Smyrna Clayton Little League Constitution
League ID Number: 2080102
ARTICLE I – NAME
This organization shall be known as the Smyrna Clayton Little League, hereinafter referred to as the
“Local League.”
ARTICLE II – OBJECTIVE
SECTION 1
The objective of the Local League shall be to implant firmly in the children of the community the ideals of good sportsmanship, honesty, courage and respect for authority, so that they will 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 of baseball 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 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
Eligibility. 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 passed a completed background check.
b. Any adult person actively interested in furthering the objectives of the Local League may become a Regular Member upon approval by the Board. Upon receipt of a written request to become a member, and payment of Dues per ARTICLE III Section 4 the Board of Directors shall vote upon the request at the next scheduled Board of Directors meeting.
c. 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.
d. The Secretary shall maintain the roll of membership to qualify voting Members.
e. Only Members in good standing are eligible to vote at General Membership Meetings. A member in good standing is defined as someone approved by the Board of Directors, having passed a completed background check, and having paid their annual dues in full. Each Member is entitled to one vote. All memberships expire and must be renewed at the annual meeting held each September. Regular members may be issued a membership card.
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 – 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 – 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 for Regular Members may be fixed at such amounts as the Board of Directors shall determine prior to the beginning of any membership period. Note: Dues for Regular 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). If no dues for Regular Membership are collected, ARTICLE III Section 5 (c) does not apply. Dues may be paid at a Board Meeting between January and Opening Day of that Membership Year.
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 a 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 more than sixteen (16) Members in good standing. The Officers of the Board of Directors shall include, at a minimum: President, Vice President, Treasurer, Secretary, Player Agent, and Safety Officer.
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 the Secretary may, whenever they deem it advisable, or the Secretary shall at the request in writing of five (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 each Board meeting shall be given by the Secretary personally, electronically or by mail to each Director at least seven (7) days before the time appointed for the meeting to the last recorded address of each Director.
(c) Fifty-one percent or more of the members 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) The President may suspend the seven day notice requirement when the issue to be discussed is of an emergency nature or is time-sensitive. The above quorum would still be necessary for business to be conducted and may be decided via electronic means including telephone, text message, or email, provided all voting members are notified at their last recorded phone number or email address. The resulting vote tally will be included in the next regularly scheduled meeting minutes.
SECTION 5
Voting – All Directors and Officers (excluding the President), whether elected or appointed by the Board of Directors, who have attended a minimum of seventy-five percent (75%) of the Meetings, per ARTICLE IV, Section 6, held in the past membership year, shall be entitled to one vote at any Regular Meeting, Board Meeting or Special Meeting. Only members of the Board of Directors with voting rights may make motions and vote at Regular Meetings, Board Meetings or Special Meetings.
SECTION 6
Attendance – All Directors and Officers shall be required to attend a minimum of seventy-five percent (75%) of Meetings held in the current membership year to be eligible to be elected or appointed to a position on the Board of Directors the following year. Note: If any Director or Officer is unable to attend a Meeting, he/she must contact the Secretary or President in advance of the meeting so that a determination can be made regarding whether the absence will be considered excused. A maximum of three (3) excused absences will be permitted each membership year. Excused absences will count towards fulfillment of the meeting obligation.
SECTION 7
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 8
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 OFFICERS
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 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.
(c) Perform the duties of Director of Majors Division.
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:
a. Education – Facilitate meetings and distribute information among participants including players, managers, coaches, umpires, league officials, parents, guardians, and other volunteers.
b. Compliance – Promote safety compliance leadership by increasing awareness of the safety opportunities that arise from these responsibilities.
c. 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.
d. 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).
e. 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. 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
Public Relations Officer: The Public Relations Officer shall.
(a) Set up and manage the league’s official website;
(b) Assign online administrative rights to other local volunteers;
(c) Encourage creation of team websites to manager, coaches, and parents;
(d) Collect, post, and distribute important information on league activities including direct dissemination of fund-raising and sponsor activities to Little League Baseball, Incorporated, the district, the public, league members, and the media;
(e) Serves as the primary contact of the Active Team Sports regarding the use of the Internet for league administration.
SECTION 9
Additional Board Positions. The remaining positions on the Board of Directors will consist of the following positions, with duties defined by the Board of Directors and listed in the bylaws/local rules.
(a) Umpire-In-Chief
(b) Maintenanc Director-Building and Grounds
(c) Concessions Director
(d) Equipment Director
(e) Fundraising Director
(f) Seniors Director
(g) Majors Director (Vice President per ARTICLE VII, Section 3 (c))
(h) Minors Director
(i) Rookie Director
(j) Pitching Machine Director
(k) TBall Director
ARTICLE VI - COMMITTEES
SECTION 1
Executive Committee
(a) The Executive Committee shall consist of the President, Vice President., Player Agent, Secretary, Treasurer and Safety Officer.
(b) The President shall be the Chairperson of the Executive Committee. Such an Executive Committee shall have authority to transact such business as may arise between the monthly meetings of the Board of Directors and such business that does not require action by the full Board of Directors or by any other stated number of Directors as set forth in any other section or article of this Constitution.
(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. In lieu of the above methods, notice may be given in such form as may be authorized by the Members, from time to time, at a regularly convened General Membership Meeting.
SECTION 3
Quorum: At any General Membership Meeting, the presence in person or representation by absentee ballot of ten (10) percent of the Regular Members 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 as set forth in ARTICLE III, Section 2 (e) 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.
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 Secretary of the League. The absentee ballot shall be properly completed, signed and returned in a sealed envelope or electronically, 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 on the second Tuesday of September at 7:00 PM of 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.
1. 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:
a. The condition of the Local League, to be presented by the President or his/her designee.
b. 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.
c. The whole amount of real and personal property owned by the Local League, where located, and where and how invested.
d. 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.
e. The names of the persons who have been admitted to Membership in the Local League during the preceding year.
2. 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.
3. At the Annual Meeting, the Regular Members shall elect the Board of Directors, see ARTICLE V for positions.
a. Any member interested in serving on the Board must submit, in writing or electronically, their name and desired position to the Secretary no later than 2 weeks prior to the Annual Meeting.
b. A candidate must receive 51% of the vote if they are running unopposed.
c. After the election, the Officers and Directors who shall serve as the Board of Directors shall assume the performance of their duties on the second Tuesday of September. The Officers and Directors terms of office shall continue until their successors are elected and qualified under this section.
d. Any board member, along with the Secretary may be appointed to count election ballots.
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 ten (10) 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 fourteen (14) 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 October 1 and shall end on September 30.
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.
This Constitution was approved by the
Smyrna Clayton Little League Membership on
Tuesday December 19, 2023.
President: Mike Czetli
Little League ID No. 2080102
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.