SOUTH BERWICK ROLLINSFORD ELIOT LITTLE LEAGUE (SBRELL) SOFTBALL PROGRAM
LITTLE LEAGUE CONSTITUTION
ARTICLE I - NAME
This organization serves the towns of South Berwick, Maine; Eliot, Maine; and Rollinsford, New Hampshire and shall be known as South Berwick Rollinsford Eliot Little League, hereinafter referred to as SBRELL.
ARTICLE II - OBJECTIVE
The objective of SBRELL shall be to implant firmly in the children of the community the ideals of good sportsmanship, honesty, loyalty, courage and respect for authority, so that they may be well adjusted, stronger and happier children and will grow to be good, decent, healthy and trustworthy citizens. To achieve this objective, SBRELL will provide a supervised program under the Rules and Regulations of Little League Baseball, Incorporated (LLBI). All Directors, Officers and Members shall bear in mind that the attainment of exceptional athletic skill or the winning of games is secondary, and the molding of future citizens is of prime importance.
In accordance with Section 501-(c)-(3) of the Federal Internal Revenue Code, SBRELL shall operate exclusively as a non-profit educational organization providing a supervised program of competitive softball games. No part of the net earnings shall insure to the benefit of any private shareholder or individual; no substantial part of the activities of which is carrying on propaganda, or otherwise attempting to influence legislation, and which does not participate in or intervene in any political campaign on behalf of any candidate for public office.
ARTICLE III - SITE OF PRINCIPAL OPERATIONS
The principal operations of SBRELL shall be in and about the towns of South Berwick and Eliot in the county of York, in the State of Maine, along with the town of Rollinsford, New Hampshire, but may extend into such areas as provided for by the State, Regional, and National Headquarters rules and regulations.
ARTICLE IV - MEMBERSHIP
Eligibility: any person sincerely interested in active participation to further the objective of SBRELL may apply to become a Member.
SECTION 1
Classes: There shall be the following classes of Members:
Player Members: Any player candidate meeting the requirements of Little League Regulation IV shall be eligible to compete for participation. Player Members shall have no rights, duties or obligations in the management or in the property of SBRELL.
Regular Members: Any adult person actively interested in furthering the objectives of SBRELL may become a Regular Member upon election and payment of dues as hereinafter provided. The secretary shall maintain the roll of membership to qualify voting members.
Only Regular Members in good standing are eligible to vote at General Membership Meetings. All Officers, Board Members, Committee Members, Managers, Coaches, Volunteer Umpires and other elected or appointed officials must be active Regular Members in good standing.
NOTE: Regular Members of the league automatically include all current Managers, Coaches, Volunteer Umpires, Board Members, Officer of the Board and any other person who is recognized by the Board as a volunteer in SBRELL, including those volunteers with the following titles - Team Parent, Equipment Manager, Coaching Coordinator, Sponsorship/Fundraisers Manager, Groundskeeper, Concession Manager, Umpire-in-Chief, Field Maintenance, District Administrators, Assant Administrators, etc.
As used hereinafter, the word “Member” shall mean a Regular Member unless otherwise stated.
SECTION 2
Other Affiliations:
Members, whether Regular or Player, shall not be required to be affiliated with another organization or group to qualify as members of SBRELL
Regular Members should not be actively engaged in the promotion and/or operation of any other competing baseball/softball program.
SECTION 3
Suspension or Termination: Membership may be terminated by resignation or action of the Board of Directors as follows.
The Board of Directors, by a two-thirds vote of those present at any duly constituted Board meeting, shall have the authority to discipline or suspend or terminate the membership of any Member of any class, including managers and coaches, when the conduct of such person is considered detrimental to the best interests of the Local League and/or Little League Baseball, Incorporated. The Member involved shall be notified of such a meeting, informed of the general nature of the charges and given an opportunity to appear at the meeting to answer such charges.
The Board of Directors shall, in case of a Player Member, give notice to the manager of the team for which the player is a Player Member. Said manager shall appear, in the capacity of an adviser, with the player before the Board of Directors or a duly appointed committee of the Board of Directors. The player’s parent(s) or legal guardian(s) may also be present. The Board of Directors shall have full power to suspend or revoke such player’s right to future participation by two-thirds vote of those present at any duly constituted meeting (quorum is required).
ARTICLE V - GENERAL MEMBERSHIP MEETINGS
SECTION 1
Definition: A General Membership Meeting is any meeting of the membership of the league (including Special General Membership Meetings, Section 7). A minimum of one per year (Annual Meeting, see Section 6) is required.
SECTION 2
Notice of Meeting: Notice of each General Membership Meeting shall be delivered electronically to each Member at the last recorded phone number or email one week in advance of the meeting, setting forth the place, time and purpose of the meeting.
SECTION 3
Quorum: At any General Membership Meeting, the presence in person or representation by absentee ballot of one fourth (20 percent) of the members (as defined in Article IV - Membership) shall be necessary to constitute a quorum. If a quorum is not present, no business shall be conducted.
SECTION 4
Voting: Only Regular Members in good standing shall be entitled to make motions and vote at General Membership Meetings. However, the Board of Directors may invite, admit and recognize guests for presentations or comments during General Membership Meetings. (Those eligible to take part at meetings of the Board of Directors are described in Section 8.)
SECTION 5
Absentee Ballot: For the expressed purpose of accommodating a Regular Member in good standing who cannot be in attendance at the Annual Meeting, or any General Membership Meeting at which new Board members will be elected, an absentee ballot may be requested and obtained from the Secretary of the League. The absentee ballot shall be properly completed, signed and returned in a sealed envelope to the Secretary prior to the date of the election. The Secretary shall present all absentee ballots to the Election Chairman (appointed at the meeting) on the date of the meeting, prior to the voting portion of the election process.
SECTION 6
Annual Meeting of the Members: The Annual Meeting of the Members of SBRELL shall be held each year for the purpose of electing new Members, electing the Board of Directors, receiving reports, reviewing the Constitution, appointing committees (if needed), and for the transaction of small business as may properly come before the meeting. The annual meeting will be held on the third Thursday in November during the evening (6 or 6:30pm start time) each year for the purpose of electing new Members, electing the Board of Directors, receiving reports, reviewing the Constitution, appointing committees, and for the transaction of such business as may properly come before the meeting.
The Membership shall receive at the Annual Meeting of the Members of SBRELL a report, verified by the President and Treasurer, or by a majority of the Directors, showing:
The condition of the Local League, to be presented by the President or their designate;
A general summary of funds received and expended by the local league for the previous year, the amount of funds currently in possession of the local league, and the name of the financial institution in which such funds are maintained;
The whole amount of real and personal property owned by SBRELL , where located, and where and how invested;
For the year immediately preceding, the amount and nature of the property acquired, with the date of the report and the manner of the acquisition, the amount applied, appropriated or expended, and the purposes, objects or persons to or for which such applications, appropriations or expenditures have been made;
The names of the persons who have been admitted to regular membership in SBRELL during such year. This report shall be filed with the records of the Local League and entered in the minutes of the proceedings of the Annual Meeting. A copy of such report shall be forwarded to Little League International.
At the Annual Meeting, the Members shall determine the number of Directors to be elected for the ensuing year and shall elect such number of Directors. The number of Directors elected shall be not less than seven (7).
After the Board of Directors is elected, the Board shall meet to elect the officers. After the election, the Board of Directors shall assume the performance of its duties on December 1st. The Board’s term of office shall continue until its successors are elected and qualified under this section.
The positions of Officers of the Board of Directors are listed and described in Article VII - Duties and Powers of the Board
SECTION 7
Special General Membership Meetings - Special General Membership 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 a minimum of five members, the President or Secretary shall call a Special General Membership Meeting to consider the subject specified in the request. No business other than that specified in the notice of the meeting shall be transacted at any Special General Membership Meeting. Such Special General Membership Meeting shall be scheduled to take place not less than ten (10) days after the request is received by the President or Secretary.
SECTION 8
Rules of Order for General Membership Meetings and Regular Meetings of the Board of Directors - Robert’s Rules of Order shall govern the proceedings of General Membership meetings, and all regular meetings of the Board of Directors, except where same conflicts with this Constitution of the Local League.
ARTICLE VI - BOARD OF DIRECTORS
SECTION 1
The management of the property and affairs of SBRELL shall be vested in the BOARD OF DIRECTORS.
SECTION 2
Increase in number: The number of Board of Directors so fixed at the Annual Meeting may be increased at any General Membership Meeting or Special Meeting of the Members. If the number is increased, the additional Directors may be elected at the meeting at which the increase is voted, or at any subsequent General Membership Meeting. All elections of additional Directors shall be by majority vote of all Regular Members present or represented by a properly executed and signed absentee ballot filed with the Secretary prior to the election meeting.
SECTION 3
Vacancies: If any vacancy occurs in the Board of Directors by death, resignation, or otherwise, it may be filled by a majority vote of the remaining Directors at any regular board meeting or at any special board meeting called for that purpose.
SECTION 4
Board Meetings, Notice and Quorum: Regular meetings of the Board of Directors shall be held immediately following the Annual Meeting and on such days thereafter as shall be determined by the Board.
The presence of a minimum of 50% of members of the SBRELL Board of Directors shall constitute a quorum necessary to conduct SBRELL business at regular scheduled meetings or a special meeting, with 18 hour notification of all the SBRELL Board of Directors members for a special meeting.
SECTION 5
Duties and Powers: SBRELL Officials shall be in accord with standard LLBI requirements and recommendations. All officers of SBRELL shall be approved by the Board of Directors. It will be the obligation of all officers to comply with the LLBI rules and regulations as stated in the LLBI OPERATING MANUAL and in the SBRELL Constitution & By-Laws. If said officer fails to perform their duties in a manner conducive to the proper operations of SBRELL, said officer may be removed by a majority vote of the SBRELL Board of Directors. All Board of Directors shall have the ability to vote in all board and general membership meetings with the exception of the President who shall only vote in the case of a tie on board or general membership business.
SECTION 6
Rules of Order for Board Meetings - Robert’s Rules of Order shall govern the proceedings of all SBRELL meetings, including the Board of Directors meeting, except where some conflicts with this Constitution of SBRELL.
ARTICLE VII - DUTIES AND POWERS OF THE BOARD
SECTION 1
Appointments: The Board of Directors may appoint such other officers or agents as it may deem necessary or desirable, and may prescribe the powers and duties of each. Appointed officers or agents shall have no vote on actions taken by the Board of Directors unless such individuals have been elected to the Board by the membership or have been elected to fill a vacancy on the Board.
All officers of SBRELL shall be elected by a ballot majority vote of the residents of Eliot and South Berwick, Maine and Rollinsford, New Hampshire, and others eligible to vote that are present at the SBRELL annual meeting to be held on the third Thursday of November. A secret ballot will not be required if a position is uncontested. All officers of SBRELL shall be elected for a term of one (1) year from the SBRELL annual meeting. It will be the obligation of all officers to comply with LLBI rules and regulations as stated in the SBRELL Constitution & By-Laws.
SECTION 2
President - The President shall:
- Conduct the affairs of SBRELL and execute the policies established by the Board of Directors.
Present a report of the condition of SBRELL at the Annual Meeting.
Communicate to the Board of Directors such matters as deemed appropriate, and make such suggestions as may tend to promote the welfare of SBRELL.
Be responsible for the conduct of SBRELL in strict conformity to the policies, principles, Rules and Regulations of LLBI, as agreed to under the conditions of charter issued to the Local League by that organization.
Investigate complaints, irregularities and conditions detrimental to SBRELL and report thereon to the Board as circumstances warrant.
Prepare and submit an annual budget to the Board of Directors, with the assistance of the Treasure, to the Board, and be responsible for the proper execution thereof.
With the assistance of the Player Agent, examine the application and support proof-of age documents of every player candidate and certify residence or school enrollment, and age eligibility before the player may be accepted for tryouts and selection.
Work with the League Reps and the Vice President to prepare the playing schedule and rules of their league.
Appoint all committees and supervise the activity thereof.
Be sure the charter applications or continuation forms are submitted to Little League Headquarters in a timely fashion.
Examples the list of candidates for all manager and coach positions presented to them by the League Vice-President to insure that candidates meet SBRELL requirements and make sure appointments accordingly
SECTION 3
Vice President - The Vice President shall:
- Perform the duties of the President in the absence or disability of the President. When acting, the Vice President shall have all the powers of that office.
Act as the Safety Officer for SBRELL. The safety officer shall create awareness, through education and information, of the opportunities to provide a safer environment for youngsters and all participants of SBRELL and develop and implement a plan for increasing safety of the activities, equipment, and facilities through education, compliance, and reporting.
Recruit qualified managers/coaches for teams in the league, including all-star if applicable.
Compile a list of qualified managers and coaches and present it to the president.
Be responsible for the operation of SBRELL.
Represent the coaches/managers of SBRELL.
Work with the league President to formulate and administer the playing schedule and special rules.
Notify the President, in the event a game needs to be rescheduled and reschedule the game.
Coordinate with the Equipment Manager to ensure all teams have proper equipment.
Work with the Concession Manager to ensure coverage for the concession stand for each scheduled game.
Work with the Board to organize Opening Day and the season ending events.
Maintain a roster of all the teams and players in their division.
SECTION 4
Secretary - The Secretary shall:
Be responsible for recording the activities of SBRELL and maintain appropriate files, mailing lists and necessary records.
Maintain a list of all directors and committees of SBRELL and give notice of any and all meetings of SBRELL.
Keep the minutes of the meetings of SBRELL, and cause them to be recorded in a book kept for that purpose and distributed to the member within 4 days after each meeting.
SECTION 5
Treasurer - The Treasurer shall:
Perform such duties as are herein set forth and such other duties as are customarily incident to the Office of Treasurer or may be assigned by the Board of Directors.
Receive all money and securities, and deposit the same in a depository approved by the Board of Directors.
Keep records for the receipt and disbursement of all moneys and securities of SBRELL, draw checks therefore in agreement with policies established in advance of such actions by SBRELL Board. Any payments in excess of the approved budget must be approved by the Board.
Prepare an annual budget, under the direction of the President, for submission to the Board of Directors at the Annual Meeting.
Prepare an annual financial report, under the direction of the President, for submission to the Membership and Board of Directors at the Annual Meeting, and to Little League International.
Provide a written expense and revenue report to each regular meeting of the SBRELL Board.
Arrange for an outside source to perform an annual audit of all records.
SECTION 6
Player Agent - The Player Agent shall:
Record all player transactions and maintain an accurate and up-to-date record thereof.
Receive and review applications for player candidates and assist the President in verifying residence or school enrollment and age eligibility.
Conduct the tryouts, the player draft and all other player transaction or selection meetings.
Review late registrations with the President to determine the appropriate level of play for the candidate
Prepare the Player Agent’s list.
Prepare for the President’s signature and submission to Little League International, team rosters, including players claimed, and the tournament team eligibility affidavit.
Notify LLBI of any subsequent player replacements or trades.
Assist the President in verifying coaches certifications are registered for all participating Managers and Coaches.
Act as a liaison between SBRELL and parents of SBRELL players.
SECTION 7
Safety Officer - The Safety Officer shall:
Be responsible to create awareness, through education and information, of the opportunities to provide a safer environment for children and all participants of Little League.
Develop and implement a plan for increasing safety of activities, equipment and facilities through education, compliance and reporting.
Advice the President of changes that need to be made to keep SBRELL in compliance with LLBI.
SECTION 8
Coaching Coordinator - The coaching coordinator shall:
Represent coaches/managers in league;
Present a coach/manager training budget to the board;
Order and distribute training materials to players, coaches and managers;
Coordinate mini-clinics as necessary.
SECTION 9
League Information Officer - The League Information Officer shall:
Set up and manage the league’s official website (site authorized by LLBI);
Set up online registration and ensure player, manager, and coach data is uploaded to the Little League Data Center;
Assign online administrative rights to other local volunteers;
Encourage creation of team web sites to managers, coaches, and parents;
Ensure that league news and scores are updated online on a regular basis;
Collect, post, and distribute important information on league activities including direct dissemination of fund-raising and sponsor activities, the district, the public, league members, and the media;
Serves as primary contact person for Little League regarding optimizing use of the Internet for league administration and for distributing information to league members and to Little League Baseball, Incorporated.
SECTION 10
Sponsorship/Fundraising Manager - The Sponsorship/Fundraising Manager shall:
Solicit and secures local sponsorships to support league operations;
Report to the Board any new banner sales or leads;
Collect payments from new banner sales and turn over to the treasurer;
Collect and reviews sponsorship and fundraising opportunities;
Organize and implements approved league fundraising activities;
Coordinate participation in fundraising activities;
Maintain records of monies secured through sponsorship and fundraising initiatives.
Ensure regulation and policies related to sponsorships and fundraising are followed.
SECTION 11
Concession Manager - The Concession Manager shall:
Responsible for informing the SBRELL Board of any equipment and/or supplies that are needed for purchase or repair.
Responsible for the buying of supplies for the concession stands.
Responsible for the inventory of such supplies and for the cleaning and storage thereof at the close of the season.
Responsible for setting prices and reviewing with the Board for final approval.
Responsible for the collection of monies from the concessions each week and getting them to the treasurer for deposit.
Organize a concession committee to assist with seasonal concession duties.
Assign volunteers from teams to work concessions during all games.
Communicate with coaches and Vice Presidents the schedule for concession coverage.
SECTION 12
Umpire-in-Chief - The Umpire-in-Chief (U.I.C) shall:
Serve as coordinator of SBRELL umpire program and advise the President on the local league umpire program.
Recruit, review, and retain volunteer umpires.
Establish and implement an umpire training program for volunteer umpires consistent with Little League® guidelines. Including rules and field positions.
Communicate rule changes to league volunteer umpires, managers, and coaches
Responsible for notifying umpires of cancellations.
Responsible for power dress and conduct of all umpires.
Be sure all umpires know proper SBRELL protest procedures.
SECTION 13
Equipment Manager - The Equipment Manager shall:
Responsible for informing the SBRELL Board any equipment and/or supplies that are needed prior to being purchased.
Responsible for presenting to the President and Vice President a list of equipment to be purchased and/or field materials needed for maintenance.
Responsible for the proper inventory and issuance of such supplies and equipment for repair, cleaning and storage thereof at the close of the season.
Responsible for inventory of equipment at beginning of the seasons and passing equipment out, if needed, to coaches at the beginning of the season.
Order trophies/medals for end of season recognition, as necessary.
SECTION 14
Field Maintenance Manager - The Field Maintenance Manager shall:
Be responsible for informing SBRELL Board any field maintenance equipment and/or supplies that are needed prior to being purchased.
Be responsible for presenting to the President and Vice President a list of field maintenance equipment to be purchased and/or field materials needed for maintenance.
Responsible for ensuring each field is in good condition at the beginning and end of the season.
Responsible for coordinating field clean up day.
ARTICLE VIII - AFFILIATION
SECTION 1
Charter: SBRELL shall annually apply for a charter from Little LLBI, and shall do all things necessary to obtain and maintain such charter. SBRELL shall devote its entire energies to the activities authorized by such charter and it shall not be affiliated with any other program or organization or operate any other program.
SECTION 2
Rules and Regulations: The Official Playing Rules and Regulations as published by Little League Baseball, Incorporated, Williamsport, Pennsylvania, shall be binding on SBRELL.
SECTION 3
Local Rules, Ground Rules and/or Bylaws: The local rules, ground rules and/or bylaws of SBRELL shall be adopted by the Board of Directors at a meeting to be held not less than one month previous to the first scheduled game of the season, but shall in no way conflict with the Rules, Regulations and Policies of Little League Baseball, Incorporated, nor shall they conflict with this Constitution.
ARTICLE IX - FINANCIAL AND ACCOUNTING
SECTION 1
Authority: The Board of Directors shall decide all matters pertaining to the finances of SBRELL and it shall place all income including Auxiliary funds, in a common league treasury, directing the expenditure of funds in such manner as will give no individual or team an advantage over those in competition with such individual or team.
SECTION 2
Contributions: The Board shall not permit the contribution of funds or property to individual teams but shall solicit funds for the common treasury of SBRELL, thereby to discourage favoritism among teams and to endeavor to equalize the benefits of the Local League.
SECTION 3
Solicitations: The Board shall not permit the solicitation of funds in the name of Little League Baseball, Incorporated unless all of the funds so raised be placed in SBRELL treasury.
SECTION 4
Disbursement of Funds: The Board shall not permit the disbursement of SBRELL funds for other than the conduct of Little League activities in accordance with the rules, regulations, and policies of Little League Baseball, Incorporated. All disbursements shall be made by check, or league credit or debit card. All checks shall be signed by the SBRELL Treasurer and such other officers or officers, or person or persons, as the Board of Directors shall determine.
SECTION 5
Compensation: No Director, Officer, or Member of SBRELL shall receive, directly or indirectly any salary, compensation, or emolument from the Local League for services rendered as Director, Officer or Member.
SECTION 6
Deposits: All money received, including sponsorship and fundraising, shall be deposited to the credit of the Local League in/at M&T Bank.
SECTION 7
Fiscal year: The fiscal year of the Local League shall begin on January 1st and end on December 31st.
SECTION 8
Distribution of Property upon Dissolution: Upon dissolution of SBRELL and after all outstanding debts and claims have been satisfied, the Members shall direct the remaining property of SBRELL to another Federally Incorporated entity which maintains the same objectives as set forth in Article II of this Constitution, which are or may be entitled to exemption under Section 501-(c)-(3) of the Internal Revenue Code or any future corresponding provision.
ARTICLE X - Privacy
The SBRELL Board recognizes the importance of privacy. Personally identifiable information will only be collected to meet the requirements of the league. All other identifiable information will be considered confidential. As a player ages out of or exists SBRELL, all confidential documents will be destroyed.
ARTICLE XI - AMENDMENTS
This Constitution 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 or by a two-thirds majority of the Board of Directors. Draft of all proposed amendments shall be submitted to Little League Baseball, Incorporated, for approval before implementation. This Constitution was approved by the Board of Directors on March 16, 2023.