Article 1: General

Section 1  Name:
The group covered by this constitution shall be known as the Candia Youth Athletic Association of Candia, New Hampshire, or hereafter by the designation CYAA.

Section 2 Purpose:
The purpose of the CYAA is to provide the youth of Candia, NH. with athletic and social activities that will provide and promote healthy bodies, keen minds and fair-minded competitive attitudes that prepare them for productive adult lives as citizens of their community, state and nation.

Article 2: Membership 

Section 1:
Any person 18 years or older, who is a parent or guardian of a registered child participant in CYAA or any adult volunteer, is hereby designated a CYAA member for the fiscal year. Members may participate in any association activity and will be eligible to hold any elected or appointed position.  Members will vote for officers during the annual election.

Article 3: Elections 

Section 1 General:
An election of officers who will conduct the business of this association will take place each year at the regular June meeting.  Elected positions are president, vice president, treasurer, secretary, auditor, a director for each sport, facilities director, publicity director, schedule director, concession director and fundraising director.  To assure that each elected office is filled, a slate committee will be formed.  All nominations must be made and seconded from the floor of the meeting by a CYAA  member.  All elections will be by secret ballot, unless determined by unanimous choice.  A tie vote will be resolved by re-balloting between the tied nominees.  The newly elected officers will assume office following the conclusion of old business at the July meeting and hold said office for one year.


Section 2 Slate Committee:
A Slate Committee consisting of three members will be appointed by the President no later than the March meeting each year.  They will be instructed to ascertain at least one member who will accept each of the elected offices. The slate will be presented to the board at the regularly scheduled meeting in May.

Article 4:  Responsibilities

Section One Elected Officers:

1. The President shall:

Preside at all meetings.

Oversee all association activities.

Participate in all committees as an ex-officio member.

Represent the CYAA at all Non-CYAA affairs.

Appoint all committees necessary to carry out the approved actions of the membership.

Arbitrate all time and date conflicts between activities with the assistance of the Board.

Fill, by temporary appointment, by simple majority of the Board, any elected or appointed position vacated for any reason.

In July of each year, notify all vendors of those authorized to charge merchandise/services for that year. Vendor must return signed copy of letter.

Sign checks in the absence of the treasurer.

2. The vice-president shall:     

Perform in the absence of the president     

Ascertain that all CYAA business remains within the Duly ratified articles of this constitution.     

Ensure that all State and Federal 501 (c-3) requirement are fulfilled.

Perform duties of secretary in the absence of the secretary.

3.  The treasurer shall:

Accept and deposit all funds for the CYAA.   

Maintain a set of accounting books covering all transactions of the organization, presenting a brief  cash flow report at all regular meetings and a full statement verbally and in writing at the annual  meeting. This set of accounting books must be made available in an up-to-date status within ten days of a request from the auditor.     

Ascertain that all authorized financial obligations are paid  promptly, taking advantage of any cash discounts.   

Prepare and sign all checks except as per Article 4  section  1(President's Duties).   

Carry out all fiscal policies.   

Delegate responsibility for fund expenditures related to any specific program.   

Insure that all required government forms are filed

 

4. The secretary shall:

Prepare a permanent set of minutes of the proceedings of each regular and special meeting.

Handle all incoming and outgoing correspondence.

Provide a typed copy of the minutes of the previous meeting  to each member of the Board.

Update the constitution by annotating additions, deletions and changes ratified by the membership as described in Article 8.

Advise the membership as to the exact wording of any amendments  as stated in Article 7 of this constitution.

Maintain an attendance record of meetings

Provide a list of the Board Members' phone numbers and addresses.

Maintain an updated list of CYAA policies

Maintain End of season report and paperwork presented by directors.


5. The Auditor shall:    

Complete the audit of the treasurer's full fiscal year records at least once a year prior to the Annual Meeting.  Allowing the Treasurer ample time to prepare the Annual Report.   

Be prepared to assist the Board in preparing overall yearly reports.



6. A Sport Director shall: 
 

Select an adequate and properly trained staff for the activity.

Ascertain that a schedule of dates and times is prepared and that all participants receive a written copy.

Attempt to avoid conflicts with other activities in the same time period.   

Submit to the President a seasonal budget 60 days prior to the start of games so it can be submitted to the Board prior to the next meeting(which is when it will be voted on for approval.)

Attend regular monthly meetings and make a brief report on the program's status.

Select a date for try-outs and establish a schedule prior to the season.

Establish a set of program rules and regulations. Inform all staff of CYAA policies.

Handle disciplinary actions.

Purchase equipment approved by board in budget

Be responsible for officials for all games

Ensure playing fields are in good condition.

Furnish the President with a team roster for each team, including coaches, at the beginning of the season.

Make sure all uniforms and equipment are turned in at the end of the season, and are properly inventoried and stored.

Contact other youth groups for scrimmages.

Weekly or as soon as possible, submit league results and/or pictures to the publicity director for publicity in the local news media.

Decide prior to the season how championship will be determined.

Coordinate with Field-Use Director for use of facilities.

Present to the Board an End of Season report including a budget update, inventory, and a copy of all paperwork (for use by the next director).

Ensure Association has liability coverage and extended medical coverage for the teams.

Provide concession director with schedule and rosters


7. The Facilities Director shall:

Be the liaison between the CYAA and school/town officials for any projects involving their fields.

Direct field maintenance in conjunction with the Directors using the fields.

Direct maintenance for the CYAA buildings

Submit budgets to Board for funds needed for upkeep and projects


8. The Publicity Director shall: 

Be responsible for the publicity of all CYAA business

Submit for publishing all news items provided by directors.     


9.
The Concession Director shall:

Establish a schedule for workers in conjunction with other Directors.

Maintain inventory

Ensure health codes are followed

Provide the Board with a written report at the conclusion of each season. It should include an inventory, financial statement and season summary.

 

10. The Schedule Director shall:

Arrange field use with town/school and Facilities Director.

Establish schedules with directors

If necessary, reschedule games that were canceled.

 

11. The Fund-raising Director shall:

Coordinate Fund-raising with the Director of the sport and the Board

Solicit team and sign sponsors for each sport. Maintain records of sponsorships.

Plan promotions and events during the year.

Seek out other sources of income.

 

 

Article 5: Fiscal Policies

Section 1: Fiscal Period A. The CYAA shall operate its fiscal year from July 1st  to June 30th.

Section 2: Method of Disbursement A. All funds disbursed by the CYAA must be made by check.

Section 3: Purchase Orders A. All purchases will be made with the Board's consent

 

Article 6: Meetings

Section 1: General A. All meetings will be publicized on the CYAA website and will be conducted according to Robert's Rules of Order.

Section 2: Regular Meetings: A. Regular meetings will be held once a month on the first Tuesday of each month.

Section 3: Annual Meeting: A. The Annual Meeting will be held yearly in August.

Section 4: Special Meetings: A. Special meetings may be called at the discretion of the President or by a simple majority of the Board.

 

Article 7: Amendments

Section 1: Amendments:

Amendments to this Constitution may be presented in writing by any member at any regular meeting.

Amendments can only be ratified at the next meeting by a two-thirds (2/3) majority of votes cast by members.