MIDDLE VALLEY YOUTHASSOCIATION
Bylaws as TENTATIVELY APPROVED on 17 March 2012
PAGE1 OF 79
MIDDLE VALLEY YOUTH ASSOCIATION P.O. BOX 6142
HIXSON, TENNESSEE 37343
APPROVED – 22 MAR 2012
Be it known, that on September 18, 1968, Middle Valley Recreation was incorporated for the purpose of organizing, promoting, supporting, and developing Athletic and Recreational activities for the youth of the Middle Valley Community and adjacent communities of Hamilton County, Tennessee. On August 1st, 2001, a new board was elected, and a new organization, Middle Valley Youth Association, was created with the same goals for our youth. Additionally, a new sport was approved and added, Lacrosse. Subsequently, the bylaws were amended and voted upon by each sport, and in 2003, the original bylaws were approved as the guidelines for Middle Valley Youth Association. On March XX, 2012, the MVYA Executive board voted to amend the original bylaws in order to keep step with the changing needs of our growing park.
TABLE OF CONTENTS
ARTICLE I -- MVYA GENERAL OPERATION
PART A.GENDER IDENTIFICATION7
PART B.MVYA GENERAL RULES OF OPERATION7
PART C.ACCOUNTING SYSTEM AND REPORTS8
ARTICLE II -- MVYA EXECUTIVE BOARD OFFICERS
PART B.QUALIFICATION, TENURE, COMPENSATION AND9
PART C.MVYA CHAIRMAN9
PART G.PURCHASING AGENTS12
PART H.PROGRAM PRESIDENTS13
ARTICLE III -- MEETING OF THE MVYA EXECUTIVE BOARD
PART A.ORDER OF BUSINESS15
ARTICLE IV -- BASEBALL
PART A.LEAGUE COMMISSIONERS (BASEBALL)16
SECTION 1.GENERAL POWERS16
PART B.COACHES (BASEBALL)21
SECTION 1.GENERAL POWERS21
ARTICLE V -- SOFTBALL
PART A.MIDDLE VALLEY RECREATION GIRLS SOFTBALL
RULES OF TEAM SELECTION AND PLAY23
SECTION 1.DIVISIONS AND TEAMS23
SECTION 2.ASSIGNMENT OF COACHES RELATIVE
TO FORMATION OF TEAMS24
SECTION 3.FORMATION OF NEW TEAMS AND
PLACEMENT FOR NEW PLAYERS25
SECTION 4.PLAYING TIME FOR EACH PLAYER32
SECTION 5.CUTOFF DATE33
SECTION 6.PLAYERS GUARANTEE33
PART B.LEAGUE COMMISSIONERS (SOFTBALL)34
SECTION 1.GENERAL POWERS34
PART C.COACHES (SOFTBALL)36
SECTION 1.GENERAL POWERS36
ARTICLE VI -- FOOTBALL
PART B.SELECTION OF COACHES38
PART C.DRAFTING OF TEAMS38
PART D.TACKLE FOOTBALL LEAGUE RULES OF PLAY40
SECTION 2.GAME RULES BY AGE41
SECTION 3.BALL CARRIER RESTRICTIONS43
SECTION 4.WEIGH IN PROCEDURES44
SECTION 5.MERCY RULE44
PART E.LEAGUE COMMISSIONERS (FOOTBALL)46
SECTION 1.GENERAL POWERS46
PART F.COACHES (FOOTBALL)48
SECTION 1.GENERAL POWERS48
PART G.POST-SEASON TOURNAMENT50
PART H.ALL STAR TEAMS50
ARTICLE VII -- MIDDLE VALLEY YOUTH SOCCER LEAGUE
PART A.PLAYING SEASONS51
PART B.AGE DIVISIONS51
PART C.PLAYER REGISTRATION52
PART D.PLAYER PLACEMENT PROCEDURE53
PART E.LAW MODIFICATIONS55
ARTICLE VIII -- LACROSSE
PART A.GENERAL POWERS68
ARTICLE X -- CONTRACTS, CHECKS, AND DRAFTS
PART B.CHECKS, DRAFTS, ETC.70
PART C.PURCHASING PROCEDURES70
ARTICLE XI -- PURCHASE OR DISPOSITION OF REAL PROPERTY71
ARTICLE XII -- NON-PROFIT OPERATION72
ARTICLE XIII -- ELECTIONS
PART A.GENERAL ELECTIONS73
PART B.PROGRAM ELECTIONS75
ARTICLE XIV -- CONCESSION STANDS78
ARTICLE XV -- REGISTRATIONS
PART A.PLAYER REGISTRATION80
PART B.COACH/UMPIRE/REFEREE REGISTRATION81
ARTICLE XVI -- CODES OF CONDUCT
PART B.MVYA AND PROGRAM OFFICIALS82
ARTICLE XVII -- PARK RULES84
PART A.MV PARENTS CODE OF CONDUCT85
ARTICLE XVIII -- AMENDMENTS86
ARTICLE XIX – EXECUTIVE BOARD APPROVAL87
MVYA GENERAL OPERATION
PART A --GENDER IDENTIFICATION
All references to gender identification shall be construed to identify either male or female participation.
PART B -- MVYA GENERAL RULES OF OPERATION
RULE 01The MVYA Sport Boards shall approve all coaches and assistant coaches of all programs. The method of approval shall be determined by the MVYA Sport Boards prior to the meeting.
RULE 02The MVYA Executive Board must set and approve by majority vote the fees for each program. All hardship cases are to be approved by majority vote of the MVYA Executive Board. The MVYA Executive Board shall set the fee or fees it deems advisable for the registration of any person or persons using the MVYA Facilities for the purpose of sport or activity, participation, and any and all fees for the viewing thereof. Such fees shall not exceed an amount reasonably anticipated as necessary to cover expenses directly connected with the MVYA Programs, including appropriate allowances for participation in said programs by individuals without sufficient funds to pay the fees.
RULE 03 MVYA may charge a fee for the use of the facilities by non-members to cover the cost of actual expenses incurred. Utility expenses are an example of an operating expense. Where expenses are not incurred, usage fees will not be charged.
RULE 04The MVYA Executive Board shall select a committee each year at election time for the purpose of maintaining ballots and insuring a fair and proper election. Members of this committee shall not be running for any elected office and shall not have any relative running for any elected office.
RULE 05The MVYA Executive Board say, through majority vote, authorize membership of MVYA, either in part or total, in organizations or associations having purposes and objectives similar to MVYA; and to subscribe and pay membership dues or franchise fees therein or make contributions or loans of money thereto for the support, operation, and perpetuation of such organizations or associations.
RULE 06The MVYA Executive board shall have priority in scheduling events. When the facility is not in use for organized events, it may be used by the general public for unorganized activities that are not destructive to the facility.
RULE 07The MVYA Executive Board may prohibit use of the facility for activities which are inconsistent with the MVYA Charter and which are destructive to the facility.
RULE 08The MVYA Executive Board shall ensure compliance with Section 504 of the Rehabilitation Act of 1973, as amended, and Title VI of the Civil Rights Act of 1964, as amended.
RULE 09The MVYA Executive Bard shall ensure that, in the conduct of programs in or upon the MVYA facilities, that at all times, members of the public will be treated without distinction or discrimination and no person shall, on the grounds of race, religious affiliation, color, sex, national origin, handicap or age, be subjected to discrimination. Further, if the facility is made available to a third party, individual or organization, that they will assure that these parties abide by these by-laws.
RULE 10 The MVYA Executive Board will discuss and approve any policy concerning awards to be furnished by MVYA prior to each season.
RULE 11 The MVYA Executive Board shall monitor regularly scheduled games and practices on Wednesday evenings and on Sunday mornings. The MVYA Executive Board may approve makeup games to be played on these days on a game by game basis.
RULE 12 Any Executive Board Member who is legally affiliated with a sporting goods supply business shall not be allowed to supply sporting goods to MVYA under any circumstances.
PART C -- ACCOUNTING SYSTEM AND REPORTS
The accounts and records of MVYA shall be established and maintained in such form as MVYA Executive Board may prescribe. All accounts and records of MVYA shall be audited by a qualified committee selected by the MVYA Executive Board at least once a year and within thirty (30) days prior to August 1st of each year.
MVYA EXECUTIVE BOARD OFFICERS
PART A -- NUMBER
The MVYA Executive Board shall consist of the following members:
MVYA ChairmanMVYA Baseball President
MVYA Vice ChairmanMVYA Cheerleading President
MVYA Equipment Purchasing AgentMVYA Football President
MVYA Uniform Purchasing AgentMVYA Lacrosse President
MVYA TreasurerMVYA Soccer President
MVYA SecretaryMVYA Softball President
PART B -- QUALIFICATION, TENURE, COMPENSATION AND VACANCIES
The by-laws applicable to the MVYA Executive Board, as a whole, shall apply to each individual member of the MVYA Executive Board. All MVYA Executive Board members shall be eligible to serve under bond.
PART C -- MVYA CHAIRMAN
The MVYA Chairman shall:
SECTION 1.be the individual leader of MVYA and in this capacity shall have the authority to appoint a liaison to coordinate activities with Hamilton County Parks and Recreation concerning their participation in the operation of MVYA.
SECTION 2. be the principle executive officer of MVYA and shall preside at all meetings of the members and of the MVYA Executive Board.
SECTION 3. sign with the Treasurer, any deeds, mortgages, deeds of trust, notes, bonds, contracts, or other instruments authorized by the MVYA Executive Board to be executed, except in cases in which the signing and execution thereof shall be expressly designated by the MVYA Executive Board or by these by-laws, to some other officer or agent of MVYA, or that which is required by law to be otherwise signed or executed.
SECTION 4.require proof of insurance for MVYA before each program season.
SECTION 5. in general, perform all duties incident to the office of MVYA Chairman and such other duties as may be prescribed by the MVYA Executive Board.
SECTION 6.authorize payments in cash for maintenance or repairs of MVYA property in an amount not to exceed $250.00.
SECTION 7.in general, perform all duties incident to the office of Chairman and such other duties as directed by the MVYA Executive Board.
SECTION 8.in conjunction with the other MVYA Executive Board members, arrange the yearly publicity and be involved in registration of players for the MVYA Programs.
PART D -- VICE-CHAIRMAN
The Vice-Chairman shall:
SECTION 1. in the absence of the MVYA Chairman, or in the event of his inability or stated refusal to act, the Vice-Chairman shall perform the duties of the MVYA Chairman, and when so acting shall have all powers of and be subject to all restrictions upon the Chairman.
SECTION 2.perform such other duties as from time to time may be assigned to him by the MVYA Executive Board.
SECTION 3.in general, perform all duties incident to the office of Vice-Chairman and such other duties as directed by the MVYA Executive Board.
SECTION 4.in conjunction with the other MVYA Executive Board members, arrange the yearly publicity and be involved in registration of players for the MVYA Programs.
PART E -- SECRETARY
The Secretary shall:
SECTION 1.keep and make available to the MVYA Executive Board the minutes of all the members and the MVYA Executive Board meetings in books provided for that purpose.
SECTION 2.see that all notices are duly given in accordance with these by-laws, or as required by law.
SECTION 3.be custodian of the corporate records.
SECTION 4.keep a register of the mailing addresses of all voting members which shall be furnished by the MVYA Executive Board.
SECTION 5.have general charge of the books of MVYA in which a record of the members is kept.
SECTION 6.keep on file at all times a complete copy of the by-laws and all amendments, which copy
shall be open to the inspection of any and all members.
SECTION 7.receive and maintain player records and release forms for use by the MVYA Executive
SECTION 8.acquire or generate ballots for the yearly elections.
SECTION 9.verify each months cancelled checks written by the Treasurer to verify proper signatures and amounts of expenditures.
SECTION 10.be responsible for insuring that the Charter of Incorporation is current with the State of
SECTION 11.in general, perform all duties incident to the office of Secretary and such other duties as directed by the MVYA Executive Board.
PART F -- TREASURER
The Treasurer shall:
SECTION 1.open or cause to have opened, with the approval of the MVYA Executive Board, a single account at a single bank for the purpose of MVYA financial activities pertaining to income and expenses. Under no circumstances will multiple checking accounts be opened in single or multiple banks.
SECTION 2.open or cause to have opened, with the approval of the MVYA Executive Board, a single account at a single financial institute for the purpose of earning interest on any monies not in use for greater than ninety (90) days.
SECTION 3.ensure that all banking signature cards are properly filed at the approved financial institutes with the signatures of current authorized MVYA Executive Board members.
SECTION 4.have charge and custody of and be responsible for all funds and securities of MVYA and the keeping of records thereof.
A. Each program President will keep records for that program and assist the MVYA Executive
B. Each program President will keep a record of all money generated by that program.
C. The MVYA Treasurer will also keep a record of all money generated by each program.
D. The MVYA Treasurer’s records shall match each programs financial records.
E. Each program President shall submit a projected budget to clearly indicate the amount of
moneygenerated by each program and the amount of money required to operate each program.
F. The MVYA Treasurer shall also balance the records of MVYA in general and indicate the
totals of all the programs at MVYA. The programs shall be Baseball, Softball, Football, Lacrosse
SECTION 5.receive and give receipts for money due and payable to MVYA and from any source whatsoever, and deposit such money in the name of MVYA in such bank or banks as shall be selected by the MVYA Executive Board.
SECTION 6.pay or cause to have been paid all bills and indebtedness of MVYA as approved by a majority vote of the MVYA Executive Board or to the $250.00 cash limit for maintenance or repairs authorized by the MVYA Chairman.
SECTION 7.report on the accounts and records to the MVYA Executive Board at each meeting thereof.
SECTION 8.issue and post for public inspection a monthly report on all revenues received and expensesincurred during each calendar monthly period. Such report shall be posted no later than thetenth (10th) day of each month.
SECTION 9.conduct a review of the records and reports of the preceding Treasurer and issue a report on the findings of such audit.
SECTION 10.audit umpire/referee sheets and pay umpires each as directed by the MVYA Executive
SECTION 11.assist and coordinate with the Purchasing Agents to determine the value of the existing
MVYA inventory of League-owned uniforms and equipment.
SECTION 12.in general, perform all duties incident to the office of Treasurer and such other duties as from time to time say be assigned to him by the MVYA Executive Board.
PART G --PURCHASING AGENTS
The Purchasing Agents shall:
SECTION 1.have the responsibility of obtaining equipment necessary to operate the various programs at the most economical cost.
SECTION 2.work with the President of each program to ensure that each program has the equipment necessary to operate within the funds available.
SECTION 3.maintain a current inventory of equipment and maintain records of issued equipment.
SECTION 4.require that equipment issued to each individual be identified and signed for by the
individual receiving the equipment.
SECTION 5.require that all equipment be collected at the end of the season, from those individuals to who it was issued. Individuals shall be held financially responsible for unreturned equipment.
SECTION 6.be the only individuals to purchase athletic equipment for MVYA.
SECTION 7.solicit bids for all purchases of uniforms and equipment expected to exceed $500.00. Where possible preference should be given to local suppliers.
SECTION 8.notify in writing all suppliers and vendors of equipment, uniforms, trophies, and other goods or services of purchase requirements as set by the MVYA Executive Board.
SECTION 9.approve payment of invoices for uniforms and equipment by signature on the invoice.
SECTION 10.assist and coordinate with the Treasurer to determine and report the status and value of
MVYA owned equipment and uniforms.
SECTION 11.in conjunction with the other MVYA Executive Board members, arrange the yearly publicity and be involved in registration of players for the MVYA Programs.
SECTION 12.in general perform all duties incident to the office of Purchasing Agent and such other duties as from time to time may be assigned by the MVYA Executive Board.
PART H -- PROGRAM PRESIDENTS
Each Program President shall:
SECTION 1.be responsible for the business and affairs of the respective program for which he is president.
SECTION 2.review and approve the program rules for each respective program for which he is President.
SECTION 3.be responsible, in conjunction with Umpire/Referee coordinators, for obtaining qualified umpire/referees for all league games for which he is Program President.
SECTION 4.submit to the MVYA Executive Board a report of the general state of his respective program at each MVYA Executive Board meeting as required by the MVYA Executive Board.
SECTION 5.in conjunction with the other Executive Board members, arrange the yearly publicity and be involved in registration of players for the MVYA Programs.
SECTION 6.once per year, prepare a projected budget for his program. This will be required by mid program season.
SECTION 7.in general, perform all duties incident to the office of the Program President and such other duties as from time to time may be assigned to him by the MVYA Executive Board.
SECTION 8.develop and maintain a Program Board to make the routine decisions required for normal program operations and, in general, to run the Program.
PART I -- REPORTS
SECTION 1.The members of the MVYA Executive Board shall report at each annual meeting of the MVYA Executive Board the business and operations of MVYA for the previous year including the condition of MVYA at that time.
SECTION 2.The concessionaire shall report to the Executive Board at the end of each season with a detailed Profit andLoss statement for the given period.
MEETING OF THE MVYA EXECUTIVE BOARD
The Constitution of Middle Valley Youth Association defines the number and frequency of meetings.
PART A -- ORDER OF BUSINESS
The order of business, as far as possible, at all MVYA meetings shall be basically as follows:
SECTION 1.Call to order, Call the roll.
SECTION 2.Reading of the notice of the meeting and proof of due mailing thereof, or the waiver of notice of the meeting, as the case may be.