EAST CHATHAM LITTLE LEAGUE CONSTITUTION
This organization shall be known as the East Chatham Little League, hereinafter referred to as "Local League.”
The objective of the Local League shall be to implant firmly in the children of the community the ideals of good sportsmanship, honesty, loyalty, courage and respect for authority, so that they may be well adjusted, stronger and happier children and will grow to be good, decent, healthy and trustworthy citizens.
To achieve this objective, the Local League will provide a supervised program under the Rules and Regulations of Little League Baseball and Softball, Incorporated. All Directors, Officers and Members shall bear in mind that the 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 which does not participate in or intervene in any political campaign on behalf of any candidate for public office.
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. Player Members shall have no rights, duties or obligations in the management or in the property of the Local League
Regular Members - Any adult person actively interested in furthering the objectives of the Local League may become a Regular Member upon election. The secretary shall maintain the roll of membership to qualify voting members. Only Regular Members in good standing are eligible to vote at General Membership Meetings. All Officers, Board Members, Committee Members, Coaches, and other elected or appointed officials must be active Regular Members in good standing.
As used hereinafter, the word "Member" shall mean a Regular Member unless otherwise stated.
Note: Regular Members of the league automatically include all current Coaches, Board Members, Officers of the Board, Committee Members, and any other person who is duly and officially recognized by the Board as a volunteer in the Local League, including the following volunteers' titles listed below: Coaching Coordinator, Sponsorship/Fundraisers Manager, Information Officer, and Concessions Manager.
Regular Members should not be actively engaged in the promotion and/or operation of any other baseball program.
Suspension or Termination: Membership may be terminated by resignation or action of the Board of Directors as follows:
The Board of Directors, by a 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 to the best interests of the Local League and/or Little League Baseball, Incorporated. The Member involved shall be notified of such a meeting, informed of the general nature of the charges and given an opportunity to appear at the meeting to answer such charges.
The Board of Directors shall, in the case of a 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 adviser, with the player before the Board of Directors or a duly appointed committee of the Board of Directors. The player's parent(s) or legal guardian(s) may also be present. The Board of Directors shall have 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
Definition: A General Membership Meeting is any meeting of the membership of the league (including Special General Membership Meetings, Section 7). A minimum of one per year (Annual Meeting, see Section 6) is required.
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 fourteen (14) days, in advance of the meeting, setting forth the place, time and purpose of the meeting.
Quorum: At any General Membership Meeting, the presence in person or representation by absentee ballot of one-fifth (20 percent) of the members (as defined in Article III - Membership) shall be necessary to constitute a quorum. If a quorum is not present, no business shall be conducted.
Voting: Only Regular Members in good standing shall be entitled to make motions and vote at General Membership Meetings. However, the Board of Directors may invite, admit and recognize guests for presentations or comments during General Membership Meetings. (Those eligible to take part in meetings of the Board of Directors are described in Article VI, Section 4.)
Absentee Ballot: For the expressed purpose of accommodating a Regular Member in good standing who cannot attend the Annual Meeting, or any General Membership Meeting at which new Board members will be elected, an absentee ballot may be requested and obtained from the Secretary of the League. The absentee ballot shall be properly completed, signed and returned in a sealed envelope to the Secretary prior to the date of the election. The Secretary shall present all absentee ballots to the Election Chairman (appointed at the meeting) on the date of the meeting, prior to the voting portion of the election process.
Annual Meeting of the Members: The Annual Meeting of the Members of the Local League shall be held the first Tuesday of October at 7:00pm each year for the purpose of electing new Members, electing the Board of Directors, receiving league status and financial 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:
The condition of the Local League, to be presented by the President or his/her designate.
A general summary 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.
The whole amount of real and personal property owned by the Local League, where it’s located plus where and how invested.
For the year immediately preceding. the amount and nature 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, objects or persons to or for which such applications, appropriations or expenditures have been made.
The names of the people who have been admitted to regular membership in the Local League during the year. This report shall be filed with the records of the Local League and entered in the minutes of the proceedings of the Annual Meeting. A copy of such report shall be forwarded to Little League International.
At the Annual Meeting, the Members shall vote on the slate of candidates presented for Board service by the nominating committee (Article VI Section2) to the Directors to be elected for the coming year. The number of Directors elected shall be not less than seven (7) and no more than (14).
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 its duties immediately upon election. The Board's term of office shall continue until its successors are elected and qualified under this section. The Officers of the Board of Directors shall include at a minimum: the President, one or more Vice Presidents, Treasurer, Secretary, Safety Officer, Player Agent, and Coaching Coordinator.
Special General Membership Meetings - Special General Membership Meetings of the Members may be called by the Board of Directors or by the Secretary or President at their discretion. Upon the written request of a minimum of five members, the President or Secretary shall call a Special General Membership Meeting to consider the subject specified in the request. No business other than that specified in the notice of the meeting shall be transacted at any Special General Membership Meeting. Such Special General Membership Meetings shall be scheduled to take place not less than fourteen (14) days after the request is received by the President or Secretary.
Rules of Order for General Membership Meetings and Regular Meetings of the Board of Directors - Robert's Rules of Order shall govern the proceedings of General Membership meetings, and all regular meetings of the Board of Directors, except where same conflicts with this Constitution of the Local League.
ARTICLE V - BOARD OF DIRECTORS
Authority: The management of the property and affairs of the Local League shall be vested in the Board of Directors.
Increase in Board number: The number of Board of Directors decided at the Annual Meeting may be increased at any General Membership Meeting or Special Meeting of the Members. If the number is increased, the additional Directors may be elected at the meeting at which the increase is voted, or at any subsequent General Membership Meeting. All elections of additional Directors shall be by majority vote of all Regular Members present or represented by a properly executed and signed absentee ballot filed with the Secretary prior to the election meeting.
Board of Director 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 Directors present at any regular Board meeting or at any Special Board Meeting called for that purpose. The nominating committee should be consulted for a candidate to fill the vacant board position.
Board of Directors Executive Committee Vacancy: In the occurrence of an Executive Committee vacancy, the Board of Directors shall vote on one of its current members, in good standing, to fill the executive vacancy. Once the vacancy is filled at a duly called meeting of the board, the Board of Directors shall then follow the procedure outlined in Article V, Section 3 to fill the vacant board seat.
Board Meetings, Notice 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 Board should have a minimum of twelve (12) meetings within a fiscal year.
The President or the Secretary may, whenever they deem it advisable, or the Secretary shall at the request in writing of five (5) Directors, issue a call for a Special Board Meeting. In the case of Special Board Meetings, such notice shall include the purpose of the meeting and no matters not so stated may be acted upon at the meeting.
Notice of each Board meeting shall be given by the Secretary electronically to each Director at least fourteen (14) days before the time appointed for the meeting.
Four (4) 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. A majority vote is required to enact new or revised policies. The president shall only vote to break ties.
Only members of the Board of Directors can 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.
Members of the Board of Directors, in order to maintain a good standing, shall be required to attend no less than 50% of the league's board meetings. Board Members that fall below that threshold may be subject to Article 3 Section 4 of the Constitution.
Duties and Powers: The Board of Directors shall have the power to appoint such standing committees as it shall determine appropriate and to 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 meetings 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 or Officer or Committee Member of the Local League in accordance with the procedure set forth in Article III Section 4 (A, B).
Rules of Order for Board Meetings: Robert's Rules of Order shall govern the proceedings of all league meetings, including Board of Directors meetings, except where there are conflicts with this Constitution of the Local League.
ARTICLE VI - DUTIES AND POWERS OF THE BOARD
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 or agents shall have no vote on actions taken by the Board of Directors unless such individuals have been elected to the Board by members or have been elected to fill a vacancy on the Board.
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 with 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, principles, Rules and Regulations of Little League Baseball, Incorporated as agreed to under the conditions of charter issued to the Local League by that organization.
Designate in writing other officers, if necessary, to have power to make and execute for/and in the name of the Local League such contracts and leases they may receive, and which have had prior approval of the Board.
Investigate complaints, irregularities and conditions detrimental to the Local League and report therein to the Board or Executive Committee as circumstances warrant.
Create a 5-member nominating committee, that shall provide the president with a slate of candidates for Board service. (Article 8 Section 1)
Create and designate assignments for any other committees as deemed necessary for providing the mission and goals of the league.
With the assistance of the Player Agent, examine the application and support proof-of age documents of every player candidate and certify residence or school enrollment, and age eligibility before the player may be accepted for tryouts and selection.
Vice President - The Vice President shall:
Perform the duties of the President in the absence or disability of the President, provided he or she is authorized by the President or Board so to act. When so acting, the Vice President shall have all the powers of that office.
Perform such duties as from time to time may be assigned by the Board of Directors or by the President.
Secretary - The Secretary shall:
Be responsible for recording the activities of the Local League and maintain appropriate files, mailing lists and necessary records.
Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of Secretary or as may be assigned by the Board of Directors.
Maintain a list of all Regular Directors and committee members and give notice of all meetings of the Local League, the Board of Directors and Committees.
Record the minutes of the meetings of the Members, the Board of Directors and the Executive Committee and distribute to the Board prior to the next meeting.
Conduct all correspondence not otherwise specifically delegated in connection with said meeting and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.
Notify Members, Directors, Officers and committee members of their election or appointment.
Treasurer - The Treasurer shall:
Receive all money and securities, and deposit same in a depository approved by the Board of Directors.
Keep records for the receipt and disbursement of all money and securities of the Local League, approve all payments from allotted funds, and draw checks therefore in agreement with policies established in advance of such actions by the Board of Directors.
Prepare an annual budget for submission to 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 International.
Safety Officer - The Safety Officer shall:
Be responsible for creating awareness, through education and information, of the opportunities to provide a safer environment for children and all participants of Little League.
Develop and implement an ASAP plan for increasing safety of activities, equipment and abilities through education, compliance and reporting. The ASAP plan must be submitted yearly to Little League International.
Education - Should facilitate meetings and distribute information among participants including players, managers, coaches, umpires, league officials, parents, guardians and other volunteers.
Compliance - Should promote safety compliance leadership by increasing awareness of the safety opportunities that arise from these responsibilities.
Reporting - Define a process to assure that incidents are recorded, information is sent to league/district and national offices, and follow-up information on medical and other data is forwarded as available
Background Checks - the safety officer will complete the required background checks per Little League Regulation I (b) and I (c) 8 & 9
League Information Officer - The League Information Officer shall
Set up online registration and ensure player, manager, and coach data is uploaded to the Little League Data Center.
Assign online administrative rights to other board members.
Ensure that league news and scores are updated online on a regular basis.
Collect, post, and distribute important information on league activities including direct dissemination of fund-raising and sponsor activities to the district, the public, league members, and the media.
Serves as primary contact person for Little League regarding optimizing use of the Internet for league administration and for distributing information to league members and to Little League Baseball, Incorporated.
Sponsorship/Fundraising Manager - The Sponsorship/Fundraising Manager shall:
Solicit and secure local sponsorships to support league operations.
Organize and implement approved league fundraising activities
Maintain records of monies secured through sponsorship and fundraising initiatives
Concession Manager - The Concession Manager shall:
Collect and review concession-related offers, including discounts and bulk-purchasing opportunities
Organize, tally, and keep records of concession sales and purchases
Player Agent - The Player Agent shall:
Conduct the tryouts, the player draft and all other player transaction or selection meetings.
Prepare and maintain the Player Pool list.
Submit tournament team rosters Little League International, including the tournament team eligibility affidavit.
Notify Little League International of any subsequent player replacements or trades.
Coaching Coordinator - The coaching coordinator shall:
Represent coaches/managers in the league.
Present a coach/manager training program to the board.
Order and distribute training materials to players, coaches and managers.
Serve as the contact person for Little League International.
Conduct clinics as necessary
SECTION 12
Director of Softball – The Director shall:
Conduct the affairs of the Softball League and execute the policies established by the ECLL Board of Directors.
Communicate with 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 to the Board of Directors for the conduct of the Softball League, that it strictly conforms to the policies, principles, rules, and regulations of Little League as agreed to under the conditions of charter issued to the Local League by that organization.
Investigate complaints, irregularities, and conditions detrimental to the Local League and report therein to the Board.
Present a report on the condition of the Softball League at the Board Meetings.
Create and designate assignments to the “Softball Committee(s)” as deemed necessary for the mission and goals of the league.
SECTION 13
Assistant Director of Softball – The Assistant Director shall:
Perform the duties of the Director in the absence or disability of the Director, provided he or she is authorized to do so by the ECLL President or Board of Directors. When so acting the Assistant Director shall have all the powers of that role.
Perform duties as from time to time that may be assigned by the Director of Softball or the ECLL Board of Directors.
SECTION 14
Softball Committee – The Softball Committee shall consist of additional volunteer groups to help facilitate the needs of the Softball League. The Softball Committee can be, at any given time, made up of multiple sub-committees to act upon needs determined by the Board of Directors. These committees' efforts may combine with committees/subcommittees for baseball to provide a benefit to East Chatham Little League as a whole.
ARTICLE VII - EXECUTIVE COMMITTEE
The Board of Directors will appoint an Executive Committee which shall consist of five (5) Directors. This committee shall consist of the President, Vice President, Treasurer, Secretary, and the Safety Officer.
The Executive Committee shall advise with and assist the Officers of the Local League in all matters concerning its interests and the management of its affairs and shall have such other powers as may be delegated to it by the Board, but in no event will the Executive Committee have authority over the Board of Directors.
At any meeting of the Executive Committee, a majority of the total number of members then in office shall constitute a quorum for the transaction of business, and the act of a majority present at any meeting of which there is a quorum shall be the act of the Committee. The President will only vote on Executive Committee actions in the case of tied vote of the committee at a duly constituted meeting.
ARTICLE VIII- OTHER COMMITTEES AND BOARD POSITIONS
Nominating Committee: The president of the Board may appoint a nominating committee of 5 Members in good standing and at least 2 members of the committee should come from outside of the Board. This committee shall provide the president with a slate of candidates to be presented to the membership no later than 14 days prior to the annual meeting. The slate shall be voted upon by the membership at the annual meeting. Passage of the slate shall be by a majority vote.
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 investigate ways and means of financing the Local League, including team sponsorships, and submit recommendations.
It shall be responsible for taking up collections at games, if such collections are authorized by the Local League, and shall turnover any collections to the Treasurer immediately after each game.
Capital Facilities Committee: The Board of Directors may appoint a Capital Facilities Committee consisting of three (3) Directors and other appointed Regular Members. The Committee shall investigate and recommend available, suitable sites and plans for development, including ways and means, the latter in cooperation with the Finance Committee. It shall be responsible for repair and improvement recommendations, other than normal maintenance, and supervise the performance of approved projects.
Facility Maintenance Committee: The Board of Directors may appoint a Facilities Maintenance Committee which shall be responsible for the care and maintenance of the playing field(s), buildings and grounds.
It shall also secure bids on needed supplies and equipment and make recommendations for their purchase to the Board. The Committee 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. It shall operate within the amount appropriated in the approved budget for that purpose.
Other Committees and Board Positions: The Board of Directors may appoint a committee consisting of three (3) Directors. The Chairman of the Committee may add Board positions for the specific purpose of fulfilling a need that is presently not addressed or accounted for by an existing committee.
List of Additional Committees by name:
Communications
Competition
Concessions
Fundraising/Sponsorship
Tee Ball
Seniors Baseball
Fall Baseball
Softball
Charter: The Local League shall annually apply for a charter from Little League Baseball, Incorporated, 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.
Rules and Regulations: The Official Playing Rules and Regulations as published by Little League Baseball, Incorporated, Williamsport, Pennsylvania, shall be binding on this Local League.
Local Rules, Ground Rules and/or Bylaws: The local rules, ground rules and/or bylaws of this Local League shall be adopted by the Board of Directors at a 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, Regulations and Policies of Little League Baseball, Incorporated, nor shall they conflict with this Constitution. The local rules, ground rules and/or bylaws of this Local League shall expire at the end of each fiscal year and are not considered part of this Constitution. (See Article X, Section 7 for fiscal year of this league.)
ARTICLE X - FINANCIAL AND ACCOUNTING
Authority: The Board of Directors shall decide all matters pertaining to the finances of the Local League and it shall place all income in a common league treasury, directing the expenditure of funds in such manner as will give no individual or team an advantage over those in competition with such individual or team.
Contributions: The Board shall not permit the contribution of funds or property to individual teams but shall solicit funds for the common treasury of the Local League, thereby to discourage favoritism among teams and to endeavor to equalize the benefits of the Local League.
Solicitations: The Board shall not permit the solicitation of funds in the name of Little League Baseball Incorporated 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, Incorporated. All disbursements shall be made by check, or league credit or debit card. All checks shall be signed by the Local League Treasurer.
Financial Transparency: No Board member authorized to disburse funds may be the spouse or family relative of the League President or Treasurer. or have direct access to league funds without the written permission of the chairman of the league's Audit Committee. The use of a league credit or debit card is permitted, given than the card is returned to the League President, Treasurer, or Chairman of the Audit Committee with receipt for all purchases made within three (3) days of the purchase date.
Compensation: No Director. Officer, or Member of the Local League shall receive, directly or indirectly, any salary compensation or emolument from the Local League for services rendered as Director, Officer or Member.
Deposits: All money received, including sponsorship and fundraising, shall be deposited to the credit of the Local League in/at First Horizon Banks, Inc.
SECTION 8
Fiscal year: The fiscal year of the Local League shall begin on October 1 and shall end on September 30.
Distribution of Property upon Dissolution: Upon dissolution of the Local League and after all outstanding debts and claims have been satisfied, the Members shall direct the remaining property of the Local League to another Federally Incorporated entity which maintains the same objectives as set forth in Article ll of this Constitution, which are or may be entitled to exemption under Section 501(c)(3) of the Internal Revenue Code or any future corresponding provision
This Constitution may be amended, repealed or altered in whole or in part by a majority vote at any duly organized meeting of the Members provided notice of the proposed change is included in the notice of such meeting.
This Constitution was approved by the Little League Membership on October 15, 2023.
President's Name: Jesse Yeager Date: 10/15/2023
Little League ID No: 312336 Federal ID No. (if available) State ID No. (if available)
This Local League's Constitution on file at Regional Headquarters is the official Constitution of this Local League. Little League Baseball, Incorporated, does not limit participation in its activities based on disability, race, creed, color, national origin, gender, sexual preference or religious preference.