Cumberland Valley Youth Basketball Association

CVYBA By-Laws

CUMBERLAND VALLEY YOUTH BASKETBALL ASSOCIATION BY-LAWS

ARTICLE I - INCORPORATION

The Cumberland Valley Youth Basketball Association (hereinafter called CVYBA) is incorporated exclusively for charitable purposes under the Nonprofit Corporation Law of the Commonwealth of Pennsylvania.

ARTICLE II - PURPOSE

Section 1.

The purpose of CVYBA as stated in the Articles of Incorporation is: "To educate young persons residing in the Cumberland Valley School District concerning the game of basketball through instruction and organized participation."

Section 2.

The CVYBA shall carry out its purpose of sponsoring recreational and travel basketball teams for youth 19 years of age and under who are residents of the Cumberland Valley School District. Participation on such teams shall not be restricted by virtue of race, sex, creed, religion, national origin or ethnic group. All recreational players must play approximately one-half (1/2) of each game, regardless of the policy of the opposing coach, except in the cases of injury or illness, habitual absences from scheduled practices or serious disciplinary problems with a player. The grade group coordinator and parents must be notified in advance if a player is to be withheld from a game due to absences from practices or disciplinary reasons.

Section 3.

All participants must agree to abide by the rules and regulations of the CVYBA, of Cumberland County, Pennsylvania, and of such local, state and national basketball organizations as the CVYBA elects to join.

ARTICLE III - GENERAL ASSEMBLY

Membership in the general assembly of the CVYBA shall be limited to the officers of the executive board, grade group coordinators, and chairperson of the CVYBA appointed committees.

ARTICLES IV - OFFICERS AND THEIR DUTIES

Section 1.

A. The officers of this organization shall be a President, Past President, a First Vice President, a Second Vice President, a Secretary, a Treasurer, a Registrar, a Uniform Coordinator, and a Coaches Coordinator, all of whom are members of the Executive Board.

B. The officers shall be elected at the Annual General Assembly Meeting and serve a term of one year. A majority vote of the general assembly membership present shall constitute an election. The time and location will be announced to the general assembly at least 10 days prior to the date.

C. Five (5) members of the Executive Board shall constitute a quorum to conduct business at Executive Board meetings.

D. Each year the Executive Board shall solicit the general assembly membership for individuals to serve as officers for the subsequent year. The slate of interested individuals must be provided to the President or the President's designee, and the Secretary at least 10 days prior to the announced date of the Annual General Assembly Meeting. General assembly members may nominate themselves or other members. The slate will be presented to the general assembly at the Annual General Assembly Meeting and be voted on by all general assembly members present.

E. Committees may be established by the President and Executive Board as deemed necessary to carry out the activities of the CVYBA.

Section 2. Duties of the Officers

The President shall preside at all meetings, appoint all committees subject to the approval of the Executive Board; enforce the Articles of Incorporation, By-Laws and such rules and regulations as have been enacted by the CVYBA; call such meetings as required to conduct business; cast a deciding vote on all issues on which members of the Executive Board find themselves deadlocked; supervise the affairs of the CVYBA; approve any voucher for payment of monies which have been duly authorized; sign all contracts and documents with the secretary when the same have been duly authorized; serve as the CVYBA representative to all organizations with which the CVYBA is affiliated or with which the CVYBA conducts business; serve as head of the planning committee and become ex-officio member of all committees and subcommittees of the association.

The Past President shall serve in the role as defined by the current President and the Executive Board. The Past President shall provide support as necessary for the current President and serve on committees as designated by the Executive Board.

The First Vice President shall also perform the duties of President during his or her absence or incapacity; and assume the office of President in the event of the President's resignation. The First Vice President shall also serve on other committees as designated by the Executive Board.

The Second Vice President shall also perform the duties of the First Vice President during his or her absence or incapacity, and assume the office of First Vice President in the event it is vacated by the First Vice President's resignation or the assumption of the office of President. The Second Vice President shall also serve on other committees as designated by the Executive Board.

The Secretary shall keep records of all proceedings of the Executive Board and general assembly and sign with the President all contracts and documents. The Secretary shall also supervise all correspondence and the preparation and revisions of all publications of the CVYBA. The Secretary shall also head the communications committee and serve on other committees as designated by the Executive Board.

The Treasurer shall deposit/invest all monies in the name of the CVYBA in savings and checking accounts of reputable institutions; liquidate all bills against the CVYBA after approval; report the state of finances at every board meeting or whenever required by the President, and submit a written statement of accounts at the annual meeting. The Treasurer shall also supervise any fund raising committee and serve on other committees as designated by the Executive Board. The Treasurer will coordinate efforts with the Executive Board to prepare and submit to the general assembly for approval an annual budget that shall include the projected income and expenses for the fiscal year.

The Registrar shall maintain all records of players and team registrations and maintain a reference file on all rules and regulations established by CVYBA or any other organization with which CVYBA affiliates pertaining to players and teams. The Registrar shall also supervise all registration activities of the CVYBA, maintain the coaches list for the current season, and serve on other committees as designated by the Executive Board.

The Uniform Coordinator shall supervise all activities related to uniforms including ordering the uniforms and coordinating the pickup of uniforms by the Age Level Coordinators.  This individual will also recommend alternate vendors at the time current vendor contracts expire and will act as the liaison for CVYBA when contacting vendors on any issues.

The Coaches Coordinator shall be responsible for finding Age Level Coordinators for vacant divisions and will act as a point of contact for the Age Level Coordinators to distribute necessary information.  The Coaches Coordinator shall also perform background checks on all coaches for CVYBA prior to practices starting.

All officers shall serve a term for one year, and shall be elected as prescribed in Article VII, Section 2. Vacancies in any office excepting those of President and First Vice President, which shall be filled as described above, shall be filled by election of the Executive Board, subject to the approval of the general assembly at its next subsequent meeting.

The officers shall perform all other duties necessary to implement these By-Laws and any other CVYBA policies established by the Executive Board and general assembly.

ARTICLE V – AGE LEVEL COORDINATORS AND THEIR DUTIES

Section 1.

The following Age Level Coordinators will be established, with additional coordinators added by the Executive Board as deemed necessary:

Coordinators

Age Level Coordinators shall serve as representatives of the coaches within the grade group from which they were elected in accordance hereunder. They are responsible for informing the age level coaches of the activities of the Executive Board and for informing the Executive Board of the activities and views of the age level coaches. Each Age Level Coordinator is responsible for evaluations and team formations through a draft process, and age level activities. The Age Level Coordinator establishes policies and procedures for their respective age levels in accordance with CVYBA By-Laws and policies and with approval from the Executive Board. Age Level Coordinators shall serve on committees as designated by the Executive Board.  Age Level Coordinators are required to attend any meetings as notified by the Executive Board.

Section 2.

The Age Level Coordinators shall perform all other duties necessary to implement these By-Laws and any other CVYBA policies established by the Executive Board and general assembly.

Section 3.

All Age Level Coordinators shall serve a term for one year, and shall be elected as prescribed in Article VII, Section 3. Vacancies in any grade group coordinator shall be filled by appointment of the Executive Board.

ARTICLE VI – EVALUATIONS AND DRAFTS

Section 1. 

All Evaluations and Drafts will be conducted and supervised by a CVYBA Team (Team) appointed by the CVYBA Board of Directors.

Section 2. Formation.

The Team will consist of CVYBA Board Members, CVYBA Advisors and coaches of the Cumberland Valley School District. The Team will have no less then four (4) members and no more then six (6) members for each draft and evaluation. The members of the Team must be individuals with a basic understanding of the developmental stages of children and players and have some basic basketball knowledge. Alternates may be named from the same pool of potential members. No member of the Team  may evaluate their own child.

Section 3. Evaluations.

The Team will be responsible for creating and carrying out all drills for each evaluation and  doing all of the numeric evaluations for all CVYBA players, including travel and tournament team players. Age group coordinators and coaches will be asked to assist only in carrying out the drills created by the Team and will be encouraged to attend.

Section 4. Drafts.

The Team will be responsible for administering all drafts for all CVYBA players, including travel and tournament teams. Age group coordinators and coaches must be present for all drafts. Each draft will be a “blind” draft. Each coach and one (1) assistant coach will receive their own child on their team. Car pools and special placement requests will be discouraged and honored only if the goal of making every team evenly talented can be accomplished. The over all goal of every draft is to make each age group as evenly competitive as possible. All travel team and tournament team coaches will have the final decision in picking their travel/tournamnet teams. 

Section 5. Exceptions.

Any exceptions to the Sections listed above in Article VI must be approved prior to any Age Group Evaluation or Draft by the CVYBA Board of Directors

ARTICLE VII - MEETINGS

Section 1.

The Executive Board shall meet as necessary to conduct the business of CVYBA.

Section 2.

A general assembly meeting shall be held at least one prior to and one after the season, or as deemed necessary to conduct CVYBA business.

Section 3.

Special meetings can be called by the Executive Board. Except in emergencies, two (2) days notice shall be given.

Section 4.

An annual general assembly meeting shall be held to elect officers and Age Level Coordinators for the succeeding year. If such a meeting is not called, any voting member may call the meeting by notifying the Secretary. Notice of the annual general assembly meeting shall be given to all voting members of CVYBA.

Section 5.

Five (5) members of the Executive Board shall constitute a quorum to conduct business at Executive Board meetings.

Section 6.

Nine (9) voting members of the CVYBA shall constitute a quorum to conduct business at general assembly or annual meetings.

Section 7.

At least one registration period shall be held annually for the purpose of registering players.

ARTICLE VIII - VOTING RIGHTS AND ELECTION PROCEDURES

Section 1.

General Assembly Meetings - All Executive Board members, Age Level Coordinators, and chairperson of CVYBA appointed committees are voting members and entitled to one (1) vote each on any issue at general assembly meetings.

Section 2.

Election of Officers - Each of the Executive Board members, Age Level Coordinators, and chairperson of the CVYBA appointed committees is entitled to one (1) vote in each of the elections for officers at the annual meeting. Officers shall be elected by a simple majority of voting members present, providing there is a quorum as stated in Article VI, Section 6, and shall serve for a term of one year.

Section 3.

Election of Age Level Coordinators - Each of the Executive Board members, Age Level Coordinators and chairperson of CVYBA appointed committees is entitled to one (1) vote for the purpose of electing an Age Level Coordinator. Age Level Coordinators shall be elected by a simple majority and shall serve for a term of one year.

Section 4.

Any action of the Executive Board or of any CVYBA member may be reviewed at the general meetings. A majority vote of those present with voting rights can reverse any decision on the board or any CVYBA member, providing there is a quorum as stated in Article VI, Section 6.

Section 5.

Nothing in these By-Laws shall be constituted as permitting any individual to have more than one (1) vote on any single issue or in any single election.

ARTICLE IX - COMMITTEES/CHAIRPERSONS

Section 1.

The following committees will be established:

Equipment Coordinator: shall supervise all activities related to equipment, including the ordering of all equipment, and trophies. As well, this individual shall maintain inventories on all CVYBA equipment and recommend replacement to the Board, as necessary. When recommending purchases, bids should be taken to insure the best price possible for the Association. This individual will serve on other committees as designated by the Executive Board.

Referee Coordinator: shall supervise all activities related to referee coordination and training. This includes recruiting youth referees and youth referee coordinators as well as an overall CVYBA Youth Referee Coordinator. As well, this individual will be responsible for setting up referee training clinics and conducting follow-up evaluations of all referees. The referee coordinator chairperson shall also serve on other committees as designated by the Executive Board.

Scheduling Coordinator: shall supervise all activities related to scheduling the practices and games for all CVYBA Recreational Teams. The chairperson must coordinate the schedule with the travel teams coordinator to insure adequate time for all teams. The practice schedule shall be maintained on a computer program to facilitate future changes. The schedule coordinator shall also serve on other committees as designated by the Executive Board.

Tournament Director: shall supervise and coordinate all activities related to CVYBA sponsored tournaments. This individual will be responsible for coordinating the following activities for each tournament including but not limited to: concessions, advertising, tickets, volunteer help, game support, team support, and awards.

As well, this individual shall keep the Executive Board informed of all developments as each tournament progresses. The tournament director shall also serve on other committees as designated by the Executive Board.

Section 2.

Committees may be established by the President and Executive Board as deemed necessary to carry out the activities of the CVYBA.

ARTICLE X - POLITICAL ACTIVITIES AND DISSOLUTION

Section 1.

Political activities shall be limited as prescribed in the Articles of Incorporation of the CVYBA.

Section 2.

Dissolution of the CVYBA shall be carried out as described in the Articles of Incorporation of the CVYBA.

ARTICLE XI - PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert's Rules of Order, Newly Revised shall govern the CVYBA in all cases to which they are applicable and in which they are not inconsistent with the CVYBA Articles of Incorporation, By-Laws, and/or special rules of the CVYBA may adopt.

ARTICLE XII - AMENDMENTS

These By-Laws may be amended by a two-thirds (2/3) vote of the voting members present at any regular or special general assembly meeting, provided a quorum is present as stated in Article V, Section 6, and provided a notice of the proposed change has been made available to the membership no later than ten (10) days prior to such meeting.

ARTICLE XIII - CVYBA PARTICIPANT PROTECTION POLICY

Section 1. PURPOSE

The intent of the CVYBA Participant Protection Policy is to sustain and promote a safe organized basketball environment for our players, student referees, parents, and coaches.

Section 2. POLICY

CVYBA has a Zero Tolerance policy with regard to instances of player, referee, coach, and parent abuse. This policy extends to off-court behavior (to include violence in the workplace and domestic abuse), as well as on-court behavior. One instance of confirmed negative behavior will be grounds for dismissal of an existing coach, assistant coach, referee, age group coordinator, or executive board member. Offending parents may be banned from attending games and practices.  Players given technical fouls in a game for use of foul language will be ejected from the game and suspended for the next game.  Examples of negative behavior include berating of players, referees, coaches, or age group coordinators; fighting, altercations or confrontations conducted in a loud, threatening, irrational, or violent manner. Further, any instances of domestic, child, or school violence documented through a background check via the PA Dept of Welfare or PA Criminal Systems; will be grounds for exclusion from CVYBA league participation at all levels. "Second chances" will be granted at the discretion of the CVYBA Executive Board.

Section 3. IMPLEMENTATION

A. Age Level Coordinators shall report to the CVYBA Executive Board all significant or recurring instances of negative behavior that is brought to their attention by coaches, referees, players, or parents. The Executive Board and General Assembly will vote as to the severity of the action taken.

B. All prospective coaches/assistants, Age Level Coordinators, student referees and executive board members must complete and sign a Pennsylvania Child Abuse Clearance Form (CY113) and PA Criminal Record Check (SP4 164). These forms will be subject to review by the CVYBA Executive Board and used to perform background checks on all coaches/volunteers.  

C. The CVYBA Executive Board will keep the results of both background checks confidential and information will not be made public.

Amendments to the by-laws were proposed on Sunday, December 10, 2010 and amendments were passed on August 14, 2011.

The by-laws stand as is.