BYLAWS AND HANDBOOK
1) Definitions
a) Bylaws - rules adopted by the Association chiefly for the government of its members and the regulations of its affairs. Bylaws relate to more overarching Association objectives, obligations, and directives.
[Update Status - this section is new to the bylaws and intended to clearly define "bylaws" and distinguish from the purpose of the handbook.]
b) Handbook - detailed operational instructions capable of being used by the Association's members as a ready reference. Handbooks relate to more administrative and specific recommendations on how various requirements of the Bylaws should be practically implemented.
[Update Status - this section is new to the bylaws and intended to clearly define "handbook" and distinguish from the purpose of the bylaws.]
c) Shall - referring to actions, activities, or obligations of the Association that are mandatory.
[Update Status - this section is new to the bylaws and intended to clearly define language that is mandatory.]
d) May - referring to actions, activities, or obligations of the Association that are optional or subject to the discretion of the Association.
[Update Status - this section is new to the bylaws and intended to clearly define language that is optional.]
2) Amendments to the Bylaws and Handbook
a) Proposed changes to the Bylaws and the Handbook, including adoption, amendment, or repeal, shall be presented to the Board, setting forth in detail the subject of the proposed amendment.
[Update Status - this section is taken from Article 11.1 of the current bylaws and revised to include the Handbook as well as language from ORC 1729.16, the Adoption, Amendment, or Repeal of Bylaws.]
b) Upon receipt of a proposed amendment to the Bylaws or Handbook at a scheduled meeting of the Board, the amendment shall be publicized to the Association members via an email or other electronic notification, and the amendment shall be published on the Association website as an article for a review period of no less than four calendar weeks after its receipt. The Association membership shall have the four-calendar week period to review the proposed amendment and provide feedback for the Board's consideration.
[Update Status - this section is new and intended to set publication requirements of proposed amendments to the Assocation membership to ensure Board transparency.]
c) Proposed amendments to the Bylaws and the Handbook shall be voted on by the voting members of the Board of Directors at the next regularly scheduled meeting after the four-week Association membership review period has ended. A two-thirds majority vote of the Board of Directors shall be required to approve an amendment. The approval of an amendment shall be published on the Assocation website as a news article for no less than four calendar weeks from the date of the vote.
[Update Status - this section is taken from Article 11.2 of the current bylaws and revised to specify when the Board may vote on a proposed amendment as well as notification to the Association membership.]
d) If the Board does not approve the proposed amendment, the Assocation membership may approve the proposed amendment by a simple majority vote of the total number of current Association families. Each family with a registered player in the current season year may have a single vote for or against the proposed amendment. Families with more than one currently registered player in the current season shall still have only a single vote for or against the proposed amendment. Membership votes may be taken in one of two ways, but not a combination thereof:
ii) Online Polling: The Board of Directors shall set up an online poll that asks the Association members to simply for or against the proposed amendment, and the link to the poll shall be made available as front-page article on the Associate website for a period of four calendar weeks. The article shall list the amendment and provide instructions on how the Association membership may vote, and the online poll shall require the Association family to provide a name and email address as part of the vote. A vote shall only be considered legitimate if originating from the email address used to register the individual's/family's youth player. The Board of Directors shall tally the votes, confirm the email addresses against the youth player registration email list for the current season, and determine if a simple majority of the Association's current membership has been reached. The Board of Directors shall report the results of the vote to the Association membership and amend the Bylaws and/or Handbook if the simple majority of votes has been reached.
ii) At an Open Meeting of the Board or other Association Function: The Association membership may vote on a proposed amendment at a regularly scheduled open meeting of the Board of Directors or other open Association function. Voting shall be per hand ballot and tallied by the Board of Directors. The Board of Directors shall report the results of the vote to the Association membership and amend the Bylaws and/or Handbook if the simple majority of votes has been reached.
[Update Status - this section is taken from Article 11.2 of the current bylaws and greatly expanded to specify how the Association membership may vote on a proposed amendment if the Board does not approve the proposed amendment. In recent history, there has been confusion at the end of year banquet on whether amendments can be voted on, who is able to vote, and how the vote is taken.]
Updated 2023-04-02.