CONSTITUTION AND BY-LAWS

CONSTITUTION

NAME. 

We, the concerned parents of the Orange Grove area have established the Orange Grove Youth Association, Incorporated. The short title of this association shall be OGYA. The OGYA is a non-profit organization registered with the state of Mississippi.

PURPOSE. 

The purpose for which this association is formed is to provide recreation opportunities by way of organized sports programs for the children of residents of the Orange Grove area. This association will seek to instill in the youth of our community ideals of good sportsmanship, honesty, loyalty, integrity, and teamwork, so they may be stronger, happier, and more fulfilled youths who will grow to be wholesome, healthy adults.  The OGYA will schedule, plan, and host athletic, social, and civic events and activities for adults and youth of the community, and supervise and make provisions for competitive athletic events and social functions and activities.  The key to success of the OGYA is voluntary participation by both children and adults.

 SITE OF OPERATION.

The principal operation site of the OGYA shall be in the city of Gulfport Harrison County, Mississippi, specifically at Clarence Johnson Memorial Sports Complex on Three Rivers Road.  Extension into other areas may be approved as necessary due to unanticipated events which necessitate such action.

POWERS. 

The OGYA shall have the following powers.

a. Form and elect a governing body.

b. Make and enforce rules and regulation to govern itself on a local basis.

c. Divide the OGYA into age-specific leagues in accordance with affiliation guidelines. 

d. Conduct registrations, tryouts, manage player and coach selection process, and provide oversight for player transfers. 

e. Determine the affiliation which shall impact strategic management of operations.

f. Solicit contributions, enter into contracts, purchase and own equipment, and take other actions necessary to ensure the comprehensive success of the OGYA.

FISCAL YEAR.

The fiscal year of the OGYA shall be January 1 thru December 31. Any balance in excess of $10,000 will be placed in a 12-month certificate of deposit.

 MEMBERSHIP.

All parents, legal guardians, and adult participants in the baseball/basketball programs of the OGYA are members. There is no membership fee and membership is valid commensurate with the fiscal year.

 MEETINGS.

Meetings shall be called by the President as necessary to conduct all business to ensure success of the OGYA. All meetings are open forums and attendance by all OGYA members is encouraged. A quorum (50% plus one) of the Board of Directors is necessary to conduct OGYA business. Robert's Rules of Order shall be the parliamentary authority on all matters not covered by the Constitution and By-Laws. 

 AMENDMENTS TO THE CONSTITUTION AND BY-LAWS.

Changes to this Constitution or the By-Laws may be made at any OGYA meeting attended by 2/3 of the Board of Directors. Recommendations for changes may be submitted by any OGYA member. Amendments to the Constitution require 2/3 vote of Board members present; By-Laws changes require a majority vote of Board members present.

BY-LAWS

 GOVERNING BODY.

a. President. Elected by the sitting Board in November of even-numbered years. Term of office shall be two years. The President must have served on the Board for a minimum of two years before eligible.

b. Vice-President. Elected by the sitting Board in November of even-numbered years. Term of office shall be two years. The Vice-President must have served on the Board for a minimum of two years before eligible.

c. Treasurer. Elected by the sitting Board in November of even-numbered years. Term of office shall be two years.

d. Secretary. Elected by the sitting Board in November of even-numbered years. Term of office shall be two years.

e. Board Members. Members will be elected by the sitting Board annually in November of even-numbered years. Term of office shall be two years.

OFFICERS/DUTIES.

a. President.

(1) Preside over all Board meetings.

(2) Assume responsibility for the operation of the OGYA complying with the Constitution and By-Laws.

(3) Serve as an ex-officio member of all committees.

(4) Appoint committees and supervise their activities.

(5) Ensure the OGYA adheres to all affiliation and locally prescribed rules.

(6) Complete Charter application/continuation forms and forward to affiliate headquarters. Conduct all business with affiliate headquarters.

(7) Manage or provide supervisory oversight for any activities undertaken by the OGYA not specifically covered in the Constitution or By-Laws. Initiate long term strategic planning. 

b. Vice-President. Preside in the absence of the President and carry out duties and assignments designated by the Constitution and By-Laws and/or delegated by the President.

c. Secretary. Records the minutes of meetings and maintain an official record of OGYA activities. Carry out duties and assignments designated by the Constitution and By-Laws and/or delegated by the President.

e. Board Members. Serve as the representative voice for the OGYA by attending meetings, participating in the adoption of rules and regulations governing the operation of the league, and voting on all issues relative to the activities of the league. Carry out duties and assignments designated by the Constitution and/or delegated by the President.

 ELECTION/REMOVAL PROCEDURES.

a. Election Procedures. All board members shall be elected by secret ballot at an open meeting held in November of even-numbered years. Provision is made for an acceptance of acclamation if a nominee for office is unopposed. Newly elected officers assume responsibility at the close of the meeting during which they were elected. The President is afforded the right to nominate an OGYA member to fill a vacancy arising between semi-annual election months; nominee must be approved by a 2/3 board vote at a regularly scheduled meeting.

d. Filling Vacancies. Vacancies created as a result of resignation, removal, etc., shall be filled by a special election called by the President. An officer or director elected in such a manner will take office immediately.

 STANDING COMMITTEES. 

The following committees shall be formed to ensure OGYA initiatives are accomplished in a timely and efficient manner.

a. Budget/Finance Committee. Chaired by OGYA Treasurer and shall consist of four additional OGYA members (to include Board members) recommended by the Treasurer and approved by the Board. Term of office is at the discretion of the Board. One member of this committee shall be the Booster Club President. Responsible for all monetary management of the OGYA.

b. Equipment Committee. Chaired by the Equipment Manager and shall consist of two additional OGYA members (to include Board members) approved by the Board. Term of office is at the discretion of the Board. Responsible for inventory, accountability, operability, and recommendations for purchase of equipment needed to support OGYA operations.

d. Sponsors Committee. Chair is appointed by the President and shall consist of four additional OGYA members (to include Board members) approved by the Board. Term of office is at the discretion of the Board. Responsible for organizing and conducting sponsorship drives, negotiating non-binding long-term corporate sponsorships, and coordinating sponsor involvement in all facets of league and post-season play.

e. Coaches Committee. Chaired by the Vice-President and shall consist of four additional OGYA members (to include Board members) approved by the Board. Term of office shall be at the discretion of the Board. Responsible for reviewing all coaching applicants and making recommendations to the Board in form of motion. Guidelines for selection of coaches will include baseball knowledge, seniority, availability, and leadership/guidance skills.

f. Records Committee. Chaired by President and shall consist of one representative from each league participating in league play. Term of office shall be at the discretion of the Board. Responsible for ensuring all applications are properly completed and birth certificates are present and valid. Responsible for ensuring game records (scorebooks) are properly maintained to prevent negative actions towards the OGYA regarding All-Star eligibility, and to resolve "innings pitched" issues. Also responsible for securing game results and posting win-loss data for each league in the OGYA.

g. Scheduling/Publicity Committee. Chaired by the Vice-President and shall consist of two additional OGYA members (to include Board members) approved by the Board. Term of office shall be at the discretion of the Board. Responsible for scheduling and posting practice and game schedules (to include rainouts) for all teams.

h. Umpire Committee. Chaired by the Vice-President and shall consist of two additional OGYA members (to include Board members) approved by the Board. Term of office shall be at the discretion of the Board. Responsible for assignment of umpires for all league games, the conduct of clinics on rules and mechanics, and ensuring that all umpires know rules (including protest procedures and local deviations). Coordinate with Treasurer to ensure proper payment of umpires.

i. Concession Committee. Chair appointed by President and shall consist of two additional OGYA members approved by the Board. Term of office shall be at the discretion of the Board. Responsible for overall operation of the concession stand including, but not limited to, purchase of inventory, cleanliness, oversight of funds, coordination with Treasurer, and scheduling of workers.

j. Fall Ball Committee. Chair appointed by President and shall consist of two additional OGYA members approved by the Board. Term of office shall be at the discretion of the Board. Responsible for overall planning and conduct of all fall ball activities.

k. Protest Committee. Chaired by the Secretary and shall consist of commissioners from each age specific league. This committee will hear and decide all protests in accordance with procedures established by the OGYA. Information regarding shall be gathered from each coach involved and the umpire of the game at issue.

l. Fundraising/Booster Club Committee. To be published.

APPOINTED OFFICIALS AND DUTIES.

 LEAGUE FORMATION.

For the sake of determining which league a player shall be eligible to participate in, the age of a player will be "as of April 30 of the year in which the player participates". Players may be allowed to move to an “older” age-specific league provided a letter is submitted by a parent to the board.  Children that choose to play "up" must also play up as an all star.

a. T-Ball (5 - 6 YR OLDS). Players not exceeding the age of 6 on April 30 of a given year shall play in this league.  There shall be no try-outs or drafts for T-Ball; names will be drawn from a hat and a like number of players assigned to each team in the league. Specific rules for T-Ball will be published annually and provided to coaches and umpires prior to the beginning of each season. Games will have a 1:15 time limit. No new inning will begin after 1 hour and 5 minutes.

b. Coach Pitch (7-8 YR OLDS). Players not exceeding the age of 8 on April 30 of a given year shall play in this league. Specific rules for Coach Pitch will be published annually and provided to coaches and umpires prior to the beginning of each season. Games will have a 1:30 time limit.  No new inning will begin after 1 hour and 20 minutes.

c. 9 - 10 YR OLDS. Players not exceeding 10 years of age on April 30 of a given year shall play in this league. Games will have a 1:45 time limit. No new inning will begin after 1 hour and 35 minutes.

d. 11 - 12 YR OLDS. Players not exceeding 12 years of age on April 30 of a given year shall play in this league. Games will have a 1:45 time limit. No new inning will begin after 1 hour and 35 minutes.

e. 13 YR OLD PREP LEAGUE.  All games will have a 2:00 time limit. No new inning will begin after 1 hour and 50 minutes.

f. 13 - 15 YR OLDS. 

g. 16 - 18 YR OLDS. 

 FREEZES.

The child (or children) of the Head Coach will automatically be on that coach’s team. If the Head Coach obtains a sponsor, that team gets one (1) freeze. A coach must obtain parental permission to freeze a child. Any child returning to the draft (for any reason) cannot be taken as a freeze.

 TRY-OUTS/DRAFTS. 

Siblings shall not be separated. If a player is selected by way of draft, freeze, or hat pick, his or her sibling(s) must be taken as that team’s last selection of the draft.

 TEAM COMPOSITION. 

Directed by Rules and Regulations of Cal Ripken/Babe Ruth Baseball and will be strictly adhered to.

 CONDUCT.

a. There shall be no arguing in any capacity between umpires, coaches, player, and/or fans on or off the field. If a coach or player is ejected by an umpire for any reason, the umpire shall inform a member of the board immediately. The player/coach that is ejected must sit out the next game.  The player must be present for this game.  The coach is NOT to be present for this game.  I If an umpire ejects a coach or player a second time during the same season, they are subject to suspension for the remainder of the season pending review and vote by the board.

b. There shall be no fighting, cursing, of use of obscene language or gestures by any coach, player, or fan. The consequences shall be immediate expulsion from the premises.  If a coach, player, or fan is removed a second time during the same season, they shall be suspended for the remainder of the season.

PROTESTS.

a. No protests are allowed in T-Ball or Coach Pitch.

b. No protests are allowed for judgment calls made by umpires.

c. The coach must file notice that the game is being played under protest with the Umpire immediately at the time of the disputed decision and before the next pitched ball to a batter or the next play.

d. The protest fee is $50.00 made payable to OGYA and presented at the time a protest is made. The fee is refunded only if the protest is won.

e. A written report setting forth all the facts of the protest must be filed with the OGYA President within 48 hours of the protest.

f. The OGYA President shall refer the protest to the Protest Committee (ARTICLE IV k) within 48 hours of receipt, and a decision shall be rendered by the Protest Committee to the President within 48 hours. The final decision of the protest rests with the Protest Committee.

 GENERAL PLAYING RULES.

a. All OGYA games will have a time limit as specified in paragraph VI.

b. Games ending the time limit in a tie, shall be entered in the score book as a tie.

c. All roster players must play at least 2 defensive innings of each game. Expiration of time preventing a coach from meeting the full extent of this rule will not result in a coach or team being penalized.

d. All players on the roster and present will bat each time through the line-up during regular season games (Cal Ripken Division only).

e. Rainouts will be rescheduled by the OGYA (if necessary).

f. Cancellation and/or changing of any game will not be allowed.

ALL-STAR SELECTION PROCESS.

b. All-Star Tournament Selection Process.

T-Ball and Coach Pitch Leagues.

OGYA will pay the entry fee for each team to play in the OGYA tournament plus two (2) other League Sanctioned tournaments in the local area. Any other tournament the All-Star teams play in must be approved by the board due to insurance purposes. The coach and team are responsible for all expenses incurred for that tournament.

All other OGYA All-Star Teams.

Per Cal Ripken/Babe Ruth mandate, each team must go thru the district tournament route unless OGYA hosts an age specific state tournament. If a team does not win the right to proceed past district, OGYA will pay the entry fee for a local tournament (if one exists). For teams who proceed beyond district to state, regional, and beyond, OGYA will pay entry fees and coordinate fund-raising efforts to defray costs incurred by the team.