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 Non-profit Corporation Law of the Commonwealth of Pennsylvania.
ARTICLE II - PURPOSE
The purpose of the 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."
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 any non-CVYBA opponent, 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.
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 – MEETINGS
The Executive Board shall meet the 2nd Sunday of each month from August of the current year through April of the following year, or additionally as necessary to conduct the business of the CVYBA. Participation in these meetings shall include the officers of the Executive Board, Grade Level coordinators, and chairpersons of the CVYBA appointed committees.
An annual general assembly meeting shall be held after the season, or as deemed necessary to conduct CVYBA business. The general assembly meeting shall be held to elect officers and Grade Level Coordinators for the upcoming year. If such a meeting is not called, any voting member may call the meeting by notifying the Secretary. Notice of the general assembly meetings shall be given to all voting members of the CVYBA. Membership in the general assembly of the CVYBA includes the officers of the Executive Board, Grade Level coordinators, chairpersons of the CVYBA appointed committees. The general assembly meeting is open to the public. The time and location will be announced to the general assembly at least 10 days in advance of the meeting.
Special meetings can be called by the Executive Board. Except in emergencies, two (2) days notice shall be given.
Five (5) members of the Executive Board shall constitute a quorum to conduct business at Executive Board meetings.
Nine (9) voting members of the CVYBA shall constitute a quorum to conduct business at general assembly meetings.
At least one registration period shall be held annually for the purpose of registering players.
ARTICLE IV - VOTING RIGHTS AND ELECTION PROCEDURES
Election of Officers - Each of the Executive Board members, Grade Level Coordinators, and chairpersons of the CVYBA appointed committees is entitled to one (1) vote in each of the elections for officers at general assembly meetings. Officers shall be elected by a simple majority of voting members present, providing there is a quorum as stated in Article III, Section 5, and shall serve for a term of one year.
Election of Grade Level Coordinators - Each of the Executive Board members, Grade Level Coordinators and chairpersons of CVYBA appointed committees is entitled to one (1) vote in the elections of Grade Level Coordinators. Grade Level Coordinators shall be elected by a simple majority of voting members present, providing there is a quorum as stated in Article III, Section 5, and shall serve for a term of one year.
Election of chairpersons of the CVYBA appointed committees - Each of the Executive Board members, Grade Level Coordinators and chairpersons of CVYBA appointed committees is entitled to one (1) vote for the purpose of electing a chairperson of the CVYBA appointed committees. Chairpersons of the CVYBA appointed committees shall be elected by a simple majority of voting members present, providing there is a quorum as stated in Article III, Section 5, and shall serve for a term of one year.
Any action of the Executive Board or of any CVYBA member may be reviewed at general assembly meetings. A majority vote of those present with voting rights can reverse any decision of the Executive Board or any CVYBA member, providing there is a quorum as stated in Article III, 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 V - OFFICERS AND THEIR DUTIES
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. 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 at the general assembly meeting and be determined by a simple majority of voting members present, providing there is a quorum as stated in Article III, Section 5.
C. Committees may be established by the President and approved at general assembly meetings 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, 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, and serve on committees as designated by, the current President.
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 current President.
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 current President.
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 current President.
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 Executive Board meeting or whenever required by the President; and submit a written statement of accounts at the general assembly meetings. The Treasurer shall also supervise any fund raising committee and serve on other committees as designated by the current President. 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 which begins July 1 and ends June 30.
The Registrar shall maintain all records of players and team registrations and maintain a reference file on all rules and regulations established by the CVYBA or any other organization with which the CVYBA affiliates pertaining to players and teams. The Registrar shall also supervise all registration activities of the CVYBA and serve on other committees as designated by the current President.
The Uniform Coordinator shall supervise all activities related to uniforms including ordering the uniforms and coordinating the pickup of uniforms by the Grade Level Coordinators. This individual will also recommend alternate vendors at the time current vendor contracts expire and will act as the liaison for the CVYBA when contacting vendors on any issues.
The Coaches Coordinator shall be responsible for finding Grade Level Coordinators for vacant divisions and will act as a point of contact for the Grade Level Coordinators to distribute necessary information. The Coaches Coordinator shall also perform background checks on all officers of the Executive Board, Grade Level coordinators, chairpersons of appointed committees, and coaches for the CVYBA prior to the start of basketball activities.
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. Any officer engaging in activity deemed detrimental to the CVYBA can be removed from the Executive Board by a majority vote of the Executive Board. The Executive Board has the right to ask officers to resign if they are not fulfilling their roles as officers and/or for disciplinary measurements.
ARTICLE VI – AGE LEVEL COORDINATORS AND THEIR DUTIES
The following Grade Level Coordinators will be established, with additional coordinators added by the Executive Board as deemed necessary:
|Boys Age Levels||Girls Age Levels|
2nd & 3rd Grade
4th & 5th Grade
6th , 7th, & 8th Grade
9th, 10th, 11th & 12th Grade
7th & 8th Grade
9th & 10th Grade
11th & 12th Grade
Grade 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 Grade level coaches of the activities of the Executive Board and for informing the Executive Board of the activities and views of the Grade level coaches. Each Grade Level Coordinator is responsible for team formations through a draft process, and Grade level activities. The Grade 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. Grade Level Coordinators shall serve on committees as designated by the current President. Grade Level Coordinators are required to attend any meetings as notified by the Executive Board.
The Grade 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.
ARTICLE VII - COMMITTEES/CHAIRPERSONS
The following committees will be established:
Equipment Coordinator: 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 Executive Board, as necessary. When recommending purchases, bids should be taken to ensure the best price possible. This individual will also serve on other committees as designated by the Executive Board.
Referee Coordinator: 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 will also serve on other committees as designated by the Executive Board.
Scheduling Coordinator: supervise all activities related to scheduling the practices for all CVYBA Recreational teams and games for all CVYBA Teams. The practice schedule shall be maintained by a computer program to facilitate future changes. The schedule coordinator will also serve on other committees as designated by the Executive Board.
Tournament Director: 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 will keep the Executive Board informed of all developments as each tournament progresses. The tournament director will also serve on other committees as designated by the Executive Board.
Webmaster: responsible for keeping information current and updated on the CVYBA website. This shall include, but not be limited to, travel team result postings, registration updates, meeting dates, and updating any other web page on the CVYBA website. The Webmaster will also be responsible for updating the CVYBA Twitter and Facebook pages as needed or upon the request of the Executive Board.
Girls Development Coordinator: supervise and coordinate all activities related to the development of the girls programs including: Liaison with CV School District middle school and high school basketball coaches, coordination of grade-level skill development plans; liaison with Age Level Coordinators, Travel Teams, and Tournament Teams.
Boys Development Coordinator: supervise and coordinate all activities related to the development of the girls programs including: Liaison with CV School District middle school and high school basketball coaches, coordination of grade-level skill development plans; liaison with Age Level Coordinators, Travel Teams, and Tournament Teams.
Committees may be established by the current President as deemed necessary to carry out the activities of the CVYBA.
ARTICLE VIII – EVALUATIONS AND DRAFTS
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 the CVYBA Executive Board Members, CVYBA Advisors and coaches of the Cumberland Valley School District. The Team will have no less than four (4) members and no more than six (6) members for each evaluation. The members of the Team must be individuals with a basic understanding of the developmental stages of children and players, and have basic basketball knowledge. No member of the Team may evaluate his or her 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. Grade group coordinators and coaches are encouraged to attend and will be asked to assist only in carrying out the drills created by the Team.
Section 4. Drafts
The Team will be responsible for administering all drafts for all CVYBA players from 2nd through 8th grade, including travel and tournament teams. Grade group coordinators and coaches must be present for all drafts. Each draft will be a “blind” draft. The children of each head coach and one (1) assistant coach will be placed 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 overall goal of every draft is to make each Grade group as evenly competitive as possible. All travel team and tournament team coaches will have the final decision in picking their travel/tournament teams.
Section 5. Exceptions
Any exceptions to the Sections listed in this Article must be approved by the Executive Board prior to any Grade Group Evaluation or Draft.
ARTICLE IX - TRAVEL AND TOURNAMENT TEAM POLICY
Section 1. Definitions
A. A 'Travel Team' is defined as a CVYBA team that plays in leagues of non-CVYBA teams. Travel teams are partially funded by normal CVYBA fees.
CVYBA Travel Teams receive funding for participation in the Mechanicsburg Travel League. Additional tournaments or leagues are the financial responsibility of the Travel Team.
B. A ‘Tournament Team' is a team with no formal financial connection to CVYBA that a) has CVYBA players on the roster and b) plays in tournaments either during or after the CVYBA season.
Tournament Teams receive no CVYBA funding, and are funded completely by parent team fees. Tournament teams using the CVYBA name are governed by CVYBA rules. Each Tournament Team coach is given responsibility for setting playing time expectations.
A ‘Team Contract' should be used to set expectations among players, parents, and coaches. This contract should be used by Travel and Tournament Team coaches and presented prior to the season start.
Section 2. Travel Team Implementation
Travel Teams require commitments from the players, parents and coaches. Boys Travel Teams exist in grades 4 through 6. Girls Travel Teams exist in grades 4 through 8. Court schedule priority will be established by the number of players for the entire grade group.
Travel Team coaches will be approved by the general assembly, and will agree to abide by CVYBA By-Laws.
Tryouts for Travel Teams will be open to all registered CVYBA players.
The CVYBA Evaluation Team will be responsible for defining the selection criteria as stated in Section VIII. Travel Teams will consist of 12 players or less. Children of Travel Team Head Coaches are automatically on the Travel Team.
Travel Teams that play in tournaments either during or after the season are considered "Tournament Teams" for those tournaments, and at season-end must use the same roster used as a Travel Team. Travel Team coaches will communicate to parents expected post-season Tournament Team fees as well as expected post-season playing time commitments prior to player/parent commitment. Travel Team coaches may replace players unwilling to commit to post-season Tournament Teams.
Travel Team players, parents, and coaches are expected to sign a ‘Team Contract'.
Travel Teams in grade 6 or lower will follow the '50% per game' playing time rule during the CVYBA-sponsored season. Playing time rules for travel teams in grades 7 and higher are set by the Development Coordinator or the coach.
When a Travel Team becomes a Tournament Team for post-season tournaments, Travel Team coaches may adjust playing time policies. These expectations should be communicated prior to player/parent commitment to the Travel Team.
Section 3. Tournament Team Implementation
Tournament Teams require commitments from players, parents and coaches. Any coach can establish a Tournament Team for any grade level. All Tournament Team coaches should notify the Age Level Coordinator of their team intentions and player commitments.
Tournament Team coaches will be approved by the general assembly, and will agree to abide by CVYBA By-Laws.
Tournament Teams are chosen by the Coach, who has discretion over selection methods. Tournament Teams formed from a Travel Team must use the same roster.
There are no other CVYBA restrictions on Tournament Team selection.
Tournament Team coaches will communicate to parents expected fees as well as expected playing time commitments prior to player/parent commitment.
CVYBA recommends that Tournament Team players, parents, and coaches sign a 'Team Contract'. The Coach has final say over the contents and use of the Team Contract.
Tournament Teams 'playing time' expectations apply only to teams in 6th grade or lower, are will be set by the Tournament Team coach, and can be a) 50% per game, b) 50% per tournament, or c) no commitment. These expectations should be communicated prior to player/parent commitment to the Tournament Team.
Tournament Team playing time decisions by coaches are not open for CVYBA appeal. This includes Tournament Teams that were made from Travel Teams.
ARTICLE X - POLITICAL ACTIVITIES AND DISSOLUTION
Political activities shall be limited as prescribed in the Articles of Incorporation of the CVYBA.
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 that 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 Executive Board or general assembly meeting, provided a quorum is present as stated in Article III, 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, or parent abuse. This policy extends to off-court behaviour on Cumberland Valley school property and sites of Travel and/or Tournament locations (to include violence in the workplace and domestic abuse), as well as on-court behaviour. One instance of confirmed negative behaviour will be grounds for dismissal of an existing coach, assistant coach, referee, Grade group coordinator, Executive Board member, or chairpersons of the CVYBA appointed committees. 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 behaviour include, but are not limited to, berating of players, referees, coaches, parents or Grade group coordinators; fighting, altercations or confrontations. Further, any instances of domestic, child, or school violence documented through a background check will be grounds for exclusion from CVYBA participation at all levels. "Second chances" will be granted at the discretion of the CVYBA Executive Board.
Section 3. Implementation
A. Grade Level Coordinators shall report to the CVYBA Executive Board all significant or recurring instances of negative behaviour that is brought to their attention by coaches, referees, players, or parents. The Executive Board and General Assembly will determine the action taken.
B. All prospective coaches/assistants, Grade Level Coordinators, student referees and executive board members must complete and sign a CVYBA issued background check form. These forms will be subject to review by the CVYBA Executive Board and used to perform background checks on all 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, October 14, 2012 and amendments were passed on November 11, 2012. Further amendments were proposed April 26, 2013 and passed on May 7, 2013.
The by-laws stand as is.