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Copley-Fairlawn Athletic Association By-Laws |
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Printable PDF Version Click Here Revised and approved November 2084 |
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Article I Mission Statement The Copley-Fairlawn Athletic
Association is a not-for-profit organization comprised primarily of
volunteers. We are focused on
providing for the formation, organization, training and development of our
community’s youth. We are
committed to providing a fun yet competitive environment whereby the youth
of our community may compete and develop general or advanced skills in
specific sports, while learning the basic values of teamwork, respect and
sportsmanship. We believe our
customers are the parents/guardians and their children who participate in
our programs and that we have a responsibility to them to provide safe,
fun and instructive programs and an overall enriching experience. Article II Core Values The
Copley-Fairlawn Athletic Association embraces and is committed to the
following core values in all our endeavors:
¨ Respect – for Members, Trustees, Officers, Customers and others who are dedicated to the youth of our community; to be role models to the community, participants and guests in our programs and to embody the values and beliefs of this Association. ¨ Responsibilities – for safety, proper supervision and instruction and to provide an enriching experience for our customers; provide a fun environment for the children of our community. ¨ Citizenship – to represent ourselves within and outside our community with the highest level of dignity and pride; to build the best possible relationships within our community; and to strive to set and achieve the highest possible organizational standards. ¨
Commitment – exceed our obligations and commitments to our
customer’s expectations. Article III Incorporation The
Copley-Fairlawn Athletic Association, Inc. (CAA or the Association) is a
501-c(3) not-for-profit organization.
The fiscal year of the Association shall be the annual period ended
November 30 of each year. Article IV Organization Section 1. Membership
1.1. Eligibility - Any person who is a resident of Copley Township, City of Fairlawn, residing within the Copley-Fairlawn Public School District, or whose children attend a school within Copley-Fairlawn , Summit County, Ohio, shall qualify as otherwise provided in the Constitution or by-laws, shall be eligible to membership. Non-residents, upon application, may be accepted by majority vote, as defined within, of the Board of Trustees. There shall be two (2) classes of members, viz., Active and Life. 1.2. Active Members
- Any adult, 18 years of age or over, meeting the above
requirements, having an active interest in the promotion and development
of community recreation, subject to the approval of the Membership
Committee, upon proper application, may become an active member of this
Association and will be expected to perform any reasonable service
requested and attend at least one-third of the previously held monthly
Membership meetings over the prior 12 months.. 1.3. Life Membership - Any person may
be elected to Life Membership by a majority vote, as defined within, by
the Board of Trustees for outstanding or extraordinary service to this
Association, its activities and purposes. 1.4. Suspension of Members
- Any member of this Association may be suspended and/or removed by
a two-thirds (2/3) vote, as defined within, of the Board of Trustees for
cause or willful violation of the Constitution and by-laws pursuant to Article X within this document. Section 2. Trustees
2.1. Board of Trustees - The Board of Trustees shall have the control and
management of the business, funds and property of the Association. It may
promulgate and enforce rules governing the use of the property and
privileges of the Association by its members, participants and guests; by
a majority vote, as defined within, appoint special committees of the
Association for any purpose deemed necessary by them. Any Trustee of the
Association may be removed for cause by the affirmative vote of two-thirds
(2/3), as defined within, of the Board of Trustees. There shall always be
Nine (9) elected trustees on the Board. Any other vacancy occurring on the
Board of Trustees may be filled by appointment by the President, with the
approval of the Board of Trustees by majority vote, as defined within, to
serve until the next regular election. 2.2 Eligibility
for Nomination – Individuals being nominated to be a
Trustee must be an active member for at least six (6) months prior to
their nomination and must have attended at least four (4) monthly
meetings. 2.3. Number of Trustees
- The Board of Trustees (Board) shall consist of a maximum of
Twenty Seven (27) but not less than nine (9) members who shall be elected
and serve for a term of three (3) years. Not more than nine (9) new
trustees shall be elected in any one election. Any Trustee who does not
attend two-thirds (2/3)of the meetings of the Board of Trustees and two
thirds (2/3) of the regular monthly meetings during any fiscal year may be
removed from office by the affirmative vote of two-thirds (2/3), as
defined within, of the Board of Trustees at any official meeting of the
Board. 2.4. Election of Trustees - The election of Trustees of CAA shall be held at the annual meeting of the Association Membership. The election shall be by closed ballot, and a majority of all votes cast, as defined within, by the Active or Life Members present shall be necessary for election. New Trustees shall be elected each year and their terms shall start December 1st following the date of the election. Each Trustee must be a Member throughout their term. Section 3.
Officers
At each annual meeting, following the election of Trustees, the qualified Trustees shall elect, by a majority vote, as defined within, a President from the Trustees. The President, who shall be elected for a one (1) year term, shall assume office on December 1st, following the date of election, and shall serve until a successor is elected. The President shall appoint a Vice President, Secretary and Treasurer from the Trustees, all to serve one (1) year terms. Such appointments to be confirmed by the majority vote, as defined within, of the Board of Trustees no later than the first Monthly Meeting of the membership following the Annual Meeting and shall serve until successors are appointed and approved. Article V Duties of OfficersSection 1. President
- The President shall preside at all meetings of the Trustees and
the Association membership, attest all certificates of membership, appoint
or remove, as defined in Article X, all standing committee directors and
perform all duties associated with said office as defined elsewhere in the
by-laws, and such other and further duties as may be from time to time
requested by the Board of Trustees. Section 2. Vice President - The Vice President shall perform all duties of the
President in case of the latter's absence or disability. In case both the
President and Vice President are absent or unable to perform their duties,
the Trustees shall appoint, from the Board of Trustees, a Director to
preside. The Vice President
shall be responsible for continuing and further developing relationships
with the local schools and other facility personnel. Section 3. Secretary - The Secretary shall keep a book of the minutes of
all meetings and shall give all notices required by law and all notices
provided for by the Constitution and by-laws of this Association. The
Secretary shall keep a current roster of the names and addresses of each
member of this Association and shall issue and attest all certificates of
membership, and generally perform such duties as may be required by the
members or the Trustees. At the expiration of the Secretary’s term of
office, the Secretary shall deliver all books, papers and property of the
Association to their successor or to the President. Section 4. Treasurer - The Treasurer shall chair the Office of the Treasury. The Office of the Treasury shall include the Treasurer adn a reputable accountant and/or accounting service, approved by a majority vote of the Board of Trustees, to maintain the Association's books and records. This Office will receive and safely keep all monies, rights, and properties in action belonging to the Association, and the same shall be dispersed under the direction, and to the satisfaction of the Board of Trustees. Proper invoices shall be taken for all such disbursements. The Office of the Treasury shall keep an accurate record of the finances of the Association prepared and furnished for this purpose, and all books shall be open for inspection and audit by the Board of Trustees, or any member upon written request to and approval by the President. The Treasurer shall render a current written financial report at the Annual Meeting and at such other times as the Board of Trustees may require, including monthly statements of receipts, disbursements and balances. The Office of the Treasury shall perform any such other and further duties as may be required by the President, or the Director of the Finance Committee, in the President’s absence. Upon changes in the Office of the Treasury, the Treasurer shall deliver all monies, properties and rights of the Association to their successor in office, or to the President and at this time, an audit shall be made pursuant to Article VI, Section 4. Article VI Committees
Section 1. Committees Generally There shall be ten (10) standing committees, as follows: (a) The Field Committee (b) The Fundraising Committee (c) The Finance Committee (d) The Rules/ Standards Committee (e) The Membership Committee (f) The Basketball Committee (g) The Soccer Committee (h) The Baseball Committee (i) The Softball Committee (j)
The Tennis Committee All Directors shall be members of the
Board of Trustees and shall be appointed annually by the President and
approved by a majority vote, as defined within, of the Board of Trustees.
In addition to the above and foregoing Committees, the President, with the
consent and majority approval, as defined within, of the Board of
Trustees, may create and appoint other and further committees and
prescribe their duties. Section 2. The Field Committee - The Field Committee shall have charge and
supervision of the Association's playing fields, field equipment,
bleachers and immediate premises; shall have charge and supervision of
field maintenance; shall secure playing fields, courts and ground sites
and develop the same for playing and, as instructed by majority vote, as
defined within, of the Board of Trustees, shall prepare the fields,
courts, and grounds for the conduct of the respective games to be played
thereon. It may hire and discharge all employees required by it in the
administration of its duties. It shall perform such other duties as may
properly come within its province or may be from time to time prescribed
by a majority vote, as defined within, of the Board of Trustees. Section 3. The Fundraising Committee –
The fundraising committee shall be responsible for all fundraising
activities and sponsorship solicitation.
All fundraising policies must be approved by a majority vote, as
defined within, of the Board of Trustees. Section 4. The Finance Committee - The finance committee shall be responsible for the
periodic audit of the Association's books of account as described above
and below. The finance committee shall be responsible for insurance
coverage procurement and dealings with legal counsel when necessary. The
audit of the books shall be conducted by both the newly elected President
and Treasurer, both the retiring President and Treasurer, and at least one
member of the finance committee or an active member of the Association, as
approved by a majority vote, as defined within, of the Board of Trustees.
With the concurrence of the incoming President, a member of the finance
committee and any two (2) of the above may perform the audit, as approved
by a majority vote, as defined, of the Board of Trustees Section 4. The Rules/Standards Committee - The Rules/Standards Committee shall work with the
Directors of the various sports committees to establish the eligibility
and playing rules for each individual sport and age level, subject to
approval of the Board of Trustees. This committee shall review the rules
and make recommendations to the Board of Trustees.
These rules shall be reviewed and approved, by a majority vote, as
defined within, on an annual basis, by the Board of Trustees. Section 6. The Membership Committee
- The Membership Committee shall be responsible forobtaining and
certifying Association memberships, recruiting new membership, certifying
membership eligibility, collecting dues, and maintaining current mailing
lists. Section 7. The Basketball Committee, The Soccer Committee, The Baseball Committee, The Softball Committee and The Tennis Committee (The Sports Committees) - The Sports Committees shall establish annual budgets, teams, schedule matches/games, assign equipment and uniforms, obtain and assign officials, distribute and enforce established league rules, and request fields or courts for matches/games and practices through the Field Committee. These shall be achieved through coordination and cooperation with the Field and Rules/Standards Committees. Commissioners responsible for a league or age group shall be assigned by the respective Committee Director. Such Commissioners are responsible to that Director. Article VIIMeetings Section 1. Annual Meetings - The regular annual meeting of the members of the
Copley-Fairlawn Athletic Association, Inc., shall be held at the usual, or
designated meeting place for said Association during November of each year
at a time announced at the previous regular meeting, subject to change as
determined by the Board of Trustees with notice at least seven (7) days
prior to the date of such meeting. Section 2. Monthly Meetings - Regular monthly meetings of the members of the
Association shall be held on the second Thursday of each month at such
place and time as may be designated from time to time by the Board of
Trustees, subject to change as determined by the Board of Trustees, with
notice at least seven (7) days prior to the date of such meeting. Section 3. Trustees Meetings
- The Board of Trustees shall hold meetings at the discretion of
the President, at such place as the President, or in their absence or
disability, the Vice President, may determine and provide notice to the
other Trustees. Special meetings of the Board of Trustees may be called
upon the request of any three (3) Trustees. No less than fifty percent
(50%) of the currently seated Trustees shall constitute a quorum for the
transaction of business. Section 4. Special Meetings
- Special meetings of the members of CAA may be held any time upon
request of the President or a majority of the Board of Trustees. Any
regular member may request a special meeting by contacting the President
or Vice President. Section 5. Notice of Meetings
- Notice of all Annual and Special meetings and of any monthly
meetings at which a change of the Constitution and by-laws is to be acted
upon, shall be communicated to each member appearing on the books of this
Association by the Secretary or their designee at least five (5) days
prior to the date of such meeting, and in all cases of Special meetings,
the notice thereof shall state briefly the objectives and purposes
thereof. Section 6. Quorum
- No less than fifty percent (50%) of the current Trustees or fifty
percent (50%) of the currently active Members shall constitute a quorum for the
transaction of Membership business at any annual, monthly or special
meetings of the Association. Section 7. Definitions
of Voting Requirements – Unless otherwise specified, an
affirmative vote is defined as the majority of those Members, Trustees, as
appropriate, present. Votes
may either be, as defined, a majority vote (greater than 50% approval of
those present), a two-thirds (2/3) vote of those present, or a unanimous
vote (100%) of those present. Section
7a.
Committee Voting Requirements - Unless
otherwise specified, an affirmative vote is defined as the majority of
those committee members whose votes may be cast via written proxy or
e-mail delivered to the Chair of the Committee, telephone participation
during the vote, or in person at the vote. Article VIII
Order of Business
Section 1.
Annual Meetings Unless otherwise ordered by a majority of members present, the order of business at Annual Meetings of the members of this Association shall be as follows: 1. Reading of the minutes of the previous meeting. 2. Treasurer's Report. 3. Reports of Other Officers. 4. Reports of Committees. 5. Election of Trustees and Officers. 6. Old Business. 7.
New Business. Section 2.
Regular and Special Meetings Unless otherwise ordered by a
majority of members present, the order of all business at all regular
meetings and Special Meetings of the members of this Association shall be
as follows: 1. Reading of minutes of previous meetings. 2. Treasurer's Report. 3. Committee Reports. 4. Old Business. 5. New Business.
Section 4. Requests - Any request for the use of the Association's owned
or controlled facilities, equipment or the donation of money for other
than the Association's activities must be submitted in writing to the
Trustees for study and appropriate action. Section 5. Fiscal Policy - All funds of this Association shall be deposited in
any Bank the Board of Trustees may designate. The Office of the Treasury shall, at
regular intervals, as directed by the Board of Trustees, deposit therein
all accumulated money, checks, and other negotiable paper belonging to the
Association, which may be withdrawn upon the signature of the Office of
the Treasury,
President or the Director of the Finance Committee, of the Association,
after approval by the Board of Trustees. The Office of the Treasury, however, shall
have the authority to pay and issue checks for the payment of bills. Section 6. Fidelity Bond
- Upon request by a majority vote of the Trustees, the Office of
the Treasury shall be required to furnish a
bond in an amount in excess of the previous year's total expenditures. The
premium thereof to be paid out of the treasury of the Association. Section 7. Contract - The President may enter into contracts subject to the approval of the Board of Trustees. The President may delegate authority for specific purposes. Article IXPlayer Eligibility
Section 1. Residents - Any player who is a resident of Copley Township,
City of Fairlawn, residing within the Copley-Fairlawn Public School
District or who attends a school within Copley-Fairlawn shall be eligible
to participate in all the Association's athletic programs, after proper
registration. Section 2. Non-Residents - Nonresidents may apply for Player Eligibility subject to a majority vote, as defined within, of the Board of Trustees. Article X Rules Section 1. Playing Rules - Each competitive athletic game or games played shall
be conducted in accordance with the rules for such game or games, as
promulgated by the Rules Committee of this Association and adopted by a
majority vote, as defined within, of the Board of Trustees. Any changes in
any rules of play after their adoption must first be referred to the
Rules/Standards Committee for action and approval, then adopted by a
majority vote, as defined within, of the Board of Trustees. Section 2. Policies & Procedures Manual – CAA
shall provide and maintain a Policies & Procedures Manual, which will
provide expanded detail of organizational practices and rules (exclusive
of playing rules) consistent with the intent and spirit of this
Constitution and By-Laws. All requests for changes and/or additions shall
be forwarded to the Rules/Standards Committee which, in turn, will present
to the Board of Trustees for Approval by majority vote as defined within.
At a minimum, the Policies & Procedures Manual shall be reviewed and
approved by the Board of Trustees on an annual basis. 2.1 Content – At a minimum, the Policy and
Procedure Manual will contain the following topics: 2.1.1 Code of Conduct ¨ Expectations of conduct and behavior of the Members, Trustees, Officers and Directors of CAA ¨
Disciplinary procedures, including suspension or removal of
Members, Trustees, Officers, Directors. Shall include due process and
appeals procedures. 2.1.2 Sports Committees ¨ Coaches, players, parents/guardians and guests code of conduct ¨ An organizational chart delineating the reporting and administrative roles of each supervisory position ¨ Roles and responsibilities of authority ¨ Suspension, removal and other disciplinary procedures for cause for coaches, players, parents/guardian, guests and administrators, including due process procedures for further review and conclusion. ¨ Competitive venues, including but not conclusive, as to tournaments, all-star teams, etc. ¨ Awards and/or certificate achievements to be delivered. ¨ Annual Budget and Planning procedure, and expenditure approval process ¨ Participation Fees and approval thereof ¨ Protest procedures, protocols and due process ¨ Coach/Player Selection process 2.1.3 Administrative – Members, Trustees, Officers, Directors and Committees other than the Sport Committees ¨ Definitions of roles, responsibilities and authority of Administrators ¨ Requirements for Eligibility ¨ Organizational chart ¨
Annual planning procedures and specific target dates, such
as, budgets, newsletters, etc. Article XI Amendments
This Constitution and by-laws may be
amended or repealed by a two-thirds (2/3) vote of the Active and Life
Members present and entitled to vote at any regular meeting, special
meeting or annual meeting provided, however, that written notice of such
proposed amendments, over the signature of the Secretary shall be mailed
to each Active and Life Members at least five (5) days prior to the
meeting at which such proposed change may be submitted to vote, setting
forth the proposed amendment or amendments and stating the time and place
for submission to the membership for adoption or rejection. Article XII
The decision of the Board of Trustees on any question involving the interpretation of these regulations shall be final.
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