CONSTITUTION & BY-LAWS
CHESTERFIELD TOWNSHIP ATHLETIC ASSOCIATION
ARTICLE I – NAME
The Chesterfield Township Athletic Association ("the Organization") is a non-profit corporation organized in accordance with the laws of the State of New Jersey under the name Chesterfield Township Athletic Association Inc., and operates under the fictitious names "Chesterfield Township Athletic Association" and "CTAA."
ARTICLE II – OBJECTIVE AND OPERATION
Section 1. Objective. The objective of the Organization shall be to implant firmly in the youth of the community the ideals of good sportsmanship, honesty, loyalty, courage and respect for authority, so that they may be well-adjusted, stronger and happier people and will grow to be good, healthy and trustworthy citizens.
Section 2. Program. To achieve this objective, the Organization will provide fun, safe and affordable recreational athletic opportunities for the children of Chesterfield Township residents. The Organization will endeavor to teach the fundamentals of various sports and basic principles of teamwork and sportsmanship in a fun and enriching environment. All Officers and Members, and the parents, guardians or relations of Player Members, shall bear in mind that the attainment of exceptional athletic skill or the winning of games is secondary, and the molding of future citizens is of prime importance.
Section 3. Property. No part of the property of the Organization shall inure to the benefit of any individual or entity whose activities in any material way attempt to influence legislation, nor to the benefit of any individual who participates in any political campaign on behalf of any candidate for public office. "Property of the Organization," as used herein, shall be defined as any realty or personality in which the Organization has an interest, including, but not be limited to, all funds including bank accounts and certificates of deposit, receipts and earnings, tangible property such as equipment, improvements to realty, and leasehold and fee interests in realty.
Section 4. Equal Opportunity. The Organization does not discriminate against any person on the basis of disability, race, color, creed, national origin, gender or marital status.
ARTICLE III - ORGANIZATION
Section 1. Structure. Subject to change by the Board of the Organization in the best interests of the Organization, the Organization currently sponsors four sports as follows:
- Soccer, consisting of the following divisions
- Grades Pre-K & K, co-ed
- Grades 1 & 2, co-ed
- Grades 3 & 4, boys and girls
- Grades 5 & 6, boys and girls
- Grades 7 & 8, boys and girls
- Basketball, consisting of the following divisions
- Kindergarten, co-ed
- Boys, Rookie, Minor and Major
- Girls, Rookie, Minor and Major
- Baseball, consisting of the following divisions
- Wiffle T-Ball, co-ed
- T-Ball, co-ed
- Softball, consisting of the following divisions
Section 2. Affiliation. Subject to change by the Board of the Organization in the best interests of the Organization, each sport shall have affiliation with the Northern Burlington Instruction Athletic Association.
Section 3. Non-profit status. In accordance with Section 501(c) (3) of the Federal Internal Revenue Code, the Organization shall operate exclusively as a non-profit educational organization providing a supervised program of youth sports.
Section 4. Regionalized League & Travel Teams. The Board of the Organization shall have the right each year to establish travel teams and/or other regionalized league teams to participate in leagues and tournaments sponsored and/or conducted by the Organization or other organizations. The Board shall determine the manner and rules by which such teams shall be established and conducted including, but not limited to, the number of such teams, the number of players on each team, the managers and coaches and the number and location of all tournaments and leagues in which each team may participate.
ARTICLE IV – MEMBERSHIP
Section 1. Eligibility. Any person sincerely interested in active participation to effect the objective of this Organization may apply to become and remain a Member. Voting rights in the Organization are reserved for Board Members only.
Section 2. Classes. There shall be the following classes of Members:
(a) Player Members. Any player candidate meeting the requirements of affiliated organizations and other requirements established by the Board of the Organization including, but not limited to, residing within the Township of Chesterfield, shall be eligible to compete for participation but shall have no rights, duties or obligations in the management or in the property of the Organization. The Board shall determine the deadlines for registration and the total number of Player Members that may participate in each League and/or Division.
(b) Regular Members. Any person sincerely interested and actively involved in furthering the objective of the Organization by managing, coaching, umpiring, or holding an elected or appointed position, may become and remain a Regular Member.
All Officers, Board Members, Commissioners, Coaches and other elected or appointed officials must be active Regular Members in good standing. The appointment of managers and coaches for all divisions is done annually by the Board, as provided for in our Constitution. There are specific requirements that coaches attend various league and divisional meetings, as well as certain instructional clinics as shall be decided each season by the Board.
(c) At-Large Members. Any person may be appointed an At-Large Member by the majority vote of the Board at any duly held Board meeting, but an At-Large Member shall have no rights, duties or obligations in the management or in the property of the Organization. At-Large Members shall have no voting rights.
(d) As used hereinafter, the word "Member" shall mean a Regular Member unless otherwise stated.
Section 3. Other Affiliations. Members, whether Regular or Player, shall not be required to be affiliated with another organization or group to qualify as Members of the Organization.
Section 4. Expulsion, Termination, Suspension or Discipline. Membership may be expelled, terminated, suspended or otherwise disciplined by action of the Board, as follows:
The Board by a two-thirds vote of those present at any duly convened Board meeting shall have the authority to expel, terminate, suspend or otherwise discipline any Member of any class when the conduct of such person is considered detrimental to the best interests of the Organization. The Member involved shall be informed of the general nature of the charges and given an opportunity to appear before the Board to answer such charges prior to a vote by the Board on the expulsion, termination, suspension or other discipline of the Member. Any Player Member appearing before the Board must appear with his or her parent or legal guardian. No person other than those identified in this Section 4 shall be permitted to appear before the Board with the Member, unless approved in advance by the Board.
If a Player Member exhibits conduct that subjects him to penalties pursuant to Article IV, Section4(a), the Vice President of the Division with which the Player Member is affiliated, with the consent of the Board, shall give notice to the Coach of the Player Member's team. The Coach, at his option, may appear in the capacity of an advisor to the Player Member in addition to the Player Member's parent or legal guardian. The Board may impose sanctions set forth in Article IV, Section 4(a).
Section 5. Annual Membership Report. The Board shall receive, annually, a report from the Secretary setting forth the names and places of residence of the persons who have been admitted to membership in the Organization during such year. The report shall be filed with the records of the April or May regular Organization meeting.
ARTICLE V - REGISTRATION FEE
Section 1. Determination. Registration fees and late registration fees for Player Members may be fixed at such amounts as the Board shall determine upon recommendation from the Sport Commissioner and Treasurer prior to the beginning of any season.
Section 2. Waiver or Reduction. The Board may waive or reduce the normal registration fee for special circumstances, e.g., family plan or financial hardships. At no time should payment of any fee be a prerequisite for participation in any league or team sponsored by the Organization.
ARTICLE VI – MEETINGS
Section 1. General Meetings. The Organization shall hold general meetings which shall be scheduled as necessary by the President and the information disseminated to the membership. In addition, the Organization will have League meetings where information for that League will be delivered to the members of that League. There will also be clinics and special events of the Organization which will constitute attendance for qualifying Regular Members.
Section 2. Special Meetings.
Special meetings of the Members may be called by the President at the request of a majority of the Board to consider a specific subject.
Upon the written request of ten percent (10%) of Regular Members in good standing, the President may call a special meeting of the Members to consider a specific subject which shall be set forth in the written request.
No business other than that specified in the written request or specified by the Board shall be transacted at any special meeting of the Members.
ARTICLE VII – OFFICERS
Section 1. Officer Slate. Officers shall be elected by the Board and shall include the following positions:
- Executive Vice President
- Vice President, Soccer
- Vice President, Basketball
- Vice President, Baseball/Softball
Section 2. Term of Office. The term of office for all officers shall be one (1) year terms with all officers eligible for re-election at the end of their respective terms. Terms of office shall run from January 1 through December 31.
Section 3. Replacement of Officers. In the event an officer shall leave office before his term expires, the replacement for this office will be appointed by majority vote of the remaining Board.
Section 4. Officer Eligibility. Only Members in good standing who have been Members for at least three (3) full seasons are eligible to run for the office of President. Eligibility for other Officer positions include membership in the Organization for one (1) full season.
Section 5. Additional Officers. Other Officers may be elected as the Board may deem necessary or desirable, and may prescribe the duties and powers of each, including whether or not such additional Officer will become a voting member of the Board.
Section 6. Election. The Nominating Committee, in addition to the duties set forth in Article X, Section 1, shall be responsible for the submission of a slate of officers at the annual board meeting following procedures as set forth below.
At a board meeting prior to the annual board meeting in December, all Board Members shall be informed that an election of officers will take place at the next annual board meeting, and the identity of the slate will be publicized to them via email or on the Organization website at least seven (7) days prior to that meeting.
(b) Interested Members, or those knowing others who may be interested in an officer position, are requested to contact the Chairman of the Nominating Committee on or before November 15th. Nominations will not be accepted from the "floor" at the annual board meeting. Additionally, anyone not nominated by the November 15th deadline will not be eligible for an officer position.
(c) The Chairman of the Nominating Committee shall contact each candidate to verify interest.
(d) The recommended slate of officers will be presented at the annual meeting.
(e) Officers shall be elected by a majority vote and as stipulated in Article IX,
Sections 5 and 6.
ARTICLE VIII - DUTIES AND POWERS OF OFFICERS
Section 1. President. The President shall:
(a) Conduct the affairs of the Organization and execute the policies established by the Board.
(b) Present a report on the condition of the Organization at the annual meeting.
(c) Communicate to the Board such matters as he or she deems appropriate, and make such suggestions as may tend to promote the welfare of the Organization.
Be responsible for the conduct of the Organization in strict conformity to this Constitution and By-Laws and the policies, principles, rules and regulations of any affiliated organizations.
(e) Authorize other Officers, if necessary or desirable, to have power to make and execute for, and in the name of, the Organization such contracts and leases as may have received prior approval of the Board.
(f) Investigate complaints, irregularities and conditions detrimental to the Organization and report thereon to the Board as circumstances warrant.
(g) Direct the Treasurer to prepare and submit an annual budget to the Officers and be responsible for the proper execution thereof.
(h) With the assistance of the League Vice Presidents, examine the application and support proof-of-age documents of every player candidate and certify to residence and age eligibility before the player may be accepted for tryouts and selection, if appropriate for respective Leagues.
(i) Perform such duties as are herein specifically set forth and such other duties as are customarily incident to the Office of President or may be assigned by the Board. In case of absence or disability of the President, the President shall designate the Executive Vice President as President Pro-Tem, to act as President until the President can resume his duties or until the expiration of the President's term. The Executive Vice President shall perform the duties of the President, and when so acting, shall have all the powers of that office.
Section 2. Executive Vice President and Vice Presidents. The Vice President for his/her League, with the support of the Executive Vice President, shall:
(a) Schedule games and make provisions for rain-outs.
(b) Ensure that all teams for respective Division are operating with proper equipment at the beginning of each season and take appropriate action to appropriate equipment for respective Division teams as required.
(c) Make arrangements for fields and report to the Board any adverse field conditions brought to his or her attention.
Inspect fields used by his/her Division before and during the season to ensure appropriate playing conditions.
(e) Maintain team rosters for respective Divisions.
(f) Ensure all teams in their respective League and Divisions have the necessary Coaches for the season.
(g) Maintain and enforce Rules and Regulations for the respective League and Divisions.
(h) Oversee the coordination of all games within the respective League.
(i) Monitor game summary sheets and ensure their submission for appropriate statistics and publications.
(j) Report any findings of adverse conduct or performance by coaches, players, spectators or umpires to the President for action by the Board.
(k) Preside over the tryouts and drafts for appropriate Division.
(l) Receive and review applications for player candidates and assist the President in checking residence and age eligibility.
(m) Prepare for the President's signature and submission to any affiliated organization, team rosters.
(n) Perform such duties as are herein specifically set forth and such other duties as are customarily incident to the Office of Vice President or may be assigned by the Board.
Section 3. Secretary. The Secretary shall:
(a) Be responsible for recording the activities of the Organization and maintain appropriate files, mailing lists and necessary records.
(b) Give notice of all board and organizational meetings of the Organization and other meetings as directed.
(c) Report to the Board and the Organization on the status of membership, including an annual membership report as required in Article IV, Section 5.
(d) Keep the minutes of the meetings of the Members and cause them to be recorded in a book kept for that purpose.
(e) Shall conduct all correspondence as directed by the President or by the Board not otherwise specifically delegated in connection with said meetings and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.
(f) Report the election or appointment of all Officers and Committee Members.
(g) Perform such duties as are herein specifically set forth and such other duties that are customarily incident to the office of Secretary or as may be assigned by the Board.
Section 4. Treasurer. The Treasurer shall:
(a) Receive all monies and securities, and deposit same in depositories approved by the Board.
(b) Keep records for the receipt and disbursement of all monies and securities of the Organization, approve all payments from allotted funds and draw checks therefor in accordance with the policies set forth in these Constitution and By-Laws or otherwise established by the Board.
(c) Prepare an annual budget, under the direction of the President, for submission to the officers and Members at the regularly scheduled January meeting.
(d) Prepare and file on a timely basis all necessary tax returns and related data with the Internal Revenue Service and the State of New Jersey.
(e) Prepare monthly financial reports summarizing the sources and uses of funds, and present such reports at the monthly membership meetings.
(f) Prepare an annual financial report as required by Article XII, Section 9.
(g) Perform such duties as are herein specifically set forth and such other duties as are customarily incident to the Office of Treasurer or may be assigned by the Board.
ARTICLE IX - BOARD OF DIRECTORS
Section 1. Board and Number. The management of the property and affairs of the
Organization shall be vested in the Board of Directors (referred to herein as "the Board").
The number of Directors shall not be less than seven (7) nor more than fifteen (15). The Directors shall upon election or appointment immediately enter upon performance of their duties and shall continue in office until their successors shall have been duly elected and qualified. The President shall chair the Board.
Section 2. Required Members. The Board members shall consist of all duly elected
Officers as so stated in Article VII, Section 1. The President may also appoint to the Board any other Member in good standing, although the maximum number of Board members shall not exceed the limits set forth in Section 1 of this Article.
Section 3. Meetings, Notice, and Quorum. Regular meetings of the Board of
Directors shall be held immediately following the annual election and on such days thereafter as shall be determined by the President. However, the President may, whenever deemed necessary or desirable, and the Secretary shall, at the request in writing of five (5) Board Members, issue a call for a special meeting of the Board. Notice shall be given by the Secretary to each Board Member at least three (3) days before a special meeting, by telephone, email or personal notice twenty-four hours before the meeting, except in the case of an emergency when the President or his/her designee shall give Board Members as much notice of a meeting as possible under the circumstances.
In case of special meetings, such notice shall include the purpose of the meeting and matters not set forth in such notice shall not be acted upon at such special meeting, except in the event of an emergency. A majority of the Board (at least ½) shall constitute a quorum for the transaction of business.
Roberts Rules of Order shall serve as a guideline for the proceedings of all meetings, with the exceptions as noted herein or by the Board as necessary or appropriate for the orderly operation of the Organization.
Section 4. Duties and Powers. The President shall have the power to appoint such standing committees as he/she shall determine and to delegate such powers to them as the Board shall deem advisable.
The Board may adopt such rules and regulations for the conduct of its meetings and the management of the Organization as it may deem proper.
In addition to the powers and duties set forth in Article IV, Section 4, to expel, terminate, suspend or otherwise discipline Player Members, Regular Members or At-Large Members, the Board shall have the power by two-thirds vote of those present at any regular or special meeting of the Board to expel, terminate, suspend or otherwise any Officer, Board Member or Committee Member or any other person holding a position in the Organization, in accordance with the procedures set forth in Article IV, Section 4.
ARTICLE X - COMMITTEES/OTHER POSITIONS
Section 1. Nominating Committee. The President shall appoint a Nominating
Committee consisting of at least three (3) Board Members including the designation of a
Chairman. The Committee shall investigate and consider eligible candidates for Officer positions and submit at the annual board meeting in October a slate of nominated candidates for Officer positions which will be publicized to the Board via email and/or on the Organization website at least seven (7) days prior to the meeting.
Section 2. Financial Auditing Committee. The President may appoint an Auditing
Committee consisting of at least three (3) Board Members. The President, Treasurer or signatories of checks are not eligible. The Auditing Committee shall oversee the audit under Article XII, Section 8, and shall attach a statement of the findings to the annual financial report of the Treasurer. If approved or directed by the Board, the services of a Certified Public Accountant or Public Accountant may be secured by the Auditing Committee to accomplish such review.
Section 3. Equipment Director. The President may appoint an Equipment Director who shall oversee the management of all equipment and make recommendations of equipment needs and purchases to the Board. The Equipment Director may form a committee to assist him in his duties. The Equipment Director shall be responsible for the appropriation of such equipment and supplies as determined by the Board. The Equipment Director shall also be responsible for the proper issuance of such supplies and equipment and for the repair, cleaning and storage thereof at the close of the season in coordination with the respective League Vice Presidents. The process should be as described in Article VII, Section 5 for the appointment of Additional Officers.
Section 4. Insurance Director. The President may appoint an Insurance Director to oversee and monitor insurance coverage, claims and issues. The process should be as described in Article VII, Section 5 for the appointment of Additional Officers.
Section 5. Other Committees/ Positions. Other Committees or Positions may be determined to be necessary by the President to conduct Organization operations. They may include, but are not limited to, the following:
- Publicity/Web Site Content
- Fund Raising
- Special Events
- Special programs
The President may create any committee position and the duties of such position and appoint any Member in good standing to any Committee or Position. The process should be as described in Article VII, Section 5 for the appointment of Additional Officers.
Section 6. Replacement of Committee Members/Positions. In the event a Committee Member or Member in a Position shall leave his/her committee or position before his/her term expires, the President may appoint any Regular Member or At-Large Member in good standing as a replacement.
ARTICLE XI – COACHES
Section 1. Appointment. Coaches shall be appointed annually by the League Vice Presidents with the approval of the Board.
Section 2. Certification. All managers and coaches must participate in a safety orientation and training program under N.J.S.A. 2A:62A-6.
Section 3. Conduct. Team Managers and Coaches shall conduct themselves in a manner fully consistent with this Constitution and any implemented Code of Conduct. The failure of Coach to conduct one's self in this manner shall subject that Coach to expulsion, termination, suspension or discipline under Article IV, Section 4 hereof.
ARTICLE XII - FINANCIAL AND ACCOUNTING
Section 1. In General. The Board shall decide all matters pertaining to the finances of the Organization and it shall place all income in a common treasury, directing the expenditure of same in such manner as will give no individual, league or team an advantage over those in competition with such individual, league or team. Notwithstanding the foregoing, funds in the treasury may be kept in separate accounts or in separate institutions as long as the accounts are solely in the name of the Organization.
Section 2. Common Treasury. The Board shall not permit the contribution of funds or property to individual leagues or teams but shall solicit same for the common treasury of the Organization, thereby to discourage favoritism among leagues or teams and to endeavor to equalize the benefits of the Organization.
Section 3. Solicitation of Funds. The Board shall not permit the solicitation of funds in the name of other affiliated organizations, unless all of the funds so raised shall be placed in the Organization treasury. The only exception would be if such proposed fundraising activity is presented to and approved by the Board by a majority vote at a duly held Board meeting. In that exception case, the exception fundraising activity shall be permitted precisely in accordance with the specific ruling from the Board, and only for a specifically presented purpose. The segregation and disbursement of such funds within the common treasury would operate under the jurisdiction of the Treasurer in accordance with the previously mentioned directives of the Board and the President.
Section 4. Disbursement of Funds. The Board shall not permit the disbursement of Organization funds for other than the conduct of Organization activities in accordance with the rules and policies of affiliated organizations, as amended by the Organization, unless it is deemed by a majority vote of the Board to be desirable and within the spirit of the objective of the Organization (as, e.g., in the nature of a donation to a non-profit organization or education scholarship award to a prior Player Member).
Section 5. No Compensation. No Officer, Board Member, Committee Member or Member of the League shall receive, directly or indirectly any salary, compensation or emolument from the Organization for services rendered as an Officer, Board Member, Committee Member or Member.
Section 6. Deposit and Check Authorization. All monies received shall be deposited to the credit of the Organization in local banks and all disbursements shall be made by check. All checks shall be signed by the President, Treasurer or such other Officers that the President may designate under Article VIII, Section 1(e).
Section 7. Fiscal Year. The fiscal year of the Organization shall begin on the first day of January and shall end on the last day of December.
Section 8. Financial Audit. An audit of the Organization, on a review basis, shall be conducted annually. The audit will include a review of the Organization's books and records. Board Members shall cooperate with the Auditing Committee or its designees in connection with such audit.
Section 9. Annual Financial Report. The Board shall receive, preferably at the
January meeting of the Board but by the February meeting of the Board, a report presented by the Treasurer. The financial report shall set forth the financial condition of the Organization by identifying financial assets of the Organization, where the assets are located, and where and how the assets are invested, the assets acquired during the year immediately preceding the date of the report, the assets applied, appropriated or expended during the year immediately preceding such date, and the general purposes to or for which such applications, appropriations or expenditures have been made. The report shall be filed with the records of the Organization and an abstract thereof entered in the minutes of the proceedings of the December or January regular Organization meeting.
Section 10. Distribution of Property upon Dissolution. Upon dissolution of the Organization and after all outstanding debts and claims have been satisfied, the Members shall distribute the property of the Organization to such other organization or organizations maintaining an objective similar to that set forth herein, which are or may be entitled to exemption under Section 501 (c) (3) of the Internal Revenue Code or any future corresponding provision.
ARTICLE XIII - CORPORATE TRUSTEES/REGISTERED AGENT
Section 1. Corporate Trustees. As a requirement of incorporation of this organization and in due conformity with the "Act of Incorporation" in the state of New Jersey, the Board of Directors are hereby empowered and designated as "Corporate Trustees" for the purpose of performing such act or acts as necessary to acquire or maintain Incorporation of this Organization.
Section 2. Registered Agent. Furthermore, the Organization President is authorized and appointed to act as the "Registered Agent" of said Corporation.
ARTICLE XIV – BY-LAWS
Section 1. Adoption. By-Laws may be adopted to implement this Constitution.
Section 2. Vote. By-Laws, or changes thereto, may be adopted by a two-thirds vote of the Board present at a regular or special duly convened meeting of the Board.
ARTICLE XV - AMENDMENTS
This Constitution, or any section thereof, may be amended, revised or repealed by a two-thirds vote of the Board at a duly held Board meeting. This Constitution and By-Laws is to be reviewed and made current, if necessary, at least every three (3) years.