WOLVES YOUTH ATHLETIC ASSOCIATION
Article I – Name
The league shall be named Wolves Youth Athletic Association Baseball-Softball.
Article II – Place
The Wolves Youth Athletic Association is based in the Village of Orland Hills, Illinois.
Article III – Purpose
The Wolves Youth Athletic Association is a qualified amateur athletic organization operated exclusively to provide competition for local youths in baseball and softball under specialized rules and regulations, to secure suitable and adequate financial backing for these purposes and to own, lease or provide playing facilities and equipment for these purposes.
Article IV – Operation
The Wolves Youth Athletic Association shall be run by elected officers on a yearly basis. All positions need to be nominated and voted on at the end of the fiscal year. All positions are filled by volunteers: therefore each fiscal year may have a complete set of different Board Members. No Board Member shall receive financial compensation for any position filled. In recognition of the general powers of the league, members will have the power to purchase or acquire for the league, equipment or supplies that benefit the league. All purchases must be approved by the Treasurer in order to keep within budget. There shall be at least four open Board meetings during the current season with the final meeting utilized for the nomination and election of the new Board Members for the following season.
Article V – Finances
No member of the Wolves Youth Athletic Association will receive financial compensation for any position chaired. However, a member who is hired by the Association as an umpire may receive compensation for said umpiring duties. All children in the league, including Board Members’ children, are required to pay all fees and participate in fund raising events. In the event of hardship, players’ fees may be waived by contacting the President. If possible, fundraising may be offered as an alternative. All revenue received goes toward the purchase of league equipment, uniforms, umpires, referees, trophies, uniforms, concession inventory and insurance for players. A financial statement is prepared monthly by the Treasurer of the league and a yearly report is prepared at the end of the fiscal year. The financial statements may be open for viewing by any paid and registered family of the league. A yearly state and federal return along with the state annual report must be filed by deadline. The Association shall not make any loans to any of its directors, officers or members. No substantial part of the activities of the league shall be carrying on of propaganda, or otherwise attempting to influence legislation or participate in any political campaign on behalf of or in opposition to any candidate for public office. The league shall not carry on any other activities not permitted by an organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code or the corresponding section of any future federal tax code.
Article VI – Assets and Dissolution
Under dissolution of the league, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for public purpose. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of Cook County, exclusively for such purposes or to such organization as said Court shall determine which are organized and operated exclusively for such purposes.
Article VII – Policy
It shall be the policy of the league to prohibit any direct advertising of alcoholic beverages or tobacco products in the connection with the league or any of its projects.
Article VIII – Membership
Volunteer adult leaders, parents or guardians of players, team sponsors and other contributors, managers, coaches and other interested adults shall be eligible for membership.
Article VIV – Board of Directors/Duties
Section 1: The Board of Directors shall consist of President, Vice President, Secretary, Treasurer and Commissioner(s).
Section 2: The Board of Directors shall have the power to appoint, remove or suspend subordinate agents or volunteers, and to determine their duties, and to determine who shall be authorized on behalf of the league to sign bills, notices, receipts, checks, contract or any other documents. Any vacancy occurring on the Board of Directors shall be filled by a majority vote of the Directors then in office. The new director shall serve till the end of the predecessor’s term. A director may be removed by the affirmative vote of a majority of the Directors then in office, present and voting at a meeting of the Board of Directors at which a quorum is present.
Section 3: The Board of Directors shall have the authority to suspend, discharge or discipline any member, manager, coach, player, league official, umpire or other person whose conduct is considered detrimental to the best interest of the league.
A. Any adult/person who is 18 years of age or older, who is suspended, removed or otherwise disciplined by the Board of Directors, shall have the right to appeal such action before a majority of the members of the Board of Directors at a regular or special meeting call for by the Board. The President shall, upon evidence of misconduct of any player, notify the manager/coach of the team of which the player is a member and the parents of any player who is less than 18 years of age, within 24 hours of the act. The manager/coach shall appear with the player before the League Division Commissioner (baseball) and at least three other members of the Board, for consideration of appropriate action. The player’s parents or guardian shall be advised to attend such meeting.
Section 4: The Board of Directors shall meet on a monthly basis, as needed, at such time and place as determined by the President. The notice of said meeting shall be in accordance Section 1 of Article XV.
Section 5: Duties of Officers
A. The President shall preside at all meetings of the league, shall serve as Chief Executive Officer of the league, shall be an ex-officio member of all standing and special committees and shall perform such other duties as required. The President shall acquire all needed permits for field usage, keep league insurance updated, schedule tournaments, and act as spokesperson for the league.
B. The Vice President shall perform such duties as assigned by the President, shall otherwise assist the President in the performance of such duties and shall preside at meeting in the absence of the President.
C. The Secretary shall have the custody of the Constitution and By-Laws and all other meeting records of the league, shall keep a record of all activities of the league, shall be responsible for all correspondence on behalf of the league and shall transmit all records and correspondence to any person elected to succeed him/her in the office. The Secretary shall create a database of email addresses to keep members informed of any information related to the league. The Secretary shall be responsible for organizing player packets for each child after registration. A special committee may be utilized for this purpose to assist the Secretary.
D. The Treasurer shall receive and disburse all funds with the approval of the Board of Directors, shall keep an accurate account of all funds received and disbursed for the league, shall submit a financial report monthly, shall compile an annual report of league finances, shall provide and upkeep the books of the league and such other documentation as requested for the annual audit and shall transmit all financial records to any person elected to succeed him/her in that office. The Treasurer shall prepare and submit the state and federal tax returns along with the state annual report. The Treasurer shall compose a budget for each fiscal year based on previous and expected purchases as agreed by the Board of Directors.
Article X – Government
The government of the league shall be under the direct supervision of the Board of Directors. All rules governing the playing of baseball/softball, the legality of the players and related questions shall be in accordance with Rules and Regulation of Pony League Baseball/Softball, with such modifications adopted by the Board of Directors of the league and approved by the Pony League Baseball Association.
Article XI – Indemnification and Insurance
A. The corporation shall indemnify any person who was or is a party, or is threatened to be made a party to any threatened, pending or completed action, suit or proceeding, whether civil, criminal, administrative or investigative (other than an
action by or in the right of the corporation) by reason of the fact that he or she is or was a Trustee, officer, employee or agent of the corporation, to the full extent permitted under the Illinois "General Not For Profit Corporation Act of 1986," as in effect from time to time.
B. The corporation may purchase and maintain insurance on behalf of any person who is or was a Trustee, officer, employee or agent of the corporation, or who is or was serving at the request of the corporation as a Trustee, officer, employee or agent of another corporation, partnership, joint venture, trust or other enterprise, against any liability asserted against such person and incurred by such person in any such capacity, or arising out of his or her status as such, whether or not the corporation would have the power to indemnify such person against such liability under the provisions of paragraph (a) of Article X of these Bylaws.
Article XII – Execution of Documents
Except as provided by law, checks drafts promissory notes, orders for the payment of money and other evidence of indebtedness of the Association and contracts, leases or other instruments executed in the name of and on behalf of the Association will be signed by at least two of the officers of the Association.
Article XIII – Books and Records
The Association shall keep correct and complete books and records of accounts and will keep said books and records in a place as the Board of Directors shall from time to time determine. All books and records may be inspected by a Director or his or her agent or attorney for any purpose at any mutually agreed upon time.
Article XIV – By-Laws
Any By-Laws not consistent with this constitution, embodying additional provision for the government of the corporation, shall be adopted and may be amended by the Board of Directors by majority vote.
Article XV – Amendments
This constitution may be amended by a majority vote of the Board membership and/or Directors at a meeting called for that purpose.
Article XVI – Meeting and Elections
Section 1: Notice of the time, place and purpose of any meeting shall be given by e-mail (or other acceptable means) not less than seven days before the meeting to each member at the email address furnished by the members to the Secretary for such purposes.
Section 1: An election shall be held at the end of every fiscal year during an advertised and open meeting.
A. Each paid member is entitled to vote. An absentee vote may only be cast if an absent member contacts the Board of Directors in a signed statement explaining reasons of absenteeism and choice of vote.
B. The presence of not less than three Board Members eligible to vote shall be required to constitute a quorum for the transaction of business at any special or annual meeting of the league.
Section 2: Special meetings may be called by any Board of Director officer in order to resolve any issues that may arise.
Article XVII – Standing Committees
All such committee heads shall be elected at the end of year meeting. Committee heads are appointed by the Board. All positions are held by volunteers with no financial benefit to the chairperson. Special committees may be appointed by the President for such special purpose or deemed necessary. Committee duties and responsibilities are to be outlined at the time of appointment, but may be (re)appointed at any time following the annual meeting.
Section 1: The Manager/Coach Selection Committee shall interview and review the credentials and qualifications of all persons who apply for such position and shall actively seek out a sufficient number of applications to meet the needs of the league. Final selection of candidates proposed by the committee shall be subject to the approval of the Board of Directors.
Section 2: The Field Committee shall be responsible for the general preparation, maintenance, development and improvement of all playing facilities owned, leased or used by the league, and shall make recommendations to the Treasurer for suggested or needed expenditures on this area.
Section 3: The Equipment Committee shall be responsible in ordering and purchasing equipment for the league, inventory before and after the season, storage of equipment during off season and preparation of such inventory for upcoming years. All purchases must be approved by the Treasurer.
Section 4: The Umpire Committee shall be responsible for scheduling umpires for all home games and tournaments, shall compile a payroll for such umpires, shall handle any disputes that may arise involving umpires and make suitable recommendations to the Board of Directors for resolution. Payroll must be submitted to the Treasurer bi-weekly, in detail describing umpire/level/position/game/pay.
Section 5: The Fundraising Committee shall provide the league with appropriate ideas in order to raise funds for expenses such as uniforms, trophies, tournaments, concessions, and equipment. The committee shall work with the Treasurer in all matters.
Section 6: The Concession Committee shall be responsible for purchasing and/or ordering inventory for the concession stand, scheduling of volunteers, and opening and closing the stand on game days. The Concession Committee shall work with the Treasurer in budget matters and submit all monies brought in by concessions on a daily basis.
Section 7: The Parade Committee shall organize all Opening Day events including the parade and any special activities involved such as special guests, community involvement, flag raising, and routing. The chairperson shall meet with the Police Department to secure parade route and additional police support on the streets.
Section 8: The Trophy Committee shall verify the spelling of each player’s name, order division and championship trophies and medals, and organize closing day festivities. Verification of team standings must be complete by contacting each manager.
Commission will be responsible for handling any complaints or concerns brought before them in their division. If a resolution is not met, the Board of Directors may hold a special meeting to resolve the issue. All Commissioners must attend monthly meetings to report on any issues. The Commissioner is responsible for keeping in contact with his or her division managers and coaches in regard to any concerns or problems. The Commissioner should contact the equipment manager if any equipment is needed.
Section 10: The Picture Committee shall schedule a date for all players to have group photos, distribute order forms, schedule picture times and pass out packages when orders are complete and distribute sponsorship plaques to the team’s sponsors.
Section 11: The Sponsorship Committee shall secure at least one sponsor per team. All logos and information should be passed on to the uniform chairperson. The Sponsorship Committee is required to pass out any plaques to the businesses that sponsored a team on the Wolves. The Sponsorship Committee is responsible for passing out the banners at the beginning of the season and collecting them at the end of the season.
Section 12: The Uniform Committee shall order uniforms chosen by the manager of each team by child’s size listed on the registration forms. Each team will receive a hat, shirt, pants, and socks in addition to three coach/manager shirts and three coach’s hats. The Uniform Committee shall be responsible for distributing uniforms to each manager.
Article XVIII – Representation
The Orland Hills Wolves Youth Athletic Association shall be represented by the original art work logo designed specifically for our organization, by permission of owner of artwork Frank Sanchez. This logo shall not be altered or replaced.