Western Reserve

WRBO

I.   Objective

     The objective of the WRBO as a non-profit youth organization is to devote its time and effort to developing good sportsmanship, honesty, loyalty, and cooperation among our youth by providing supervised athletic practices and games.  The teaching of the fundamentals of the game is most important, above any exceptional athletic abilities or above winning.  Promoting strong positive characteristics to carry into adulthood and protecting our youth will be kept in mind at all times.  We will not discriminate against any youth, regardless of race, creed, or ability.

II.   Officers

     The officers of the organization that make up the Executive Board are:

1.     President

2.     Vice President

3.     Treasurer

4.     Secretary

5.     Assistant Secretary

6.     Director of Boys

7.     Director of Girls

8.  Director of Concession

9. Equipment Manager

III. Officers Duties

 The duties of the officers shall be as follows.

Section 1 President

A.    Preside at all meetings of the organization.

B.    Provide an agenda of meetings to the secretary in time to properly notify all members of the meetings.

C.    Break the vote on legislative matters at meetings.

D.    Be certain a least 4 officers are present by requesting a roll call at meetings.

E.    Shall have the authority to call a special meeting when and where deemed necessary.

F.    Shall at no time set aside any rule or regulation to benefit any individual or team

G.   Shall appoint additional personnel or committees deemed necessary in furthering the operation of the organization, with the consent and approval of the Executive Board.

H.    Shall be elected for a 2-year term.

I.      Shall have 1 vote in all decisions of the Executive Board.

J.     Shall meet with all league coaches and review the by-laws and rules by March 25^th each year with at least 4 Executive Board members present.

K.    Shall be authorized to sign checks.

Section 2 Vice-President

A.    Shall carry out all duties pertaining to the office of the President whenever the President is unable to perform the duties.

B.    Shall serve in any capacity deemed necessary by the President.

C.    Shall become President if the President should become incapacitated during his/her term.

D.    Shall be elected for a 2-year term, voted in office opposite year of President.

E.    Shall have 1 vote on all decisions of the Executive Board.     

F.    Shall be authorized to sign checks.    

Section 3 Treasurer

A.    Shall handle all financial matters of the organization.

B.    Shall record all income and expenses of the organization during the year.

C.    All bills will be presented to the Board of Directors at the monthly meetings, and shall pay all current expenses.

D.    Shall in the absence of the Secretary, perform all duties that are related to that office.

E.    Shall prepare the organization's budget with the help of the Executive Board.

F.    Shall serve in any capacity deemed necessary by the President.

G.   Shall be elected for a 2 year term, voted in the same year as President.

H.    Shall have 1 vote in all decisions of the Executive Board.

I.      Shall be authorized to sign checks.

J.     Shall keep accurate records of any disbursements, income and bank account information. The treasure shall reconcile the bank account(s) monthly and report all activity.

K.    Shall prepare a financial statement at the end of each year.

L.     Shall pursue all financial due diligence, such as filing tax returns, audits, background check for him/her, and whatever may become necessary.

M.   The fiscal tear of WRBO begins January 1 and ends December 31.

Section 4 Secretary

A.    Shall record the minutes of all organization meetings and Executive Board meetings, and recite them at meetings.

B.    Shall in the absence of the Treasurer, perform all duties related to that office.

C.    Shall keep all records of the organization, such as roster, sign-up sheets, and birth certificates.

D.    Shall notify all officers and coaches of organization meetings.

E.    Shall handle all correspondence of the organization.

F.    Shall serve in any capacity deemed necessary by the President.

G.   Shall be elected for a 2 year term, voted in opposite year as the President and Assistant Secretary.

H.    Shall have 1 vote in all decisions of the Executive Board.

Section 5 Assistant Secretary

A.    Shall keep website updated with all current information.

B.    Shall in the absence of Secretary, perform all duties related to that office.

C.    Shall help coordinate all fundraising.

D.    Shall be elected for a 2 year term, voted in opposite year as the Secretary.

E.    Shall have 1 vote in all decisions of the Executive Board.

Section 6 Director of Boys Baseball

A.     Shall be available to anyone for suggestions or complaints about boy's baseball.

B.     Shall attend ALL league meetings for Sebring/West Branch Hot Stove Baseball League.

C.  Shall assist staffed umpire-n-chief with schedule and help promote the use of local umpires.

D.  Shall assist in setting up any boy's baseball clinics.

E.  Shall serve in any capacity deemed necessary by the President.

F.  Shall be elected for a 1-year term.

G.  Shall have 1 vote in all decisions of the Executive Board.

Section 7 Director of Girls Softball

A.   Shall be available to anyone for suggestions or complaints about girls softball.

B.   Shall attend ALL League affiliated meetings for Portage County

C.   Shall assist the staffed umpire-n-chief with schedule and help promote the use of local umpires

D.   Shall assist in setting up any girl softball clinics.

E.   Shall serve in any capacity deemed necessary by the President.

F.    Shall be elected for a 1-year term.

G.   Shall have 1 vote in all decisions of the Executive Board.

Section 8 Umpire in Chief

 REMOVED POSITION AUGUST 2015

Section 9 Director of Fundraising

Section 10 Director of Concessions

A.    Shall keep all concessions organized and clean

B.    Shall present all concession ideas to the Executive board for approval.

C.    Shall keep all concessions stocked for the season.

D.    The Director of Concessions shall have one vote on all decisions of the Executive Board

E.    Shall be elected for a 1 year term.

F.    Shall have 1 vote on all decisions of the Executive Board.

Section 11 Equipment Manager

A.    Shall take care of ordering equipment, equipment disbursement and collection equipment at season end.

B.    Shall have 1 vote on all decisions of the Executive Board.

C.    Shall be elected for a 2 year term.

IV Property of the Organization

The managers shall hold all property of the organization, at all time to be acquired, as trustees for this sole and exclusive benefit, use and purpose of the organization.  Managers are to routinely check all equipment for damage, repair and safety.  All uniforms that belong to the organization are to be collected by end of the season unless other arrangements are made to the Executive Board.

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 V.  Meetings

     The WRBO will meet for 6 meetings annually, as determined at the previous meeting and in July for elections, By-Law changes and equipment returns.  Officers will be elected in alternating years, the President, Treasurer, and Assistant Secretary, elected the first year and the Vice-President and Secretary the next.  Although elected in August, they will take office in October.  The Directors of Boys Baseball, Girls Softball, and Director of Concessions, will be elected every year and take office in October.  Any officer may resign to take nominations for another office and the person taking the nomination for the vacant office will finish out the term.  A special or extra meeting may be set up at any time by the President and may or may not take the place of a regular meeting.  At least 4 officers must be in attendance and 48 hours notice will be given to members.  Any member may request a meeting be called for organization business, but it is up to the President to decide if an extra meeting is necessary.

VI.   Registration

     The registration fee for participation in the Western Reserve Baseball Organization will be set by vote of the current Executive Board.  Suggestions from any member can be considered.  The aim will be to keep the cost to a minimum for the youth, with the plans for price breaks in families with more than one (1) child playing and a vote for any youth who cannot afford to play to waive the fee or come to a payment arrangement, or other arrangements to volunteer to absorb the financial cost. There will be no refund of registration fees to any players who quits after the uniforms have been ordered for that team and refunds must be requested rather automatic.

     Late sign-ups, must go through the Executive Board and can be accepted if the team or leagues are not full (full means all teams do not have at least 12 players).  The Executive Board will meet with the (non-voting) manager who will be affected by amount of players from the late sign-up.

VII. Amendments

     These By-Laws may be amended by a two-thirds vote of the membership present at any meeting, providing it is a regularly constituted meeting with no less than 4 officers in attendance.  No changes to the By-Laws shall be acted upon at the same meeting during which it is proposed.  All changes to the By-Laws shall be submitted in writing to the Executive Board by July 1^st of the current year and will be voted on at the July meeting, along with elections.  A majority vote of the membership present at any regular meeting constitutes a legal vote for any other business.  The membership includes all managers, assistant managers and coaches listed on the team rosters for that year, with the manager of each team voting the one vote per team based on the majority vote among its manager, the assistant manager and coaches from its roster.  If the manager is unable to attend, the asst. manager will turn in the vote for that team and if the manager and asst. manager are unable to attends, the next coach on the roster will turn in the vote for that team, or the team representative.

 VIII. The Executive Board

     The Executive Board shall be comprised of nine (9) officers and any additional person/persons deemed necessary by the President, subject to final approval by a majority of the current Executive Board.

     The term of the President, Vice-President, Treasurer, Secretary, and Assistant Secretary will be for two (2) years then/or until a successor is selected or appointed.  The term for the Director of boys,  Director of girls, Equipment manager, and Director of Concessions,  will be for one (1) year, or until a successor is selected or appointed.

     In the event any member of this Board shall resign or become incapacitated during their term of office, the Executive Board shall nominate a replacement to be voted on by the 1 vote per team to be turned in by each manager based on that team's majority vote.

     Any executive board member who misses two consecutive meetings without an excuse acceptable to the majority of the other executive board shall have his/her position declared vacant and a replacement will be obtained by the Officers and Directors.

     It shall be the duty of the Director of Boys and/or Director of Girls to provide complaint forms to any managers, coaches, parents or any other person/persons a complaint form that must be filled out and returned to the Director within 48 hours of complaint or incident.

     It shall be the duty of the Executive Board to hear complaints, call witnesses forth, and impose penalties for detrimental actions of officials, coaches, umpires, players and spectators by one of the following motions: a warning, suspension for the remainder of the current year, two year suspension or lifetime suspension.

IX. Expenses

     Expenses of any officer while performing these duties will be assumed by the Organization with the approval of the Executive Board.  If the amount of the expense is sizable enough to be $100.00 or more, approval must be sought prior to the activity.

 X.  Expense Approval

    The Treasurer will write all checks co-signed by the President or Vice President.  All expenses for equipment, supplies, and uniforms for this organization must meet the approval of the President and Treasurer prior to their purchase.  If approval is denied, the member may take the request to the Executive Board for a vote.

XI. Tax Exempt Requirements

1.     Said organization is organized exclusively for charitable, religious, educational, or scientific purposes, including for such purposes, the making of distributions to organizations that qualify under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal codes.

2.     No part of the net earnings of the organization shall be for the benefit of, or be distributed to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payment and distributions in furtherance of the purposes set forth in the purpose clause.

3.     No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign or behalf of or in opposition to any candidate for public office.

4.     Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section  501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by an organization, contribution to which are deductible under section 170(c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code.

5.      Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c) (3) of the internal revenue Code, or the corresponding section of any future federal tax government, for a public purpose.  Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, has said Court shall determine which are organized and operated exclusively for such purposes.

XII. Dissolution

     The organization may be dissolved with previous written notice (14 calendar days) and two-thirds vote of those present at the meeting.  Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership's approval, spent for the benefit of WRBO.

 XIII. Conduct

     The reputation of the WRBO and its members can be drastically injured by the actions of one or a small group of persons on or off the field.  Parents, players, officers, managers, assistant managers, coaches, umpires and League Officials all bear the responsibility of upholding the good name of the program. Public quarreling and bickering, whether over playing field situations or league administration problems only serve to weaken the entire organization in the community.  This is a youth program designed to benefit the youth.  Much of the benefit derived from examples is set by adult leaders.

     All complaints that can't be resolved between the manager and child/parent will be handled as follows:

1.     Manager and child/parent are encouraged to give one last attempt to finding a solution.

2.     Must contact the Director of Boys/Girls to fill out the proper forms and return the form within 48 hours.

3.     Director will then contact the President and both the Director and President will speak with both parties and try to find a solution.

4.     President will speak to the Executive Board and explain the situation in a special meeting, after polling every member of the involved parties on both sides.  Child/parent and manager or coach involved will voice their views at the meetings in front of the Executive Board and all managers.

5.     All votes will be by secret ballot.

XIV. Awards

     The WRBO will cover team-playing expenses but will not cover extras such as awards, fall/travel teams, picnics, etc.  We have set aside some ways that teams may earn extra money to cover these expenses:

1.     Concessions at home games

2.     Team garage sales.

3.     Bake sales.

4.     Pass the hat at games.

     Any other fundraisers should be presented to the Executive Board no less than 1 week before said fundraiser.  The Executive Board will vote upon said fundraiser and issue a decision.

XV. Team Size/Selection

     It is this organizations goal to not endorse cutting youth to attain ideal sized teams, but to find alternatives such as forming a second team provided adequate coaching can be found. 

     No players will be released from the community to play in another community if there are openings on teams within their community.  All players have to get a release signed from the President in order to play outside their community.  Out of district players will be accepted as roster size permits.

  This is WRBO team selection:

Teams will be divided by age brackets for all baseball and softball teams providing there are enough players in the same age group to form a team. If more players are needed to form a team it will be divided by birth dates the youngest going to the youngest team and so on. If there are enough players to form two teams we will follow the following procedure. Due to the Hot Stove League Rules if we have enough players to make teams by age we will do so, (example: all 9 year olds will be on a team.) No player under the age of 9 will be permitted to play up in age group.

            I.  Procedure:

a.     The only selections which will not count as one of the first seven selections will be the first year player, in any league, who meets the following conditions:

1.     Manager's son or daughter will be the eighth selection.

2.     Brother/sister who is a first time player in that league will be the eighth selection (Keep in mind all same ages on each team.)

3.     If a manager has a son/daughter or sons/daughters plus brothers/sisters combinations, then they will be placed as #8, #9, and #10 etc.

4.     In each league classification younger age select first.

5.     No more than 12 on a team, 13 in extreme cases.

b.     The manager of a team to be selected will be assigned the nucleus of one team, which previously existed.  In the case of a manager moving up to an older league, he may have his choice of the following:

1.     Picking from a previous team.

2.     Keeping the players from the existing team.

3.     The manager cannot do both (1&2).

c.     Each manager may freeze any number of players up to seven from this team. If he wants to keep more than seven, he must keep all players.

Example

League Z has decided that each team will be comprised of 12 players.

Team A enters the procedure with 10 players returning from last year.

Team B enters the procedure with 11 players returning from last year.

Team C enters the procedure with 6 players returning from last year.

A coin flipped to determined procedure order.  Team B wins initial coin flip and will select first.  Team C wins second coin flip and will select second.  Team A will have third pick.

Team B selects a players and has now met the 12 player limit.  Team C selects a player to reach 7 on the team.  Team A will now select their 11^th player.  Team C will select again to reach 8 players.  Team A will select again to round out their team of 12.

If there are more than two teams for the initial pick, numbers will be drawn out to determine who has first pick.

d.     The procedure will be closed to all non-voting members of the league and will be held on the designated procedure day if a manager cannot attend they must appoint someone to represent them.

e.     All managers can freeze an entire team.  If you use this option, you must keep all players who are returning, unless extraneous circumstances cause a player to be place back in the selection process.

1.     Manager will be allowed to freeze up to seven players from last year's roster (see example).

2.     Manager's son/daughter will be the eighth freeze.

3.     Brother/sister will be counted as freezes (1-7), unless first year player than.

4.     Manager with the fewest freezes may pick from either age category until all.

5.     While still using the boundaries managers should do everything possible to keep age groups together.

  * Request must be made in writing to the Executive Board and voted on for a decision.

XVI. Conduct/Choosing Managers

     Managers are to be approved and selected by the Executive Board. The Executive Board has the final decision regarding managers.   All managers and coaches must fill out forms to be used in doing background checks.  All information will be kept confidential in a file that will not be viewable by the general public, other coaches, managers or parents etc.  In the event something does come up on the background check the Executive Board reviews it and discuss with the affected party in private.

     All NEW managers are probationary and must be reviewed by the Executive Board and approved and will be reviewed again upon completion of that season.

    The Executive Board can make discipline decisions. If you would like to appeal you may do so in writing and all parties will be brought in for review and if you are appeal your discipline will delayed to after the meeting.

     Managers will be assigned to work on and keep in playing condition a certain field.  If a manager cannot make the scheduled work detail, said manager must substitute a capable representative.  The time set up for the work detail is to be compatible and agreeable with other managers assigned to the same field. One manager should be assigned to make a practice schedule and be head groundskeepers.  It is his/her responsibility to see that the assigned field be kept up to the standards set. 

     Each manager will be responsible for turning in all equipment at the end of the playing season.  This equipment includes but is not limited to ALL paperwork distributed throughout the season.  Any manager failing to do so will be subject to suspension for the following year.

     No manager or assistant manager or other team representative shall solicit his sponsor for additional funds or equipment.  In the event a donation is given to a specific team it must be reported to the Executive Board for recording purposes.

          No games or practices will be scheduled on a National observed Holiday or Holiday weekend.

     In the event that 2 or more people want to manage the same team, the Executive Board will vote on who is most qualified by the following criteria:

1.     Desire to further the aims and purposes of the WRBO demonstrated by activities such as fund raising, field work, umpiring, serving dinners, or any other volunteer work for the organization. 

2.     Knowledge of the game and rules.

3.     Past performances as a manager, asst. manager or coach.

4.     Attendance record for organization and league meetings.

5.     Willingness to better ones coaching skills by attending coaching clinics and working on player skill clinics.

6.     Years of service in any capacity to the organization.

Any member of the Executive Board directly involved in the manager position should abstain from voting. It is strongly suggested that anyone coaching in any position in this organization attend coaching clinics to improve their skills and protect themselves. Managers are required to promptly submit a written statement to the President containing information relevant to a player quitting his team

When there are 2 managers who want to manage the same team and both are in good standing, the Executive Board shall look at which manager managed the age bracket the previous year.  The previous manager will remain in the managers position.  That manager can keep any or all of his/her coaching staff or accept other coaches.  Preference will be given to the manager and coaching staff from the previous year.

*Addition Notes:  Your first year as a Manager is a probation year at the end of that year you are up for review with the board to continue as a manager.

These bylaws were adopted August 2017.

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President Erica Foor

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Vice President Mike Kutsko

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Secretary Andrew Foor

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Treasurer CJ Smith

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