THE BOYS OF WINTER

Our governing documents

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Ray Cox with a solid swing and hit!

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STRIKE!

Fred Kopatich throws a strike!

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BY-LAWS

ARTICLE I – ORGANIZATION

Section 1 – The Active and Inactive members of the Club constitute the final ruling body of the Club with the right to vote on any and all matters brought before it by the Board of Directors.

Section 2 – Probationary and Honorary members have the right to vote only on social activities.

ARTICLE II – MEMBERSHIP

Section 1 – Any person desiring to become an Active member shall submit an application with a copy of acceptable proof of birth date (to be retained by the Club) on proper form to the Treasurer or designated Board member.

Section 2 – After the receipt of applicable fees, each applicant and Probationary player will be approved or denied by the Board. New applicants approved by the Board may temporarily play pending final approval by the membership.

Section 3 – No application for membership will be accepted until the applicant has reached their 49th birthday.

Section 4 – After one or more season’s absence, unless on paid Inactive status, any former member must reapply the same as a new member. If accepted in accordance with the procedures of Section 2, the applicant is not required to serve as a Probationary member, and prior service will be credited. A former member expelled for misconduct or similar reasons shall again serve a probationary period.

Section 5 – An Active member is from age 49 to 74 who is able to play, or a player 74 years of age or older who has been voted in from Probationary status. Any player who is unable to play because of illness or injury and has been incapacitated for nine consecutive games or more during the season will be placed on the Disabled List and will be removed from the team’s roster. Upon readiness to play, the player will report to the President or Vice-President. The Board of Directors, after recommendation from the Competition Committee, will determine assignment. A player may remain on the Disabled List for no longer than one year, after which the player shall again apply for membership.

Section 6 – A member desiring a leave of absence shall submit a request in writing to the President, who will evaluate the request and make a recommendation to the Board of Directors, who will approve or disapprove the request. The limit of the leave will be one year, but may be extended upon reapplication by the member.  This member shall be considered an Inactive member upon payment of the applicable fee.

Section 7 – A new Probationary member shall be admitted to the Club for a period of one or more years. If accepted on probation before January 1, the member will be eligible to be voted upon for Active membership at the first regular meeting in March upon completion of the probationary period following acceptance. If the Probationary member is accepted after January 1, the Probationary member will not be eligible to be voted upon until the following January. Members who are Probationary by virtue being of being 74 years of age or older shall be voted upon at the last meeting in March or the April meeting.  No application for Probationary or Active membership will be voted upon between the April meeting and the first regular meeting in October.

Section 8 – An Inactive Member is one who is unable to play for some reason acceptable to the Club but wishes to maintain affiliation with the Club.  An Inactive member shall pay a fee set by the Board of Directors.  The member remains eligible to vote on all matters and to hold elected office.

Section 9 – An Honorary Member is one who is no longer a Club member due to age or otherwise, is serving the Club in some essential capacity, or is a person who has performed some meritorious service for the Club, and is approved by the Board of Directors. An Active member who has served 10 or more years as a player may become an Honorary member after retirement from Active membership.

Section 10 – The Club shall have the right and authority to censure, suspend, or expel a member for reasons of unsportsmanlike conduct, for dishonorable conduct, or for actions or utterances inimical or detrimental to the aims, purposes or welfare of the Club.

Any two Board members have the duty and authority, as does the home plate umpire, to act immediately on any matter that warrants a game ejection. Ejection offenses will be handled in a three-tier manner.

  • When a player is ejected from a game by an umpire or Board members, the player will receive a one-game suspension, excluding cancellations due to weather or other reasons, and will be given a formal written warning of possible additional disciplinary action that can be taken in accord with Club By-Laws.
  • When a player is ejected from a game for a second time within a one-year period, the player will be suspended for the next two scheduled games, excluding cancellations.
  • If a player is ejected from a game for a third time within a one-year period, the player will be suspended from all subsequent games until a vote is taken on the player’s status by the membership at a Club meeting. The member shall be given the chance to speak on the member’s own behalf before the Board and membership before any vote is taken. Voting will be by secret ballot. The player may be suspended for the balance of the season by a simple majority vote. Expulsion will require a two-thirds vote of the membership.

If members become aware of a member’s conduct or other issues detrimental to the Club not involving ejections, they should inform the Board. The Board will discuss the matter with the member and take appropriate action, if warranted.

Members who exhibit conduct described in the first paragraph of this section may be subject to censure, suspension or expulsion from the Club. 

The Board may censure a member by written letter detailing the member’s unacceptable conduct and detailing additional discipline, including suspension or expulsion, that may be taken if the conduct persists.

The Board may suspend a member for a set number of games if the member’s conduct is serious enough to warrant temporary removal from play. The Board will send a letter to the player detailing the unacceptable conduct and term of the suspension.

A member may be expelled from the Club through a vote of the membership at a special meeting of the Club.  The Board, on its own initiative, may call a special meeting in accord with Article VIII, Section 3 to consider expulsion of a member. Members may also petition the Board to expel a member based upon conduct described in the first paragraph of this section. A petition to expel a member may be brought by any Active member and signed by five other Active members. If a petition is submitted, the Board will determine if a vote by the membership will take place or if some other discipline may be warranted.

All sides at the special meeting will be heard before any vote is taken. Voting will be by secret ballot. A player will be expelled only if the total votes for expulsion equal at least two-thirds of the total number of Active and Inactive members of the Club.

All suspended or expelled players will be substituted for or replaced on team rosters in accordance with existing substitution rules contained in the Club Rules and Responsibilities.

ARTICLE III – OFFICERS

Section 1 – The absence of any elected officer from three consecutive meetings of the Club or Board of Directors, without justification satisfactory to the Board of Directors, shall constitute sufficient reason for removal of the officer from office.

Section 2 – When, for any reason, an elective office becomes vacant, the Board of Directors shall appoint another eligible member to fill the vacancy, except for the office of President, which shall be filled by the Vice-President.

Section 3 – The election of officers will be as follows.

  • At the first meeting in March, a Nominating Committee will present a slate of candidates.
  • At the Second meeting in March, the floor will be open for other nominations. The offices will then be voted in the following order: President, Vice-President, Secretary, Treasurer, Assistant Secretary/Treasurer and Executive Board members. Officers shall hold office for one year. In case of a vacancy, the successor shall remain in office for the unexpired term. The newly elected officers will be installed as the last order of business at the regular meeting in April.

ARTICLE IV – POWERS AND DUTIES OF OFFICERS

Section 1 – The Board of Directors shall assure that the Club is operated in a manner worthy of the Club’s objective; transact all routine business of the Club and recommend any pertinent items at regular meetings; supervise all purchases and approve all expenses and present same to the Treasurer; arrange for an audit of the financial records within 30 days after the completion of the season each year; approve donations to outside organizations; report at each regular meeting; recommend Probationary members for Active status; receive recommendations from all committees, amending as appropriate and submitting them to the membership.

Section 2 – The President shall preside at all meetings; preserve decorum at all times, both on and off the field; be responsible for the proper functioning of the elected officers and committees; appoint a Chair for the Rules Committee and Brochure Committee; and be a co-signer on Club checks when required. The President will be an ex-officio member of all committees except the Nominating Committee.

Section 3 – The Vice-President shall be the Chair of the Membership Committee; be a co-signer on Club checks when required; and, in the absence of the President, assume all of the President’s duties.

Section 4 – The Secretary shall carry on such correspondence as may be referred to the Secretary;
act as Secretary for the Board; keep a master book of the Constitution, By-Laws, and Rules and Regulations, posting all changes and amendments; prepare a list of all members with addresses,  phone numbers and email addresses and distribute it electronically or in hard copy to each member; take charge of all papers and documents belonging to the Club, preserving same in a suitable container; maintain a bulletin board at the field; and be a co-signer on Club checks when required.

Section 5 – The Treasurer shall prepare a written report for each meeting. This report will include bank balance, unpaid bills and other data deemed to be of interest to the membership. The Treasurer shall be prepared to answer any questions pertaining to the Club’s current financial status. The Treasurer will draw all checks, securing a co-signer when required. The Treasurer will arrange for newly signed signature cards to be filed at the bank after elections and will maintain all records of the Club’s finances in accordance with good accounting practices.

Section 6
– The Assistant Secretary/Treasurer shall assist the Secretary and Treasurer and assume the duties in the absence of either, as well as perform other duties as assigned by the President.

Section 7 – Members of the Executive Board shall serve on the Rules Committee as well as perform those other duties as directed by the President and/or Board of Directors.

ARTICLE V - COMMITTEES

Section 1 – The President may appoint any committee deemed necessary, including, but not limited to the following: Membership, Grievance, Rules, Brochure, and Competition. Establishment of any committee is at the sole discretion of the President with advice from the Board of Directors.

Section 2 – The Membership Committee may consist of the Vice-President and three members appointed by the President. They will evaluate and recommend approval or disapproval of all applicants and forward the applications to the Secretary.

Section 3 - The Grievance Committee may be comprised of one member from each team. They will take under advisement any serious disagreements among members, receive all protests, and recommend action to the Board of Directors. The President will convene the first meeting, and the Committee will then elect a Chair.

Section 4 – The Rules Committee may consist of the members of the Executive Board. They shall interpret all rules, receive and evaluate any suggestions for changes, and advise the full Board of their recommendations. The President shall ensure that each member is provided with a written copy of the rules as well as coordinating with the Secretary to insure that a complete current set of rules is available at all times. They will also perform other duties as directed by the President and/or Board of Directors.

Section 5 – The Brochure Committee may be appointed by the President with a Chair selected from the Executive Board and as many volunteer members from the membership as may be necessary to publish the brochure.

Section 6 – The Competition Committee may be established and comprised of at least one active member from each team. They would evaluate player personnel and recommend to the Board any changes brought about by loss of players through injury or departure.

ARTICLE VI - TEAMS

Section 1 – The Board of Directors will organize, select and balance teams.  Selection of the teams shall be made in accordance with the existing Club Rules and Responsibilities.

Section 2 – Only Active members in good standing will be eligible to be picked for teams.

ARTICLE VII – ELECTIONS AND MEMBERSHIP VOTES

Section 1 – Nominations for elective office shall occur at the first meeting in March. Final Nominations and elections shall be held at the second meeting in March.

Section 2 – Elections for office and other votes by the membership shall be conducted by secret ballot. Majority and plurality votes shall be determined based upon votes actually cast, except as provided elsewhere in these By-Laws.

Section 3 – For all votes, the President shall appoint two tellers, who will pass out ballots, collect, count, and tally the vote and advise the President, who will announce the results. In elections for Board offices, if more than two candidates are running for a single position, the candidate receiving a plurality of votes cast will be elected.

ARTICLE VIII – MEETINGS

Section 1 – Regular meetings of the Club shall be held on Monday in the first and third weeks of October and March and the first week of November, December, January, February, and April of each year. The Board of Directors shall meet at any other times deemed necessary.

Section 2 – Fifty percent (50%) of Active and Inactive members shall constitute a quorum for the transaction of business at a regular meeting or special meeting of the Club. This requirement may be waived by a majority of attending Active and Inactive members.

Section 3 – The President may call a Special meeting at any time or upon written request of nine Active members. The Board of Directors must approve a written request. The President will provide sufficient advance notice of the meeting to the members and state the purpose of the meeting and ensure that any necessary background information is provided. Only those matters so stated shall be taken up at this meeting.

Section 4 – Normally no meeting of the Club will be held at the playing field. If it is absolutely necessary to hold a meeting at the field, it will normally be held after the completion of the first game, at the discretion of the President. Every effort will be made to notify all members as to dates and times of all meetings sufficiently in advance of the meetings.

Section 5 – Robert’s Rules of Order shall govern all meetings covered by the Constitution or By-Laws. A copy is to be kept by the President, and it shall be available at all meetings.

Section 6 – The Order of Business for Regular Meetings is as follows:

  • Call to Order
  • Approval of Minutes of Previous Meeting
  • Treasurer’s Report
  • Communications from the Board
  • Report of Captains, if requested by the President
  • Committee Reports, if requested by the President
  • Board of Directors Report
  • Unfinished Business
  • New Business
  • Adjournment

ARTICLE IX – UNIFORMS & EQUIPMENT

Section 1 – Uniforms and equipment used by the Club will be purchased as required with approval by the Board of Directors.

Section 2 – The custodians of any equipment belonging to the Club shall report at the beginning and end of each season as to the quantity and condition of the equipment in their care. This report will be given to the Secretary.

ARTICLE X – FORFEITURE OF PLAY

Section 1 – When a player is physically fit and otherwise available to play and refuses a request of the Team Captain or Substitute Captain to play in any scheduled or make-up game or to perform their assigned duties, the player will be suspended for three consecutive games, not including cancellations.

ARTICLE XI – FUNDS

Section 1 – Control of funds shall be under the Board of Directors.

ARTICLE XII – AMENDMENTS

Section 1 – Amendments to the By-Laws may be proposed by any Active member and signed on to by five other Active members. Proposed amendments shall be studied by the Executive Board, who in turn will make a recommendation to the Board of Directors whether to submit them for a vote by Club members or return the amendments to the originator with comments. If the amendments are submitted for a vote, the Board will ensure that all members receive an electronic or hard copy of the amendments, and they will be presented at the next general membership meeting. A vote will then take place at the following general membership meeting. In order to approve amending the By-Laws, the vote must total at least two-thirds of the total number of Active and Inactive members of the Club. The President may provide for absentee voting by email or paper ballots for approval of By-Law amendments.

Section 2 – The Board of Directors may propose amendments to the By-Laws. Procedures for a vote on amendments proposed by the Board will be the same as those for amendments proposed by members.

ARTICLE XIII

Section 1 – The Board of Directors will promulgate and revise Club Rules and Responsibilities as needed. A rule may be repealed if a majority of the membership submits a petition to the Board requesting repeal of the rule. The petition shall be submitted within 90 days after notice of the rule is furnished to the members. If necessary, the Board may promulgate a new rule after repeal of the previous rule and provide notice to the membership.

Original November 2003
Revised and Approved February 2009
Revised and Approved November 2010
Revised and Approved October 2014
Revised and Approved November 2015

 

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