Andover Baseball Association

 

The name of the corporation is the Andover Baseball Association.

 

This corporation shall operate and do business without a corporate seal.

 

For correspondence purposes, the registered office of the corporation is P.O. Box 428, Anoka, MN  55303.

 

The purpose of this corporation shall be the advancement and welfare of youth of the City of Andover and surrounding areas to develop recreational activities for the youth of the community reduce juvenile delinquency and to generally promote the welfare of the community to ensure that all youth are entitled to equal opportunities for participation regardless of race, sex, religion, ability or social upbringing to provide independently a formal means of organizing, financing, and directing said recreational activities exclusively for charitable and educational purposes.  Accordingly, purposes of the organization are exclusive to those activities which are charitable and educational within the meaning of Section 501 (c)(3) of the Internal Revenue Code.

 

 

Parents or Legal Guardians of boys and girls automatically become members of the Corporation  when a boy or girl registers for any program sponsored by the Corporation.  Individual members have the right to attend regular, annual and special meetings.  Only members of the board directors have the right to vote at such meetings.

 

Appointed Commissioners of Leagues is open to any member of the association. Responsibilities will include compiling scores from other coaches in that respective league and reporting them back to appropriate ABA director, as well as serving as the information hub to each head coach in that respective league. Appointed Commissioners of Leagues shall not carry voting privileges.

 

Sustaining membership shall be open to all firms and organizations that support this Corporation through their physical efforts and gifts, but shall not carry voting privileges.

 

Eligible players to participate in the Andover Traveling Baseball Association must either reside within the Andover city boundaries and/or the Andover High School boundaries and/or be enrolled at Andover High School as of January 1, 2004.  There are no boundary requirements to participate in the Andover Baseball Association House League.

 

 

 

Operation of the corporation will be on a calendar year basis.  Book of account will be closed as of December 31^st.  Financial statements shall be audited following year-end.  Equipment inventory shall be taken prior to December of each year.

 

The business, property and affairs of the corporation shall be managed by an elected Board of Directors, except that the Gambling Manager shall be appointed by the Board of Directors.  The Board of Directors shall consist of seventeen (17) members who shall fill the following officers:

 

1.      President

2.      Vice President

3.      Equipment Director

4.      Traveling Director

5.      Gambling Director

6.      Coach and Player Development Director

7.      6-9 Year Old In-House Director

8.      10-12 Year Old In-House Director

9.      13-15 Year Old In-House Director

10.  Facilities Director

11. Communication/Registration Director

12. Secretary/Volunteer Director

13. Uniform/Clothing Director

14. Scheduling/Umpire Director

15. Treasurer

16. Administrator

17. High School Development Director

18. Tournament Director

 

 

 

Board members shall be elected to a term of two (2) years.  The Gambling Manager shall serve a term of one year and be appointed by the board at the regular September meeting.

 

The board, at its discretion, may elect to form a nominating committee for the election of the officers to the Board of Members on the nominating committee should represent the various interest groups in the organization, and be familiar with the by-laws and nominating procedures.  All committee members should be genuinely interested in the business of the committee.  By understanding the needs of the organization, the committee shall prepare a list of potential candidates that can work well together and represent the different groups within the organization.  Questions to be considered are:

 

1.      Does the person being considered believe in the objectives of the organization?

2.      Does the person have the time to devote to the duties of the office?

3.      Can the person work on a positive basis with others in the organization?

4.      Will past performance of the person benefit the office and the organization?

 

The voting members of the Board of Directors shall be President, Vice President, Secretary/Volunteer Director, Treasurer, Traveling Director, Equipment Director, 6-9 Year Old In-House Director, 10-12 Year Old In-House Director, 13-15 Year Old In-house Director, Traveling Tournament Director, Coaching and Player Development Director, Communications Director, Facilities Director, Uniform/Clothing Director, Umpire Director, Gambling Manager, and the Administrator.

 

The annual meeting for the election of officers for the Board of Directors will be conducted at the regular monthly September meeting.  If a nominating committee is formed by the board, the committee recommendations shall be presented at the August meeting.  Officers shall be elected by the membership.  The election shall occur by ballot.  The elected officers will assume their duties at the October meeting. 

 

Officers elected at even year elections shall be the Vice President, Secretary, 6-9 Year Old In-House Director, 10-12 Year Old Director, 13-15 Year Old Director, Communications Director and Equipment Director.

 

Officers elected at odd year elections shall be the President, Treasurer, Traveling Director,  Tournament Director, Coaching and Player Development Director, Volunteer Director, Uniform/Clothing Director, and Umpire Director. 

 

Gambling Manager and the Administrator to be an appointed position with full voting rights.

 

 

If, for any reason, a Board of Director position becomes vacant, the Executive Committee of the Board of Director shall have the authority to fill such vacancy by appointment for the remainder of the term.  No person shall hold more than one Board of Directors position at any time.

 

 

 

The formulation of business activity shall occur at meetings of the Board of Directors to be called as required herein. Notice of every Annual or Special Membership meeting shall be made public by the Secretary at least seven days before the date of such meeting and said notice shall state the objective(s) for which the meeting was called, and no other business shall be transacted at said meeting.

 

A Quorum for any annual, special or general meeting shall consist of two-thirds of the Board of Directors.

 

Regular meetings are to be held monthly for the purposes of: (1) conducting business and affairs of the corporation, and (2) approve all amendments to the Bylaws of the corporation. The Board of Directors shall meet monthly as designated by the board, currently the 2^nd Wednesday of each month at 6:30 p.m.  Meetings are held at the Andover City Hall.

 

 

 

 

 

 

In addition to the general duties and requirements of the Board of Directors to manage the affairs of the corporation, the following is a listing of the specific duties and responsibilities that each Board member shall perform in the carrying out of his/her responsibilities to the membership:

 

1. To perform all duties specifically delegated to the position by the Articles of Incorporation or bylaws, and to generally manage the affairs of the corporation on any and all questions coming before the Board of Directors, and to report on all matters to the membership at the regular meetings.

2. To make resolutions, when required, for amendments to the articles of incorporation or bylaws.

3. To have final approval over the corporation finances or appropriations.

4. To approve appointments and define the duties and powers of appointees as appointed by the Board.

5. To make rules for the conduct of the members of the corporation and for the use of the corporation property and to fix and enforce penalties for the violation of such rules.

 

 

 

 

1. Presides at all meetings of the Corporation and the Board of Directors.

2. Enforce all laws, rules and regulations of the Corporation.

3. With the Vice President, sign all written contracts and obligations of the Corporation.

4. Under the direction, and with the approval, of the Board of Directors, appoint the Chairperson of Standing Committees.

5. Appoint the members of such other Special committees as he/she may deem necessary with the approval of the Board of Directors.

6. Have power to change the personnel of any committee over which he/she has the power of appointment, with the approval of the Board of Directors.

7. Have the power to invite persons to meetings of the Board of Directors, who are not members of the Board of Directors.

8. Perform such duties as are specifically provided in the Articles and By-Laws and as shall be imposed upon him/her by resolution of the Board of Directors.

9. Determine and set registration fees, with cooperative input from the Board of Directors, based upon all actual costs and inclusion of detail necessary to cover all costs including general fund allocations with Board approval.

10. Be the sole purchaser of insurance upon approval by the Board of Directors as to quantity, type of equipment and amount of money appropriated for all activities.

11. Inform all Board of Directors that any general fund allocations are designated for general fund deposits and not to be used for program expenditures.

12. Oversee the Gambling operations and inform Board of Directors of any pertinent issues.

13. Oversee all paid positions and provide recommendations to Board of Directors.

14. Be responsible for the printing of registration forms and delivering them to appropriate location for registration.

15. Coordinate the Team sponsorships of those teams who wish to have a sponsor.

16. Be part of the ABA Executive Board

1. Perform all duties of the ABA President in the absence of the ABA President.

2. With the President, sign all written contracts and obligations of the corporation.

3. Be part of the ABA Executive Board.

4. Know the leagues rules; be familiar with the By-Laws and Policies and Procedures Manual. In the event a dispute results, be prepared to handle it or bring it to the attention of the Directors or Executive Board.

5. Administer the ABA off season training camp at the community Center.

6. Be responsible for the printing and delivery of necessary forms for the association.

7. Coordinate the submission of background checks for all coaches and assistants in the association.

8. Enforce all laws, rules and regulations of the Corporation.

9. Record meeting minutes in the absence of the Secretary.

10. Be part of the ABA Executive Board

 

 

 

1. Organize and track all Baseball equipment inventory.

2. Purchase and receive replacement equipment to include baseball equipment as well as field equipment such as L-screens, rakes, chalk, chalkers, paint, mounds, field covers, field mats and drag mats.

3. Completing coach equipment bags for all coaches in all programs. Receive all coach deposits for the team equipment. Hold checks until the equipment return date and returning them or giving to Treasurer for deposit if equipment is not returned.

4. Establish adequate amount for equipment deposit.

5. Maintain adequate number of stocked first aid kits for every coach. Oversee equipment hand out and return for all programs.

6. Oversee equipment hand out and return for all programs.

7. Maintain a clean and orderly equipment storage area.

 

 

 

1. Complete all ABA Traveling Team applications/registrations for Gopher State Baseball League with MYAS.

2. Attend Gopher State Baseball meetings.

3. Determine Traveling indoor tryout dates.

4. Select Travel Tryout Evaluation Team and train on scoring system used for player evaluation and ranking process.

5. Communicate Indoor tryout dates and locations to Facilities director to secure their use.

6. Determine outdoor tryout dates and locations for each age group.

7. Plan ABA Traveling Parent meeting and communicate date and location to Facilities director to secure.

8. Work with Coach and Player Development director on:

a. Creating winter Player Development clinics

b. Create Coach Development clinic

c. Create Traveling coach interview process

d. Create Travel coach interview questions

e. Collect and summarize coach evaluation results

f. Give coach evaluation summary to each coach

g. Distribute and collect player evaluations at end of season

h. Coordinate a Post Season coaches meeting to determine needs and improvements for next season

9. Develop and print Travel information forms needed at registration.

1. Maintain a workforce to staff the pull tab selling booth(s).

2. Complete all appropriate paperwork for the Minnesota gambling commission for non-profit organization gambling.

3. Complete Year end audits and tax forms for non profit organization gambling.

4. Complete and distribute monthly gambling reports for review and approval by the Board of Directors.

1.  Responsible to work closely with the Andover High School coach to develop an instructional booklet listing the skills to be taught at each age, information on how to run an effective practice, setting up coach’s clinics and player clinics.

2. Work with High School coach and coaches of the High School age teams sponsored by the ABA to select teams for each season.

3. Assist coaches of the High School age teams sponsored by the ABA to secure fundraising opportunities for those teams.

4. Chair the off season training committee.

5. Be the contact person for VFW, Legion and AAA teams.

6. Set up interview process and yearly evaluations for coaches of High School age teams sponsored by the ABA.

7. Provide year end summary of the High School age teams sponsored by the ABA with recommendations for improvement.

8. Work with Uniform Director and Equipment director to satisfy needs for all of the High School age teams sponsored by the ABA.

9. Administer the ABA off season training camp at the Community Center.

1. Determine number of teams at each age with input from Administrator.

2. Secure head coaches for each team

3. Assemble teams with assistance from Administrator.

4. Analyze coach’s evaluations.

5. Assist with equipment check-out and check-in.

6. Assist with uniform distribution.

7. Work with other age Directors to plan Mid Season and End of Season tournaments and All Star skills night and All Star games.

8. Maintain accurate rosters for each team and communicate any changes to Administrator.

9. Present information to your age groups at In-House Parents meeting.

10. Plan and run Coach’s meeting.

11. Distribute and collect player evaluations at end of season.

12. Know the playing rules for your age groups. Be prepared to settle disputes or forward them to the Board of Directors.

 

 

 

1. Determine number of teams at each age with input from Administrator.

2. Secure head coaches for each team

3. Assemble Draft sheets from last year’s evaluations.

4. Analyze coach’s evaluations.

5. Assist with equipment check-out and check-in.

6. Assist with uniform distribution.

7. Work with other age Directors to plan Mid Season and End of Season tournaments and All Star skills night and All Star games.

8. Maintain accurate rosters for each team and communicate any changes to Administrator.

9. Present information to your age groups at In-House Parents meeting.

10. Plan and run Draft and Coach’s meeting.

11. Distribute and collect player evaluations at end of season.

12. Know the playing rules for your age groups. Be prepared to settle disputes or forward them to the Board of Directors.

13. Complete registration forms for teams advancing to the Rec State Championships.

 

 

1. Determine number of teams at each age with input from Administrator.

2. Secure head coaches for each team.

3. Assemble Draft sheets from last year’s evaluations.

4. Analyze coach’s evaluations.

5. Assist with equipment check-out and check-in.

6. Assist with uniform distribution.

7. Work with other age Directors to plan Mid Season and End of Season tournaments and All Star skills night and All Star games.

8. Maintain accurate rosters for each team and communicate any changes to Administrator.

9. Present information to your age groups at In-House Parents meeting.

10. Plan and run Draft and Coach’s meeting.

11. Distribute and collect player evaluations at end of season.

12. Know the playing rules for your age groups. Be prepared to settle disputes or forward them to the Board of Directors.

13. Attend MYAS meetings.

14. Submit all team registrations to MYAS prior to deadline.

1. Compile and distribute all schedules to each Age Director.

2. Distribute game schedules to Umpire Director.

3. Schedule Mid Season and End of Season Tournaments for 6 12 yr old ages.

4. Schedule Skills Night and All Star games for 9-12 yr olds.

5. Produce tournament bracket boards for all In-House Tournaments.

6. Order and deliver all In-House trophies and plaques.

7. Coordinate requests for fields with City of Andover.

8. Coordinate field requests with Community education AH #11.

9. Coordinate porta potty requests with City of Andover.

10. Communicate Tournament dates and times to concession vendor.

11. Attend scheduling session for GSBL teams.

12. Attend scheduling session for NSBL teams.

13. Maintain an updated master field schedule and distribute as necessary.

14. Secure any facilities needed for ABA use.

15. Coordinate with City of Andover the use of storage in the Pod at Sunshine.

16. Coordinate with City of Andover the distribution of keys for all of the field storage boxes.

17. Secure location for monthly Board meetings.

 

1. Responsible for the Andover hosted Traveling tournaments at that age level. Responsibilities include securing dates, communicating with Facilities director to secure fields, communicate with the Umpire Director to schedule umpires, ordering trophies, communicate volunteer needs to Volunteer Coordinator, communicate the dates and times to concession vendors and act as the tournament director for the tournament.

2. Register all ABA Travel teams at that age level for 4 tournaments.

3. Block out appropriate number of rooms at a local hotel for out of town tournaments that ABA teams are registered for.

4. Communicate with MYAS about tournaments that ABA will be hosting.

5. Provide a summary of the tournament results to the Board of Directors at the meeting following the tournament.

 

 

1. Responsible for the Andover hosted Traveling tournaments at that age level. Responsibilities include securing dates, communicating with Facilities director to secure fields, communicate with the Umpire Director to schedule umpires, ordering trophies, communicate volunteer needs to Volunteer Coordinator, communicate the dates and times to concession vendors and act as the tournament director for the tournament.

2. Register all ABA Travel teams at that age level for 4 tournaments.

3. Block out appropriate number of rooms at a local hotel for out of town tournaments that ABA teams are registered for.

4. Communicate with MYAS about tournaments that ABA will be hosting.

5. Provide a summary of the tournament results to the Board of Directors at the meeting following the tournament.

 

 

 

1. Responsible for public relations and communication functions for the Corporation including but not limited to public announcements, press releases, registration announcements, tournament announcements, web site content and publicizing meeting dates.

2. With assistance from the Umpire Director, update and place registration sandwich boards and collect upon completing of registration.

3. Update registration forms to be sent to the President for final approval and printing.

4. Develop and distribute registration flyers to local schools prior to registration dates, including securing permit for distribution from AH #11 school district.

5. Update and publish End of year survey for all ABA members based on the recommendations of the Board of Directors.

6. Provide summary of year end survey at the October Board of Directors meeting.

1. Keep minutes of the meetings of the Corporation and of the Board of Directors, including record of deposits submitted to Treasurer.

2. Conduct the official correspondence of the Board of directors.

3. Update By-Law changes that have been approved by the Board of Directors.

4. Maintain the Volunteer Database and provide Treasurer with volunteer checks that need to be deposited at end of season.

5. Coordinate Volunteer opportunities and, with the Communication director, publicize them on the ABA website.

6. Distribute meeting minutes no later than 1 week after Board meetings.

7. Distribute agenda for upcoming meetings 1 week prior to meeting date.

8. Be part of the ABA Executive Board

 

1. Maintain accurate inventory of all uniforms and uniform accessories.

2. Present recommendations to the Board of Directors each spring for uniform order quantity and cost, including coach’s shirts and All Star T-shirts.

3. Distribute all uniforms to players and coaches.

4. Maintain a clean and orderly uniform storage area.

5. Maintain an accurate inventory of all apparel that is sold as a fundraiser for ABA.

6. Present recommendations to the Board of Directors each spring for apparel order quantity and cost.

7. Maintain accurate records for uniform deposits and hold checks until uniforms are returned or give checks to treasurer for uniforms that are not returned.

 

1. Provide monthly summary of umpire billing In-House and Travel.

2. Act as Liaison between ABA and Rum River Umpire Association.

3. Assist Communication Director with placement and collection of sandwich boards for registration.

4. Attend and present at In-House and Travel parents meetings.

5. Forward all umpire billing to Treasurer for payment.

1. Perform all non Gambling duties of the President in the absence of both the president and Vice President.

2. Keep account of all money received by him/her and deposit the same in the name of the Corporation in such depository as shall be designated by the Board of Directors.

3. Present an “accounts payable summary” each month for all money to be dispersed upon, checks and vouchers that will be duly signed and authorized by resolution of the Board of Directors spread upon the records of the Corporation.

4. At the first Board of directors meeting of each fiscal year, submit detailed audit of the annual financial statement of the Corporation for the preceding fiscal year.

5. Complete and submit to the Internal Revenue Service each year all appropriate tax forms for non-profit organization.

6. Submit detailed financial statement of the preceding month at each monthly meeting of the Board of Directors for their approval.

7. Provide financial summary of costs for High School age teams sponsored by ABA, Travel and In-House teams at the end of the playing season for review by the Board of Directors.

8. Pick up and distribute, to the appropriate Board members, the mail that is delivered to the ABA PO Box.

9. Be part of the ABA Executive Board.

 

 

 

1. Maintain and distribute contact information for members of the Board of directors.

2. Maintain all records, books and documents relating to the Corporation.

3. Maintain current and past player information.

4. Update the data base with all new players.

5. Establish and maintain a contact list for E-mails to all participants in the programs.

6. Verify registration documents are complete and maintain the registration records in a file for a period of 2 years.

7. Check the “hot line” for messages and respond as required.

8. Distribute information through “mass E-mails” as required before, during and after the playing season.

9. Assist Age Directors with team selection and Draft processes.

10. Provide numbers of registered players at each age to the Board of Directors at the March meeting.

 

 

1. Assist at registration.

2. Assist at travel tryouts.

3. Attend monthly Board meetings.

4. Help at 2 or more ABA hosted tournaments.

5. Be responsive to questions from membership.

6. Attend all parent meetings.

7. Participate in committees as needed to assist the Board.

8. Be Accessible! Be Supportive! Have Fun!

 

 

 

 

 

All appointed positions are provisional.  The Board of Directors may terminate any player, coach, director or individual associated with the corporation and its activities, or designate an individual or position with similar authority over positions designated by the Board.  The organization is not allowed to hire employees.

 

The Director of each division shall appoint Commissioners of various sections of the sports program as he or she sees fit.  The names of these Commissioners will be presented to the Board of Directors as part of the Commissioners program two months prior to registration of players, whenever possible.

 

 

 

Each sectional director will provide information regarding his or her area of responsibility to the Director in sufficient time for the Director to prepare the sports program for presentation to the Board of Directors.

 

 

 

The sectional Commissioners will assist the Commissioners of the sport to prepare an organizational plan which will include:

 

Recommendations as to groups or divisions

Proposed schedules for registrations, games and practice sites.

Divisions of city by region, practice sites, or any other method deemed workable by the director, subject to Board approval.

Rules for games must be submitted along with provisions for timing of games, championship games, ties, etc., all rules submitted by the Director and approved by the Board must be presented to every coach, assistant coach, and game official.  All such rules must be rigidly enforced by the Director and the Board.

Cooperate with all Sport Commissioners to ensure positive aspects and objectives of the association are maintained.

Assist Sport Commissioner in preparation of pre- and post-season summaries.

 

 

The Board of Directors shall have an Executive Committee consisting of the President, Vice President, Secretary, Treasurer and fifth member to be appointed by a two-thirds vote of the Board of Directors.  The Executive Committee shall have, and exercise the authority of the Board in the management of the business of the Corporation in the interval between meetings of the board and shall be subject, at all times, to the control and direction of the board.

 

 

 

 

 

Policies shall be the result of Board Action and Formal Vote and may be created, revised, or altered.  Policies will be written and made available to the membership through the Secretary and at the Annual Membership Meeting for review.

 

 

 

Policy statements will include the following:

1. Scope of the Program

2. Goals of the Program

3. Awards

4. Tournaments

5. Travel Expenses

6. Fund Raising

7. Permits and Licenses

8. Try-Out Procedures

9. Coaches Selection

 

All major decisions (as designated by the President and two-thirds of Board in attendance) must be tabled (moved to read after tabled) for at least 1 month (except as noted below) to allow analysis and impact to be conducted before an official vote by the Board is performed.  A special meeting can be conducted prior to a regular meeting (after 7-day notice of announced purpose) to review and approve a tabled motion.

 

 

 

 

 

 

 

 

These By-Laws may be amended or revised by:

 

1.   Two-thirds vote of the Board of Directors.

2.   The proposed change shall be contained in the announcement at the next regular meeting.