CONSTITUTION AND BY-LAWS OF
Southwestern Youth Association Babe Ruth League
ARTICLE I: Name
1.1 This organization shall be known as the SYA Babe Ruth Baseball League, hereafter referred to as the “SYABR”.
ARTICLE II: Objectives
2.1 The objective and sole purpose for which this league is established is to provide a structured, instructional and competitive baseball program for youths age 13 – 18 in the Greater Fairfax County and Southwestern Loudoun community, which yields a positive experience in an environment that emphasizes sportsmanship, fair play, physical and mental well-being, teamwork, baseball skills development, community involvement and volunteerism, and the development of good citizens and positive role models for the community. It is understood by all members of SYABR that the primary considerations for all actions taken and programs offered, is the welfare of the participants and to insure a positive experience for all participants. SYABR will strive to be one of the nation’s leading Babe Ruth Leagues through player development programs. community involvement, and the hosting of District, State, Regional and World Series Tournaments.
2.2 To achieve this purpose, SYABR will develop, organize and operate a youth baseball program in affiliation with the Babe Ruth League, Inc., a New Jersey corporation. SYABR will conduct its activities in strict conformity with and pursuant to the principles, rules and regulations enunciated by said Babe Ruth Inc.
ARTICLE III: Site of Principle Operations
3.1 SYABR shall conduct its baseball operations principally within the established geographic confines of Fairfax County, Virginia. SYABR’s site of principle baseball operations, if deemed necessary and appropriate, may extend or limit the geographic area of operations but only as provided and authorized by the Babe Ruth League, Inc., State, or Regional Headquarters and only upon a majority vote by the Board of Directors. At present, SYABR geographic boundaries are defined as:
Starting at the intersection of Braddock Road (Rt. 620) and the Fairfax County line, follow
an imaginary line due east through the intersection of Lee Road and Willard Road to Sully Road (Rt.
28), south on Sully Road to I-66, east on I-66 to West Ox Road, north on West Ox Road to Rt. 50,
east on Rt. 50 to I-66, east on I- 66 to Blake Lane, south on Blake Lane to Rt. 50, east on Rt. 50 to
Prosperity Ave., south on Prosperity Ave. to Rt. 236, west on Rt. 236 to Guinea Road, south on
Guinea Road to Braddock Road, east on Braddock Road to Burke Lake Road, south on Burke Lake Road
to Ox Road, south on Ox Road to Henderson Road, south on Henderson Road to the intersection of
Wolf Run Shoals Road, from there follow an imaginary line south to the Occoquan River, follow the
Occoquan River and Bull Run Creek west to the Loudoun County/Fairfax County line, follow the
Fairfax County line north to starting point. In Loudoun County start at the Fairfax County line at Route 50. Follow Rt. 50 north to the intersection of Route 15. Follow RT. 15 west to the Prince William County line. Follow the Prince William County line until it meets the Fairfax County line.
ARTICLE IV: Membership
4.1 Any citizen residing within the geographic confines of the SYABR as described in Article III, and is registered or actively engaged in activities directly supporting the betterment of the SYABR is considered a member of the SYABR. The member is entitled to vote at the SYABR’s annual election for its Board of Directors provided said individual is not actively engaged in the promotion and/or operation of any other baseball program with interest in conflict with theSYABR and has met the criteria set forth in Article V, Section 5.6. Members are entitled to attend meetings of the SYABR and may voice his views regarding an issue during any of those meetings prior to a vote by the Board of Directors on the issue under discussion. This policy withstanding,SYABR will occasionally conduct “closed” meetings, at which only presently seated SYABR Board members will attend. Such closed meetings will be held for purposes of regular and post season manager selections, player and manager discipline, or as otherwise determined by theSYABR Board President. Every member of the SYABR is eligible to be considered for a position on the Board of Directors during the annual elections of the Board as described in Article V.
ARTICLE V: Governance
5.1 Southwestern Youth Association Babe Ruth shall adopt and abide by the requirements and guidelines established by the Constitution and by-laws of the SYABR . Changes, additions and deletions to the requirements and guidelines set forth herein may only be made by amendment and only in accordance with the protocols set forth herein.
5.2 Board of Directors: All activities, policies and business affairs of the SYABR shall be managed under the direction of the Board of Directors, herein after referred to as “The Board”. The officers of the Board of Directors, acting as a Board, are responsible for making and enforcing the necessary rules and regulations to govern the activities within the scope of authority of the GFBR. To be an officer on the Board of Directors, an individual must first qualify for membership as specified in Section 4.1 and Section 5.6. The GFBR may establish
local rules as appropriate to the SYABR however, no rule, regulation or policy established by the Board shall be contrary to the rules and regulations promulgated by Babe Ruth League, Inc., or by the State or echelons of Babe Ruth League, Inc., to which the GFBR is subject. The Board of Directors shall have the power to appoint standing committees as it shall determine appropriate to review and report on any issue necessary to the operation of the SYABR .
5.3 Composition of the Board of Directors: The Board of Directors shall include four (4) league officers, known as the Executive Branch, and thirteen (13) league officers known as the Coordinator Branch. Each member of the Board of Directors shall have one vote. The President will vote only in cases of a tie and will preside over all Board activities:
- 13- year-old Division Manager
- 14/15-year-old Division Manager
- 16-18-year-old Division Manager
- Player Agent
- Concessions Coordinator
- Communcation Director
- Equipment Coordinator
- Tournaments Coordinator
- Fundraising Coordinator
- Tournament Housing Director
5.4 Duties and responsibilities: The duties and responsibilities of the individual officers of the Board are as set forth in Attachment I. Modifications to the composition of the voting membership of the Board shall be made only upon majority vote of the duly elected Board sitting at the time the modification is proposed. The management of all affairs and business of the SYABR shall be vested in the SYABR Board of Directors.
- The Board shall be responsible for the proper handling of all affairs in dealing with the participants within the SYABR. Any deviation from generally accepted procedures will be brought to the attention of the Board for action. The Board will investigate using all available means and decide upon a course of action within thirty (30) days. The Board may choose to discipline by suspension, dismissal or some other means, any party found guilty of infractions of any rules, policies or guidelines of SYABR. The full Board will be the final appeal for all matters involving discipline. Final disposition of these matters will be reported to the membership at the next scheduled meeting.
- The SYABR President will oversee the preparation of an annual budget and present that budget to the full Board by December 1st of each calendar year. A budget committee may be created for this purpose. The Board shall establish and maintain bank accounts for the management of all league funds. All funds collected in the name of the SYABR will be deposited in a timely manner. Financial obligations will not be incurred in the name of the SYABR without the consent of the Board.
- The Board will establish a calendar of events for the forthcoming season(s) by the date of the December Board meeting. This calendar will be a general framework for scheduling purchases, tryouts, practices, games, fundraisers, and special events.
- The Board will be responsible for appointing all Managers for teams within the SYABR. All operations positions should be filled with individuals who subscribe to the objectives of the SYABR set forth in Article II.
- The Organization’s fiscal year shall consist of twelve months, which shall run from January 1 through December 31.
5.5 Change in composition of the Board of Directors: In September of each year, the then sitting Board of Directors shall review the composition of the Board and, by majority vote, modify the composition of the Board as deemed appropriate to best serve the needs of the SYABR.
5.6 Election and Term of Office for the Board of Directors: The Board of Directors, as described in Section 5.3, shall be elected on an annual basis for a term of one year beginning right after the elections in October. Members to the Board will be elected based on a majority vote of the membership in attendance with each member having one vote. In order for a member to be eligible to vote, said member must have attended at least four (4) general membership meetings during the course of the year and be in good standing with the League. A year is determined from the date of the last annual election. This election shall take place at the Annual Meeting of each year. In order to vote, a member should be present at the October meeting. In lieu of being present, the qualified member may vote by write-in proxy vote. To be valid, a proxy vote must be in writing, signed and dated by the qualified member, and submitted to the Board President prior to the annual election. During the August and September meetings of the Board of Directors, the Board shall, through available local media or other appropriate means, solicit candidates from the membership for consideration as officers of the Board. Eligible members interested in being considered for a position on the Board, shall communicate their interest in writing to the Board during this time period. All newly elected Board members must be approved by a majority vote of the seated Board.
5.7 Vacancies: If any vacancy occurs in the Board of Directors for any reason, the vacancy shall be filled by a majority vote of the remaining members at any regular meeting or any special meeting called for that purpose.
5.8 Removal of Officers of the Board of Directors: Failure of a Board member to attend at least 6 regular meetings or special meetings during the 12 month term of office or failure to carry out the duties of the Board position shall be cause for that officer’s removal, at the discretion of the Board. At the time of removal, which requires a vote of two-thirds of the Board, the Board may take action to re-elect a new officer pursuant to Article 5.7.
ARTICLE VI: Meetings
6.1 Annual Meetings: The annual meeting of the SYABR shall be held on the third
Wednesday of October of each year for the purpose of electing the Board of Directors. The Board of Directors will be elected by the membership in the manner set forth in Article V.
6.2 Regular Meetings: At a minimum, regular meetings of the Board of Directors will take place on a monthly basis, or as deemed necessary by the President, or upon the request of at least four (4) members of the Board at any time. Regular meetings shall be open to all members of the SYABR and interested general public.
6.3 Special Meetings: Special meetings may be called by the President as necessary
provided the Secretary shall give reasonable notice of such meetings to all Officers. Notice shall include the specific purpose for which the meeting is being held. Matters not included in the stated purpose of such special meetings shall not be acted upon during that meeting.
6.4 Board Decisions: All matters concerning the policies of the SYABR shall be decided at a duly constituted Board meeting, by a majority vote of the Board, and upon proper motion.
6.5 Quorum: Fifty percent (50%) or a majority of the seated board members present for a meeting, shall constitute a quorum at any meeting and the majority vote of those present shall govern on the resolution of an issue.
6.6 Rules of Order: Robert’s Rules of Order shall govern the proceedings of all meetings except where they may conflict with the Constitution and by-laws of the SYABR.
ARTICLE VII: Financial Policy
7.1 Financial Decisions and Disbursement of Funds: All matters pertaining to the finances of the SYABR including disbursement of funds will be decided by the Board of Directors. All funds of the SYABR shall be placed in a league treasury and no funds shall be dispersed in a manner that provides an advantage to one regular season team over another. Registration fees will be set by the Board on an annual basis depending on the needs of the league. Fees will be established based on the expenses of the league but will be kept to the minimum possible. Cases in which it is demonstrated that a player is unable to participate for financial reasons will receive special consideration by the Board.
ARTICLE VIII: Amendments
8.1 The Constitution and by-laws of the SYABR will be reviewed on an annual basis following election of the Board. Articles may be amended or repealed upon majority vote of the Board at any duly constituted meeting, provided adequate notice is given to the Board members by the Secretary regarding the nature of changes to be considered.
ARTICLE IV: Sovereignty
9.1 SYABR may choose to operate under an association by a vote under ARTICLE VI. At no point and under any circumstances will SYABR relinquish its sovereignty.
This Constitution and its bylaws were approved at a meeting of the Board of Directors of the Southwestern Youth Association Babe Ruth League on Feb. 7, 2012
SYABR Board Member Descriptions and Responsibilities
Board members are elected annually and serve for one-year terms from October through September. Regular Board meetings are held on the first Tuesday of each month at ( )and are open to the public. The President at his discretion may choose not to hold a monthly meeting if deemed unnecessary. Any Board member may request a monthly or special meeting at any time.
All Board members are expected to attend monthly meetings; to volunteer at league sponsored events to include fundraisers and tournaments, to promote SYABR positively within the community and to increase League visibility. Additionally, all members are to communicate information, with respect to their position, on a timely basis. The following descriptions are intended as an overview of the positions. Detailed descriptions will be kept on file, updated as necessary and made available to newly elected Board members.
Descriptions are a combination of information taken directly from the President’s Handbook as well as responsibilities specific to SYABR.
Presides at all League meetings. Assumes full responsibility for the operation of the local League to include adherence to the rules, regulations and policies of Babe Ruth Headquarters. Appoints all committees and supervises the activity thereof. Ensures the charter application or continuation form is submitted to BR Headquarters. Is responsible for local league protests and disputes. Reviews finances with the Treasurer and retains check signing authority. (It is highly recommended that the President not be connected with any team such as manager or coach, nor be an umpire for the league.)
Presides in the absence of the President and carries out such duties and assignments as may be delegated by the President. Avails him/herself for duties that are related to general League management and baseball operations, as necessary and/or not covered or performed by another Board member. With the President, ensures the appropriate and proper image for the League (to include marketing plan and position/perception in the community) is upheld through the actions of the Board and the League and its representatives. With the President, acts as spokesperson for the League, unless otherwise delegated. Retains check signing authority.
Additional responsibilities include:
- Fields: Submits scrimmages and games to Parks & Recreation for approval and confirmation. This process is used for regular spring and fall seasons and the Sunday Select program. Schedules the above for all age brackets. Maintains records to include games played, results, wins/losses, and umpires used. Reschedules cancelled games. Distributes information to managers. Keeps managers informed of all changes. Provides schedule to managers and Board. Submits field requests 2 months in advance of SYABR End-of-Season Tournaments. Submits field requests for District Tournaments. Assigns umpires to all League games. Devises a plan in advance of the season to determine field needs for try-outs, practices, and games.
Records the minutes of the meetings. Also responsible for sending out notice of regular and special meetings, maintains an official record of the League’s activities, notifies all officers of election and the names of newly elected Board members and performs such other duties as this office may require. In lieu of an Insurance Coordinator, obtains proper accident and liability insurance coverage for the protection of the league players and volunteers. Completes insurance applications, maintains records of injuries and incidents, and filing claims with the insurance companies.
Signs checks, dispenses League funds as approved by the Board in a timely manner, reports the financial status, keeps financial records, prepares the budget and assumes the responsibility for all League finances. Responsible for the timely preparation and filing of all Federal and local tax returns, annual registration of SYABR with the Commonwealth of Virginia’s State Corporation Commission, and completion of report filings as required by SYA.ORG. Retains check signing authority.
Assigns umpires to all League games. Conducts clinics on rules and field positions. Ultimately responsible for the umpire notification system for cancelled games (may work with field coordinator and managers for specific notification duties). Recruits new umpires and develops an in-house core staff of volunteer umpires or paid teen-age umpires, which can be called upon when umpire associations are not available. Is responsible for proper dress and conduct of umpires. Ensures local League protest procedures. Works with the President to obtain/negotiate contracts from Umpire Associations. Works closely with Field Coordinator and establishes, between the two, who tracks numbers of umpires used and informs the umpires of cancellations, delays and rescheduled games and records the information for billing purposes. Conducts Managers’ meeting to discuss procedures for reporting umpire issues. (It is recommended that he/she be a member of BRB or BRS National Umpires Association and be knowledgeable of the rules and have the ability to apply them to the field.)
Division Managers (13, 14-15, 16-18s)
Acts as a liaison between age-specific players and GFBR for informational purposes. Procures walk-in registration locations and holds registrations along with Secretary. Ensures team sponsors are received and recognized within the division. Be an advocate for the needs and interests of the League members in the Division represented. Make decisions (with the Executive Board where possible) regarding League baseball and administrative operations, on behalf of the Division represented, in the event a full Board meeting is not feasible. This may include issues such as league schedule, playoff format, manager disciplinary actions, conflict resolution within the represented Division, etc. Report all relevant and important information, activities, and decisions, within the represented Division, to the Board in a timely manner.
Prepares player ID cards and Tournament books in conjunction with Age Division Managers. Relays/requests information as required to/from Babe Ruth League, Inc. Conducts annual League registration and try-outs, presides at player selection meetings and coordinates the transfer of players, keeps up-to-date records of team rosters, checks players’ eligibility. Maintains player database. Creates and submits official rosters to online Babe Ruth Inc. website.
Inventories, procures and distributes equipment, uniforms, etc. Ensures adequate supplies of baseballs are available for all games. Makes arrangements for Tournament Teams to have the proper equipment. Solicits prices from vendors. Presents options to the Board for approval.
Secures enough volunteer personnel and necessary supplies for stand. Maintains records of purchases and makes arrangements for the income to be turned over to the Treasurer. Annually renews the contract with Parks and Recreation and schedules a Health Department inspection. Conducts a Team Parents’ meeting to outline concession stand obligations during the season. Solicits and schedules volunteers for the concession stand and front gate during tournaments. Organizes 50/50 raffles during tournaments. Retains check signing authority on GFBR’s concession bank account only.
Maintains web content in a timely manner. Works closely with other Board members to ensure that all relevant information is posted as is necessary. Sends emails to all in database to notify of registration dates and important events and information. Coordinates compilation and publication of Tournament programs. Sends notices to newspapers.
District /State/Regional tournaments. Solicits volunteers. Solicits participants.
Devises game schedule, structure and tournament rules. Prepares an inclement weather plan. Orders supplies. Receives entry fees. Oversees program design and production. Distributes pertinent information. Resides over tournament in its entirety and plays host to visiting teams as they arrive. Presides as Tournament Director for SYABR End-of-Season tournaments. Solicits volunteers for tournaments, concession stand, other events. Identifies number of volunteers needed for above and specific duties.
Tournament Housing Director
Finds, interviews, and visits host families for tournaments (which require them). POC for host families, visiting teams, and visiting players’ families during tourney. Coordinates Tournament Volunteers.
Formulates ideas for fundraising. Coordinates and conducts actual fundraising activities. Seeks Team Sponsors. Recommends charitable contributions
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SYA Office Location: 5950 Centreville Crest Lane, Centreville, VA 20121 | SYA Mailing Address: Southwestern Youth Association, P.O. Box 471, Centreville, VA 20122 Phone: (703) 815-3362 | Fax: (703) 815-2180 | E-mail: email@example.com | Designed by GroupNet Solutions