Little League Constitution
Hillsboro R3 Little League
Hillsboro, MO 63050
League ID: 0125-0304
ARTICLE 1 – NAME
This organization shall be known as the Hillsboro R-3 Little League, hereinafter referred to as the “Local League”.
ARTICLE II – OBJECTIVE
SECTION 1. The objective of the Local League shall be to implant firmly in the children of the community the ideals of good sportsmanship, honesty, loyalty, courage, and respect for authority, so that they may be well adjusted, stronger and happier children and will grow to be good, decent, healthy and trustworthy citizens.
SECTION 2. To achieve this objective, the Local League will provide a supervised program under the Rules and Regulations of Little League Baseball, Incorporated. All Directors, Officers and Members shall bear in mind that the attainment of exceptional athletic skill or the winning of games is secondary, and the molding of future citizens is of prime importance. In accordance with Section 501-©-(3) of the Federal Internal Revenue Code, the Local League shall operate exclusively as a non-profit educational organization providing a supervised program of competitive baseball and softball games. No part of the net Earnings shall inure to the benefit of any private shareholder or individual; no substantial part of the activities of which is carrying on Propaganda, or otherwise attempting to influence legislation, and which does not participate in or intervene in any political campaign on behalf of any candidate for public office.
ARTICLE III – MEMBERSHIP
SECTION 1. Eligibility. Any person sincerely interested in active participation to further the objective of this Local League may apply to become a Member.
SECTION 2. Classes. There shall be the following classes of Members:
(a) Player Members. Any player candidate meeting the requirements of Little League Regulation IV shall be eligible to compete for participation. Player Members shall have no rights, duties, or obligations in the management or in the property of the Local League.
(b) Regular Members. Any adult person actively interested in furthering the objectives of the Local League may become a regular Member. Regular Members are invited to attend the General Board Meetings and contribute to the Local League. This includes Committee Members, Managers, Coaches, Volunteer Umpires, parents, and any other volunteers. Regular Members shall have no rights, duties, or obligations in the management or in the property of the Local League.
(c) Board Members. Any adult person actively interested in furthering the objectives of the Local League may become a Board Member upon election as herein provided. Board Members have rights, duties, and obligations in the management and property of the Local League.
(d) Honorary Members (Optional). Any person may be elected as Honorary Member by the unanimous vote of All Directors present at any duly held meeting of the Board of Directors but shall have no rights, duties or obligations in the management or in the property of the Local League.
(e) Sustaining Members (Optional). Any person not a Regular Member who makes financial or other Contribution to the Local League may be a majority vote of the Board of Director’s become a Sustaining Member, but such person shall have no rights, duties, or obligations in the management of the property of the Local League.
(f) As used hereinafter, the word “Member” shall mean a Board Member unless otherwise stated.
SECTION 3. Other Affiliations.
(a) Members, whether Board, Regular or Player, can be affiliated with another organization or group and qualify as members of the Local League providing the affiliation does not present a conflict of interest with the Local League.
(b) Board and/or Regular Members will not be actively engaged in the promotion and/or operation of any other baseball/softball program that will interfere with the operation of Little League.
SECTION 4. Suspension or Termination. Membership may be terminated by resignation or action of the Board of Directors as follows.
(a) The Board of Directors, by a two-thirds vote of those present at any duly constituted Board Meeting, shall have the authority to discipline or suspend or terminate the membership of any Member of any class, including managers and coaches, with the conduct of such person is considered detrimental to the best interests of the Local League and/or Little League Baseball. The Member involved shall be notified of such meeting, informed of the general nature of the charges and given an opportunity to appear at the meeting to answer such charges.
(b) The Board of Directors shall, in case of a Player Member, give notice to the manager of the team for which the player is a Player Member. Said manager shall appear, in the capacity of an adviser, with the player before the Board of Directors of a duly appointed committee of the Board Directors. The player’s parent(s) or legal guardian(s) may also be present. The Board of Directors Shall have full power to suspend or revoke such player’s right to future participation by two-thirds Vote of those present at any duly constituted meeting (quorum is required).
ARTICLE IV - DUES
SECTION 1. Dues for Regular Members may be fixed at such amounts, as the Board of Directors shall determine for a particular fiscal year. Note: Dues for Regular Members are separate from registration fees for Player Members, which are determined annually by the Board of Directors. If no dues for Regular Membership are collected, Section 2 below does not apply.
*This Local League does not collect membership dues.*
SECTION 2. Regular Members who fail to pay their fixed dues within thirty (30) days of application to become a member may, by majority vote of the Board present at a Board meeting, be dropped from the rolls and shall forfeit all rights and privileges of membership.
SECTION 3. A reasonable Little League participation fee may be assessed as a Parent’s Obligation to assure the operational continuity of the local Little League. A maximum Participation Fee may be assessed as deemed necessary by the Board. The executive committee on a case-by-case basis will review hardship cases. AT NO TIME SHOULD PAYMENT BE A PRE-REQUISITE FOR PARTICIPATION IN THE LITTLE LEAGUE BASEBALL/SOFTBALL PROGRAM. (Little League Regulation XIII, section c).
ARTICLE V – MEETINGS
SECTION 1. Definition. A General Membership Meeting is any meeting of the membership of the league (including Special General Membership Meetings, Section 7). A minimum of one per year (Annual Meeting, see Section 6) is required. The General Memberships meetings will be held on the first Sunday of the month at 6pm. Annual meetings will be held in conjunction with the General Membership meetings.
SECTION 2. Notice of Meeting. Notice of regular or special meeting of the Members shall be delivered personally, electronically or by mail to each Member at the last recorded address at least seven (7) days in advance of the meeting, setting forth the place, time and purpose of the meeting. In lieu of the above methods, notice may be given in such form as may be authorized by the Members, from time to time, at a regularly convened Membership Meeting.
SECTION 3. Quorum. At any General Membership Meeting, the presence in person or representation by absentee ballot of one half (50%) of the members (as defined in Article III – Membership) shall be necessary to constitute a quorum. If a quorum is not present, no business shall be conducted.
SECTION 4. Voting. Board Members shall be entitled to make motions or vote at any meeting of the Local League. However, the Board of Directors may invite, admit, and recognize guests for presentations or comments during General Membership Meetings. (Those eligible to take part at meetings of the Board of Directors are described in Article VI, Section 4.)
SECTION 5. Absentee Ballot. For the expressed purpose of accommodating a Board Member in good standing who cannot be in attendance at the Annual Meeting, or any General Membership Meeting at which new Board members will be elected, an absentee ballot may be requested and obtained from the Secretary of the League. The absentee ballot shall be properly completed, signed and returned in a sealed envelope to the Secretary prior to the date of the election. The Secretary shall present all absentee ballots to the Election Chairman (appointed at the meeting) on the date of the meeting, prior to the voting portion of the election process.
SECTION 6. Annual Meeting of the Members. The Annual Meeting of the Members of the Local League shall be held on the first Sunday of October each year for the purpose of electing new Members, electing the Board of Directors, receiving reports, reviewing the Constitution, appointing committees, and for the transaction of such business as may properly come before the meeting.
(a) The Membership shall receive at the Annual Meeting of the Members of the Local League a report, verified by the President and Treasurer, or by a majority of the Directors, showing:
(1) The condition of the Local League, to be presented by the President or his/her designate
(2) A general summary of funds received and expended by the local league for the previous year, the amount of funds currently in possession of the local league, and the name of the financial institution in which such funds are maintained
(3) The whole amount of real and personal property owned by the Little League, where located, and where and how invested
(4) For the year immediately preceding, the amount and nature of the property acquired, with the date of the report and the manner of the acquisition, the amount applied, appropriated or expended, and the purposes, objects or persons to or for which such applications, appropriations or expenditures have been made
(5) The names of the persons who have been admitted to regular membership in the Local League during such year. This report shall be filed with the records of the Local League and entered in the minutes of the proceedings of the Annual Meeting. A copy of such report shall be forwarded to Little League International.
(b) At the Annual Meeting, the Members shall determine the number of Directors to be elected for the ensuing year and shall elect such number of Directors. The number of Directors elected shall be not less than seven (7).
(c) After the Board of Directors is elected, the Board shall meet to elect the officers. After the election, the Board of Directors shall assume the performance of its duties immediately upon election. The Board’s term of office shall continue until its successors are elected and qualified under this section.
(d) The Officers of the Board of Directors shall include, at minimum, the President, one or more Vice-Presidents, Treasurer, Secretary, one or more Player Agents, a Safety Officer, and a Coaching Coordinator. The Board shall also include a minimum of one manager and one volunteer umpire. Only volunteer umpires may be elected to the Board.
SECTION 7. Special General Membership Meetings. Special General Membership Meetings of the Members may be called by the Board of Directors of the Secretary or President at their discretion. Upon the written request of a minimum of five members, the President or Secretary shall call a Special General Membership Meeting to consider the subject specified in the request. No business other than that specified in the notice of the meeting shall be transacted at any Special General Membership Meeting. Such Special General Membership Meeting shall be scheduled to take place not less than seven (7) days after the request is received by the President of Secretary.
SECTION 8. Rules of Order for General Membership Meetings and Regular Meetings of the Board of Directors. Robert’s Rules of Order shall govern the proceedings of General Membership meetings, and all regular meetings of the Board of Directors, except where same conflicts with this Constitution of the Local League.
ARTICLE VI – BOARD OF DIRECTORS
SECTION 1. Authority. The management of the property and affairs of the Local League shall be vested in the Board of Directors.
(a) No Regular Member or Board of Directors Member actively affiliated with the promotion and operation of any other baseball/softball program can serve as a Regular Member or on the Board of Directors.
(b) There shall be no more than two (2) family members (in the first degree) holding office as to protect the integrity and appearance of the local league.
(c) Any Board of Directors that accumulates three (3) consecutive, unexcused general session meetings will be subject to termination of the Board of Directors membership. This is to be voted upon by the Board of Directors.
(d) Any Board of Directors that does not fulfill their “mandatory volunteer hours” will be subject to dismissal. Mandatory volunteer hour rule is as follows: From the months of March to October, each Board Member must fulfill 10 hours/month of volunteer time. This does not include managing or coaching a team. It includes concession help, field work, etc.
SECTION 2. Increase in Number. The number of Board of Directors so fixed at the Annual Meeting may be increased at any General Membership Meeting or Special Meeting of the Members. If the number is increased, the additional Directors may be elected at the meeting at which the increase is voted, or at any subsequent General Membership Meeting. All elections of additional Directors shall be by majority vote of all Board Members present or represented by a properly executed and signed absentee ballot filed with the Secretary prior to the election meeting.
SECTION 3. Vacancies. If any vacancy occurs in the Board of Directors, by death, resignation, or otherwise it may be filled by a majority vote of the remaining Directors at any regular meeting or at any special meeting for that purpose.
SECTION 4. Board Meetings, Notice, and Quorum. Regular meetings of the Board of Directors shall be held immediately following the Annual Meeting and on such days thereafter as shall be determined by the Board.
(a) The President or Secretary may, whenever they deem it advisable, or the Secretary shall issue a call for a Special Board Meeting. In the case of Special Board Meetings, such notice shall include the purpose of the meeting and no matters not so stated may be acted upon at the meeting.
(b) Notice of each Board meeting shall be given by the Secretary personally, electronically or by mail to each Director at least seven (7) days before the time appointed for the meeting to the last recorded address of each Director.
(c) One-half (50%) members of the Board of Directors shall constitute a quorum for the transaction of business. If a quorum is not present, no business shall be conducted.
(d) Only members of the Board of Directors may make motions and vote at meetings of the Board of Directors. However, the Board of Directors may invite, admit and recognize guests for presentations or comments during Board meetings.
SECTION 5. Duties and Powers. The Board of Directors shall have the power to appoint such standing committees as it shall deem advisable and which it may properly delegate.
The Board may adopt such rules and regulations for the conduct of its meetings and the management of the Local League as it may deem proper.
The Board shall have the power by a two-thirds (2/3) vote of Board Members present to discipline, suspend, or remove any Director, Official, or Committee Member of the Local League in accordance with the procedure set forth in Article III, Section 4 (a).
SECTION 6. Robert’s Rules of Order shall govern the proceedings of all league meetings, including Board of Directors meetings, except where same conflicts with this Constitution of the Local League.
ARTICLE VII – DUTIES AND POWERS OF THE BOARD
SECTION 1. Appointments. The Board of Directors may appoint such other officers or agents as it may deem necessary or desirable, and may prescribe the powers and duties of each. Appointed officers or agents shall have no vote on actions taken by the Board of Directors unless such individuals have been elected to the Board by the membership of have been elected to fill a vacancy on the Board. Each Board position is to have designated responsibilities, and include the option to add other related duties as directed by the League President.
SECTION 2. President
· Conduct the affairs of the Local League and execute the policies established by the Board of Directors.
· Present a report of the condition of the Local League at the Annual Meeting.
· Communicate to the Board of Directors such matters as deemed appropriate, and make such suggestions as may tend to promote the welfare of the Local League.
· Be responsible for the conduct of the Local League in strict conformity to the policies, principles, Rules and Regulations of Little League Baseball, Incorporated, as agreed to under the conditions of charter issued to the Local League by the organization.
· Designate in writing other officers, if necessary, to have power to make and execute for/and in the name of the Local League such contracts and leases they may receive and which have had prior approval of the Board.
· Investigate complaints, irregularities and conditions detrimental to the Local League and report thereon to the Board or Executive Committee as circumstances warrant.
· Prepare and submit an annual budget to the Board of Directors and be responsible for the proper execution thereof.
· With the assistance of the Player Agent, examine the application and support proof-of age documents of every player candidate and certify to residence and age eligibility before the player may be accepted for tryouts and selection.
SECTION 3. Vice President
- Perform the duties of the President in the absence or disability of the President, provided he or she is authorized by the President or Board so to act. When so acting, the Vice President shall have all the powers of that office.
- Perform such duties as from time to time may be assigned by the Board of Directors or by the President.
SECTION 4. Secretary
· Be responsible for recording the activities of the Local League and maintain appropriate files, mailing list and necessary records.
· Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of Secretary or as may be assigned by the Board of Directors.
· Keep the minutes of the meetings of the Members, the Board of Directors and the Executive Committee, and cause them to be recorded in a book kept for that purpose.
· Conduct all correspondence not otherwise specifically delegated in connection with said meeting and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.
· Notify Members, Directors, Officers and Committee members of their election or appointment.
SECTION 5. Treasurer
· Perform such duties as are herein set forth and such other duties as are customarily incident to the Office of Treasurer or may be assigned by the Board of Directors.
· Receive all monies and securities, and deposit same in a depository approved by the Board of Directors.
· Keep records for the receipt and disbursement of all monies and securities of the Local League, including the Auxiliary, approve all payments from allotted funds and draw checks therefore in agreement with policies established in advance of such actions by the Board of Directors. All disbursements by check must have dual signatures.
· Maintain a list of all Regular, Sustaining and Honorary Members, Directors and Committee members and give notice of all meetings of the Local League, the Board of Directors and Committees.
· Prepare an annual budget, under the direction of the President, for submission to the Board of Directors at the Annual Meeting.
· Prepare an annual financial report, under the direction of the President, for submission to the Membership and Board of Directors at the Annual Meeting, and to Little League Headquarters.
· Be Chairman of the Ways and Means Committee.
SECTION 6. Player Agent
· Record all player transactions and maintain an accurate and up-to-date record thereof.
· Receive and review applications for player candidates and assist the President in verifying residence and age eligibility.
· Conduct the tryouts, the player draft and all other player transaction or selection meetings.
· Prepare the Player Agent’s list. (roster)
· Prepare for the President’s signature and submission to Little League Headquarters, team rosters, including player’s claimed, and the tournament team eligibility affidavit.
· Notify Little League Headquarters of any subsequent player replacements or trades.
SECTION 7. Grounds Manager
· Shall be responsible for making the playing fields ready for use.
· Must submit a budget annually for the purpose of maintaining and/or improving the playing fields and/or structures, for Board approval.
· Cannot financially obligate with Board Approval.
· Shall be Chairman of the Grounds Committee.
SECTION 8. Equipment Manager
· Shall be responsible for all playing equipment and may approve all expenditures within approve budget.
· Must submit a budget annually for new equipment, replacement equipment, and uniform costs, for Board approval.
· Must make an annual inventory of all playing equipment at the end of each season, reporting his findings to the Board.
· Cannot financially obligate without Board approval.
· Shall be chairman of any Equipment Committee.
SECTION 9. Safety Officer
· Be responsible to create awareness, through education and information, of the opportunities to provide a safer environment for youngsters and all participants of the Little League Baseball.
· Develop and implement a plan for increasing safety of activities, equipment and facilities through education, compliance and reporting. NOTE: In order to implement a safety plan the Safety Officer may utilize using education, compliance and reporting, the following suggestions:
· Education – Should facilitate meetings and distribute information among participants including players, managers, coaches, umpires, league officials, parents, guardians and other volunteers.
· Compliance – Should promote safety compliance leadership by increasing awareness of the safety opportunities that arise from these responsibilities.
· Reporting – Define a process to assure that incidents are recorded, information is sent to league/district and national offices, and follow-up information on medical and other data is forwarded as available.
SECTION 10. League Information Officer
· Manage the League’s official home page
· Manage the online registration process and ensure the league rosters are maintained on the site.
· Assign administrative rights to league volunteers and teams.
· Ensure that league news and scores are updated on a regular basis.
· Collects, post and distribute important information on League activities including direct dissemination of fund-raising and sponsor activities to Little League Baseball, district, public members and media.
· Serve as primary contact person for Little League and the website regarding optimizing use of the internet for league administration and for distributing information to league members and to Little League Baseball.
SECTION 11. Coaching Coordinator
- Represent coaches/managers in the league
- Present a coach/manager training budget to the board
- Gain the support and funds necessary to implement a league-wide training program
- Order and distribute training materials to players, coaches, and managers
- Coordinate mini-clinics as necessary
- Serve as the contact person for Little League International
ARTICLE VIII – EXECUTIVE COMMITTEE
No local league is required to appoint Board members to Committees or use this tool of operation to manage the local league. However, the committee structure is recommended to engage the Board of Directors, assist with efficiently delegating responsibilities throughout the year, and provide oversite in the operation of the local league.\
SECTION 1. The Board of Directors may appoint an Executive Committee which shall consist of not less than three (3) nor more than five (5) Directors, one of whom shall be the President of the Local League
SECTION 2. The Executive Committee shall advise with and assist the Officers of the Local League in all matters concerning its interests and the management of its affairs, and shall have such other powers as may be delegated to it by the Board, but in no event will the Executive Committee have authority over the Board of Directors.
SECTION 3. At any meeting of the Executive Committee shall consist of the President, Vice President, Treasurer, Secretary and one other officer (if deemed necessary) shall constitute a quorum for the transaction of business, and the act of a majority present at any meeting at which there is a quorum shall be the act of the committee.
ARTICLE IX – OTHER COMMITTEE AND BOARD POSITIONS
Other committees will be formed on an “as-needed” basis.
ARTICLE XI – AFFILIATION
SECTION 1 . Charter. The Local League shall annually apply for a charter from Little League Baseball, Incorporated, and shall do all things necessary to obtain and maintain such charter. The Local League shall devote its entire energies to the activities authorized by such charter and it shall not be affiliated with any other program or organization or operate any other program.
SECTION 2. Rules and Regulations. The Official Playing Rules and Regulations as published by Little League Baseball, Incorporated, Williamsport, Pennsylvania, shall be binding on this Local League.
SECTION 3. Local Rules, Ground Rules and/or Bylaws. The local rules, ground rules and/or bylaws of this Local League shall be adopted by the Board of Directors at a meeting to be held not less than one month previous to the first scheduled game of the season, but shall in no way conflict with the Rules, Regulations and Policies of Little League Baseball, Incorporated, nor shall they conflict with this Constitution. The local rules, ground rules and/or bylaws of this Local League shall remain in effect until amended or replaced, and are not considered part of this Constitution. (See Article XI, Section 7 for fiscal year of this league.)
ARTICLE XII – FINANCIAL AND ACCOUNTING
SECTION 1. Authority. The Board of Directors shall decide all matters pertaining to the finances of the Local League and it shall place all income including Auxiliary funds, in a common league treasury, directing the expenditure of funds in such manner as will give no individual or team an advantage over those in competition with such individual or team.
SECTION 2. Contributions. The Board shall not permit the contribution of funds or property to individual teams but shall solicit funds for common treasury of the Local League, thereby to discourage favoritism among teams and to endeavor to equalize the benefits of the Local League.
SECTION 3. Solicitations. The Board shall not permit the solicitation of funds in the name of Little League Baseball unless all of the funds so raised are placed in the Local League Treasury.
SECTION 4. Disbursement of Funds. The Board shall not permit the disbursement of Local League funds for other than the conduct of Little League activities in accordance with the rules, regulations and policies of Little League Baseball, Incorporated. All disbursements shall be made by check. The Local League Treasurer shall sign all checks and such other officer or officers or person or persons as the Board of Directors shall determine.
SECTION 5. Financial Transparency. No Board member authorized to disburse funds may be the spouse or family relative of the League President or Treasurer, or have direct access to league funds without the written permission of the chairman of the league’s Audit Committee. The use of a league credit or debit card is permitted, given that the card is returned to the League President, Treasurer, or Chairman of the Audit Committee with receipt for all purchases made within three (3) days of the purchase date.
SECTION 6. Compensation. No Director, Officer or Member of the Local League shall receive, directly or indirectly any salary, compensation or emolument from the Local League for services rendered as Director, Officer or Member.
SECTION 7. Deposits. All monies received, including sponsorship and fundraising, shall be deposited to the credit of the Local League in Enterprise Bank and Trust and all disbursements shall be made by check or debit card. All checks shall be signed the Local League Treasurer and such other Officer or Officers or persons as the Board of Directors shall determine.
SECTION 8. Fiscal year. The fiscal year of the Local League shall begin on October 1st and shall end on September 30th.
SECTION 9. Distribution of Property upon Dissolution. Upon dissolution of the Local League and after all outstanding debts and claims have been satisfied, the Members shall direct the remaining property of the Local League to another Federally Incorporated entity which maintains the same objectives as set forth in Article II of this Constitution, which are or may be entitled to exemption under Section 501-(c)-(3) of the Internal Revenue Code or any future corresponding provision.
ARTICLE XIII – AMENDMENTS
This Constitution and by-laws may be amended, repealed or altered in whole or in part by a majority vote at any duly organized meeting of the Directors, provided notice of the proposed change is included in the notice of such meeting.
Draft of all proposed amendments shall be submitted to Little League Baseball, Incorporated, for approval before implementation.
This Constitution was approved by the Hillsboro R3 Little League membership on December 17, 2022 and shall remain in effect until amended or replaced.
President’s Name: Michele Largent (printed)
Date: 12/17/22
Little League ID No: 01250304
