1. A member in the organization shall consist of any volunteer or participant of age of 18 or
older or the parent or guardian of an active, minor participant.
2. Voting privileges will be given to any member in good standing who has paid all of their
registration and league fees for the twelve months prior to the meeting at which
a vote is taken; provided however each household will be entitled to
no more than one vote.
1. General meetings shall be held two times per year on the second or third Tuesday
of the specified month at a location to be chosen by the Board of Directors. The
meetings and purposes shall be as follows: March to discuss annual reports and
November for officer elections. Other regular business of the organization may also
be conducted at these meetings.
2. The Board of Directors shall, at their discretion and with sufficient notice, be allowed
to move the date of the meetings if it is deemed beneficial to the organization.
The proposed date shall not be more than two weeks from the date fixed by these By-Laws.
3. The Board of Directors shall meet at least four times per year on a date that is agreed
upon by the members of the Board of Directors.
4. Special meetings may be called from time to time at the discretion of the President,
with approval of the Board of Directors. Every member shall be notified of every special
meeting and notification shall include the purpose of the meetings. Notice shall be made
at least four days prior to the meeting time. Such notice shall state the reasons that
such meeting has been called, the business to be transacted at such meeting and by
whom it was called. Only business covered by the notification shall be conducted during
special meetings.
5. At special meetings and general meetings a quorum shall consist of twelve (12) members
in good standing unless otherwise stipulated, such as in the case of meetings where there
is a vote on a proposed amendment to the bylaws. At Board of Directors meetings a quorum
shall consist of five (5) members. If a quorum is not present then a lesser number may
adjourn the meeting for a period of not more than two (2) weeks from the date scheduled
by these By-Laws and the secretary shall cause a notice of this scheduled meeting to be
sent to all those members who were not present at the meeting originally called.
6. Notification telling the time and place of all general meetings will be made electronically
via email to all members in good standing and will be posted on the organization’s website.
A hard copy of the notice will also be posted in at least one public place. Notification of
regularly scheduled board meetings will be posted on the website. Emergency board
meetings may be convened without notice to the general membership and may be closed
to the public for privacy issues if needed.
7. All general meetings and regularly scheduled board meetings shall be held at a location
accessible by the public and at a time that would be deemed convenient to a majority of the
members.
8. An agenda for all general meetings and all regularly scheduled board meetings must be
posted on the publicly accessible, official web site of the organization at least seven (7) days
prior to the meeting. Any member may also request a hard copy of the agenda by contacting
the secretary at least five (5) business days prior to the meeting.
9. Minutes of all regularly scheduled board meetings and general meetings will be posted on
the publicly accessible, official web site of the organization no later than ten (10) days after
the meeting. Any member may also request a hard copy of the minutes by contacting the
secretary after the meeting. The secretary shall have at least ten (10) business days to
produce said minutes. The minutes will also be attached to the official transcript of the
organization. Due to privacy concerns the minutes of emergency board meetings may be
kept confidential.
10. Roberts Rules of Order shall govern all meetings.
11. There shall be no voting by proxy, by written absentee ballot nor by any electronic means.
Members must be present at the meeting to vote.
ARTICLE V VOTING
1. At all meetings, except for the election of officers, all votes shall be by show of hands.
For election of officers, ballots shall be provided and there shall not appear any place on
such ballot that might tend to indicate the person who cast such ballot.
2. At any regular or special meeting, if a majority so requires, any question may be voted
upon in the manner and style provided for election of officers.
3. At all votes by ballot the chairman of such meeting shall, prior to the commencement of
balloting, appoint a committee of three who shall act as "Inspectors of Election" and who
shall, at the conclusion of such balloting, certify in writing to the Chairman the results
and the certified copy shall be physically affixed in the minute book to the minutes of that
meeting.
4. No inspector of election shall be a candidate for office or shall be personally interested in
the question voted upon.
ARTICLE VI ORDER OF BUSINESS
1. The President or the pro tempore shall call all meetings to order, at the appointed time.
2. Order of Business
a. Call to Order.
b. Approval of the Minutes of the preceding meeting.
c. Treasurers Report
d. Reports of Committees (if Applicable) Including Sports.
e. Reports of Officers and Other members of the Board of Directors.
f. Unfinished Business.
g. New Business.
h. Adjournments.
ARTICLE VII BOARD OF DIRECTORS
1. A Board of Directors consisting of the officers of this organization and one appointed
commissioner from each sport in the organization shall manage the business of this
organization. At least one of the members of the Board of Directors elected shall be a
resident of the State of Maryland and a citizen of the United States.
2. The elected officers of this organization shall serve for a term of two (2) years. Terms
shall be staggered to promote continuity in the Board of Directors. The sports
commissioners to be chosen for the ensuing year shall be appointed by the officers of this
organization and they shall serve for a term of one (1) year.
3. The Board of Directors shall have the control and management of the affairs and business
of this organization. Such Board of Directors shall only act in the name of the organization
when it shall be regularly convened by its chairman after due notice to all of the members
of the Board of Directors of such meeting.
4. Each member of the Board of Directors shall have one vote and such voting may not be
done by proxy. In the event that there is an even number of Board members present for
a vote the president will abstain from voting.
5. No more than one family member may serve on the Board of Directors at any given time.
6. The Board of Directors may make such rules and regulations covering its meetings as it
may in its discretion determine necessary.
7. Vacancies in the Board of Directors shall be filled at the next annual election. The Board
of Directors at their discretion may also appoint a member to the vacant position or hold
a special meeting to elect a member to the vacancy for the remainder of the term if the
Board of Directors deems this to be in the best interest of the organization.
8. The President of the organization shall be Chairman of the Board of Directors.
9. Any Director absent from three (3) consecutive meetings may receive notice from the Board
of Directors concerning the absence. Failure to appear at the forth (4th) meeting may result
in the position being declared vacant and a successor being appointed by the Board of Directors
for the remainder of said officer’s term.
10. The Board of Directors shall ensure that all policies required by the organization are in force.
These policies may include, but are not limited to, Financial Operations, Fund Raising and
Concessions, Conduct and Discipline, and a Policy to govern each sport. These Policies are
to be reviewed annually by the Board of Directors and either approved or returned to the
respective committee for revision and subsequent approval by the Board of Directors.
11. All board members, including elected officers and appointed commissioners, upon acceptance
of their position must sign an agreement stating that they will fulfill the duties, as outlined
in the organization's bylaws, of the position to which they were elected or appointed. The board
member will have up to seven days to return the signed copy of the agreement. Failure to sign,
and return, this agreement will nullify the election or appointment and the position will be
declared vacant.
12. Any board member who fails to fulfill their duties, as outlined in the organization's bylaws and
their position agreement, will be notified of the failure by the board of directors. If the board
member fails to correct the shortcomings, or to begin a process to correct the shortcomings, then
they will be subject to removal from office by the board of directors. Repeated failure to perform
assigned duties, after notification by the board, will be viewed as a resignation by the board
member. Positions that become vacant through this process
will be subject to the rules of vacant offices contained in these bylaws.
ARTICLE VIII OFFICERS
1. The initial officers of the organization shall be as follows: President, Vice President,
Director of Ways and Means, Secretary, and Treasurer.
2. All officers shall be bonded. The Board of Directors will determine the amount of the
bond. The premium to be paid by the organization.
3. The President shall preside at all membership meetings.
a. The President shall be Chairman of the Board of Directors.
b. The President shall present at each meeting of the organization a report of the work of
the organization.
c. The President shall appoint all committees, temporary or permanent.
d. The President shall see that all books, reports and certificates required by law are
properly kept or filed.
e. The President shall be one of the officers who may sign the checks or drafts of the organization.
f. The President shall have such powers as may be reasonably construed as belonging to
the chief executive of any organization.
4. The Vice President shall, in the event of the absence or inability of the President to exercise
the duties of the office, become acting president of the organization with all the rights, privileges
and powers as if this person had been the duly elected president.
a. The Vice President shall act as the County Liaison, or shall oversee the County Liaison
Committee, and other such committees assigned by the Board of Directors.
b. The Vice President shall be one of the officers who may sign the checks or drafts of the
organization.
5. The Director of Ways and Means shall oversee fund raising and community events.
a. The Director of Ways and Means shall also be responsible for the management of the
concession stand.
b. The Director of Ways and Means will chair the Ways and Means Committee.
c. The Director of Ways and Means will organize and manage community outreach events
such as parades, opening day events, and other such activities deemed beneficial to the
organization.
6. The Secretary shall keep the minutes and records of the organization in appropriate books.
a. The Secretary shall be responsible for the recording of the minutes of all Board of Directors
meetings and general meetings.
b. It shall be the duty of the Secretary to file any certificate required by any statute, federal
or state.
c. The Secretary shall give and serve all notices to members of this organization. These
include, but are not limited to, meeting announcements, meeting agendas, and proposals
requiring the attention of the members.
d. The Secretary shall be the official custodian of the records of this organization.
e. The Secretary shall be one of the officers who may sign the checks or drafts of the organization.
f. The Secretary shall present to the membership at any meetings a report of any communication
addressed to the Secretary of the organization.
g. The Secretary shall submit to the Board of Directors any communications which shall be
addressed to the Secretary of the organization.
h. The Secretary shall attend to all correspondence of the organization and shall exercise all
duties incident to the office of Secretary.
7. The Treasurer shall be the collector, custodian and disburser of all monies belonging to the
organization and shall be solely responsible for such monies or securities of the organization.
a. The Treasurer shall cause to be deposited in a regular business bank or trust company a
sum not exceeding the amount set by the current Finance Committee policy. The balance
of the funds of the organization shall be deposited in a savings bank except that the
Board of Directors may cause such funds to be invested in such investments as shall be
legal for a non-profit corporation in this state provided that the amount in any single
institution shall not exceed the FDIC insured limit. Deposits of all revenue must be made
on a regular basis, the frequency of which shall be determined by the current Finance
Committee policy.
b. The Treasurer must be one of the officers who can sign all checks or drafts of the organization.
c. The Treasurer shall render at each general meeting a written account of the finances of the
organization and such report shall be physically affixed to the minutes of the Board of
Directors of such meeting.
d. The Treasurer shall ensure that all financial records are to be available for audit by the
Finance Committee.
e. The Treasurer shall be responsible for ensuring that all Federal, State and Local tax
requirements are met and that all required forms are filed in a timely manner.
f. The Treasurer shall exercise all duties incident to the office of Treasurer.
g. The Treasurer shall oversee the Finance Committee and other such committees assigned
by the Board of Directors.
h. The Treasurer shall be bonded. The Board of Directors will determine the amount of the
bond, which may differ from that of the other officers. The premium to be paid by the organization.
8. Officers, by virtue of their office, shall be members of the Board of Directors.
9. No officer shall for reason of their office be entitled to receive any salary or compensation.
10. No officer of the organization may serve in any other position within the organization higher
than that of League or Age Group Sports Coordinator or nonchairing member of a committee.
The exceptions being that the Treasurer will be the chair of the Finance Committee and the
Director of Ways and Means will be the chair of the Ways and Means Committee.
ARTICLE IX FINANCIAL OPERATIONS
1. The Board of Directors shall hire and fix the compensation of any and all employees that they
in their discretion may determine to be necessary for the conduct of the business of the organization.
2. An annual budget shall be prepared by the incoming Board of Directors and presented for
approval by the membership at the February meeting. Appropriations shall, except in the case of
an emergency, be held within the structure of the budget. The Finance Committee shall be
responsible for evaluating budget versus actual performance and documenting discrepancies.
3. All appropriations outside of the approved budget must have a majority vote of members
present at the meeting at which the appropriations are acted upon.
4. All checks over the amount set by the current Finance Committee policy must be signed by
two officers.
5. An annual audit will be performed by an outside public accounting agency. The results of the
audit will be presented to the President.
ARTICLE X COMMITTEES
1. The Board of Directors shall approve all committee appointments of this organization and their
term of office shall be for a period of one year, or less, if sooner terminated by the action of the
Board of Directors.
2. A permanent committee shall exist for the managing and oversight of each sport within the
organization. The commissioner for a particular sport will be the chair of that sport’s committee.
The members of the committee will typically be the league coordinators, and in some cases
coaches, for that sport. The committee members will be appointed by
the sport commissioner and are subject to annual approval by the Board of Directors.
The committee will be responsible for setting and documenting the policies of that sport.
The resulting policy is subject to the approval of the Board of Directors.
3. A permanent committee shall exist to oversee the financial operations of the organization.
The Treasurer will be the chair of the Finance Committee. The committee members will be
appointed by the Treasurer and are subject to annual approval by the Board of Directors.
This committee shall review and approve or reject the budgets submitted by
each of the sports within the organization. The committee will be responsible for
reviewing, revising, setting, and documenting the Financial Policy of the organization. The
resulting policy is subject to the approval of the Board of Directors.
4. A permanent committee shall exist to oversee the fund-raising, concessions and community
outreach operations of the organization. The Director of Ways and Means will be the chair of the
Ways and Means Committee. The committee members will be appointed by the Director of
Ways and Means and are subject to annual approval by the Board of Directors.
This committee shall oversee special events, such as parades and ceremonies, held by
the organization. The committee will be responsible for reviewing, revising, setting, and
documenting the Fund Raising and Concession Policy of the organization.
The resulting policy is subject to the approval of the Board of Directors.
5. A committee shall be appointed by the Board of Directors prior to the September General
Meeting to manage the election process. The Election Committee will be responsible for overseeing
nominations, managing the election process, counting ballots, and certifying the election results.
The signed copy of the election results will be affixed to the minutes of the
November General Meeting. The committee will disband after the election has been completed.
6. A committee shall be appointed by the Board of Directors every third year, or sooner if the
Board of Directors deems necessary, to review the Bylaws. The Bylaws Committee shall present
any changes or modifications of the Bylaws to the membership for approval following the accepted
rules for amendments.
ARTICLE XI DUES
1. The dues of this organization shall be $0 per annum.
2. Membership may not be purchased and shall only be granted as outlined under Article III.
ARTICLE XII AMENDMENTS
1. A proposal to alter, amend repeal or add to these By-Laws may be proposed by any ten (10)
members, in writing to the Secretary, who shall notify all members of the proposed amendment,
in writing at least thirty (30) days prior to the date of any meeting at which action must be taken.
2. The proposal must be voted on at a meeting that is within sixty (60) days of the notification.
3. Voting members from at least twelve (12) households, in addition to the Board of Directors,
must be present at any meeting where an amendment will be voted on. A two-thirds vote of
the members present and voting, shall be necessary for adoption of the amendment.
4. In the event that the minimum number of members required to vote on a proposed amendment
is not present then the proposed amendment will be considered to have failed to be adopted.
5. Any proposed amendment that fails to pass will be considered null and void and will not
automatically carry to the next meeting, nor will it cause another special meeting to be required.
If the sponsors of the proposed amendment wish to continue to pursue the amendment they will
need to begin the process anew.
6. The addition or removal of a sport shall be governed by the accepted amendment rules.
Prior to the voting on the addition of a new sport the sponsors must present to the Board of
Directors the following required items: An operating budget including any known startup costs,
a proposal for field or gym usage including a sample practice and
game schedule, a management hierarchy of the sport including
all positions under the commissioner and any support staff. When
the Board of Directors has determined that the above requirements have been
met they will put the proposal before the membership for a vote. The
Board of Directors may also render an opinion as to whether or not they feel
the sport should be added. If the new sport is approved by the membership then
the Board of Directors shall appoint a commissioner to oversee that sport. This
commissioner will immediately become a member of the Board of Directors with
all rights and privileges equal to that of the other sports commissioners.
7. These Bylaws shall be reviewed by a Bylaw Committee, appointed by the Board of Directors,
every three (3) years, or sooner if the Board of Directors deems necessary.