECTION 2
The Board of Directors shall be comprised of no fewer than seven (7) and no more than fifteen (15) Members in
good standing. The Officers of the Board of Directors shall include, at a minimum: President, Vice President,
Treasurer, Secretary, Player Agent, Safety Officer, and Coaching Coordinator, per Little League Regulation I(b).
SECTION 3
If any vacancy occurs on the Board of Directors, by death, resignation or otherwise, it may be filled, for the balance
of the absent Board Member’s term of office, by a majority vote of the remaining Directors at any duly constituted
Board meeting or Special Board Meeting called for that purpose.
SECTION 4
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 Secretary shall at the request in writing of
☐ 3 Directors
☐ 4 Directors
☐ 5 Directors
Issue the call for a Special Board Meeting. In the case of Special Board Meetings, such notice shall
include the purpose of the meeting and only matters so stated in such notice may be acted upon at the
Special meeting. Meetings of the Board of Directors may be held in-person and/or by telephonic or
electronic means and such means shall be clearly stated in any meeting notice.
(b) Notice of every Board meeting shall be given by the Secretary personally, electronically or by mail to each
Director at a minimum
☐ Five (5)
☐ Ten (10)
☐ Fourteen (14)
☐ Twenty-one (21)
☐ Thirty (30)
Calendar day(s) before the time appointed for the meeting to the last recorded address of each Director.
(c) At any meeting of the Board of Directors, the presence of
☐ One-third (33.3 percent)
☐ One-fourth (25 percent)
☐ One-fifth (20 percent)
of the Board of Directors shall constitute a quorum for the transaction of regular 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) A simple majority vote of the Directors present during a duly constituted Board of Directors meeting is
necessary to approve any action relating to the general business of the Local league.
(f) No Director shall be allowed to vote by proxy at any meeting of the Board of Directors.
SECTION 5
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 or the
Rules and Regulations of Little League Baseball, Incorporated.
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, Officer, Committee Member, or Member of the Local League in
accordance with the procedure set forth in Article III, Section 5.
SECTION 6
Robert’s Rules of Order shall govern the proceedings of all Local League meetings, including Board of Directors
meetings. Any action taken by the Board of Directors at a meeting at which a quorum is present will be deemed the
action of the Board of Directors, except where same conflicts with this Constitution. Minutes of all meetings will be recorded and will accurately reflect the action(s) taken.
ARTICLE V – DUTIES AND POWERS OF THE BOARD
SECTION 1
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, and
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) Investigate complaints, irregularities, and conditions detrimental to the Local League and report thereon to
the Board or Executive Committee as circumstances warrant.
(f) Prepare and submit an annual budget to the Board of Directors and be responsible for the proper
execution thereof.
(g) With the assistance of the Player Agent, examine the application and support proof-of age documents of
every player candidate and
(h) certify to residence or school enrollment, and age eligibility before the player may be accepted for tryouts
and selection.
(i) Complete the required background checks per Little League Regulation I (b) and I (c) 8 & 9; or delegate
this responsibility to the league Safety Officer, or other designated Board member.
(j) Ensure that all individuals who submit the Volunteer Application complete the Abuse Awareness Training
as outlined in the Little League Child Protection Program or delegate this responsibility to the league
Safety Officer, or other designated Board member.
(k) Ensure the Local League compliance with the requirements of the Little League Child Protection Program
or delegate this responsibility to the league Safety Officer, or other designated Board Member.
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 to so 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, email 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) Maintain a current list of all Regular Members in good standing and determine the number of Regular Members needed to constitute a quorum.
(e) Issue membership cards to Regular Members, if approved by the Board of Directors.
(f) 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.
(g) 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.
(h) Notify Members, Directors, Officers and Committee Members of their election or appointment. Provide
each of these individuals with a copy of the Local League Constitution.
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 moneys and securities, and deposit same in a depository approved by the Board of Directors.
(c) Keep records for the receipt and disbursement of all moneys 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 International.
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 or
school enrollment and age eligibility.
(c) Conduct tryouts, player draft, and all other player transactions or selection meetings.
(d) Prepare the Player Agent’s list.
(e) Prepare for the President’s signature and submission to Little League Baseball, Incorporated team
rosters, including players claimed, and the tournament team eligibility affidavit.
(f) Notify Little League Baseball, Incorporated of any subsequent player replacements or trades.
SECTION 7
Safety Officer – The Safety Officer shall:
(a) Be responsible to create awareness, through education and information, of the opportunities to provide a
safer environment for Players and all participants of Little League.
(b) Develop and implement a plan for increasing safety of activities, equipment and facilities through
education, compliance and reporting which may include:
1. Education – Facilitate meetings and distribute information among participants including players,
managers, coaches, umpires, league officials, parents, guardians, and other volunteers.
2. Compliance – Promote safety compliance leadership by increasing awareness of the safety
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.
4. Background Checks - If the League President so designates, the Safety Officer will complete the
required background checks per Little League Regulation I(b) and I(c)(8) & (9).
5. Training – If the League President so designates, the Safety Officer shall ensure that all individuals
who submit the Volunteer Application complete the Abuse Awareness Training per Little League
Regulation I(c)10 and as outlined in the Little League Child Protection Program.
6. Child Protection Program – If the League President so designates, the Safety Officer will ensure the
league is compliant with all aspects of the Little League Child Protection Program.
SECTION 8
Additional Managers and Committees may be established by the Board of Directors and may be filled by persons
who do not serve on the Board of Directors but report to such. The need for and responsibilities of those positions
will be reviewed annually and included in the Local League’s Policies and Procedures.
ARTICLE VI – COMMITTEES
SECTION 1
Executive Committee
(a) The Board of Directors may appoint an Executive Committee which shall consist of not less than three (3)
nor more than five (5) Directors, one of whom shall be the President of the Local League.
(b) 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.
(c) 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.
SECTION 2
The Board of Directors may appoint such Committees as it may deem necessary or desirable and may prescribe the powers and duties of each Committee in Policies and Procedures. Committee Chairs and members of the Committees 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.
ARTICLE VII – GENERAL MEMBERSHIP MEETINGS
SECTION 1
Definition – A General Membership Meeting is any meeting of the membership of the league which is called in
accordance with this Constitution. A minimum of one meeting per year (Annual Meeting, see Section 6) is required. General Membership Meetings may be held in-person and/or by other electronic means which allow for full participation by all Members.
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 10 calendar days in advance of the meeting, setting forth the place, time, and purpose of the meeting.
SECTION 3
Quorum – At any General Membership Meeting, the presence in person or representation by absentee ballot of twenty (20) percent of the Regular Members or forty (40) Regular Members, whichever is less, shall be necessary
to constitute a quorum. If a quorum is not present, no business shall be conducted. The Secretary shall be responsible for providing a list of all Regular Members in good standing.
SECTION 4
Voting – Only Regular Members in good standing shall be entitled to attend, 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.
SECTION 5
Absentee Ballot – For the expressed purpose of accommodating a Regular Member in good standing who cannot attend a General Membership Meeting at which new Board members will be elected, an absentee ballot may be requested and obtained from the Secretary of the Local League. The absentee ballot shall be properly completed,
signed, and returned in a sealed envelope 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 (Sundays end of each month.)
each year for the purpose of 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.
(a) The Membership shall receive at the Annual Meeting of the Members of the Local League a report, verified
by the President and Treasurer, or a majority of the Directors, showing:
1. The condition of the Local League, to be presented by the President or his/her designee.
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 Membership in the Local League during
the preceding year.
(b) 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 International.
(c) At the Annual Meeting, the Regular Members shall elect the Board of Directors. If the total number of Board candidates exceeds the number of available Board positions, then those Board candidates receiving the most votes will be considered elected to the Board. Regular Members may only cast a number of votes equal to or less than the board positions available. In the event of a tie in the number of votes received by two or more Board candidates for unfilled Board seats, a run-off election, in which all Members may vote,
will be held for the tied Board candidates.
(d) After the Board of Directors is elected, the Board shall meet to elect the Officers of the Board.
(e) After the election, the Board of Directors shall assume the performance of its duties on
[Insert Month / Day and delete content in brackets.] The Board’s term of
office shall continue until its successors are elected and qualified under this section at the next annual Meeting.
SECTION 7
Special General Membership Meetings – Special General Membership Meetings may be called by the Board of Directors, by the Secretary or President at their discretion. Additionally, upon the written request of a minimum of five (5) 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 Special General
Membership Meeting shall be transacted at any Special General Membership Meeting. Such Special General
Membership Meeting shall be scheduled to take place not less than (choose one):
☐ Five (5)
☐ Ten (10)
☐ Fourteen (14)
☐ Twenty-one (21)
☐ Thirty (30)
calendar days after the request is received by the President or Secretary.
SECTION 8
Any vote by the Regular Members at a meeting at which a quorum is present will be deemed the action of the
Regular Members, except where same conflicts with this Constitution. Minutes of all meetings will be kept and will accurately reflect the action(s) taken.
ARTICLE VIII – AFFILIATION
SECTION 1
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. The Local League shall devote its entire energies to the activities authorized by such charter, and it shall not be affiliated with any other program or organization or operate
any other program.
SECTION 2
The Official Playing Rules and Regulations as published by Little League Baseball, Incorporated shall be binding on the Local League.
SECTION 3
The local rules, ground rules and/or bylaws of the Local League shall be adopted by the Board of Directors at a meeting to be held not less than one month before 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
playing season and are not considered part of this Constitution.
ARTICLE IX – FINANCIAL AND ACCOUNTING
SECTION 1
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
The Board shall not permit the contribution of funds or property to individual 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
The Board shall not permit the solicitation of funds in the name of Little League Baseball, Incorporated unless all funds so raised be placed in the Local League treasury.
SECTION 4
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, or league credit or debit card. All checks shall be signed by both the Local League Treasurer and such other officer or officers, or person or persons, as the Board of Directors shall determine.
SECTION 5
No Board member authorized to disburse funds may be the spouse or family relative of the Local League President or Treasurer or have direct access to league funds without the approval of the majority of the Board of Directors with such vote recorded in the minutes. The use of a league credit or debit card is permitted, and the card is returned to the Local League President, Treasurer, or Chairman of the Audit Committee with receipt for all purchases made within three (3) days of the purchase date.
SECTION 6
No Director, Officer, or Member of the Local League shall receive, directly or indirectly any salary, compensation, or payment from the Local League for services rendered as Director, Officer, or Member.
SECTION 7
All moneys received, including sponsorship and fundraising, shall be deposited into the financial account of the Local League which must be a federally insured bank or other certified financial intuition as determined by the Board. The establishment of the Local League account or change of account must be noted in the board minutes.
SECTION 8
The fiscal year of the Local League shall begin on (Check one):
☐ October 1 and shall end on September 30.
☐ January 1 and shall end on December 31
☐ Other – Specify dates:
SECTION 9
Upon dissolution of the Local League program for any reason and after all outstanding debts and claims have been satisfied, the Regular Members may either direct the remaining property of the Local League to another chartered
Little League program in good standing with Little League Baseball, Incorporated or may direct the funds to Little League Baseball, Incorporated.
ARTICLE X – AMENDMENTS
This Constitution may only be amended, repealed, or altered in whole or in part by a majority vote of sixty-six (66)
percent of the Members at a duly organized meeting, provided notice of the proposed change is included in the notice of such meeting. A draft of all proposed amendments shall be submitted to Little League Baseball, Incorporated for approval before a vote of the Membership is held.
Little League Baseball, Incorporated does not limit participation in its activities on the basis of disability, race,
creed, color, national origin, gender, sexual preference or religious preference.