Trafford Level Green Athletic Association

By-Laws

 Article I

Name

The name of this organization is the Trafford Level Green Athletic Association, herein after referred to as TLGAA.

 Article II

Mission Statement

The purpose of the TLGAA is to support and enhance the baseball/softball program within the community by providing an opportunity for all children to participate in our program. 

In addition, through an atmosphere of friendly competition, it is our objective to promote to the youth of our organization the values of:

 Article III

Membership

Membership in the TLGAA will be granted not only to each player’s parent(s), but also to any adult who is interested in supporting the TLGAA. All are asked to become active participants in the TLGAA by extending their time and services when called upon.

Any child meeting the requirements as to age and residence shall be eligible for membership. Any adult meeting the residence requirements is eligible for membership.  Residence eligibility extends to those residing within the jurisdiction of the Penn Trafford School District.   

Any non-resident child or adult having an active interest in the TLGAA may be invited by the Board of Directors to become a member with a majority approval of the Board of Directors. 

Any member of the Board of Directors shall have the authority to recommend suspension of any member whose conduct is considered detrimental to the best interest of the TLGAA.  A suspension and the duration of the suspension will be decided by a majority vote of the Board of Directors.    

Article IV

Government

The Board of Directors of the TLGAA shall include the:

• President
• Vice-President
• Secretary
• Treasurer
• Commissioner (s)
• Concession Coordinator
• Equipment Manager
• Athletic Director
• Field Manager

All material decisions pertaining to the By-Laws, policies and procedures of the TLGAA require a majority vote of the Board who are present at the meeting when the vote is taken. A quorum of the Board is required for any vote to be valid. If there is a tie, the president’s vote will prevail.  If there is more than one Board member per Position (i.e. Co-Officers), that Position is entitled to remit only one collective vote (for, against, abstain). 

The supervision of ALL matters relating to the TLGAA will be the responsibility of the Board of Directors.   

Each Board member will be elected to a (1) year term, beginning January 1^st of the New Year.  All officers may be re-elected.  Any active member of the TLGAA, in good standing, shall be eligible for election to the Board.  The Board is responsible for preparing a slate of Post candidates for nomination at the September meeting.  Elections for the coming year will take place at the October meeting.  Board members seeking re-election must abstain from voting for the Post they seek election to.  Special elections may be held during the year to fill vacated Board positions.  The Board will decide which Board positions are necessary. 

Article V

Duties of Officers 

President

The President will preside at all meetings and will oversee all TLGAA functions and Post activities.  The President shall have the power to call special meetings when necessary and shall have direct supervision in all matters pertaining to TLGAA. 

Vice-President

The Vice-President will preside at all TLGAA meetings in the absence of the President.  The Vice-President will assist the President in overseeing all TLGAA functions and Post activities.  It shall be the duty of the Vice President to assist the President in the performance of the duties of his/her office, and officiate for him/her in their absence, at which time the Vice President shall be vested with the full powers of the President and subject to all the duties of the office. 

Secretary

The Secretary will:

• Record the minutes of all meetings and will have these minutes available for disbursement at the next meeting. 
• Keep a record of attendance of Board Members at each meeting.  In the absence of the Secretary, it is the responsibility of the President or Vice-President to compile a list of Board attendees to give to the Secretary. 
• Be responsible for maintaining copies of all correspondence and for compiling a list of names, addresses, and phone numbers of all TLGAA members. 
• Prepare a list of Team Rosters, from information received from the Commissioner (s), to be distributed to the Board, Team Managers, League Officials, etc. 
• Maintain a file of birth certificates received
• Coordinate sign-ups, picture day and picnics.
• Background Checks

All TLGAA membership forms and monies will be first given to the Secretary.  Once the Secretary records the memberships, the dues money will be turned over to the Treasurer.   

Treasurer

The Treasurer will be responsible for:

• Depositing all TLGAA monies in a recognizable bank in the name of TLGAA. 
• Maintaining a P.O. Box in the name of the TLGAA to receive correspondence. 
• Keeping accurate records of expenditures and deposits.
• Paying all TLGAA bills in a timely manner. 
• Keeping all insurances current. 
• Preparing a yearly budget to be approved by the Board.
• Overseeing all aspects relating to the financial well being of the TLGAA.
• Maintaining financial records according to acceptable accounting principles.  
• Developing means of fund raising funds to help meet the yearly budget as set forth by board.
• To secure team sponsors, banner advertisements, concession donations, and other modes of income.
• Having a financial status report available at each meeting.
• Producing the checkbook and other pertinent financial data when asked by the Board.
• Assist with sign-ups.

Note: Each Post that requires a budget is responsible for preparing a budget for their department and remitting it to Treasurer before the start of each season.   

Equipment Manager

It shall be the duty of the Equipment Manager to:

• Ensure that all teams have necessary equipment.
• Issue and keep a roster of those who have been issued equipment and who have returned his/her equipment each season.
• Maintain, replace and/or repair damaged equipment. 
• Maintain an adequate supply of equipment, especially bats and balls for said season, in such a manner that no team or individual has an advantage as to equipment issued by the TLGAA.
• Inventory equipment.
• Coordinate all matters relating to uniform ordering and issue.
• Prepare a yearly budget and remit it to the Treasurer before the start of the season. 

Note:

• Equipment will be issued each and every season. No coach will be permitted to keep his/her equipment.
• The Equipment Manager is not responsible for retrieving equipment from each coach.  If a coach does not return his/her equipment at the end of the season, he/she will be under review for next season for their prospective position.

Field Manager

It shall be the duty of the Field Manager to:

• Ensure that equipment and tools are in good order and that the necessary equipment and tools are available at each site to prepare field(s) for games and practices.  Including but not limited to; mowers, trimmers, rakes, shovels, brooms, liners, etc.
• Ensure that supplies are available at each site to prepare field(s) for games and practices. Including but not limited to; field marker, rapid dry, field mix, gasoline for gas powered equipment, etc. 
• Periodically inspect fences, back stops, bleachers, dug out areas, infield/outfields, bases, mounds, plates and all areas associated with the fields being used-looking for items/areas that require repair or maintenance.  
• Schedule, coordinate and oversee field maintenance days. 
• Prepare a field maintenance schedule before the start of each season with Board approval.
• Prepare and submit a budget to the Treasurer before the start of the season.
• Coordinate field usage and maintenance with municipal and/or school officials.

Concession Stand Coordinator

The Concession Stand Coordinator is responsible for all aspects relating to the TLGAA concession stands, including but not limited to:

• Purchasing all goods and supplies needed for the TLGAA concession stands.
• Developing policies and procedures to help maintain the concession stands and surrounding area in a clean and safe order.
• Scheduling opening and closing maintenance days.
• Making food and beverage information signs.
• Appointing a concession leader from each team that will be responsible for scheduling concession help for their team Home dates. 
• Meeting with the team concession leaders to instruct and inform them of concession policies and procedures.
• Concession pricing and products, with Board approval.

The Concession Stand Coordinator will:

• Prepare and submit a budget to the Treasurer before the start of the season. 
• Work with the Treasurer to develop policies and procedures for accounting of concession income and expenses. 

Softball/Baseball Commissioner

The duties of the Commissioner shall be:

• To make sure that all teams have a Head Coach and Assistants.
• To refer protests involving rules interpretation to the Board of Directors.
• To inform any Manager, Coach or player to discontinue any action which he/she deems unsafe or detrimental to TLGAA. 
• To supervise and validate the player draft (s). 
• To provide the Secretary with a coach and player roster of each team.
• To handle any protest concerning judgment calls or obvious baseball/softball rule decisions.
• To organize and oversee TLGAA sponsored tournaments, with assistance from the Board and coaches.
• To represent the TLGAA at league meetings.

• To remove a Head Coach and name his/her replacement, with Board approval, for actions deemed detrimental to the TLGAA.  Such actions will include the failure of a Head Coach to attend mandatory monthly coaching meetings.

Athletic Director

This position centers on field usage and field availability, during the season and tournaments, The responsibilities of this position include:

• To coordinate all field usage for season games, practice, rainouts, and tournaments.

• To obtain necessary authorization for the use of the fields.

• To organize, coordinate, and oversee in-house TLGAA sponsored tournaments.

• To provide the Commissioner (s) with a list of outside tournaments that TLGAA  tournaments teams can enter.

• To contact other organizations to play in TLGAA sponsored tournaments (s).

• To coordinate and oversee opening day.

Note: To assist the Commissioner, a member of  the TLGAA will be appointed by the Board to coordinate all game and practice field usage.  The Commissioner will oversee this position.  This is a non-voting position. 

Article VI

Meetings

Board meetings will be held monthly from January through November.  The TLGAA Board will determine the date, time and location of the meetings.  The Board can amend the date, time and location of the meetings, if necessary.  Special meetings may be called by the President or upon the request of at least three (3) Board members.  

The Secretary will note attendance of coaches at these meetings.  A coach must attend meetings to maintain coaching positions.  All meetings will follow informal Roberts Rules of Order. 

All meetings will be conducted in an orderly fashion.  Every person in attendance will be given an opportunity to voice his/her opinion. 

Article VII 

Choosing Coaches

• At player sign-ups, those interested in Head Coach and Assistant Coach positions will be given the opportunity to sign-up as coaching candidates.
• Head Coach’s will be selected by majority vote of the Board, for each season, following sign-ups and after the number of teams has been set. 
• If a Head Coach candidate is on the Board, he/she cannot vote for that coaching position. 
• Team Managers will choose their Assistant Coaches, with Board approval, from the list of coaching candidates obtained at sign-ups.  The Commissioner will notify the Head Coach of the results of the vote.
• Each team will have a Head Coach, up to two (2) Assistants and a Scorekeeper.  NO EXCEPTIONS.

Head Coach Criteria

The Board, to help determine who should be a Head Coach, should objectively consider the following criteria:

• Coaching experience
• Knowledge of the game of baseball
• Ability to instruct players on proper fundamentals and techniques
• Ability to organize
• Ability to motivate players in a positive manner
• Availability
• Overall attitude and demeanor
• Overall conduct and sportsmanship
• Involvement and dedication to the organization
• Ability to communicate with players, parents and other coaches

All Star/Tournament Head Coach

• The Commissioner will appoint, with Board approval, All Star and Tournament Head Coaches using the Head Coach Criteria as a basis for selection.
• If possible, a Head Coach should be/have been a Head Coach during the regular season.
• The Head Coach will pick his assistants, with the approval of the Commissioner.
• The Commissioner will bring any disputes to the Board for rectification.

Note: The goal is to have the most qualified and appropriate person in each Head Coach position.  

Player Draft

• Players will be ranked by ability, per a ranking system that is accepted by the Commissioner(s).  This ranking system will be derived with input from Head Coaches, Assistants, the members of the sub-committee for Player/Coach Development, and others deemed qualified by the Commissioner.
• The Commissioner(s) will oversee the draft and help to maintain competitive balance.
• The Commissioner(s) has final word on the validity of the draft.
• Once teams are established there will be no swapping of players.
• On a case-by-case basis, players can only “play-up” one age group and only with approval of the Commissioner.  In making his decision, the Commissioner will consider such factors as; playing ability, safety, and the number of players in the above age group.  In addition, the Commissioner will compile a list of players that Head Coaches can “call up” to play in emergency situations (i.e. not enough players).
• The Commissioner will bring any dispute to the Board for rectification.

All Star/Tournament Player Selection

·        All players will be asked if they would like to be considered for All Star/Tournament play.   Players will be asked for dates of availability prior to the selection process. 

• Head Coaches, Assistants, and the Sub-Committee for Player/Coach Development will rank players based on their yearly performance and team attributes.
• The Head Coach and his Assistants will be responsible for picking team players, with approval of the Commissioner.
• The Commissioner will bring any disputes to the Board for rectification.   

Head Coach Duties:

• To conduct oneself in a proper manner.
• To teach and instruct any player on his/her team with regards to good sportsmanship, fair play and fun.
• Not to use profanity or lewd gestures.
• Not to belittle, harass or charge any umpire, opposing manager, parent or player for any reason.
• To collect all TLGAA issued property (including keys) and return to the Equipment Manager at the end of the season.
• To ensure that birth certificates are collected from each player prior to the start of the season.  The Head Coach is responsible for delivering a copy of any birth certificate received to the Secretary. 
• To attend all scheduled games, practices, and field maintenance days.
• To ensure the Home field is prepared for game time.
• To ensure that the opposing Head Coach and Umpire are contacted in a timely manner when a scheduled game is called off, per league requirements.
• To run effective, efficient and safe practices.
• To treat each player fairly and with respect.
• To attend mandatory monthly Coaches meetings, or have an Assistant represent him at each meeting.  Failure to do so shall be cause for removal from coaching duties as deemed necessary by the Commissioner.
• To communicate to the parents your goals and objectives for the coming season.
• To assist the Field Manager, as deemed necessary by the Board.

Article VIII

Financial Responsibility:

The Board shall decide all matters pertaining to the financial expenditures of the TLGAA.   

Equality

The Board will not permit favoritism among teams and endeavors to equalize the benefits of the TLGAA.   

Article IX

By-Laws Amendments

These by-laws, or any section thereof, may be amended or repealed by a vote of the Board.  Any proposed additions or deletions must be presented to the TLGAA Board at two (2) consecutive regular monthly meetings.  A vote will be held at the second meeting.

Article X

Player/Coach Development

A committee will be formed and maintained, from year to year, for the following purposes:

• To enhance player skill development through specialized clinics. 
• To hold an annual coaches clinic.
• To periodically review TLGAA policy for player and coach selection, for both regular season and tournament play.  Recommendations for changes are to be submitted to the Commissioner. 
• To assist with player rankings for player draft and all star/tournament selection.

The Board will appoint committee members from TLGAA active membership.  This committee is not a voting Post.   

Article XI

Background Clearance (s)

For the security and safety of our children and our organization all Board members, Head Coaches, Assistants, and Scorekeepers shall be required to remit, to the Board, criminal and child abuse history clearances to maintain leadership positions.  The Board will decide how long clearances are valid.  The Secretary will maintain a copy of these records.   

Article XII

Bereavement

TLGAA will acknowledge the death of an immediate family member, which will include a parent, a brother, or a sister of any TLGAA Player, Coach or Board member.  TLGAA will donate $50 to the charity designated by the deceased person’s family or the monetary contribution may be used by family wishes. 

Article XIII

Dissolution Statement

Upon the dissolution of the TLGAA, after paying all liabilities of the association, the Board shall, dispose of all assets of the TLGAA exclusively for the purposes of the association in such a manner, or to such organization or organizations organized and operated exclusively for charitable or educational purposes as shall at the time qualify as an exempt organization or organizations.