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Denbigh Youth Baseball League

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DYBL Constitution
         
           (& Bylaws)


ARTICLE I ­NAME AND OBJECTIVE

 

Section 1 ­This organization will be known as the Denbigh Youth Baseball League, Inc. (DYBL). It will be a nonprofit organization operating with Newport News Parks and Recreation; as well as Cal Ripken and Babe Ruth League Baseball and Softball.

 

Section 2 DYBL seeks to instill in the youth of our community’s good sportsmanship, honesty, and team work; so that they may be mentally and physically able to persevere through the challenges they may face. This objective will be reached by providing supervised training programs, practices and competitive games. It will be known to all members of DYBL that teaching the youth to become great citizens is our number one goal.   

ARTICLE II ­MEMBERSHIP  


Section 1 ­Any adult (age 18 or older) residing within the established boundary lines who supports the objective of DYBL and participates in DYBL activities will be considered a member of DYBL unless expelled in accordance with Section 3 below.  

Section 2 ­Any youth residing within the established boundary lines who meets the age requirement outlined in the Bylaws is eligible to participate in DYBL upon proper registration and payment of established fees.  

Section 3 ­A member found unworthy of membership may be expelled. Upon recommendation by DYBL Executive Board and approval by two thirds of the members present at a board meeting. However, the Executive Board will not make such a recommendation until, the member is afforded an opportunity to be heard by the Board.


 ARTICLE III ­OFFICERS  


Section 1 ­The officers of DYBL shall consist of a President, Vice President, Secretary, Treasurer, Player Agent, Equipment Manager, Uniform Manager, Field Maintenance Manager, Baseball Operations Officer, 8U Baseball Operations Officer, and Girls Softball Operations Officer, who shall be elected at the annual meeting as provided in the Bylaws.

Section 2 ­The term of office for all officers will be one year. Succession to any office shall not be limited.  

 

 ARTICLE IV ­EXECUTIVE BOARD  


Section 1 ­The Executive Board shall consist of DYBL Officers, the Coordinator of each division, the Umpire Coordinator, the Concession Manager, and the immediate past President.

Section 2 ­The Division Coordinators, Umpire Coordinator, Concession Manager, and immediate past President shall be non­voting members.

Section 3 ­A Coordinator for each of the divisions in DYBL, an Umpire Coordinator, and a Concession Manager shall be appointed by the president and approved by the board.

Section 4 ­The Executive Board shall govern DYBL. It shall have the authority to transact business and initiate actions as it sees fit for the best interests of DYBL; if the actions do not conflict with the DYBL Constitution and Bylaws. Decisions involving major organizational changes will be presented to DYBL members for approval.

 

 ARTICLE V ­BYLAWS  

Section 1 DYBL members may adopt bylaws which are consistent with the constitution to establish additional provisions for governing DYBL.  

                                                                                

 ARTICLE VI ­AMENDMENTS 

 
Section 1 ­This Constitution, or any section thereof, may be amended or repealed by two thirds vote of the general membership present at any general membership meeting; provided that a written notice of such proposed change be provided to the DYBL President at least five (5) days prior to the meeting at which the proposed change or changes shall be submitted to be voted on and amended.

 




DYBL BYLAWS

ARTICLE I ­- DYBL STRUCTURE

 

Section 1

­To implement the objective stated in Article I, Section 2 of the DYBL Constitution, the league shall be structured as follows:  

T-­Ball ­for players age 4 and 5

Jr. Rookie Division (Coach Pitch) – for players aged 6 and 7

Rookie Division (Machine Pitch) ­for players aged 7 and 8

Minor Division ­for players aged 9 and 10  

Major Division ­for players aged 11 and 12  

High School Prep Division ­for players aged 13, 14, and 15  

Girls 8U Division ­for girls aged 6, 7, and 8   

Girls 10U/12U Division ­for girls aged 9, 10 and 11, 12

Girls 14U/16U Division ­for girls aged 13, 14 and 15, 16

Age for DYBL, means "league age," which may differ from the player’s actual age. For players aged 5 through 15 participating in the baseball, t­-ball, and machine pitch divisions, league age is determined by the player’s age on May 1 of the current year. The date for determining the age of 4-year old’s is September 30 of the previous year. For girls’ softball players, the league age is determined by the player’s age on December 31 of the previous year.

 

Section 2

To ensure that there are enough teams to provide competition within each division, the minimum number of teams to form a division shall be four. If there is an insufficient number of players registered to form four viable teams, the Executive Board may vote to field a division consisting of less than four teams or adjust the age group breakdown to obtain divisions of four or more teams.  

Section 3

­Play in each division will be governed as follows:  
a. In all DYBL divisions, the Official Rules are the Cal Ripken/Babe Ruth Rules, together with approved modifications, shall govern play.
b. Local modifications to the rules may be made in accordance to the Cal Ripken/Babe Ruth league, then by DYBL’s Executive Board. Once approved, they will be published in writing prior to each playing season.  
c. The T-­Ball Division will serve as a learning foundation for baseball positions and fundamentals. It will be a non­competitive division.

d. The Jr. Rookie and 8U Softball Division will be machine pitch throughout the entire season. With both having a fully equipped catcher.

e. The Rookie Division will be a machine pitch division. This will be a non­competitive division throughout the season, but will have a divisional tournament with all team participation.
f. The Minor, Major, HSP, 10U/12U Softball, and 14U/16U Softball Divisions will use live pitch. These divisions will be competitive throughout the season. With a divisional tournament at the end of the season.

g. A copy of all rules and regulations shall be issued to each team manager. 

Section 4

If the Executive Board determines that an additional team is needed to build a division, and a team from another league is available and willing to play with DYBL. The Executive Board may authorize this team to play with DYBL; so long as the team is properly registered with that league, the ages of its players conform to DYBL policy, the team is properly covered by insurance at least equivalent to that provided for DYBL teams, and any fee established by the Executive Board is paid.

 


ARTICLE II - ­MEETINGS OF THE MEMBERSHIP 

Section 1

­General membership meetings shall be held on dates fixed by the Executive Board. At least three regular meetings shall be held each calendar year, as follows:  

a. The first regular scheduled General Membership meeting for a year will be held in March.

b. The second regular scheduled General Membership meeting will be held in May.

c. The third regular scheduled General Membership meeting will be the Annual Meeting to be held after the regular playing season ends, but prior to August 1. The primary purpose will be the election of officers. The term of office for all elected officers will start August 1.  

 

Section 2

Mass email shall be sent out to notify all members of meeting dates.  

 

Section 3

­The President will convene a special membership meeting whenever (1) he/she receives a petition signed by twenty (20) or more members requesting a special meeting, or (2) he/she receives from the Executive Board a written request by at least four (4) members to that effect, or (3) in his/her own judgment such a special meeting is necessary. A petition or resolution requesting a special meeting will indicate the topic for disposition or the reason for the special meeting and will also indicate the date, time, and place. The President will be bound thereby.

 

Section 4

­"Robert's Rules of Order, revised" shall govern the proceedings of all meetings. 

 

Section 5

­To qualify as a voting member, you must be eighteen (18) years of age or older and have a child in DYBL.
 

Section 6

­Twenty (20) voting members shall constitute a quorum to conduct business at any regular or special general membership meeting.
 

Section 7

­All items of business will be considered legal and binding when approved by a majority (more than half of those voting) of the voting members at a legally called meeting.
 

Section 8

­In the absence of a quorum, resolutions, letters, and statements of policy may be read, offered, and discussed. But they are non-­operative until voted on and adopted. Under exceptional circumstances, when the welfare or existence of the organization is jeopardized by failure to act, those present may handle necessary business, but may not make binding commitments. 

 

Section 9

­A motion which conflicts with the DYBL Constitution or Bylaws is not acceptable and the chair will not receive it. Such a motion cannot be made acceptable by moving to suspend the rules. It can be made acceptable only when the Constitution and Bylaws have been formally amended.
 

Section 10

­The order of business for General Membership meetings shall, in general, follow the outlines as defined in standard parliamentary procedure.  

ARTICLE III ­- ELECTION OF OFFICERS

 

Section 1

­Nominating Committee will be set on or before May 1st. Elections of DYBL officers will be held at the third General Membership meeting.  

Section 2

At the third meeting, a representative of the Nominating Committee will announce the slate of candidates. Then nominations from the floor for the position of President will be accepted. After nominations have been closed, a President will be elected. Then, in a like manner, the nomination and election of the Vice President and other officers shall proceed. If there is only one candidate for a position after sufficient time for any nominations from the floor is allowed, the Chairperson shall declare that candidate elected. If there is more than one candidate for an office, election will be by open ballot. The candidate receiving the largest number of votes shall be elected.  

 


ARTICLE IV ­- MEETINGS OF THE EXECUTIVE BOARD

Section 1

­The Executive Board will meet twice per month unless deemed unnecessary by the president, with agreement of the board.
 

Section 2

­The Board will meet on call of the President or whenever petitioned in writing by at least two (2) Board members. A petition requesting a special Board meeting will indicate the reason for the meeting and state the date, time, and place. And the President shall be bound thereby.  


Section 3

­The majority of the voting members of the Executive Board shall constitute a quorum for a meeting, and a majority vote of those present shall govern, except when otherwise deemed a necessity by the president.


Section 4

­Newly­ elected officers should attend all Executive Board meetings to ensure an orderly transfer to their office. Officer-s­elect will be non­voting participants until August 1 when they assume their duties.
 

Section 5

­Members of the Board may, upon approval of the Board, conduct informal meetings with groups of individuals (managers, businessmen, city representatives, etc.) for considering specific matters informally.

 

Section 6

­If an elected office is vacated due to the death, disability, resignation, etc... of that officer, the remaining members of the Executive Board will elect his replacement to serve the remainder of the year.  

 


ARTICLE V ­- DUTIES OF ELECTED OFFICERS

 

Section 1

All board members shall read and understand DYBL’s Constitution and Bylaws. All board members shall have a written report turned into the secretary before each meeting.


Section 2

­­The President shall preside over and conduct all meetings in an orderly manner. He/she shall keep the board informed of all plans and activities of the organization. He/she will appoint all committees to be approved by the Executive Board. He/she will, in general, see that rules, policies, and objectives of the DYBL are carried out. He/she shall appoint a parliamentarian. The President shall not be a manager of any team in the league but may serve as a coach.

 

Section 3

The Vice-president shall act as an advisor to the President. He/she will acquaint himself with the duties of a Presiding Officer. He/she will serve as Presiding Officer in the absence of the President. He/she follow through with the request of the president.


Section 4

­The Secretary will take notes and submit minutes of all meetings to the President for approval by the Executive Board. He/she will handle all incoming and outgoing correspondence pertaining to the organization. All matters pertaining to the organization must be approved by the Executive Board, signed by the President and Secretary, and kept on file by the Secretary for review by any member of the organization.  


Section 5

­The Treasurer will keep in a permanent account book in ink. This record will show from whom or from what sources, dates, and amounts of all funds were received and to whom and for what any funds are paid out. Under no circumstances will the Treasurer pay out money unless it has been authorized by the majority vote of the Executive Board. He/she will deposit all funds belonging to the organization in an approved bank and pay all bills by check. He/she will give a receipt to every person from whom funds are received. He/she will retain all receipts and keep them available for review by any member of the organization. Records will be maintained up-to-date, in good order, and will be made available should an audit of the books be ordered. The Treasurer shall prepare and submit the League's federal tax return after the end of each fiscal year in accordance with IRS regulations. Treasurer shall turn in a financial report and up-to-date budget report to the secretary before each meeting.

 

Section 6

­The Player Agent will submit to Executive Board prior to the start of the season, a purposed list of teams by division. He/she will be responsible for all team rosters, player registrations, player drawings, and placement of players registering late on teams. He/she will submit to the Executive Board for approval, a recommended list of managers and coaches.  


Section 7

­The Equipment Manager will be responsible for all equipment for the entire organization. He/she will be responsible for the repair, cleanliness, return, and storage of all DYBL equipment. He/she will be responsible for ordering all new equipment with the approval of the Executive Board.

 

Section 8

The Field Maintenance Officer will be responsible for ensuring the fields are properly maintained in a safe and timely manner. He/she will be responsible for repairs and the general upkeep of the dugouts, fields and fences. He/she will be responsible for ordering all supplies needed to maintain the fields, with the approval of the executive board. He/she will be responsible for keeping the storage sites stocked with supplies, the required field equipment, and with the security of the field storage units. He/she will also be responsible for field maintenance training, and instruction will be provided to team managers and coaches each season.


Section 9

The Uniform Manager will be responsible for ordering all new uniforms with the approval of the Executive Board.


Section 10

­The 8U Operations Baseball Officer will be responsible for the scheduling, rescheduling, and suspending games for the T-ball, Jr. Rookie, and Rookie Divisions. He/she will be responsible for the recruiting, training and scheduling of umpires in those divisions. He/she will be responsible for notifying the Division Coordinators and the Newport News Recreation and Parks Department of all schedule changes. He/she will be responsible for. Along with notifying the Treasurer of all field ­related expenses and verifying umpire invoices. In absent of the field maintenance officer, the operation officer shall perform the duties for their divisions fields.


Section 11

­The Baseball Operations Officer will be responsible for scheduling, rescheduling, and suspending games for the Minor, Major, and High School Prep Divisions. He/she will be responsible for the recruiting, training and scheduling of score keeper in those divisions. He/she will be responsible for notifying the Division Coordinators, the Umpire Coordinator, the Concession Manager, and the Newport News Parks and Recreation Department of all schedule changes. Along with notifying the Treasurer of all field­ related expenses and verifying umpire invoices. He/she shall be responsible for maintaining and reporting of scores and standings on a regular basis. In absent of the field maintenance officer, the operation officer shall perform the duties for their divisions fields.


Section 12
The Girls Softball Operations Officer will be responsible for scheduling, rescheduling, and suspending games for 8U/10U, 10U/12U, and 14U/16U Softball Divisions. He/she will be responsible for the recruiting, training and scheduling of score keeper in those divisions. He/she will be responsible for notifying the Division Coordinators, the Umpire Coordinator, the Concession Manager, and the Newport News Parks and Recreation Department of all schedule changes. Along with notifying the Treasurer of all field­ related expenses and verifying umpire invoices. He/she shall be responsible for maintaining and reporting of scores and standings on a regular basis. In absent of the field maintenance officer, the operation officer shall perform the duties for their divisions fields.


Section 13

Sponsorship and Fundraiser Manager will coordinate the sponsorship and fundraiser programs and be responsible for the operation of concessions stands manager. The Sponsorship and Fundraiser Manager will be responsible for submitting and certifying reports to the Treasurer and President of all sponsorship, fundraising and concessions stands related expenses. He/she will be responsible for the concession managers duties if one is not appointed.

 

ARTICLE VI ­- DUTIES OF OTHER EXECUTIVE BOARD MEMBERS

 

Section 1

­The Division Coordinators shall be appointed by the President with the approval of the Executive Board. The Division Coordinator will be the liaison between the team managers of the Division and the Operations Officers. He/she will work closely with the Operations officer having responsibility in the areas where a problem exists to resolve the matter prior to bringing it to the Executive Board. The Division Coordinator is a non­voting member of the Executive Board and has no authority to transact any business or implement any instructions unless directed by the Operations Officer.


Section 2

­The Concessions Manager shall be appointed by the President with the approval of the Executive Board. The Concessions Manager shall be responsible for the operation of all concession stands that are available for use at fields where DYBL games are played. He/she shall be responsible for the ordering, purchasing, and selling of concession products. He/she shall be responsible for recruiting, training, and assignment of concession stand assistants to operate the concession stands. He/she will be responsible for keeping records of all concession stand income and related expenses including product costs, concession stand operator costs and spoilage costs. He/she will be responsible for submitting and certifying payment to the Treasurer and President of all concession stand­-related expenses. The Concessions Manager is a non­voting member of the Executive Board and has no authority to transact any business or implement any instructions unless directed by the Executive Board.

 


ARTICLE VII ­- MANAGERS AND COACHES

Section 1

­Duties of a Manager as the adult leader of his/her team, shall be responsible the conduct of the coaches, players, and fans. He/she shall abide by DYBL rules and present an image that reflects DYBL’s Code of Conduct. He/she shall keep the coach informed so that the coach may field the team in the manager's absence. He/she shall complete and submit a Background check, Coach training, and the Manager­/Coaches application and turn them into the president. Upon assignment to a team, he/she shall sign the equipment receipts for their team and return the equipment at the end of the season.  


Section 2

­Duties of the Coach is to assistant the manager; the coach shall be familiar with the team and assume the manager's duties in their absence. He/she shall complete and submit a Background check, Coach training, and the Manager­/Coaches application and turn them into the president.


Section 3

­Managers and Coaches will be approved by a majority of the Executive Board. Should any manager or coach become unworthy to continue in that position through violations of the DYBL Code of Conduct or failure to accomplish the duties and responsibilities of that position, he/she may be suspended or replaced. Such action will require a written petition signed by a majority of the Executive Board. 

ARTICLE VIII - COMMITTEES

Section 1 ­
The Nominating Committee shall be selected and function as outlined in Article III of these Bylaws.  By May 1st of each year, the President will present to the Executive Board the names of at least three (3) members to serve as the Nominating Committee. The Executive Board will determine the acceptability of the proposed members. If approved, they will become the Nominating Committee. If any nominee is not acceptable to the Board, it will select another member to serve. The composition of the Nominating Committee will be made known to the membership during the general membership meeting.


Section 2

­The Decisions Committee shall be appointed by the President each year prior to the first game of the season to render decisions on game protests submitted by managers. Notification of the composition of this committee will be provided to all managers.  


Section 3

­Standing committees shall be established each year to handle as the president sees fit. The members of these committees will be appointed by the President with the agreement of the Executive Board. The Chairperson of these committees, except the Audit Committee, will normally be a member of the Executive Board.  

a. The Awards Committee shall recommend to the Executive Board the number and kind of awards (trophies, certificates, emblems, citations, etc.) to be presented to players, members, and supporters of the League. Upon approval from the Board, the committee shall be responsible for ordering the awards and arranging the presentation of them during the third general membership meeting.  

b. The Audit Committee shall examine the books, accounts, and deposits to certify that the books are correct and in balance every January. An audit will be performed in July. If not satisfied with their audit, they may recommend to the Executive Board that an audit be conducted by professional auditors or commercial accountants. Members of the Executive Board shall not be appointed to this committee.


Section 4 ­
Special or ad hoc committees may be appointed for specific tasks, often to avoid overburdening a standing committee. Members will be appointed by the President with the concurrence of the Executive Board. These committees will be dissolved at the end of the year (July 31st).

ARTICLE IX ­- REMOVAL OF OFFICERS

Section 1

Any elected officer who forsakes the obligation of the office, impairs or undermines the efforts of the Executive Board, fails to abide by the Constitution and Bylaws, or in general becomes unworthy to continue in office, may be divested of duties by:  

a. Suspension or impeached from office, to be determined by the Executive Board.  

b. Either action shall require a written petition signed by two-­thirds of the Executive Board, or a two-­thirds vote of the members voting at a legally-called General Membership meeting.  

ARTICLE X - AMENDMENTS

Section 1

­These Bylaws may be amended, or new ones adopted by a majority vote of the general membership, provided that a written notice of such change is furnished to the President at least five (5) days prior to the meeting at which the proposed change shall be submitted for a vote.  

 

 

 

The foregoing Bylaws were originally adopted by majority vote of the general membership on June 30, 1986. "This version was rewritten, voted on, and adopted on March 6th, 2018."

 


 

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