KEY WEST YOUTH LACROSSE LEAGUE
BYLAWS
Section 1: Name, Mission, Location, Fiscal Year, and Corporation Seal
1.1 Name
Key West Youth Lacrosse League (KWYLL)
1.2 Affiliations
The KWYLL shall be affiliated with US Lacrosse.
1.3 Mission Statement
To provide a positive outlet for children ages 5-15 years old (as of Aug. 31st of calendar year) in Key West and the Lower Florida Keys, fostering amateur sports competition. Emphasis will be placed on creating a positive environment for all involved, having fun, skill development, and promoting good will among all teams and individuals. Each player will have the opportunity to improve his or her skills in a positive atmosphere. Players, coaches, officials, parents, and spectators will conduct themselves in a manner that “Honors the Game” and demonstrates respect to other players, coaches, officials, parents, and fans, all in a cooperative partnership with City and County government to share existing resources that are already dedicated to recreational activities.
1.4 Location
The principal office of the Corporation in the State of Florida shall be located at 1035 Mitscher Drive, Key West, FL 33040. The Board of Directors may change the location of the principal office in the State of Florida effective upon filing a certificate with the Secretary of the State of Florida.
1.5 Fiscal Year
The fiscal year shall, unless otherwise decided by the Board of Directors, begin on October 1st and end on September 30th the following year.
1.6 Corporation Seal
The Board of Directors may adopt and alter the seal of the Corporation.
Section 2: Membership
2.1 Non-Voting Members
Membership in the KWYLL shall be open to boys and girls, ages 5-15 years old, of Monroe County, FL. All players coaches, officials, and parents shall be non-voting members of the KWYLL. Players, Coaches, and Officials shall be members of US Lacrosse and are required to sign the Code of Conduct form put forth by US Lacrosse.
Any member who does not conduct themselves as outlined in the Code of Conduct form or violates any policy set by the Bylaws will be subject to dismissal from the KWYLL upon a majority vote by the Board.
2.2 Voting Members
Members of the Board of Directors of KWYLL shall have voting rights during the term of their service.
Section 3: Board of Directors: Executive Board (President, Vice President, Secretary, Treasurer), Fundraising Coordinator, Girls’ Coordinator, Boys’ Coordinator, Officials’ Coordinator, Sponsorship Coordinator, Equipment Coordinator, Publicity/Website Coordinator, and Registration Coordinator.
3.1.1 The Board of Directors shall govern and administer the day-to-day operation of the league within the scope of the Bylaws and the policy guidelines set by the Bylaws. The Board of Directors shall consist of the following elected positions: Executive Board (President, Vice President, Secretary, Treasurer), Fundraising Coordinator, Girls’ Coordinator, Boys’ Coordinator, Sponsorship Coordinator, Officials’ Coordinator, Equipment Coordinator, Publicity/Website Coordinator, and Registration Coordinator.
3.1.2 The day-to-day business of the KWYLL shall be managed by the Board.
3.1.3 The act of the majority, of those present and voting, shall be the act of the Board.
3.1.4 When there are insufficient items to hold a meeting, the President may poll by telephone, text, and/or e-mail all the members of the Board to obtain their vote, and notify each member of the Board within three days of the date of the vote as to the results.
3.1.5 All Board of Directors members must be members of US Lacrosse.
3.1.6 All Board of Directors members must have on file with the Vice President a background check performed by the NCSI. This report must be on file before the start of clinics and practices. Should the background check not be filed within that time, all privileges as a Board member will be suspended until such letter is obtained by the KWYLL Vice President. Evaluation of background checks and determination of applicability as a Board Member will be determined by the Executive Board and all information will be held strictly confidential.
3.1.7 All Board of Directors members shall read and sign copies of the US Lacrosse Code of Conduct form. Any member who does not conduct themselves as outlined in the Code of Conduct form or violates any policy set by the Bylaws will be subject to dismissal from the KWYLL upon a majority vote by the Board of Directors.
3.2 President
3.2.1 Notifies all Board Members of the Board meeting schedule.
3.2.2 Sends out an agenda and meeting minutes to the Board via email prior to all meetings.
3.2.3 Calls to order business meetings of the Board of Directors.
3.2.4 In instances where disciplinary measures appear appropriate or are recommended, the President will convene a special meeting of the Board of Directors.
3.2.4.1 Adjudicates team or parent protests through impartial fact finding and arbitration.
3.2.4.2 Receives and records player and coach ejections.
3.2.4.3 Meets with Coaches and Assistant Coaches as needed.
3.2.4.4 Shall be authorized to arbitrate all matters.
3.2.4.5 In the case of a tie, the President shall cast the deciding vote.
3.2.5 Has power to sign checks and bank withdrawals.
3.2.6 The President, or designate from the current Board of Directors, is required to attend all scheduled KWYLL meetings.
3.2.7 Secures field space for the season through the City of Key West and submits paperwork required by the City of Key West.
3.2.8 Coordinates and communicates with the Dept. of Community Services/City of Key West for proper field dimensions and insures that fields are lined properly and well maintained. (Girls and Boys can share same field with different lines).
3.2.9 Coordinates activities with the City to ensure access to fields and bathrooms on game days.
3.2.10 Serves as primarily liaison to the City and other sporting leagues in the Monroe County and surrounding areas.
3.2.11 Responds to messages directed to the KWYLL email ([email protected]).
3.3 Vice-President
3.3.1 In the absence of the President, shall serve as acting President.
3.3.2 Shall perform other such duties as from time to time may be assigned by the President or the Board of Directors.
3.3.3 Compiles background check information from each Board member, head coach, assistant coach, and official; and reports findings to the Board of Directors.
3.3.4 Works with Girls’ and Boy’s Coordinators to coordinate coaches/officials registration includes background check, US Lacrosse registration, CPR certification, and all US lacrosse required training. Send documentation of coaches/officials registration to Secretary for upload into Google Drive.
3.3.5 Serves as lead for implementation of US Lacrosse Gold Stick Program.
3.3.6 Obtains clinic and officers and directors insurance from bolligerlax.com. Provides a copy of insurance documents to the Secretary for upload into the Google Drive.
3.3.7 Serves on fundraising committee and assists with planning and administering fundraising events.
3.4 Secretary
3.4.1 Drafts Board meeting minutes and submits to the KWYLL President for approval within two weeks of meeting.
3.4.2 Uploads agendas and approved meeting minutes into the KWYLL Google drive. Coordinates with other Board members to ensure that their respective documents are uploaded and properly organized, as required.
3.4.3 Files paperwork between Jan.1- May 1 to renew corporation status with the State of Florida Business Division/Sunbiz.org. Uploads paperwork into Google Drive.
3.4.4 Ensures that the KWYLL equipment trailer is properly tagged and licensed in the state of FL.
3.4.5 Serves on fundraising committee and assists with planning and administering fundraising events.
3.4.6 Has power to sign checks and bank withdrawals.
3.4.7 Following Board approval, creates a calendar of events for the year and sends calendar to the Promotions/Website Coordinator for posting to the KWYLL website.
3.5 Treasurer
3.5.1 Receives and deposits checks and cash for KWYLL.
3.5.2 Has power to sign checks and bank withdrawals.
3.5.3 Manages bank accounts as necessary.
3.5.4 Keeps records of receipts and expenditures of the KWYLL.
3.5.5 Renders statement of financial condition on a monthly basis, indicating expenses and income Fiscal Year to date.
3.5.6 Files corporate fees to IRS.
3.5.7 Creates annual budget to be approved by the Board of Directors and submitted to City of Key West for reimbursement. Sends budget to Secretary for upload into Google Drive.
3.5.8 Maintains a key to the KWYLL P.O. Box, and distributes mail accordingly.
3.5.9 Maintains 501c3 tax exempt status with the State of Florida (Form 990N).
3.5.10 Submit yearly itemized list of equipment purchases to City of Key West for reimbursement. Sends copy of paperwork to Secretary for upload into Google Drive.
3.6 Girls’ Coordinator / Boys’ Coordinator
3.6.1 Manages girls’ or boys’ coaches by reviewing current game day rules. Informs coaches and Officials’ Coordinator of current KWYLL policies and procedures.
3.6.2 May remove or suspend a Player, Coach, Official, Parent, or Spectator from a practice, game, or other KWYLL activity, for any conduct deemed inappropriate based on the KWYLL “Code of Conduct” or policies set forth in the Bylaws. Such action will require the approval of the President.
3.6.3 Works with the Vice-President to ensure that all coaches/officials registration include background check, US Lacrosse registration, CPR certification, and all US lacrosse required training. This may include but is not limited to:
3.6.3.1 Organizing a Coaches’ Clinic prior to the start of the Spring Season.
3.6.3.2 Organizing a Red Cross First Aid/CPR/AED class for all Coaches, Assistant Coaches, and Officials prior to the start of the season.
3.6.4 Passes all relevant information to coaches so that they may share with their parents and players. Ensures that coaches continue to communicate with parents as it pertains to schedules, notices, newsletters, etc.
3.6.5 Manages coaches to ensure they properly coordinate team volunteers such as time keepers, statisticians, etc.
3.6.6 Works with coaches to determine practice and game schedules and field assignments. Notifies the Publicity/Website coordinator of practice and game schedules as well as any changes to such schedules throughout the season.
3.6.7 Proposes equipment/uniform requirements to Board of Directors for approval.
3.6.8 Organizes pre- and post-season clinics/camps.
3.7 Fundraising Coordinator
3.7.1 Organizes fundraising events for the KWYLL.
3.7.2 Presents fundraising activities to the KWYLL Board for approval of any expenditures.
3.7.3 Maintains accountability of all fund raising items.
3.7.4 After each fundraising activity, submits monies raised and detailed register of fundraising expenses/income to Treasurer, along with accompanying receipts.
3.7.5 Maintains the KWYLL "Square" device and account.
3.7.6 Organizes and manages concession stand activities, including volunteers to assist with contributions and workload (setup, concession manning, and breakdown).
3.8 Sponsorship Coordinator
3.8.1 Actively seeks sponsors for the KWYLL.
3.8.2 Receives sponsorship checks and compiles them for the Treasurer to deposit. Sends copy of sponsor list and levels to Secretary for upload into Google Drive.
3.8.3 Collect high resolution jpeg logos from sponsors. Emails logos to Website/Publicity Coordinator (for upload to the KWYLL website) and the Secretary (for the Google Drive).
3.8.4 Orders field banners and trailer advertisement with sponsor logos.
3.8.5 Recommends changes to the Sponsorship Form for Board of Directors approval. Makes changes to the form as directed by the Board and provide to the Website/Publicity Coordinator for upload to the KWYLL website.
3.9 Equipment Coordinator
3.9.1 Maintains goals, nets, balls, and goalie equipment.
3.9.2 Responsible for all equipment and its off-season care and accountability.
3.9.3 The Equipment Manager should have hardware, straps and other replaceable items on hand for each team.
3.9.4 Responsible for personal equipment distribution at the start of the season and the collection and accountability of all personal and league equipment at the conclusion of the season.
3.9.5 Orders equipment, once approved by Board of Directors.
3.9.6 Orders player uniforms, once approved by the Board of Directors.
3.9.7 Responsible for the safe keeping and safe operation of the KWYLL equipment trailer.
3.10 Officials Coordinator
3.10.1 Coordinates an officials’ training for coaches and new officials prior to the Spring Season.
3.10.2 Updates all coaches on all new youth rules implemented by US Lacrosse.
3.10.3 May remove or suspend a Player, Coach, Official, Parent, or Spectator from a practice, game, or other KWYLL activity for any conduct deemed inappropriate based on the KWYLL “Code of Conduct” or policies set forth in the bylaws. Such action will require the approval of the President.
3.10.4 Actively recruits new officials.
3.11 Publicity/Website Coordinator
3.11.1 Coordinates and maintains publicity within and outside of KWYLL.
3.11.2 Creates banners and flyers to announce clinics/Spring league registration. Prints and distributes flyers to Board members for distribution among area schools.
3.11.3 Advertises clinics/spring league registration in newspaper.
3.11.4 Maintains and updates KWYLL Facebook and Flickr pages
3.11.5 Maintains and updates KWYLL Website. Such tasks can include (but are not limited to): posting approved Board meeting minutes, updating sponsor logos, posting Board contact information, updating the calendar of events, and posting news items.
3.11.6 Assists the Registration Coordinator in setting up online registration.
3.11.7 Develops stat sheets for use by each team during game day. Sends weekly game statistics to local newspaper during the regular Spring season.
3.12 Registration Coordinator
3.12.1 Maintains and sets up the registration portion of the Blue Sombrero website (www.keywestlacrosse.com).
3.12.2 Coordinates, administers, and manages the online league registration using the Blue Sombrero website.
3.12.3 Organize an in-person registration session with paper copies and prior to the start of the Spring season. Updates the online database in Blue Sombrero with in-person registrations.
3.12.4 Organizes and submits excel spreadsheet of player information to US Lacrosse prior to season start.
3.12.5 Organizes and submits excel spreadsheet of player information to Girls’ and Boy’s coordinators. Organizes spreadsheet by team upon notification by the Girls’ and Boys’ coordinators and submits team list to Publicity/Website Coordinator.
3.12.6 Provides a list of players who have paid equipment rental fees to the Equipment Coordinator prior to the start of the Spring season. Assists Equipment Coordinator during equipment hand-out.
Section 4: Officer Vacancies/Removals
4.1 In the event of a vacancy in any of the elected offices through resignation or other causes, the Board of Directors, by a majority vote may fill such a vacancy for the unexpired portion of the term.
4.2 Removal of any Board of Directors member (for sufficient cause) requires a majority vote of the Board of Directors
Section 5: Elections
5.1 All offices shall be elected by members present at the May Board Meeting and will serve a one year period. Nominations can be made by any member and must be submitted to the President by the May Board Meeting. Nominees shall accept or decline their nomination.
5.2 All elections will be conducted by paper ballots.
5.3 The candidate receiving the greatest number of votes shall be deemed elected.
5.4 Vacancies not filled at the time of the General Election, or occurring during the year, may be filed by a majority vote of the Board at the next regularly scheduled board meeting.
5.5 The newly elected officers shall take office on June 1 and serve one year.
Section 6: Meetings
6.1 The Board of Directors shall hold a regular meeting each month from Sept.-May. All Board Members must attend all Board meetings unless said Board member provides sufficient cause for not attending. Board members who do not attend all Board meetings are subject to removal by a majority vote of the Board of Directors.
6.2 A meeting of the Board of Directors may be called at any time by the President. Seven days notice shall be given prior to the scheduled meeting.
6.3 No votes can be taken or amendment made at a meeting without a quorum present (one more than 50% of the standing Board of Directors).
Section 7: Amendments to the Bylaws
7.1 Once adopted, these Bylaws shall be amended only by a majority vote of the Board of Directors.
Section 8: General
8.1 No officer or other voting member of this association shall receive any fee for activities concerned with his or her official office in the KWYLL.
8.2 Approval and payment for any personal expense, equipment, or any other purchase deemed necessary for the KWYLL must be approved by a majority of the Board of Directors.
8.3 Any action or behavior which may be contrary to the spirit of the mission of the association, code of conduct, or code of ethics may be investigated by the Board of Directors. Where disciplinary action is recommended against a person, the person shall be furnished with a copy of the report and shall have the opportunity to appear before the Board of Directors and be heard, or file a written opposition to the report. The Board of Directors shall either take appropriate action, vote to dismiss the report, or recommit it for further report.
8.4 The Board of Directors shall review and adopt or revise the rules and policies of the KWYLL on or before the May Board meeting.
8.5 To ensure that KWYLL operates in a manner compliant with charitable purpose and does not engage in activities that could jeopardize its tax exempt status, periodic reviews of all transactions and arrangements shall be conducted.
8.6 Grievance Policy: All questions, disagreements, or concerns should be first discussed with the coach, board member, or concerned party. If parties are unable to come to an agreement, the grievance shall submitted in writing to the KWYLL Board.
8.7 Youth players may play up into a higher age bracket if parents request or coach recommends, and the Boys’ or Girls’ Coordinator approves. The parent of the player will be required to sign a waiver to play up. The Boys’ or Girls’ Coordinator shall inform the Board of any such decisions and provide a copy of the form to the Secretary..
8.8 Based on the financial needs to operate the KWYLL, the Board will determine the cost of registration for Clinics and League Play.
Section 9: Coaches
9.1 All Head Coaches must be at least eighteen (18) years of age.
9.2 All Head Coaches and Assistant Coaches shall be members of US Lacrosse.
9.3 All Head Coaches and Assistant Coaches must complete two parts of the Level 1 US Lacrosse Coaches Certification prior to the clinics and practices. The two parts are as follows: on-line Level 1 Girls and Boys Coaches Course, on-line Positive Coaches Alliance Double Goal Workshop “Coaching for Winning and Life Lessons”. Coaches are encouraged to complete a Level 1 in-person Clinic.
9.4 It is recommended that all Coaches attend a US Lacrosse sanctioned Coaches Clinic.
9.5 All Coaches shall attend the Red Cross First Aid/CPR Course.
9.6 Lacrosse Head Coaches must understand and be experienced in coaching under Youth League rules and regulations and review all changes in youth rules each year.
9.7 All Head Coaches and Assistant Coaches must have on file with the Vice President a Background Check performed by the NCSI. This report must be on file before the start of clinics and practices. Should the Background Check not be filed within that time, all privileges as a coach or assistant will be suspended until such letter is obtained by the KWYLL Vice President. Evaluation of Background Checks and determination of applicability as Coach and Assistant will be determined by the Executive Board and all information will be held strictly confidential.
9.8 All Head Coaches and Assistant Coaches shall read and sign copies of the “Code of Conduct” as an aid in the instruction of youth lacrosse.
9.9 Board of Directors maintains right to remove any Head Coach or Assistant Coach if said coach is not coaching in accordance with KWYLL Mission, violates the KWYLL Code of Conduct, fails to follow US Lacrosse rules and guidelines for youth or high school play, or any other behavior deemed inappropriate for a KWYLL Coach.
9.10 All coaches shall maintain copies of player equipment rental agreements, as provided by the Equipment Coordinator at season start. Coaches will collect their team’s equipment at the end of the season. Coaches shall submit completed equipment rental agreements, showing equipment and uniform returns, to the Equipment Coordinator at season-end.
Section 10: Selection of Officials
10.1 All Officials must be members of US Lacrosse.
10.2 All Officials must attend a US Lacrosse Officials’ Clinic and pass a Field Test.
10.3 All Officials must have on on file a Background Check and have read and signed the Code of Conduct.
10.4 Board of Directors maintains right to remove any Official if said Official is not officiating in accordance with KWYLL Mission, violates the KWYLL Code of Conduct, fails to follow US Lacrosse rules and guidelines for youth or high school play, or any other behavior deemed inappropriate for a KWYLL Official.
Section 11: Conflict Of Interest
11.1 The KWYLL shall not enter into a transaction or arrangement that might benefit the private interest of an officer or director of KWYLL. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organization.
Section 12: Financial Aid
12.1 KWYLL Board reserves the right, on a case-by-case basis, to allow a child to participate in KWYLL sponsored activities that, due to financial obligations, may otherwise not be able to participate. Approval to participate must be by a unanimous vote of Board. All finances will remain strictly confidential, and the Board will protect and insure the financial privacy of all participants.
Section 13: Provisions Required for Tax-exempt Status Under Section 501(c) (3) of the Internal Revenue Code.
13.1 This association is organized exclusively for charitable purposes within the meaning of section 501(c) (3) of the Internal Revenue Code.
No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the articles of organization.
Notwithstanding any other provision of these articles, the association shall not carry on any other activities not permitted to be carried on (a) by a association exempt from Federal income tax under section 501(c) (3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue law) or (b) by a corporation contributions to which are deductible under section 170(c) (2) of the Internal Revenue Code of 1986 (or corresponding provision of any corresponding provision of any future United States Internal Revenue Law).
Upon the dissolution of this association, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c) (3) of the Internal Revenue Code (or corresponding section of any future federal tax Code), or shall be distributed to the Federal government, or to a state or local government, for a public purpose.
Any such assets not so disposed of shall be disposed by the Court of Common Pleas of the county in which the principal office of the association is then located, exclusively for such purposes of such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
Amended by the Board on May 22, 2017