Nashua Cal Ripken Bylaws

Updated Tuesday September 19, 2017 by Nashua Cal Ripken.

Article I: Name and Purpose

Section 1: Name

Section 2: Purpose

Section 3: Dissolution Clause

Article II: Mission Statement

Article III: Government

Section 1: Board of Directors

Section 2: Elections

Section 3: Duties of Officers

·     President

·     Vice-Presidents

·     Secretary

·     Treasurer

·     Registrar

·     Player/Coach Development Director

·     Media and Communications Director

·     Field and City Liaison Director

·     Sales & Purchasing Director

Section 4: Non-Officers

·     Division Coordinators

Article IV: Meetings

Article V: Managers and Coaches

Article VI: Conduct

Article VII: Amending By-Laws

Appendix: Code of Conduct

 

Article I: Name and Purpose

Section 1: Name

            The name of this organization shall be called “NASHUA CAL RIPKEN LEAGUE” referred to as “the League” in these by-laws and shall consist of the following divisions with recommended age ranges:

  • Cal Ripken Tee-Ball (5 & Under)
  • Cal Ripken Rookies (7 & Under)
  • Cal Ripken Minors (8 & Under)
  • Cal Ripken AAA (10 & Under)
  • Cal Ripken Majors (12 and Under)

Section 2: Purpose

  • The League operates to instruct children 4 to 12 years of age in the fundamental game of baseball, including the attitude and sportsmanship needed to win and lose.
  • The League will operate a 501-C3 non-profit organization and shall be affiliated with the national Babe Ruth League, Inc., Cal Ripken division and shall be called “Babe Ruth” in these by-laws.
  • The League shall be bound by the rules of play as they are issued by Babe Ruth, with certain exceptions as approved by the Board of Directors and contained in the league rulebook.
  • The League’s principle operations shall be in and about the City of Nashua, County of Hillsborough, and State of New Hampshire.

Section 3: Dissolution Clause

  • In the event of the dissolution of the corporation, the assets will be donated to a nonprofit organization(s) promoting baseball programs for youth in the Nashua, New Hampshire area which are exempt from Federal income tax under Section 501(c)3 of the Internal Revenue Code, as amended (or the corresponding provisions of any future U.S. Internal Revenue Law). The organization(s) so designated will be selected and voted on by a majority vote of the Board of Directors present at a special meeting called by the President or by four members of the Board of Directors.

Article II: Mission Statement

Nashua Cal Ripken Baseball League is dedicated to providing our players a fun, learning experience; while teaching the fundamentals of baseball, promoting sportsmanship in a positive environment and developing players while respecting the rules of the game.

Article III: Government

Section 1: Board of Directors

  • All elected officers of Nashua Cal Ripken Baseball shall be referred to as “the Board”
  • The Board consists of  the President, Vice-President, Treasurer, Secretary, Registrar, Fields & City Liaison, Player/Coach Development Director, Media and Communications Director, Sales & Purchasing Director
  • The Board of Directors shall have full authority to direct the property, affairs, and activities of the League, no board members shall receive any salary or compensation for services rendered
  • The Executive Board consists of the President, two Vice-Presidents, Treasurer, Secretary

Section 2: Elections

  • Elections will be held annually on the first Monday evening of October during the regularly scheduled Board meeting. The date, time, and place will be announced to the league in September and will be announced on the website.
  • Existing coaches, board members, parents/legal guardians of league age players, and umpires may vote on issues that are put out for public vote including elections.
  • Board members and candidates for open positions must be an existing coach or parent/legal guardian of a league age player to ensure a direct connection to the current operations of the league. If there is a candidate outside this criteria a vote of the board to allow them to run could occur.
  • Candidates must submit their intention to run one week prior to the League Secretary, who will then announce the candidates to the league. The Secretary will be responsible for communication regarding the election.
  • The elections shall be done top-down and shall start with the President.
  • The candidates are announced and each candidate will address the Board with their statements. The current Board will be allowed to ask questions of all the candidates.
  • If there is a contested race, those candidates will be allowed a secret ballot. Eligible voters will be the Board, coaches umpires and league parents, no one that does not have a current association with the League or is under eighteen years of age will be able to vote.
  • Majority vote is considered election.
  • Terms of office are for one year and start on the first Tuesday of October and end the first Monday of October unless there are exceptions approved by the Board.
  • If for personal reasons a board member cannot fulfill their term of office they must notify the President and the Board will attempt to replace the person vacating the office within a reasonable period of time, If this attempt becomes unsuccessful, the board will share the duties of the vacated office.
  • Off-cycle elections will occur to replace a sudden vacated position, the open position will be announced through e-mail and posted on the web-site with specific time frames. The President will collect the candidates and hold a special election at the next available Board meeting, regular election rules will apply.
  • All voting is required to be live for elections.

Section 3: Duties of Officers

  • President
    • Oversight of all League activities
    • Accountability to all action items
    • Fulfill roles necessary for successful execution of the League
    • Will preside at all meetings of the or pertaining to the League including monthly Board meetings and will oversee all critical issues or appoint a designated representative to act on his behalf.
    • Responsible for the conduct of the League in strict conformity to the Rules and the Local Rules, as agreed to under the conditions of charter issued to the League
    • Represents the best interest of the league in interfacing with Cal Ripken National Headquarters, Cal Ripken State officials, other city Cal Ripken Leagues, and the City of Nashua Recreation Department
    • Attend and represent the League at all state and district meetings
    • Presents a report of the condition of the League at the first board meeting of each season
    • Investigates complaints, irregularities, and conditions detrimental to the League and reports them to the Board
    • Shall (with the assistance if the Treasurer) prepare and submit an annual budget to the Board of Directors for its approval and be responsible for the proper execution thereof
    • Appoints special committees, as he/she deems necessary. These committees are advisory, unless empowered otherwise by the Executive Board
    • Responsible for conducting the affairs of the League and for executing its policies established by the Board
    • Assure that all necessary permits are attained to allow the efficient operation of the league
    • Provides professional and timely communications to all Board members
    • Presides over all award ceremonies for post-season tournaments or recognition events
    • Utilizes the league website to communicate and update all league participants
    • Responsible for putting into use all changes to the By-Laws, and Rules of Competition as presented to him by the Secretary after majority vote of the Board of Directors
    • Designates in writing other officers, if necessary, to have power to make and execute for/and in the name of the League such contracts, leases and related documents and obligations.
    • Shall have the authority to take whatever action deemed necessary in the event of an "emergency situation", or an occurrence that is detrimental to the welfare of the children. In the event it is necessary to take such "immediate action". In any such case, the President shall, within 24 hours, notify the League’s Board members of this action
    • Responsible for entering and updating league charter with National headquarters
    • Coordinate all player documentation including birth certificates, liability waivers, and parent code of conduct
  • Vice-President
    • Responsible to assume Presidential roles if President is unable to
    • Oversee all divisional activities
    • Will preside at all meetings in the absence of the President and will take over the office of the President should the President be unable to fulfill his duties for any reason
    • Responsible for the conduct of the division in strict conformity to the Rules and the Local Rules, as agreed to under the conditions of charter issued to the League
    • Shall assist the President in all phases of the administration and operation of the League as well as such other duties as may be assigned by the President or the Board
    • In the absence of the President, or in the event of his/her inability or refusal to act shall perform the duties of the President and when so acting shall have all the powers of that office
    • Responsible for coordinating Opening Day and Closing Day ceremonies as well as scheduling of games for the ensuing season.
    • Responsible for managing the relationship between the league and the umpires.
  • Secretary
    • Will give notice and keep minutes of all meetings.
    • Retain / Maintain coaches code of conduct
    • Maintain league “e” file cabinet
    • Issue minutes of the previous meeting to all Board members at or before the next meeting.
    • Shall record the activities of the League, maintain appropriate files, lists, and necessary forms, such as Bylaws, amendments, Charter, insurance, mailing lists, rosters for a period of no less than three (3) years
    • Shall give notice of all meetings to all Board members at least one week in advance
    • Shall keep the minutes of membership and Board meetings, and record all revisions and amendments of the Bylaws
    • Shall be responsible for the distribution of the minutes of the previous meeting within one week after the last scheduled meeting as well as posting them to the league website
    • Shall be responsible for maintaining and distributing the current Bylaws and its amendments, and shall advise the Board in reviewing and/or revising the Bylaws
    • Shall be responsible, at the direction of the President, for annually renewing facility use permits, the Charter, renew insurance coverage and maintain correspondence with Cal Ripken League, Inc. headquarters
    • Shall provide coordination and administrative assistance in the day to day league operations to include league sign up, try outs, team rosters, schedules, etc
    • Shall notify Members, Directors, Officers and committee members of their election or appointment
    • Shall be responsible for policing proper protocol in all board activities, voting, etc.
    • In the absence of the Secretary during league business, the President shall appoint another board member to temporarily handle responsibilities of the Secretary including recording of all Board voting, minutes of meeting , and action items
  • Treasurer
    • Oversee and handle all league finances and financial transactions
    • Execute all league payments
    • Maintain league checking account
    • Oversee execution of league expense policy & procedure
    • Create league financial statements & reports
    • Will be responsible for the collections and disbursement of league funds
    • Will keep proper financial records, file all necessary insurance forms and submit financial statement to the Board of Directors
    • Shall receive all monies and securities, and deposit the same in a depository approved by the Board
    • Shall keep a detailed record of all income and disbursements of all monies and securities to the League and prepare and present all reasonable financial reports as requested by the President or the Board
    • Shall pay all duly authorized expenditures of the League and present a monthly income and expenditure report at the Board meetings submitting a copy to the President and Secretary
    • Shall be responsible for collection of all sponsorship, registration, concession and fund raising money
    • Shall issue checks to vendors, league officials, directors, and/or coaches for all invoiced products or services. All disbursements by any member of the board of directors should be in accordance with the league’s documented financial policy as approved by the board of directors.
    • Balance checking account on monthly basis
    • Shall prepare a monthly report of the League's financial status and an annual report of all receipts and disbursements for submission to the Board
    • Shall oversee the preparation and maintenance of tax-exempt status reports and income tax filings with an accountant and/or agent that is properly licensed in the State of New Hampshire and work with the President to prepare an annual league budget
  • Registrar
    • Coordinate all player registration, open and online
    • Upload seasons(Spring/Fall) and tournament rosters
    • Conducts annual league registration
    • Coordinates with Director of Player Development the execution and documentation of all drafts
  • Player/Coach Development Director
    • Work with Registrar regarding new recruits, player assignments
    • On boarding process of new players
    • Player Agent
    • Grievance Committee Chair – Player / Coach issues
    • Organize & Execute tryouts – league / individuals
    • Evaluations (safety issues, et al…)
    • Presides at player selection meetings
    • Supervises and coordinates the transfer of players
    • Organize, oversee, and execute all elements of annual player draft in accordance with league policy
    • Working with Skills Coordinators, will arrange with knowledgeable baseball sources from local high schools, and/or colleges, and/or local professional teams to conduct an instructional clinic for all players within the league
    • Working with Skills Coordinators, will arrange with knowledgeable baseball sources from local high schools, and/or colleges, and/or local professional teams to conduct an instructional clinic for all Managers / Coaches within the league. Shall be appointed by the President with approval of the Executive Board
    • Presides at player selection and draft meetings
    • Provides the board with the number of teams needed
    • Approves promotions to other divisions
    • Supervise the League's annual registration and draft procedure
    • Shall ensure that all Bylaws, Rules of Competition and Guidelines are enforced in matters concerning assignment of players to team rosters including transfers and late additions
    • Shall act as the arbitrator for all disputes between a player (or player’s parents) and the League
    • Shall serve on the Protest Committee
    • Shall participate in the manager and coach interview and selection process.
    • Works with the Secretary in prepare official team and tournament rosters, including related documentation and verification data, as may be required from time to time under applicable rules
    • Shall be responsible for conducting the player voting, manager selection and announcement of All-Star team members of their respective league
  • Media and Communications Director
    • Oversee webpage coordination
    • Communicate with local news publication
    • PR campaign
    • Work with Fundraising for coordination of sponsors
    • Will promote the League in its best image to the public in order to encourage the community interest needed in carrying out its full goals
    • Will collect news, (including league standings, scores and upcoming games) and present it to the local newspaper.
    • Responsible for communication of tryouts via all news media and schools
    • Will set up and maintain the League’s website. Will include information about the League: including registration process, registration forms.
  • Field and City Liaison
    • Shall oversee the maintenance of the fields and coordinate all field projects and work.
    • Interact with city employees on all league related activity including but not limited to: field upgrades, field maintenance, league representation at city meetings, mayoral meetings.
  • Purchasing Director
    • Responsible for the coordination, management, and staffing of Cal Ripken concessions including league activities, league regular season play, and league post season play.
    • Works with AAU teams when applicable to insure integrity of Cal Ripken concessions assets & training of non-league staff
    • Responsible for training of staff for proper concession stand operations including all activities for the proper opening and closing of concession stand, restrooms, and associated equipment
    • Responsible for the purchase, sale, and merchandising of Nashua Cal Ripken branded products
    • Responsible for the purchase, distribution, and coordination of league uniform needs including All Star uniforms
    • Coordinates annual picture taking of the Leagues’ players and teams, select photographer and ensure timely and efficient distribution of pictures
  • Fundraising Director
    • Responsible for managing the annual fundraisers
    • Responsible for all sponsorships and working with league sponsors on league events
    • Builds relationships with all league sponsors before and after donation
    • Responsible for all tracking of league sponsor’s contact information
    • Other duties as assigned by the league president 

Section 4: Non-Officers

  • Division Coordinators
    • To establish a list of potential Managers and Coaches for their level and make recommendations to the VP (who will in turn seek approval from Full Board)
    • Assignment of players (Minors, Rookies & T-Ball)
    • Facilitating Draft with Registrar (Majors & AAA)
    • Evaluation and training of all Managers and Coaches
    • Interaction with Parents, Players, Coaches & Managers to rectify any issues before escalation to the President or Vice-President

Article IV: Meetings

  • Monthly meetings shall be held on the first Monday of every month.
  • Meetings are facilitated by the President, and should include an agenda and the Secretary shall record the minutes and have them posted to the website within a week of the meeting.
  • To change or amend any of these by-laws will require a majority vote of a valid quorum of the Board.
  • A quorum of the Board shall consist of 51% of the voting members. The President does not have a vote on any issue before the board except in instances resulting in a tie. The President shall then have the authority to vote to break the tie. This applies to any Board member acting on behalf of the President at a Board meeting.
  • A motion is passed by a majority vote of those board members present.
  • Voting shall be allowed electronically.
  • An emergency or special meeting may be called by the President at any time he/she deems necessary. A quorum needs to be present before voting on any issue.
  • Meetings are open to any interested party except meetings that involve disciplinary actions.

Article V: Managers and Coaches

  • All managers and coaches will be required to complete a criminal background check
  • Managers and assistant coaches must be eighteen years of age or older.
  • Managers/Coaches shall teach the techniques of baseball play, stressing the importance of skill development, teamwork, and sportsmanship.
  • Mangers/Coaches are responsible to maintain the equipment and to maintain accurate records during the season according to the protocols set up by the Division Coordinators.
  • All managers and coaches must read and sign the Code of Conduct for Managers and Coaches in Appendix “A” prior to assuming their roles. The manager is responsible for their players, coaches and parents actions and conduct during games and all team functions.

Article VI: Conduct

  • Any League manager may seek to suspend or dismiss a player or his/her parent(s) and/or guardian(s) for disruptive behavior or repeated unexcused absences from games or practices. Incidents mentioned in the prior sentence must be documented by date and event and submitted to the League President and Vice President for review prior to any action being taken. Please see the Parent/Guardian Code of Conduct and the Sportsmanship Code of the Babe Ruth League, both on our web site at http://www.nashuacalripken.org/
  • No smoking or chewing tobacco will be allowed on the field, in the dugouts or in the concession stand building during any game or practice.
  • No alcoholic beverages are allowed at any of the league fields, concession stand or scorekeeping area at any time. Anyone in possession of alcohol or found to be intoxicated will be dismissed from further participation pending a review by the League President.

Article VII: Amending By-Laws

Appendix: Code of Conduct

The essential elements of character building and ethics are embodied in the six core principles of sportsmanship: trustworthiness, respect, responsibility, fairness, caring, and good citizenship. My responsibilities are of great importance and my actions have the potential to influence the young athletes that observe my behavior. I want "NASHUA CAL RIPKEN BASEBALL" to function with the highest possible standards for all of its participants. I therefore promise to conduct myself in accordance with the following code:

Nashua Cal Ripken Baseball By-Laws.pdf