Selby Athletic Association, Inc.

P.O. Box 797, Mayo, Maryland 21106    Phone:  410. 798.0204

An IRS recognized 501(c)3  Youth Educational Charity ID#: 521952557charity and a registered Maryland Corporation serving the Mayo Peninsula since 1995.    

All donations receipted and tax-deductible.     Contact us via E-mail 

                                     Amendment to SAA By-Laws

THE

CONSTITUTION AND BY-LAWS

OF THE

 SELBY ATHLETIC ASSOCIATION, INC.

Voted in and Accepted by the Selby Athletic Association on

                                        FEBRUARY 1, 1998              

Preamble and Pledge

Whereas, the youth of our community will be the citizens and leaders of tomorrow; well directed youth are an asset and benefit to everyone; misguided and idle youth can cause financial and material damage to a community.

Therefore, we, the citizens of the Selby, band together as the Selby Athletic Association, Inc., and dedicate ourselves to the development of the youth of our community by providing properly guided skills and knowledge in the form of athletic activities for the development of sportsmanship and leadership; we earnestly hope will guide our youth of today to become useful and productive adults of tomorrow.
 

CONSTITUTION

ARTICLE I

NAME

Sec. 1. The name of the organization shall be the Selby Athletic Association, Inc., herein referred  to as SAA.

ARTICLE II

Sec. 1.             There shall be two ( 2 ) classes of membership in the SAA, Active and Honorary.

Sec. 2.  ( a )     Active membership.  Those persons eighteen years and over who wish to engage in the general overall operation and management of SAA, shall entitle them to all rights, powers, and privileges of full membership.  This membership shall include Father/Mother and or legal guardian and all dependent children.

            ( b )      Honorary membership.  The SAA may elect to award Honorary membership to anyone who shall have distinguished themselves in the eyes of SAA.  Honorary membership shall include all privileges of Active membership except of voting and holding office.

Sec. 3.             Application for family membership shall be accompanied by a fifteen (15) dollar registration fee that may be submitted to any member, who shall forward both to the Executive Board.  This fee entitles both father and mother a singular vote.

 ARTICLE III

OFFICERS

Sec. 1.             The officers of the SAA shall be President, Vice President, Secretary, Treasurer, Athletic Director and (3) elected Trustees.

Sec. 2.             The executive Board shall consist of President, Vice President (chairperson), Secretary, Treasurer, Athletic Director, immediate past President, for a one-year term, and three (3) elected Trustees.

Sec. 3.             No family shall hold more than one (1) elected office at a time.

ARTICLE IV

MEETINGS

Sec. 1.             Regular meetings of the SAA shall be held the first Monday of each month at 7:00 PM.

Sec. 2.             Place of the meeting shall be determined by SAA and /or the Executive Board.

Sec. 3.             For the transaction of business, a quorum shall consist of the President or Vice President, Secretary or acting Secretary, Treasurer or acting Treasurer and one or more of the Trustees and all active members present. Each acting official shall have been appointed by the Chairperson.

Sec. 4.             The President shall call a special meeting when petitioned in writing by five (5) members in good standing.

Sec. 5.             Special meetings may be called by the President and written notice shall be given to the membership within seven days in advance of the starting time, place, and purpose of the meeting. No other business shall be discussed except that which is stated on the notice.

Sec. 6.             Regular meetings falling on a holiday or when county schools are closed due to inclement weather shall be postponed for not more than one(1) week.

Article V

Amendments

Sec. 1.             Amendments to the Constitution and or by-laws must be presented to the body in writing and signed by three (3) members in good standing.  The proposed amendment shall be read in the regular meeting at which it is presented and referred to the “Laws Committee”, said committee is to report on it at the next regular meeting and a two-thirds (2/3) affirmative vote of the members present and voting shall constitute passage.  Secretary shall mail a copy of proposed amendment to all voting members with the notice of the meeting.

BY-LAWS

ARTICLE I

NOMINATIONS AND ELECTION OF OFFICERS

Sec. 1.             To be eligible to hold an elective office a member must have been on the membership roll for a period of one (1) year, for the office of President, Vice President and Athletic Director members must have attended six (6) regular meetings one year prior to election.  All other officers must have attended at least four (4) regular meetings one year prior to election.

Sec. 2.             To be eligible to vote a member must be in good standing.

Sec. 3.  (a)       Nominations for officers shall be held at the regular meeting of November.  They shall be recessed until the regular December meeting.

(b)                 Nominees must signify in person or in writing to the Secretary at the time of the nomination or before the election their willingness to accept the office.

(c.)      Secretary shall mail list of nominations to all voting members with December meeting notice.

Election shall take place at the December meeting.

Election of officers shall be by secret ballot and the candidate receiving the majority of votes cast shall be declared elected by the President.  If no candidate receives a majority of the votes cast for that office the candidate receiving the least number of votes shall be stricken from the list of nominees and a new ballot shall be taken.  This procedure shall be followed until two (2) candidates remain or a candidate receives a majority vote.

Sec. 4.             Election of officers shall be by secret ballot, singly, in the order of President, Vice President, Secretary, Treasurer, Athletic Director and three (3) Trustees.  The Trustees shall be voted independently with the first tally majority vote electing Trustee 1, the second majority vote electing Trustee 2 and the final secret ballot electing Trustee 3.  There must be three (3) separate secret ballots for four (4) or more candidates for the position of Trustee.

Sec. 5. (a)        All elective officers shall serve for one (1) full year or until their successors have been duly elected and installed. The immediate        past  President will act as advisor on the executive board for a one (1) year term.

If an elective officer resigns he/she must submit a resignation in writing to the presiding officer at a regular meeting.  The presiding officer shall then declare the office vacant.  Replacement shall be elected at the same meeting to fill the unexpired term.  If there is no person to accept a nomination for an elected office the presiding officer may make a pro temp appointment to fill the vacancy until a replacement is duly elected and installed.  If an elected officer fails to attend three (3) consecutive regular meetings of the body he/she shall automatically be relieved of his/her duties.  Election for the unexpired term shall be held at the next meeting after the vacancy occurs.

S 

ARTICLE II

INSTALLATION OF OFFICERS

Sec. 1.             The newly elected officers shall take their oath of office and be installed on the first Monday of the month of January.

Sec. 2.             At the request of the installing official, the newly elected officers shall present themselves before him/her and all members present, standing, and subscribe to the following pledge:

“I do hereby solemnly swear that I will faithfully perform my duties as an officer of the Selby Athletic Association, Inc., to the best of my ability, that I will endeavor to uphold its Constitution and By-laws, that I will cooperate with the other officers and members in all efforts to improve the Association and that I will keep the necessary records pertaining to my office, and that I will turn these records over to my duly qualified successor.”

ARTICLE III

DUTIES OF OFFICERS

Sec. 1.             PRESIDENT:   He/She shall preside over all regular and special meetings of the Association.  He/She shall at all times conduct the meetings in strict accordance with the Constitution and By-Laws of the Association and parliamentary laws, as set forth in Roberts Rules of Order Revised, and shall be without a vote except in case of a tie.  He/She shall have the right to vote if voting is by ballot.  He/She shall countersign all checks for expenditures approved by the association.  He/She shall instruct the Secretary to issue calls for special meetings.  He/She shall appoint Chairpersons of all standing committees within one week of taking oath of office.  He/She shall be an ex-officio member of all committees.  He/She must call an executive board meeting within seven (7) days of suspension of a Commissioner or Coach.  All interested parties may attend this meeting.

Sec. 2.             VICE PRESIDENT:     In absence of the President, the Vice President shall assume the duties of the President. He/She shall be the Chairperson of the Executive Board, and shall be empowered to call special meetings of that board, and order the Secretary to send proper notices thereof.  He/She must call an Executive Board meeting within seven (7) days of suspension of either a Commissioner or a Coach.  All interested parties may attend this meeting.  He/She shall chair the Laws committee.

Sec. 3.             SECRETARY: He/She shall keep the minutes of all meetings of the Association and the Executive Board.  He/She shall maintain correct attendance of each member, shall be required to incorporate into the regular meetings minutes any approved amendments to the Constitution and By-Laws of the Association in total, shall give notice of all regular meetings of the Association and the Executive Board when so instructed, shall acknowledge receipt of all donations to SAA and shall conduct and receive all correspondence upon instruction of the President, shall mail notices of proposed amendments and nominations to the voting membership as instructed, shall maintain possession of the Seal and affix same to all official papers.

Sec. 4.             TREASURER: He/She shall collect, receive, and deposit all monies (dues, donations, etc.), shall keep record of all money, give receipts for same and submit a financial report at each meeting.  He/She shall make disbursements approved by the Association and give a report of same at each regular meeting, shall submit two (2) written copies of this report at each regular meeting, shall countersign all checks, shall submit the books for audit the first week in June and December to the Trustees and at other times as requested by Trustees for audit.

Sec. 5.             ATHLETIC DIRECTOR: This office shall be an elected position.  He/She shall be a member of the Executive Board, and shall present a report to the body at each meeting, placed in the order of business immediately following the Treasurers report.  The duties shall be as follows:

Shall be in charge of all athletic programs.

Shall appoint all Commissioners.

Shall assure that all Commissioners carry out their duties.

Must approve all expenditures for athletic programs and assure that they are within the budget process.

Maintain proper records of equipment.

Assure that contracts and registration fees are collected and turned over to the proper persons.

Inventory and distribute equipment to commissioners.

He/She has the right to call a Board meeting to discuss the suspension of a Commissioner.  All interested parties may attend.  The Executive Board has the final vote on suspension.

Sec. 6.             TRUSTEES:     It shall be the duties of the Trustees to hold title to all property of the Association, both real and personal, shall meet prior to the regular January meeting to assess all property and submit a report on same concerning the condition and estimated value of said property.  The Trustees may dispose of property only with the approval of the Association said approval must be secured before the Trustees can pledge any property for the securing of any funds or for any other purpose.  They shall keep all deeds, titles, and other valuable assets or records in the Association safe.  The Trustees shall cause the Treasurers books to be audited in June and December and at other times as the Trustees deem necessary for the good of the Association.

Sec. 7.             EXECUTIVE BOARD: Shall maintain a permanent record of the Constitution and By-Laws, rules and regulations, and all motions passed by the Association affecting its operation and administration.  They shall prepare the budget for the coming year and submit to the Association for approval.  They shall incorporate into the budget an annual contingency fund that may only be spend with the approval of the Executive Board.  A quorum of the Executive Board shall consist of five (5) members.

RESPONSIBILITY OF COMMISSIONERS

Sec. 1.             Coaching assignments are to be made by the Commissioners of each sport.

Sec. 2.             Set up registration dates and advertise same.

Sec. 3.             Schedule fields for practice to coincide with game schedules.

Sec. 4.             Collect registration fees, forms, and contracts from coaches and turn them over to the Athletic Director or Treasurer.

Sec. 5.             Distribute game schedules to Coaches.

Sec. 6.             Distribute equipment to Coaches.

Sec. 7.             Collect equipment and uniforms from coaches.  Submit to the Athletic Director the names of players whose uniforms have not been turned in within thirty (30) days after the completion of the season.

Sec. 8.             Inform coaches of age limits and numbers of teams.  No new teams may be formed without the approval of the Executive Board.

Sec. 9.             Shall meet with coaches, players, and parents at the beginning of their season to inform all concerned of the rules and regulations and responsibilities of each.

Sec. 10.            All coaches shall be members in good standing of the Selby Athletic Association.

Sec. 11.           Commissioners have the right to temporarily suspend a coach and must notify the Athletic Director and the President or the Vice President of his/her actions within 24 hours.Commissioners must call a Board meeting to discuss the suspension of the coach.  The coach has the right to have any member appear at that meeting on their behalf.  The coach must be advised by the Commissioner of their right to representation at the meeting. The Executive Board has the final vote on the suspension.

ARTCLE IV

COMMITTEES

Sec. 1. (a)            Chairpersons of all committees shall be appointed by the President and shall serve until their successor is appointed.

All committees receiving or disbursing monies shall submit two (2) written copies at the next meeting following the activity.  (1 copy to Secretary and 1 copy to Trustees).

All receipts from activities shall be deposited with the Treasurer immediately.

Sec. 2.             PUBLICITY COMMITTEE:            Duties are to advertise a function of the Association.

Sec. 3.             LAWS COMMITTEE: Shall determine whether proposed amendments conflict with the present Constitution and By-Laws.  Chaired by the Vice President.

Sec. 4.             FIELD COMMITTEE: Shall be responsible for the upkeep of the fields used by SAA.

Sec. 5.             WAYS AND MEANS COMMITTEE: Shall be responsible for fundraising.

Sec. 6.             SPONSORSHIP COMMITTEE: Shall be responsible for underwriting various programs.

Sec. 7.             SPECIAL COMMITTEES:     May be appointed from time to time as deemed necessary and serve until replaced or the purpose of their committee is accomplished.

ARTICLE V

DUES

Sec. 1.             The dues of the Association shall be a flat ($15.00) fifteen dollars membership and fifteen ($15.00) dollars registration fee per child per sport with the exception of Football and Lacrosse that will require a Twenty-five ($25.00) fee per child.  The membership fee shall accompany the first sport your child participates in beginning with the spring sports season.  That season includes Baseball, Softball, T-Ball, Lacrosse, and Farm Baseball.

Sec. 2.             No member shall be entitled to run for, hold or vote for any office or vote in any manner if dues are in arrears.

ARTICLE VI

ORDER OF BUSINESS

Sec. 1.             The order of business at regular meetings shall be as follows unless changes thereto are agreeable to the majority of the members present voting.

Pledge to the flag

Roll call

Reading of the minutes

Application for membership

Treasurers report

Athletic directors report

Reports of officers

Reports of committees

Communications

Unfinished business

New business

Good and welfare

Adjournment