BY-LAWS

BY-LAWS FOR THE NORTHERN LEHIGH YOUTH ATHLETIC ASSOCIATION ARTICLES

EFFECTIVE 2005

I.NAME AND ADDRESS:

Northern Lehigh Youth Athletic Association; heretofore referred to as “N.L.Y.A.A.” throughout this statement of Association Bylaws.

Post Office Box 27, Slatington, PA 18080

II.OBJECTIVE:

The purpose of the organization is to provide recreational opportunities for area youth in which to participate and excel through organized athletic programs include; baseball, basketball (boys/girls), football, soccer (boys/girls), wrestling, competition cheerleading, football and wrestling cheerleading.

N.L.Y.A.A. programs will endeavor to teach youth the proper skills to compete and enjoy each sport, and to provide a strong fundamental skills base for youth who choose to continue to compete at the interscholastic level.

Equally, or more importantly, N.L.Y.A.A. programs will strive to encourage and teach to all N.L.Y.A.A. program participants and family members, the important values of good sportsmanship, teamwork, physical fitness, and respect for parents, coaches, teammates, referees and opponents, as well as self respect and the development of self esteem in the participants themselves.

N.L.Y.A.A. is organized exclusively for charitable and educational purposes within the meaning of Section 501 (c) (3) of the Internal Revenue Code. The financial goal of every N.L.Y.A.A. program shall be a break even status, with accrual of funds for capital purchases only as necessary.

III.MEETINGS:

The Association’s monthly meeting is open to the public.

The Association’s monthly meeting will be held on the first Wednesday of

every month at 7:00 p.m. at the Walnutport Playground Association building. If there is a site, time, and/or date change, the Secretary will publicize the adjustment one (1) week in advance, if at all possible.

All general membership meetings shall be governed by the rules

parliamentary procedures call “Roberts Rules of Order”.

The order of business for all meetings shall be:

Call to order/sign in

Minutes of the previous meeting

Treasurer’s report

Director’s reports

Old business

New business

Correspondence

Hearing of visitors

Adjournment

IV.QUORUM:

Fifty percent (50%) of board members in good standing with voting rights, plus two (2) officers shall constitute a quorum for the purpose of conducting N.L.Y.A.A. matters.

V.N.L.Y.A.A. MEMBERSHIP:

Individual and family membership in the organization is on a non-discriminatory basis and is open to any person regardless of gender, race, color or religion, to persons eighteen (18) years of age or older.

N.L.Y.A.A. membership fees may be addressed on a lifetime or annual basis:

Lifetime Family Membership – a lifetime family membership is $150.00.

A lifetime family membership is non-transferable.

Annual Family Membership – annual family memberships are $25.00 and are effective for a twelve (12) month period from

initiation. Annual family memberships are non-transferable.

Associate Membership – any individual wishing to become an associate member can do so for a donation of $15.00 annually, with non-participation in sports of family members. Associate members of N.L.Y.A.A. are ineligible to establish voting rights.

Associate memberships are non-transferable.

Changes in Membership Fees:

The fees for an annual family membership shall be determined by the N.L.Y.A.A. officers.

The amount of any adjustment to the annual membership fee shall be voted on by N.L.Y.A.A. officers, directors and members with active voting rights at the first public meeting of each new year (i.e., following January 1) and become effective with registration for the next Fall’s season.

To be eligible to participate in a particular sport, a child must meet the policy requirements for that sport. Additionally, it is essential that the family is a member in good standing with the N.L.Y.A.A. as defined below in

Section VI-A, B, C.

VI.MEMBER IN GOOD STANDING:

To be a member in good standing, all dues and fees must be paid in full prior to participation in a sport for a given season (i.e., a Winter sport registrant will be prohibited from participation in Winter activities if Fall sports dues, fees, fundraising or equipment return requirements have not been met from Fall or prior activity participation).

Families must actively participate in all fundraising activities, or fulfill the financial or volunteer assistance (i.e., refreshment stand duty, etc.) requirements supporting their sport, as defined for the respective season, and noting the requirements may change annually.

Applicable fees and dues relating to “member in good standing” also include reimbursement for all returned checks, for which the check issuer will be charged a $20.00 fee from the N.L.Y.A.A.

Any disclosure, even if inadvertent, would constitute a violation of the by-laws.

VII.CONDUCT OF ALL MEMBERS:

Appropriate conduct of ALL members shall be maintained at all association functions.

As a member of the N.L.Y.A.A., you agree to uphold the integrity, morals and bylaws of the association as defined below:

Use of profanity is prohibited.

Consumption of alcoholic beverages is prohibited at all N.L.Y.A.A. practices, games, field trips and social events such as team banquets, etc., where youth are present. An exception may be made for adult only social functions where all attendees must be at least twenty-one (21) years of age.

The N.L.Y.A.A. has a zero tolerance policy on the use of drugs/illegal substances for all N.L.Y.A.A. members and youth

participants.

Fighting and other dangerous behavior will not be tolerated. Any player, coach, or parent may be suspended for actions deemed detrimental to other N.L.Y.A.A. participants, to the respective sport team, and/or the N.L.Y.A.A.

The use of tobacco by N.L.Y.A.A. coaches while actively coaching or associating in any manner with N.L.Y.A.A. youth at practices, games or social events is prohibited. In accordance with the Northern Lehigh School District, there is no smoking on school

district property.

No physical or verbal abuse of players, coaches, or parents by N.L.Y.A.A. members or representatives will be permitted.

Violation of Bylaw VII-B:

Violation of this policy will result in immediate suspension from N.L.Y.A.A. activities and suspension as a member in good standing (without refunds) pending further investigation by the N.L.Y.A.A., and law enforcement if necessary.

Violation of this policy could result in immediate dismissal from this activity.

Violation of this policy may result in expulsion from further participation, involvement with N.L.Y.A.A. programs and activities, including attendance at events. This action will also result in loss of “member in good standing” for that individual(s) without refund of any fees.

Within a ten (10) day period from the initial suspension, said person(s) shall individually attend a meeting of the grievance board. Failure to attend the grievance meeting shall result in the immediate revocation of all membership rights. All issues relating to conduct and revoking a membership shall be dealt with on an individual basis by the board, and in accordance with applicable laws.

The grievance board will consist of all officers and three directors not directly involved with the sport activity in question.

VIII.VOTING RIGHTS OF MEMBERS:

Every adult member eighteen (18) years of age or older of the N.L.Y.A.A. has voting rights. In order to exercise this right a member must: (for purposes of explaining voting rights, *=attended a meeting and x=did not).

Attend three (3) consecutive meetings with actual voting rights initiated at the third meeting.

Meeting #:

(Voting rights established at meeting #3)

Suspension of voting rights due to absenteeism after the initial establishment of voting rights has occurred will be instituted after a Member in good standing fails to attend three (3) successive meetings. In this instance, voting rights will be suspended.

Meeting #:

(Voting rights suspended as of Meeting #6)

Reestablishment of voting rights will occur within one (1) year if a Member in good standing has missed no more than three meetings in a row and attends two successive meetings, with voting rights reestablished at the second meeting. This process may be repeated on a continual basis while adhering to the no more than three (3) missed meetings in a row during a one (1) year limit. Otherwise a member must reestablish voting rights as a new member.

Meeting #:

(Voting rights reestablished as of Meeting #8)

Failure to reestablish voting rights by missing four (4) meetings in a row will result in the requirement to reestablish voting rights as stated in Section VIII-A-1.

Excused absences will be granted by a majority of members with voting rights at that meeting when the matter is discussed. Prior notice to a board member of pending absence must be provided in a reasonable time in the opinion of the board. Excused absences will consist of employment requirements, N.L.Y.A.A. sport league meetings, mandated practices (assigned gym times), serious illness or other force major matters.

Each member in good standing with voting rights is entitled to only one (1) vote.

The member in good standing must be present at a general meeting to vote, no proxy of this vote may be given in the event of an absence.

IX.OFFICERS AND SPORT DIRECTORS:

The officers of the association will consist of President, Vice President, Secretary and Treasurer.

Duties and Officers:

President:

The president shall oversee the overall operation of the association, preside at all general membership meetings, board of directors meetings, appoint all committees and be the general representative of the association in all other matters unless another representative is appointed for a given task. The president is an ex-officio member of all committees. The president shall select, with approval of the board, a committee to audit the books and accounts of the N.L.Y.A.A. treasury and to provide a written report annually upon request of the general membership. Ad hoc committees can be formed at the discretion of the president, with the approval of the board. The president, vice president or another officer designee shall attend each monthly meeting of the N.L.Y.A.A. and preside over that meeting.

Vice President:

The vice president shall monitor all committee activities. In the absence of the president, the vice president shall preside at all meetings. The vice president shall succeed the president, pro temper, if the president resigns or if, in the judgment of the board, the president cannot fulfill the duties of the office.

Treasurer:

The treasurer shall maintain the financial records and shall provide a monthly detailed income and expense report, and have one (1) year of previous bank statements at each meeting. The treasurer shall deposit or oversee the deposit of all contributions, fundraisers, and show discretion in determining the dispersal between checking, savings or other interest bearing accounts. The treasurer shall make all disbursement by check and maintain records of invoices. All checks must be countersigned by the president, vice president or secretary. The treasurer shall have all accounts in auditable order.

Secretary:

The secretary shall be responsible for all association correspondence and documents. The secretary shall record the minutes of each meeting and present the minutes for approval at the following meeting. The secretary shall have the bylaws and the previous two (2) years of approved minutes at the meetings. The secretary shall determine if in question, who has active voting rights at each monthly meeting.

Board of Directors:

a. The board of directors shall consist of N.L.Y.A.A. officers and a sport director for each sport.

b. The board shall oversee all the business of the association at monthly meetings.

Terms and Elections:

Nominations for N.L.Y.A.A. officer and board of director positions will be accepted from the floor in January, or the first meeting of each year.

The officers and sport directors shall be elected by secret ballot at the February meeting or first meeting following nominations.

Term of office beginning March 1st shall be for one (1) year. No member may hold more that one (1) officer position at a time and only one family member may hold an officer’s position at the same time.

If a vacancy occurs in a position of an officer or a sport director, an election shall be held at the next general meeting to fill the vacancy. In the interim, the president may appoint someone to fill the vacancy. This appointment must be ratified by the board at the next monthly meeting by a simple majority.

Responsibility for selection, suspension, or dismissal of a sport director rests solely with the board of directors. The sport director being suspended or dismissed is entitled to reinstatement of exoneration through a special hearing by the board of directors. It is the prerogative of the board to determine whether this special hearing will be prior or subsequent to the suspension or dismissal.

Grievance Board:

The grievance board shall consist of seven (4) members, four (2) of which are officers and three (3) sport directors not actively participating in the involved sport. The grievance board will listen to all parties involved in the grievance and attempt to resolve the matter in a manner that will satisfy all parties, while strictly adhering to N.L.Y.A.A. bylaws. The N.L.Y.A.A. officers retain the right to expend N.L.Y.A.A. funds to have an attorney present at grievance hearings. Grievance matters are to remain strictly confidential.

Duties and Terms of Each Director:

Secure coaches willing to abide by N.L.Y.A.A. expectations for the respective sport.

Attendance at six (6) out of twelve (12) regular monthly meetings is required to be considered for future directorship the following year. (The board can waive this under special circumstances.)

Obtain N.L.Y.A.A. approval and oversee all fundraising activities for that sport. Fundraiser incentives will be awarded at the discretion of the director with the approval of the N.L.Y.A.A. board of directors. All contributions received and all amounts raised through fundraising events and registration fees shall be used only to accomplish N.L.Y.A.A. objectives as sanctioned by the board of directors and N.L.Y.A.A. bylaws.

Be responsible for arranging appropriate practice and game locations and fields for the respective sport.

Keep accurate inventory of equipment for that sport. Provide a copy of said inventory to the board at the end of the season and provide names of participants with unreturned equipment.

Provide written policies for your sport at the beginning of the sport season stating what is expected of each participant in terms of practice and playing terms.

Provide a list of expenses and equipment needs (a proposed itemized budget) prior to the beginning of each season. Performance against this budget will be measured at the end of each season. This budget will be voted on by members with voting rights prior to the start of the respective sport.

Be accountable for the respective sports budget on an annual basis.

Directors shall be responsible for the interpretation and enforcement of the N.L.Y.A.A. bylaws, relying on the N.L.Y.A.A. officers for guidance and interpretation of the bylaws.

10. Directors shall have great latitude in decisions regarding playing time, position assignment, frequency of practices and other areas of general team management.

11.

In the event the director resigns, or cannot fulfill necessary duties, he/she shall be responsible for assisting in the selection of a replacement director to be voted upon by the board.

12.

Set sport participation fee to cover costs incurred to administer that sports program. The fee shall be approved by the board.

13.

Authorize the collection of monies owed to the N.L.Y.A.A.

X.SPORT RULES:

Directors or coaches must attend appropriate league meetings and be a member in good standing with the N.L.Y.A.A.

A director can, at his discretion, remove a child from the sport for any misconduct:

There will be no refund of membership fees.

A written report of the reason for this action will be required. The report will be kept on file by the N.L.Y.A.A. secretary.

At least one (1) parent/legal guardian must sign the association contract for the child to begin participation in each respective sport.

Each child shall return equipment in proper condition to the director or coach within two (2) weeks of the completion of the sport. The child may be barred from other club activities until the equipment is returned.

No profanity or mishandling of a person/child is allowed.

Only coaches and designated individuals shall be in the vicinity of the bench during games.

Player’s minimal time of participation will be stated in the director’s policy, which must be submitted prior to the start of the season. Playing time may be affected by attendance or disciplinary action.

Each director is responsible for sign-up and sport fees and shall submit such fees to the treasurer for deposit prior to the first game.

Each director shall be responsible for submitting all donation and fundraising funds collected to the treasurer at the next meeting following collection of said funds.

Contracts must be signed and all money paid in full before a child may participate in the sport. Certain financial hardships may allow a waiver of the fee requirement. Any waivers should be discussed with the N.L.Y.A.A. board of directors.

The association shall honor championship teams with a voucher entitling each child/coach involved with the sport, $20.00 towards the purchase of a commemorative item. Individual participants will be required to fund any difference in cost. The money for this will be taken from the general fund.

End of the year parties/banquets will be at the discretion of the director based upon the financial standing of the sport.

XI.REFUNDS:

The refunds of monies collected by the N.L.Y.A.A., inclusion of family memberships (annual/lifetime), sport fees, fundraising, apparel purchase, etc., shall be administered as follows:

N.L.Y.A.A. Lifetime fees:

The N.L.Y.A.A. will warrant the request of a refund in the event of a family relocation or change in living situation. N.L.Y.A.A. may refund the unused portion of the $150.00 lifetime fee, only if request is in writing.

The unused portion shall be determined as follows:

If a family purchases a lifetime membership (covering for all intent and purposes, five (5) N.L.Y.A.A. annual fees), but after two (2) years has a change in living circumstances, the unused three (3) years of funds may be refunded following a written request by the family.

No refund of lifetime fees will be provided simply because a child no longer wishes to participate.

N.L.Y.A.A. Annual Fees:

The $25.00 annual fee may be refunded if, in the judgment of the sport director and the board, significant participation has not yet occurred and the player has been affected by an injury, change of living circumstances, etc.

The fee may not be refunded if a child decides not to participate in one (1) sport after full or partial participation in another. For example, a child plays football then signs up for wrestling but decides not to wrestle. Since the child part- icipated in football already, the fee would not be refunded.

N.L.Y.A.A. Sport Fees:

The refund of an individual sport fee will be at the discretion of the sport director.

N.L.Y.A.A. Sport Fundraising Money:

There will be no refunding of fundraising money.

XII.PARTICIPANTS NOT RESIDING IN NORTHERN LEHIGH SCHOOL DISTRICT:

Special consideration may be given to allow participation in N.L.Y.A.A. sports by a youth not living in the Northern Lehigh School District for the following circumstances:

This consideration is provided mainly, but not exclusively to accommodate certain family living arrangement/relationships of the youth’s parents.

The sport director and the board approval must be met prior to participation.

XIII.AMENDMENTS OF BYLAWS:

These bylaws shall be kept up to date and in compliance with changes in the structure of the N.L.Y.A.A. as required.

Proposed changes to the bylaws will be read at three (3) consecutive meetings and include the date of a pending vote to approve any amendment to the bylaws.

The general membership can amend bylaws by a 2/3 vote of the general members in good standing with voting rights at the third (3) consecutive meeting at which the change/amendment is read.

XIV.DISSOLUTION OF THE ASSOCIATION:

Upon dissolution of the association, the officers shall, after paying or making provisions for the payment of all liabilities of the association, dispose of the association in such manner as to make every possible avenue for final status clear and

understanding to all.

Any further assets that are left shall be distributed to an organization(s) as deemed acceptable by the officers after money has been held in escrow for one (1) year.

An attorney should be consulted and possibly retained for proper dissolution of association funds and assets.