ARTICLE I: PURPOSE
Section 1: The Vestavia Hills Youth Baseball Association is an organization of parents devoted to the organization, management, and day-to-day direction of the youth baseball program in Vestavia Hills and operates under the direction and guidance of the Vestavia Hills Park Board. The overall object of this program is to facilitate the knowledge, skills, sportsmanship, and self-esteem of each participant.
Section 2: The management of the baseball league shall be vested in the Executive Committee consisting of a President, First Vice President (in charge of ages 15-18), Second Vice President (in charge of ages 12-14), Third Vice President (in charge of ages 9-11), Fourth Vice President (in charge of ages 4-8) Secretary, Treasurer, and one At-Large Vice President member for each league, ages five (5) through fourteen (14), one At-Large Vice Presidents for fifteen-sixteen (15-16) and one At-Large Vice President for seventeen-eighteen (17-18), Director of Marketing, elected by the baseball parents.
Section 3: All members of the Executive Committee shall assume their duties July 1st and serve until June 30th of the following year.
Section 4: The Executive Committee will meet on a regular basis with the date and time of such meetings to be determined by the President and will hold an annual meeting in June of each year. A quorum of the Executive Committee shall consist of a majority of the current entire Executive Committee, with a quorum required before any business can be transacted; and all questions will be decided by a majority vote of the current entire Executive Committee.
Section 5: All officers of the Executive Committee shall reside within the Vestavia Hills city limits and must have served in the baseball program as league director, parent representative, coach, or assistant coach prior to serving on the Executive Committee.
Section 6: The President is prohibited from coaching a team in any of the levels of the baseball league. Executive Committee members cannot head coach in the age group she or he represents on the Executive Board.
Section 7: In the event the President is not able to complete his/her term of office, the Executive Committee shall appoint a replacement for President, as well as any other vacancies occurring among the Executive Committee.
Section 8: These By-Laws may be altered, amended, rescinded, or repealed at any annual or special meeting of the Executive Committee by the affirmative vote of a majority of the current entire Executive Committee. By-Laws are subject to Park Board approval.
Section 9: The Executive Committee shall have the power by simple majority vote of the current entire Executive Committee to expel, or ask for the resignation of, any officer for inactivity, or conduct unbecoming an officer of the Association, league director, or coach in the baseball league. Any such person under consideration for expulsion, suspension, or requested resignation, shall have the right to a hearing at a special meeting of the Executive Committee. This meeting shall be called as promptly as possible, and the decision of the Executive Committee shall be final.
Section 10: The Vestavia Park Board’s liaison of baseball is invited and requested to attend all Executive Committee meetings. He/she will be notified in advance of each meeting.
ARTICLE II - ELECTION OF EXECUTIVE COMMITTEE
Section 1: The Executive Committee shall appoint a Nominating Committee of at least two (2) members of the Association forty-five (45) days prior to the Annual Meeting in June, for the purpose of selecting and submitting a slate of officers for the following year. (See Park Board By-laws)
Section 2: The membership shall be notified of the nominated slate of officers and the date of the annual meeting in writing. This information will be posted at the Recreation Center fifteen (15) days prior to the annual meeting. Additional individual nominations other than those selected by the Nominating Committee may be made by notifying the chairman of the Nominating Committee of such nominee no less than five (5) days prior to the election. No nomination will be accepted subsequent to the five-day deadline.
Section 3: At the annual meeting, the Nominating Committee will present the names of such nominees for each elective office who agreed to serve if elected.
Section 4: The nominees will be voted on at this meeting and will be elected by a majority vote of those entitled to vote and present at the election. The parent(s) of the participant(s) in the program the prior fiscal year shall be entitled to vote, not to exceed two votes per family.
Section 5: Names of the elected officers shall be posted in the Recreation Center at the conclusion of the annual meeting election.
ARTICLE III - DUTIES OF OFFICERS
Section 1: President - Presides at all meetings of the Executive Committee and will be responsible for the general operation of the baseball program. The President will attend/appoint a designee to attend all Park Board meetings.
Section 2: First Vice-President, Second Vice-President, Third Vice-President, and Fourth Vice-President – Provide general assistance to the president of the league by supervising their respective At-Large Vice Presidents. The First Vice President will supervise age groups15 though 18, the Second Vice President will supervise age groups 12 though 14, the third Vice-President will supervise age groups 9 through 11, and the fourth Vice-President will supervise age groups 4 through 8.
Section 3: At-Large Vice Presidents for each league ages five (5) through eighteen (18) - Provide general assistance to the President of the League and report to their respective Vice President.
Section 4: In the absence of the League President, the First Vice-President shall preside at all meetings of the Executive Committee. In the absence of the First Vice-President, the Second Vice President shall preside at all meetings; In the absence of the Second Vice President, the Third Vice-President shall preside at all meetings.; In the absence of the Third Vice-President, the Fourth Vice President shall preside at all meetings. the At-Large Vice Presidents for each league shall preside in the following ascending numerical order: At-Large Vice President for the seventeen/eighteen (17/18) year-old league through the five (5) year old league.
Section 5: Secretary - Make a notation of all members present and shall keep minutes of Executive Committee meetings; shall maintain a mailing list of the current membership of the Association; shall keep an official copy of the Association’s By-Laws and Specific Baseball Rules, including all amendments; shall handle all correspondence pertaining to the Association; shall notify all officers of special called meetings; and is responsible for conducting the annual election in accordance with Article II.
Section 5: Treasurer - Responsible for all financial transactions of the league; to keep accurate account of all financial transactions; and to prepare a report for the Executive Committee at regular meetings. Treasurer shall provide for an independent compilation of the financial records. This compilation will be completed and delivered to the Park and Recreation Board as specified in the Park and Recreation Board By-Laws. These records are to be included in the aforementioned compilation and shall be subject to review by the President or Treasurer at any time.
Section 6: Immediate Past - President - Provide general guidance to program with the benefit of their prior experience.
Section7: Executive Assistants – The board at its discretion can appoint executive assistants to assist board members performing tasks related to running VHYB. These are temporary, administrative positions. Once their assigned task has been completed, their position is terminated.
Section 8: Director of Marketing - The VHYB Board may appoint a Director of Marketing at its discretion.
ARTICLE IV - LEAGUE DIRECTORS
Section 1: The Executive Committee shall appoint a League Director for each age group of the following baseball leagues: 4 year old’s, 5 year old’s, 6 year old’s, 7 year old’s, 8 year old’s, 9 year old’s, 10 year old’s, 11 year old’s, 12 year old’s, 13 year old’s, 14 year old’s, 15/16 year olds, and 17/18 year olds.
Section 2: League Directors shall serve from July 1 until June 30 of the following year.
Section 3: Each League Director (or his or her representative) shall attend each game in his or her league and shall maintain the official team records and league standings.
Section 4: League Directors shall maintain proper conduct among players, coaches, and spectators at all times.
Section 5: League Directors, with the assistance of the Executive Committee, shall conduct evaluations (if needed), drafts and, if appropriate, oversee the selection of the tournament teams and coaches. It is the responsibility of the League Directors to convey the concerns of the coaches and parents of their league to the Executive Committee.
Section 6: League Directors are not permitted to be a head coach in the league in which he or she serves as League Director.
ARTICLE V - PARKS AND RECREATION
Section 1: The Parks and Recreation Department assumes responsibility for maintenance of fields, spectator facilities, restrooms, scoreboards, and lights for the fields used for baseball.
Section 2: All players, coaches, and spectators are expected to abide at all times by the Park and Recreation Department rules and regulations regarding behavior when using the Park and Recreation Department facilities.