Tolland Lacrosse Club  

TLC Bylaws

 Tolland Lacrosse Club Bylaws


TABLE OF CONTENTS


Article I - Meetings

Article II - Board of Directors

Article III - Duties of Board Members

Article IV - Election of Board Members

Article V - Registration Fees

Article VI - Auditing Committee

Article VII - Ejections

Article VIII - Disciplinary Actions

Article IX - Coaches

Appendix A

Annual Calendar Year Agenda

Required Forms


BYLAWS OF TOLLAND LACROSSE CLUB

Article I - Meetings

  1. Regular Board meetings shall be held on the _,(unless otherwise noted), of the following months: September (Annual Meeting, Budget, Needs Assessment, Fees); October (Bylaw Changes); November (Bylaw Vote, Declaration of Teams/Coaches); December (Registration Opening); January; February; March (Season Opening); April; May; June (Closing of Business); July (No Meeting); August (No Meeting)

(Create Attachment for basic calendar year agenda outline.)

  1. Special Meetings - The President may call a Special Meeting, by a minimum of three (3) members of the Board of Directors. Notice of Special Meeting must be given by telephone or in person within 48 hours before such meeting, and must set forth the purpose of such meeting.
  2. A Quorum shall consist of half plus one of all Tolland Lacrosse Club Board members. No official meeting shall be held without a Quorum being present.
  3. In all matters not covered by the Bylaws of the Tolland Lacrosse Club, Robert's Rules of Order shall govern.
  4. The Agenda for each meeting is noted on Attachment - Annual Calendar Year Agenda. If there is an "Important Issue" that a Board Member would like to have added to the Agenda, that member will call the President by the Monday before the league meeting, to request that the issue be added to the Agenda. The President will advise the Board of Directors regarding the addition to the Agenda.
  5. Attendance - Board of Director members must attend a majority of the regularly* scheduled Board meetings. Failure to attend the majority of meetings by any Board member will result in the loss of voting rights in the subsequent year.
  6. Board of Directors Meeting Attendees - Board of Directors meetings shall be open only to members of the Board of Directors and individual(s) formally invited by the President to attend a Board of Directors meeting. A request to attend a Board of Director meeting, by a Non-member, must be made at least one (1) full week in advance via telephone to the President, and be pertinent to a specific issue or subject matter. If approved, said invitee will be allowed to attend the portion of the meeting specific to the issue or subject matter requested.


Article II - Tolland Lacrosse Club Board Members

A. Board Members: Board Members of the Tolland Lacrosse Club shall consist of:

  1. President
  2. Vice-President
  3. Secretary
  4. Treasurer
  5. Registrar
  6. Support Positions
  7. At-Large Positions (Maximum number TBD)

Any vacancy created by the resignation of a Board of Director member shall require a vote by the remaining Board members, before such vacancy can be filled.


Article III - Duties of Board Members

  1. President: The President shall preside at all meetings and shall be an Ex-officio member of all committees. Appointment of all committees shall be the responsibility of the President. The President shall direct the policies of the Board, oversee the duties of other members of the Board of Directors, and perform other duties as may be deemed necessary by the Board of Directors, including, but not limited to the representation of the TLC at the CVYL meetings.
  2. Vice-President: The Vice-President shall assist the President in the execution of their duties, assist in the coordination of game, field, and officials scheduling, and perform other duties as may be deemed necessary by the Board of Directors, including, but not limited to the representation of the TLC at the CVYL meetings.
  3. Secretary: The Secretary shall record the minutes of all meetings of the Board, including Special Meetings - A copy of the minutes shall be e-mailed to Board Members and posted to the TLC Google Drive within seven (7) days after the meeting, track attendance at all meetings, and shall perform such other duties as may be delegated to them. If there is not a Fundraising Coordinator, the Secretary shall be responsible for coordinating Picture Day. 
  4. Treasurer: The Treasurer shall maintain an accurate record of all receipts and expenditures, and shall present (1) The Official Bank Statement listing all account activity and ending balance, (2) A typed summary of all account payables and receivables, and (3) A written or typed summary of any checks received and/or distributed that aren't reflected in either the Bank Statement or summary of account payables / receivables to the TLC Board at each meeting. A copy of the official monthly bank statement and monthly report shall be distributed to the Secretary at least twenty-four (24) hours prior to the monthly Board Meeting. The Secretary shall make copies of all monthly Treasury reports received and distribute them to all Board Members at the start of each Board Meeting. The Treasurer will prepare a calendar year income statement for review at the last fiscal year meeting held in June. The Treasurer will develop a budget, which will be approved annually by the Tolland Lacrosse Club's Board of Directors each November. The club will operate within the approved budget. The Treasurer is responsible for filing taxes for the Tolland Lacrosse Club. The Treasurer is responsible for maintaining an on-line merchant account. 
  5. Registrar:
  6. Registration and Rosters: The TLC Registrar is responsible for the full execution of the registration process. The registrar shall create, open and maintain registration for our spring and fall teams and coaches. Once registration closes, the registrar assigns players and coaches to teams and creates rosters and will integrate the TLC website with the CVYL website as necessary.
  7. Communication: The Registrar works closely with the Board Secretary (or other Board member in charge of publicity and communication) to communicate to our current families and the community that registration is open and about registration deadlines. The Registrar currently has access to the Tolland Lacrosse gmail, TollandLaxClub@gmail.com and uses this as a “reply to” email address for large email distributions from the club. If that email address is used, the registrar or other board members (secretary and president) should check it regularly.
  8. Uniforms: The Registrar handles uniform pricing, ordering and distribution, including assigning jersey numbers. The registrar checks practice pinney totals from previous spring season and orders additional pinnies for the season if needed.
  9. Website: The Registrar is currently acting as the website manager (Webmaster) for our club’s website: TollandLacrosse.org. Currently, with the League Athletics website, the Web Master’s email address receives emails sent through the website’s Feedback and General Contact options.
  10. Support Positions:
  11. Boys’ Program Director
  12. Oversees all level boys coaches, certifications and training. This person could also be a CVYL representative for Tolland Lacrosse, and attend Boys CVYL meetings.
  13. Referee Scheduling: Boys Program Director works with Boys Ref Coordinator (not required to be Board member) to assign refs to all home games.
  14. Girls’ Program Director
  15. Oversees all level girls coaches, certifications and training. This person could also be a CVYL representative for Tolland Lacrosse, and attend all Girls CVYL meetings.
  16. Referee Scheduling: Girls Program Director works with Girls Ref Coordinator (not required to be Board member) to assign refs to all home games.
  17. Equipment Manager
  18. Goals/Nets: Maintain goals and nets. Responsible for getting goals to fields at the start of season and storing goals after season. The TLC Board will decide at the end of each season where to leave two goals out for off-season use.
  19. Maintain goalie equipment for each girls and boys Bantam, Junior and Senior team and distribute to head coaches at start of season.
  20. Purchase and distribute balls, ice packs and first aid kits to each head coach. Distribute practice cones (purchase as needed) to head coaches.
  21. Distribute scoreboards and air horns to Junior and Senior head coaches.
  22. Fundraising / Merchandising Coordinator
  23. Order Coaches Tees (and Players’ Tees if giving them) prior to the season.
  24. Run fundraiser(s)
  25. On-line store
  26. Picture Day
  27. Sales of merchandise
  28. At-Large Positions: TBD


Article IV - Election of Board Members

The Tolland Lacrosse Board's Executive Members* will be selected by formal vote in September of each year. Each Executive Board member will serve a term of one (1) year- September thru August. (The president must have served as a board member for at least one year.) All other Board members will serve one (1) year renewable terms. Unless extraordinary circumstances dictate, new Board members will only be sworn in during the September meeting of each year. All Board members, Executive and Non-executive, must notify the Secretary by July 31st of each subsequent year, relative to their intention to remain on the 1LC Board of Directors. A failure to notify by July 31st will effectively serve as a resignation.

All members of the Tolland Lacrosse Club's Board of Directors must be formally sworn in.

*President, Vice-President, Treasurer, and Secretary.


Article V - Registration Fees

To be determined annually based on the cost per player of running the program.

Members of the Tolland Lacrosse Club shall be responsible for USA Lacrosse membership and any uniform fees.


Article VI - Auditing Committee

An Auditing Committee shall be appointed by the President and shall examine the accounts of the Treasurer for the prior year and prepare a statement noting the propriety of the Treasurer's actions during the prior year to be reported at the September meeting. The Treasurer cannot be on the Auditing Committee. The Auditing Committee and the Treasurer may employ the use of a CPA or other Tax Professional to process appropriate non-profit organization paperwork requirements for the IRS.

Article VII - Ejections

Any player who is ejected from a game shall automatically be ineligible to participate in his next game. The coach of the ejected player must notify the President within twenty-four (24) hours of the ejection. If an ejected player is allowed to play in the next game following an ejection, both the coach and player shall be immediately ineligible to participate in any subsequent games, until final disposition is determined by Special Meeting of the Board of Directors.

The ejection of any coach from a game will result in a mandatory suspension from the next two (2) games in the current season or the following season, if the ejection occurred during the last or second to last game of the season, including playoffs. A second ejection of a coach, whether occurring within the same season, or over subsequent seasons, will result in a mandatory permanent suspension of all coaching responsibilities.

Article VIII - Disciplinary Actions

Upon receipt of a formal* complaint regarding any player, coach, or parent, the President (or Vice President in the President's absence) will be responsible for addressing said complaint within three (3) business days. Complaints involving any Board member(s) will require the convening of a Special Meeting, excluding the Board member(s) involved in the complaint, to resolve the complaint. Final disciplinary actions involving players or parents will be levied by the President or Vice-President. Final disciplinary actions involving coaches or Board members will be levied by the Board members participating in the Special Meeting.

*Complaints must be in writing, either e-mail or hand-delivered.

Article IX- Coaches

  1. Coach Requirements
  2. Register as a coach on USA Lacrosse reimbursed by TLC).
  3. Background check, due every two years
  4. USAL Abuse Prevention course
  5. Register as a coach on TLC website.
  6. Agree to TLC Code of Conduct during registration.
  7. Complete CDC Concussion training, Heads Up to Youth Sports: https://www.train.org/cdctrain/course/1089818/
  8. Head coaches send a welcome email to their team by March 20th. Include in that email: practice days/times, contact info for coaches, date/time of preseason parent meeting.
  9. Utilize coach training available through USA Lacrosse found on their website as well as through local colleges that can be found online.
  10. Coach selection process: TBD

APPENDIX-A

ANNUAL CALENDAR YEAR AGENDA



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