Southborough Youth Basketball Association Constitution and Bylaws

(“SYBA”)

The purposes of the Southborough Youth Basketball Association (hereafter referred to as SYBA) are to provide an enjoyable experience for each youth participant; develop character, skills, sportsmanship; and to promote good will among all teams and individuals. SYBA is organized exclusively for charitable and educational purposes, including the making of distributions to organizations that qualify as exempt organization under section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law.)

ARTICLE 1: ADOPTION OF BYLAWS

SECTION 1: The Southborough Youth Basketball Association adopts the following Youth Basketball Bylaws (hereafter referred to as Bylaws) as its own. It is further understood that SYBA may implement its own policies and procedures to ensure efficient operation of its programs. However, policies and procedures will not contradict or take precedence over the Bylaws.

ARTICLE II: OBJECTIVES OF SYBA

SECTION 1: The objectives of SYBA shall be to:

1. Promote and sponsor organized, recreational basketball programs for all youth, as a group unit, in the Town of Southborough.
2. Teach the fundamentals of basketball to Southborough youth.
3. Teach and promote the ideals of good sportsmanship, discipline, and teamwork at all levels of the game of basketball for the benefit of all youth, as a group unit, in the Town of Southborough.
4. Provide a full, equal and fair opportunity for all youth in the Town of Southborough to participate in organized, recreational basketball.

SYBA shall at all times work with officials of the Town of Southborough to achieve these objectives.

ARTICLE III:  MEMBERS

SECTION 1: The members of SYBA shall be the families of children registered to play basketball in a SYBA program. Each family that resides in the town of Southborough and has at least one child enrolled to play in a SYBA program on December 1 of each basketball season shall be a Member. Membership shall be determined each December 1.

SECTION 2: A member meeting may be called by the president. Any such meeting shall be held on a date and at a location to be selected by the Board of Directors. Notice shall be given to all members by electronic mail at least 10 days in advance. A meeting agenda shall be prepared by the president and approved by the Board of Directors. The agenda shall include an item entitled “Open Forum” to provide members an opportunity to express viewpoints. The president shall open and close all meetings and shall preside over them as he/she deems reasonable and appropriate.

SECTION 3: The members shall have the following powers:

a. To attend member meetings as may be called by the president;

b. To be informed of SYBA policies as promulgated by the Board of Directors;

c. To offer ideas for policies, rules and/or programs of SYBA for the Board of Directors to consider;

d. To vote to alter or amend these Bylaws as provided below.

SECTION 4: Votes to alter or amend these Bylaws shall be conducted by U.S. and/or electronic mail, as the Board of Directors may determine, and all votes shall be strictly confidential. Such votes shall be held upon the presentation by any member of a petition to amend. The petition shall be presented to the president and shall include at least three identified member sponsors. It shall be in writing, shall be presented between April 1 and September 1 only, and shall specifically delineate language of the proposed new Bylaw provision(s) along with any language proposed to be deleted from the Bylaws. The sponsors shall also provide a statement of the reasons for each proposed Bylaw amendment. No petition shall be valid unless signed by the sponsors and supported by the signatures of 25 percent of all members. The president shall determine the validity of any petition. If the petition is determined to be not valid, the president shall inform the petitioner(s) of all defects. If the petition be determined valid, the president shall, with the approval of the Board, prepare a notification of pending vote and a ballot, which shall be delivered to all members. The notification shall include a copy of the petition and shall be delivered by electronic mail. It shall instruct members of a voting deadline, which shall not be less than 14 days after the notice is delivered, and inform them of the manner of delivering their votes. All voting shall be by “yes” or “no” only. Votes shall be counted by the Board of Directors. Petitions to amend shall fail unless approved by 60 percent of all members. For all such petitions, the Board of Directors shall provide a recommendation to the membership. Any Board Member may communicate his/her views regarding the petition to the members.

ARTICLE IV: DIRECTORS AND OFFICERS

SECTION 1: SYBA shall be controlled and operated by a Board of Directors that shall be comprised of its officers and two at-large members. At-large members shall serve solely at the discretion of SYBA’s president. Each officer shall have one vote on all SYBA matters presented at any Board meeting. In the event of a tie vote on any SYBA matter, the vote of the president shall determine the question. At-large members may attend all meetings and participate in all debates but shall not be permitted to vote on any SYBA matter.

SECTION 2: The elected officers of the SYBA will be a President, Vice-President, Travel Coordinator, Program Coordinator, Schedule Coordinator, and Treasurer.  Officers shall be elected by the Board of Directors and shall serve until resignation or removal by a 2/3 majority vote of the Board. Candidates for all offices shall be eligible for election upon nomination by the Board of Directors only. No person shall be eligible to be elected as president unless he/she first serves on the Board of Directors for a period of one year, except that this requirement may be waived if no person is qualified, willing and able to serve as president. The president shall be elected annually. At-large members shall be nominated by the president and approved by the Board. They shall serve for a one year term. At-large members may be removed by the president or by a majority vote of the Board. Upon such removal, the president shall nominate a replacement at-large member for Board approval within a reasonable time.

SECTION 3: The duties of the SYBA Officers shall be to

• Manage all basketball operations, including but not limited to all town basketball programs, travel basketball programs, and any special events or programs authorized by the Board.
• Transact necessary business in the intervals between meetings and during off season periods
• Approve and pay bills, prepare and file tax returns, make financial decisions, set player participation fees, and conduct any and all financial operations necessary to the conduct of SYBA business;
• Consider and determine the handling of any issues that may arise in the course of SYBA operations.
• Carry out the objectives of the SYBA.

ARTICLE V: DUTIES OF OFFICERS

SECTION 1: The President will perform the following duties:

• Preside at all Board and other meetings that involve SYBA issues of any sort.
• Enforce the SYBA Bylaws and its policies and procedures.
• Act as liaison with Town of Southborough officials, including the Recreation Department.
• Oversee all basketball programs and facilities.
• Communicate with the membership and manage the day-to-day operations of all SYBA programs.

The President may engage such assistance for the performance of his duties as he/she deems appropriate or necessary. He/she shall be empowered to make all SYBA decisions as reasonably necessary, subject to the oversight of the Board, and to call meetings of the Board for any purpose and at any time as may be deemed reasonable and appropriate by him/her.

SECTION 2: The Vice-President will perform the following duties:

• Coordinate all activities associated with SYBA Registration and Equipment;
• Manage and oversee the travel tryout process, with the assistance of the president and in a manner as the president and Board may direct;
• Attend all SYBA Board and other meetings;
• Assist the president in the performance of his/her duties as may be requested from time to time.

SECTION 3: The Scheduling Coordinator will perform the following duties:

• Attend all SYBA Board and other meetings;
• Coordinate game and practice schedules for all SYBA basketball programs and communicate directly with Southborough officials, coaches and the president to assure the efficient use of gym time;
• Assist the president in the performance of his/her duties as may be requested from time to time.

SECTION 4: The Travel Coordinator will perform the following duties:

• Oversee and manage the travel program, with the assistance of the president and in a manner as the president and Board may direct;
• Attend all SYBA Board and other meetings;
• Assist the president in the performance of his/her duties as may be requested from time to time.

SECTION 5: The Program Coordinator will perform the following duties:

• Oversee SYBA programs to ensure they are operated in accordance with these Bylaws and the policies of SYBA;
• Ensure that SYBA’s grade coordinators perform their duties in accordance with these Bylaws, SYBA’s  policies, and the instructions of the president;
• Attend all SYBA Board and other meetings;
• Assist the president in the performance of his/her duties as may be requested from time to time.

SECTION 6: The Treasurer will perform the following duties:

• Receive all money and manage all financial accounts of SYBA;
• Keep accurate records of all receipts and disbursements and make disbursements as directed by the president and permitted by these Bylaws;
• Prepare for Board approval such annual tax returns as may be required and file the returns with appropriate taxing authorities. No such tax return shall be filed until reviewed by the president and signed by the treasurer;
• Attend All SYBA Board and other meetings.

SECTION 7: The At-Large members of the Board will perform the following duties:

• Attend all meetings of the Board of Directors;
• Assist the president in the performance of his/her duties as may be requested from time to time.

ARTICLE VI: FINANCES

SECTION 1: All funds collected on behalf of or in the name of SYBA will be handled, maintained and accounted for by the Treasurer in a Massachusetts bank account. Records of all funds received and expended shall be retained as the books and records of SYBA and shall be available for inspection by any member of the Board upon written request to the treasurer. The treasurer shall provide a summary financial report in writing to the Board at least once annually.

SECTION 2: All disbursements shall be in the name of SYBA and will be transacted by check. The Treasurer shall retain with the books and records of SYBA all receipts and other records related to the payment of expenses.

SECTION 3:  No part of the funds of SYBA shall inure to the benefit of, or be distributable to, its members, trustees, or officers, who shall serve SYBA as volunteers only. The organization may pay reasonable compensation for such outside services rendered to SYBA as the Board deems necessary and appropriate and make payments and distributions in furtherance of the purposes set forth hereof. A schedule listing all SYBA bank accounts and any other assets of SYBA shall be prepared by the treasurer as of the end of June each year along with a statement of changes in net funds. The schedule of bank accounts and other assets and the statement of changes in net funds  shall be provided by the treasurer to all officers as soon as available and at the latest within 2 months from the end of June of each year. The president may request a status of funds available from the Treasurer at any time. The treasurer shall provide the president with a summary of available funds, upon request of the president, as soon as practicable. The Board may, in its sole discretion, make such disbursements from the net funds of SYBA as will benefit or promote the playing of basketball by the youth of the Town of Southborough.

SECTION 4: 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 on behalf of any candidate for public office. 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 for Federal Income tax under section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) or (b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).

ARTICLE VII: PLAYER SELECTION PROCEDURES

SECTION 1:  SYBA will notify all children and parents of the registration process through the local schools and other means. All players must be residents of Southborough or attend school in Southborough.

SECTION 2: The Board shall, for each basketball season, schedule a registration period that shall have a start date and an ending date that are no less than 30 days apart. All players must register in accordance with the procedures set by the Board on or before the registration closing date. The registration requirement shall include but not be limited to the payment of such participation fees as the Board deems proper and necessary for the operation of SYBA. The Board may waive registration fees for individual players upon a showing of financial hardship. No player who fails to register by the registration closing date shall participate in any basketball program, except that the president may permit late registrations in his/her sole discretion prior to the commencement of the basketball season.

SECTION 3: There shall be a TOWN basketball program each season. Teams shall be selected from among all registered players under guidelines established by the president. In all events, SYBA shall make its best effort to create equal teams to the greatest extent possible by dividing players in accordance with skill levels. The TOWN program shall promote sportsmanship, teamwork, the development of basketball fundamentals, and competitive basketball, in that order. All players in the TOWN program shall play approximately equal amounts of time in each basketball game. Scores of games may be kept but not maintained for purposes of keeping standings of teams in grades 6 and below.

SECTION 4: In the Board’s discretion, there may be a TRAVEL basketball program each season. The TRAVEL program’s purpose shall be to provide more advanced players an opportunity to play additional and more competitive basketball. The TRAVEL program shall promote sportsmanship, teamwork, the development of basketball fundamentals, and competition, in that order. TRAVEL players shall be selected by a tryout process determined by the Board to be in the best interests of the youth of Southborough.

SECTION 5:  There shall be a grade coordinator for each grade of players. The coordinator shall manage and supervise the TOWN team selection process. Any issue related to the selection process used for town teams is to be directed to the Board for resolution.

SECTION 6:  All TRAVEL team players shall be required to participate in the TOWN program in grades 4 and 5, and in such other grades as the Board deems appropriate.

ARTICLE VIII: PARENTAL RESPONSIBILITIES

SECTION 1:  Parents of children who participate in SYBA programs shall maintain behavior that reflects positively on SYBA and promotes good sportsmanship.

SECTION 2:  Parents of children participating in SYBA programs have the following responsibilities:

• Abide by the rules established by SYBA and/or the Southborough Recreation Department, including zero tolerance of inappropriate or disrespectful behavior toward players, coaches, and referees.
• Have child(ren) at all scheduled practices by the designated time.
• Respect all decisions of team coaches and work constructively with them to promote team unity and harmony.

Failure to perform the above responsibilities may result in the parent and/or his/her child being suspended or removed from participation in SYBA programs. The SYBA Board of Directors will make such decisions.  In such case, no player fees will be refunded.

ARTICLE IX: COACHING RESPONSIBILITIES

SECTION 1:  Coaches are expected to create an environment at practices and at games that promotes SYBA’s goals of good sportsmanship, development of basketball fundamentals, and teamwork. Coaches shall communicate SYBA’s goals and its policies to players and their parents.  Coaches shall communicate directly with parents and provide game and practice schedules on a timely basis.

SECTION 2:  Coaches are responsible for ensuring that all players on their teams and their fans practice good sportsmanship before, during and after each game.   Coaches are responsible to:

• Support the referees and refrain from arguing with or making derogatory comments toward them.
• Refrain from actions or words that undercut the self-esteem of players from their own or opposing teams.
• Not allow any players to make derogatory comments or to show disrespect to an opposing team’s players, parents or referees.
• Support post-game exchanges of good sportsmanship between players and coaches.

The Board shall be free to accept or reject individual coaches based on its assessment of a volunteer’s ability or willingness to comply with these policies. Failure of any coach to comply with these policies may result in his/her removal from coaching in SYBA programs by the Board of Directors, which may take such action in its sole discretion.

ARTICLE X: COACH SELECTION PROCEDURES

SECTION 1:  SYBA coaches must have good morals and community involvement. Coaches cannot be convicted of a felony or a crime involving moral turpitude. No one is guaranteed the privilege or right to coach.

SECTION 2:  The grade appropriate coordinators will make coaching selections for TOWN teams. Coaches shall be approved by the Board. Any issues related to selection of town team coaches will be directed to the president for resolution.

SECTION 3:  TRAVEL team coaches will be selected by the Board of Directors.

ARTICLE XI: DISSOLUTION

Section 1:  Upon the dissolution of the organization, the Board of Directors shall, after paying or making provision for the payment of all of the liabilities of the organization, dispose of all of the assets of the organization exclusively for the purposes of the organization in such manner, or to such organization or organizations organized and operated exclusively for charitable or educational purposes as shall at the time qualify as an exempt organization or organizations under section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the Board of Officers shall determine.  Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

Adopted by the Board of Directors March 9, 2011, by unanimous vote of all members.