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HomeMy WebLinkAbout07-10 ResolutionRECORD OF RESOLUTIONS Inc.. Fonn No, 30U45 Resolution No. 07 -10 Passed 20 A RESOLUTION APPROVING THE DECLARATION OF MUTUAL SUPPORT AND AGREEMENT BETWEEN THE CITY OF DUBLIN AND THE DUBLIN YOUTH ATHLETICS, AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENT WHEREAS, Dublin Youth Athletics (DYA) is a non- profit, community organization that has existed in Dublin for many years and has long been recognized by the City for providing recreation and travel youth athletics programs, including baseball, softball, volleyball, basketball, golf and lacrosse; and WHEREAS, staff has served on the organization's board of directors, and representatives from the City and DYA work collaboratively toward the development of programming and related City capital projects to ensure that an adequate balance of youth sports are provided to the Dublin community; and WHEREAS, the City and DYA desire to memorialize the responsibilities of both parties in a formal agreement. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, State of Ohio, t of the elected members concurring that: Section 1 . The City Manager is hereby authorized to enter in the Agreement (attached as Exhibit "A ") with the Dublin Youth Athletics. Section 2. This Resolution shall take effect and be in force on the earliest date permitted by law. Passed this day of 2010 ATTEST: Clerk of Council CITY OF DUBLIN_ Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017 -1090 Phone: 614 -410 -4400 • Fax: 614 -410 -4490 To: Members of Dublin City Council From: Terry Foegler, City Manager - FF/S,_ Date: January 7, 2010 Initiated By: Matt Ear Director of Recreation Services Background Re: Resolution 07 -10, Agreement with Dublin Youth Athletics Memo Dublin Youth Athletics (DYA) is a volunteer coach - based, non - profit, community youth sports organization that has been in existence in Dublin for many years. DYA has long been recognized by the City for providing quality general recreation and travel youth athletics programs, including, but not limited to, baseball, softball, volleyball, basketball, golf and lacrosse. In order to accommodate these programs, DYA requires the use of a variety of indoor and outdoor facilities including City parks, the Dublin Community Recreation Center, and Dublin City Schools. Despite the absence of a preceding agreement between the City and DYA, both parties have collaborated over the years toward the development and scheduling of programs, maintenance of City fields and input toward capital improvement projects to ensure an adequate balance of youth sports is provided to the Dublin community. Summary To formally acknowledge the collaboration and respective responsibilities of the City and DYA, the attached agreement was developed for your consideration. Highlights of the agreement include the following: • DYA is defined as a non - profit, volunteer -based organization that provides recreational youth sports programs for the Dublin Community. General recreation is the organization's primary function; however, a limited numbers of travel programs are offered as part of its comprehensive program. • The City waives all fees associated with the general use of City playing fields permitted for use by DYA. All tournaments, camps /clinics and special events outside the scope of basic athletic programming conducted on City property is subject to additional City review, service fees and final approval. • DYA is responsible for obtaining all permits required by the City for use of playing fields, and must coordinate the use of those playing fields designated by the City for use by DYA during the spring, summer and fall program periods. • DYA's board members are required to reside within the City of Dublin or the Dublin School District limits at the time of election. The City's Director of Recreation Services (or designee) also serves as a voting member of the board. • DYA is responsible for providing all related equipment necessary for its programs, along with the "marking" of fields, and providing officials and other personnel necessary to Memo re. Res 07 -10 — DYA Agreement January 7, 2010 Page Two administer its programs and activities. The City is responsible for maintaining all City -owned playing fields in good playable condition, and waives all field use fees associated with permitted general use. DYA is responsible for insuring for all liable claims prescribed by laws, rules, regulations, ordinances, codes or orders. Where applicable, coverage shall be at limits agreeable to the City and shall name the City as an additional insured. The initial term of this agreement is for five years, and will automatically renew for a five - year period, and for successive five -year periods thereafter, absent the declaration of a party not to renew. The City may non -renew or terminate the agreement upon providing at least one year prior notice to DYA. Recommendation Staff recommends Council approve Resolution 07 -10 at the January 11 Council meeting. If you have any questions regarding this agreement, please feel free to contact Matt Earman directly. DECLARATION OF MUTUAL SUPPORT AND AGREEMENT THIS AGREEMENT, entered into as of this day of , 2010, by and between the City of Dublin (hereinafter referred to as the "City ") and Dublin Youth Athletics (hereinafter referred to as "DYA "), 4285 W. Dublin Granville Road, Dublin, Ohio, 43017. WHEREAS, the City recognizes the value of recreational activities for its residents, and has supported and endorsed community organizations that provide recreational activities to Dublin residents, and WHEREAS, DYA is a non - profit community organization in existence in Dublin for many years and long recognized by the City as its partner in providing youth athletics programs, including, but not limited to, baseball, softball, and lacrosse, both travel and recreational, for the Dublin community, and WHEREAS, the City and DYA wish to assure that their successful partnership continues to thrive, so that the Dublin community can continue to enjoy the many benefits of youth athletic activities provided by Dublin community volunteers. ARTICLE I - OBJECTIVES The Dublin City Council and the Dublin Youth Athletics Board of Directors, in reliance on their mutual covenants and agreements herein contained agree to the following objectives: A. To give every eligible youth in the City of Dublin and the Dublin School District the opportunity to participate in organized sports, including but not limited to baseball, basketball, softball, lacrosse, golf, and volleyball programs. B. To surround these programs with such safeguards as to warrant confidence in the integrity and administration of Dublin Youth Athletics. C. To protect and promote the interests of the youth participants. D. To educate participants, especially youth, in proper moral, mental and physical values so that they may become assets to their community. E. To provide participation opportunities without regard to the race, color, creed, age, or national origin of the player, guardian, coach or official. F. To promote fair play and good sportsmanship in a safe environment so that players of all ages may have fun playing in athletic endeavors. ARTICLE II - RESPONSIBILITIES A. DYA shall accomplish the following: 1. Provide a broad range of athletic programs for Dublin area youth of all ages, skills, and abilities, while recognizing that recreational athletics is its primary objective. 2. Establish and enforce rules and regulations for conduct of its programs, including the conduct of parents, participants, volunteers, and officials. 3. Develop a dispute resolution procedure to be used by parents, participants, or others with disagreements regarding the application of these rules and regulations, or the conduct of DYA programs or those of its affiliates. 4. Maintain its offices within the City limits. All DYA Board members at the time of their election will be residents of Dublin, or reside within the Dublin School District. DYA Board meetings will continue to be open to the public, consistent with DYA bylaws. 5. Maintain its non - profit status and assure continued non - profit status of its affiliates. 6. Provide its annual tax statement, and those of its affiliates for review /audit by the City, and provide proof of insurance coverage to the City at amounts deemed satisfactory to the City and include the City as an additional insured. 7. Assure compliance with any legal requirements for operation of its programs, including notification and /or background checks of volunteers regularly alone with children. 8. Assume all responsibility for the conduct of its employees, agents, officers, officials, volunteers, or others in the conduct of its programs and activities. 9. Provide equipment necessary for its programs, along with marking of fields, and provide training, and coaches, officials and other personnel necessary for its programs and activities, through use of volunteers, affiliates, or contractors. 10. Meet with designated City representatives on a regular basis to review playing field and park conditions. 11. Comply with and communicate City rules and regulations regarding conduct in City parks during periods of DYA use. 12. Obtain all permits required by the City that are necessary for use of playing fields and support facilities. 13. Schedule and coordinate the use of those playing fields designated by the City for use by DYA (the Permitted Fields) during the spring, summer, and fall program periods. DYA expressly pledges to accommodate requests from other Dublin community youth organizations, which have obtained permission from the City, where such requests do not conflict with DYA activities or with playing field integrity. 14. Any equipment or capital improvements received through City Bed Tax Funds grants shall become property of the City, and will be used by DYA consistent with the terms of this agreement and other applicable rules and regulations of the City. 15. DYA is organized exclusively for charitable, religious, educational, and scientific purposes, including for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code. 16. No part of the net earnings of DYA shall inure to the benefit of, or be distributable to its members, trustees, officers or other private persons, except that DYA 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 Article II hereof. No substantial part of the activities of DYA shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and DYA 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, DYA 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 (b) by a corporation, contributions to which are deductible under Section 170 (c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code. 17. Upon the dissolution of DYA, assets shall be distributed for one or more purposes within the meaning 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. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of DYA is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. 18. Dublin Youth Athletics' programs are intended to be a supplement and complement to those programs offered by school systems. All coaches within the organization are directed to encourage the participation of their players in Dublin City Schools' sports programs. No coach shall interfere in any manner with any child's participation in any Dublin City Schools' sports program under pain of removal as coach with the Dublin Youth Athletics organization, or such other penalty as the Board of Directors or the Committee of Ethics shall decide. B. The City shall accomplish the following: 1. Provide a representative of the City to serve as a voting member of the DYA Board of Directors. 2. Keep DYA informed as to proposed approved capital improvements, which may affect DYA programs, activities, and ability to provide service. 3. Consider the input of DYA for the development of the City's capital improvement program. 4. Consider all DYA applications for permits necessary to secure the use of those playing fields designated by the City for use by DYA. The City may issue permits for supporting facilities. Agreements may be entered into regarding the use of concession stands. 5. Maintain all City playing fields in good playable condition, and meet with DYA representatives regularly to jointly review field conditions, scheduled uses and mutual needs. 6. Waive all fees associated with the general use of City playing fields and supporting facilities permitted for use by DYA. DYA may not sub -lease any City facility without the City's permission. The City reserves the right to charge fee(s) for subleases permitted by the City and for services provided by the City. 7. Enforce the terms of this Agreement. ARTICLE III — ORGANIZATION Attached is a copy of the current Constitution, Bylaws of Dublin Youth Athletics, and charters of the various programs which will be adhered to unless modified as provided in the documents. The City Representative to the DYA board shall advise the board of any concerns by the City to any modifications, and DYA agrees to cooperatively review such concern with the City. The current Constitution, Bylaws, and charters are hereby incorporated by reference into this agreement. Any changes in the Constitution and Bylaws will be reviewed with the City prior to vote by the membership at the annual meeting. ARTICLE IV — TOURNAMENTS, CAMPS /CLINICS, SPECIAL EVENTS DYA will present any and all tournaments and camps /clinics or other special events outside the scope of basic athletic programming to be conducted on City property to the City of Dublin for review and approval. DYA must have the permission of the City of Dublin prior to committing to any such activity /event to be conducted on City facilities. The City of Dublin staff will form a committee of relevant parties to develop, evaluate and coordinate tournaments, camps /clinics and other special events proposed for City facilities. The City may impose fees for additional City services that are required to conduct any tournaments, clinics, camps or other special events. ARTICLE V — TERMS AND INTERPRETATION The initial term of this Agreement shall be for five (5) years. This Agreement will automatically renew for a five - year period, and for successive five -year periods thereafter, absent the declaration of a party not to renew. The City may non -renew or terminate this agreement upon providing at least one year prior notice to DYA. Should any part of the Agreement be declared invalid, any remaining portion shall remain in full force and effect as if this Agreement had been executed with the invalid portion eliminated. Failure of either party to enforce at any time any of the provisions of this Agreement shall in no way be construed to be a waiver of such provision or in anyway offset the validity of the Agreement or any part thereof or the right of such party to thereafter enforce each and every provision of this Agreement. No waiver of any breach of this Agreement shall be held to be a waiver of any other or subsequent breach. Nothing contained in this Agreement, expressed or implied, is intended to confer, or shall confer, upon any individual or organization any rights or remedies under or by reason of this Agreement. ARTICLE VI — AMENDMENTS It is understood and agreed that this Agreement may not be changed, modified, or altered except by an instrument, in writing, signed in accordance with the laws of the State of Ohio. This contract may not be assigned or changed, modified, or altered except by an instrument, in writing, mutually agreed to and signed by all parties. Nothing in this Agreement shall be construed to constitute the relationship between DYA and Dublin as a partnership, association, or joint venture. ARTICLE VII - GOVERNANCE This Agreement shall be governed by the laws of the State of Ohio. Any legal action regarding this agreement or the rights of the parties shall be brought in a court of competent jurisdiction in Franklin County, Ohio. Each party warrants that it has complied with any legal requirements necessary for it to be bound by this agreement and its terms, and that the other may justifiably rely on its terms. IG1:i1U7��� /1101►6Y�1:L'1►Ulq DYA shall be responsible for its own protection /insurance from claims under worker's compensation acts, claims for damages because of bodily injury including personal injury, sickness or disease or death of any and all employees or of any person other than such employees, and from claims or damages because of injury to or destruction of property including loss of use resulting there from, and any other insurance prescribed by laws, rules, regulations, ordinances, codes, or orders. DYA shall be responsible for its own protection /insurance from auto claims, property damage claims, personal injury claims. DYA shall provide proof of insurance to the City of Dublin. Such coverages shall be at limits agreeable to the City and shall name the City as an additional insured. ARTICLE IX- INDEMNIFICATION DYA agrees to indemnify, protect and hold harmless Dublin and its elected officials, officers, employees, and volunteers from and against any claims, costs (including reasonable attorney's fees and court costs), expenses, damages, liabilities, losses orjudgments to the extent directly arising out of, or in connection with, any claim, demand or action made by any third party, if such are sustained as a direct consequence of DYA's negligent provision of activities described in this agreement. DYA shall, at its own expense, satisfy and cause to be discharged such judgments as may be obtained against the city or any of its elected officials, officers, employees, or volunteers. IN WITNESS THEREOF, the parties hereto have executed this Agreement in triplicate originals on the day and year here above written. II.ICEMI & *]mo11Je]0I► b111C]01 ► 111501111i1IG\IMI III :aIwz I12YA Terry Foegler City Manager Approved as to Form: By: Printed Name: Title: Stephen J. Smith, Law Director DUBLIN YOUTH ATHLETICS CONSTITUTION ARTICLE I - NAME SECTION 1 The name of this organization shall be DUBLIN YOUTH ATHLETICS. ARTICLE II - OBJECTIVES SECTION 1 The objectives of this organization are: 1. To give every eligible youth the opportunity to participate in organized athletics. 2. To surround these sports with such safeguards as to warrant confidence in the integrity and administration of Dublin Youth Athletics. 3. To protect and promote the mutual interests of athletic teams and youth participants. 4. To educate the Dublin Youth in proper moral, mental and physical values so that they may become assets to their community. 5. To promote intelligent instructions and training in various athletic endeavors. Good sportsmanship shall be prime consideration at all times. 6. To protect the youth participant, with adult attitude toward his /her safety. When any player on the field /court is hurt and is down, the play will stop. Coaches and officials will attend to the injured player first. 7. Said organization DYA is organized exclusively for charitable, religious, educational, and scientific purposes, including for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code. Page 1 Revised Jan. 2006 8. No part of the net earnings of DYA shall inure to the benefit of, or be distributable to its members, trustees, officers or other private persons, except that DYA 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 Article VII hereof. No substantial part of the activities of DYA shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and DYA 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, DYA 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 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 corresponding section of any future federal tax code. 9. Upon the dissolution of DYA, assets shall be distributed for one or more exempt purposes within the meaning 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. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of DYA is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. 10. Dublin Youth Athletics' programs are intended to be a supplement and a complement to those programs offered by the Dublin City School System. All coaches within the organization are directed to encourage the participation of their players in Dublin City Schools' sports programs. No coach shall interfere in any manner with any child's participation in any Dublin City Schools' sports program under pain of removal as coach with the Dublin Youth Athletic organization, or such other penalty as the Board of Directors or the Committee on Ethics shall decide. Page 2 Revised Jan. 2006 ARTICLE III - RIGHTS, POWERS AND AUTHORITY SECTION 1 The Dublin Youth Athletics organization shall be governed by a Board of Directors. SECTION 2 Members of the organization consist of any parent and /or guardian who pays a fee for any child to participate. To be an active member, you must have paid a fee in the current year (year just completed). Voting privileges shall be accorded fee - paying members only, unless authorized by the Executive Committee or the Board of Directors. SECTION 3 The Board of Directors shall consist of a President, Vice - President, Secretary, Treasurer, Directors as defined in the By- laws, eight (8) At Large Board Members, and the immediate past president of the Board. The Statutory Agent shall be the Treasurer. The President, Vice - President, Secretary, and Treasurer may act as an executive committee in executive sessions on matters not reserved to the action of the entire Board by this Constitution or the By -laws. SECTION 4 The President, Vice - President, Secretary, Treasurer, Directors and eight (8) At Large Board Members will all be elected for one year term at the annual meeting held in January each year. To be eligible for election to The Board of Directors, a proposed candidate must be a voting member of DYA. All current or past members of the Board of Directors are deemed to be permanent voting members of DYA. To be eligible for election to the Board of Directors, a member's name must be placed in nomination at a regular Board Meeting no later than a month prior to the annual meeting, by a current Board Member, or upon submission of a nominating petition at that meeting signed by at least 20 voting members. The terms of Director of Travel Baseball, the Director of Basketball, and the Director of Travel Basketball will be elected at the annual meeting, and their term will commence August 15 of the year of election and be for one (1) year. SECTION 5 Changes in the Constitution membership. Notice to the newspaper two consecutive we the intention to change said amendments shall require a attendance. and Bylaws must members must be eks prior to saic Constitution and two - thirds vote be approved by the placed in a local i meeting announcing Bylaws. Passage or of all members in Page 3 Revised Jan. 2006 SECTION 6 The Board of Directors may meet monthly and act on all items brought before said Board of Directors. A majority of a quorum of board members in attendance will be required for passage of any motions presented by a board member, except where the Bylaws require a larger majority. Verbal or written notice of a meeting may be given to the Directors. SECTION 7 The Board of Directors shall have the right and authorization to elect replacements to fill any vacancy in the Board of Directors caused by the resignation or death of any member of the Board or any vacancy resulting from fewer nominees for the Board at the January annual election than there were positions available. The term served by said appointed member will be the unexpired portion of the term of the member being replaced or for the balance of the calendar year if filling a previously open position. SECTION 8 Any member of the Board of Directors may be removed from office for cause such as malfeasance, misfeasance, nonfeasance and other charges brought to the Board by any member in good standing. Removal of the board member from office shall require affirmative votes of two - thirds of all members of the Board in attendance. Board members are expected to attend all meetings. Any Board Member who does not regularly attend Board meetings may be removed as above. Missing more than two meeting in a row will be defined as violating the attendance guideline. Board members may be excused from meetings by giving advance notice to the President or the DYA employee coordinating Board activities. Page 4 Revised Jan. 2006 ARTICLE IV - MEETINGS, QUORUMS SECTION 1 The annual election of the Board of Directors shall be held in January of each year. Said date for such election will be the third Thursday of January. Election of all members of the Board will be held at that time. Changes in Constitution and Bylaws will be handled at the annual meeting only. All qualifying members attending the meeting will be entitled to vote. SECTION 2 Upon request and accompanied by a self addressed and stamped envelope, absentee ballots will be sent to qualifying members, with a list of candidates. Said ballots may be requested three weeks prior to the vote and must be received in the DYA office prior to the night of the meeting wherein the vote will occur. Absentee ballots will also be available on the DYA website at Dlz.com. SECTION 3 Special meetings of the Board and membership may be held at any time at the discretion of the President or upon the written request of no fewer than 10 members of the organization. SECTION 4 Meetings may be held monthly. All members of the organization can attend. Said members not on the Board will be heard after the complete agenda has been discussed. Public participants must sign in at the beginning of the meeting. SECTION 5 There shall be no quorum required at legal meetings held by the membership, however, said meetings must take place at any monthly meeting of the Board and must be a part of the agenda. SECTION 6 There will be a quorum requirement for meetings of the Board; at least two officers and three other Board Members must be present. All decisions shall be made by the affirmative vote of a majority of the Directors present at said meeting, except where otherwise stated in the Constitution and Bylaws. SECTION 7 All meetings shall be conducted in accordance with Roberts Rules of Order. Page 5 Revised Jan. 2006 DUBLIN YOUTH ATHLETICS BYLAWS The following Bylaws have been duly adopted by the Board of Directors of Dublin Youth Athletics and shall remain in full force and effect unless and until amended or superseded by the Board of Directors. ARTICLE I - OFFICERS The officers of the Dlz, and their duties and responsibilities, shall be as follows: SECTION 1 - PRESIDENT The President, who shall preside at all Board of Directors' meetings and discharge such other duties that may be required. He or she shall appoint all committees. He or she shall cast the deciding vote in all deadlocks. SECTION 2 - VICE PRESIDENT The Vice - President shall discharge the duties of the President in the absence or disability of the President. He or she shall execute special projects as assigned. SECTION 3 - SECRETARY (A Shall keep minutes of all meetings of the organization. (B Shall contact all Board Members, informing them of said meetings, both time and place. (C Minutes must be presented for approval and /or correction at the next meeting, with copies sent to each Board Member prior to said monthly meetings. (D) Reviews and approves all news releases for the organization. (E) Heads the committee for Board elections. F) Presides at all meetings in the absence of the President and Vice President. (G) Presides over the annual Election of Officers and Directors. Page 1 Revised Jan, 2006 SECTION 4 - TREASURER (A) Reviews all accounting records for the organization. (B) Authorizes the opening and /or maintaining of an account at a local bank or savings and loan. (C Is an authorized check signor along with the Athletic Director and other officers approved by the Board. (D) Reviews all disbursements and receipts activity by the Athletic Director on a monthly basis. (E) Make monthly reports to the Board on all financial activities. E) Shall oversee the budget process and forms for all programs as designed by the Athletic Director. (G) Must make his annual report at the election meeting prior to said election. (H) Shall be bonded. (I) With Board approval, may delegate duties to a qualified individual and pay for said services as necessary. (J) Responsible for procedures relating to the concession stands. Method of management either by DYA or will coordinate an arrangement with an outside organization. SECTION 5 - DIRECTORS (A) All Directors shall be responsible to report only to the DYA Board and not to other Directors. Upon approval of the Board, there may be co- directors. Co- directors will have one vote between them. (B) Directors will be elected at the annual meeting as prescribed in the Constitution. (C) Directors of Programs shall appoint league commissioners and delegate duties to them relative to the week to week operation of their assigned league. (D) Any action by a Director may result in review of such action by the full Board or the Executive Committee. If a Director is involved in any adverse situation concerning his /her team, his /her family, or himself /herself, the Director must recuse himself /herself. (E) Only Officers and Directors have a vote on the Board of Directors. SECTION 5(A) - DIRECTOR OF BASKETBALL The Director of Basketball shall be in charge of the girls and boys recreational basketball league activities. He or she shall appoint league commissioners, submit a proposed budget, promulgate rules for the conduct of the games, act on rules, act on rules interpretations, supervise game conditions, and advise the Board of Directors on all protests and ejections. It shall be the responsibility of this Director for training of coaches. The Director of Basketball will make a monthly report to the DYA Board addressing program activities and issues. Page 2 Revised Jan, 2006 SECTION 5(B) - DIRECTOR OF TRAVEL BASKETBALL The Director of Travel Basketball shall be in charge of all activities relating to the Travel Basketball Program including but not limited to tryouts, selection of coaches, scheduling league games, practices, and tournaments, uniforms, the Holiday Tournament, any other tournaments sponsored by DYA Travel Basketball, and any fundraising required beyond the collection of participation fees. The Travel Basketball Director shall direct the program in accordance with the Travel Basketball Charter as approved by the Board of Directors. The Director of Travel Basketball will make a monthly report to the DYA Board addressing program activities and issues. SECTION 5(C) - DIRECTOR OF BASEBALL The Director of Baseball shall be in charge of the girls and boys recreational baseball league activities. He or she shall appoint league commissioners, submit a proposed budget, promulgate rules for the conduct of the games, act on rules interpretations, supervise game conditions, and advise the Board of Directors on all protests and ejections. It shall be the responsibility of this Director for training of coaches. The Director of Baseball will make a monthly report to the DYA Board addressing program activities and issues. SECTION 5(D) - DIRECTOR OF TRAVEL BASEBALL The Director of Travel Baseball shall be in charge of all activities relating to the Travel Baseball Program including but not limited to tryouts, selection of coaches, scheduling league games, practices, and tournaments, uniform and equipment purchases, any tournaments sponsored by DYA Travel baseball, and any fundraising required beyond the collection of participation fees. The Travel Baseball Director shall direct the program in accordance with the Travel Baseball Charter as approved by the Board of Directors. The Director of Travel Baseball will make a monthly report to the DYA Board addressing program activities and issues. SECTION 5(E) - DIRECTOR OF SOFTBALL The Director of Softball shall be in charge of recreational softball league activities. He or she shall submit proposed budget, promulgate rules for the conduct of the games, schedule games, act on rules interpretations, supervise game conditions, and advise the DYA Board of all protests and ejections. It shall be the responsibility of this director for training of coaches. The Director of Softball will make a monthly report to the DYA Board addressing program activities and issues. Page 3 Revised Jan, 2006 SECTION 5(F) - DIRECTOR OF TRAVEL SOFTBALL The Director of Travel Softball shall be in charge of all activities relating to the Travel Softball Program including but not limited to tryouts, selection of coaches, scheduling league games, practices, and tournaments, uniform and equipment purchases, any tournaments sponsored by DYA Travel baseball, and any fundraising required beyond the collection of participation fees. The Travel Baseball Director shall direct the program in accordance with the Travel Softball Charter as approved by the Board of Directors. The Director of Travel Softball will make a monthly report to the DYA Board addressing program activities and issues. SECTION 5(G) - DIRECTOR OF GOLF The Director of Golf shall be in charge of all golf activities. The Director will negotiate the schedule and fees with local golf courses, supervise registration, and be responsible for purchasing of all related supplies and equipment. He or she shall submit a proposed budget prior to the start of enrollment, promulgate rules for the conduct of league play, act on rules, act on rules interpretations, and supervise match conditions. The Director will advise the DYA Board on all protests and ejections. The Director of Golf will make a monthly report to the DYA Board addressing program activities and issues. SECTION 5(H) - DIRECTOR OF LACROSSE The Director of Lacrosse shall be in charge of all lacrosse activities, including but not limited to the submission of a proposed budget, promulgating rules of activities to the DYA Board prior to the start of each season, selecting coaches, scheduling practices and games, selecting leagues and tournaments, managing any Dublin sponsored tournaments, coordinating the purchase of any needed equipment and the distribution and collection of equipment from participants, and the hiring and supervision of referees. The Director will advise the DYA Board on all protests and ejections. The Director of Lacrosse will make a monthly report to the DYA Board addressing program activities and issues. SECTION 5(I) - DIRECTOR OF VOLLEYBALL The Director of Volleyball shall be in charge of all volleyball activities, including but not limited to the submission of a proposed budget, promulgating rules of activities to the DYA Board prior to the start of each season, selecting coaches, scheduling practices and games, coordinating the purchase of any needed equipment and the hiring and supervision of referees. The Director will advise the DYA Board on all protests and ejections. The Director of Volleyball will make a monthly report to the DYA Board addressing program activities and issues. Page 4 Revised Jan, 2006 SECTION 5(J) - DIRECTOR OF PUBLICITY The Director of publicity shall coordinate with the DOA Officers and Directors to identify the need for any public notices of program signups, any official notices required by the Constitution and Bylaws, or any other Board approved publicity for DYA. The Director of Publicity will edit any such press releases and arrange for their publication in the appropriate local newspapers. The Director of Publicity will make a monthly report to the DYA Board of any publicity activity or issues with the press. SECTION 6 - DIRECTOR OF PARKS & RECREATION The Director of Parks & Recreation for the City of Dublin shall be a permanent voting member of the Board of Directors. SECTION 7 - COORDINATOR OF SPECIAL EVENTS The Board, on occasion, may desire to sponsor special events. This Coordinator shall be appointed by the Board. The Coordinator of a special event shall be in charge of said event, shall promulgate rules and regulations for said event, will be responsible preparing a budget for Board approval, and a plan for fundraising activities for said special event. There may be more than one Coordinator of Special Events. The Coordinator of a Special Event shall only report to the DYA Board of Directors and shall provide feedback to the Board and seek direction from the Board whenever deemed necessary. Page 5 Revised Jan, 2006 ARTICLE II - PARTICIPATION AND CONDUCT SECTION 1 Participation will be limited to players who live inside the Dublin City School District or within the City of Dublin or attend a Dublin City School District school. Participation may be allowed for those who are outside the boundaries defined above only if there is space available in the individual program prior to the league meetings or assignment of players to teams. All participants in Dublin Youth Athletic programs will be subject to an evaluation process and be available to all teams. Each Program Director, with Board approval, will set his /her own rules dealing with: (A) Head Coaches (B) Assistant Coaches SECTION 2 All participants must have filed with the appropriate Director a signed parental permission slip or release as designated by DYA prior to any practice and /or game. Permission slips given to a coach do NOT allow said player to participate; no exception will be allowed. SECTION 3 The Code of Conduct, as adopted by the Board, shall be incorporated by reference herein and govern the conduct of all coaches. Similar standards of conduct will be expected of all officials, players, and parents at DYA sponsored events. SECTION 4 All players are required to wear protective gear prior to any participation whether practice or game. SECTION 5 All active players on a recreational team roster will enter each game and play according to the rules established for the program. Different rules apply to travel teams and are to be documented in their charter and monitored by the travel team directors. SECTION 6 Post - season games shall require the authorization of the appropriate Director. Page 6 Revised Jan, 2006 SECTION 7 Prior to the commencement of a season's play, the coaches in each league shall hold a meeting at which the appropriate Director will define eligibility rules, ground rules, and other detailed rules as applicable to team play. A coach or assistant coach must attend this meeting. All umpires shall receive copies of such rules, procedures, and technicalities. SECTION 8 Umpires, referees, or other game officials' decisions are final in all league or tournament play. ARTICLE III - SCHEDULE AND RULES SECTION 1 Each team must complete the to it. If, for any reason, game, it must submit a commissioner. A meeting o league commissioner shall interest of the players. authority. schedule of games each season assigned a team wishes to reschedule a regular request to the appropriate league f the two coaches and the appropriate decide what action is in the best The league commissioner has final SECTION 2 Ohio High School Athletics Association (OHSAA) Rules will be superseded only by rules promulgated and approved by the Board. SECTION 3 The length of each season for each sport will be approved by the Board. Page 7 Revised Jan, 2006 ARTICLE IV - COACHES' RESPONSIBILITIES SECTION 1 Coaches are encouraged to attend and participate in all meetings dealing with said sport in which he /she will coach. SECTION 2 Coaches are not to engage in any physical contact with any player, whether on his /her team or any other team. SECTION 3 A head coach has the right to file a protest with the appropriate league commissioner concerning the interpretation or violation of any rule, or the conduct of any coach, official or spectator. A head coach may appeal the commissioner's decision to the appropriate director. The Board may review all protests and determine appropriate action, if any. ARTICLE V - OFFICIALS SECTION 1 Selection of recreational league officials will be done by the Coordinator or Supervisor of Officials for each league, appointed by the Director of said sport. SECTION 2 All officials are to be paid the Board approved fee for officiating. SECTION 3 Fathers, mothers, and relatives are encouraged to assist if approved officials are not available. Page 8 Revised Jan, 2006 ARTICLE VI - PLAYER ASSIGNMENTS SECTION 1 The appropriate director may coordinate a full draft in which evaluations/ tryouts may be held for all coaches and all players may then be allocated through an open draft conducted by the appropriate director and each head coach or their representative. If a draft is not used, some other form of evaluation will be devised by the director to insure that there exists reasonable equity in league play. (Exception, the coach's own children will be assigned to his or her team unless waived by the parent /coach). The intent of the intra- league competition is reasonable equity. SECTION 2 The appropriate director will determine an equitable method of placing players signing up late after the draft has been completed. SECTION 3 On 12:01 A.M. on the day of the first league game or official competition, no additional players will be allowed to sign -up or participate, unless randomly assigned by the Director or DYA employee having registration responsibility. SECTION 4 Players will not be allowed to move from one team to another after the team rosters have been set. The only exceptions are as follows: 1. Movement between a travel team and a recreation team will only be allowed upon a unanimous decision of both teams' coaches and the Director of Travel and the Director of the Recreation League. All shall consider the welfare of the individual child, the travel team, and the recreation team. In all such cases where scheduling conflicts exist, the responsibility to the recreation team will take precedence. ARTICLE VII - EQUIPMENT SECTION 1 The appropriate Director will be responsible for the equipment used in his /her program. This includes purchasing, distribution and return of equipment. These duties may be assigned to a DYA employee. Coaches will sign an Equipment Assignment Sheet and post a deposit for any equipment they are responsible for returning at the end of the season. The same guideline applies to umpires assigned DYA equipment for the baseball /softball season. Page 9 Revised Jan, 2006 ARTICLE VIII - WRITTEN PROGRAMS SECTION 1 All sports Directors must submit, in writing, any proposed changes to his /her program for Board approval a minimum of 30 days prior to the official start of the appropriate program. ARTICLE IX - BUDGETS SECTION 1 All budgets must be approved by the Board prior to any expenditures, said budget must be prepared on the form supplied by the Treasurer or a DYA employee handling financial matters. SECTION 2 All sports Directors must submit his /her Budget for Board approval, a minimum of 45 days prior to the official start of the appropriate program. ARTICLE X - NEW PROGRAMS SECTION 1 Each year the Board of Directors will review new programs proposed to be added to the DYA sports program. Any member of the organization may submit a written proposal for a new program which must address the following general issues: 1. Budget 2. Rules of participation & competition 3. Plan for practices and games, including length of season, site for same and officiating. 4. Uniforms and equipment 5. Any other items deemed necessary by the Board of Directors. Any written proposal for a new program must be submitted at a DYA Board Meeting at least one month prior to the Board Meeting, which the Board will vote on the institution of a new program. This requirement of a written proposal may be waived by a unanimous vote of the officers. Page 10 Revised Jan, 2006