Waldorf Wildcats By-Laws

CONSTITUTION & BYLAWS

WALDORF YOUTH SPORTS, INC.

A Non-Profit Organization

 

Table of Contents

 

Article 1: Name, Purpose, Organization and Membership

 

Article 2: Governance

 

Article 3: Finance

 

Article 4: Duties of Officers, Directors and Other Key Personnel

 

Article 5: Memberships

 

Article 6: Amendments

 

Article 7: Registration

 

Article 8: Coaches & Coaching Regulations

 

Article 9: Players, Rosters & Teams

 

Article 10: Code of Conduct

 

Article 11: Policies & Procedures

 

Article 1: Name, Purpose and Organization

 

1.1 The name of the Organization shall be Waldorf Youth Sports, Inc., for purposes of abbreviation, acceptable names herein shall be the “Wildcats”, “WW”, or “WYS”. 

 

1.2 Waldorf Youth Sports, Inc. (the Organization) may conduct business as Waldorf Wildcats,

Waldorf Youth Sports, Inc. 

 

1.3 The Team Colors of the Organization shall be Red, Black, Gold Yellow, and White.

 

1.4 Waldorf Youth Sports, Inc. is a non-profit organization exempt from taxation under Section 501C(3) of the Internal Revenue Code.

 

1.5 It is the policy of this Organization not to discriminate or tolerate discrimination on the basis of race, sex, age, religious beliefs, or physical handicap.

 

1.6 The mailing address shall be P.O. Box 1230 Waldorf, MD 20604 unless otherwise designated

by the executive board.

 

1.7 Waldorf Youth Sports, Inc. is a member of the Southern Maryland Youth Athletic Conference (SMYAC) and operates within the League Rules and Bylaws of the SMYAC.

 

1.8 The purpose of Waldorf Youths Sports, Inc. shall be to promote youth boys’ and girls’ sports in the southern Maryland area and to further promote the development of leadership, character, sportsmanship, tolerance, discipline and athletic ability, and to nurture youth fitness, volunteerism, and a lifelong love of sports. The organization was called Waldorf Youth Sports, Inc. as an open option to include other youth sports at a later time if it is desired and voted on by the Board of Directors and membership as noted in the terms of an Amendment section of these By-Laws. At which time all Charles County Parks applications and rules would apply. The organization is organized exclusively for charitable, scientific and educational purposes, more specifically to provide sports participation and youth services for the youth of Southern Maryland.

1.9 Mission Statement

a)      Our organization will make every effort to make sure that every child with the desire to participate gets the opportunity to play or cheer, without regard to prior experience, athletic ability or size.

b)      We are committed to instilling Honesty, Loyalty, Integrity, Teamwork, Discipline,
Sportsmanship, Respect, Leadership, Trust, Commitment, and the importance of Education in our young participants.  We believe these values and virtues are important to their growth
and to them becoming active members of our community and society.

c)      We will instill in our youth the challenge of competition, the joy of victory, the reality of defeat, the importance of commitment and community service.

d)      These goals will be achieved through organizing our dedicated volunteers, caring parents, and business associates who wish to partner with our great youth sport program.

 

Article 2: Governance

2.1 The governance of the Organization shall be vested in the Board of Directors. The Board of Directors of the Organization shall consist of the following thirteen (8) elected or Presidentially appointed people; each to serve a two or four year term

President, Administrative Executive, Financial Executive, Technology Director, Football Director, Cheerleading Director, Equipment Director, Fundraising/Volunteer Director.  The Executive Board will consist of the President, Administrative Executive, and Financial Executive, each to serve a term of four years and they shall be considered officers.

 

2.2 In all instances of governance not outlined within the Constitution & Bylaws of the Organization, Roberts Rules of Order shall be the governing document unless otherwise noted.

 

2.3 The Board has the authority to appoint Ad Hoc, Standing Committees or Subcommittees that will aid

in the administration and facilitation of the business of the organization under the direction and guidance of the Board. Volunteers or appointees to WYS, Inc. ad hoc subcommittees do not possess the authority to vote at regular board meetings but may be required to present recommendations to the Board of Directors.

 

2.4    Election of Officers 

Elections will generally be held in any month between November and February. The Executive Officers will serve a term of four years and each Director will serve a two-year term, at which time elections will take place to replace or renew.  

Members of Waldorf Youth Sports in good standing (with no outstanding debt) will be able to submit a letter of intent to run for a particular office. Letters of intent will be due by the end of October. Notice of this process will be posted on the league website and or league email blasts.

The Executive Board will review all letters and will narrow the applicants down to two (2) candidates per office. The narrowing process will be based on the reputation, experience, and level of commitment of the applicants.  Applicants for the Executive board must have at least two years of active membership in Waldorf Youth Sports and two years additional years of general board member experience within Waldorf Youth Sports.  Applicants for general board member positions must have two years active membership in Waldorf Youth Sports.   Active membership consists of but not limited to volunteering as a coach/assistant coach, team mom and/or team manager. 

The election will serve as the Annual General Membership meeting as stated in the WALDORF WILDCATS By-Laws. All election rules and regulations pertaining to elections and membership will apply. After the conclusion of the election, the winners will be posted on the website. They will serve a two year term on the general board.

2.5 Officers may only be removed from office by a unanimous vote of the Board of Directors, but Officers being considered for removal from the board may not partake in a vote for his/her removal from office.

a)     Executive Board members shall remain in their position unless asked to vacate the position for unseemly conduct injurious to the organization.  The process of removal shall begin with a motion by any board member and conclude with a unanimous vote by board of directors.

b)    Should the President be removed from his/her position the Executive Board shall appoint a new President.  The Executive board will randomly select a general board member to participate in the consideration of a Presidential replacement should there be a split decision. Should the President elect to vacate his position he will elect a successor to be approved by the executive board unanimously.

c)     Should the Administrative Executive or Financial Executive be removed or elects to resign their position, the President has the authority to assign an inheritor with an executive board unanimous vote.   

c)     Any executive board member appointed by the President will begin their 4 year term at the time of appointment, no matter the odd or even year.

d)    Any other Board Member may be removed by a majority vote of the Board of Directors whenever the best interest of the organization would be compromised by that individual being detrimental to the growth, reputation, or overall benefit of the organization.

e)     Board members missing three meetings in any fiscal year without an excused absence from the President are subject to suspension and/or removal from the board by a majority vote of the Board of Directors.

f)     Said Board Member will be notified in writing of the suspension/removal vote.

g)    In the event of death, resignation or removal, a successor shall be selected by the Executive Board of Directors who shall serve the remainder of the vacant term. 

 

2.6 Regular Monthly Meetings of the Board of Directors shall be held at the central office of WYS or in any other reasonable public meeting facility. Notice to Officers may take place via the Organization’s Official Web Site, via e-mail, U.S. Mail, facsimile, or any other reasonable and accessible mode of communication. Regular monthly board meetings will be held on the third Thursday unless otherwise scheduled by the President or Administrator.

a) A quorum (three-fourths) of Officers must be in attendance in order to vote on any matter, except when otherwise noted herein, at all Regular, Special or Emergency Board Meetings.

 

2.7 Minutes of meetings shall be kept on file and archived by the Administrator. 

 

2.8 No person shall hold more than one office; however, to continue proper flow of business, one (or more) can assume the obligation of any unoccupied position until filled. 

 

2.9 The officers of this organization shall serve without compensation.

  

ARTICLE 3: Finance

 

3.1 A Business Checking and Savings account has been established and will be maintained. It’s the main depository of the organization funds. The admin executive and financial executive shall serve as executors of the WYS checking and savings account. The WYS board of directors shall oversee the dissemination or usage of funds. 

 

3.2 All checks require two signatures. The signatures of the Admin and FE must be on each check. Funds of the Organization in the amount of $500 or less, for the approved expenses, may be withdrawn from the bank by the FE, or Admin.

 

Savings accounts may be established to prepare to replace or purchase known and unknown sports equipment and supplies as needed. These funds may be obtained by creating a line item in the budget to be known as Reserve funds.

 

3.3 The Fiscal year of the Organization shall be the same as the calendar year January 1 thru December 31

3.4 the FE will maintain proper financial reports and receipts for tax and auditing purposes.

 

3.5 Any proposed expenditure over $1,000.00 shall require more than one bid presented to the

Board of Directors (e-mail is acceptable) prior to expense approval.  Petty cash will be used for purchases less than $300 incurred on behalf of WYS.  Prior approval from Financial Executive or Admin. Executive is needed for petty cash expenses.  A receipt from purchase will be required for reimbursement and person will also sign a receipt stating they have received funds for purchase from petty cash.

 

3.6   Upon the close of each fiscal year the FE will prepare all financial documents for tax filing purposes. A qualified certified public accountant shall be utilized for tax filing purposes. 

3.7  At the time of new appointment of Admin and or FE, the checking and savings accounts will be dissolved and reopened with the remaining balance under the newly appointed individuals.