BY-LAWS OF HARWINTON YOUTH SPORTS ASSOCIATION, INC.
ARTICLE I
NAME
This Corporation shall be known as
Harwinton Youth Sports Association, Inc. (HYSA)
ARTICLE II
Mission Statement
Our mission is to provide a fun, safe and educational experience for the young athletes of Harwinton and beyond. We strive to provide opportunities for our participants to further their development as individuals and team members through adherence to the principles of Honesty, Loyalty, Integrity, Teamwork, Discipline, Sportsmanship, Respect, Leadership, Trust, Commitment and Excellence.
ARTICLE III
PURPOSE
SECTION A: The purposes for which the Corporation is formed are to develop and maintain a high quality of recreational and travel activities for the youth of Harwinton; promote the benefits of teamwork and physical conditioning; teach the basic fundamental skills involved in various team sports; emphasize the importance of good sportsmanship and fair play.
The Corporation will provide assistance and advice in the establishment of team sports programs in the community; insure high standards of judgement and conduct of all adults involved in the programs in the roles of coach, referee, umpire, league officials and corporation members; promote the involvement of community volunteers in recreational activities and corporation functions; provide the highest degree of safety and protections to participants through appropriate equipment, responsible supervision along with competent instruction and training.
SECTION B: The Corporation shall be operated exclusively for purposes permitted by Section 501(c)(3) of the Internal Revenue Code, as amended, (or the corresponding provision of any future United States Revenue Law) for organizations exempt from taxation under Section 501(a) of the Internal Revenue Code, as amended, (or the corresponding provision of any future United States Revenue Law).
SECTION C: The Corporation shall have all legal powers necessary of convenient to affect any and all of the purposes stated herein, whether or not such powers are set forth herein, and shall also have all the powers now or hereafter possessed by corporations under the Non-Stock Corporation Act of the State of Connecticut; provided, however, that such powers shall at all times be exercised in strict compliance with the requirements of Section 501(c)(3) of the Internal Revenue Code, as amended, (or the corresponding provision of any future United States Revenue Law) for organizations exempt from taxation under Section 501(a) of the Internal Revenue Code, as amended, (or the corresponding provision of any future United States Revenue Law).
SECTION D: No part of net earnings of the Corporation shall inure to the benefit of any member or individual, and no part of the funds of the Corporation shall be contributed to any organization whose net earnings, or any part thereof, inure to the benefit of any member, director or officer of the Corporation or any private individual (except that reasonable compensation may be paid for the services rendered by any such person to or for the Corporation affecting one or more of its purposes), and no member, director or officer of the Corporation, or any private individual shall be entitled to share in the distribution of any of the corporate assets upon distribution of the Corporation.
SECTION E: No part of the activities of the Corporation shall be carrying on propaganda, or otherwise attempting to influence legislation, or participating in or intervening in (including the publication or distribution of statements) any political campaign on behalf of any candidates for public office.
SECTION F: The Corporation is non-profit and shall not have nor issue shares of stock nor pay dividends.
SECTION G: In the event of dissolution of the Corporation, whether voluntary or involuntary, all assets of the Corporation then remaining shall be distributed by the Board of Directors, in such proportions as they shall determine, to one or more organizations which are described in Section 501(c)(3) of the Internal Revenue Code, as amended, (or the corresponding provision of any future United States Revenue Law) and are exempt from taxation under Section 501(a) of the Internal Revenue Code, as amended, (or the
corresponding provision of any future United States Revenue Law) or to the Federal Government or to any state or local government for a public purpose.
ARTICLE IV
Boundaries
SECTION A: Boundaries of the Harwinton Youth Sports Association, Inc. (HYSA) shall be under direct control of each sports governing athletic agency.
ARTICLE V
Board of Directors
SECTION A: Composition
The governance of this Corporation shall consist of two boards, Executive Board and General Board, working together as one board unless a decision is needed, requested for or warranted by the Executive Board. The Executive Board shall consist of five (5) officers of the corporation as defined in Article V, Section A of these By-Laws. The General Board will be made up of (5) directors of the corporation as defined in Article V, Section C of these By-Laws.
SECTION B: Vacancies
Vacancies on the Board of Directors will be filled by virtue of an election to fill the vacant position at the next regular meeting of the corporation following the vacancy. The notice of election shall be properly posted at least 14 days prior to the election. The Vice President will fill in for any and all vacant positions or otherwise deemed by the Executive Board until the position is filled, as defined in Article VI, Section M of these By-Laws, unless directed differently by the Executive Board
SECTION C: Duties and Responsibilities
The Board of Directors is charged with upholding the By-Laws of the corporation; creating and upholding corporation policies and procedures; providing a safe environment for adult and youth participants.
The Board of Directors will have the authority to act and make decisions on behalf of the organization in regards to financial matters, safety issues and all other issues relating to the purpose and scope of the corporation.
The Board of Directors shall review and approve all applications for the positions of coach, assistant coach and any other appointed position within the organization. The Board of Directors shall maintain the right to remove any coach, assistant coach or other appointed position within the corporation for just cause.
The Board of Directors from time to time may create other administrative offices or revise existing offices to more efficiently conduct the business of the Corporation and fulfill the purpose of the Corporation.
SECTION D: Meetings
The Board of Directors shall meet at the call of the President or the written request of at least (3) Board of Directors Members. Meetings should be noticed a minimum of ten (10) days prior to the start of the meeting. In emergency situations, a meeting of the Board of Directors can be called in less time providing all members of the board are notified directly by email, text or phone call.
Monthly meetings will be held on the third (3rd) Wednesday of every month unless properly notified by the President no less than forty eight (48) hours prior to the meeting. Changing a scheduled meeting has to be agreed on by at least two-thirds (2/3) of the Board of Directors and the change has to be sent out to all active members.
Five (5) for a Quorum is required for Monthly Meetings and three (3) for a Quorum is required for Executive Board Meetings. The President counts towards quorum. All issues voted on shall be determined by a majority of the votes cast. All elected Board Members, regardless of managing multiple positions, with the exception of the President shall be entitled to cast one (1) vote for any motion made and properly seconded. If a tie vote occurs by nature of the number of voting members present, the president will vote for the purpose of breaking the tie.
Voting shall be by voice or show of hands.
Robert's Rules of Order shall govern all proceedings of the Board unless Contrary to the by-laws.
SECTION E: Removal of Directors
Elected members of the Board may, for good and just cause, can be removed from office by a two-thirds (2/3) vote of the membership present and eligible to vote at a meeting called for said purpose, provided that the membership has received notice of at least fourteen (14) days of the intended removal action, such notice specifying the time and place for consideration of the removal motion by the membership and be provided an opportunity to be present at the meeting. An Executive Board vote may also be allowed without the 14 day notice to the membership in an emergency/dire situation. If removal of a Board Member is deemed necessary in an emergency situation, the Executive Board has the right to suspend the Board Member immediately, call an emergency Board Meeting to explain the suspension and have an emergency vote to remove the Board Member from the Board.
ARTICLE VI
Officers of the Corporation
SECTION A: Executive Board Officers
The Executive Board shall consist of five (5) officers; President, Vice President, Secretary, Treasurer and Registrar
SECTION B: Role
The Executive Board shall advise with and assist the General Board in all matters concerning its interests and the management of it’s affairs; and shall have such other powers as may be delegated to it by the Board; but in no event will the Executive Board have authority over the General Board.
SECTION C: General Board Officers
The General Board shall consist of five (5) directors; Director of Basketball, Director of Field Hockey, Director of Fundraising, Director of Safety and Director of Volleyball.
SECTION D: Elections
Officers shall be elected annually by the membership at the annual membership meeting held in July of each year by ballot vote.
Persons will be nominated from the floor at the regular meeting of the Board of Directors in June of each year. All members of at least six (6) months are eligible to be nominated for an elected position. The President has the right to decline anyone’s nomination after consideration and deliberation with just cause and a majority vote of the Executive Board. If the Executive Board vote is tied due to a non vote, then the vote goes to all Board of Directors.
Elections will be held by majority vote of the members present. When there are more than two (2) candidates for any office and none receive a majority of the votes cast, a “run-off” shall be conducted between the two candidates receiving the highest number of votes.
SECTION E: President
The President shall be the principal Executive Officer of the Corporation and shall be charged with the general direction, supervision and management of the various offices, functions and operations of the Corporation.
The President will preside at all meetings of the membership and the Board of Directors. The duties of the President shall be those normally associated with the office including appointment of committees, serving as an ex-officio member of such committees representing the Corporation at community and official functions.
The President shall keep the Vice President advised of all activities to provide an informed continuity of administration in the event of absence or emergency.
The President shall not be allowed to have both the President position and a Head Coach position unless approved by the Board of Directors.
SECTION F: Vice President
The Vice President shall assume the duties and responsibilities of the President in the absence of the President or by direction of the President. The Vice President serves as an ex-officio member of all committees.
The Vice President shall be responsible for the general operations of the Corporation including but not limited to overseeing all Directors responsibilities and assisting when needed. The Vice President will make sure the fields, equipment and Snack Shack is in a safe working condition. The Vice President will fill in for any and all vacant positions until the position is filled unless the position is filled by another Board Member per vote and discussion of the Board, as defined in Article VI, Section M of these By-Laws, unless directed differently by the Executive Board. The Vice President shall perform any other duties as determined by the Executive Board to be in the best interest of the Corporation. Such Vice President shall appoint Directors as necessary to assist in the performing of his/hers duties.
The Vice President shall not be allowed to have both the Vice President position and a Head Coach position unless approved by the Board of Directors.
SECTION G: Secretary
The Secretary shall keep all minutes of membership and Board meetings, correspondence, books and records other than those maintained by the Treasurer, and other documents. The Secretary shall provide notice of appropriate members of regular and special Board and Membership meetings and perform such other duties as determined by the President, including maintenance of an updated copy of the Corporation By-Laws.
The Secretary shall not be allowed to have both the Secretary position and a Head Coach position unless approved by the Board of Directors.
SECTION H: Treasurer
The Treasurer shall supervise all fiscal transactions of the Corporation and maintain necessary records. The Treasurer shall report the status of the Corporation Treasury at regular membership meetings and at such other times as required by the President or Executive Board. An annual status report and accounting shall be provided at the annual membership meeting. The Treasurer will perform any other duties as determined by the President or Executive Board to be in the best interest of the Corporation.
The Treasurer shall not be allowed to have both the Treasurer position and a Head Coach position unless approved by the Board of Directors.
SECTION I: Registrar
The Registrar shall keep a full record of the eligibility of each player including confirmation of residential boundaries and/or completion of any and all waivers and/or exceptions as needed for all sports programs. The Registrar shall co-sign all waivers with the President; all waivers will be determined by a majority vote of the Board. The Registrar will work with all the Sports Directors on all aspects of the opening and closing dates of registration. The Registrar will work closely with the Treasurer to ensure all players have paid any and all fees. The Registrar shall perform any other duties as determined by the President or Executive Board to be in the best interest of the Corporation.
The Registrar shall not be allowed to have both the Registrar position and a Head Coach position unless approved by the Board of Directors.
SECTION J: Directors of Sports (Basketball, Field Hockey and Volleyball)
Such Directors will be responsible for management and coordination of the program specified, subject to the direction and supervision of the President and Vice President, and will provide reports concerning status of the respective programs at all the Board of Directors meetings. Directors will act as a liaison between the coaches he/she manages and the Executive Board. Any changes to the sports management or direction needs to be brought to the Board and voted on. This also includes committees being subject to changes handed down from the Board.
Directors of Basketball, Field Hockey and Volleyball may appoint a committee to assist them with the management and operation of their specified programs.
SECTION K: Director of Safety
The Director of Safety shall be responsible for maintaining a safe environment for adult and youth participants for all the programs in the Corporation.
The Director of Safety shall be responsible for all background checks of the Board of Directors, all coaches of each sport and any other volunteer for Harwinton Youth Sports Association, Inc. (HYSA) as defined in Article VII, Section A of these By-Laws. The Director of Safety may appoint Safety Officers to assist him/her with the management of the Safety Programs.
SECTION L: Director of Fundraising
The Director of Fundraising shall be responsible to track and properly document all activities along with completing all necessary reporting requirements in conjunction with all planned events for the Corporation. All fundraising activities must be presented to and voted on by the Board prior to public announcement. The Director of Fundraising is responsible to coordinate all volunteers to assist with the fundraising events.
There will be no individual team based fundraising events. All fundraising events will be sport specific in HYSA or for HYSA in general.
The Director of Fundraising shall be responsible for coordinating all sponsorships for HYSA, fields/gymnasiums and teams.
The Director of Fundraising shall perform any other duties as determined by the Executive Board to be in the best interest of the Corporation.
SECTION M: Removal of Elected Officers
An Elected Officer may, for good and just cause, be removed from such office upon one (1) a motion for removal supported by a majority vote of the membership and two (2) a two-thirds (2/3) vote of the membership for such removal provided that the membership and the officer chosen for removal receive at least fourteen (14) days notice of the approved motion of recall. Such notice must specify the time and place for consideration of the approval removal by the membership and provide the Elected Officer an opportunity to be present at the meeting. An Executive Board vote may also be allowed without the 14 day notice to the membership in an emergency/dire situation. If removal of a Board Member is deemed necessary in an emergency situation, the Executive Board has the right to suspend the Board Member immediately, call an emergency Board Meeting to explain the suspension and have an emergency vote to remove the Board Member from the Board.
SECTION N: Vacancies
Vacancies of officers will be filled by virtue of an election to fill the vacant position at the next regular meeting of the corporation following the vacancy. The notice of election shall be properly posted at least 14 days prior to the election. The Vice President will fill in for any and all vacant positions until the position is filled, subject to change as defined in Article VI, Section F of these By-Laws, unless directed differently by the Executive Board
ARTICLE VII
Background Checks
SECTION A: General
All Board Members, appointed members, coaches and volunteers will complete a background check each year in order to volunteer for Harwinton Youth Sports Association, Inc. (HYSA)
Background checks for all Board Members will be administered by the Director of Safety through League Athletics. Copies of all background checks will be submitted to the Director of Safety for his approval and safe keeping.
Background checks for Soccer will go through the Connecticut Junior Soccer Association (CJSA) per their governing rules. Copies of all background checks will be submitted to the Director of Safety for his approval and safe keeping.
Background checks for Baseball will go through the governing body of Little League, which will be through the new charter of Burlington/Harwinton Little League (BHLL). Copies of all background checks for teams solely playing on Harwinton Fields will be submitted to the Director of Safety for his approval and safe keeping.
Background checks for Basketball and Field Hockey will be administered by the Directors of Basketball and Field Hockey through League Athletics. Copies of all background checks will be submitted to the Director of Safety for his approval and safe keeping.
ARTICLE VIII
Membership
SECTION A: General
Membership in the Corporation is available to all individuals who subscribe to the goals and purposes of the Corporation upon written application to the Secretary and majority vote of the membership. Such a vote shall be the last order of business of any meeting where applications for membership are submitted. Any individual that has a child enrolled in a Harwinton Youth Sports Association, Inc (HYSA) program in the previous 12 months is automatically a member of Harwinton Youth Sports Association, Inc. (HYSA).
All members shall be entitled to a copy of the By-Laws, notice of meetings, to vote at membership meetings and to serve on committees.
A Member, for good and just cause, can be removed from such office upon one (1) a motion for removal supported by a majority vote of the membership and two (2) a two-thirds (2/3) vote of the Board for such removal provided that the membership and the officer chosen for removal receive at least fourteen (14) days notice of the approved motion of recall. Such notice must specify the time and place for consideration of the approval removal by the membership and provide the Member an opportunity to be present at the meeting.
SECTION B: Coaches
Head Coaches and Assistant Coaches are appointed by the Board of Directors (Article IV, Section C) and may be suspended or removed by the Board of Directors for just cause.
All Coaches must receive and sign a copy of the Harwinton Youth Sports Association, Inc. (HYSA) Coaches Code of Conduct. These have to be signed before the first practice of each season. Sports Directors need to keep these on file and give a copy to the Vice President and Director of Safety.
Coaches shall maintain order on the play field or gymnasium during practices and games. Coaches are responsible to ensure that the facility which they use is kept clean and if you are the last team for the night, make sure all the sheds, ball cages, gates are locked and all equipment is properly put away. All head coaches are required to provide a list of coaches, including themselves, with all contact information for those who will require any safety certifications and background checks to the Director of Safety. Coaches must abide by the By-Laws of their sports’ governing body, Harwinton Youth Sports Association, Inc. (HYSA) and the facilitie’s rules and regulations.
All Coaches need to have proof of online Concussion Training and Safe Sport Training in order to be qualified to coach for any Harwinton Youth Sports Association, Inc. (HYSA) sport. Sports Directors need to keep these on file and give a copy to the Director of Safety as defined in Article VII, Section A of these By-Laws.
Head Coaches and Assistant Coaches are not required to be members of the Corporation.
Section C: Removal of Coaches
Any Coach may, for good and just cause, be removed from such position upon one (1) a motion for removal supported by a majority vote of the membership and two (2) a two-thirds (2/3) vote of the membership for such removal provided that the membership and the Coach chosen for removal receive at least fourteen (14) days notice of the approved motion of recall. Such notice must specify the time and place for consideration of the approval removal by the membership and provide the Coach an opportunity to be present at the meeting. An Executive Board vote may also be allowed without the 14 day notice to the membership in an emergency/dire situation. If removal of a Coach is deemed necessary in an emergency situation, the Executive Board has the right to suspend the Coach immediately, call an emergency Board Meeting to explain the suspension and have an emergency vote to remove the Coach from their position.
ARTICLE IX
Forms and Waivers
SECTION A: Insurance Waiver
An Insurance Waiver is to be signed by parents of all participants stating that Harwinton Youth Sports Association, Inc. (HYSA) is not liable for any injuries that could occur during any sport’s practice or game whether or not the participant has their own insurance or medical plan. This must be completed prior to the first practice.
SECTION B: Medical Release
A Medical Release is to be filled out by parents of all participants. This filled out form needs to be carried by every Head Coach or designated Assistant Coach to all sporting events ie. Practices, Games, Tournaments. If an injury occurs with no parent or guardian present, the form will give the coaches the necessary information in case of an emergency, as defined in Article X of these By-Laws. This must be completed prior to the first practice.
SECTION C: Concussion Form
A Concussion Form is to be filled out by parents of all participants. This must be completed prior to the first practice.
SECTION D: Code of Conduct
The Code of Conduct Form is to be filled out by parents of all participants. This must be completed prior to the first practice.
ARTICLE X
Mandatory Reporting on Serious Injury, Abuse and Deaths
The purpose of the current policies and procedure is to prepare Adult Leaders (Board Members Coaches, Assistant coaches and Adult Members) to conduct activities in a safe and prudent manner. The Guidelines have been established because of the real need to protect our children, adults, coaches, Board Members and volunteers from known hazards.
SECTION A: The following procedures apply to adult leadership at the scene of a
serious injury, including abuse, sexual abuse or a fatality:
1. Most important, first care for the injured and prevent further injuries,
call 911 for help and begin providing first aid.
2. The adult leaders are are responsible for informing any Executive
Board Member as well as the Director of Safety and the Director of the
Sport the injury happened at.
SECTION B: Adult leaders should be prepared to give specific facts regarding:
1. Name and Age of subject, complete address and phone numbers of
parent(s), guardian(s) or next of kin.
2. Date and Time of day.
3. Location and Community.
4. Nature of illness or accident.
5. Illness/Accident details, if known.
Section C: The following procedures apply to a non-serious injury:
1. Most important, first care for the injured and prevent further injuries.
2. For any sprain, fracture or communicable illness that has been
diagnosed by a doctor will also need a doctor’s release to return to
practices and games. Prompt and accurate reporting to the Executive
Board is important. Once proper authorities, parents, Executive Board,
Director of Safety and Director of the Sport (if happened during a
sporting event) have been notified, the adult leadership should gather
factual information at the scene including statements from witnesses,
leaders and members of the group. These reports can be supported
by photographs and/or diagrams.
3. Incident forms will be kept on site in the sheds, Snack Shack and with
the Head Coaches medical kit.
ARTICLE XI
Grievances
SECTION A: Grievances
All grievances must be submitted in writing to any Board Member.
A grievance must be filed whenever a problem or dispute arises among parents, coaches or Harwinton Youth Sports Association, Inc. (HYSA) that the respective Director of the Sport cannot resolve satisfactorily among the disputants.
All grievances must be submitted before a committee can be called.
SECTION B: Grievance Committee
The President shall appoint a Grievance Committee of three to oversee the grievance and cannot appoint a Board Member if he/she is the focus of the grievance.
Each party to the dispute shall be given the opportunity to present his/her case to the grievance committee and the committee may request such other testimony or conduct such investigation if it feels warranted.
The decision of the committee shall be binding on all parties unless reviewed by the Executive Board and reversed upon appeal.
Such reversal shall require at least three fifths (3/5) vote of all Executive Board Members.
ARTICLE XII
Procedures
SECTION A: The Board of Directors shall be charged with the creation, implementation and upholding of any policy or procedure it feels necessary to support the mission and goals of the Corporation. Such policies and procedures shall be published and made available to all Head Coaches, Assistant Coaches, participants, parents and members of the Corporation.
ARTICLE XIII
Amendment of By-Laws
SECTION A: Amendment
The By-Laws may be amended at any meeting of the Corporation provided that at least twenty five (25) days written notice has been given to all members of the time, place and subject of such meeting. Such notice must include the written By-Law amendment to be proposed at the meeting.
SECTION B: Vote
The By-Laws may be amended by the membership by the vote of not less than two thirds (2/3) majority of all members present and eligible to vote.
ARTICLE XIV
Non-Discrimination Policy
Harwinton Youth Sports Association, Inc. (HYSA) shall not discriminate against members or prospective members or their children on the basis of race, gender identity, color or national/ethnic origin. This non-discrimination policy covers all facets of Harwinton Youth Sports Association, Inc. (HYSA) operation, including its registration policy, scholarship program, extracurricular activities or any other activity. Harwinton Youth Sports Association, Inc. (HYSA) cannot maintain separate facilities or partition existing facilities into separate sections on the basis of race, gender identity, color or national/ethnic origin.
