Cazenovia Youth Lacrosse Association BY-LAWS (est. Oct. ’07)
This association shall be called the Cazenovia Youth Lacrosse Association (CYLA).
The mission for which the CYLA is formed is:
CYLA is founded to provide the children and families of Cazenovia the opportunity to learn the game of lacrosse in a safe environment that provides an opportunity for all players of all abilities to develop skills and game knowledge. CYLA will emphasize sportsmanship, teamwork, fair play and respect for all and will work with the children and families, regardless of ability, in a sports setting, to foster and promote understanding in the fundamentals and the fine points of lacrosse.
Membership in this league shall be limited to residents of the Cazenovia CSD, or those administrators, players, or coaches as specifically approved for membership by the Board of Directors. CYLA reserves the right to allow people from neighboring communities, upon approval by 2/3 vote by CYLA Board, to participate in CYLA sponsored programs. Any board approved player must be registered as a CYLA member, a US Lacrosse member and must have fee paid as per CYLA registration agreement prior to participating in any CYLA sponsored activity.
Members of the Board of Directors shall have voting rights, during the term of their service.
All parents and sponsors of lacrosse players, participating in any of the programs of the CYLA shall be nonvoting members, except for General Elections at the Annual General Meeting for the purpose of electing CYLA Board Members.
IV. Governing Body
The Board of Directors shall govern and administer the day-to-day operation of the league within the scope of the Bylaws and the policy guidelines set by the Bylaws.
V. Amendments to the Constitution
Once adopted, this Constitution shall be amended only by a 3/4 vote of those present and voting at the meeting the Board of Directors of the CYLA
1. BOARD OF DIRECTORS
1.1. The Board of Directors shall consist of the following elected persons:
Communications/Web Site Coordinator
1.2. The day to day business of the CYLA shall be managed by the Board of Directors.
1.3. The act of the majority, of those present and voting, shall be the act of the Board of Directors.
1.4. Where there are insufficient items to hold a meeting, the President may poll by telephone and/or email all the members of the Board of Directors to obtain their vote, and notify each member of the Board within three days of the date of the vote as to the results.
1.5. In the event of a vacancy in any of the elected offices through resignation or other causes, the Board of Directors, by a majority vote may fill such a vacancy for the unexpired portion of the term.
1.6. Removal of any Board member (for sufficient cause) requires a 2/3 vote of the Board of Directors.
1.7. Removal of a person from an appointed office requires a 2/3 vote of the Board.
2.1. The offices of President, Vice-President, Treasurer, Secretary, shall be elected from the Board of Directors to serve a two (2) year period. This election shall be held at the end of each season prior to September 1 of that year A nominating committee made up of three (3) members shall be appointed by the Board of Directors at the end of April, for the purpose of selecting a slate of candidates for election.
2.2. The Nominating Committee shall meet with the Board of Directors not less that Twenty-one (21) days prior to the annual election to present a list of eligible candidates for the officers of the Association. They may nominate one or more candidates for each position. Their names shall be included in the call of the Association Meeting. All nominations will be closed 24 hours prior to elections.
2.3. All elections will be conducted by paper ballots.
2.4. The candidate receiving the greatest number of votes of the Board of Directors shall be deemed elected.
2.5. Vacancies not filed at the time of the General Election, or occurring during the year, may be filed by a 2/3 vote of the Board of Directors.
2.6. The newly elected officers shall take office on September 1
2.7. The fiscal year of the Association shall begin on January 1 and end on December 31.
3.1. The Board of Directors shall hold, as a minimum, a regular meeting each month during the lacrosse season.
3.2. Any member of the Board of Directors may call for a Board of Directors meeting. Seven (7) days notice in writing shall be given to the secretary.
3.3. A meeting of the Board of Directors may be called at any time by the President. Seven days notice shall be given by the Secretary prior to the scheduled meeting.
3.4. No votes can be taken or amendment made at a meeting without a quorum present (one more than 50% of the standing Board of Directors).
4. AMENDMENTS TO THE BYLAWS
4.1. The Cazenovia Youth Lacrosse Association Bylaws may be amended by a two thirds (2/3) affirmative vote by a Board of Directors meeting at any time of the year.
4.2. The proposed amendment shall have been sent to each member at least fourteen (14) days prior to the meeting.
5.1. Committees may be formed for any specific purpose not contrary to the purpose of the Association. All committee members shall be appointed by the committee chairperson and approved by the Board of Directors.
6.1. No officer or other voting member of this Association shall receive any fee for activities concerned with his or her official office in the CYLA.
6.2. Payment for any personal expenses other than mail or telephone costs must be approved by a majority of the Board of Directors.
6.3. Any event which may be contrary to the spirit of the purpose of the Association and is found to be in violation of the Code of Conduct may be investigated by a Disciplinary Committee consisting of three (3) members appointed by the Board of Directors. The Disciplinary Committee will be chaired by the VP.
The Disciplinary Committee shall have the power to recommend disciplinary action to the Board of Directors by filing a written report. Where disciplinary action is recommended against a person, the person shall be furnished with a copy of the report and shall have the opportunity to appear before the Board of Directors and be heard, or file a written opposition to the report. The Board of Directors shall either:
• Take such action as recommended by the Disciplinary Committee
• Vote to dismiss the report
• Recommit it for further report
No disciplinary action may be taken by the Board of Directors except within twenty-one (21) days of the formation of the Disciplinary Committee.
6.4. All Coaching assignments must be approved by the Board of Directors and as per Section 8.
6.5. The Board of Directors shall review and adopt or revise the rules and policies of the Association on or before the end of October of each year.
7. ELECTED OFFICERS DUTIES
7.1.1. Calls to order business meetings of the Board of Directors and the General Meeting of the General Committee.
7.1.2. Serves as official member of all committees.
7.1.3. In instances where disciplinary measures appear appropriate or are recommended, the President will convene a special meeting of the Board of Directors.
7.1.4. Shall be authorized to arbitrate all matters.
7.1.5. In the case of a tie, the President shall cast the deciding vote.
7.1.6. The President, Secretary and/or Treasurer shall have power to sign all checks and bank withdrawals.
7.1.7. Any expense must be approved by the Board.
7.2.1. In the absence of the President, shall be acting President.
7.2.2. Shall be the overall coordinator of all CYLA sponsored programs.
7.2.3. Shall perform other such duties as from time to time may be assigned by the President or the Board of Directors.
7.2.4. Chairs the Disciplinary Committee as it pertains to lacrosse.
7.2.5. Obtains permits as necessary for public building use and field use.
7.2.6 Adjudicates team or parent protests through impartial fact finding and arbitration.
7.2.7 Receives and records player and coach ejections.
7.2.8 Meets with Program Director, Coaches and assistants as needed.
7.3.1. Notifies the Board of Directors of Board meetings and regular meetings both as determined by the President.
7.3.2. Notifies the members of regular meetings via the mail or local newspaper.
7.3.3. Coordinates and maintains all league correspondence within and outside the Association.
7.3.4. Assists the President in his duties.
7.3.5. Shall be responsible for conducting an annual registration for player members and maintains lists of all registered members.
7.3.6. Shall Maintain a copy of the Bylaws for any member requesting said Bylaws
7.3.7. Coordinates emergency phone lists and team rosters.
7.4.1. Receives commitment checks from players.
7.4.2. Collects and disburses funds as operational necessity dictates.
7.4.3. Manages bank accounts as necessary.
7.4.4. Keeps records of receipts and expenditures of the Association.
7.4.5. Renders statement of financial condition on a monthly basis.
7.4.6. Assists any approved fundraising committee.
7.4.7. Creates annual budget to be approved by the Board of Directors.
7.4.8. Assists the President in his duties.
7.4.9. Maintains a key to the P.O. box, and distributes mail accordingly.
7.5.6. Responsible for selecting coaching staff with approval by the Board.
7.5.7. Responsible for communications with parents as it pertains to schedules, notices, newsletters, etc.
7.7. Communications Coordinator/ Web Site Coordinator
7.7.1. Responsible for all publicity to include; all necessary public notices related to registration, fundraising, etc., and all other communications approved by the board.
7.8. Equipment Coordinator
7.8.1. Maintains a inventory of charge of all equipment and it’s off-season care.
7.8.2. Responsible, along with the head coaches, to keep track of the maintenance of all equipment, in particular the protective gear when in use.
7.9. Field Coordinator
7.9.1. Responsible for coordinating the activities associated with the setup and operation of the fields for game days and other such events; (other than refreshments or concessions).
7.9.2. Manages volunteers necessary for duties such as chains, announcers, time keepers, parking lot attendant, building attendant, etc.
7.9.3. Propose budget expenses that directly relate to field or game day equipment.
8. SELECTION OF COACHES
8.1. All Head Coaches must be at least Nineteen (19) years of age and must be approved by the Board of Directors.
8.2. All Assistant Coaches will be selected by the Head Coach, and must meet with Board approval. All coaches and assistants must complete all requirements of certification as defined by the CYLA.
8.3. Board of Directors maintains right to remove any Head Coach or Assistant Coach if said coach is not coaching in accordance with CYLA mission and Code of Conduct.
8.4. Lacrosse Head Coaches must understand and be experienced in coaching under Youth League rules and regulations. Head coaches are responsible for all actions of assistant coaches under their direction.
8.6. All Head Coaches shall read and distribute copies of the * “Code of Conduct” to their assistants as an aid in the instruction of youth lacrosse. * “Code of Conduct” (attached to the Bylaws)
9. ASSOCIATION MEMBERSHIP / FINANCES
9.1. CYLA Board reserves the right, on a case by case basis, up to 1% of total player enrollment, to allow a child to participate in CYLA sponsored activities that, due to financial obligations, may otherwise not be able to participate. Approval to participate must be by a unanimous vote of Board. All finances will remain strictly confidential, and the Board will protect and insure the financial privacy of all participants.
9.2. Based on the financial needs to operate the Association, the Board will determine the cost of registration for all teams and squads
Code-of Conduct (est. Oct ’07)