RYE LITTLE LEAGUE, INC.
League ID# 02290207
Constitution and Bylaws
Article 1: Name
This organization shall be known as the “Rye Little League”.
Article 11: Objective
The objective of Rye Little 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. Rye Little League has therefore adopted the following philosophy as its mission in order to accomplish its’ objective:
· To place the needs of the children of Rye Little League above our own;
· To concentrate on having fun;
· To emphasize positive values, and;
· To provide leadership and guidance when necessary
To achieve this objective, Rye Little League will provide a supervised program under the Rules and Regulations of Little League Baseball, Inc. Directors, officers, and members shall bear in mind that stressing exceptional athletic skills or winning of games is secondary, and the molding of future citizens is of prime importance. In accordance with Section 501-(c)-(3) or the Federal Internal Revenue code, Rye Little League shall operate exclusively as a non-profit educational organization providing a supervised program of competitive baseball 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
Any Rye, New Castle and North Hampton resident having children that live in those towns, or they themselves participated at one time in Rye LL, or have children that previously participated in the Rye LL are to be considered a part of the Rye LL community, and if interested may help to further the objective of Rye Little League. We call these persons “Regular Members” of the Rye LL baseball community. 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, including those volunteers who may be granted the following titles: Team Parent Representative, Team Safety Representative, etc.
Prior to the completion of each fiscal year end it will be the responsibility of the Regular Members to nominate and vote any interested persons who would like to serve on the board of the Rye LL. This will be the one and only responsibility the Regular Member has with respect to the Rye LL board and the board of directors. Once elected the new board of directors will assume full responsibility for the day to day operations, discuss, amend, adopt and/or approve the Rye Little League By-Laws and Constitution, and Local League Rules in accordance with Article XI Amendments set forth hereinbelow, and undertake any and all other duties and responsibilities necessary for a safe, smooth and successful little league season.
All Board of Directors, League Coaches, Coaching Assistants and league volunteers, including, but not limited to, ground crew, snack shack operators and/or committee members and organizers, will be required to complete an annual background check for the safety of all players and families of Rye Little League. Results and information garnered from any and all background checks shall be kept confidential as between the applicant, the Board of Directors and State and local authorities, as the case may be, and may not be disseminated to any third party without the expressed consent of the applicant, unless public awareness or state and local enforcement actions are necessary to ensure a safe, healthy and happy environment for all Rye Little League players, parents, siblings and families, and therefore said dissemination of information may be warranted to accomplish such.
(a) Player Members: Any child meeting requirements of Little League Baseball regulation IV shall be eligible to compete for participation but shall have no rights, duties, or obligations in the management or in the property of the local league.
(b) Voting Members: The Rye LL board will assume the objectives of Rye Little League. Only the RLL board is eligible to vote at General Membership Meetings. The following elected positions are deemed Voting Members and thus entitled to vote at the General Membership Meetings:
· Vice President
· Director of AAA
· Director of AA
· Director of Tee Ball (A)
· Chief Umpire
· Player Agent
· Director of Coaching
· Safety Officer
· Director of Communication
(c)As used hereinafter, the word "Member" shall mean a Regular Member unless otherwise stated.
(a) Members, whether Voting, Regular or Player, shall not be required to be affiliated with another organization or group to qualify as members of Rye Little League.
(b) Voting and Regular members should not be actively engaged in the promotion and/or operation of any other baseball program.
Suspension or Termination: Membership may be terminated by resignation or action of the Board of Directors as follows:
(a) Regular parent membership terminates when their child is no longer a rostered player on a Rye Little League team, either Tee Ball, American League, National League or Major League.
(b) The Board of Directors, by a two thirds vote of those present at any duly constituted meeting, shall have the authority to discipline or suspend or terminate the membership of any Member of any class, including voting members, managers and coaches, when the conduct is considered detrimental to the best interest of Rye Little League and/or Little League Baseball. The member involved shall be notified of such meeting, informed of the general nature of Board of Director concerns, and given an opportunity to appear at the meeting to answer same.
(c) The Board of Directors shall, in case of a Player Member, give notice to the manager of the team of which the player is a member. Said manager shall appear, in the capacity of an advisor, with the player before the Board or a duly appointed committee of the Board of Directors. The player’s parent(s) and/or legal guardian(s) shallalso 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.
Article IV Registration Fees for Player Members
Registration fees for Player Members shall be/are determined annually by the Board of Directors in accordance with Regulation XIII (c). No fees of any kindshall be charged or assessed player members as a prerequisite to play in Rye Little League
Article V General Membership Meetings
Annual Meeting.The annual meeting of Rye Little League shall be held before the startof the baseball season each year for the purpose of receiving reports of funds and progress and for the transaction of such other business as may come before the meeting. The Membership shall receive at the annual meeting of the Members of Rye Little League a report verified by the President and Treasurer, or by a majority of the Directors, showing the whole amount of real and personal property owned by the league, where located, and where and how invested, the amount and nature of the property acquired during the year immediately preceding, the date of the report and the manner of the acquisition; the amount of monies applied, appropriated, or expended during the year and the purposes, objects, or persons for which such applications, appropriations, or expenditures have been made; and the names and places of residence of the person who have been admitted to membership in Rye Little League during the year.
Notice of Meeting. Notice of each meeting of the Members shall be both posted via local newspaper notification, as well as electronically delivered to each Member at the last recorded email address at least ten (10) 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 Voting Members, from time to time, at a regularly convened General Membership meeting.Members who do not have email addresses must so inform the president and secretary and provide a self-addressed stamped envelope to receive meeting notices.
Special Meetings. Special 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 ten (10) members, the President shall call a special meeting to consider a specific subject. No business other than that specified in the notice of the meeting shall be transacted at any special meeting of the Members.
Quorum. The presence in person of 7 Members, or a number or percentage acceptable to the local league regular membership in advance of the annual meeting,shall be necessary to constitute a quorum. If a quorum is not present, no business shall be conducted.
Voting.Only Voting Members shall be entitled to make motions and vote at any meeting of Rye Little League.
Rules of Order. Roberts Rules of Order shall govern the proceedings of all meetings, except where same conflicts with the Constitution or By-Laws of Rye Little League.
Article VI Board of Directors
Board and Number. The management of the property and affairs of Rye Little League shall be vested in the Board of Directors.
Required Members. As stated in Article III, Section 2 (b) herein above, Board voting membership shall include the following: President, Vice President, Director of AAA, Director of AA, Director of A , Chief Umpire, Player Agent, Treasurer, Secretary, Director of Coaching, Safety Officer and Director of Communication. In selected instances one individual may be appointed, following election, to fulfill the responsibilities of two Board positions [e.g., player agent and league information officer, however, the Player Agent shall not coach or manager any team within the Rye Little League system unless based on need or approval of the board].
Annual Election and Term of Office. Elections for the Board of Directors will occur at a duly published meeting each year after the completion of the baseball season and before October 1, with all attendees being eligible to vote (current Voting Members and Regular Members). Voting Members and Regular Members who do not have email addresses must so inform the president and secretary and provide a self-addressed stamped envelope to receive the ballot. All elections of Directors shall require that the established quorum of members have returned valid ballots for tabulation. Ballots will be returned in the manner specified by the deadline stated to be valid; tabulation of election results will be performed by 2 members not on the ballot and reported to the outgoing president. The Directors shall, upon election, immediately enter upon the performance of their duties and shall continue in office until their successors shall have been duly elected and qualified. Term of office is for one year in accordance with Article VI, Section 1 of this constitution.
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 meeting or at any special meeting called for that purpose. A person appointed and approved to fill any vacant position on the Board will have full voting privileges.
Meetings, Notice, and Quorum. Regular meetings of the Board of Directors shall be heldas soon as can be scheduled but no later than 30 days following the annual election 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 of five (5) Directors issue a call for a special meeting of the Board. Notice of such meeting shall be given by the secretary to each Director either by telephone or electronic or personal notice twenty-four hours preceding the 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) The presence of one-half plus one of the members of the Board of Directors shall constitute a quorum for the transaction of business.
(c) 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 presentation or comments during Board meetings.
Duties and Powers. The Board of Directors shall have the power to appoint such standing and special committees as it shall determine 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 or special meeting to discipline, suspend, or remove any Director, Officer, or Committee Member or Voting Member of Rye Little League in accordance with the procedure set forth in Article III, Section 4 (b,c).
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 Rye Little League.
Absentee Ballot. Rye Little League does not allow for the use of proxy voting. The accepted and appropriate practice adopted by the Rye Little League Board of Directors is that of absentee voting. Any such Voting Member and/or Regular Member voting during the Annual Election of Officers and desiring to vote via absentee ballot must obtain same, IN PERSON from the league Secretary in a sealed envelope. The ballot itself shall list sufficient blank spaces for the number of candidates for the Board of Directors likely to be elected in accordance with Article III, Section 2 (b) set forth hereinabove. Said absentee voter shall list their chosen candidates in order of preference. There is no requirement to fill in all spaces on the ballot. The Absentee ballots shall then be returned twenty-four (24) hours before the scheduled Annual Election of Officers Meeting, in a sealed envelope to the Secretary, by a member, in person.
Article VII - Duties And Powers Of The Board
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 appointed and approved to fill a vacancy on the Board.
President.The President shall:
(a) Conduct the affairs of Rye Little League and execute the policies established by the Board of Directors.
(b) Present a report of the condition of Rye Little 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 Rye Little League.
(d) Be responsible for the conduct of Rye Little 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 Rye Little 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 Rye Little 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 Rye Little League and report thereon to the Board as circumstances warrant.
(g) Along with the treasurer, 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.
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.
(c) Vice President shall immediately oversee the Vice Presidents of the National, American and Tee Ball Leagues and report the status of same to the President and Board of Directors at all regular meetings.
Secretary. The Secretary shall:
(a) Keep the minutes of the meetings of the Members and the Board of Directors and cause them to be recorded in a book kept for that purpose.
(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 Members and give notice of all meetings of Rye Little League, the Board of Directors and Committees (in the event Committees are formed in accordance with the By Laws herein).
(d) 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.
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 Rye Little League, 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 prior to the Annual Meeting.
(e) Prepare an annual financial report, under the direction of the President, for submission to the Board of Directors, the Membership at the Annual Meeting, the State of New Hampshire Division of Charitable Trusts, the City of Portsmouth Recreation Department, and to Little League Headquarters.
(f) Prepare all tax returns and file such returns by the date specified in IRS code.
(g) Assist as requested in preparing materials for financial audits as specified in Article VIII, Section 3 of this constitution.
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) Along with the President and Vice-Presidents, conduct tryouts and the player draft.
(d) Assist the President in preparing team rosters and the tournament team eligibility affidavit for signature and submission to Little League Headquarters.
(e) Notify Little League Headquarters of any subsequent player replacements or trades.
(f) The Play Agent shall not be eligible to coach or manage any team within the Rye Little League system unless granted approval by the board and/or based on need.
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 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.
Director of Coaching. The Director of Coaching shall:
(a). Represents the League Managers and Coaches at all Board of Director Meetings, general Rye Little League Meetings and/or Little League International meetings;
(b). Present a Manager / Coach training budget to the Rye Little League Board of Directors;
(c). Solicit and gain support and funds necessary to implement a league-wide training program for the benefit of the league Managers, Coaches and Players;
(d). Orders and distributes training materials to league players (where applicable), managers and coaches;
(e). Coordinate and conduct player baseball fundamental and coaching clinics as necessary;
(f). Help implement LittleLeagueCoach.org as the manager-coach
education program for the league, and;
(g). Oversee the player evaluation process with the league President;
Umpire In Chief. The Umpire In Chief should/shall:
(a). Be a role model to the league participants, managers, coaches and parents;
(b). Have basic rule knowledge as well as be able to recruit, teach or train volunteer umpires and interprets Local League Rules and Little League International Rules;
(c). Shall be responsible for training all new umpires and/or league managers and coaches for base umpires;
(d). Schedule umpires in the divisions of league play (where appropriate) and should umpire games himself as well;
(e). Establish a dress code for the volunteer umpires that will be umpiring in the local league;
(f). Interface with the local league Board of Directors as it relates to games and league manager and coach situations;
(g). Be available to debrief players, managers, coaches and volunteer umpires after games if asked by them for a rule qualification, clarification and/or verification.
Director of AAA. The Director of AAA shall:
Oversee and manage the operations of the Rye Little League – AAA system. The Director of AAA shall implement league rules with the assistance of the League Board of Directors, and enforce league rules and manager/coach responsibilities. The Director of AAA is also responsible for scheduling all games (regular and post season) and practices, as well as coordinate field allocation for all AAA. The Director of AAA shall coordinate a AAA draft for the Managers of AAA and oversee the management of all rosters for all AAA teams thereafter, work with Director of Coaching to recruit and train necessary managers and coaches and instill proper code of conduct for the managers, coaches and players to follow. He / she shall also work with the Safety Officer to ensure proper equipment is used by all players and attend an adequate amount of AAA games on behalf of the League. The Director of AAA shall also serve as the liaison between player parents and the Board of Directors.
Director of AA. The Director of AA shall:
Oversee and manage the operations of the Rye Little League – AA. The Director of AA shall implement league rules with the assistance of the League Board of Directors, and enforce league rules and manager/coach responsibilities. The Director of AA is also responsible for scheduling all games and practices, as well as coordinate field allocation for all AA teams. The Director of AA shall manage rosters for all teams, work with Director of Coaching to recruit and train necessary managers and coaches and instill proper code of conduct for the managers, coaches and players to follow. He / she shall also work with the Safety Officer to ensure proper equipment is used by all players and attend an adequate amount of AA games on behalf of the League. The Director of AA shall also serve as the liaison between player parents and the Board of Directors.
Director of A -Tee-Ball. The Director of A shall:
Oversee and manage the operations of the Rye Little League – Tee-Ball League system. The Director of A League shall implement league rules with the assistance of the League Board of Directors, and enforce league rules and manager/coach responsibilities. The Director of A is also responsible for scheduling all games and practices, as well as coordinate field allocation for all Tee-Ball League teams. The Director of A shall manage rosters for all teams, work with Director of Coaching to recruit and train necessary managers and coaches and instill proper code of conduct for the managers, coaches and players to follow. He / she shall also work with the Safety Officer to ensure proper equipment is used by all players and attend an adequate amount of Tee-Ball League games on behalf of the League. The Tee-Ball League Director shall also serve as the liaison between player parents and the Board of Directors.
Director of Communication – The Director of Communication shall:
Oversee and manage the online presence and all communication to the community on behalf of the league. The Director of Communication will also oversee registration for the league.
ArticleVIII Other Committees
Other Committees. The Board of Directors may appoint and prescribe the duties and functions of other committees as may be in accordance with local necessity including: Executive, Finance, Grounds, Building and Property, Managers, Umpires, Auxiliary, Membership, Playing Equipment, District, and Minor League. The guidelines for these committees will be consistent with the suggested sample constitution of Little League Baseball, Inc.
Audit Committee. The Board of Directors shall either appoint an Auditing Committee consisting of three (3) Directors or secure the services of a Certified Public Accountant. The President, Treasurer, or signatories of checks are not eligible. The Committee or CPA will review Rye Little League’s books and records every 3 yearsand submit a statement of their findings to President and Treasurer
Article IX Affiliation
Charter. Rye Little League shall annually apply for a charter from Little League Baseball, Inc. and shall take all necessary steps to obtain and maintain such charter. Rye Little League shall devote its 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.
Rules and Regulations. The Official Playing Rules and Regulations as published by Little League Baseball, Inc, Williamsport, PA shall be binding on Rye Little League.
Local Rules, Ground Rules and/or Bylaws. The local rules, ground rules and/or bylaws of Rye Little 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 Rye Little League shall expire at the end of each fiscal year, and are not considered part of this Constitution. (See Article X, Section 7 for fiscal year of this league and Article XI Amendments with regard to these By-Laws and Constitution, as well as the Local League Rules).
Article X Finances and Accounting
The Board of Directors shall decide all matters pertaining to the finances of Rye Little League and it shall place all income in a common league treasury, directing the expenditure of same in such manner as will give no individual or teaman advantage over those in competition with such individual or team.
The Board shall not permit the contribution of funds or property to individual teams but shall solicit same for the common treasury of Rye Little League, thereby discouraging favoritism among teams and endeavoring to equalize the benefits to Rye Little League.
The Board shall not permit the solicitation of funds in the name of Little League Baseball unless all of thefunds so raised are placed in the Rye Little League treasury.
The Board shall not permit the disbursement of Rye Little League funds for other than the conduct of Little League activities in accordance with the rules and policies of Little League Baseball, Inc. All disbursements shall be made by check. All checks shall be signed by the Rye Little League Treasurer and such other officer or officers or person or persons as the Board of Directors shall determine.
No Director, Officer, or Member of Rye Little League shall receive, directly or indirectly, any salary, compensation, or emolument from Rye Little League for services rendered as Director, Officer, or Member.
All monies received shall be deposited in a bank approved by the Board of Directors and all disbursements made by check signed by the Treasurer, President, or other signatory as the Board of Directors shall determine.
The fiscal year of the local league shall begin on the first day of October and shall end on the last day of September.
Distribution of Property upon Dissolution. Upon dissolution of Rye Little League and after all outstanding debts and claims have been satisfied, the Members shall direct the remaining property of the Rye Little League to another Federally Incorporated entity which maintains the same objectives as set forth herein, which are or may be entitled to exemption under Section 501 (c)(3) of the Internal Revenue Code or any future corresponding provision.
Article XI Amendments
Constitution of the Rye Little League may be amended, repealed, altered and/or adopted, in whole or in part, by a majority vote of the Voting Members at any meeting of the Voting Members either at the annual election meeting prior to October 1stof any calendar year, provided notice of a meeting and the proposed changes are given in writing ten (10) days prior to such meeting, or at a duly similarly noticed meeting prior to December 31stof that same calendar year. Should no vote take place at either the annual election meeting or any subsequent meeting prior to December 31stof that same calendar year relative to these Rye Little League By-Laws and Constitution, said By-Laws and Constitution shall automatically become adopted and followed that following Little League season.
All Local League Rules may also be amended, repealed, altered and/or adopted, in whole or in part, by a majority vote of the Voting Members at a duly noticed meeting to be held not less than one month previous to the first scheduled game of the season, but which shall in no way conflict with the Rules, Regulations and Policies of Little League Baseball, Incorporated, nor shall they conflict with this, the By-Laws and Constitution of Rye Little League (please see Article IX Affiliation – Section 3) set forth hereinabove. Similarly, all Local League Rules not amended, repealed, altered and/or adopted, in whole or in part, prior to one month before the first scheduled Little League game of the season, shall be automatically adopted and followed for that Little League season.
Approved: The Rye Little League Board of Directors