Bradley-Bourbonnais Youth Softball League, Inc.
Article I NAME AND OFFICE
Section 1 NAME
The name of the corporation shall be the Bradley-Bourbonnais Youth Softball League, Inc., hereafter referred to in this document as BBYSL or the League. Articles of Incorporation were filed and the Certificate of Incorporation was duly signed on May 1st, 1984 granting not-for-profit organization status in the State of Illinois. Furthermore, the corporation filed for and was granted a Reinstatement of the Corporation on November 7th, 2005.
Section 2 REGISTERED AGENT AND OFFICE
The Registered Agent is the person designated in the Articles of Incorporation that will receive service of process and accept other legal documents on behalf of the corporation. The Board of Directors shall appoint a Registered Agent and that person must be located and available at a physical street address located in Kankakee County, within the State of Illinois during normal business hours. The Registered Agent shall not be a member of the Executive Board.
Section 3 CHANGE REGISTERED AGENT AND PRINCIPAL ADDRESS
The corporation may change the Registered Agent and/or Principal Office from one location to another within Kankakee County by resolution and noting the changed address and effective date below, and such changes of address shall not be deemed, nor require, an amendment of these By-Laws:
236 North Industrial Drive , Bradley, Illinois 60915 Dated: October 19th, 2005
_________________________________________ Dated: __________, 2_____
_________________________________________ Dated: __________, 2_____
Section 4 LOCATION, PO BOX, BOUNDARY, & RESIDENCE
The physical location of the BBYSL Softball Complex is 3339 N 1000W Road in Bourbonnais, Illinois. The BBYSL maintains and operates six youth softball game and practice areas, a parking lot, a concession stand, and an equipment garage on a ten acre site. Furthermore, this softball complex is also known as Hynek Fields, named in honor of the leadership provided by Randy Hynek, by which, and along with dedicated time and effort provided by hundreds of volunteers are responsible for the establishment of the BBYSL Complex.
The Post Office Box for the league is PO Box 173 in Bourbonnais, Illinois 60914 and shall be secured annually by the BBYSL Board of Directors for the purposes of receiving league mail.
The boundaries of BBYSL shall be defined by the lines of Kankakee County and counties adjacent to Kankakee County in Illinois, but may, by resolution of the board, include the entire State of Illinois.
The League requires that all players, parents, board members, and volunteers have an established residence within the boundaries set forth in these By-Laws to participate in League activities.
Section 5 LEASE
On January 23rd, 1990 BBYSL entered into a long-term lease agreement with Bradley-Bourbonnais Community High School for a term of thirty (30) years, beginning May 1, 1990 and ending April 30, 2020 for one dollar.
Article II MISSION , OBJECTIVES, AND PURPOSES
Section 1 MISSION STATEMENT
Bradley-Bourbonnais Youth Softball League, Inc. is a recreational and an educational organization committed to giving all eligible youth, regardless of race, color, creed or athletic ability the freedom to explore the game of softball. This exploration takes the form of programs provided by adult volunteers devoted to excellence in the areas of:
Citizenship - Friendship - Leadership - Sportsmanship – Scholarship
An emphasis of BBYSL is on playing the game of softball and having fun. Playing makes everyone feel like a winner and our youth develop physically, spiritually and emotionally. The softball field is a platform upon which youth can perform for their parents, relatives and friends in safe, healthy and productive ways. A BBYSL tradition offers a “value” orientation for all participants, youth and adult, insuring a respectful, ethical commitment that views all levels of athletic ability as valuable.
BBYSL provides parents and adults in the community with education and information that will enhance their opportunity to serve in a youth softball league dedicated to excellence. The league focuses on family values to strengthen the moral character of children, families and the communities in which they live, thereby forwarding American ideals. This agenda encourages our youth to actualize their gifts and talents and develop the intellectual and physical competence necessary for informed and concerned citizenship and become life-long learners.
Section 2 IRC SECTION 501-(c)-(3) PURPOSES
This League is a voluntary nonprofit organization established in accordance with one or more of the purposes determined in Section 501-(c) (3) of the Federal Internal Revenue Code. This League shall be organized exclusively as a non-profit corporation providing an educational and supervised recreational program of youth softball instruction, competitive softball games, and other related softball activities to all persons who, desiring to participate, are eligible according to the rules and guidelines established by the Bradley-Bourbonnais Youth Softball League, Inc.
This League is irrevocably dedicated to recreational and educational purposes, and no part of its income, assets, or net earnings shall ever inure to the benefit of any director, officer, coach, or member thereof, or to the benefit of any private individual.
No part of this League’s activities will carry on propaganda or otherwise attempt to influence legislation and will not participate in or intervene in any political campaign on behalf of any candidate for public office.
Section 3 SPECIFIC OBJECTIVES AND PURPOSES
The specific objectives and purposes of this corporation shall be:
a) To implant firmly in our league members, youth players and adult volunteers, the Mission Statement stated in these By-Laws and the ideals of trust, honesty, loyalty, courage, and respect for authority.
b) The organization and operation of a softball league for youths to play softball and SOF-T.
c) The scheduling and playing of softball games within the league.
d) The purchase of equipment and uniforms for the youths to play softball within the league.
e) The operation of concessions for the purpose of raising money during the league games and, at any other times, for the operating of the league and the purchase of necessary equipment and uniforms.
f) The organization and operation of other fund-raising activities to support the league.
Article III MEMBERSHIP
Section 1 ELIGIBILITY
Any person sincerely interested in supporting and furthering the mission, objectives, and purposes of this league; and agreeing to meet and uphold the requirements set forth in these By-Laws, the League Playing Rules, and any other documentation established by the Bradley-Bourbonnais Youth Softball League, Inc. shall be eligible to register and/or apply for membership.
To be an elected Officer and/or Board Member, or serve on any Committee, or be appointed to any Coaching position, or to be any other elected or appointed official, you must be a registered member in good standing.
Section 2 CLASSES. There shall be the following classes of Membership:
Section 3 OTHER AFFILIATIONS
A. All Members shall not be required to be affiliated with another organization or group to qualify as members of the Bradley-Bourbonnais Youth Softball League, Inc.
B. General, Coach, or Active Members should not be actively engaged in the promotion and/or operation of any other organization or softball program deemed detrimental, by the Board of Directors, to the Bradley-Bourbonnais Youth Softball League, Inc. or its mission, objectives, and purposes.
Article IV – MANAGEMENT
BOARD OF DIRECTORS
Section 1 GENERAL POWERS
Ultimate responsibility for the management of BBYSL is vested in the BBYSL Board of Directors. Accordingly, the Board of Directors must approve all actions and policies of the league, including its budget, fund raising, publicity, facilities, schedules, rules, and Bylaws. Specifically, the Board of Directors will, through its officers, committees, coaches, volunteers, members, and hired outside service providers assist and support; the execution of approved league actions and; the implementation of approved league policies.
The Board of Directors shall prepare, coordinate, review, and maintain a BBYSL Policy & Procedures Manual containing an indexed set of those policies and rules relevant to the BBYSL’s governance, including but not limited to written Code of Ethics, Conflict of Interest, and Document Retention & Destruction policies.
The BBYSL Policy & Procedures Manual contents shall be reviewed annually by the league’s By-Laws Committee and shall submit recommended revisions, if any, to the Board of Directors for approval.
The Board of Directors must strive for excellence in leadership and direction for the BBYSL by helping the membership in realizing the league’s mission, objectives, and purposes; in managing resources effectively and; in governing well. The Board of Directors must:
A. Operate for the public good;
B. Comply with the law, especially in executing fiduciary responsibilities;
C. Uphold fundamental values including honesty, integrity, fairness, and trust;
D. Observe articulated and rigorous ethical boundaries, including respect for all people’s race, religion, ethnicity, gender, age, socioeconomic status, and ability;
E. Maintain complete and transparent financial accountability; and
F. Make appropriate information available to the public.
Section 2 SPECIFIC POWERS
Without prejudice to the General Powers set forth in Section 1 of the Article, but subject to the same limitations, the Board of Directors shall have the following Specific Powers to:
A. Ensure that the league has a clearly stated mission, approved by the Board that is responsive to the membership and the communities to be served by the league.
B. Ensure that the role, responsibilities, selection, and tenure of the Board of Directors are clearly stated in these By-Laws and policy documents and understood by the specific Board members.
C. Ensure that the members of the Board of Directors are competent, knowledgeable and sufficiently diverse in point of view and experience to provide credible and effective oversight of all aspects of the league’s work.
D. Ensure that the Board of Directors regularly assesses the league’s mission and the effectiveness of the league and its leadership in achieving it.
E. Ensure that each individual member of the Board of Directors is responsible for the league, and each Board member acts at all times in an ethical manner and in the best interest of the league and its membership.
F. Ensure that the Board of Directors and members know about and comply with all federal, state and local laws, regulations, and fiduciary responsibilities.
G. Ensure that the Board of Directors exercises active oversight of the financial affairs of the league and sets policies to ensure that the league’s resources are used appropriately in furtherance of the league’s mission.
H. Ensure that the league makes information about its mission, program activities and finances available to the membership and communicates in a clear and timely manner with those who request information.
I. Ensure that when the league raises funds from the public, the Board of Directors will insist that solicitation communications are accurate and correctly reflect the league’s mission and use of solicited funds.
Section 3 BOARD OF DIRECTORS
The Board of Directors shall consist of at least four or five Officers; a President, one or two Vice Presidents, Secretary, Treasurer, and; Five Division Representatives, one from each division in the league. If the league should add a new division, the Board of Directors is authorized to and must add a new representative to the Board of Directors for the new division.
PRESIDENT: The president shall preside at all meetings of the Board of Directors. He/She shall perform others duties as may be prescribed in these by-laws or assigned to him/her by the Board of Directors. He/She shall coordinate the work of the officers and committees in order that the objectives and business be promoted.
VICE PRESIDENT: The vice-president shall act as an aide to the president and shall in their designated order perform the duties of the president in the absence or inability of the officer to serve. He/She shall perform such other duties as may be delegated to him/her.
SECRETARY: The secretary shall record the minutes of all meetings of the Board of Directors and maintain pertinent files of information for the league. He/She shall perform other duties as may be delegated to him/her.
TREASURER: The treasurer shall receive all monies of the league, shall keep anaccount and accurately record the receipts and expenditures, and shall pay out funds in accordance with the approved authorization of the Board of Directors. The treasurer shall present a financial report at all board meetings. The treasurer's accounts shall be examined annually by an auditing committee of not less than three (3) Board of Directors, who satisfied with the treasurer’s annual report shall sign a statement to that effect at the end of the report.
DIVISION REPRESENTATIVE: The Division Representative, as a Board Member, shall promote the mission, policies, and procedures of the league and shall represent the interests of their entire division. A Division Representative is the liaison between division coaches and the Board of Directors. The Division Representative is responsible for attending Board meetings and reporting issues, problems, concerns, and activities of their respective divisions. A Division Representative shall meet with Division Coaches prior, during, and after the season to convey new league and/or division rules and regulations and to also hear the concerns and ideas of the coaches. Maintain contact with ALL division teams and help Coaches and Team Parents meet league requirements and deadlines. The Division Representative is a member of the League Playing Rules Committee and other committees as directed by the President or the Board of Directors. Division representatives are to be elected by the assigned coaches of their respective divisions.
Section 4 HEAD COACH AND ASSISTANT COACHES
All Coaches are key members of the BBYSL management team. As key members, they actively represent the intent of BBYSL to provide recreational softball programs committed to the safety, health, and education of all registered players by fully embracing the mission, objectives, purposes, and game playing rules of the league. They further shall strive to provide the leadership and example to our player members and their parents. Along with their communication skills, team expectations, softball teaching skills, and willingness to be a student of the game; they are the heart of superb sportsmanship, character, and the promotion of fun in the game of softball for the league. Every coach is expected to make positive suggestions to improve the league for all teams and players and should do so by actively participating and attending their specific division and league meetings to the best of their ability.
Section 5 CODES OF ETHICS & CONDUCT
Given its mission, the league shall provide code of ethics policies to guide its board members, committee members, all other league members, and staff in their conduct when acting on behalf of the league. The Code(s) shall contain broad principles reflecting the type of behavior the league expects towards constituents, peers, members, players, and staff. The league shall develop specific Codes of Ethics & Conduct as needed and these shall be elements of the league’s efforts to create and maintain a quality league that gives ethical conduct the highest priority. These Codes shall be on file in the BBYSL Policy & Procedures Manual.
Section 6 REPORTING OF A VIOLATION OF CODE OF ETHICS & POLICIES
The league shall have a Whistleblower Policy to provide all board members, committee members, all other league members, and staff with guidelines for the reporting of unethical or illegal behavior by BBYSL board members, committee members, all other members, staff, vendors, professional service providers, or affiliated organizations.
Section 7 CONFLICT OF INTEREST
The league is expected to act in the public good. Decisions of the league are to be made solely on the basis of a desire to promote the best interests of the organization and its mission and not because of any personal interest that any board or committee member, or any other member, or staff of the league may have with respect to a particular transaction or business matter. The Conflict of Interest Policy is intended to ensure that the personal interest of any BBYSL person does not inappropriately affect the decisions and actions of the league concerning transactions, investments or other matters involving BBYSL. The entire Conflict of Interest Policy shall be on file in the BBYSL Policy and Procedures Manual.
Section 8 GIFT ACCEPTANCE
The league relies on charitable contributions to fulfill its mission. The league, in soliciting or accepting gifts, shall clearly represent the league’s policies which pertain to this exchange and honor all statements about the use of the contribution. The league shall always disclose to potential donors important and relevant information. Every gift will be promptly acknowledged, and donors will be informed of how the gift will be recognized. Specific requests about acknowledgement will be honored consistent with BBYSL practice. The league reserves the right to refuse a gift if it is determined to be outside of the mission of BBYSL. Team sponsorships and field sponsorship signage are considered as advertising and shall not be considered gifts relating to this statement.
Section 9 DOCUMENT RETENTION & DESTRUCTION
The league shall have a written, mandatory document retention and periodic destruction policy. This policy will eliminate accidental or innocent destruction. It is important for the Board of Directors, Committee Members, and all other members to know the length of time records should be retain to be in compliance with federal, state, and local entities.
Article V – MEETINGS
Section 1 REGULAR MEETING
Regular meetings of the corporation shall be held monthly on any date and time determined by the Board of Directors. There will not be a regular meeting during the month of December unless called by the President.
Section 2 SPECIAL MEETING
The President, the Vice-President, the Secretary, or any two members of the Board may call special meetings of the corporation for the purpose or purposes stated in the call of the meeting.
Section 3 ANNUAL MEETING
An annual meeting of the corporation shall be held in the month of September of each year for the purpose of electing new league officers and for the transaction of such other business as may come before the meeting. New officers will assume their new positions at the conclusion of the election.
Section 4 PLACE OF MEETINGS
The Board may designate any location as the place for any regular, special, or annual meeting.
Section 5 NOTICE OF MEETINGS
The Secretary of the corporation, and/or his or her designate(s), shall give seven days prior notice of any meeting to General, Coach, and Active classes of membership as they appear on the records of the corporation. Such notice may be oral or written, may be given personally, by first class mail, by telephone, by Internet e-mail, by local newspaper, or by facsimile machine stating the place, date, and hour of any meeting and shall be delivered to each member entitled to vote at such meeting. During the playing season, members shall also be given notice of meetings via their Team Coaches, and/or Team Parent. Members may also find a listing of scheduled meetings on the League’s Website @ www.bbysl.com. In case of a special meeting or when required by statute or by these bylaws, the purpose for which the meeting is called shall be stated in the notice. If mailed, the notice of a meeting shall be deemed delivered when deposited in the United States mail addressed to the member at his or her address as it appears on the records of the corporation, with postage thereon prepaid. In the case of e-mail or facsimile notification, the notice of the meeting shall be deemed delivered when the Secretary, and/or his or her designate(s) sends the e-mail or facsimile meeting notification.
Section 6 CONDUCT OF MEETINGS
The President shall preside over all meetings of the corporation or, in his or her absence, by a Vice-President of the corporation or, in the absence of each of these persons, by a Chairperson chosen by the majority of the directors present at the meeting. The Secretary of the corporation shall act as secretary of all meetings of the board, provided that, in his or her absence, the presiding officer shall appoint another person to act as Secretary of the meeting.
Section 7 AGENDA
The Board of Directors will follow parliamentary procedure and will use the following fixed order of business for all General, Executive, Special, and Annual Meetings.
1. Call to Order
2. Roll Call of members present.
3. Reading of Minutes of last meeting(s).
4. Officer’s Reports
5. Committee Reports
6. Division Reports
7. Special Orders – important business previously designated for consideration at this meeting.
8. Unfinished Business
9. New Business
Section 8 QUORUM
A quorum of five (5) Board Members must be present to conduct any league business.
Article VI By-Law Changes
1. The secretary shall notify all board members of the intent to discuss a proposed change to the by-laws.
2. Roberts Rules of Order shall be followed for all changes to the by-laws.
3. A quorum, defined as at least five (5) executive board members and a majority of the full board, is required for a vote on a change to the by-laws.
4. The secretary shall notify all board members of the result of any vote taken on a proposed change to the by-laws.
Article XI INSURANCE
Liability insurance shall be provided by the league.
Article XII – IRC 501 (c) (3) TAX EXEMPTION PROVISIONS
Section 1 – LIMITATIONS ON ACTIVITIES
No substantial part of the activities of this corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation [except as otherwise provided by Section 501(h) of the Internal Revenue Code], and this corporation shall not participate in, or intervene in (including the publishing or distribution of statements), any political campaign on behalf of, or in opposition to, any candidate for public office.
Notwithstanding any other provisions of these Bylaws, this corporation shall not carry on any activities not permitted to be carried on (a) by a corporation exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code, or (b) by a corporation, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code.
Section 2 – PROHIBITION AGAINST PRIVATE INUREMENT
No part of the net earnings of this corporation shall inure to the benefit of, or be distributable to, its members, officers, or private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes of this corporation.
Section 3 – DISTRIBUTION OF ASSETS AFTER DISSOLUTION
Upon the dissolution of this corporation, its assets remaining after payment, or provision for payment, of all debts and liabilities of this corporation shall be distributed for one or more exempt purposes within the meaning of Section 501(c) (3) of the Internal Revenue Code or shall be distributed to any non-for-profit organization within the county of this corporation, to the federal government, or to the State of Illinois or local government, for a public purpose. Such distribution shall be made in accordance with all applicable provisions of the laws of this state and for the purposes that are stated within the Articles of Incorporation and Bylaws of this corporation.
Article XIII Standing Committee
1. By-Laws and Player Selection Committee: Responsible for reviewing and recommending changes to the BBYSL By-Laws and Player Selection process to continually serve the future goals and the best interest of BBYSL.
2. League Playing Rules Committee: Comprised of Division Representatives and one umpire representative, preferably the head umpire. Establishes rules by which each division will operate when deviating from I.H.S.A. rules. All League Playing Rules Committee recommendations will be presented to the Executive board forapproval prior to initiation of the rule.
3. Equipment Committee: Responsible for pre- and post season equipment inventory and maintenance of same for the BBYSL under the guidelines established by the Board. Also makes necessary recommendations for equipment replacement and new purchases to Board. Distributes equipment to managers and collects same.
4. Fields & Grounds Committee: Maintains fields and grounds through volunteer assistance from parents and players, or by service agreements from appropriate service providers. Also recommends rules for proper maintenance of fields and grounds to the board.
5. Concession Stand Committee: Provides necessary coordination of efforts of volunteers to provide concessions at each ball game and makes recommendations to the Board for increasing/decreasing inventory, and rules for providing this service in an efficient and economic manner for the BBYSL under the guidelines established by the Board.
6. Fund Raising Committee: Responsible for developing and promoting fund raising activities for the BBYSL under the guidelines established by the Board. This committee, out of necessity, should be active at least eight months per year.
7. RISK MANAGEMENT COMMITTEE This committee was established and shall consist of three (3) Executive Board Members and may include any number of BBYSL Volunteer Members and outside professional resources. This committee will develop and oversees the execution of the BBYSL Risk Management process that will: (1) Acknowledge and identify risk, (2) Evaluate and prioritize risk, (3) Decide how to manage BBYSL risks, using risk management strategies, (4) Implement BBYSL Risk Management plan, and (5) Review and Revise the plan as needed. This committee reports all recommendations to the Board of Directors for final approval.
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