CYAA CONSTITUTION
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 December 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 rebalotting between the tied nominees.
The newly elected officers will assume office following the conclusion
of old business at the January 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 October meeting each year. They will
be instructed to ascertain at least one member will accept each of the
elected offices.
Article 4: Responsibilities
Section One Elected Officers:
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 January 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 (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.
Section 2 The
Board of Directors: A. B. C. D. E.
Article 5: Fiscal Policies
Section 1: Fiscal Period A. The CYAA
shall operate on a calendar year basis.
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 in the local news media 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 February.
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.
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