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BY-LAWS

By-Laws of P.L.A.Y.

Prior Lake Athletics for Youth

Article I

Purpose

P.L.A.Y. is a non-profit organization whose purpose is to provide an opportunity for all children residing in or attending schools within the Prior Lake – Savage School District (School District 719) to participate in a well-rounded athletic program.

Article II

Fiscal Year

The P.L.A.Y. fiscal year will run from February 1st through January 31st. The P.L.A.Y. operating budget will be completed and finalized during the 1st meeting of the new fiscal year (February). This will be accomplished by ensuring that preliminary budgets for each of the sports programs be submitted to the Executive Board by the last meeting of year fiscal year (January).

Article III

Membership / Annual elections

Section 1: All parents and active participants of P.L.A.Y. are considered non-voting members of the P.L.A.Y. organizations, unless they (parents) hold positions within the P.L.A.Y. Management team (See Article V for details on the P.L.A.Y. Management Team).

Section 2: P.L.A.Y. Management structure will consist of two groups; the Executive Board and the various Sports Boards i.e. Basketball, Baseball, Softball, Football, Volleyball and Lacrosse.

Section 3: Each member of the Executive Board and Sports Boards will have 1 vote towards the election of the Executive Board. In the event that a member of the Executive Board holds a position or positions within the various Sports Boards, that member will only have 1 vote.

Section 4: Annual elections will be held for each position on the Executive Board (see Article IV for Executive Board positions). The annual election of the Executive Board will be held in February of each new fiscal year. This meeting will be open to each member of the P.L.A.Y. Management Team, as well as the public. Only members of the P.L.A.Y. Management Team can vote. (See Article III, Section 3 for voting rights)

Article IV

Executive Board

Section 1: The P.L.A.Y. Executive Board will be made up of the following positions. These positions will be filled by a vote of the P.L.A.Y. Management Team during each annual meeting. Each term for Executive Board positions will last 1 calendar year. There are no term limits for Executive Board positions, as each position will require re-election annually. See Article VII for Annual meetings and Elections.

Section 2: While there is no prerequisite for serving on the P.L.A.Y. Executive Board, where possible it would be beneficial to hold a non-Executive Board position within the P.L.A.Y. Management Team for 1 year.

Section 3: P.L.A.Y. Executive Board positions will be as follows;

  1. President
  2. Executive Vice-President
    1. Direct Report – Vice-President of Procurement
  3. Vice-President of Sports (Spring & Summer)
    1. Direct Report – Vice-President of Baseball
    2. Direct Report – Vice-President of Softball
    3. Direct Report – Facilities Director (Spring & Summer)
  4. Vice-President of Sports (Fall & Winter)
    1. Direct Report – Vice-President of Basketball
    2. Direct Report – Vice-President of Football
    3. Direct Report – Vice-President of Volleyball
    4. Direct Report – Vice-President of Lacrosse
    5. Direct Report - Facilities Director (Fall & Winter)
  5. Vice-President of Strategic Planning
    1. Direct Report – Director of Special Events
  6. Treasurer
  7. Secretary
    1. Direct Report – Director of Communications
  8. Vice-President of Procurement
  9. Vice-President of Registration

Section 4: The purpose of the P.L.A.Y. Executive Board is to deal with “high-level” issues effecting P.L.A.Y. It is this boards responsibility to review the content being offered in each P.L.A.Y. sport and to create a broad structure to all P.L.A.Y. activities. Further responsibilities include, but are not limited to:

  • In-depth review of P.L.A.Y. financials and budgeting process.
  • Review future strategic planning opportunities.
  • Review current building, board and participant insurance.
  • Interview and approval of all “VP” positions within each sport.

It is not the responsibility of this board to run the day-to-day operations of any sport, but rather to lend guidance and structure. The responsibility for running each sport falls under the various “VP of Sports” and the VP of that sport.

Article V

P.L.A.Y. Management Team

Section 1: The P.L.A.Y. Baseball Board will be made up of the following positions. It is the responsibility of this board to run the day-to-day operations of the P.L.A.Y. Baseball program. See Article VI for Board meetings and voting approvals.

Baseball Board

  1. Vice-President of Sports (Spring Summer)
    1. Direct Report – Vice-President of Baseball
  2. Vice-President of Baseball
    1. Direct Report – Director of Traveling Baseball
    2. Direct Report – Director of In-House Baseball
      1. Direct Report – T-Ball Coordinator
      2. Direct Report – 1st Grade Coordinator
      3. Direct Report – 2nd & 3rd Grade Coordinator
      4. Direct Report – 4th & 5th Grade Coordinator
      5. Direct Report – 6th & 7th Grade Coordinator
      6. Direct Report – 8th Grade and Up Coordinator
    3. Equipment Coordinator
      1. Direct Report – First Aid Coordinator
    4. Concessions Coordinator
    5. Umpire / Officials Coordinator
    6. Facilities Director (Spring / Summer)
      1. Direct Report – Tournament Coordinator
      2. Direct Report - Scheduling Coordinator

Section 2: The P.L.A.Y. Softball Board will be made up of the following positions. It is the responsibility of this board to run the day-to-day operations of the P.L.A.Y. Softball program. See Article VI for Board meetings and voting approvals.

Softball Board

  1. Vice-President of Sports (Spring Summer)
    1. Direct Report – Vice-President of Softball
  2. Vice-President of Softball
    1. Direct Report – Director of Traveling Softball
    2. Direct Report – Director of In-House Softball
      1. Direct Report – 1st & 2nd Grade Coordinator
      2. Direct Report – 3rd & 4th Grade Coordinator
      3. Direct Report – 5th & 6th Grade Coordinator
      4. Direct Report – 7th & Up Grade Coordinator
    3. Equipment Coordinator
    4. Concessions Coordinator
    5. Facilities Director (Spring / Summer)
      1. Direct Report – Tournament Coordinator
      2. Direct Report - Scheduling Coordinator

Section 3: The P.L.A.Y. Basketball Board will be made up of the following positions. It is the responsibility of this board to run the day-to-day operations of the P.L.A.Y. Basketball program. See Article VI for Board meetings and voting approvals.

Basketball Board

  1. Vice-President of Sports (Fall / Winter)
    1. Direct Report – Vice-President of Basketball
  2. Vice-President of Basketball
    1. Direct Report – Director of Traveling Basketball
      1. Direct Report – Boys Traveling Coordinator
        1. Direct Report – Boys Southwest Coordinator
      2. Direct Report – Girls Traveling Coordinator
        1. Girls Southwest Coordinator
    2. Direct Report – Director of In-House Basketball
      1. Direct Report – Boys In-House K – 2nd Grade Coordinator
      2. Direct Report – Girls In-House K – 2nd Grade Coordinator
      3. Direct Report – Boys In-House 3rd & 4th Grade Coordinator
      4. Direct Report – Girls In-House 3rd & 4th Grade Coordinator
      5. Direct Report – Boys In-House 5th & 6th Grade Coordinator
      6. Direct Report – Girls In-House 5th & 6th Grade Coordinator
    3. Equipment Coordinator
    4. Concessions Coordinator
    5. Facilities Director (Fall / Winter)
      1. Direct Report – Tournament Coordinator
      2. Direct Report - Scheduling Coordinator

Section 4: The P.L.A.Y. Football Board will be made up of the following positions. It is the responsibility of this board to run the day-to-day operations of the P.L.A.Y. Football program. See Article VI for Board meetings and voting approvals.

Football Board

  1. Vice-President of Sports (Fall / Winter)
    1. Direct Report – Vice-President of Football
  2. Vice-President of Football
    1. Direct Report – Director of Traveling Football
      1. Direct Report – 7th Grade Traveling Coordinator
      2. Direct Report – 8th Grade Traveling Coordinator
    2. Direct Report – Director of In-House Football
      1. Direct Report – 3rd & 4th Grade Coordinator
      2. Direct Report – 5th & 6th Grade Coordinator
    3. Equipment Coordinator
    4. Concessions Coordinator
    5. Facilities Director (Fall / Winter)
      1. Direct Report – Tournament Coordinator
      2. Direct Report - Scheduling Coordinator

Section 5: The P.L.A.Y. Volleyball Board will be made up of the following positions. It is the responsibility of this board to run the day-to-day operations of the P.L.A.Y. Volleyball program. See Article VI for Board meetings and voting approvals.

Volleyball Board

  1. Vice-President of Sports (Fall / Winter)
    1. Direct Report – Vice-President of Volleyball
  2. Vice-President of Volleyball
    1. Direct Report – Director of Traveling Volleyball
    2. Direct Report – Director of In-House Volleyball
    3. Equipment Coordinator
    4. Concessions Coordinator
    5. Facilities Director (Fall / Winter)
      1. Direct Report – Tournament Coordinator
      2. Direct Report - Scheduling Coordinator

Lacrosse Board

  1. Vice-President of Sports (Fall / Winter)
    1. Direct Report – Vice-President of Lacrosse
  2. Vice-President of Lacrosse
    1. Direct Report – Director of Traveling Lacrosse
    2. Direct Report – Director of In-House Lacrosse
    3. Equipment Coordinator
    4. Concessions Coordinator
    5. Facilities Director (Fall / Winter)
      1. Direct Report – Tournament Coordinator
      2. Direct Report - Scheduling Coordinator

Article VI

Financial Responsibilities (Sports Boards)

Section 1: It is the responsibility of each Sports Board to create and monitor a monthly Operating Statement for their sport. Each December the VP of Sports working closely with their individual Sports VP, will submit a yearly budget for their sport. This budget will then be submitted to the Executive Board for approval during the January meeting of this board. Budgets should be created to ensure that all expenses associated with that sport are covered by that sports registration fees. Large capital improvement purchases and/or purchases that can not be covered by registration fee’s must be brought to the Executive Board for approval prior to finalizing that years budget.

Section 2: On occasion it will be necessary for the individuals within each sport to make purchases using their personal accounts. This practice should be avoided when possible. In the event that this occurs, these purchases are limited to $500.00. PLAY will not make personal reimbursements for amounts in excess of $500.00

Section 3: Each member of the PLAY Sports Boards will have the ability to make purchases within the following guidelines. Note: an Equipment Requisition Form must accompany all purchases. Payments will not be made unless this form is properly completed and has the required approvals.

  1. Coordinator level and above can make purchases up to $250.00 before needing approval from their Director prior to making the purchase.
  2. Director level and above can make purchases up to $500.00 before needing approval from the VP of their sport prior to making the purchase.
  3. Individual sport VP’s and above can make purchases up to $1,000.00 before needing approval from their VP of Sports prior to making the purchase.
  4. The VP of Sports can make purchases up to $2,500.00 before needing approval from the Executive Board prior to making the purchase.
  5. All purchases greater than $2,500.00 require full Executive Board approval prior to making the purchase.

Article VII

Use of P.L.A.Y. Information or Venues

Section 1: The use of the P.L.A.Y. database must be strictly guarded to ensure this information is kept confidential. Access to the P.L.A.Y. On-Line registration system must be limited to individual sport coordinators and above. All passwords and privileges to this system must be user specific and no generic passwords are permitted. All requests for passwords / access to the on-line registration system will be given via written notice to the P.L.A.Y. President. All passwords and privileges to the on-line system will be deleted annually to ensure that access to this system is current. All passwords given during a specific sport year will be deleted following the completion of that sports’ year.

Section 2: Use of the “group” emailing function will be limited to the VP of each sport. I.e. if an email needs to be sent to all participants of a sport, the VP of that sport must approve and send that email. Individual sport Directors are permitted to send group emails to participants within their area of responsibility only.

Section 3: Using the P.L.A.Y. database to create mailing labels, lists, ect must be submitted to the P.L.A.Y. President for approval. These labels / lists will not be given to any person or organization without prior approval from the P.L.A.Y. President. Failure to follow these guidelines could result in immediate dismissal from the P.L.A.Y. Management Team.

Section 4: P.L.A.Y. wants to provide the best programs possible at all levels. To do this, it may be necessary from time to time to allow outside vendors to sell their products directly to our participants during P.L.A.Y. events. In order to accomplish this goal, all outside vendors must submit an application of intent to the P.L.A.Y. Executive Board for approval.

Article VIII

Board Meetings & Voting Approvals

Section 1: The Executive Board will meet monthly on a regular basis at a time and place to be determined by the Executive Board. Members and / or guests wishing to address the Executive Board will do so via written notice to the P.L.A.Y. Secretary. Based on this written notice, members and / or guests will be invited to address the Executive Board at an appropriate time. Notes from this meeting will be made public via the P.L.A.Y. website. All comments and suggestions for the Executive Board will be made via written form through the P.L.A.Y. Secretary.

Section 2: The various Sports Boards will meet quarterly on a regular basis at a time and place to be determined by that Sports Board. Notes from this meeting will be made public via the P.L.A.Y. website. Members and / or guest wishing to address the various Sports Boards will do so via written notice to the P.L.A.Y. Secretary. Based on this written notice, member and / or guests will be invited to address the Sports Boards at an appropriate time. All comments and suggestions for the Sports Boards will be made via written form through the P.L.A.Y. Secretary.

Section 3: Special meetings shall be held whenever deemed necessary by the Executive Board or sports Boards. Notice of these meetings is to be conveyed to each Executive Board or Sports Board member as to the date, time, and place, not less than 5 days prior to the meeting.

Section 4: Only members of the Executive Board shall vote at the monthly Executive Board meetings. Only members of the various Sports Boards shall vote at the quarterly meetings. I.e. The Baseball Board will vote at baseball meetings, Softball Board at softball meetings, etc.

Section 5: A quorum for any Executive Board or Sports Board meeting shall consist of not less than 5 of the active members of that board. Any action by the majority of those present shall be the action of that board. Excluding the Executive Board where it will take a vote of at least 5 of the 7 Executive Board members to pass any resolution.

Section 6: Executive Board meetings are a key ingredient to ensuring open dialog and guidance for the P.L.A.Y. program. Executive Board members are required to attend these meetings. The Executive Board based on a full Executive Board consensus can remove any Executive Board member not in attendance for 2 consecutive meetings or less than 9 of the 12 monthly meetings.

Section 7: Quarterly Sports Board meetings are a key ingredient to ensuring open dialog and guidance for the P.L.A.Y. program involved. Sports Board members are required to attend these meetings. The Sports Board based on a full Sports Board consensus can remove any Sports Board member not in attendance for 2 consecutive meetings or lass than 3 of the 4 quarterly meetings.

Section 8: While the intent of the P.L.A.Y. Executive Board to allow the day-to-day operations of each sport to that sports board, it is important that the P.L.A.Y. Executive Board stay in contact with each sport. With this in mind, each sport VP will be required to submit a written summary of the activity within their sport each month. This information should outline “key” happenings within their sport and any future happenings. This monthly recap must be sent monthly to the appropriate VP of Sports for submission to the P.L.A.Y. Executive Board. This is not an approval process, but rather a monthly informational summary.

Article IX

Annual Meeting / Elections

Section 1: The annual meeting of the membership of P.L.A.Y. shall be held in the month of February at such time and place as determined by the Executive Board. This meeting will be open to the public and notes from this meeting posted to the P.L.A.Y. website. Notes from this meeting will also be published in the local newspapers.

Section 2: The purpose of the annual meeting will be give a “state of the union” type address to the P.L.A.Y. membership. This “address” will be given by the P.L.A.Y. Executive Board and will deal with global issue regarding the P.L.A.Y. organization. Each Vice-President of Sports will also update the membership at the annual meeting.

Section 3: Following the annual “state of the union” address, the voting membership of P.L.A.Y. (as outlined in Article VI) shall elect a new Executive Board. Elections for the Executive Board will be made via written ballot. There will be no absentee voting for Executive Board positions. The current Secretary will count and report all votes for Executive Board positions except for the Secretary position. Those votes will be counted and reported by the current Treasurer.

Section 4: Any person wishing to run for an Executive Board position will be required to notify the Executive Board via written notice by no later than February 1st. See Article IV, section 2 for Executive Board prerequisites.

Section 5: The various Sports Boards positions will not be voted on except for the position of Vice-President for any given sport. Persons wishing to run for a Vice-President position will require a nomination by the Vice-President of Sports for that sport. Once nominated, filling this position will require 5 of 7 votes from Executive Board. These positions can be filled throughout the year (with executive Board approval), but must be voted on annually during the January Executive Board meeting.

Section 6: While there is no prerequisite for holding a Vice-President position within a sport, where possible it would be beneficial to have served a minimum of 1 year as a voting member of that sports board.

Section 7: Within each sport, the current board of that sport will vote to elect a person to their board. Board membership approval will take a majority consensus of the current Sports Board. This consensus does not require a Board meeting and can be gained via email or other written form. Notification of all Sports Boards elections will be made to the Executive Board via the Vice-President of Sports for the sport.

Article X

Board Members / Compensation

Section 1: Members of the Executive Board and various Sports Boards shall receive no monetary compensation for their services as board members. Each Executive Board member shall receive a 50% discount for his or her children during the P.L.A.Y. Fiscal year. This discount applies to the registration fee only and does not apply to the cost associated with the Capital Fund or any necessary equipment / jersey’s.

Section 2: Members of the P.L.A.Y. Management Team shall receive no monetary compensation for their services as board members. Each P.L.A.Y. Management Team member, excluding the Executive Board members, shall receive a 100% discount for his or her children during the sports year for the sport they serve on the board of. This discount applies to the registration fee only and does not apply to the cost associated with the Capital Fund or any necessary equipment / jersey’s.

Section 3: Spouses may serve together on the various sports boards, but may not serve together on the Executive Board.

Section 4: Job descriptions for each position on the P.L.A.Y. Management Team will be posted to the P.L.A.Y. website. It is the responsibility of each Vice-President of a sport to create these descriptions. In addition to job descriptions, notice of openings will also be posted on the P.L.A.Y. website for at least 1 month prior to electing any Sports Board member

Article XI

Dismissal

Section 1: In the event that a P.L.A.Y. Management Team member fails to fulfill the obligations of their position (as described in their job description), or it has been determined that a P.L.A.Y. Management Team member acted in a way detrimental to the P.L.A.Y. organization, they may be dismissed by the Executive Board. The Executive Board will make all final decisions regarding the dismissal of a P.L.A.Y. Management Team member.

Section 2: Upon determination or notification that a P.L.A.Y. Management Team member has failed to fulfill the obligations of the position, a written complaint will be filled by a member of the P.L.A.Y. Management Team and sent to the P.L.A.Y. Secretary. The Secretary will then forward the written complaint to the Executive Board.

The complaint will be presented and discussed at the next scheduled Executive Board meeting. A vote will be taken to determine if dismissal is warranted. Dismissals must be approved by a full consensus of the Executive Board. In the event that dismissal is approved, the President shall prepare a letter notifying the dismissed member. Upon dismissal the Executive Board may appoint a replacement to fulfill the remaining term for that position.

Article XII

Committees

Section 1: The President shall appoint, subject to approval of the Executive Board, whichever standing committees and such other committees as may be deemed necessary. All committees shall consist of as many members of the organization as the Executive Board deems advisable. One member shall be appointed chair of each committee.

Section 2: All actions of such committees shall be subject to the approval of the Executive Board.

Section 3: All committees shall meet at such time and place as may be agreed upon by the majority of the members of the committee or upon call of the chair.

Section 4: All committee chairs shall be expected to attend and advise at all meetings as required by the Executive Board.

Article XIII

Amendments

These By-Laws may be amended by a full consensus of the Executive Board. By-Law changes must be made in writing and provided to the Executive Board not less than 5 days prior to any monthly meeting.

Article XIV

Insurance Coverage

Section 1: All participants in all P.L.A.Y. programs shall be covered by a medical insurance policy purchased by P.L.A.Y. Cost of the insurance shall be included in the registration fee.

Section 2: When the insurance coverage is of the deductible variety, the parent shall pay that portion of the claim.

Section 3: Proper insurance coverage shall be purchased for all P.L.A.Y. facilities and equipment.

Section 4: Proper liability insurance coverage shall be purchased for all Executive Board members.

Article XV

Monetary Controls

Section 1: Two members of the Executive Board must sign all checks in an amount in excess of $250.00.

Section 2: All monies must be counted by two P.L.A.Y. Management Team members, and given to the Treasurer within 48 hours of the receipt of funds.

Section 3: All cash received must be deposited in the P.L.A.Y. account by the end of the next business day and all checks received should be deposited in the P.L.A.Y. account within seven business days, unless properly explained by the Treasurer.

Section 4: Transfer of Treasurer’s ledgers, check registers, and all financial records related to the duties of the Treasurer will be made available on demand by any member of the Executive Board. All financial information will be made available to the Executive Board 5 days prior to the monthly Executive Board meeting.

Section 5: The Treasurer is the only person authorized to write checks. In the Treasurer’s absence, another member of the Executive Board will be designated by the Treasurer to write checks.

Section 6: At all times, P.L.A.Y. must maintain a minimum balance of $25,000 in the general checking account. At no time can the Treasurer or any other member of the Executive Board disperse monies that cause the general fund balance to go below this $25,000 threshold.

Article XVI

Miscellaneous

Section 1: P.L.A.Y. is organized exclusively for charitable and educational purposes, including for such purposes, the making of distributions to organizations under Section 501 (c)(3) of the Internal revenue Code (or the corresponding section of any future Federal tax code.)

Section 2: No part of the net earnings of P.L.A.Y. shall inure to the benefit of, or be distributable to its members, trustees, directors, officers or other private persons, except that P.L.A.Y. shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of Section 501 (c)(3) purposes.

Section 3: No substantial part of the activities of P.L.A.Y. shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and P.L.A.Y. 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.

Section 4: Notwithstanding any other provision of these articles, P.L.A.Y. shall not carry on any other activities not permitted to be carried on (a) by a corporation or organization exempt from Federal income tax under Section 501 (c)(3) of the Internal revenue Code (or corresponding section of any future Federal tax code) or (b) by a corporation or organization, contributions to which are deductible under Section 501 (c)(3) of the Internal revenue Code (or corresponding section of any future Federal tax code.)

Section 5: Upon the dissolution of P.L.A.Y., assets shall be distributed for one or more exempt purposes within the meanings 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.