By-Laws

Glen Allen Youth Athletic Association

 

ARTICLE I – NAME

 

SECTION I:     The  name of the association shall be Glen Allen Youth Athletic Association, Inc. from now on referred to as Glen Allen Youth Athletic Association.

 

 

ARTICLE II – DUES

 

SECTION I:     The annual dues for members of Glen Allen Youth Athletic Association shall be $10.00 per family.   Dues will be due and payable during the initial registration for that calendar year beginning with the registration for softball and baseball and ending with the following basketball registration.   All Past Presidents are granted lifetime membership in Glen Allen Youth Athletic Association and, along with any other such honored members, shall forego the payment of dues.

 

SECTION II:     Any members whose dues are in arrears for a period of thirty (30) days will be suspended from Glen Allen Youth Athletic Association.   (Those members who participate in basketball only will be considered suspended thirty (30) days after basketball registration if they fail to re-register.)

 

 

ARTICLE III – GOVERNMENT

 

SECTION I:     The further content of these by-laws shall refer to 3 entities, all of which shall be understood to be current members in good standing, having paid the annual dues for the applicable period, or having been granted lifetime membership.

 

A)  The officers: President, Vice-President, Secretary and Treasurer.   The President shall act as Chairman of the Board of Directors.

 

B)  Board of Directors: (including officers unless either is separately mentioned) 26 elected Directors and 4 elected Officers.

 

C)   The General Membership: All other current members.

 

SECTION II:     All Officers and Directors shall be elected at the annual meeting of Glen Allen Youth Athletic Association and shall serve for a period of 2 years.   Each year, one half (or 15) of the Board members will be elected or re-elected.

 

SECTION III:     Resignation from the Board of Directors shall be considered effective upon receipt by the President, in writing, notification from that Director.   At this time, that person is no longer to be considered an active member of the Board of Directors and has no vote at the board meetings.   The Director shall be replaced as per Section IX of this Article.

 

SECTION IV:     The annual year as it relates to an Officer’s or Director’s term, shall begin on October 1^st and end on September 30^th of the following year.   The fiscal year shall be the same.

 

SECTION V:     The Board of Directors shall be responsible for: Managing and controlling all affairs of Glen Allen Youth Athletic Association to include but not limited to: setting policies, setting the rules of each sport and the fees for participation in each sport, setting the dates for registration and other scheduled events or meetings, selection and direction of softball, baseball and basketball managers or coaches, the administration of the financial affairs of GLEN ALLEN YOUTH ATHLETIC ASSOCIATION.

 

SECTION VI:     All members of the Board of Directors shall be assigned to an operation committee(s) by the President, subject to approval by the Board of Directors.   General members may also occupy seats on standing or special committee but shall not chair any committee.   Annual standing committee assignments shall be made by the November meeting of the Board of Directors.

SECTION VII:     Funds of Glen Allen Youth Athletic Association may be withdrawn from the bank or banks in which they have been deposited on the signatures of at least 2 of the following 3 officers: President, Vice-President, or Treasurer.

 

SECTION VIII:     All property and assets of Glen Allen Youth Athletic Association shall remain with Glen Allen Youth Athletic Association.   In the event of dissolution of Glen Allen Youth Athletic Association, these assets shall be disposed of by a majority vote of all current members in attendance at an annual or special general membership meeting.

 

SECTION IX:     Any vacancy which may occur on the Board of Directors prior to the annual election shall be filled by an appointment by the President and shall be approved by the Board of Directors.

 

SECTION X:     The books and records of the Treasurer shall be audited by an appointed committee at the end of each fiscal year.   The audit shall be completed by November 30^th of that year.

 

 

ARTICLE IV – NOMINATION AND ELECTION OF OFFICERS AND DIRECTORS

 

SECTION I:     The President shall appoint, and submit to the Board of Directors for approval, a Nominating Committee of 3 or more persons.   The Nominating Committee shall be approved at the April meeting of the Board of Directors.

 

SECTION II:     The Nominating Committee shall assemble and present, at the August meeting of the Board of Directors, the slate of Officers (if necessary) and Directors to be voted on at the annual meeting of the current members (see ARTICLE V  SECTION I).

 

SECTION III:     No Officer shall be eligible for more than 2 consecutive terms in the same office.

 

SECTION IV:     No member of the Nominating Committee shall be eligible for nomination to any office of Glen Allen Youth Athletic Association (unless nominated from the floor, by a general member, at the annual meeting).

 

SECTION V:     Additional nominees may be considered for nomination from the floor, by a general member at the annual meeting.   The nominee must first agree to such a nomination.

 

SECTION VI:     Voting shall be limited to 2 votes per member family and not more than 1 vote per person.   Proxies shall not be recognized.

 

 

ARTICLE V – MEETINGS

 

            SECTION I :    The annual meeting of Glen Allen Youth Athletic Association shall be held on the

second Sunday in September of each year.   The notice of this meeting, containing a list of all

candidates nominated, shall be mailed to each member at the last known address, at least 10 days

prior to the meeting.

 

            SECTION II:    Meetings of the Board of Directors shall be held at prearranged dates or at the call

            of the President.   A simple majority of active Directors shall constitute a quorum at any board

            meeting.   (General members may attend any board meeting but have no vote.)

 

            SECTION III:     Special meetings of the General Membership may be called at any time by the

            Board of Directors.   (See ARTICLE V  SECTION I: Notification).   Additionally, a special meeting of

the General Membership will be convened by the Board of Directors within 20 days of receipt of a

petition which contains the signatures of 51% of all current members.   (Same notification rules

apply.)

             

               SECTION IV:     A special meeting of the Board of Directors shall be called whenever 25 current

            members of Glen Allen Youth Athletic Association so request in writing.   Notification shall be made

            to the Directors by phone or in writing, by mail.

   

ARTICLE VI – DUTIES OF THE OFFICERS

 

            SECTION I:     The President shall preside at all meetings of Glen Allen Youth Athletic Association.  

The President shall appoint all operating and special committees and shall appoint the chairpersons.

All appointments shall be subject to approval by the Board of Directors.   The President will only vote

in the event of a tie.

 

            SECTION II:    The Vice-President shall preside at all meetings of Glen Allen Youth Athletic

Association in the absence of the President.   The Vice-President shall assume all other duties of the

President in his absence or due to resignation or inability to perform.

 

            SECTION III:     The Secretary shall give notice of all regular and specially called meetings.   The  

Secretary shall keep a permanent record of the minutes of all such meetings and shall be custodian

of all official records of Glen Allen Youth Athletic Association.   Copies of the minutes to any meeting

shall be made available to every member upon written request.

 

            SECTION IV:     The Treasurer shall be responsible for the collection and maintenance of all Glen

Allen Youth Athletic Association funds.   The Treasurer shall maintain the books and financial

records, disburse funds at the direction of the Board of Directors, and shall report in detail at

regular and special meetings of Glen Allen Youth Athletic Association; or at such time as directed,

the financial standing of Glen Allen Youth Athletic Association.

   

ARTICLE VII – REMOVAL

 

            SECTION I:     The current members of Glen Allen Youth Athletic Association, in an annual or

specially called General Membership Meeting (see ARTICLE V   SECTION III), may remove

any Officer or Director and fill the vacancy caused by such removal.   Such an action would require a

majority vote of all current members present at such a proceeding.   Written notice of such action

must be given to each member at the last known address at least 10 days prior to the meeting.

 

            SECTION II:     The President has the option to remove any Officer or Director and request that the

Nominating Committee recommend a replacement to fill the vacancy should a Director or Officer

                miss 3 consecutive meetings of the Board of Directors.   The vacancy shall be filled by an

            appointment by the President and shall be approved by the Board of Directors in accordance with  ARTICLE                III Section IX.

   

ARTICLE VIII – AMENDMENTS

 

            SECTION I:     These by-laws may be changed or amended by a majority vote of current members

present at any annual, special or regular meeting.   Written notice of the intent to change the by-

laws must be made to all current members at the last known address at least 10 days prior to the

meeting.