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BY-LAWS OF SANTA ROSA BABE RUTH LEAGUE,
INCORPORATED
(Effective Date: December 01, 2004)
Article I
Membership
Membership eligibility shall be as stated
in Article VI of the Constitution of Santa Rosa Babe Ruth League,
Incorporated.
Article II
Dues
No dues shall be collected from members.
Article III
Directors
The board members shall be as stated in
Article VII, section 1 and 2 of the Constitution of Santa Rosa Babe Ruth
League, Incorporated.
Article IV
Duties of board members
President
A.
Presides over all meetings at which he/she is present.
B.
Exercises general supervision of the affairs and activities of
the organization.
C.
Signs correspondence and documents as necessary.
D.
Responsible for the completion, signing and mailing of the
charter and insurance application.
E.
Attends and/or delegates a representative to attend the City’s
field usage meeting.
F.
Responsible for the preparation and filing of field usage permits
to cover anticipated needs for games and practice fields.
G.
Reviews league finances with Treasurer.
H.
Chairs and presents a proposed budget to the board no later than
the first November general meeting.
I.
Responsible for public relations between the league, the City of
Santa Rosa and the County of Sonoma.
J.
Prepares monthly agenda for board members.
K.
Presides over meeting and matters of the Executive board.
L.
Responsible for forming and selecting members to committees as
needed.
M.
Committees shall be formed by the President, and shall be
ratified by a vote of the board.
N.
Any and all other duties as the board of directors dictate.
Vice-President
A.
Assumes all the duties of the President in lieu of his/her
absence.
B.
Oversees scheduling of umpires.
C.
Responsible for coordinating with the President, the preparation
and filing of use permits to cover anticipated needs for games and
practice fields.
D.
Responsible for liaison with the City of Santa Rosa for all
matters related to field usage by the league.
E.
Drafts a schedule of games for each baseball season. (possibly
Jeff)
F.
Responsible for the final preparation of game scheduling
functions.
G.
Will help enforce the “no tobacco, alcohol or drugs” rule for
players, coaches and managers.
H.
Will bring problems/concerns to the board of directors as
necessary.
I.
Performs delegated special tasks at the direction of the
President.
Secretary
A.
Keeps a record of the proceedings of all meetings and distributes
copies to all board members.
B.
Ensures that all records belonging to Santa Rosa Babe Ruth
League, Incorporated are maintained.
C.
Maintains a current list of board members and managers.
D.
Informs all board members of meetings.
E.
Handles correspondence as directed.
F.
Coordinated with the President and maintains a yearly calendar of
events and business.
G.
Official league liaison with Babe Ruth League, Incorporated.
H.
Responsible for coordination of all insurance policies pertaining
to the league.
Player Agent
A.
Responsible for coordinating registration of players.
B.
Responsible for collecting and editing all registration paper
work.
C.
Coordinates and controls player drafts and trades.
D.
Acts as a liaison between team management, players and parents
regarding player administrations.
E.
Supervises all managers of the league and is the liaison between
the managers and the board. (Vice President)
F.
Responsible for regular and frequent supervision of league play,
including team conduct, play and adherence to the rules.
G.
Plans and oversees tryouts.
H.
Maintains a history file on each manager.
I.
Responsible for organizing selection of tournament managers and
players.
J.
Maintains team rosters.
K.
Verifies player eligibility.
L.
Assigns late sign-up players to teams.
M.
Will participate in appointment of non-partisan manager’s select
committee.
N.
Responsible for participating on manager’s select committee.
O.
Custodian of Records for Live Scan.
Treasurer
A.
Coordinates banking of monies received on behalf of Santa Rosa
Babe Ruth League, Incorporated via registration and fundraising.
B.
Coordinates payment of bills approved, by check.
C.
Keeps accurate bookkeeping records.
D.
Presents a financial report at each monthly meeting of the
board. Included in the report must be a statement of income and
itemized list of expenses.
E.
Submits a financial statement at the end of spring season and at
the end of fall season to the board and also to the District
Commissioner.
F.
Responsible for all tax preparation and reporting.
G.
Relinquishes all pertinent documents to the incoming board.
H.
Maintains accurate records of all fees paid to umpires.
Fundraising Coordinator
A.
Responsible for solicitation and recognition of league sponsors.
B.
Responsible for coordination of all fundraisers.
C.
Provides accurate account of all funds paid out and collected in
performance of fundraising to Treasurer.
D.
Coordinated with Treasurer to deposit funds of all fundraising.
Director of Communication
A.
Coordinates with the board and is responsible for contacting
media sources for advertising purposes.
B.
Responsible for furnishing scores and stats to media.
C.
Assist with any other communications needs as they may arise.
Equipment Manager
A.
Oversees all equipment issuance and its return.
B.
Responsible for collecting all keys from each manager, with
equipment at the end of the season.
C.
Responsible for accurate and current equipment inventory.
D.
Oversees purchases and equipment replacement as needed with board
approval.
E.
Keeps an account of all equipment purchased and provide receipts
to the Treasurer within one week of said purchase.
F.
Coordinated with league managers to ensure the safety of all
equipment used during the season.
G.
Keep an adequate supply of baseballs, scorebooks and line up
cards for all games.
H.
Responsible to adequately stock and maintain all first aid kits
in snack bar and carried by each team, including protective gloves.
I.
Responsible for submitting a budget to the Treasurer.
J.
Provide a spring and fall inventory report to the board.
Concessions Chair
A.
responsible for restocking, ordering, shopping and inventory.
B.
Responsible for maintaining concessions with board approved
inventory.
C.
Maintain an up to date record of purchases and inventory.
D.
Prepare a proposed budget for capital purchases.
E.
Provides financial report to be included in Treasurers report
monthly.
F.
Board members on duty responsible for making deposit and advising
Concessions Chair of deposit amount.
G.
Responsible to post necessary information signs.
H.
Oversees and helps when needed Concessions Scheduling Person.
Concessions Scheduling
A.
Responsible to coordinate the opening and closing schedule of
board members for snack bar duty.
B.
Secure personnel for the operation of the concessions stand.
(Must be at least one and must be 18 years of age).
Field Manager
A.
Supervises the respective league managers, ensuring compliance
with all league rules, regulations and safety standards.
B.
Responsible for proper instruction to managers regarding field
preparation.
C.
Responsible to oversee the prevention or correction of any
condition which may occur on any of the playing field or related areas,
which may be in an unsafe condition.
D.
Responsible for the upkeep of the leagues playing fields.
E.
Liaison with the City of Santa Rosa and the Santa Rosa School’s
administrators to maintain a safe environment and recommend improvements
to the fields used by Babe Ruth players, including the replacement and
necessary care of the lights and scoreboard.
F.
Liaison with the City and County in case of questionable field
conditions due to weather.
G.
Secures the necessary personnel for additional field maintenance
help, if needed.
H.
Prepares an annual budget for field maintenance needs.
I.
Responsible for the training and maintenance on the equipment and
the upkeep/security of the sheds.
Member At Large
A.
Assist board in running the league in a non-specific role, such
as concession help, field maintenance, etc.
Article V
Standing Committees
Directors may form temporary committees
to improve the statues of Santa Rosa Babe Ruth League, Incorporated. A
committee’s creation and action shall be established by vote of the
board (quorum requirement must be met).
Article VI
Managers
A.
Managers will be recommended to the board by a non-partisan
manager’s select committee.
B.
All mangers must apply on an annual basis.
C.
Criteria for mangers will include, but is not limited to the
following:
¨
Manager experience
¨
Coaching experience
¨
Baseball knowledge and
experience
¨
Ability to commit self to
team and league throughout the season
¨
Compliance per manager
responsibility form
D.
Managers duties shall include, but are not limited to the
following:
1.
Be in charge of all team equipment assigned and be responsible
for the care and safe condition of same. If a piece of equipment is
unsafe for use, the manager must consult with the League Equipment
Manager to obtain a replacement immediately.
2.
Responsible for and coordinate all fundraisers and other
activities which pertain to their team and the league.
3.
Arrange for the distribution and return of regular season
uniforms, tournament uniforms and any other equipment given to team
personnel or players. If a manager fails to collect and return their
equipment and uniforms in a timely manner, they may not be considered
for a managerial position the following year and will be responsible for
the cost of replacement.
4.
Be responsible for preparing the playing field.
5.
Assign a team representative, if necessary and a scorekeeper.
6.
Be directly responsible for the proper behavior of their team,
parents, and coaches.
7.
Violation of any rule may result in immediate removal from the
manager position. Failure to carry out any necessary duties as
prescribed in these by-laws is cause for removal
8.
In the event of a managerial vacancy during the season, the
successor shall be the coach of record, with board approval.
Article VII
Background Checks
Each Santa Rosa Babe Ruth board member,
manager and coach shall undergo mandatory Live Scan Fingerprinting by
the Department of Justice, Bureau of Criminal Identification and
information. The Bureau of Criminal Identification (BCID) provides
state summary criminal history information to human resource agencies
and youth organizations such as Santa Rosa Babe Ruth League,
Incorporated pursuant to California Penal Code section 11105.3.
11105.3 P.C. limits the information that
can be released to youth organizations. Santa Rosa Babe Ruth League,
Incorporated is limited to receiving information on arrests for sex,
drugs and violent crimes. Under California law, a coy of each reply
reflecting criminal history record information must be mailed to each
coach and manager in addition to the Custodian of Records within Santa
Rosa Babe Ruth League, Incorporated. The Custodian of Records access to
this information only.
The bard reserved the right to disqualify
a board member, manager or coach. While qualifications/disqualification
procedure may be in part based on arrests and conviction record of an
applicant, other equally important factors must be considered, i.e.
experience, character, responsibility, motivation, etc.
Any and all information/documents
received during the criminal background check shall be secured by the
Custodian of Records. Once the qualification/disqualification process
is complete under no circumstances shall any other board member have
access to secured documents/information and these records are to be
destroyed via a shredder.
Article X
Quorum
A quorum shall be designated as 50% plus
one (fifty percent plus one) of current board members.
Article XI
Order of Business
The order of business at all regular
meetings shall be:
A.
Call the meeting to order.
B.
Roll call.
C.
Announcement of excused absences.
D.
Reading of the minutes of the previous meeting.
E.
Reading of all correspondence.
F.
Concessions financial report.
G.
Treasurers report.
H.
Reports of officers/directors and, if scheduled on the agenda,
reports of committee chairpersons.
I.
Unfinished business.
J.
New business.
K.
Adjournment.
OR
Order of business may be determined by
the President of Santa Rosa Babe Ruth League, Incorporated as outlined
in the Presidents Handbook or the Babe Ruth League, Incorporated.
Article XII
Amendments
Amendments to these by-laws shall be
discussed at a board meeting. Amendments shall require a majority
approval by vote of directors (quorum required). Every director shall
vote for each proposed amendment which shall then become part of this
by-law, if passed. The President of the league will vote only in the
event of a tie vote of the other directors.
Article XIII
Fees
Sign up fees for membership in Santa Rosa
Babe Ruth League; Incorporated shall be determined at a meeting prior to
the start of the spring season. Said dues shall provide each member’s
child or children the privileges of participating in the activities of
the league.
The league offers a payment plan when a
player cannot pay the entire fee at registration. Procedure: one-half
of applications fee must be paid at registration. The parent/guardian
signs a payment plan agreeing to pay the remaining fee prior to the
beginning of the first league game. Any player who has outstanding
monies owned will be suspended from play until his account is paid in
full.
Anyone seeking membership after
designated published registration dates will be subject to a late fee to
be determined by the board and published annually.
Article XIV
Babe Ruth Baseball Rules and Regulations
Santa Rosa Babe Ruth League, Incorporated
shall be governed by the rules and regulations as set forth in the
annual Babe Ruth Baseball Rule Book and the National League Official
Baseball Rules. Local amendments and/or agreements to minor changes in
the rules and regulations may be made to comply with direction from the
board of directors of the league (i.e. minimum play rule) or by
direction of the City of Santa Rosa Recreations Department (i.e. field
usage/availability). All changes made to the rules by Santa Rosa Babe
Ruth League, Incorporated shall be made in wiring and distributed to all
mangers and local Commissioners. All local league rules must be
submitted to and approved by District 2 Commissioner, who will then
forward onto State Babe Ruth Commissioner and Babe Ruth Headquarters.
Article XV
Parliamentary Authority
Parliamentary authority shall be as
outlined in the documentation provided by our affiliation with Babe Ruth
League, Incorporated and shall be governed by and shall comply with the
principals, rules and regulations outlined and decreed by Babe Ruth
League, Incorporated. Unless otherwise stipulated, voting
standards/requirements shall be: A majority vote of the directors
provided a quorum is present.
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