DEER VALLEY LITTLE LEAGUE CONSTITUTION

P.O. Box 11120 Glendale, AZ 85318-1120

Deer Valley Little League ID# 403-02-10

ARTICLE 1 – NAME

This organization shall be known as the Deer Valley Little League, hereinafter to as “local league”.

ARTICLE II – OBJECTIVE

SECTION 1

The purpose of the local league is to assist in the area of child development through recreational baseball. Our primary goals are to have boys and girls learn the game of baseball, to follow rules, develop teamwork skills and become leaders in the community.

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 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 does not participate in intervene in any political campaign on behalf of any candidate for public office.

ARTICLE II – MEMBERSHIP

SECTION 1

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:

• Player Members. Any player candidate meeting the requirements of Little League Regulation IV shall be eligible to compete for participation.
• Regular Members. A member shall be either be either:
• A. all current managers, coaches, volunteer umpires, board members, team business managers/previously team mom or dad, volunteer maintenance workers, volunteer concessions workers. In order to be considered a volunteer you must participate in at least 5 games in the regular season at your volunteer position.
• B. Then anyone else that would like to be a member must pay an annual $5.00 membership fee. 
• Only Regular Members in good standing are eligible to vote at General Membership meetings. All officers, Board Members, Committee Members, Managers, Coaches, Volunteer Umpires and other elected or appointed officials are automatically active Regular Members in good standing. Any new board member voted in will not be eligible to vote until the next regular meeting.
• Honorary Members. Any person may be elected an Honorary Member by unanimous vote of all directors present at any duly held meeting of the Board of Directors but shall not have rights, duties or obligations in the management or property of the local league. 

SECTION 3

Suspension or Termination. Membership may be terminated by resignation or action of the Board of Directors as follows:

• The Board of Directors, by 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 and Coaches, when the conduct of such person is considered detrimental (detrimental shall be defined on a case by case basis as determined by the board) 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 the opportunity to appear at the meeting to answer such charges.
• The Board of Directors shall, in case of 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 advisor, with the Player before the Board of Directors or a duly appointed committee of the Board of Directors. He Player’s parent(s) or legal guardian(s) may also be present. The Board of Directors shall have the 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 1

Definition. A General Membership Meeting is any meeting of the membership of the league. A minimum of one per year is required. Opening day ceremonies and closing ceremonies is automatically considered a General Membership Meeting as long as a quorum is present. 

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 (7) days in advance of the meeting, setting further 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.

SECTION 3

Quorum. At any General Membership Meeting the presence in person or representation by absentee ballot of 40 percent of the members shall be necessary to conduct business. Use of electronic voting may be used for general membership voting.

SECTION 4

Annual Meeting of the Members. The Annual Meeting of the Members of the local league shall be held once 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.

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 and his/her designee.
2. A general summery 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 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, objectives or persons to or for which such applications, appropriations or expenditures have been made.
5. The Members shall determine the number of Directors to be ensuing year and shall elect such number of Directors. The number of Directors elected shall not be less than six (6) and not more than twenty five (25).
6. 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 their duties on October 1. The Board’s team of officers shall continue until their successors are elected and qualified under this section.
7. The Executive Officers of the Board of Directors shall include at a minimum, the President, one or more Vice Presidents, Chief Player Agent, Treasurer, Secretary or Safety Officer. The total number must not exceed five.

ARTICLE V

SECTION 1

Authority. The management of the property and affairs of the local league shall be vested in the Board of Directors.

SECTION 2

Vacancies. 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 Board Meeting or at any Special Board Meeting called for that purpose.

SECTION 3

Board Meetings, Notices 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.

• The President or the Secretary may, whenever they deem it advisable, or the Secretary shall, at the request in writing of any Director, issue a call for a Special Board Meeting. In the ease of Special Board Meetings, such notice shall include the purpose of the meeting and matters not stated shall not be acted upon at that meeting.
• Notice of each Board Meeting shall be given by the Secretary personally, electronically, or by mail to each director at least two (2) days before the time appointed for the meeting to last recorded address of the Director.
• Fifty-One percent (51%) of the members of the Board of Directors shall constitute a quorum for the transaction of business. If a quorum is not present, no business shall be conducted.
• 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.

SECTION 4

Duties and Powers. The Board of Directors shall have the power to appoint such standing committees as it shall deem appropriate and 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 meeting 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. Officer or Committee Member of the local league in accordance with the procedure set forth in this constitution.

ARTICLE VI – DUTIES AND POWERS OF THE BOARD

SECTION 1

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 must be elected members of the Board of Directors.

SECTION 2

President. The President shall:

• Conduct the affairs of the local league and execute the policies established by the Board of Directors.
• Present a report on the condition of the local league at the Annual Meeting.
• 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.
• Be responsible for the conduct of the local league in strict conformity to the policies, principals, rules and regulations of Little League Baseball Inc. as agreed to under the conditions of the charter issued to the local league by that organization.
• Investigate complaints, irregularities and conditions detrimental to the local league and report them to the Board or Executive Officers as circumstances warrant.
• Prepare and submit an annual budget to the Board of Directors and be responsible for the execution thereof.
• With the assistance of the Chief Player Agent, examine the application and support proof of-age documents for 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:

• Perform the duties of the President in the absence of the President. When so acting, the Vice President shall have all the powers of that office.
• Perform such duties from time to time that may be assigned by the Board of Directors or by the President.

SECTION 4

Chief Player Agent. The Chief Player Agent shall:

• Record all player transactions and maintain an accurate and up-to-date record thereof.
• Record and review applications for player candidates and assist the President in verifying residence and age eligibility.
• Conduct the tryouts, the player draft and all other player transaction or selection meetings.
• Prepare the Player Agent’s Lists.
• Prepare for the President’s signature and submission to Little League Headquarters, team rosters, including players claimed and tournament eligibility affidavit.
• Notify Little League Headquarters of any subsequent player replacement or trades.

SECTION 5

Secretary. The Secretary shall:

• Be responsible for recording the activities of the local league and maintain appropriate files, mailing lists and necessary records.
• Maintain a list of directors and committee members and give notice of all meetings of the local league.
• Take minutes of all local league meetings noting pertinent information, these minutes must be archived electronically or in hard copy for a minimum of two years.
• Conduct all correspondence not otherwise delegated.
• Notify Directors, Officers and committee members of their election or appointment.

SECTION 6

Treasurer. The Treasurer shall:

• Receive all monies and securities; deposit same in a depository approved by the Board of Directors.
• Keep records for receipt and disbursement of all monies and securities in the local league, including Auxiliary, approve all payments from allotted funds and draw checks therefor in agreement with policies established in advance of such actions by the Board of Directors.
• Prepare an annual budget, under direction of the President, for submission the Board of Directors at the Annual Meeting.
• Prepare an annual financial report for submission to the Membership and Board of Directors at the Annual Meeting, and to Little League Headquarters.
• Prepare income tax returns for submission to the taxing authority (Internal Revenue Service and Arizona Department of Revenue). The tax return is due on February 15^th of the year following the fiscal year end.

SECTION 7

Safety Officer. The Safety Officer shall:

• Be responsible to create awareness, through education and information, of the opportunities to provide a safer environment for youngsters and participants of Little League Baseball.
• Develop and implement a plan for increasing safety of activities, equipment and facilities through education, compliance and reporting.
• Complete the Little League Safety Report (ASAP) and submit to Little League Baseball, Inc.

SECTION 8

Termination/Removal from Board

1. Absence from board meetings without just cause and/or no prior notice will result in board reprimanding or removing said board member.

a. Just cause will be considered and voted on in each case of absence

Non Participation

1. Failure to fulfill the duties defined within your job title.  Failure to participate in board member duties outside of title such as BMOD (Board Member on Duty) registration, opening day, closing day, field day.

ARTICLE VII – AFFILIATION

SECTION 1

Charter. The local league shall annually apply for a charter from Little League Baseball, Inc. 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 Regulation. The Official Playing Rules and Regulations as published by Little League Baseball Inc., Williamsport, PA, shall be bonding on this league.

SECTION 3

Local Rules and/or Bylaws. The local rules and/or bylaws of this local league shall be adopted by the Board of Directors at the 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 and Regulations and Policies of Little League Baseball, Inc., nor shall they conflict with this Constitution. The local rules and/or bylaws of the local league shall expire at the end of each fiscal year, and are not considered part of this Constitution.

ARTICLE VIII – FINANCIAL AND ACCOUNTING

SECTION 1

Authority. The Board of Directors shall decide all matters pertaining to 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 well give no individual or team an advantage.

This will be done but not limited to the following:

• Contributions: The Board of Directors shall not permit the contribution of funds or property to individual teams but shall solicit funds for the common treasury of the local league.
• Solicitation: The Board shall not permit the solicitation of funds in the name of Little League Baseball unless all of the funds so raised are placed in the local league treasury.
• Disbursement of funds: 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, Inc. A detailed account of all disbursements shall be kept by the Treasurer.
• Compensation: No Director, Officer or Member of the local league shall receive, directly or indirectly, salary or compensation from the local league for services rendered as Director, Officer or Member.
• Deposits: All monies received, including Auxiliary funds, shall be deposited to the credit of the local league account at the financial institution the local league has voted on (currently Bank of America).

SECTION 2

Fiscal Year. The fiscal year of the local league shall begin on October 1 and shall end on September 30.

ARTICLE IX – OTHER COMMITTEES

SECTION 1

Nominating Committee.   The Board of Directors may appoint a Nominating Committee consisting of three (3) Directors and other appointed Regular Members.  The Committee shall investigate and consider eligible candidates 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

Membership Committee.   The Board of Directors may appoint a Membership Committee consisting of three (3) Directors and other appointed Regular Members.  The Committee shall receive names of prospective Honorary, Sustaining and Regular Members, investigate for eligibility and recommend those qualified for election at the annual, regular or any special meeting of the Members of the Board of Directors as the case may be.

SECTION 3

Finance Committee.  The Board of Directors may appoint a Finance Committee consisting of not less than three (3) nor more than five (5) Directors. The Treasurer shall be an ex-officio member of the Committee.  The committee shall be responsible for proposing an annual budget to the board.

SECTION 4

Grounds Committee. (Under the Direction of VP of Operations) The Board of 

Directors may appoint a Grounds Committee which shall be responsible for the care and maintenance of the playing field(s), buildings and grounds. It shall operate within the amount appropriated in the approved budget for that purpose.

SECTION 5

Playing Equipment Manager. The Board of Directors shall appoint a Playing Equipment manager which shall secure bids on needed supplies and equipment and make recommendations for their purchase to the Board.  The Playing Equipment Manager 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. Shall be responsible for all uniform ordering.

SECTION 6

Managers Committee. The Board of Directors shall appoint a Managers Committee consisting of the President, Chief Player Agent, Divisional Player Agent and two (2) Directors. The Committee shall interview and investigate prospective managers and coaches collectively, 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. It shall, at the request of the President or Board of Directors, investigate complaints concerning managers and coaches and make a report there of 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 three (3) Directors and other appointed Regular Members. The Committee shall recruit, interview and recommend to the President for appointment a staff of umpires, including a chief umpire and replacements. When appointed, the staff of umpires shall be under the personal direction of assisted by the Chief Umpire who shall train, observe and schedule the staff.

SECTION 8

Auxiliary Committee. The Board of Directors may appoint an Auxiliary Committee consisting of the League Treasurer and two (2) other Directors and other appointed Regular Members.  The Committee shall coordinate the activities of the Auxiliary. It shall review and evaluate auxiliary projects for raising money and disposition of profits, and make recommendations to the Board. The Board of Directors shall approve in advance all projects and actions of the Auxiliary.

ARTICLE IX – AMENDMENTS

This constitution may be amended, repealed or altered in whole or in part by the majority vote at any duly organized meeting of 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, Inc. for approval before implementation.

Little League Baseball does not limit participation in its activities on the basis of disability, race, creed, color, national origin, gender, or religious preference.