Henderson PCMA: PCMA By-Laws

HENDERSON PEE-WEE

PARENTS, COACHES & MANAGERS ASSOCIATION

P.O. Box 454

Henderson, Kentucky 42419

ARTICLE I

The name of this organization shall be the Henderson Pee-Wee Parents, Coaches and Managers Association of Henderson, KY. In the following, it will be referred to as the “Association.”

ARTICLE II

The purpose or purposes for which the Association is formed are as follows:

Section 1. To operate, manage and sponsor baseball teams associated with the County of Henderson.

Section 2. Playing age for players participating is determined as of April 30 of playing year.

Section 3. To associate adult persons for the training and encouragement of the youth of the community to accept the ideals of honesty, courage and good sportsmanship and to develop highest qualities of character.

Section 4. To do all things necessary and proper to carry out and execute the above-named purposes of the Association.

Section 5. All income or increase from whatever source derived shall be used exclusively to operate and manage teams in the Association and to maintain and improve facilities and equipment the teams will use.

ARTICLE III

Project - To provide an opportunity for all eligible players to participate in a baseball program at their proper competitive level.

ARTICLE IV

The Members of the Association are to be managers, coaches, parents, guardians, or relatives of Henderson County players that are eligible to play as the Association specifies.

Section 1. Persons not meeting these requirements, but want to join and contribute actively to the support of the Association may petition the Board to be accepted.

ARTICLE V

Executive Committee

Section 1. The officers of the Association shall be President, Vice President, Secretary and Treasurer.

Section 2. The President, Vice President, Secretary and Treasurer shall be elected for a period of one (1) year.

Section 3. The Executive Committee of the Association shall be the officers, four League Commissioners, one (1) Parent Representative and one (1) Equipment Manager.

Section 4. The four League Commissioners, one (1) Parent Representative and one (1) Equipment Manager will be elected for a one (1) year period.

Section 5. The Executive Committee shall meet at the call of the President or any three (3) members of the Committee.

ARTICLE VI

Committees

Section 1. The President will direct the League Commissioners to select a Park and Field Maintenance Committee Chairman for their respective leagues. Each Committee Chairman will work, in cooperation with other Park and Field Maintenance Committee Chairmen to provide total park and field maintenance.

Section 2. The Vice President will be the Concession Committee Chairman.

Section 3. Special project committees will be appointed by the President.

Section 4. Standing committees carry only one (1) vote during Executive Committee meetings, even when more than one (1) person comprises that committee.

ARTICLE VII

Nominations and Elections

Section 1. Executive Committee members of the Association shall be elected in August. New officers may take office in August or day of election. New officers may take office immediately after the election if it is the desire of the outgoing officers and the will of the new officers.

Section 2. Nominations for officers shall be made by the Nominating Committee consisting of four (4) members with the immediate Past President as Chairman. The President will appoint three (3) members and a Chairman if the immediate Past President is unable to serve.

Section 3. The Nominating Committee shall prepare a slate showing the position to be filled and shall nominate from the membership of the Association one (1) name to be voted upon for each position. The nominee for President shall have served at least one (1) year on the Executive Committee.

Section 4. Additional nominations may be made from the floor. At the close of the balloting, the Nominating Committee, acting as tellers, shall retire, tabulate the votes and announce the officers and directors elected. When the slate is presented and there are no other nominations for any office, the President may ask for a verbal vote or by raising of hands.

Section 5. League Commissioners shall be elected from their respective leagues. Members may not vote for individuals outside of their league for the position of League Commissioner. Nominations shall be taken from the floor.

Section 6. Parent Representative nominations shall be taken from the floor.

Section 7. Vacancies in a position will be filled by vote by the remaining members of the Executive Committee.

ARTICLE VIII

Nomination and Selection of Managers

Section 1. A manager of a present team must nominate his successor in writing to the President. Anyone interested in managing or coaching must submit, in writing, his interest.

Section 2. The Executive Committee will vote to determine who manages or coaches.

Section 3. A manager shall retain his status until such time that he resigns in writing, or is replaced by a vote of the Executive Committee.

ARTICLE IX

Meetings

Section 1. The regular meeting of the Association shall be the first Monday of each month.

Section 2. The annual meeting of the Association shall be conducted on the first Monday of each November.

Section 3. A special meeting of the Association may be held upon call of the President, by his announcement in advance, at either a regular meeting or upon the giving of sufficient advance notice to the general membership by any practical means.

ARTICLE X

Dues and Fees

Section 1. There shall be no monetary dues for members of the Association except that full participation is expected from all members.

ARTICLE XI

Duties of Officers

Section 1. The duties of the Officers shall be such as are implied by their respective titles, and such as are specified by these By-Laws.

Section 2. The President shall be the Executive Officer of the Association and shall preside over all the meetings of the Association and Executive Committee. He shall head all standing committees and be ex officio member of the same without the right to vote. The President shall prepare in written form for presentation to the membership at the November meeting a report of activities of the Association during his tenure in office. He shall perform such other duties as usually pertain to the office of President.

Section 3. The Vice President, in the absence of the President, shall preside at all meetings of the Association and Executive Committee. He shall also perform such other duties as usually pertain to that office. He may also serve as purchasing agent of the Association. If he declines his assignment for a reason acceptable by the Association, his duty may be assigned to another member by the President.

Section 4. The Secretary shall keep the minutes of the meeting of the Association and the Executive Committee and maintain a list of members eligible to vote.

Section 5. The Treasurer shall receive all money due to the Association and shall pay all bills. The Treasurer shall keep an itemized account of all receipts and disbursements and present an oral report of the preceding month at each monthly meeting and a written report at each annual meeting. The President may request a written report at any time concerning the condition of the Treasury.

Section 6. All officers upon retiring from office, shall deliver to the President all monies, accounts, record books, papers or other property belonging to the Association.

ARTICLE XII

Policy Governing Non-Coaching Members

Section 1. After acceptance of rules governing coaching, non-coaching members should not approach directly any manager or coach as to the methods used.

Section 2 Non-coaching members should register any complaint, comment or grievance to the President in writing. The President then will refer the statement to the Grievance Committee for consideration and possible solution.

Section 3. Non-coaching members shall, at any function, act with courtesy and sportsmanship. They shall in no way reflect negatively upon the Association or the managing and playing groups.

Section 4. The President and Grievance Committee has authority to take disciplinary action if it is deemed necessary.

ARTICLE XIII

Policy Governing Managers and Coaches

Section 1. Coaching Members shall set high standards of examples of character and of sportsmanship at all times. Any Coaching Member failing to live up to accepted standards are subject to removal by a vote of the Executive Committee.

Section 2. After acceptance of rules governing Coaching Staff by the entire membership of the Association, it is mandatory that rules be followed throughout the duration of a coaching assignment. Any infraction of these rules may be questioned by any member, coaching or non-coaching, and referred to the President. At the President’s desire, he may refer the question to the Grievance Committee for study and recommended action. If disciplinary action is deemed necessary, it will follow.

ARTICLE XIV

Parliamentary Authority

Section 1. The rules of Parliamentary Practice comprised in Robert’s Rules of Order shall govern the proceedings of the Association, subject to the special rules which have been or may be adopted.

ARTICLE XV

Voting

Section 1. All motions, other than motions of amendment of the Constitution or By-Laws, submitted to the membership at any meeting, shall require an affirmative vote of a majority of all votes cast to become effective.

Section 2. A quorum consisting of ten (10) members shall be required for the consideration of any motion.

Section 3. Voting eligibility shall be dependent upon manifest interest in the Association. To be eligible to vote, a team representative or any Member of the Association must have attended a minimum of three (3) of the last five (5) monthly meetings.

Section 4. Each team representative, each eligible Member of the Association and each Executive Committee member shall have one (1) vote. If an Executive Committee member is a team manager, his vote will be his team’s vote.

Section 5. When a motion is made to change a rule or schedule that affects only a certain age league, only the teams in that affected league will be allowed to vote.

ARTICLE XVI

Amendment or Revision of By-Laws

Section 1. Amendments or revisions to the Constitution and By-Laws may be moved at the annual meeting of the Association. Such motion for amendment or revision shall thereafter be read by the Secretary to the Association at the next regular meeting and may then be submitted for vote by the membership. Amendments or revisions shall require an affirmative vote of two-thirds of all eligible voting members present at the meeting to become effective.

Section 2. A quorum consisting of ten (10) eligible voting members shall be present at any meeting in which an amendment or revision to this Constitution is moved, or voted upon.

ARTICLE XVII

Grievance Committee

Section 1. The Grievance Committee will consist of the four (4) League Commissioners and President.

Section 2. Members shall serve for a period of one (1) year.

Section 3. When a grievance and/or protest occurs, the League Commissioner from that respective league will be ineligible to vote.

ARTICLE XVIII

Field Maintenance

The Executive Committee shall hire individuals for grounds and building maintenance and concession stand manager and head umpire.

STANDING RULES

Standing Rules have the force of By-Laws and may be amended by a two-thirds vote of all eligible voting members present without advanced notice.

1. Coaches and Managers are not required to attend Executive Committee meetings but may attend with approval granted by the President.

2. The Executive Committee may request that Coaches and Managers attend for specific reasons.

3. The Executive Committee should study and recommend action, present to membership for approval and then take immediate action.

4. Rules and Operation and disciplining of each team should be prepared in advance of the season by the Manager and presented to Executive Committee for approval. After Executive Committee approval, if officially recorded, both parties, managers and members are bound to this agreement throughout the current season. No changes are to be made by either party without the Association approval. Any disagreement occurring should not be directed to manager or coaches but should be reported to the President and referred to the Grievance Committee for its consideration and recommendations.

5. Managers or coaches are not to play non-Henderson County players in scheduled or unscheduled games or use the Association equipment outside of area unless prior approval is given by the Executive Committee.

6. As soon as possible, after approval by the Executive Committee, each manager will present his Rules of Operation and Discipline to his team members and their parents or guardian.

7. Approved helmets shall be worn by the batter, on deck batter, and all base runners. Catchers must wear metal, fiber, or plastic cup-type supporters, plus all equipment necessary for safety in the position assigned. It is suggested that athletic supporter be worn by all players.

8. Registration fee schedule will be determined by the Association to meet current expenditures for the year. Cost of registration will be the same as preceding year unless voted on at a regular monthly meeting to increase fee.

9. Baseball teams are defined as follows:

a. Minor League - ages 7 and 8 year olds or upon completion of first grade.

b. Major League - ages 9 and 10 year olds.

10. No player can play on more than one (1) of the above listed teams.

11. Signed registration card together with fee must be submitted to the Association prior to try-out dates or no later than April 15^th. No player will be assigned to a team without signed registration card and registration fee.