OLDHAM LACROSSE CLUB BY-LAWS

I. Name
This association shall be called the Oldham Lacrosse Club (OLC).

II. Affiliations
The OLC shall be affiliated with USA Lacrosse.

III. Mission
The mission of Oldham Lacrosse Club is to provide the youth of Oldham County, Kentucky an organized and structured lacrosse program and to promote and facilitate the growth of the sport of lacrosse.  The OLC will provide the highest level of coach instruction to develop the skills needed to succeed in lacrosse while emphasizing leadership, sportsmanship, and teamwork.  The objective of OLC is for all participants to have an opportunity to play lacrosse, regardless of race, ability, or financial status.  We afford educational opportunities for new coaches and referees to strengthen and grow the program.  The emphasis of OLC is personal development through respect for themselves, teammates, opponents, referees, and their coaches.

IV. Membership
Residence Requirements
Membership in this club shall be limited to residents of Oldham County, Kentucky or those administrators, players, or coaches as specifically approved for membership by the Board of Directors. OLC reserves the right to allow people from neighboring communities, upon approval by 3/5 vote by OLC Board, to participate in OLC sponsored programs. Any board approved player must be registered as an OLC member, a USA Lacrosse member and must have paid fee as per OLC registration agreement prior to participating in any OLC sponsored activity.

Membership in the Board of Directors shall be limited to residents of Oldham County, Kentucky.
Voting Members
Members of the Board of Directors shall have voting rights, during the term of their service.

V. Governing Body
The Board of Directors shall govern and administer the day-­to-day operation of the club within the scope of the Bylaws and the policy guidelines set by the Bylaws.

VI. Amendments to the Constitution
Once adopted, this Constitution shall be amended only by a 3/5 vote of all board members.

VII. This association is organized exclusively for charitable purposes.
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.
Upon the dissolution of this association, assets shall be distributed to other local lacrosse organizations.

VIII. Conflict of Interest
Purpose
The purpose of the conflict of interest policy is to protect Club’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of OLC. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

A. Definitions
1. Interested Person
Any director, principal officer, or member of a committee with governing board delegated powers, which has a direct or indirect financial interest, as defined below, is an interested person.
2. Financial Interest
A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:
a.  An ownership or investment interest in any entity with which OLC has a transaction or arrangement.
b.  A compensation arrangement with OLC or with any entity or individual with which OLC has a transaction or arrangement, or
c.  A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which OLC is negotiating a transaction or arrangement.

B. Procedures
1.  Duty to Disclose
In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the director and member committees with governing board delegated powers considering the proposed transaction or arrangement.
2.  Determining Whether a Conflict of Interest Exists
After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board and committee members shall decide if a conflict of interest exists.
3.  Procedure for Addressing the Conflict of Interest
a)   An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.
b)   The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
c)   After exercising due diligence, the governing board or committee shall determine whether OLC can obtain with reasonable efforts, a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
d)   If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in OLCs best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make a decision as to whether to enter into the transaction or arrangement.
4.  Violations of the Conflict of Interest Policy
a)   If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.
b)   If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
c)   All proceeding will be recorded in the minutes of the governing board or committee, with each member’s conflict of interest, or allegations thereof.
5.   Annual Statements
Each director, principal officer and member of a committee with governing body delegated powers shall annually be sworn by the secretary, affirming that they are aware of this policy, have read this policy, and has agreed to comply with this policy.
6.  Periodic Reviews

To ensure that OLC 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 by a member of the board.

BYLAWS

  1. BOARD OF DIRECTORS
    1.1.    The Board of Directors shall consist of the following persons:

President
Vice-President
Treasurer
Secretary
Registrar

1.2.   The day to day business of OLC shall be managed by the Board of Directors.
1.3.   The act of the majority shall be the act of the Board of Directors.
1.4.   Where there are insufficient items to hold a meeting, the President may poll by telephone and/or e­mail all the members of the Board of Directors to obtain their vote, and notify each member of the Board within three days of the date of the vote as to the results.
1.5.   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.
1.6.   Removal of any Board member (for sufficient cause) requires a 3/4 vote of the remaining Board of Directors.
1.7.    Any member of the board who is inactive for six (6) months shall be removed from the board.
1.8.   Removal of a person from an appointed office requires a 3/5 vote of the Board.
1.9.  Any of the BOD positions can be co-chaired.
1.10   OLC does not discriminate on the basis of race/ethnicity, color, national origin, sex, disability or age.

  1. ELECTIONS
    2.1.   The offices of President, Vice-President, Treasurer, Secretary, shall be elected from the Board of Directors.
    2.2.  All elections will be conducted by paper ballots.
    2.3.  The candidate receiving the greatest number of votes of the Board of Directors shall be deemed elected.
    2.4.  Vacancies not filed at the time of the General Election, or occurring during the year, may be filed by a 3/5 vote of the Board of Directors.
    2.5.  The newly elected officers shall take office on July 1 for a term of two (2) years.
    2.6.  The fiscal year of the Association shall begin on January 1 and end on December 31.
  2. MEETINGS
    3.1.   The Board of Directors shall hold, as a minimum, a regular meeting six (6) months  during each fiscal year.
    3.2.   Any member of the Board of Directors may call for a Board of Directors meeting.
    3.3.   A meeting of the Board of Directors may be called at any time by the President.
    3.4.   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).
  3. AMENDMENTS TO THE BYLAWS
    4.1.   The Oldham Lacrosse Club Bylaws may be amended by a three-fifths (3/5) affirmative vote by a Board of Directors Oldham Lacrosse Club meeting.
  4. COMMITTEES
    5.1.   Committees may be formed for any specific purpose not contrary to the purpose of the Club. All committee members shall be appointed by the committee chairperson and approved by a 3/5 vote of the Board of Directors.
  5. GENERAL
    6.1.   No officer or other voting member of this Association shall receive any fee for activities concerned with his or her official office in the
    6.2.   Payment for any personal expenses must be approved by a majority of the Board of Directors. A receipt must be submitted.
    6.3.   Any event which may be contrary to the spirit of the purpose of the Club may be investigated by a Disciplinary Committee consisting of three (3) members appointed by the Board of Directors. The Disciplinary Committee will be chaired by the VP.
    The Disciplinary Committee shall have the power to recommend disciplinary action to the Board of Directors by filing a written report. 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 such action as recommended by the Disciplinary Committee
    • Vote to dismiss the report
    • Recommit it for further report
    No disciplinary action may be taken by the Board of Directors except within twenty-­one (21) days of the formation of the Disciplinary Committee.
    6.4.   Coaching assignments must be approved by the Board of Directors.
    6.5.  Any expense must be approved by the BOD
  6. ELECTED OFFICERS DUTIES

7.1.    President
7.1.1.    Calls to order business meetings of the Board of Directors and the General Meeting of the General Committee.
7.1.2.   Serves as official member of all committees.
7.1.3.   In instances where disciplinary measures appear appropriate or are recommended, the President will convene a special meeting of the Board of Directors (BOD).
7.1.4.   Shall be authorized to arbitrate all matters.
7.1.5.   In the case of a tie, members of the BOD not in attendance will be polled via e-mail. If this still results in a tie, the President shall cast the deciding vote.
7.1.6.   The President, Secretary and/or Treasurer shall have power to sign all checks and bank withdrawals.
7.1.7. Chairs the Disciplinary Committee as it pertains to lacrosse.
7.1.8. No individual shall serve as President for more than two consecutive terms.

7.1.9 Responsible for scholastic scholarship program.

7.2.    Vice-President
7.2.1.   In the absence of the President shall be acting President.
7.2.2.   Shall perform other such duties as from time to time may be assigned by the    President or the Board of Directors.
7.2.3. Responsible for uniform sub-committee (ordering and distributing uniforms)
7.2.4.  Adjudicates team or parent protests through impartial fact finding and arbitration.
7.2.5. Receives and records player and coach ejections.
7.2.6. Meets with Program Director, Coaches and assistants as needed.

7.2.7. Registers all coaches for USA Lacrosse.

7.2.8. Responsible for maintaining all coaches league requirements.

7.2.9. Coordinates financial scholarship program.

7.3.   Secretary
7.3.1.   Notifies the Board of Directors of Board meetings and regular meetings both as determined by the President.
7.3.2. Notifies the members of regular meetings via the e-mail or website.
7.3.3. Coordinates and maintains all league correspondence within and outside the Club.
7.3.4. Assists the President in his duties
7.3.5. Shall maintain a copy of the Bylaws for any member ting said Bylaws

7.3.6. Provides agenda and meeting minutes to BOD at all meetings.
7.3.7. Secures BOD and parent meeting locations.

7.4.     Treasurer
7.4.1.  Receives commitment checks from players.
7.4.2. Collects and disburses funds as operational necessity dictates.
7.4.3. Manages bank accounts as necessary.
7.4.4. Keeps records of receipts and expenditures of the Association.
7.4.5. Renders statement of financial condition after each season.
7.4.6. Assists any approved fund­raising committee.
7.4.7. Creates seasonal and annual budget to be approved by the Board of Directors.
7.4.8. Assists the President in his duties.

7.5.   Registrar

7.5.1. Shall be responsible for conducting an annual registration for player ­members and maintains lists of all registered members.

7.5.2. Coordinates registration with the assistance of the BOD and delivers registration fees to the Treasurer

7.5.3. Submits team rosters to the appropriate league.
7.5.4. Coordinates emergency phone lists and team rosters.
7.5.5. Ensures all players are registered for US Lacrosse.

7.5.6. Reviews financial scholarship applications and applies scholarship credit for registration

7.5.7. Answers emails for parents who have interests in joining lacrosse

  1. COMMITTEE CHAIRPERSONS

 

8.1   Program Directors

8.1.1.   Manage coaches and team within group in compliance with league guidelines, develops players and coaches, and coordinates Boys/Girls Program Directors level policies, practices, and games based on the rules and code of conduct specified by US Lacrosse.
8.1.2. Program Director may remove or suspend a player from a practice, game, or other OLC activity for any conduct deemed inappropriate based on the US Lacrosse “Code of Conduct”. Such action will require the approval of the Head Coach, with both the Head Coach and Program Director informing the player’s parents/guardians and the Board of Directors of such action as soon as possible. The Board of Directors will determine if a disciplinary committee is required to address the issue.
8.1.3. Responsible for the conduct and sportsmanship of his coaches, players and players’ parents and fans during scheduled games.
8.1.4. Must notify the board of any disciplinary problems or injuries that involve the Program Director's group.
8.1.5. Responsible for selecting coaching staff with approval by the Board.
8.1.6. Responsible for communications with coaches as it pertains to schedules, notices, newsletters, etc.
8.1.7. Responsible for relaying scheduling changes to webmaster.
8.1.8. Shall be the overall coordinator of the Boys/Girls lacrosse teams and all other sponsored programs.
8.1.9. Responsible for scheduling OLC Boys/Girls coaches meeting.

8.2       Fundraising Coordinator
8.2.1.  Responsible for positive ideas and functions that will benefit the program and are board approved.
8.2.2. Develops fundraising plans appropriate to Club budgetary needs.
8.2.3. Delivers fundraising status report at each meeting.
8.2.4. Responsible for team sponsors & sponsor plaques.
8.2.5. Responsible for coordinating team pictures. Including recommending photographer and date.

8.3      Field Superintendent
8.3.1.   Responsible for coordinating the activities associated with the setup and operation of the fields for game days and other such events; (other than refreshments or concessions).
8.3.2. Manages volunteers necessary for duties such as lining fields.
8.3.3. Propose budget expenses that directly relate to field or game day equipment.
8.3.4. Maintaining nets and field signage.
8.3.5. Maintaining lining machine and paint supply
8.3.6.  Responsible for field assessments specifically grass, trash, etc. and notifying town of actions needed.
8.3.7.   Obtains permits and contracts necessary for public building use, gym use and field use. Submits permits to Secretary to be distributed to Director & Coaches.

8.4.     Uniform Coordinator

8.4.1. Selects, orders, and distributes uniforms

8.4.2. Works directly with vendors for uniform/team wear sales

8.4.3. Coordinates with Treasurer the funds

8.4.4. Maintains uniform agreements.

8.5.      Website/Social Media Coordinator

8.5.1. Responsible for maintaining and updating the OLC website

8.5.2. Responsible for maintaining and updating the OLC social media sites

8.5.3. Communicates Club activities via website/social media and quarterly newsletters

8.5.4. Attends monthly OLC board meetings as needed to provide accurate information

8.5.5. Organizes team photographers.

8.6.     Equipment Manager

8.6.1. Organizes gear for borrow and return on contract

8.6.2. Fits players with gear appropriately.

8.6.3. Maintains accurate records of gear location.

8.6.4. Educates families regarding gear maintenance and care

8.6.5. Removes or repairs gear/equipment no longer fit for use or meets US lacrosse standards

8.6.6. Keeps storage area organized and inventoried

8.6.7. Develops yearly plan and communicates to the BOD for gear/equipment replacement or grant submission.

8.7.      Publicity Coordinator

8.7.1. Creates, prints, and distributes printed marketing materials

8.7.2. Coordinates with OC schools opportunities for Club membership growth and clinics

8.7.3. Coordinates with OC high school’s youth recognition night

8.7.4. Communicates plans to BOD

 

9. SELECTION OF COACHES
1.   All Head Coaches must be at least eighteen (18) years of age and must be approved by the Board of Directors.
9.2. All Assistant Coaches will be selected by the Head Coach and must meet with Board approval.
9.3. Board of Directors maintains right to remove any Head Coach or Assistant Coach if said coach is not coaching in accordance with the OLC mission.
9.4. Lacrosse Head Coaches must understand and be experienced in coaching under Youth League rules and regulations.
9.5. All Head Coaches, their assistants, and all Board Members must have on file with BOD a current CORI form. The CORI states that they have not had any legal altercations involving the mortality and general welfare of children. CORI must be on file before the start of preseason practice. Should the letter not be provided within that time, all privileges as a coach will be suspended until CORI is obtained by the Board. The BOD will keep all CORI information private and confidential.
9.6. All Head Coaches shall read and distribute copies of the “Code of Conduct” to their assistants as an aid in the instruction of youth lacrosse. * “Code of Conduct” ­ (attached to the Bylaws)

10. TEAM MEMBERSHIP / FINANCES
10.1.   OLC Board reserves the right, on a case ­by­ case basis, to allow a child to participate in OLC sponsored activities that, due to financial obligations, may otherwise not be able to participate.  All finances will remain strictly confidential, and the Board will protect and insure the financial privacy of all participants.
10.2. OLC Board reserves the right, to determine if a refund may be granted to any player(s).  Full refunds may be issued prior to season start, on a case by case basis.  Refunds will not be issued after the first game unless there are extenuating circumstances, and it is approved by 3/5 board vote.
10.3. Based on the financial needs to operate the Club, the Board will determine the cost of registration for all teams.

11. PEACE OF MIND ENDORSEMENT

11.1 We have written by-laws or guidelines that require all players and coaches (for teams or leagues) or all officials (of officials' associations) to be registered members of USA lacrosse to participate.

11.2 We have a systemic membership verification process to ensure that all participants are members for the duration of the season

11.3 All members sign up through registration website which requires their current USA lacrosse membership #

11.4 Manual membership checks are done though USAlacrosse.org by our team or league registrar

11.5 Participant spreadsheet is sent to USA Lacrosse membership department for verification

Last updated: 08/30/21