ARTICLE I — NAME AND PURPOSE
Section 1 — Name:
The name of the organization shall be Lake City Youth Summer Baseball Association (LCYBA). It shall be a nonprofit organization incorporated under the laws of the State of Minnesota.
Section 2 — Purpose:
The LCYSBA is organized exclusively for educational purposes. The purpose of the LCYBA is to provide opportunities for Lake City youth ages 7 through 16 (3rd grade through 9th grade) [OP1] to participate in a supervised and structured setting of competitive baseball whereby each player is encouraged to learn the physical, mental, and social skills which are associated with participation in team sporting activities.
ARTICLE II — MEMBERSHIP
Section 1 — Membership:
Membership shall consist of the board of directors.
ARTICLE III — BOARD OF DIRECTORS
Section 1 — Board role, size, and compensation:
The management and control of the property and affairs of the LCYBA shall vest in and shall be conducted by a Board of Directors of not less than seven members. The Executive Committee shall consist of a President, Vice-President, Secretary/Treasurer, MBL/Local Travel Director, and three at-large directors. The Board of Directors receives no compensation. The Board of Directors is responsible for the overall policy and direction of the LCYSBA and delegates responsibility of day-to-day operations to the MBL/Local Travel Director. At each meeting of the Board of Directors every member shall be entitled to one vote. The vote for the incoming directors shall be by a roll call vote.
Section 2 — Terms:
All board members shall serve two-year terms, but are eligible for appointment up to a total of 3 terms. The initial appointment of officers in January 2012 will be for all seven members. Thereafter, the President, Vice-President, Secretary/Treasurer, and MBL/Local Travel Director will be appointed to lead in even numbered years and the at-large officers in odd numbered years.
Section 3 — Meetings and notice:
The Board of Directors shall meet at least[OP2] quarterly at an agreed upon time and place. An official board meeting requires that each board member have notice at least 7 days in advance. The annual meeting of the Board of Directors shall be held each year in January. At such annual meeting, the directors will elect officers for the upcoming baseball season and transact such other business as may properly be brought before the meeting. Notice of the annual meeting shall be communicated to the public at least 7 days prior to the meeting.
Section 4 — Board elections:
During the annual meeting in January of each calendar year of the corporation, the board of directors shall nominate and elect directors to replace those members whose term will expire at the end of the current meeting.
Section 5 — Election procedures:
New directors shall be elected by a quorum of the board present at the annual meeting. Directors so elected shall begin serving their term beginning with the next scheduled board meeting.
Section 6 — Quorum:
A majority of the board (four members) shall be necessary to constitute a quorum for business transactions to take place and motions to pass.
Section 7 — Officers and Duties:
There shall be four officers of the board of directors consisting of a President, Vice-President, Secretary/Treasurer, and MBL/Local Travel Director.
Their duties are as follows:
• The President shall be the Chief Executive Officer of the LCYSBA and shall convene and preside over all meetings of the Board of Directors or arrange for another member of the Executive Committee to preside at each meeting in the following order: vice-president, secretary/treasurer, and then mbl/local travel director. The President shall have general and active management of the business of the LCYSBA and shall see that all orders and resolution of the business of the Board of Directors are carried into effect. The President shall also interface with the City of Lake City, ISD 813, and the Lake City Athletic Booster Club.
• At the request of the President or in the event of his or her absence or disability, the vice president shall perform those duties and possess and exercise the powers of the president and shall have such powers as the Board of Directors may determine. The vice president shall also chair the finance committee and assist the secretary/treasure in preparation of the budget.
• The secretary/treasurer shall be responsible for keeping records of board actions, including overseeing the taking of minutes at all board meetings, sending out meeting announcements, distributing copies of minutes and the agenda to each board member assuring that all records are maintained, and assist in the preparation of the budget and make financial information available to board members and the public. The secretary/treasurer shall make a report at each board meeting, have custody of the LCYSBA funds and shall keep full and accurate accounting of the receipts and disbursements. The secretary/treasurer shall disburse the funds of the LCYSBA as ordered by the Board of Directors, taking proper vouchers for such disbursements. The secretary/treasurer shall maintain all paperwork as it relates to the organizations nonprofit status.
MBL/Local Travel Director
• The travel director has day-to-day responsibilities for the entire organization, including carrying out the organization’s goals and policies. The travel director will be responsible to schedule/reschedule all games and will chair a committee responsible for coaches, umpires, field preparation, and any other area which directly relates to the game.
Section 8 — Vacancies:
If the office of any board member becomes vacant during their term, the directors currently in office, by majority vote, may choose a successor who shall hold office for the remainder of term in respect of which such vacancy occurred.
Section 9 — Resignation, termination, and absence:
Resignation from the board must be in writing and received by the secretary/treasurer. A board member shall be terminated from the board due to excessive absences (more than two unexcused absences from board meetings in a calendar year). A board member may also be removed for other reasons by a two thirds (2/3) vote of the remaining directors.
Section 10 — Special meetings:
Special meetings of the board shall be called upon by the request of the President or a majority of the board. Notice of special meetings shall be communicated by the secretary/treasurer to each board member and the public at least 7 days before such meeting. The request shall state the purpose of the proposed meeting and no additional business shall be transacted at such special meeting other than that set out and described in the call for such a meeting.
ARTICLE IV — COMMITTEES
Section 1 — Committee formation:
The Board of Directors may create committees as needed. The President appoints all committee chairs and the committee chair will appoint two additional members for their respective committee.
Section 2 — Executive Committee:
The Board of Directors serves as the members of the Executive Committee. Except for the power to amend the articles of incorporation and bylaws, the Executive Committee shall have all the powers and authority of the board of directors in the intervals between meetings of the board of directors and is subject to the direction and control of the full board.
Section 3 — Finance Committee:
The Finance Committee is responsible for developing and reviewing fiscal procedures, fundraising plans, and the annual budget. The secretary/treasurer will chair this committee and will appoint two additional members. The Board of Directors must approve the budget and all expenditures must be within budget. Any major change in the budget must be approved by the Board of Directors or Executive Committee. Annual reports are required to be submitted to the board showing income, expenditures, and pending income. The financial records of the organization are public information and shall be made available to board members and the public at the annual meeting.
- All payments approved by the board of the LCYSBA shall be signed by one designated board member and the secretary/treasurer.
ARTICLE V — AMENDMENTS
Section 1 — Amendments:
These bylaws may be amended when necessary by a three-fourths majority of the Board of Directors. Proposed amendments must be submitted to the secretary/treasurer to be sent out with regular board announcements.
These bylaws were approved at a meeting of the board of directors by a three-fourths majority vote on:
MBL Traveling Information – Ages 11-15 and under.
The LCYSBA is affiliated with the Metro Baseball League (MBL). The MBL sets forth the rules and regulations that govern play. Players shall participate in the age group that best corresponds with their grade level or abilities and in accordance with MBL policy.
Team format and level of play
- 5th grade/11 year olds: 2 equal teams
- 6th grade/12 year olds: 1 AA and 1 A team
- 7th grade/13 year olds: 1 AA and 1 A team
- 8th grade/14 year olds: 1 AA and 1 A team
- 9th grade/15 year olds: 1 AA and 1 A team
Each team will carry 10-14 players, with 12 players per team considered the ideal number to balance participation and competition. Additional teams will be formed at any age level if there are adequate players and viable coaching options exist.
Placement evaluations will be held prior to each season to allow each player to demonstrate their baseball skill and will aid the Board of Directors in determining which level of play (AAA, AA, or A) and/or team for all players so they may have the most positive baseball experience. The LCYSBA will utilize knowledgeable baseball people selected by the MBL/Local Travel Director with no direct ties to the specific age group they are evaluating. Any player(s) unable to attend the evaluation as scheduled must have approval from the travel director regarding alternate arrangements. Any player moving into the local school district who registers after the completion of the placement evaluations will be placed on a team, if an opening exists, by the travel director after consulting with the respective coaches in that age group.
In addition, at the conclusion of each season coaches feedback is solicited and incorporated into the next year’s evaluation process.
Financial assistance is available on a case by case basis and shall be approved by the Board of Directors.
All teams are lead by volunteer coaches each season and all head coaches are appointed by the Board of Directors. The head coach in each respective group will appoint their assistant coaches.
Local Traveling Information – Ages 9 and 10
This team(s) will carry 10-14 players with 12 players per team considered the ideal number to balance participation and competition. Additional teams will be formed if there are adequate players available and viable coaching options exist.
Placement evaluations are held prior to each season to allow each player to demonstrate their baseball skills which will aid the coaches and travel director in determining that each team has a balanced amount of talent on each team so they may have the most positive baseball experience. The LCYSBA has acknowledged that the coaches and travel director are the most appropriate group in determining these teams with the travel director having the final say if any issue arises. At the conclusion of each season the coaches’ feedback is solicited and incorporated into the next year’s player evaluation process.
Any player unable to attend the evaluation or who moves into the school district will be assigned to a team after the coaches and travel director have consulted with each other.
No refunds will be made after players have been evaluated and placed on a team.
Financial assistance is available on a case by case basis and shall be approved by the Board of Directors.
All teams are lead by volunteer coaches and all head coaches are appointed by the Board of Directors. The head coach will appoint their assistant coaches.
Placement Evaluation Committee Chair
Responsibilities: Carry out the direction of the Board of Directors as it relates to player evaluations.
• Establish the evaluation format to allow each player to demonstrate their baseball skills and to determine the appropriate level of play for players in the 12-15 age groups so they may have the most positive baseball experience
• Determine evaluation stations and grading criteria – determine the appropriate weighting of the evaluation stations
• Organize each group of incoming players and explain the evaluation process to include station rotations
• Ensure scores are entered accurately into a spreadsheet to aid in ranking players
• Determine final evaluation results and establish roster sizes and team makeup
• Reserve facilities through the travel director
• Ensure the necessary equipment and materials are available: baseballs, bats, helmets, screens, bases, etc.
• Ensure that evaluation score sheets and misc. supplies are available: pens, duct tape[OP14] , etc.
• Appoint volunteers of knowledgeable baseball skills with no direct ties to the age group they are evaluating
• Appoint an adequate number of volunteers to lead each station: throwers for batting practice, ground ball/fly ball hitters, catchers for pitchers, base running, etc.