PONY stands for “Protect Our Nation’s Youth.”

Our priority is to create experiences from which players can learn, grow, and create life-long memories. As a youth league, our goal is to provide recreational baseball that prepares players for competitive play. We strongly believe that by keeping players focused on personal development, developing leadership skills, and stressing the importance of teamwork, our community youth will grow to become the positive role models and leaders for future generations.

NAME

The league shall be known as “Southeast Valley PONY Baseball,” hereinafter referred to as the “League,” and a member of PONY baseball, Inc. The League has been established as a non-profit corporation under the laws of the State of Arizona.

PURPOSE

The purpose of the League shall be to organize and supervise the playing of baseball under specialized rules and regulations, to secure suitable and adequate financial backing for these purposes, and to own, lease, or otherwise obtain the use of suitable playing facilities and equipment for these purposes.

MEMBERSHIP

Any active volunteer adult leaders, parents/guardians of players, team sponsors and other contributors to the League, managers, and coaches shall be eligible for membership. For purposes of this provision, “active” shall mean participation in the League within the past year, or the previous, current, or upcoming season of play. Anyone who has been banned from the League at any time by its Board of Directors is not eligible for membership. The League shall not discriminate against any eligible member based upon age, gender, race, national origin, religion, physical handicap, or disability.

BOARD OF DIRECTORS

The Board of Directors of the League, hereafter referred to as the “Board,” shall be drawn from existing members of the League and elected by the members at the Annual Meeting in January for the terms and in the manner provided as follows:

The Board shall consist of not less than one (1) nor more than twenty-five (25) persons. The term for each Board member elected at the Annual Meeting is one (1) year. All current members of the Board shall be eligible for re-election.

The current Board shall determine, prior to the Annual Meeting, the total number of positions on the Board for the upcoming year and make known to the members of the League.

A quorum for conducting all business, except specifically set forth otherwise, shall be a minimum of fifty-one percent (51%) of the Board.

The Board, in its discretion, may remove any Board member or acting President upon the affirmative vote of five-eighths (5/8) or two-thirds (2/3) of the Board sitting at the time such issue is brought before the Board for vote. For purposes of removing a Board member, the quorum required to conduct such business shall be increased from fifty-one percent (51%) to sixty-six percent (66%).

The Board may fill any vacancies on the Board at any regular Board meeting by majority vote thereof. The Board, in its discretion, may include a member as a Committee member, and allow the Committee member to attend Board meetings without the authority to vote on League business, to evaluate purposeful intent to become a Board member.

At the first meeting of the Board, after the Annual Meeting, the board shall review the duties of each position. Executive Board members shall be the President, Vice President, Secretary, Treasurer, and Player Agent. Remaining Board positions may be filled by the Executive Board based on the needs of the League. Committee member positions may be added throughout the year as the Board deems necessary to fulfill the mission of the League.

The Board shall meet at least quarterly or as often as needed to handle League business. The time and place for such meetings shall be determined by the President and shall be made known to all members of the Board upon at least one (1) day notice by means of phone call, email, text message, or other modes of communication utilized by all Board members. Any member may attend the Board meeting. However, membership participation shall be at the discretion of the Board. Furthermore, the Board may convene in closed Executive Session or closed Board Session to discuss or resolve such matters in which the Board, in its discretion, believes should be handled confidentially by the Executive Board or full Board respectively. There shall be no proxy votes, written or verbal, on behalf of any Board member. Board members must be present at the meeting to vote. If a Board member must leave the meeting for any reason prior to a known vote during the meeting, the Board member may cast their vote on record prior to leaving the meeting.

The Board shall have full authority and discretion to make all policy, set budgets, and implement the on-going business of the League consistent with the bylaws. Without limiting the generality of the foregoing, the Board shall have the power to:

Purchase or otherwise acquire for the League any property, right, or privilege which the League is authorized to acquire, by the price of consideration and upon such terms as the Board may deem appropriate.

Appoint, remove, or suspend subordinate agents or volunteers, and to determine their duties and fix their salaries, if any.

Determine the composition of a sub-committee to deal with the details of the PONY tournament teams, if any.

Determine who shall be authorized on behalf of the League to sign bills, notices, receipts, acceptances, endorsements, checks, releases, contracts, and any other instruments. Without any further action by the Board, the President and vice President are so authorized.

Delegate any of the powers of the Board to any agent of the League with any powers as the Board may see fit to grant.

Suspend discharge, bar, or otherwise discipline any member, manager, coach, player, parent league official, or umpire as well as other related people as needed without refund whose conduct is considered detrimental to the best interests of the League (reference Southeast Valley PONY Disciplinary Guidelines.)

Set registration fees and award scholarships.

Generally, do all such lawful acts and take actions as many be necessary and proper.

DUTIES OF OFFICERS

All positions of the Board of Directors will be for a term of one (1) year.

The League shall consist of, but not limited to, the following positions:

President

Serve as the Chief Executive Officer of the League

Preside over all Board meetings and Special Member meetings

Represent the League at any meetings of other organizations

Coordinate umpires

Chairs a Disciplinary Committee for any disciplinary hearings

Oversees the Treasurer for all financial matters

Coordinates practice and game fields with towns cities, parks and recreation, HOA’s, churches, and other area Leagues

Obtains and coordinated certificates of insurance for the operation of the League

Vice President

In any event the President is unable to act on behalf of the League, the Vice President shall have the authority to act

In conjunction with the President, represents the league at any meetings of other organizations

In the absence of the President, presides over Board meetings and Special Member meetings

Keeps apprised of all financial matters, deadlines, and overall needs of the League

Secretary

Maintains the Articles of Incorporation, bylaws, rules, Southeast Valley PONY Baseball documents, and any other records of the league

Sends out meeting notices and agendas

Records and maintains League meeting minutes

Oversees registration of players and teams

Responsible for correspondence for the League

Prepares and disseminates League news, calendar of events, reminders, and newsletter to League participants

Treasurer

Maintain all League finances

Receive and disburse all funds in accordance with Board approval

Prepare and present seasonal draft and actual budgets to the Board

Prepare and report financial statements at all regular Board meetings and at such time as may be requested by the Board

Prepare and present annual report to the Board

Ensure Board expenditures are in accordance with budget to maintain the League’s sustainability

Accessible to collet and track registration fees and fundraising proceeds in a timely manner

Pay vendors as necessary

Collections of past due or overdue League owed funds

Transmit all records and correspondence to any person elected to succeed him/her in the office of Treasurer for the League

Player Agent

Plans and conducts tryouts and draft processes for Mustang, Bronco, Pony, Colt, and Palomino divisions

Determines number of teams

Submits finalized rosters to the Division Director and President for distribution to managers

Submits copy of finalized rosters to the Secretary for the League records

Responds to inquiries and addresses issues with regards to player activity

Attends and monitors two (2) League games per week, alternating divisions

Division Director

Oversees and provides guidance to division managers and coaches

Responds to inquiries and addresses issues with regard to League rules and managers, coaches, and parents

Work closely with Player Agent to assist with drafts, tryouts, and player assignments

Present manager/coach recommendations to the Board

Oversees managers/coaches meeting before the season start, and serves as liaison to the Board

Distributes equipment, rosters, rule books, and season schedules

Attends and monitors two (2) League games per week, alternating divisions

Director of Safety

Purchases and distributes first aid equipment

Ensures complete player medical release forms are distributed to the managers and coaches

Receives and follows up on accident/injury reports; following up with players, parents, Board, and insurance if necessary

Prepares and maintains Risk Management and Safety Manuals for the League

Inventories and assesses equipment needs to maintain safe play

Presents equipment needs and cost to the Board for consideration of purchase, including trophies, ribbons, or any other award

Orders necessary equipment upon approval from the Board

Parent Liaison

Oversees Team Parents for each team in the League

Conducts Team Parent meeting before and during the season

Works closely with the volunteer coordinator to record volunteer activity

Responds to non-baseball inquiries from Team Parents

Effectively communicates important dates, League events, League photo day, and fundraising concepts to Team Parents

Website and Media Coordinator

First point of contact for all website and social media-related issues

Oversees and maintains content placed on the website and posted to social media

Works with Parent Liaison and Secretary to maintain updated information regarding game schedules, League events, and upcoming deadlines for the league and its players

Event Coordinator

Prepares and presents ideas for events to the Board for consideration

Oversees all events of the League, including Opening/Closing days, registration days/nights, fundraisers, and tournament event days if necessary

Secures vendors for events, including food trucks or other food related vendors

Coordinates volunteers to help with League events

Ensures proper setup and cleanup of all events according to venue requirements

Concessions Coordinator

Prepares and presents suggested concession items to be sold during events and games to the Board for consideration

Purchases supplies for concession as per Board approval

Sets concession pricing, and manages all transactions during events and games

Maintains inventory of all concession items

Works with Treasurer to secure bank (cash, cash box, and credit card transaction device if necessary) before, and reconciles bank and all transactions after events and games

SEV Cares Coordinator

Creates and manages all community outreach opportunities, incoming donations of baseball items, and distributions of items donated

Prepares and presents to the Board any ideas or opportunities of League, managers, coaches, players, and parent involvement in community outreach on behalf of SEV Cares

Sponsorship Coordinator

Responsible for securing League sponsorships from local, regional, and national companies and organizations for purpose of financial donations to the League

Generate and maintain a target list of such companies and organizations

Maintain relationships with sponsors throughout the year, and tracking sponsor commitments and/or donations as well as League commitments to sponsors for such commitments or donations

Prepare and present updates on sponsorships throughout the year to the Board

ANNUAL AND SPECIAL MEMBERSHIP MEETINGS

There shall be an Annual Meeting each year in January to include a vote for each position of the Board of Directors. The time and place shall be determined by the current Board of Directors. Notice of the Annual Meeting will be made at least ten (10) calendar days prior to such meeting, and the manner of such notice is to be determined by the Board of Directors in their sole discretion. Such notice, subject to Board approval, may be in the form of direct emailing or public media such as newspaper, television, radio, internet, etc.

An annual vote for Board of Directors positions is to include membership votes. Only those persons who are members of the league (see “Membership”) and personally present at the membership meeting shall be eligible to vote at the meeting; there shall be no proxy voting. There shall not be any quorum requirements for a membership meeting, either annual or special. A member of the Board of Directors must introduce any items for the meeting agenda.

The Board of Directors may call Special Membership Meetings with notice according to the State of Arizona Law.

POLICIES

Welfare of Youth

It shall be the policy of the League to conduct all activities so that the physical and moral welfare of all youth for whose benefit the League is organized shall remain paramount, and all matters of policy shall be determined on that basis.

Conflict of Interest

No member of, person employed by, or who is any way connected with the League shall receive any personal financial benefit beyond reasonable value of services in carrying out the purpose for which the League has been organized.

Sponsorship and Advertising

In order to secure suitable and adequate financial backing to carry out the purpose of the League, it shall be the policy of the League to permit only such sponsorship as is consistent with the purpose for which the League is organized, and to select sponsors who are interested in the League solely or principally as a means of contributing to the welfare of youth.

It shall be the policy of the League to prohibit any direct advertising of alcoholic beverages, tobacco, or illegal drug products in connection with the league or any of its programs. It shall further be the policy of the League to prohibit the consumption of alcoholic beverages, tobacco, or illegal drug products during any League function including, but not limited to games and tournaments.

Managers, Coaches, and Players

All League managers, coaches, and players shall promote and maintain good sportsmanship at all times, including at all League practices, games, and any additional League functions.

Managers and coaches shall comply with the Southeast Valley PONY Baseball code of ethics and the League rules set forth by the Board of Directors. Managers and coaches shall treat all League officials and umpires with courtesy and respect. Managers and coaches are subject to approval through background and other League approved checks.

Players shall comply with the PONY code of conduct and the League rules set forth by the Board of Directors. Players shall treat all managers, coaches, League officials, and umpires with courtesy and respect. This includes all participants involved with the League while at the home fields and traveling.

FINANCIAL POLICY

The Board shall decide all matters pertaining to the finances of the league, bearing the responsibility to conduct the financial affairs of the league in a prudent business-like manner. The board shall institute policy relative to the preparation and acceptance of an annual budget, periodic and annual presentation of financial reports, and an annual audit of the books of the League.

No officer shall be permitted to expend, on any particular item or task, more than one hundred dollars ($100) without prior approval of the Board of Directors.

All proposed purchases over one hundred ($100) must be presented to the Board using a purchase order or professional quote. The Board must reach a five-eighths (5/8) or two-thirds (2/3) approval vote on all purchases over one hundred dollars ($100). All approved purchase orders must have a minimum of two (2) signatures; at least one (1) signature must be of the President or Vice President of the Board of Directors, with the second signature of any Board member.

FISCAL YEAR

The fiscal year of the corporation shall be fixed by the Board of Directors, and subject to applicable Arizona State law.

The initial fiscal year shall end on December 31^st.

SAFETY

The League shall hold the safety of all youth players, managers, coaches, and officials as a priority during practices, games, tournaments, and any League special event held at playing fields. First Aid kits shall be made available during such events, and maintained as necessary.

Managers and coaches shall be informed of safe practices in accordance with the League guidelines for risk management. All practices, games, and tournaments are to be conducted with the safety of the players as top priority.

Players are expected to play according to the division rules set forth by the League, dress appropriately for practices and games, and use protective gear. This gear includes proper baseball attire, batting helmet, athletic support. Any player in catcher’s position must wear catcher’s gear, which includes catcher’s mask, chest protector, and leg guards.

Parents shall remain off the field and outside the dugout during any game or tournament. Any injury on the field or in the dugout will be addressed by the coaches and League officials.

Game fields will be inspected by managers, coaches and/or League officials prior to any game or tournament. The conditions of practice fields are to be the consideration of the managers and coaches.

DISCIPLINARY ACTION

Any disciplinary action necessary for managers, coaches, players, parents, or other member of the League shall be in accordance with the Southeast Valley PONY Baseball Disciplinary Guidelines.

INDEMNITY

Any person made a party to any action, suit, or proceeding, by reason of the fact that he/she, his/her testator or intestate representative is or was a governing Executive Board member, officer, or employee of the corporation, or of any corporation in which he/she served as such at the request of the corporation, shall be indemnified by the corporation against reasonable expenses, including such attorney’s fees actually and necessarily incurred by him/her in connection with the defense of such action, suit, or proceeding, or in connection with any appeal therein, except in relation to matters as to which it shall be adjudged in such action, suit, or proceeding, or in connection with any appeal therein that such governing Executive Board member, officer, or employee is liable for negligence or misconduct in the performance of his/her duties.

The forgoing right of indemnification shall not be deemed exclusive of any other rights to which any governing Executive Board member, officer, or employee may be entitled apart from the very provisions of this section.

The amount of indemnity to which any governing Executive Board member, officer, or employee may be entitled shall be fixed by the Board of Directors, except that in any case where there is no such disinterested majority of the board available, the amount shall be fixed by arbitration pursuant to the then existing rules of the American Arbitration Association.

DISCRIMINATION NOT PERMITTED

In rendering its functions and in exercising its purposes, the corporation shall not practice or permit discrimination on the basis of age, gender, race, national origin, religion, physical handicap, or disability.

AMENDMENTS

These bylaws may be amended by a majority vote of a minimum of fifty-one percent (51%) of the Board of Directors as necessary to sustain the League in its mission and purpose.