WESTON LITTLE LEAGUE CONSTITUTION
ARTICLE I - NAME
This organization shall be known as the Weston American Little League, Inc. hereafter referred to as "Local League."
ARTICLE II – OBJECTIVE
SECTION I 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 I - 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 participate. Player Members shall have no rights, duties or obligations in the management or in the property of the Local League.
(b) Regular members: Regular Members are eligible to vote at General Membership Meetings, and consist of Volunteers of the League. Volunteers are persons who provide regular service to the league and/or have repetitive access to, or contact with players or teams. To become a Volunteer, a person must a) express an interest in serving via the Little League Volunteer Application; b) have the application accepted and approved, and be assigned to their role, and c) fulfill their duties to the satisfaction of the Board. All Volunteer applications will be submitted for a background check. The Board will maintain the membership roll of Regular Members in good standing who are eligible to vote. Membership expires at the conclusion of the annual meeting.
(c) Honorary Members (Optional) Any person may be elected as Honorary Member by the unanimous vote of all Directors present at any duty held meeting of the Board of Directors but shall have no rights (including voting), duties or obligations in the management or in the property of the Local League. The Board will periodically review the Honorary Member list and adjust as appropriate.
(d) 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 (including voting), duties or obligations in the management or in the property of the Local League. The Board will periodically review the Sustaining Member list and adjust as appropriate.
(e) 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 serve on the board of directors of any other baseball/softball program targeting children of Little League age.
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.
(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).
ARTICLE IV - GENERAL MEMBERSHIP MEETINGS
SECTION I - 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 seven (7) 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 20 percent of the Members 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 V, 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 League. An absentee ballot may be returned via paper copy or electronic means. If by paper, the absentee ballot shall be filled out completely, signed and returned to the designated Board member on or before the designated date on the ballot, prior to the date of the election. If by electronic means, the ballot must be properly completed and returned on or before the designated date prior to the date of the election. Absentee ballots shall be presented to the Election Chairman (appointed at or prior to 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 within 30 days of the last day of Fall Ball season, but no later than December 1st, for the purpose of electing members of the Board of Directors whose terms are expiring, receiving reports, 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 by 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 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) An election for open positions for the Board of Directors shall be held. 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.
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 percent (20%) of the Regular 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 twenty one 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 V - BOARD OF DIRECTORS
SECTION I - Authority. The management of the property and affairs of the Local League shall be vested in the Board of Directors.
SECTION 2 - Increase or decrease in number. The number of Board of Directors so fixed at any General Membership meeting or Special Meeting may be changed at a subsequent General Membership Meeting or Special Meeting of the Members, provided however that at all times the Board of Directors of the Local League shall consist of a minimum of three Directors. 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 absentee ballot filed with the Board prior to the election meeting.
SECTION 3 - Term and Vacancies. Directors must be Regular Members of the League and shall be elected for a term of two years. One-half of the total Board seats will be elected each year. 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. The replacement Director shall serve out the remainder of the term of the Director he/she replaced.
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 of four 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 mail to each Director at least two day(s) before the time appointed for the meeting to the last recorded address of each Director.
(c) A majority of the Board of Directors must be present to constitute a quorum for the transaction of business. If a quorum is not present, no business shall 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.
ARTICLE VI- DUTIES AND POWERS OF THE BOARD
SECTION I - 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. The Officers of the Local League shall include, at a minimum, the President, one or more Vice Presidents, Treasurer, Secretary, one or more Player Agents, a Safety Officer, and an Operations/Information Officer.
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 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) Notify 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 must be approved by the Treasurer and one other Officer not directly involved in the transaction.
(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.
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) Notify Little League Headquarters 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 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.
SECTION 8 - Operations/Information Officer. The Operations/Information Officer shall:
(a) Be responsible for all aspects of managing the league’s web site.
(b) Be responsible for providing electronic communications to the Membership.
(c) Oversee the online registration process and systems.
ARTICLE VII - OTHER COMMITTEES
The Board may set up certain committees, including but not limited to the following:
SECTION I - Nominating Committee. The Board of Directors may appoint a Nominating Committee consisting of one or more Directors and/or Regular Members. The Committee shall investigate and consider eligible candidates, create the election procedures, and submit at the Annual Meeting a slate of candidates for the Board of Directors. The Committee shall also submit for consideration by the Board of Directors a slate of Officers and Committee Members.
SECTION 2 - Finance/Fundraising Committee. The Board of Directors may appoint a Finance/Fundraising Committee consisting of one or more Directors and/or Regular Members. The Treasurer shall be an ex-officio member of the Committee. The Committee shall investigate ways and means of financing the Local League including team sponsorships and other fundraising, and submit recommendations. It shall be responsible for taking up collections at games, if such collections are authorized by the Local League, and shall turn over said collections to the Treasurer immediately after each game.
SECTION 3 - Building, Property and Fields Committee. The Board of Directors may appoint a Building, Property, and Fields Committee consisting of one or more Directors and/or other appointed Regular Members. The Committee shall investigate and recommend available, suitable sites and plans for development, including ways and means, the latter in cooperation with the Finance Committee. It shall be responsible for repair and improvement recommendations, care and maintenance of the playing fields, and supervise the performance of approved projects.
SECTION 4 - Playing Equipment Committee. The Board of Directors may appoint a Playing Equipment Committee consisting of one or more Directors and/or other appointed Regular Members which shall secure bids on needed supplies and approved equipment and make recommendations for their purchase to the Board. The Committee shall be responsible for the proper issuance of such supplies and equipment and for the repair, cleaning and storage thereof at the close of the season.
SECTION 5 - Safety Committee. The Board of Directors may appoint a Safety Committee consisting of one or more Directors and/or other appointed Regular Members which shall be responsible for the League Safety manual, and cause the appropriate safety training to occur with managers and coaches.
SECTION 6 - Managers and Coaches Committee.
The Board of Directors may appoint a Managers Committee consisting of one or more Directors. The Committee shall interview and investigate prospective managers and coaches, including those for the Minor League teams, and recommend acceptable candidates to the President, for appointment and subsequent approval by the Board of Directors. It shall, during the playing season, observe the conduct of the managers and coaches and report its findings to the President of the Local League. It shall, at the request of the President or Board of Directors, investigate complaints concerning managers and coaches and make a report thereof to the President or Board of Directors as the case may be.
SECTION 7 - Umpire Committee. The Board of Directors may appoint an Umpire Committee consisting of one or more Directors and/or other appointed Regular Members. The Local League President shall be the chairman of any such Committee. The Committee shall identify, recruit, interview and recommend to the President for appointment an organization or staff of umpires that will officiate various scheduled games of the Local League. The Committee shall be responsible for overseeing and observing the quality of the officiating provided by the umpires utilized, and ensuring that the Local League has sufficient umpire coverage for its various games.
SECTION 8 - Player Development Committee. The Board of Directors may appoint a Player Development Committee consisting of one or more Directors and/or other appointed Regular Members which shall be responsible for devising and recommending programs to the Board that will enhance the skills and development of Player Members in the Local League.
SECTION 9 - Auditing Committee. The Board of Directors may appoint an Auditing Committee consisting of three (3) Directors. The President, Treasurer or signatories of checks are not eligible. The Committee will review the Local League's books and records annually prior to the Annual Meeting and attach a statement of its findings to the annual financial statement of the President and Treasurer; or may, if directed by the Board of Directors or Membership, secure the services of a Certified Public Accountant to accomplish such review.
SECTION 10 - District Committee. The Board of Directors may appoint a District Committee consisting of the Local League President as chairman and two (2) other Directors. The Committee shall assist the District Administrator in inter league district functions including the selection of members of the District Administrator's Advisory Committee and the selection of tournament sites and area tournament directors.
ARTICLE VIII – FINANCIAL ASSISTANCE
The Local League maintains a financial assistance committee to consider requests for reduction and/or elimination of registration fees for a particular season. The committee will include the Local League President, Vice President and Treasurer. All requests for financial assistance should be submitted to the Local League President no later than two (2) weeks prior to the regular registration deadline date for the upcoming season. The decision of the financial assistance committee shall be final. Board members are ineligible for financial assistance.
ARTICLE IX – REFUND POLICY
The refund of registration fees for a particular season will be granted up to the regular registration deadline date (not the late registration deadline date). Refunds requested between the regular registration deadline date and placement on a team (team placement date: specific date set for each season) will incur a $50 administration fee. No refunds will be issued after the team placement date and the Local League will not issue credits.
ARTICLE X – AFFILIATION
SECTION I - Charter.
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 - 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 I - 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 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 - Solicitations. The Board shall not permit the solicitation of funds in the name of Little League Baseball unless all of the funds so raised be placed in the Local League treasury.
SECTION 4 - Disbursement of Funds. The Board shalI 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 approved by the Local League Treasurer and one other Officer not involved in the transaction, as the Board of Directors shall determine.
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/at Fairfield County Bank, or a comparable bank.
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.
SECTION 9 - Conflicts of interest. No Board member shall sign checks to which the payee is owned or controlled by that Board member or their immediate family members.
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 Board of Directors or 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 Local League’s Membership on May 26, 2016.
Stephen Polizzi __________________ _5-16-2016________
President's Name (Print) President's Signature Date
02070101 91-2074541 1132233
Little League ID No. Federal ID No. (if available) State ID No. (if available)
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 in its activities on the basis of disability, race, creed, color, national origin, gender or religious preference.