NORTH PERRY ADULT PEE WEE

ASSOCIATION

BY-LAWS

AS AMENDED March 24th, 2008

ARTICLE ONE

Name and Purpose

Section 1. The name of the Association shall be the North Perry Adult Pee Wee Association (NPAPWA), from now on called the Association

Section 2. The purpose of this Association shall be to encourage, organize, promote and assist youth sports programs in the North Perry district.  This association shall cooperate with the Kitsap Peninsula Adult Pee Wee Association (KPAPWA) and abide by all rules and regulations of said organization.  Youth sports shall include organized competitive sports for all youths eligible to participate under the Association’s rules.

Section 3. The objective shall be to implant firmly in the youth and parents of the community the ideals of GOOD SPORTSMANSHIP, HONESTY, LOYALTY, COURAGE AND REVERENCE so that they shall develop skills and be good, clean healthy citizens.  This objective shall be achieved by providing supervised, competitive athletic contests.  All coaches shall bear in mind that the attainment of exceptional athletic skill or the winning of games is of secondary importance and the molding of future citizens is a primary objective.

ARTICLE TWO

Membership

Section 1.  Any parent or guardian who has a child participating during the current sport year (August 1 to July 31) or any adult who is actively participating in the organization.

Section 2. Members agree to abide by the North Perry code of ethics as provided during registration.  The Executive board may suspend any member from attending any Pee Wee activity for any violation of the code of ethics or for any conduct detrimental to the association at the boards’ discretion.

ARTICLE THREE

Officers and Duties

Section 1. The officers shall be the President, 1^st Vice-President, 2^nd Vice-President, Treasurer and Secretary.  The officers shall make up the Executive board.  The Executive board shall meet thirty minutes before any regular meeting.

Section 2. The President presides over all meetings, appoints committees, and calls special Executive board meetings as required.  The President, with approval of the Executive board, may call special meetings of the association.  The President shall ensure the rules and regulations of these BY-LAWS are followed by the Executive board and membership.

Section 3. The 1^st Vice-President shall attend all Central Council meetings and report the proceedings of the meeting to the membership at the monthly meetings.  He/She is responsible for obtaining all required information needed by Central Council for the association.  He/She shall appoint an alternate representative with approval of the Executive board. The 1^st Vice-President shall assume the duties of the President in the event that the President is unable to carry out the duties in ARTICLE THREE, Section 2.

Section 4. The 2^nd Vice-President shall meet with school district and other agencies to obtain playing fields and facilities.  The 2^nd Vice-President shall schedule team pictures for each sport season.

Section 5. The Treasurer shall be responsible for all funds of the association and maintain accounts.  Money may be earmarked for a sport by a majority vote of the members present at any regular or special meeting.  The Treasurer shall abide by the rules governed in ARTICLE NINE.  The Treasurer shall, at the boards’ discretion, be bonded in an amount not to exceed the previous year’s gross business transaction rounded up to the next one thousand dollars, with the bond payable by the Association. This position has a term limit of two years.

Section 6. The Secretary shall maintain a complete record of all business meetings, regular and special; shall prepare correspondence as directed by the President; shall maintain a register of membership at all meetings.  The Secretary shall notify KPAPWA of the name of the 1^st Vice-President and his/her alternate, by letter.

Section 7. The Eligibility Registrar shall:

a.       Register all youth per the rules and regulations of KPAPWA.

b.      Issue team rosters for each coach.

c.       Receive and record all fees paid or excused; to issue receipts in duplicate, one to the payee and one for his/her records; to keep all pertinent eligibility information on each youth including birth certificates.

d.      Forward registration information to the KPAPWA eligibility Chairperson, in a timely manner.

e.       Is appointed by the Executive Board.

Section 8. The Executive board shall make final decisions concerning any dispute in the association.

Section 9. The Executive board term limits are two consecutive years with one year off, before taking same position.  The 1^st and 2^nd Vice Presidents and Treasurers position voted on during odd years. The President and Secretary voted on during even years. All positions can be voted on any year if there is interest in doing so.

ARTICLE FOUR

Election of Officers

Section 1. The officers shall be elected annually.   Candidates for office shall be nominated at the March, April or May meeting.  Voting shall be by closed ballot or raise of hand at the May meeting.  Only members may vote.  Installation of officers shall be held during the regular May meeting.

Section 2. In case of a vacancy on the Executive board, before the expiration of the regular term of office, the position shall be filled by an election held at the next regular meeting after the vacancy occurs.  The person elected shall continue in office until the next regular election.  Before the election the vacant office may be filled temporarily by an appointment made by the President.

Section 3. In the event the Treasurer resigns or is requested to leave, an audit committee, consisting of at least three members, shall audit the outgoing treasurer’s books and accounts and report their findings at the next regular meeting.

Article Five

Meetings

Section 1. Regular monthly meeting shall be held on the second Wednesday of each month at a time and location to be determined by the Executive board.  Regular meetings may be canceled or rescheduled by the Executive board.

Section 2. Special meetings shall be held at the discretion of the President.

Section 3. A quorum required to hold a meeting and transact business shall consist of at least three-fifths of the Executive board and any members present at the meeting.

Section 4. The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Association may adopt.

Article Six

Voting and Amendments

Section 1. Voting on business shall be by a show of hands or voice vote at the discretion of the President.  Each member present shall be entitled to vote.  The President shall resolve tie votes.  A simple majority is required for passage.

Section 2. These BY-LAWS may be amended by a majority of the membership at any regular meeting, if the proposed amendment is presented in writing for reading and discussion at a regular meeting and put to vote at the next regular meeting.

Article Seven

Fundraising Chairpersons, Sport Coordinators and Field Chairperson

Section 1. The Executive board shall appoint a fundraising chairperson for each association fund raising projects; Snack Bar Coordinator, fireworks and raffle/candy sale.  Each chairperson shall organize the project, solicit volunteers to work on the project and get all licenses and permits required. The chairperson shall make written report to the Executive board at the end of the project.

Section 2. The Executive board shall appoint a sport coordinator for each sport season.  The duties are a follows:

a.       Inventory and keep a current list of equipment for the sport that he/she is responsible for.  Provide a written list of equipment required to be purchased and the cost of the equipment for approval from the Executive board a minimum of three (3) months before the start of the season.

b.      Recruit and/or receive requests from interested members to coach.  All members who wish to be a head coach must contact the sport coordinator.  If more than one (1) member requests a certain team to coach, decide the best qualified individual to be the head coach.  The Executive board shall approve the sport coordinator head coach selections for each sport season.

c.       Notify coaches of and attend the preseason coaches meeting.  Ensure each coach has the current season’s rules and a team roster.

d.      Handout all practice gear before the first practice.  Schedule and handout uniforms for each team before the first game.  Schedule all practice times and sites for all teams and distribute to head coaches.  Schedule and collect uniforms from each team.

e.       Replace any coach removed from his/her position or who has resigned.

f.        Appoint, with approval of the Executive board, an assistant to help with the duties of the position at his/her discretion.

Section 3. The Executive board shall appoint a field chairperson for baseball/football season.  The field chairperson shall prepare a list of field improvements for Ostrander and Chris Gordon Field. Organize and direct work parties to accomplish the field improvements and any maintenance required for the fields.

Article Eight

Coaches

Section 1.  All coaches shall sign and agree to abide by the coaches’ pledge and the North Perry Code of Ethics.  Head coaches must be at least 18 years of age.

Section 2.  Coach’s duties are as follows:

a.       Teach fundamentals of the sport they are coaching.

b.      Have open communication with parents and others coaches as to what is happening with their team.

c.       Attend monthly regular meetings or send an appropriate substitute, so the coach knows what is happening to relay to his/her parents.

d.      Keep all equipment clean and storage facilities organized.

e.       Complete game rosters accurately and get them turned in on time.

f.        To set up fields for games, or help with volunteers from team for snack shack time.

Section 3.  A coach may be removed from their position as follows:

a.       Team parents may submit a letter of explanation, citing specific instances, dates, times, witnesses, etc. to the Executive board that details their dissatisfaction with the coach.  This letter must be signed by a majority of the teams’ parents for proceedings to continue.

b.      The Executive board, with information from the respective sport coordinator, shall investigate the validity of the complaints specified in the letter to their satisfaction and schedule a meeting within seven (7) days of receipt of the letter.  The Executive board shall notify the coach, and forward a copy of the letter within two (2) days, and obtain his written statement about the letter of complaint.

c.       The Executive board shall conduct a meeting with the team’s parents and coach.  The meeting shall decide the resolution of the said letter.  Resolution shall be decided from the following choices:

1.      Resolution of complaint-coach retains position, with removal for any further written complaints

2.      Resolution of complaint-coach removed from position.

d.      The Executive board may remove a coach from their position, without a letter from the parents, for violations of the coaching pledge or code of ethics at the boards’ discretion. 

Section 4.  A coach only coaching one team as follows:

a. No parent or volunteer may be the head coach of more than one team during                                             each sport season for the North Perry Pee Wee Adult Association.

Article Nine

Financial

Section 1. A registration fee and uniform deposit, the amount to be decided by the Executive board before the sport season, shall be collected for each youth participating in the sport season.  The registration fee, form and uniform deposit shall be collected before the youth will be listed on the team’s roster.

Section 2. All monies collected in the name of the Association shall be turned over to the Treasurer for deposit in the general fund within fifteen days of receipt.

Section 3. The Treasurer or President must draw money out of the general fund as approved by the Executive board or a majority vote at a regular meeting.  All money allowed shall be paid by check, signed by the Treasurer or the President. 

Section 4. A treasurer’s report shall be submitted in writing at each regular meeting.

Section 5. The Treasurer’s books and accounts shall be audited by a committee consisting of at least three members once each year before seating new officers (May meeting when officers are installed) or any time requested by a majority vote of the members.

Section 6.   The registration fee shall be reduced fifty percent for the following members; all head coaches and all chairpersons for the current sport season.  Registration fees are waived for Executive board members and the sport coordinator (their respective seasons) and the Snack Bar Coordinator, and Website Manager.

Section 7.  After completion of the sport season each team will be assigned a date and time to return their uniforms.  Failure to return the uniform at the assigned time will result in forfeiture player’s uniform deposit.  After 3^rd contact all of the uniform deposit will be forfeited.

Section 8.  The Treasure shall develop a budget for the next year (1 August to 31 July) and submit it to the Executive board at the April meeting.  The budget shall be approved at the May meeting. 

Section 9.  If a returned checks happens, the person writing the check will be charged a $25 fee and will be required to pay the check amount and fee in cash or cashiers check as per the Executive Board decision.

Article Ten

General Rules and Miscellaneous

Section 1. The association shall purchase individual trophies for any team that places first in their division after the regular season is concluded; or finishes first or second in the county championships.

Section 2. Players may participate at the next higher level according to the following conditions:

a.                   All participants shall register for teams according to their Pee Wee age; 13 years for AA basketball, 12 years for A, 11 years for B, 10 years for C, nine years for D, eight years for coach-pitch baseball and E string basketball and seven years and younger for T-ball baseball, except in football where weight eligibility rules prevail.

b.                  Some players, because of their birth date, attend class with youths who are one pee wee year older and thus are at a higher pee wee playing level.  To allow these players to play with their school class peers, the parents or guardians must make a written request to the Executive board.  The Executive board will consider the request based on the following criteria; is their sufficient room on the team, does the player’s legal pee wee team have sufficient substitutes, are they physically capable and will no player who is legally that pee wee age have to sit out?

c.                   Returning players who are playing for the same team from the previous season are exempt from this section.

d.                  T-ball players must be at least a pee wee age six (6) to play T-ball.

e.                   Six (6) year olds may sign up for basketball on E string, if available.

Section 3. For any sport when a decision is made to divide the players of a team into two or more teams, it shall be done as follows,

a.                   At the close of registration, those players who want to remain on their original team, from the previous sport season, shall be allowed to do so.

b.                  Those players from last year’s team; who decide to be part of a new team shall be so assigned.  If more than one team is to be filled, then those players from last year’s team whom decided to play on a new team shall have their names included with the new players during the drawing conducted in paragraph c.

c.                   All new players shall have their names placed in a drawing.  The eligibility registrar shall conduct the drawing.  The effected coaches shall draw names, in turn, then recording each players name with his assigned team.  The drawing shall be witnessed by at least three members of the Executive board to be ratified.

Section 4. Individual team sizes shall be as follows:

a.                   Football, team size will be per KPAPWA general rules.

b.                  Basketball, team size will be limited up to ten (10) players per team. The coach, at his/her discretion, may allow twelve (12) players on the team.

c.                   Baseball team size will be limited up to twelve (12) players per team. The coach, at his/her discretion, may allow fourteen (14) players on the team.

d.                  The Executive board reserves the right to modify, by adding players(s) to a team without a coach’s approval, the above numbers in the best interest of the Players(s) and/or the Association.  Coaches may petition the Executive board, a minimum of one week before the rosters being submitted to Central Council, for a wavier to increase a team roster in writing stating the reasons for a wavier.  The Executive board will render a decision to the coaches’ request before the rosters being submitted to Central Council.

Section 5. If new players are added to existing teams who compete at the same level, the players shall be placed on the teams as follows:

a.                   The two affected coaches shall meet before the start of practice.  The coaches will decide who will be placed on each team, with the only exception being if a parent has requested that their child not play for a certain coach.  If the coaches cannot reach agreement, the Executive board shall make the final decision.  There shall be no appeal of that decision.

Section 6. Player registration shall be as follows:

a.       Player registration shall start February 1^st for Baseball; June 1^st for Football; and October 1^st for Basketball seasons.  Information concerning registration will be distributed through a quarterly newsletter, the local paper, by mail, signs, or the web page.

b.      The registration for a particular team or level shall be officially closed when that team has the designated number of returning players for that team or level.  The registration for all teams shall be officially closed the day before the official start of the sport season.

c.       A player is officially registered and placed on a roster or waiting list when the registrar has received the registration form; registration fees and uniform deposit are included.  Players new to the association shall provide a copy of their birth certificate with the registration form prior to the player being officially registered.

d.      A player(s) may not participate in practice or games until the player is officially registered. The eligibility registrar shall issue team rosters to the team coaches, via the sport coordinator.  Only players listed on the roster shall be allowed to practice or play games.  Failure of the coach to follow this section could result in their removal from the head coach position.

e.       Players who wish to sign up after the close of registration will be placed into one of the following categories:

1)      If there are vacancies, they will be placed on a team.

2)      They will be placed on a waiting list. If there is a sufficient number, a second team will be formed.

3)      If there are not enough players to form a second team, efforts will be made by the registrar to waive them to a local district to participate.

f.        The primary objective is to ensure that all youths who want to participate can do so.

g.       Players who are registering for the first time with the association may not request to play on a particular team or coach. They will be placed on a team as determined by the executive board.

ARTICLE ELEVEN

North Perry Pee Wee Code of Ethics

ARTICLE TWELVE

Coaches Pledge

ARTICLE THIRTEEN

North Perry Pee Wee Association

Parent-Coach-Player Code of Conduct

Disrespectfully addressing officials and showing resentment toward decisions and violations of the rules should not occur even though an official may make an error.  Coaches, players, and spectators must realize there is no game played in which coaches and players do not also make errors.

No one would tolerate poor sportsmanship toward the coach or players because of this.  In the same regard, everyone must show respect toward game officials.

Coaches, players, parents and fans who show disrespect to opposing player and officials are a liability rather than an asset to the Pee Wee program.

The following are important items for good sportsmanship:

                   ●Courteous treatment of all officials, opposing players and fans.

●Refraining from derogatory remarks addressed toward officials and players, taunting actions and cheering decisions made be officials against opposing teams.

  ●Graciously accepting the decisions of the officals against a team by refraining from making unsportsmanlike comments, booing and jeering.

                   ●Be humble in victory and gracious in accepting defeat.

The action of a few individuals ruins the enjoyment for the majority of parents or fans who demonstrate their approval and support when their team does something right, who suffer in silence when things go wrong and who do not blame the officials for each loss.

ARTICLE FOURTEEN

Table of Discipline Penalties

For Participants and Spectators

Physical Violations:

Verbal and Rules Violations:

Board will determine the severity of initial violation.

Definitions:

Probation: After initial violation the probation period starts and the board will issue a signed Letter of Probation within two days.  If there are no further violations during the probation period the probation ends.  If another violation occurs during the probation period penalties are at the next level.

Suspension: No participation in any North Perry Pee Wee activity.  Includes all games home and away.