OFFICIAL HOME OF NEW HAVEN'S YOUTH TRAVEL BASEBALL TEAM
CONNECTICUT CUBS INC BY-LAWS
ARTICLE I -ORGANIZATION
SECTION 1: The name of the organization shall be known as Connecticut Cubs Inc.
SECTION 2: Such name may be referred to as CT Cubs in informal communication.
SECTION 3: The organization shall be a 501 (c) 3 non-profit corporation.
SECTION 4: The organization may at its pleasure by a vote of the membership body change its name.
ARTICLE II -OBJECTIVE
SECTION 1: Connecticut Cubs Inc is a community youth sports organization that provides travel baseball programs. Connecticut Cubs seeks to provide competitive youth baseball opportunities and to compliment New Havens community recreational or house youth baseball leagues. Connecticut Cubs’ programs may consist of appropriate league or tournament play. Recreational or house league participation will generally be encouraged.
SECTION 2: All Directors, Officers, and Members of the organization 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.
SECTION 3: In accordance with Section 501(c)(3) of the Federal Internal Revenue Code, the Connecticut Cubs Inc shall operate exclusively as a non-profit, educational organization providing a supervised program of travel baseball. No part of the net earnings shall inure to the benefit of any private Director, Officer, or Member; 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: A Member in the organization shall consist of any volunteer or participant of age 18 or older, or the parent of guardian of a minor participant, who were actively interested in furthering the objectives of the organization during the prior twelve months.
SECTION 2: A Member in good standing is one who has paid all registration fees and has no outstanding balance due to the organization.
SECTION 3: Voting privileges will be given only to members who are in good standing prior to the meeting at which a vote is taken.SECTION 4: Suspension or Termination of Membership may be terminated by resignation or action of the Board
(a) The Board of Directors, by a two-thirds (2/3) vote of those present at any duly constituted meeting, shall have the authority to discipline, suspend, or terminate the membership of any Member when the conduct of such person is considered detrimental to organization. The Member involved shall be notified of such meeting, informed of the general nature of the 2 allegations, and given an opportunity to appear at the meeting to respond to such allegations. (b) The Board of Directors shall, in the case of a minor participant (player), give notice to the parents and manager of the team of which the player is a Member. The manager musts appear before a duly appointed committee of the Board of Directors, which shall have full power to suspend or revoke such player’s right to future participation. The minor participant (player) and parents may appear at their discretion or submit written response which will be considered in the deliberations of the Board of Directors.
ARTICLE IV -FISCAL YEAR
SECTION 1: The fiscal year of the organization shall be from January 1 through December 31.
ARTICLE V -DUES
SECTION 1: The dues of this organization shall be $0 per annum.
SECTION 2: Membership may not be purchased and shall only be granted as outlined under Article III.
ARTICLE VI -MEETINGS
SECTION 1: The organizations annual meeting of the Members shall be held in September of each year for the purpose of electing a Board of Directors, receiving reports, and for the transaction of such business as may properly come before the meeting. After the Board of Directors is elected, the board shall meet to elect the officers.
SECTION 2: The Board of Directors shall meet at least two times per year on a date that is agreed upon by the Members of the Board of Directors.
SECTION 3: The Board of Directors shall, at their discretion and with sufficient notice, be allowed to move the date of the meetings if it is deemed beneficial to the organization. The proposed date shall not be more than two weeks from the date fixed by these By-Laws.
SECTION 4: Notice of each meeting of the Members may be given in such form as may be authorized by the Members, from time to time, at a regularly convened meeting.
SECTION 5: Special meetings of the Members may be called by the Board of Directors or by the Secretary or President at their discretion. Upon the written request of five (5) Members, the President shall call a special meeting to consider a specific subject. No business other than that specified in the notice of the meeting shall be transacted at any special meeting of the Members.
SECTION 6: At special meetings and general meetings a quorum shall consist of one-third (1/3) of the Members, or a number or percentage acceptable to the organizations regular membership in good standing unless otherwise stipulated, such as in the case of meetings where there is a vote on a proposed amendment to the bylaws. At Board of Directors meetings a quorum shall consist of three (3) members. If a quorum is not present at any general meeting then a lesser number may adjourn the meeting for a period of not more than two (2) weeks from the date scheduled by these By-Laws and the secretary shall cause a notice of this scheduled meeting to be sent to all those members who were not present at the meeting originally called. A rescheduled general meeting will count as a regular 3 general meeting regardless of the number of people present and a quorum is assumed to be equal to the number of members at the rescheduled general meeting.
SECTION 7: Notification telling the time and place of all general meetings will be made electronically via email to all Members in good standing and will be posted on the organization’s website seven (7) days prior to the meeting. Notification of regularly scheduled board meetings will be posted on the website. Emergency board meetings may be convened without notice to the general membership and may be closed to the public for privacy issues if needed.
SECTION 8: All general meetings and regularly scheduled board meetings shall be held at a location accessible by the public and at a time that would be deemed convenient to a majority of the Members.
SECTION 9: Roberts Rules of Order shall govern all meetings, except where same conflicts with the Constitution or By-Laws of the organization.
SECTION 10: For the expressed purpose of accommodating a Member in good standing who cannot be in attendance at the annual meeting, an absentee ballot may be requested and obtained from the Secretary of the organization. The absentee ballot shall be properly completed, signed and returned in a sealed envelope to the Secretary prior to the date of the annual meeting and the election of Members to the Board of Directors. The Secretary shall present all absentee ballots to the Election Chairman on the date of the annual meeting prior to the conduct of the election process.
ARTICLE VII -VOTING
SECTION 1: At all meetings, except for the election of officers and the annual operating budget, all votes shall be by show of hands. For election of officers, ballots shall be provided and there shall not appear any place on such ballot that might tend to indicate the person who cast such ballot.
SECTION 2: Only Members in good standing shall be entitled to vote at any meeting of the organization.
SECTION 3: At all votes by ballot the chairman of such meeting shall, prior to the commencement of balloting, appoint a committee of three who shall act as “Inspectors of Election” and who shall, at the conclusion of such balloting, certify in writing to the Chairman the results and the certified copy shall be physically affixed in the minute book to the minutes of that meeting.
SECTION 4: No inspector of election shall be a candidate for office or shall be personally interested in the question voted upon.
ARTICLE VIII –ORDER OF BUSINESS
SECTION 1: The President or the pro tempore shall call all meetings to order, at the appointed time.
SECTION 2: Order of Business
(a) Call to order.
(b) Approval of the Minutes of the preceding meeting.
(c) Treasurers Report.
(d) Reports of Committees (if Applicable) Including Sports.
(e) Reports of Officers and other Members of the Board of Directors.
(f) Unfinished Business.
(g) New Business.
ARTICLE IX -ELECTIONS OF OFFICERS AND DIRECTORS
SECTION 1: An election shall be held annually in October, no later then the 31st of the month, for the purpose of electing officers and directors.
SECTION 2: An Election Committee, to be composed of at least two Board members (or if all members are seeking re-election such other persons as the Board shall designate) not seeking re-election, shall be appointed by the Board no later than September 1 of each year to oversee the election process.
SECTION 3: The term of office for all officers and directors shall be one year, and this term shall begin December 1, with a transition period beginning November 1, during which time the newly elected officers and directors shall participate in Board affairs on a non-voting basis.
SECTION 4: Participants in the organization, including coaches, volunteers and the parents or legal guardians of any player(s), shall be eligible to vote in the annual election and shall have one vote per person.
ARTICLE X-BOARD OF DIRECTORS
SECTION 1: The management of the property and affairs of the organization shall be vested by a Board of Directors, consisting of the President, Vice President, Secretary, and Treasurer.
SECTION 2: The Board of Directors shall have the control and management of the affairs and business of this organization. Such Board of Directors shall only act in the name of the organization when it shall be regularly convened by its chairman after due notice to all of the members of the Board of Directors of such meeting.
SECTION 3: The Board of Directors may make such rules and regulations covering its meetings as it may in its discretion determine necessary.
SECTION 4: Vacancies in the Board of Directors shall be filled at the next annual election. The Board of Directors at their discretion may also appoint a Member to the vacant position or hold a special meeting to elect a member to the vacancy for the remainder of the term if the Board of Directors deems this to be in the best interest of the organization.
SECTION 5: The President of the organization shall be Chairman of the Board of Directors.
SECTION 6: Any Director absent from three (3) consecutive meetings may receive notice from the Board of Directors concerning the absence. Failure to appear at the forth (4th) meeting may result in the position being declared vacant and a successor being appointed by the Board of Directors for the remainder of said officer’s term.
SECTION 7: The Board of Directors shall ensure that all policies required by the organization are in force. These policies may include, but are not limited to, Financial Operations, Fund Raising and Concessions, Conduct and Discipline, and a Policy to govern each team. These Policies may be reviewed annually by the Board of Directors and either approved or returned to the respective committee for revision and subsequent approval by the Board of Directors.
SECTION 8: Regular meetings of the Board of Directors shall be held bi-monthly according to the schedule established by the Board.
SECTION 9: Special meetings of the Board may be called at any time by the President or any three directors, provided adequate notice is given to each officer and director.
SECTION 10: The Board of Directors shall:
(a) Perform all duties specifically delegated to it in these by-laws.
(b) Approve all contracts necessary for the transaction of all business.
(c) Fill vacancies among the officers and directors by a vote of a majority of the Board members in office.
(d) Make rules for the conduct of the members of the organization and for the use of its property.
(e) Fix and enforce penalties for the violations of organization Rules and Guidelines or of the Bylaws.
(f) Prescribe and publish rules regulating the use of the organization’s equipment and facilities and conduct of both members and participants. Approve any changes to these rules and regulations.
(g) Approve appointment by President of special representatives to confer with other clubs, associations, governing bodies, individuals or business on any matter in which the organization may be concerned and define the duties and powers of such appointees.
(h) Make, alter and amend rules for its own procedures and fix and enforce penalties for the violation of such rules.
(i) Have complete jurisdiction over the organization’s finances and have exclusive power to make or authorize appropriations and approve operating budgets.
(j) Have the general power to manage all the affairs of the organization unless specially delegated otherwise by the organizations Board of directors.
(k) Sanction all fund-raisers.
SECTION 11: A majority of the directors in office shall constitute a quorum for the conduct of business.
SECTION 12: All regular board meetings shall be open to the general public. The dates and locations of which shall be communicated via the BTB website. The board reserves the right to enter into closed executive session. To enter closed executive session, a board member must make a motion and majority vote is required.
SECTION 13: A director who fails to attend at least two-thirds of the regularly scheduled meetings may be removed upon the majority vote of the Board at a meeting called for that purpose and shall not be eligible for re-election to the Board the following year. By majority vote, the board may petition to BAC for removal from the board any board member who engages in conduct unbecoming of the position.
ARTICLE XI –OFFICERS
SECTION 1: The initial officers of the organization shall be as follows: President, Vice President, Secretary, and Treasurer.
SECTION 2: The President shall preside at all membership meetings.
(a) The President shall be Chairman of the Board of Directors.
(b) The President shall present at each meeting of the organization a report of the work of the organization.
(c) The President shall appoint all committees, temporary or permanent.
(d) The President shall see that all books, reports and certificates required by law are properly kept or filed.
(e) The President shall be one of the officers who may sign the checks or drafts of the organization.
(f) The President shall have such powers as may be reasonably construed as belonging to the chief executive of any organization.
SECTION 3: The Vice President shall, in the event of the absence or inability of the President to exercise the duties of the office, become acting president of the organization with all the rights, privileges and powers as if this person had been the duly elected president.
(a) The Vice President shall act as the County Liaison, or shall oversee the County Liaison Committee, and other such committees assigned by the Board of Directors.
(b) The Vice President shall be one of the officers who may sign the checks or drafts of the organization.
SECTION 4: The Secretary shall keep the minutes and records of the organization in appropriate books.
(a) The Secretary shall be responsible for the recording of the minutes of all Board of Directors meetings and general meetings.
(b) It shall be the duty of the Secretary to file any certificate required by any statute, federal or state.
(c) The Secretary shall give and serve all notices to members of this organization. These include, but are not limited to, meeting announcements, meeting agendas, and proposals requiring the attention of the Members.
(d) The Secretary shall be the official custodian of the records of this organization.
(e) The Secretary shall be one of the officers who may sign the checks or drafts of the organization.
(f) The Secretary may make bank deposits and keep appropriate records thereof.
(g) The Secretary shall present to the membership at any meetings a report of any communication addressed to the Secretary of the organization.
(h) The Secretary shall submit to the Board of Directors any communications which shall be addressed to the Secretary of the organization.
(i) The Secretary shall attend to all correspondence of the organization and shall exercise all duties incident to the office of Secretary.
SECTION 5: The Treasurer shall be the collector, custodian and disburser of all monies belonging to the organization and shall be solely responsible for such monies or securities of the organization.
(a) The Treasurer shall cause to be deposited in a regular business bank or trust company a sum not exceeding the amount set by the current Finance Committee policy. The balance of the funds of the organization shall be deposited in a savings bank except that the Board of Directors may cause such funds to be invested in such investments as shall be legal for a non-profit corporation in this state provided that the amount in any single institution shall not exceed the FDIC insured limit. Deposits of all revenue must be made on a regular basis, the frequency of which shall be determined by the current Finance Committee policy.
(b) The Treasurer must be one of the officers who can sign all checks or drafts of the organization.
(c) The Treasurer shall render at each general meeting a written account of the finances of the organization and such report shall be physically affixed to the minutes of the Board of Directors of such meeting.
(d) The Treasurer shall ensure that all financial records are to be available for audit by the Finance Committee.
(e) The Treasurer shall be responsible for ensuring that all Federal, State and Local tax requirements are met and that all required forms are filed in a timely manner.
(f) The Treasurer shall exercise all duties incident to the office of Treasurer.
(g) The Treasurer shall oversee the Finance Committee and other such committees assigned by the Board of Directors.
SECTION 6: Officers, by virtue of their office, shall be members of the Board of Directors.
SECTION 7: No officer shall for reason of their office be entitled to receive any salary or compensation.
ARTICLE XII –COACHES
SECTION 1: Managers and Coaches shall be appointed annually by the President, and approved by the Board of Directors. Managers shall be responsible for their teams’ actions while participating in the organizations activities for which they are responsible.
ARTICLE XIII -COMMITTEES
SECTION 1: The Board of Directors shall approve all committee appointments of this organization and their term of office shall be for a period of one year, or less, if sooner terminated by the action of the Board of Directors.
SECTION 2: All standing committees shall meet when called by the President or the chairperson of the committee.
SECTION 3: No committee shall have any authority to create indebtedness except on specific authority from the Board.
SECTION 4: A majority vote of the directors in office shall be necessary to approve committee actions.
SECTION 5: A Committee coordinator may be selected by the respective committee to coordinate and accomplish the tasks of the respective committee.
SECTION 6: Finance Committee – The Board of Directors may appoint a Finance Committee consisting of not less than three (3) nor more than five (5) Directors. The Treasurer shall be an ex-officio member of the Finance Committee. The Committee shall investigate ways and means of financing the organization including team sponsorships and submit recommendations.
SECTION 7: Managers Committee – The Board of Directors may appoint a Managers Committee consisting of three (3) Directors. The Committee shall interview and investigate prospective managers and coaches and recommend acceptable candidates to the President for appointment and subsequent approval by the Board of Directors. It shall, during the playing season, observe the conduct of the managers and coaches and report its findings to the President of the organization. It shall, at the request of the President or Board of Directors, investigate complaints concerning managers and coaches and make a report thereof to the President or Board of Directors as the case may be.
SECTION 8: Auditing Committee- The Board of Directors may appoint an Auditing Committee consisting of three (3) Directors. The President, Treasurer, or signatories of checks are not eligible. The committee will review the organizations books and records annually prior to the Annual Meeting and attach a statement of their findings to the annual financial statement of the President and Treasurer; or may, if directed by the Board of Directors or Membership, secure the services of a Certified Public Accountant to accomplish such review.
ARTICLE XIV –FINANCE AND ACCOUNTING
SECTION 1: The Board of Directors shall decide all matters pertaining to the finances of the organization and it shall place all income in a common Connecticut Cubs Inc treasury, directing the expenditure of same in such manner that is fair, equitable, and transparent. No individual or team in the organization shall obtain an advantage for use of funds based on competitive standing.
SECTION 2: The Board shall not permit the contribution of funds or property to individual teams but shall solicit some for the common treasury of the organization, thereby to discourage favoritism among teams and to endeavor to equalize the benefits of the Connecticut Cubs Inc. This, however, does not prohibit agreements with a sponsor to adopt certain team or teams provided that the sponsorship funds are drawn from the common treasury.
SECTION 3: The Board shall not permit the solicitation of funds in the name of Connecticut Cubs Inc unless all of the funds so raised are placed in the organizations treasury.
SECTION 4: The Board shall not permit the disbursement of Connecticut Cubs Inc funds for other than the conduct of the organizations activities.
SECTION 5: No Director, Officer, or Member of the organization shall receive directly or indirectly any salary, compensation, or emolument from the Connecticut Cubs Inc for services rendered as Director, Officer, or Member.
SECTION 6: All monies received shall be deposited to the credit of Connecticut Cubs Inc in a federally insured financial institution, and all disbursement shall be made by check or debit card. All checks shall be signed by the Connecticut Cubs Inc Treasurer and such other officer or officers or person or persons as the Board of Directors shall determine.
SECTION 7: The fiscal year of the Connecticut Cubs Inc shall begin on the first day of January and shall end on the last day of December.
SECTON 8: Distribution of Property Upon Dissolution of the Connecticut Cubs Inc and after all outstanding debts and claims have been satisfied, the Members shall direct the remaining property of the organization to another Federally Incorporated entity which maintains the same objectives as set forth herein, which are or may be entitled to exemption under Section 501(c)(3) of the Internal Revenue Code or any future corresponding provision.
ARTICLE XV – AMENDMENTS OF BYLAWS
SECTION 1: 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 Members provided notice of the proposed change is included in the notice of such meeting. Drafts of all proposed amendments shall be submitted to the organizations Board of Directors for review of form and content prior to providing notice to the Member