Bylaws and Constitution Amendments

The Constitution Committee of the Prospect Park Youth Club is currently considering changes to the bylaws and constitution of the club. If you have any suggestions, you can contact members Patti Cashin, Mike Blackmer and Pat Quinn, or use the form to make suggestions.

We, the residents of the borough of Prospect Park, Delaware County, Pennsylvania, conscious of the benefit that would accrue, both to the borough and to ourselves, do hereby adopt the following constitution and by-laws for the purposes perpetuating the high friendship initiated in their civic and recreational activities.

ARTICLE 1: NAME: This organization, a non-profit organization, shall be known as the PROSPECT PARK YOUTH CLUB. Herewith referred to as the club. (Amended January, 1983)

ARTICLE 2: PURPOSE: It is the purpose of this organization to provide an opportunity for the youth of the community to participate in supervised sports; to organize athletic teams; to teach the basic principles of the various sports; to arrange, supervise and conduct sporting activities and contests; and to install sportsmanship and civic responsibilities in the youth.

ARTICLE 1: MEMBERSHIP (Amended June, 1994)

A. All adults whose children are or have been registered are members of the Club.

B. Exception - Any member who leaves the borough may still retain his membership as long as he does not join another Youth Club.

C. Managers and Coaches must be members of the Club. Managers and Coaches who are non-members are subject to approval by the Athletic Director.

D. A voting member is an adult whose dues are paid and who participates in some function of the Club.

E. Dues are $2.00 per year payable in person by the April general membership meeting. The dues may be increased by a majority vote at the general membership meeting. This vote must be announced in advance of the meeting.

ARTICLE 2: MEMBERSHIP MEETINGS

A. DATE AND PLACE: The membership meeting of the Club shall be held monthly at a place and on a date fixed by the Executive Board and each member shall be notified of the date and place at least six (6) days in advance.

B. QUORUM: A minimum of 25% of the voting members shall constitute a quorum at any regular or special membership meeting. (Amended June, 1994)

C. The membership meeting shall be the highest authority of the Club. Club membership meetings shall decide and act upon all matters effecting the general welfare and conditions of the general membership.

D. PROCEDURES: The President shall be the chairperson at all membership meetings. These meetings shall be conducted according to parliamentary procedures as laid down by "Roberts Rules of Order Revised", except in cases that conflict with this constitution and by-laws, at which time the constitution and by-laws shall prevail. (Amended June, 1994)

ARTICLE 3: OFFICERS

A. The elected officers and officials of this Club shall be:

2. He/she shall conduct the meetings in conformity with the constitution and by-laws of the Club.

3. He/she shall do all in his/her power to carry out the decisions of the membership and Executive Board in accordance with the constitution.

4. He/she shall be the chairman of the Executive Board and ex-official member of all committees without vote, except in case of a tie.

5. In case of emergency, he/she may appoint committees not elected by the general membership, subject to the approval of the Executive Board. Appointment of such committees must be ratified by the body at the next regular membership meeting.

1. It shall be the duty of the Vice-President to assist the President in the performance of his duties, and in case of absence, resignation or death of the President, the Vice-President shall perform his duties until such vacancy is filled in accordance with the constitution and by-laws.

2. The Vice-President will not be publicity director. (Amended February, 1970)

3. The Vice-President shall be in charge of Membership. (Added June, 1994)

D. DUTIES OF THE SECRETARY

1. It shall be the duty of the Secretary to record the procedures of the membership and Executive Board meetings in separate bound books kept for this purpose.

2. He/she shall conduct all correspondence pertaining to his/her office and keep a record of same.

3. He/she shall report on all matters and communications referred to him/her in the name of the Club.

E. DUTIES OF THE TREASURER

1. The Treasurer shall receive, record and furnish receipts of all monies turned over to him/her.

2. He/she shall deposit all monies within five (5) days of receipt of same in a bank approved by the membership.

3. He/she shall pay by check all bills authorized by the membership.

4. He/she shall sign all checks jointly with the President of the Club.

5. He/she shall surrender his/her books upon request to the trustees, auditors or other persons authorized to examine the books, at the request of the membership.

6. He/she shall be a member of the Executive Board.

7. Treasurer and President shall be bonded. (Amended February, 1970)

8. Treasurer must make a financial statement at the end of the year. (Amended February, 1970)

9. All financial transactions must be included in this statement. (Amended February, 1970)

ARTICLE 4: EXECUTIVE BOARD

A. The Executive Board shall consist of the President, who shall act as Chairperson, Vice President, Secretary, Treasurer, and Athletic Director(s). (Amended June, 1994)

B. The Executive Board shall have the power to make decisions between meetings of the Club when necessary. Such decisions are subject to review at the next general membership meeting. They shall perform all the duties necessary to the proper administration of the affairs of the Club in accordance with the constitution and by-laws.

C. A vacancy on the Board shall be filled by nomination and election at the next regular meeting of the membership.

D. Meetings and Quorum:

1. The Executive Board shall meet once a month.

2. Three (3) members of the board shall constitute a quorum.

3. Any member of the Executive Board absent from two (2) consecutive meetings shall be removed from office, unless excused by a majority of the convened board.

4. In the event there is no quorum, the members present shall be credited to attending the meeting.

ARTICLE 5: ATHLETIC DIRECTOR(S) (Amended February, 1972)

A. SELECTION: Athletic Director(s) to be appointed by the Executive Board with the approval of the membership.

B. DUTIES:

1. Recommend team managers in all sports, subject to general membership approval. (Amended February, 1970)

2. (Deleted February 2, 1972).

3. He/she or they shall represent the Club at all league meetings with the manager(s).

C. TERM OF OFFICE: His/her term of office shall be one (1) year. (Amended February, 1970)

ARTICLE 6: WAYS AND MEANS DIRECTOR

A. The Ways and Means Director is charged with the responsibility of planning, organizing and directing any and all fund-raising activities. He/she shall be guided by the general opinions and attitudes of both the Executive Board and the general membership in planning these activities.

ARTICLE 7: NOMINATIONS

A. Nominations for officers shall take place at the November membership meeting.

B. All standing committees shall be appointed at the general membership meeting following the election of officers.

C. Upon death, resignation or removal for cause of any officer, the President, at the next regular meeting, shall appoint a member to fill the vacancy.

ARTICLE 8: ELECTIONS

A. Elections of officers shall be held at the December membership meetings.

B. A majority vote of voting members attending is needed to elect officers. (Amended June, 1994)

C. Eligibility for election: A voting member must have attended four (4) meetings through the year to be eligible for nomination of office. (Amended June, 1994)

ARTICLE 9: COMMITTEES

A. Constitution Committee

This committee shall consist of three (3) members, who shall be appointed by the Executive Board with the approval of the general membership for a period of one (1) year. Vacancies occurring will be filled at the next regular membership meeting. They shall accept all proposed amendments to this constitution and by-laws that have been submitted in writing.

B. Finance Committee

The finance committee shall be composed of the Treasurer and two (2) members appointed by the Executive Board with the approval of the general membership for a period of one (1) year. Vacancies occurring will be filled at the next regular membership meeting. Their duties shall be the review of all anticipated expenditures, exclusive of the normal expenses, make recommendations to the Executive Board, who in turn shall refer them to the membership for approval or disapproval.

ARTICLE 10: SUSPENSION OR EXCLUSION

A. The Club shall have powers set by act of the Executive Board to suspend or exclude from the Club any member who fails to comply with the rules and regulations of the Club or its By-Laws, action towards suspension or exclusion from the Club shall not be taken until seven (7) days after written notice has been given the offending member to attend a hearing before the Executive Board.

ARTICLE 11: REVENUE AND EXPENSES

A. Initiation Fee (Deleted January, 1983)

B. Dues:

1. The dues of the Club shall be $2.00 per year payable at the January meeting. These dues may be increased by a majority vote, at the regular membership meeting, which has been duly posed in advance. (Amended January, 1983)

2. (Deleted June, 1994)

C. Payments:

No part of the net revenue of this organization shall inure to the benefit of, or be distributable to its members, trustees, officers or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposed set forth in Article 2 of the Constitution of this organization. No substantial part of the activities of this organization shall be the carrying on of propaganda otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.

D. Dissolution:

Upon the dissolution of the organization, after paying or making provision for the payment of all the liabilities of the organization, dispose of all the assets of the organization exclusively for the purposes of the organization in such manner, or to such education, religious or scientific purpose as shall at the time quality as an exempt organization or organizations under Section 5010(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the Board of Directors shall determine. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the Court in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

ARTICLE 12: AMENDMENTS

A. No amendments shall be made to these by-laws except at a regular membership meeting and by a majority vote of those members present.

B. Amendment shall be proposed one (1) month prior to voting for approval. (Amended February, 1970)

ARTICLE 13: ORDER OF BUSINESS

A. Call to order

B. Reading of minutes

C. Treasurer’s report

D. Correspondence – bills

E. Report of Executive Board - Report of Officers

F. Report of Standing Committees

G. Report of Special Committees

H. Unfinished (old) business

I. New Business

J. Announcements

ARTICLE 14: CHILD PARTICIPATION (inserted February 2,1972)

A. REGISTRATION ELIGIBILITY

Every boy and girl desiring to participate in a sports function of the Club must assist in any Club undertaking during the Club's calendar year, if requested to do so. Failure to comply with this regulation will forfeit the rights to registration. Any boy or girl not previously registered with the Club will be excluded from this regulation. Records will be kept to ascertain that the boys and girls have done their share.

B. REGISTRATION ELIGIBILITY (Adopted February 1, 1987)

1. All children who are residents of Prospect Park are eligible to register for our sports programs as long as all other requirements as put forth in this Constitution are met.

2. For the purpose of participation, a non-resident may be eligible as long as one parent resides in Prospect Park. Board of Director's approval is required (some league rules may differ here, see Item #3).

3. A player who moves from Prospect Park may still retain his/her player eligibility as long as he/she does not participate in another Clubs identical sport.

4. All programs are open to both boys and girls. However, if a similar program exists for girls and boys separately, children are encouraged to play in their respective programs.

5. The Youth Club must abide by all league (and other applicable governing body) rules and requirements regarding play eligibility on traveling teams.

6. In the event that a traveling team cannot be field entirely with eligible borough resident players, provision may be made for players who are not Prospect Park residents to play on that team in the following circumstances:

a. The purpose in adding a non-resident is to field a team and not to improve it.

b. The Coach of that team must confirm with the involved Sport Director and the designated PPYC Registration Chairperson that no eligible Prospect Park child is available to the team.

c. No PPYC traveling team will consist or more than 25% of players who are not Prospect Park residents (25% is based on the number of previously registered Prospect Park resident players). There shall be a maximum of three (3) non-resident players on a team.

d. If the town of legal residence of the child has a similar program or team, there must not be an opening for that child in that program or on that team.

e. The non-resident child and his/her parents must be informed in writing that eligibility for the team is for one season only. If, by the next season, an eligible resident player desires a spot on that team, the Prospect Park child has first priority.

f. The Executive Board, or their designated committee, must finally approve the addition of the non-Prospect Park resident to the team. Further, the Executive Board will require proof of insurance coverage and may require additional registration fees for the child if it is determined to be necessary to be fair to the Prospect Park residents.

g. Any situation in regards to the participation of a non-resident child must be acted upon by the Executive Board or their designated committee. However final action will not take place until status of all traveling teams has been determined for that season. (Amendment approved November, 1990)

h. The Executive Board may override Item 6C by unanimous vote of the Executive Board to field a team.

ARTICLE 15: MANAGERS AND COACHES (Deleted June, 1994)

ARTICLE 16: CODE OF CONDUCT (Inserted October, 2002)

A. The PPYC Code of Conduct applies to all players, coaches, parents and spectators.

B. We encourage you to cheer for your team and support them at all times. Coaches will control their team and the parents of the players on their team at all times. Coaches are required to conduct themselves in a sportsmanlike manner.

1. The PPYC will not tolerate any arguing, negative, offensive or threatening comments, and/or gestures directed toward officials, referees, players, coaches, or spectators of either team.

2. There will be no use of tobacco products around the bench or the team during practice or games.

3. All borough ordinances pertaining to recreational areas will be enforced at all PPYC activities. Members of the Club or club-sanctioned groups who violate these ordinances will be referred to the Executive Board for disciplinary action.

4. Any member of the PPYC who deliberately and willfully destroys club equipment or property will be held responsible for the restitution and will be referred to the Executive Board for disciplinary action.

5. Coaches are required to obtain an Act 34 Clearance (background check).

C. Any coach, player or parent who violates any rules or by-laws of the Club shall be subject to disciplinary action by the Executive Board of the PPYC. This action could consist of:

1. First Offense:

2. Second Offense:

D. Code of Conduct to be signed by each of the following:

1. Player

2. Each Parent or Guardian of that Player

3. Player's Coach