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
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.