COLLINS HILL ATHLETIC ASSOCIATION, INC. BY-LAWS

 

Article I – Name and Purpose

Section 1. Name

The name of this nonprofit organization shall be Collins Hill Athletic Association, Inc. (CHAA).

Section 2. Purpose

The Corporation is organized for promoting and facilitating youth development and recreational activities.

Section 3. Policy

It is the policy of CHAA to promote the development of strong character, the right attitude, a sense of responsibility and citizenship in youth sports. It is the purpose of CHAA to achieve this goal through fair play, good sportsmanship and congenial fellowship, with adult leaders providing the example.

Article II – Membership and Dues

Section 1.

Any person(s) having an active participation in the CHAA is eligible for membership. The term of a membership shall be for the calendar year (January–December) active participation occurs within. In the absence of having an active participation, membership rests with the Board of Directors.

A member is any person that has paid a registration fee to CHAA in the previous 12 months. The Executive Board can make exceptions for those that have volunteered their time as a coach or board member, in that same time period, and vote them in as a member. (One vote per registered player and member needs to be 18 years or older.)

Section 2.

The Board of Directors shall expel a member, a coach, a board member or sports committee member or a participant in any athletic activity upon the affirmative vote of two-thirds of the board members in attendance at a properly called meeting for good cause shown. Good cause for purposes of this provision shall be defined as a crime involving moral turpitude or any conduct in contravention of the purposes of the Association, the failure to adhere to the Board of Directors, or any violation of the Code of Conduct of Collins Hill Athletic Association, Inc.

Section 3.

The Sports Directors and their Boards will establish registration fees, to include a late registration fee, and other ancillary requirements prior to registration commencement of any offered sports and submit to the Executive Board for approval. The elected Sports Board shall make a diligent effort to collect all money owed the Association.

The Sports Board shall suspend the membership of any person(s) with an outstanding debt. The suspension of membership will result in the loss of all rights and privileges of membership. These include, but are not limited to, the right to vote, hold an elected office, register a child or children for any future activities. The Sports Board, upon the affirmative vote by a majority of the Board's members, has the right to waive this rule in cases of financial hardship.

Section 4.

The Board of Directors will add a paragraph to be incorporated onto all registration forms addressing the responsibility of the parents or guardians of the child or children they are registering.

Article III – Meetings

Section 1.

A meeting of the members for the election of Officers and Directors ("Board of Directors") of CHAA shall be held at least annually and known as “The General Meeting of the Association”. Elected officials shall take office at the first meeting following the annual election. A transition period of no less than 30 days may be used in order to make smooth exchange of officers’ responsibilities.

Section 2.

In addition, annual meetings for baseball, softball, football, cheerleading, soccer, lacrosse and basketball shall be held and called by the director of the sport.

Section 3.

Special meetings of the general membership may be called for a special purpose by twenty-five (25) petitioning active members in good standing or as called by the President.

Section 4.

Public notices of the time and place of the Annual Meeting of the Association shall be given not less than ten (10) days prior to the date set for such meeting. Public notice shall include the publication of the meeting date, place, and time in Gwinnett County’s legal organ, together with the posting of a notice of the meeting on the CHAA website and email blast to all registered members.

Section 5.

Any number of members present at any association meeting of the general membership constitutes a quorum. Voting shall be by majority vote cast in person. No proxy voting shall be allowed. Note: Annual election meetings shall not require a minimum membership representation for a quorum. No proxy voting shall be allowed.

Section 6.

Special meetings of the Board of Directors may be called by the President, or by a majority of the Board, upon notice to all members of the Board.

Section 7.

Regular meetings of the Board of Directors shall take place at least once a month. These meetings shall be open to the membership at large for attendance. Working sessions of the Board shall not require membership access.

Section 8.

A majority of the membership of the Board of Directors shall constitute a quorum for the transaction of business at a meeting. The act of a majority of the Directors at a meeting in which quorum exists shall be considered an act of the entire Board. A written report of the business transacted at each Board Meeting shall be made by the Secretary and distributed at the next meeting of the Board of Directors.

Section 9.

All meetings of the Association and its committees shall be conducted pursuant to the current Roberts Rules of Order with the President or the President's delegate responsible for the implementation of parliamentary procedure necessary for the orderly conduct of any meeting.

Section 10.

All officers of the CHAA and its Directors will be responsible for all board meetings. In the case of absence, the absent member will be required to notify the Executive Secretary prior to the meeting. A representative from that sport will be asked by the Director to attend.

If a board member fails to notify the Board of their absence, or does not attend three (3) sequential meetings, the Board of Directors will have the authority to remove that officer by vote after proper notification. Proper notification to the pending member will include: one verbal notice of the next meeting date and time after the first absence; one written notice of the next meeting date and time by e-mail, mail or courier. Written notification of removal of the officer must be received seventy-two (72) hours after the vote.

It will be required that after officer termination, all correspondence, material, receipts, financial data, equipment, monies due, etc. with respect to the CHAA must be returned to the Association within seven days. Returns must be made to a member of the Executive Board.

Article IV – Government

Section 1A.

Nineteen (19) Board members, five (5) of whom shall be officers, will be elected on an annual basis. Officers shall consist of President, Vice President, Treasurer, Secretary–Marketing Coordinator, and Sports Information Director. These five (5) officers shall be referred to as the Executive Board.

Each sport shall have two (2) elected directors and shall consist of a Baseball Director, Baseball Assistant Director, Softball Director, Softball Assistant Director, Football Director, Football Assistant Director, Cheerleading Director, Cheerleading Assistant Director, Basketball Director, Basketball Assistant Director, Lacrosse Director, Lacrosse Assistant Director, and Soccer Director, Soccer Assistant Director. The nineteen (19) member board shall constitute the Board of Directors, also known as the “Voting Board.”

A list of names, addresses, and phone numbers of all Board Members shall be sent to Gwinnett County Parks and Recreation Division Area Supervisor within thirty (30) days of the election.

Section 1B.

Additional board members representing each of the sports shall also be elected on an annual basis. These positions shall be on the ballot as specified in Sections 7 through 12 of these bylaws.

Section 2A.

No board members shall serve in any governing capacity of two athletic associations.

Section 2B.

The nineteen member Board of Directors shall be a policymaking board and will have the responsibility for setting policy as it pertains to field assignment, coach selection, approval of all fundraisers, the approval of the Association's role in such organizations as the Gwinnett Football League, GLL, GRSL, GA Soccer and ASA Softball, establishing the rules and regulations for concession and gate receipts, the implementation of a budget approval process for each sport, and the implementation of an equipment manager process for each sport.

The Board shall act as the appeals board should anyone's right to participate in the Association be terminated for one or more seasons, shall act as a liaison with the County in all field assignments and other matters relevant to the operation of the Association, shall approve all contracts entered into by any member of the Association for any reason, and shall make a final decision regarding any changes in sport affiliation.

Section 2C.

The Board of Directors, the President, Secretary–Marketing Coordinator, Vice President, Treasurer, Sports Information Director, and Sports Board shall have the responsibility of the day-to-day implementation of the policies set by the Board. The Board specifically reserves the right to approve all capital expenditures more than $500.00, any contracts for taking pictures or any fundraising, and all other expenditures on behalf of any individual sport.

Section 2D.

The Executive Board, the President, Secretary–Marketing Coordinator, Vice President, Treasurer, and Sports Information Director shall act in place of the Board on policy matters on an emergency basis that require immediate action including all contracts of employment.

Section 3. President

The President shall be the Chief Executive Officer of the corporation and shall have the general and active management of the operation of the corporation. The President shall be responsible for the implementation of the total association program. The President shall see that all activities relative to registrations, tryouts, practice schedules, and the season schedules are executed and formulated far in advance of the opening days to assure complete harmony on those days.

The President shall see to it that sound economic procedures prevail throughout this Association. The President shall see that the playing facilities and environment are maintained as attractive as is practical. The President shall communicate on a regular basis with all members of the Board of Directors. The President shall appoint standing and special committees, except the nominating committee. The President and Treasurer shall be bonded for $25,000.00. The President shall see that the concession stand is operated in compliance with all local, state and federal regulations concerning health, fire and child labor laws and other guidelines as set by the Executive Board.

Section 4. Vice President

The Vice President:

1. Shall attend all Executive Board meetings as mandated in Article III Section 10.
2. Shall assume duties of the President when he/she cannot perform them.
3. Shall be versed on all rules concerning each sport and the supplier of these rules.
4. Shall provide other assistance as needed.
5. Shall be bonded for $25,000.00.

Section 5. Secretary – Marketing Coordinator

The Secretary – Marketing Coordinator:

1. Shall attend all Executive Board meetings as mandated in Article III Section 10.
2. Shall be responsible for keeping all books and records of the Association in an organized, concise fashion, including the minutes of meetings of the Board of Directors.
3. Shall serve as parliamentarian at these meetings or shall appoint someone to serve.
4. Shall coordinate the time and location of Executive Board and CHAA membership meetings.
5. Shall help coordinate all marketing events for CHAA activities.
6. Shall provide other assistance as needed.

Section 6. Sports Information Director

The Sports Information Director:

1. Shall coordinate and distribute all sports registration flyers to all Collins Hill cluster schools as needed.
2. Shall coordinate information and update the Collins Hill Athletic Association website as needed.
3. Shall be bonded for $25,000.00.
4. Shall provide other assistance as needed.
5. Shall attend all Executive Board meetings as mandated in Article III Section 10.
6. Shall work with youth leagues or any other database management tools for all sport registrations.

Section 7. Treasurer

The Treasurer:

1. Shall be the Chief Financial Officer of the Association, shall collect all monies and shall have the care and custody of all funds and property of the Association.
2. Shall be bonded for $25,000.00.
3. Shall keep accurate financial records of disbursements and receipt of money.
4. Shall coordinate the receiving and depositing of fundraising, registration, and sponsor monies.
5. Shall co-sign checks with the President.
6. Shall submit an updated financial report monthly, at the annual meeting, and any other time when needed.
7. Shall financially audit concessions on a monthly basis.
8. Shall assist the President, Vice President, and Secretary as may from time to time be requested.
9. Shall attend all Executive Board meetings as mandated in Article III Section 10.

Section 8.

The Director of Baseball, the Director of Softball, the Director of Football, the Director of Basketball, the Director of Cheerleading, the Director of Lacrosse, and the Director of Soccer shall consult with their respective committees and:

1. Shall be responsible for all matters related to the playing or scheduling of their respective sports. This includes establishing and maintaining the rules and regulations for that sport, handling issues of field utilization, fundraising events, uniform purchase, tournaments, and All-Star participation.
2. Shall be responsible for coordinating All-Stars.
3. Shall attend all necessary district and state sports meetings.
4. Shall be that sport’s representative on the Board of Directors.
5. Shall have the responsibility for coordinating with the Board of Directors the policy for field assignment, coach selection process, budget approval process, equipment manager process, as well as the implementation of other policy-making decisions rendered by the Board.
6. Shall act as the Chief Executive Officer for that sport and shall have the right to make day-to-day decisions regarding that sport subject to the policymaking decisions set by the Board of Directors.
7. Shall be responsible for training coaches for their respective sports.
8. Shall, based upon direction by the Board, be authorized to co-sign checks pertaining to expenditures for their individual Sports Committee only.
9. Shall have responsibility for maintaining Operational Guidelines and Rules and Regulations for their respective sport.

Section 9.

Each sport shall have a governing board, which is established in its Operational Guidelines. This governing board shall consist of both elected and appointed officials. Election of officials for each sport will be conducted during the same election as the director for that particular sport. Appointed officials must be reviewed and approved by a majority vote of that sport’s elected board, with oversight by the Executive Board only if an item is in dispute by a member of the Association.

Section 10.

Any Board member who is directly affected by a decision of the Board shall not vote on that matter. This rule applies to both the Executive Board and to the respective governing boards of each sport. Direct affect as used herein means receives any monetary consideration as a result of the decision of the Board, or any member of his immediate family receives monetary consideration as a result of the decision of the Board, or his coaching position or coaching position of the immediate family is directly affected by the vote of the Board. As used in this paragraph, a member of the immediate family includes but is not limited to spouse, children, stepchildren, siblings, and parents.

Section 11.

The Association shall indemnify each person who acts as an Officer or Director of the Association against expenses actually and necessarily incurred in the defense of any action, suit or proceeding in which such Officer or Director is made party by virtue of service as such Officer or Director.

Section 12.

The Board of Directors shall fill any vacancy on the Board and this appointment shall stand until the next general election. If, however, the President or Vice President position is vacated, the President or Vice President shall be replaced by a vote of the Members of the Association.

Section 13.

Each Sports Director, in conjunction with the Treasurer, shall prepare an annual budget for each sport for approval by the Board. The Board is authorized to assess each sport a general administrative expense or other such fees and expenses in order to maintain sufficient operating revenue for the administrative expenses of the Board or in order to ensure the continued operation of all programs.

The Board is also specifically authorized to establish a capital reserve fund to require each sport to have its participants pay into the capital reserve fund such funds as may be voted on by the Board from time to time in order to ultimately reserve enough funds to acquire on behalf of the Association such practice facilities as may be in the Association’s best interest.

Article V – Election of Officers

Section 1. Nominating Committee

The Executive Board shall appoint a nominating committee of eight members from the membership, excluding the current board. This committee shall present a slate of Officers and Directors to fill expiring terms to the Executive Board no later than fourteen days prior to the annual December meeting. The Executive Board shall make public the slate of nominees no later than seven days prior to the annual December meeting.

Section 2. Floor Nominations

Floor nominations will be accepted for all board positions at the annual December meeting.

Section 3. Election and Assumption of Office

All election of officers is pursuant to Article III, Sections 1 and 5 of this Constitution and Bylaws. Board of Directors voting power does not pass until full responsibility has been passed to the newly elected officer as outlined in the following:

1. Executive Officers (President, Vice President, Treasurer, Secretary–Marketing Coordinator, and Sports Information Director) assume office immediately following the results of the election at the General Meeting.
2. Softball, Soccer and Baseball Directors and Board Members assume office immediately following the results of the election at the General Meeting.
3. The newly elected Basketball Director and Board Members shall become assistants to the incumbent Director and Board Members until the conclusion of the current Basketball season. The incumbent Director and Board Members will continue as a voting board until the conclusion of the current Basketball season. At that time, the newly elected Basketball Director and Board Members will assume official duties.
4. Football Director, Cheerleading Director and Lacrosse Director, and the Board Members assume office immediately following the results of the election at the General Meeting.

Section 4.

The names of all nominees will be entered on a single ballot and submitted to the membership present at the annual meeting. Only current members will be allowed to vote. The nominees getting the greatest number of votes will be deemed to have been elected as the new Board of Directors. No proxy voting shall be allowed during the General Elections. All members of the Association, in good standing, shall be entitled to one vote only and must be 18 years or older.

Section 5.

The elected Executive Board and Directors shall serve for 24 months, with some exceptions made for startup sports and finishing out a season. They shall serve without compensation or financial remuneration in any regard. The Executive Board will rotate members in such aspect as President, Secretary and Sports Director to rotate on even number years, Vice President and Treasurer to rotate on odd number years.

Section 6.

In order to be placed on the ballot for a Sport’s Director position, a person must have previously held a position (either elected or appointed) on that sport’s board within the CHAA or on the Executive Board at CHAA within one year or 2 calendar years. In order to be placed on the ballot for President of CHAA, a person must have previously been an elected member of the Executive Board or been a Director or Assistant Director of a sport in the CHAA program.

Should someone with these qualifications not be interested in running for the position, it shall be opened up to include Head Coaches of the sport, individuals with board level experience at CHAA, or individuals who have held a similar position in other associations. Exceptions may be made by the Executive Board for unopposed positions after the nomination deadline has passed.

Article VI – Distribution of Reserve of Excess Income

The CHAA membership will decide by majority vote on how to disburse any excess or reserve revenues over $20,000.00 taken in by all sports provided by CHAA.

Article VII – Operation of Business on Premises

Section 1. No businesses or merchants will be allowed at the Collins Hill Park during association sponsored activities unless they are approved by the Executive Board.

Article VIII – Conduct of Players, Coaches, and Spectators

Section 1. Code of Conduct Policy

It is strictly against the policy of CHAA for any person, either as a participant, coach or a spectator to engage in arguments, to use abusive language, to harass or make any threatening gestures towards umpires, coaches, players or league officials or to exhibit any behavior not in keeping with the general intention of this association. Failure to abide by these policies will result in game suspensions and/or removal from the park. Any further incidents may result in permanent suspension from CHAA.

Any players, coaches, parents or umpires caught fighting or found consuming any controlled substance will be suspended from participation for an amount of time to be determined by the respective Sport’s Board.

Section 2. Player, Coach and Spectator Ejections

1. First Offense – If a manager, assistant coach, player or spectator is ejected from a game, they shall be suspended for the next regularly scheduled game.
2. Second Offense – If a manager, assistant coach, player or spectator is ejected from two (2) games in the same season, they shall be suspended for the remainder of the year.
3. Appeal Process – Upon written request, the person so ejected shall meet with the particular Sport Board to review said violation(s) and to determine if the suspension should be upheld.

Article IX – Background Screening Policy

Preamble:

Section 1.

The following sections shall constitute the official background screening policy of CHAA. The sections shall be posted publicly on the CHAA website and on the online registration system utilized to collect volunteer registration information.

In order to protect the youth of CHAA and to raise the standards of CHAA, a criminal background check is mandatory for all Head Coaches, Assistant Coaches, Trainers, and Managers. An Assistant Coach, Trainer or Manager is any person designated by the head coach as an assistant or any coach who shall be alone with players, or responsible for a team during a game or practice.

It is the policy of CHAA that at any CHAA sanctioned game, practice or event, there must be at least one (1) adult present who has successfully completed a criminal background check. If there is not one (1) adult present who has completed a CHAA background check, the game, practice or event must be halted or postponed until such an adult is available.

Section 2.

A written authorization for allowing CHAA to order an individual criminal background check is required by CHAA and it is the responsibility of the candidate for the volunteer or coaching position (the “Applicant”) to fill out the CHAA background check consent form and return it to a Board Member as directed. Failure to provide a background check consent form will disqualify the applicant from consideration for their volunteer or coaching position.

Section 3.

The Background Screening Committee shall administer all background screening procedures. The committee shall be made up of the current President, Vice-President, Secretary and the Director of the sport for which the Applicant is submitting an application for volunteer status. The Sport Director or a designated Board Member shall receive the completed background screening consent forms and forward them to the Background Committee.

The Committee shall be responsible for transmitting the forms to the reporting agency selected by the Board. The Committee shall receive and review the results of the background screening reports from the agency. The reporting agency will only send back reports if the individual does not meet the CHAA minimum standards for coaches using the following criteria:

1. Individual applicants (“Applicants”) will be reviewed by the Background Check Committee and may be disqualified from positions as a Head Coach, Assistant Coach, Trainer, or Manager if they have ever been found guilty or entered a plea of guilty or nolo contendere, regardless of the adjudication, for any of the following:
   • Any crimes against children
   • Any sexual offense
   • Multiple convictions involving violence
2. Should any pending charges described above be uncovered, or should any charges be brought against an Applicant during the coaches’ season, the Applicant will be reviewed by the Background Check Committee and may be suspended from serving as a volunteer until such time as the charges have been cleared or dropped and he/she is reinstated by a majority vote of the Board of Directors.
3. In addition, Applicants will be reviewed by the Background Check Committee and may be disqualified if they have been found guilty or entered a plea of guilty or nolo contendere, regardless of the adjudication, for any of the following within the past seven (7) years:
   • Any felony conviction
   • Any drug related conviction
4. In addition, Applicants shall be reviewed by the Background Check Committee for possible disqualification if they have been found guilty or entered a plea of guilty or nolo contendere, regardless of the adjudication, for any of the following within the past five (5) years:
   • Any crimes of moral turpitude or lack of integrity and/or character of an Applicant, as determined by the Background Check Committee
   • Multiple alcohol related convictions
   • Any conviction involving violence

Section 4.

The Background Check Committee shall notify the affected Applicant that a disqualifying entry was reported on the criminal background check and present the background report and FCRA (Fair Credit Reporting Act) letter to the Applicant. In the event the Applicant feels a mistake has been reported in their criminal background check, it is the Applicant’s responsibility to contact the reporting agency and resolve any issues.

The Applicant has the right to appeal the decision made by the Background Check Committee. Included with the notification letter will be a copy of the Appeal Process. Failure to adhere to the process set forth as indicated in the Appeal Process will render the Background Check Committee’s decision as final.

Section 5.

All information in response to the criminal background check or disclosed in the review process shall be kept confidential and not disclosed or discussed outside of the review process. CHAA and its members are not responsible for errors or omissions that may be reported on background checks. The Background Check Committee of CHAA shall maintain all authorizations and records or reports in a confidential manner.

Section 6.

All background checks will expire two (2) years from the date of submission to the reporting agency. If the background check is set to expire during the commission of that sport, another background check must be completed.

Section 7.

The Applicant may, at his option, request a hearing of the Appeals Committee. The request for a hearing shall be made on the approved Appeals Request Form and tendered to the sports director or any member of the Executive Board within forty-eight hours of receiving the notification that a disqualifying event has been discovered. Failure to timely request an appeal will cause the determination of the Background Check Committee to become final.

Upon receipt of the Appeals Request Form, the Secretary shall deliver the complete background check to the Appeals Committee and the Appeals Request Form and the Appeals Committee shall schedule a hearing within 14 days of the request and inform the Applicant of the time and date of the hearing. At the hearing, there will be a time limit of thirty (30) minutes for the Applicant to present any argument that the determination of the Background Check Committee should be modified.

Any determination made by the Appeals Committee shall be final. The Appeals Committee is comprised of the President of the Association as well as the Sports Directors for each sport. The President shall only vote in the case of a tie. If the President is not available, the Vice President of the Association will take his/her place.

Article X – Finances and Records

Section 1.

The President shall establish an Audit Committee consisting of at least three (3) members of the Association. The committee's membership shall change annually. The Audit Committee shall review the financial records of the Association and shall make a report at the annual meeting regarding the financial records of the Association to its members.

Section 2.

Any member may inspect all books and records of the Association at any reasonable time upon written demand, stating such purpose. Copies of such records shall be furnished upon the paying of the costs associated with compiling it.

Section 3.

All checks signed by anyone on behalf of the Collins Hill Athletic Association at Rock Springs and Collins Hill Park must bear two (2) signatures, one of which must be a member of the Executive Committee or other Board member and the other, which may be a member of the Sports Committee approved by the Treasurer. Both the President and the Treasurer of the Association must be bonded in the minimum amount of $25,000.

Section 4.

Each sport shall establish and maintain its own financial accounts. Policies and procedures for utilization of the funds for that sport are subject to approval of the Executive Board, and shall be reviewed by the CHAA Treasurer on a regular basis. All expenses incurred on behalf of a particular sport that are less than $2,500 must be approved by the Sport’s Director prior to being incurred. Expenses greater than $2,500 must have the approval of the respective Sport’s Board. All expenses greater than $10,000 must have the approval of the CHAA Executive Board after being approved by the Sport’s Board.

Section 5.

All day-to-day activities for that sport should be addressed through this account. Upon conclusion of the season any excess funds, not earmarked for operating expenses, that remain in the account should be allocated 50% to a “Park Improvement Fund” for each sport and reinvested in Rock Springs and Collins Hill Park facility in order to improve the playing experience for the membership. The other 50% will remain to have startup funds for the next season and be voted on how it will be allocated by the Sports Board.

Section 6.

All elected and appointed officials of CHAA and all elected and appointed members of the individual Sport Boards shall have yearly background checks performed. All official Head Coaches and Assistant Coaches and Team Moms of any sport shall have a background check completed per the CHAA Background Check Policy. Each Head Coach, Assistant Coach and Team Mom shall be checked every coaching season in order to ensure the safety and integrity of the members of CHAA is protected. Records of all background checks shall be maintained for a period of 2 years by the CHAA Secretary, and shall be kept completely confidential.

Section 7.

If a coach is suspended for a year, that person will lose the right to serve any current volunteer position, elected or appointed, that they may hold. This person will also be ineligible to run for any volunteer positions, elected or appointed board positions, for the duration of the suspension. All suspensions include any suspension administered by CHAA.

Article XI – Amendments / Operating Documents

The By-Laws – Section 1.

The By-Laws of the Association may be subjected to amendment by the membership during any general meeting. Passage of the amendment must be by a membership majority vote. It shall be required that any proposed amendment to the Constitution, regardless of sponsor, be submitted in writing to the Board of Directors at least two (2) weeks prior to the meeting. During any operating year, the Board of Directors may make Constitutional amendments by majority vote, provided proposed amendments do not undermine the expressed purpose of CHAA.

Section 2.

The Articles of Incorporation of the Association may be amended by a majority, less abstentions, of the membership present at any annual meeting of the Association, provided the proposed amendment to the Articles of Incorporation shall have been submitted in writing to the Board of Directors at least two weeks prior to the meeting.

Section 3.

Each Sports Director shall conduct an annual review of that sport’s Operational Guidelines and Rules and Regulations, and update them accordingly. In order to make any changes to the Operational Guidelines official, the changes must first be approved by a majority vote of the Sports Board, and then by a majority vote of the Executive Board.

Should it be determined that during the course of the year that specific issues need to be addressed in a Sport’s Operational Guidelines, individual items can be voted on by the Sport’s Board, but must be approved by a majority vote of the Executive Board in order to be implemented. Rules and Regulations will be managed by and subject to a majority vote of the governing body of the sport, with oversight by the Executive Board only if an item is in dispute by a member of the organization.

In no event shall a Sports Board make any policy change in respect to “travel teams” without prior Executive Board approval. This includes but is not limited to the number of travel teams per age group or practice days or times allotted for travel teams. CHAA is a recreational program first and foremost, and recreational programs are given priority over travel programs.