Bylaws

By-Laws

Loveland Youth Volleyball Organization By-Laws (Updated 4/29/15)

Article I: Purpose, Meetings, Voting and Dissolution

Section 1 - This Corporation is organized exclusively for charitable and educational purposes under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

Section 2- 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 Section one hereof. No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these articles, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by a corporation, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code.

Section 3 - The LYVO Board will hold a minimum of five (5) meetings per year. There must be five members in attendance in order to conduct any type of official business.

Section 4 - Any Board member may be removed from office by a two-thirds majority vote of the LYVO Board. In the event of removal, resignation or death of any Board Member, an election will be held for the replacement of that individual(s). The Co-Chairs may appoint an interim Board Member to the vacated position until a replacement election is held by the Board. The Board shall decide when the replacement election will be held.

Section 5 - Financial meetings may be called by a Co-Chair or Treasurer as necessary for the purpose of reviewing and paying financial obligations

Section 6 - Robert’s Rules of Order shall govern LYVO meetings and Organization committees in all cases in which they are applicable.

Section 7 - Upon dissolution of this corporation, after paying or adequately providing for the debts and obligations of the corporation, the remaining assets shall be distributed to the Loveland Schools Foundation, a non-profit foundation, or corporation which is organized and operated exclusively for charitable, education, religious and/or scientific purposes and which has established its tax exempt status under section 501(c)(3) of the Internal Revenue Code. Loveland Schools Foundation must be exempt under section 501(c)(3) at the time of disbursement or another organization(s) that meet requirements will be found, or shall be distributed to the federal government or to a state or local government, for a public purpose.

Article II: Board Members

The officers of LYVO shall consist of an elected Board composed of the following:

• Chair

• Co-Chair

• Secretary

• Financial Chair

• Registration Chair

• Recruiting Chair

• Safety & Coaching Chair

• Equipment & Gym Space Chair

• Communications Chair

All board members have voting privileges

Article III: Election of Officers

Candidates must volunteer themselves or be nominated at the board meeting held prior to the election. Election dates are described below.

• Nominations to be made at the July Executive Board meeting

• Elections to be held at the August Executive Board meeting

Terms: The term(s) will be two (2) years for the Co-Chairs(alternating), and Financial Chair, one (1) year for the remaining positions: Secretary, Registration Chair, Recruiting Chair, Safety & Coaching Chair, Equipment & Gym Space Chair and Communications Chair (Board members can fill multiple positions provided there are a minimum of five board members)

Article IV: Duties of Board Members

Section 1: Co-Chair

o Establish and preside over regular meetings of the LYVO

o Assign committees and appoint chair-people to accomplish tasks of said committee

o Support all aspects of the LYVO to the degree necessary for goals to be accomplished

o Work with Equipment Chair in procuring and selecting equipment

o Act as spokesperson for the LYVO in connection with other groups and citizens

o Act as liaison to Legal and Financial Advisers

o Responsible for, along with the LYVO Board Members:

• Marketing

• Budget

• All Volleyball Operations

• Legal Affairs

• Record Keeping and Correspondence

• Financial Affairs

• Long range planning and direction of LYVO

Section 2: Secretary

o Record the minutes of all meetings, preserving them, and making them available for review

o Record all correspondence relating to the organization and retaining copies of same

o Participate on the Executive Board and record its minutes

o Will keep track of member attendance and maintain a list of members eligible to vote

Section 3: Recruiting Chair

o Recruit Girls and Boys

o Recruit Coaches

o Recruit High School Students to help coach/mentor

o Place Them Appropriately with Registration Chair

Section 4: Financial Chair

o Disburse funds as authorized by the LYVO

• 2/3 majority vote of the LYVO Board will be considered

authorization to make disbursements of $150.00 or more

o Collect and deposit funds from registration, sponsorship, and any fund raisers

o Oversee the deposit of funds from all other revenue sources

o Maintain current balance sheet showing itemized receipts and disbursements by account type

o Prepare annual financial report showing total receipts and disbursements by account type

o Advise executive committee and budget director of any anticipated excess or shortage of funds

o Review invoices for correctness

o Co-sign on account with Co-Chairs

o Post statements to ledger – monthly

o Refuse to issue blank or unnamed party checks

o Refuse to issue checks without sufficient funds to cover them

o Provide all relevant documents for the legal and accounting firms

Section 5: Registration Chair

• Assignment of players

• Contacting Managers and Coaches

• Keep track of registrations, numbers of teams and players

• Work Closely with Recruiting Chair on team sizes, need and availability

Section 6: Equipment and Gym Space Chair

Pre-Season

• Supervise and coordinate the distribution of equipment to each team

• Reserve Gym Space for whole organization to be scheduled with coaches once teams are formed.

Post Season

• Collect and inventory returned equipment

• Advise Board of any equipment needed for the next season

Section 7: Communications Chair

• Website/Facebook/Email Facilitation

• Finalize Flyers for posting

• Make sure communications are cohesive and complete

Section 8: Safety & Coaching Chair

Pre-Season

• Organize, coordinate, and supervise player and coach clinics

• Distribute rules of conduct and behavior policy to all coaches and managers

Playing Season

• Manage the coach certification process

• Provide leadership for clinics as needed

• Collect, review, and document participant statistics and feedback

Post Season

• Prepare post season evaluation of Organization managers and coaches

• Coordinate and collect player evaluations from each manager, where appropriate

• Prepare a critique of the past season, including a brief summary of Organization play, any problems, recommendations and/or criticisms

• Create the training plan for the following season

• Implement fall clinics and programs

Article V: Membership

Section 1: Membership is parents/guardians, managers, coaches, officers, directors, committee persons, sponsors, contributors or anyone else who wants to be involved with the Organization. However, in order to have the right to vote for LYVO Board Members, said person(s) will need to have attended two (2) meetings or more within the calendar year

Article VI: Amendments

The by-laws of LYVO may be amended with a 2/3 majority vote of the LYVO Executive Board. If it is in the best interest of the Organization, any board member may request a meeting at anytime to propose changes to the by-laws.

Article VII: Equipment/Uniforms

Appropriate equipment and uniforms will be determined by the LYVO organization

Article VIII: Player Eligibility

Eligibility will include any girl or boy living within the Loveland School District. This includes the parochial schools within the district. The LYVO will not accept players from other districts at this time.

Article IX: Organization Ages

As specified by the current league rules at Courts For Sports

Article X: Dues and Fees

Section 1: To be reviewed and determined by the LYVO Board annually

Section 2: Registrants can be refunded 100% of fees prior to teams being formed and are eligible for 50% refund after team registration at the Board’s discretion.

Article XI: Manager/Coach Selection

Section 1: All prospective managers, coaches and assistant coaches are required to complete an application and are subject to board approval. In addition to the application, a background check may also be performed.

Section 2: Head coaches will be appointed by the LYVO Board and selected by application as well as an interviewing process. Interviews of all applicants for head coaching positions will be conducted by a committee made up of the LYVO Board and other people appointed by the Board. After all applicants have been interviewed, the Board and appointed committee will vote in a closed session and afterwards make the appointments.

Section 3: Each head coach will be responsible for organizing parental support/volunteer jobs

Section 4: Head Coach will be responsible for maintaining their team’s paperwork and medical release forms.

Section 5: All coaches will be responsible for their fans actions. If a fan will not leave upon request, the police can be called to remove the person.

Section 6: Head coach can discipline any member of their team for violation of team rules. However, any action must be reported to the Executive Board.

Section 7: Each head coach will be responsible for the collection of equipment at the end of the season and will work closely with the Equipment and Gym Space Chair to coordinate time to place the equipment back into inventory.

Section 8: No coach, assistant, or representative will use any alcohol or tobacco products while participating in any LYVO event.

Section 9: Each coach may choose to appoint a parent team representative to assist in representing their team at organization meetings and to help inform parents on his/her team any necessary LYVO information.

Section 10: Either the head coach, assistant coach or team representative are required to attend monthly organization meetings.

Section 11: Head coach, assistant coach or team representative shall take any team or parent complaints and report to Executive Board for any necessary action

Section 12: Head coach shall work with other volleyball coaches and Executive Board in setting requirements for team discipline, team size and equipment standards

Section 13: All coaches and/or team representative are required to read and abide by all LYVO by-laws and the Coaches Code of Ethics and current Courts For Sports rules and guidelines

LYVO Coaches Code of Ethics

Coaches will place the emotional and physical well-being of the players ahead of any personal desire to win

Coaches will remember to treat each player as an individual, remembering the large spread of emotional and physical developments for the same age group

Coaches will do their best to provide a safe playing situation for his/her players

Coaches will review and practice the necessary first-aid principles needed to treat injuries of his players

Coaches will do their best to organize practices that are fun and challenging for all players.

Coaches will lead by example, in demonstrating fair play and sportsmanship to all players

Coaches will insure that they are knowledgeable in the rules of youth volleyball and will teach these rules to the players

Coaches will use coaching techniques appropriate for each of the skills that he/she might teach

Coaches will remember that they are youth coaches, and that the game is for children, not adults

Coaches will make every effort to have all players participate in games and practices, keeping in mind safety, competitiveness and quality of playing time

Article XII: Expenses

Section 1: Single unit expenses over $150.00 will be voted on by a majority of the Board

Section 2: All routine expenditures must be approved by the Board and voted upon and reflect a majority of the members of the board. Routine expenditures are defined as any necessary purchases for LYVO.

Article XIII: Committees

LYVO Board can form, approve and or assign committees as needed.

Article XIV: Scholarship (FIRST CLASS ABLE TO QUALIFY WILL BE 2019)

Funding for this award will be accomplished through the following means:

• Direct contribution to the account through donations.

• 10% of all fundraising activities and sponsorship will be contributed to the fund.

Criteria for this award and award amount to be determined through the following:

• Applicant must have played for LYVO at some point of time

• Must be a Senior residing in the Loveland School District

• Must have a seven term G.P.A. of 2.75 or higher

• Applicant must write an essay detailing what participation in a LYVO has meant to her.

• Applicant must submit two letters of recommendation.

• Independent committee not comprising LYVO board will judge and award the winning applicant.

• Award winners must attend college, university or community college and acceptance letter must be provided before scholarship is funded.

Article XV: Restricted Reserve

The Board shall retain each year out of the LYVO revenue as a “restricted reserve “up to a maximum of 20% of all registration fee revenue earned by the Organization during such period for the specific purpose of dealing with Organization emergencies, as it is determined solely by a majority of the Board present at a duly called and noticed meeting. Any such amounts so retained must be kept in a separate Restricted Reserve account controlled by the Organization.

The balances of this Restricted Reserve account con not exceed 50% of the previous year’s budgeted expenses.