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BYLAWS-Effective 2016-05-04

I. Name and Address:
A. Northern Lehigh Youth Athletic Association: heretofore referred to as “NLYAA” throughout this statement of Association Bylaws.
B. Post Office Box 27, Slatington, PA 18080
II. Objective:
A. The purpose of the organization is to provide recreational opportunities for area youth in which to participate and excel through organized athletic programs including Basketball, Competition cheerleading, Field hockey, Football, Football-cheerleading, Soccer, Wrestling, and Wrestling cheerleading.
B. NLYAA programs will endeavor to teach youth the proper skills to compete and enjoy each sport, and to provide a strong fundamental skill base for youth who choose to continue to compete at the interscholastic level.
C. NLYAA programs will strive to encourage and teach good sportsmanship, teamwork, physical fitness, and respect of parents, coaches, teammates, referees, and opponents, as well as self-respect and the development of self-esteem in the participants themselves.
D. NLYAA is organized exclusively for charitable and educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code. The financial goal of every NLYAA program shall be a break even status, with accrual of funds for capital purchases only as necessary.
III. Meetings:
A. The Association’s monthly meeting is open to the public. The Association’s monthly meeting will be held the first Wednesday of every month. The meeting location will be posted at least two (2) weeks prior on the NLYAA website. If there is a site, time, and/or date change, the Secretary will publicize the adjustment one (1) week in advance, if at all possible.
B. All general membership meetings shall be governed by the rules of parliamentary procedures call “Roberts Rules of Order”.
C. The order of business for all meetings shall be:
1. Call to order/sign in
2. Minutes of the previous meeting
3. President’s report
4. Treasurer’s report
5. Directors’ report
6. Old business
7. New business
8. Correspondence
9. Hearing of visitors
10. Adjournment
D. The President and one (1) officer will have the authority to cancel, change meetings, frequency, time, and place as needed.
IV. Quorum:
A. Fifty percent (50%) of board members in good standing with voting rights, plus two (2) officers shall constitute a quorum for the purpose of conducting NLYAA matters.
V. NLYAA Membership
A. Individual and family membership in the organization is on a non-discriminatory basis and is open to any person regardless of gender, race, color, or religion, to persons eighteen (18) years of age or older.
B. NLYAA membership fees are to be charged equally for every player every time they are registering for a sport. (There are no longer any family or annual provisions). This fee will be separate from any sport fees or fundraisers and will go directly to the NLYAA officers annually. Any changes to this fee amount shall be voted on by NLYAA officers, directors, and members with active voting rights at the first public meeting each year (i.e., following January 1) and become effective with registration for the next fall season.
1. Effective April 29th 2015, this fee is determined to be $10.00
2. Anyone who has previously paid for a Lifetime NLYAA membership will be grandfathered into that program (their $10 fee per registration will be refunded or waived). It is the responsibility of the member to prove their membership. No Lifetime memberships will be sold going forward.
3. Associate Membership – any individual who is not eligible for regular membership through a registered family member, (registered family member is defined as a child of a parent or child of a court appointed guardian) wishing to become an associate member can do so for an annual fee of $15 (any changes to this amount need to be voted on before January 1st of any year, and will go into effect January 1st). The annual fee will be prorated for any individual who previously had an eligible family member registered in a sport program within the year of being transferred to associate membership status ($5 per remaining sports season in the year). The prorated amount will be determined by how many sports the family member was registered for during that year. January of the following year, the associate member would then be responsible for the full annual dues. Associate members of NLYAA are eligible to establish voting rights or maintain previously acquired voting rights obtained as a regular member as long as all fees have been satisfied and they have met the criteria for establishing and maintaining voting rights as set forth in Section VIII. Any unpaid fees will result in immediate loss of membership and voting rights. Reinstatement of membership will occur upon satisfaction of unpaid dues but, will require the member to re-establish voting rights according to Section VIII. Associate memberships are non-transferrable.
4. To be eligible to participate in a particular sport, a child and his/her parents must meet the policy requirement for that sport. Additionally, it is essential that the family is a member in good standing with the NLYAA as defined below in Section VI-A,B,C.
VI. Member in Good Standing
A. To be a member in good standing, all dues and fees must be paid in full prior to participation in a sport for a given season (i.e.- a winter sport registrant will be prohibited from participation in winter activities if sports dues, fees, fundraising, or equipment return requirements have not been met from participation in fall or prior activities).
B. Families must actively participate in all fundraising activities, or fulfill the financial or volunteer assistance (i.e. refreshment stand duty, etc) requirements supporting their sport, as defined for the respective season, and noting the requirements may change annually.
C. Applicable fees and dues relating to a “member in good standing” also include reimbursement for all returned checks, for which the check issuer will be charged the current bank fee.
D. Any disclosure of the reason for member not in good standing, even if inadvertent, would constitute a violation of the bylaws.
VI. Conduct of all Members
A. Northern Lehigh Youth Athletic Association members whether a coach, player,
parent, or spectator, shall conduct themselves in an appropriate manner at all
association-related sporting and non-sporting events, as well as in public when wearing
apparel identifying the association or its sport programs.
B. As a member of the NLYAA, you agree to adhere to uphold these bylaws for
appropriate conduct of all players, coaches, parents and spectators, both on the field of
play or in the vicinity. Players, Coaches, Parents and Spectators are bound by these
bylaws any time they are representing the organization or any of its' sports programs,
as well as, when attending any school or community related event. Additionally,
players, coaches, and parents are bound by these bylaws any time they are representing
the organization or any of its sports programs or even when wearing apparel associated
with the association or its sport programs. All coaches, players and parents are
required to electronically sign the code of conduct at the time of registration prior to
the start of any sport season that they are participating in. Any fines that the
organization may incur due to actions or misconduct of a player, coach, parent, or
spectator, will be the responsibility of the party who caused the fine to be incurred.
Failure of responsible party to pay any fine incurred, will result in permanent
removal and participation of self and any immediate family members from the
association.
1. Coaches
a. I will place the emotional and physical well-being of the child ahead of the desire to win.
b. I will support a drug and alcohol free sports environment and refrain from use at all NLYAA practices, games, field trips, and social events such as team banquets, etc, where youth are present. *An exception for consumption of alcoholic beverages may be made for adult only social functions where all attendees must be at least twenty-one (21) years of age.
c. I will refrain from use of tobacco while actively coaching or associating in any manner with NLYAA youth at practices, games, or social events and understand that in accordance with the Northern Lehigh School District, there is no smoking on school district property.
d. I will provide a safe playing environment for all players.
e. I will lead, by example, in demonstrating fair play and good sportsmanship.
f. I will learn the rules of the sport coached and insure that players are familiar with them as well.
g. I will remember that I am a youth coach and that the game is for children, not for adults.
h. I will organize practices that are fun as well as instructive and challenging for all players.
i. I will treat each player with respect and as an individual, remembering the large - spread of emotional and physical development in the age group being coached.
j. I will respect and support the referees or officials and will address them in a calm and dignified manner when questioning calls and/or rule interpretations realizing that my players are watching my every move and I represent my organization and the game we are playing.
k. I am responsible for the conduct of my players, assistant coaches, parents and spectators. and the public criticism of officials by any of these individuals will not be tolerated.
l. I will attempt to give each child as much playing time as possible and refrain from favoritism.
m. I will be courteous to parents and give them as much information as possible at practices and via electronic correspondence about schedules, etc.
n. I will refrain from use of abusive or offensive language or behavior.
o. Inappropriate physical contact is absolutely forbidden.
p. I will not cheat or engage in any form of unethical behavior that violates league rules.
q. I will review and practice basic first aid principles needed to treat injuries of my players.
r. I will follow these behaviors whether on the field of play or in its vicinity, while representing the Association or its sport programs, and in public while wearing apparel associated with the Association or its sport programs.
2. Players
a. I will have sportsmanship as my number one priority in all games and practices.
b. I will practice good sportsmanship at all times, to win without boasting, lose without excuse and never quit.
c. I will participate in all scheduled games and practices when reasonably possible. If unable to attend, I will notify the coach in advance. I understand that if I have unexcused absences, they may result in loss of playing time.
d. I will respect and pay attention to coaches at all times and be courteous of other players at practices and games.
e. I will show respect towards officials and their decisions and do will not publicly criticize them. All decisions made by the officials are to be accepted as final. No player should argue a call or judgment. Only the sport director or coach should be questioning calls and judgments.
f. I will respect opponents and conduct myself in a sportsmanlike manner at all times.
g. I will respect, protect and maintain my uniform and any equipment that I use that does not belong to me and I will never throw equipment in anger.
h. I will conduct myself in a way that presents a positive image of NLYAA and myself on and off the field or court.
i. I will respect the personal property of others.
j. I will respect the facilities provided and obey all rules governing their use.
k. I will exercise self-control at all times, and will refrain from use of abusive or offensive language or behavior.
l. I will support and encourage my teammates, and to always try my best to keep a positive attitude.
m. I will play fairly, be aware of safety, and obey team and league the rules of the sport at all times to ensure safe play.
n. No team member shall use any tobacco, tobacco related products, alcohol or drugs before, during or after a game on or within the playing area.
o. I will follow these behaviors whether on the field of play or in its vicinity, while representing the Association or its sport programs, and in public while wearing apparel associated with the Association or its sport program.
3. Parents/Spectators (may include, but not limited to, family members, friends or
anyone else in attendance):
a. I will be responsible for my behavior as well as for the behavior of those who attend the
game/practices as my guest.
b. I (and my guests) will demonstrate positive support and encouragement to all coaches,
officials, and players at every game, practice or other youth sport event and demonstrate
good sportsmanship by upholding this Parent's Code of Conduct.
c. I (and my guests) will require that my child’s coach has completed program requirements and responsibilities necessary to being a youth sport coach and that the coach upholds the Coaches Code of Conduct.
d. I (and my guests) will refrain from coaching my child or other players during the games and practices, unless I am one of the official coaches of the team, and will not advise nor criticize the coach, referees and/or sport officials on how to do their job. I will demand a sports environment for my child that is free from drugs and alcohol and I will refrain from their use at all NLYAA practices, games, field trips, and social events such as team banquets, etc, where youth are present.
e. I will not force my child to participate in sports
f. I will remember that children participate to have fun, the game is for youth,
not adults, and that participation in youth sports is a privilege,
not a right.
g. I will inform the coach of any physical disability or ailment that may affect the safety of my
child or the safety of others.
h. I will learn the rules of the game and the policies of the league.
i. I (and my guests) will not engage in any kind of unsportsmanlike conduct with any official, coach, player, or other parent such as booing and taunting; refusing to shake hands; making insulting comments, using profane language or gestures.
j. I (and my guests) will do my very best to make youth sports fun for my child and will not instruct or encourage my child to harm or engage in any behaviors or practices that would endanger the health and well being of other players.
k. I will teach my child to play by the rules and to resolve conflicts without resorting to hostility or violence.
l. I will demand that my child treat other players, coaches, officials and spectators with respect regardless of race, creed, color, sex or ability.
m. I will teach my child that doing one's best is more important than winning, and will praise my child for competing fairly and trying hard, and making my child feel like a winner every time so that my child will never feel defeated by the outcome of a game or his/her performance.
n. I will never ridicule or yell at my child or other participant for making a mistake or losing a competition.
o. I will emphasize skill development and practices and how they benefit my child over winning. I will also deemphasize games and competition in the lower age groups.
p. I will promote the emotional and physical well-being of the athletes ahead of
any personal desire I may have for my child to win.
q. I will respect the facilities provided and obey all rules governing their use.
r. I (and my guests) will remain in the spectator area during games/practices
s. I will respect the officials and their authority during games and will never question, discuss, or confront coaches at the game field, and will take time to speak with coaches at an agreed upon time and place.
t. I will follow these behaviors whether on the field of play or in its vicinity, while representing the Association or its sport programs, and in public while wearing apparel associated with the Association or its sport programs.
C. Violation of Bylaw VII. could result in any of the following:
1. Abuse of Conduct is defined as, but not limited to, the following:
Excessive unsportsmanlike conduct by a Participant, Coach, or Spectator. Damaging property or
possessions of another participant, youth association, Community or spectator. Verbal abuse,
harassment and/or physical assault of another team member, opponent, Official/Referee/Umpire,
coach, parent or spectator by an association team member, coach, parent or spectator. Attempting to harm or slander another NLYAA member through incorrect accusations malicious
rumors or other irresponsible actions by an association coach, player or parent.
a. Immediate suspension from current NLYAA activities (i.e. - practice, games, competitions,
etc.).
b. Permanent dismissal from all current school year NLYAA activities for the remainder of the
season.
c. Permanent expulsion from further participation, involvement with NLYAA programs and
activities, including attendance at events. This action will also result in loss of member in
good standing status for that individual(s) without refund of any fees.
d. All violations will be investigated by the Sports Director and, if necessary, NLYAA Officers.
e. The “violator” or their parents will be notified in writing of the results of the investigation by
the NLYAA Sport Director and a copy will be provided to the NLYAA Officers within 3
days of the violation.
f. Law enforcement will be notified if necessary.
g. Within a ten (10) day period from the violation, said person(s) may request a meeting of the grievance board. All issues relating to conduct and revoking a membership shall be dealt with on an individual basis by the board, and in accordance with applicable laws.
h. The grievance board will consist of all officers and three directors not directly involved with the sport activity in question.
VII. Voting Rights of Members
A. Every adult member eighteen (18) years of age or older of the NLYAA has voting rights. In order to exercise this right a member must: (for purposed of explain voting rights, *=attended a meeting and X=did not).
1. Attend three (3) consecutive meetings with actual voting rights initiated at the third meeting. Meeting #1* 2* 3* (voting rights established at meeting #3).
2. Suspension of voting rights due to absenteeism after the initial establishment of voting rights has occurred will be instituted after a member in good standing fails to attend three (3) successive meetings. In this instance, voting rights will be suspended: Meeting #1* 2* 3* 4x 5x 6x 7* (voting rights suspended as of Meeting #6).
3. Reestablishment of voting rights will occur within one (1) year if a member in good standing has missed no more than three meetings in a row and attends two successive meetings, with voting rights reestablished at the second meeting. This process may be repeated on a continual basis while adhering to no more than three (3) missed meetings in a row during a one (1) year limit. Otherwise a member must reestablish voting rights as a new member. Meeting #1* 2* 3* 4x 5x 6x 7* 8* (voting right reestablished as of Meeting #8).
4. Failure to reestablish voting rights by missing four (4) meetings in a row will result in the requirement to reestablish voting rights as stated in Section VIII-A-1.
5. Excused absences will be granted by a majority of members with voting rights at that meeting when the matter is discussed. Prior notice to a board member of pending absence must be provided in a reasonable time in the opinion of the board. Excused absences will consist of employment requirements, NLYAA sport league meetings, mandated practices (assigned gym times), serious illness, or other force major matters.
6. Each member in good standing with voting rights is entitled to only one (1) vote.
7. The member in good standing must be present at a general meeting to vote, no proxy of this vote may be given in the event of an absence.
VIII. Officers and Sport Directors
A. The officers of the association will consist of President, Vice President, Secretary, and Treasurer. Duties and Officers:
1. President: The President shall oversee the overall operation of the association, preside at all general membership meetings, board of director meetings, appoint all committees, and be the general representative of the association in all other matters unless another representative is appointed for a given task. The President is an ex-officio member of all committees. The President shall select, with approval of the board, a committee to audit the books and accounts of the NLYAA treasury and to provide a written report annually upon request of the general membership. Ad hoc committees can be formed at the discretion of the president, with the approval of the board. The president, vice president, or another officer designee shall attend each monthly meeting of the NLYAA and preside over that meeting.
2. Vice President: The Vice President shall monitor all committee activities. In the absence of the president, the vice president shall preside at all meetings. The vice president shall succeed the president, pro temper, if the president resigns or if, in the judgment of the board, the president cannot fulfill the duties of the office.
3. Treasurer: The treasurer shall maintain the financial records and shall provide a monthly detailed income and expense report, and have one (1) year of previous bank statements at each meeting. The treasurer shall deposit or oversee the deposit of all contributions, fundraisers, and show discretion in determining the dispersal between checking, savings, or other interest bearing accounts. The treasurer shall make all disbursement by check and maintain records of invoices. All checks must be countersigned by the president, vice president, or secretary. The treasurer shall have all accounts in auditable order.
4. Secretary: The secretary shall be responsible for all association correspondence and documents. The secretary shall record the minutes of each meeting and present the minutes for approval at the following meeting. The secretary shall have the bylaws and the previous two (2) years of approved minutes at the meetings. The secretary shall determine if in question, who has active voting rights at each monthly meeting.
5. Board of Directors:
a) The board of directors shall consist of NLYAA officers and a sport director for each sport.
b) The board shall oversee all the business of the association at monthly meetings.
B. Terms and Elections:
1. Nominations and elections will take place two times per year. Once at the end of the fall sports season and once at the end of the winter sports season.
2. Nominations for all NLYAA positions will be accepted from the floor biannually as follows:
a. Nominations for fall sports directors (soccer, football, football cheer, competition cheer, field hockey) and officer positions of President and Secretary will be taken from the floor in November.
b. Nominations for winter sports directors (wrestling, wrestle cheer, boys’ basketball, and girls’ basketball) and the officer positions of Vice President and Treasurer will be taken from the floor in April.
3. All positions shall be elected by secret ballot at the meeting immediately following nominations. Therefore, fall sports, President, and Secretary will elect at the December meeting and winter sports directors, Vice president, and Treasurer will be elected at the May meeting.
4. Term of office shall be for one (1) year beginning January 1st for fall sports, President, and Secretary, and beginning June 1st for winter sports directors, Vice president, and Treasurer.
5. No member may hold more than one (1) officer position at a time and only one family member may hold an officer’s position at the same time.
6. If a vacancy occurs in a position of an officer or sport director, an election shall be held at the next general meeting to fill the vacancy. In the interim, the president may appoint someone to fill the vacancy. This appointment must be ratified by the board at the next monthly meeting by a simple majority.
7. Responsibility for selection, suspension, or dismissal of a sport director rests solely with the board of directors. The sport director being suspended or dismissed is entitled to reinstatement of exoneration through a special hearing by the board of directors. It is the prerogative of the board to determine whether this special hearing will be prior or subsequent to the suspension or dismissal.
8. A member who wishes to be an officer must be a member in good standing, have current voting rights, and must have attended four of the last six meetings in order to be considered for nomination. Special circumstances may be granted if there are no individuals who meet the above requirement.
9. A member who wishes to be a sports director must be a member in good standing, have attended at least one (1) meeting within the three (3) months prior to being nominated, and agree to uphold the director duties as outlined in this document Section D in order to be considered for nomination. Special circumstances may be granted if there are no individual who meet the above requirement.
C. Grievance Board:
1. The grievance board shall consist of seven (7) members, four (4) of which are officers and three (3) sports directors not actively participating the involved sport. The grievance board will listen to all parties involved in the grievance and attempt to resolve the matter in a manner that will satisfy all parties, while strictly adhering to NLYAA bylaws. The NLYAA officers retain the right to expend NLYAA funds to have an attorney present at grievance hearing. Grievance matters are to remain strictly confidential.
D. Duties and Terms of each Director:
1. Secure coaches willing to abide by NLYAA expectations for the respective sport.
2. Attendance at six (6) out of twelve (12) regular monthly meetings is required to be considered for future directorship the following year. (The board can waive this under special circumstances).
3. Obtain NLYAA approval and oversee all fundraising activities for that sport. Fundraiser incentives will be awarded at the discretion of the director with the approval of the NLYAA board of directors. All contributions received and all amounts raised through fundraising events and registration fees shall be used only to accomplish NLYAA objective as sanctioned by the board of directors and NLYAA bylaws.
4. Be responsible for arranging appropriate practice and game locations and fields for the respective sport.
5. Keep accurate inventory of equipment for that sport. Provide a copy of said inventory to the board at the end of the season and provide names of participants with unreturned equipment.
6. Provide written policies for your sport at the beginning of the sport season stating what is expected of each participant in terms of practice and playing terms.
7. Provide a list of expenses and equipment needs (a proposed itemized budget) prior to the beginning of each season. Performance against this budget will be measured at the end of each season. This budget will be voted on by members with voting rights prior to the start of the respective sport.
8. Be accountable for the respective sports budget on an annual basis.
9. Directors shall be responsible for the interpretation and enforcement of the NLYAA bylaws, relying on the NLYAA officers for guidance and interpretation of the bylaws.
10. Directors shall have great latitude in decisions regarding playing time, position assignment, frequency of practices, and other areas of general team management.
11. In the event the director resigns or cannot fulfill necessary duties, he/she shall be responsible for assisting in the selection of a replacement director to be voted upon by the board.
12. Set sport participation fee to cover costs incurred to administer that sports program. The fee shall be approved by the board.
13. Authorize the collection of monies owed to the NLYAA.
IX. Sports Rules:
A. Directors or coaches must attend appropriate league meetings and be a member in good standing with the NLYAA.
B. A director can, at his/her discretion, remove a child from the sport for any misconduct:
1. There will be no refund of membership fees.
2. A written report of the reason for this action will be required. The report will be kept on file by the NLYAA secretary.
C. At least one (1) parent/legal guardian must sign the association contract for the child to begin participation in each respective sport.
D. Each child shall return equipment in proper condition to the director or coach within two (2) weeks of the completion of the sport. The child may be barred from other club activities until the equipment is returned.
E. No profanity or mishandling of a person/child is allowed.
F. Only coaches and designated individuals shall be in the vicinity of the bench during games.
G. Player’s minimal time of participation will be stated in the director’s policy, which must be submitted prior to the start of the season. Playing time may be affected by attendance or disciplinary action.
H. Each director is responsible for sign-up and sports fees and shall submit such fees to the treasurer for deposit following the collection of said funds.
I. Contracts must be signed and all money paid in full before a child may participate in the sport. Certain financial hardships may allow a waiver of the fee requirement. Any waiver granted must be reported to the board by the Sports Director at the next NLYAA monthly meeting.
J. End of year parties/banquets will be at the discretion of the director based upon the financial standing of the sport.
X. Refunds:
A. The refund of monies collected by the NLYAA, inclusion of family memberships (annual/lifetime), sport fees, fundraising, apparel purchase, etc., shall be administered as follows:
1. NLYAA Lifetime fee:
a) The NLYAA will warrant the request of a refund in the event of a family relocation or change in living situation. NLYAA may refund the unused portion of the $150.00 lifetime fee, only if request is in writing.
b) The unused portion shall be determined as follows: If a family purchases a lifetime membership (covering for all intent and purposes, five (5) NLYAA annual fees), but after two (2) years has a change in living circumstances, the unused three (3) years of funds may be refunded following a written request by the family.
c) No refund of lifetime fees will be provided simply because a child no longer wishes to participate.
2. NLYAA Fees:
a) The NLYAA fee may be refunded if, in the judgment of the sport director and the board, significant participation has not yet occurred and the player has been affected by an injury, change of living circumstances, etc.
3. NLYAA Sport Fees:
a) The refund of an individual sport fee will be at the discretion of the sport director.
4. NLYAA Sport Fundraising Money:
a) There will be no refunding of fundraising money.
XI. Participants Not Residing in Northern Lehigh School District:
A. Special consideration may be given to allow participation in NLYAA sports by a youth not living in the Northern Lehigh School District for the following circumstances:
1. This consideration is provided mainly, but not exclusively to accommodate certain family living arrangement/relationships of the youth’s parents.
2. The sport director and the board approval must be met prior to participation.
XII. Amendment of Bylaws:
A. These bylaws shall be kept up to date and in compliance with changes in the structure of the NLYAA as required.
B. Proposed changes to the bylaws will be discussed and approved at three (3) consecutive meetings and include the date of a pending vote to approve any amendment to the bylaws.
C. The general membership can amend bylaws by a 2/3 vote of the general members in good standing with voting rights at the third (3) consecutive meeting at which the change/amendment is read.
XIII. Dissolution of the Association:
A. Upon dissolution of the association, the officers shall, after paying or making provisions for the payment of all liabilities of the association, dispose of the association in such a manner as to make every possible avenue for the final status clear and understanding to all.
B. Any further assets that are left shall be distributed to an organization(s) as deemed acceptable by the officers after money has been held in escrow for one (1) year.
C. An attorney should be consulted and possibly retained for proper dissolution of funds and assets.








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