Greater Lilburn Athletic Association
P.O. Box 508
Lilburn, GA 30048
P.O. Box 508
Lilburn, GA 30048
Greater Lilburn Athletic Association By-Laws
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Article I - Name and Purpose
1.1 The name of this non-profit organization shall be Greater Lilburn Athletic Association (GLAA).
1.2 The primary purpose of this non-profit, voluntary organization hereinafter referred to as GLAA or “the Association”, is to promote, encourage, direct, and operate athletic programs for the children and youth of the Greater Lilburn Community, Gwinnett County, Georgia. The Association shall also strive to promote the physical, mental, social, educational, and welfare of the participants in the programs, and to promote the ideals of good citizenship as well as good sportsmanship through its athletic programs and activities, and for the benefit of the community. The Association will make reasonable accommodations for recreational activities/sports programs that will meet the needs of persons with disabilities and will promote inclusion among the general programs when appropriate. The recreational and athletic activities may include, but not be limited to, the operation of football, cheerleading, baseball and softball.
1.3 In keeping with the community tradition, the official colors of GLAA will be red, white and blue. The Official mascot of GLAA will be the Patriot; the Board of Directors will uphold the current logo. Teams sponsored by the GLAA may however play under the team name and mascot of their choice with approval of the Director of that particular sport.
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Article II - Membership and Dues
2.1 Any person(s) having a registered participant in GLAA is eligible for membership. In the absence of having a registered participant, any person (s) requesting membership must contact the Board of Directors and be approved by a majority vote. A fee will be set annually by the Board of Directors for those persons who do not have an active participant but request membership. Sports and activity registration constitutes payment of this fee and is effective for the calendar year. This fee may be waived for any particular BOD member by a unanimous vote of the Executive BOD of GLAA. Multiple registrations constitute one membership per family annually and receive two votes at elections or special meetings.
2.2 GLAA, Inc. shall at all times observe all local, state and federal laws which apply to nonprofit organizations as defined in Article 501(c)(3) of the Internal Revenue Code.
2.3 The Board of Directors shall at all times have the full power and authority to expel from membership any person or persons whose activities might be termed detrimental to, or inconsistent with, the by-laws, Code of Conduct, and/or the basic principles of this Association. Reinstatement to GLAA in any capacity must be voted on by the Board of Directors.
2.4 A registration fee shall be charged for participation in each sport and/or activity at the rate specified by the respective sport boards based on budget requirements and approved by the Board of Directors. All registrations after posted dates will be approved on a case-by-case basis by each Sports Board, and placement will be determined at that time.
2.5 A discount for multiple child participation in the same season/sport may be deducted from the registration fee at discounted rate per child after the first child registration paid at 100%, and may continue for each child registered in the same sport or sport season. The amount of the multiple child discount will be decided upon by a vote of the GLAA Board of Directors.
2.6 The refund policy shall be as follows:
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Article III – Meetings
3.1 A meeting of the members for the election of Executive Board Officers and Sport Board Officers shall be held annually. The annual meeting of the Association shall be held the first Sunday in December, and the annual meeting of each Sports Board will be held no later than the first Sunday in December. Executive Board Officers shall take office beginning January 1 of the following year, and all Sports Board Officers shall take office on that same day.
3.2 Special meetings of the general membership may be called for any lawful purpose provided five (5) petitioning active members in good standing so indicate their assent to such a call or provided any officer or three or more directors call the meeting.
3.3 Public notice of the time and place of all annual meetings shall be given not less than fourteen (14) days prior to the date set for such annual meeting. Public notice shall include the publication of the meeting date, place and time in on the Park’s web cite, e-mail to members or the posting of a notice of the meeting at the concession stand area in the ballpark and, if available, on any roadside sign in front of the ballpark or at any event of the Association taking place prior to the meeting.
3.4 Any number of members present in excess of five (5) at any called Association meeting of the general membership constitutes a quorum. Voting shall be by majority vote cast in person. No proxy voting is allowed.
3.5 Regular meetings of the Board of Directors shall take place at least once a month or more frequently as deemed appropriate by the board. These meetings will be open to the membership at large for attendance. Working sessions of the board shall not require membership access.
3.6 A quorum for the transaction of business at any regular or special meeting of the Board of Directors shall consist of one more than half of the voting members of the Board. The act of a majority of the Directors at a physical meeting in which a quorum exists shall be considered an act of the entire Board of Directors. A written report of the business transacted at each Board meeting shall be made by the Secretary and provided for approval at the next meeting of the Board.
3.7 Any action required or permitted to be taken at a meeting of the Board of Directors may be taken without a meeting if written consent setting forth the action so taken shall be signed by a quorum of the Board of Directors and be filed with the minutes of the proceeding with the Board of Directors. Such consent shall have the same force and effect as a majority vote.
3.8 In Case of Emergency Meeting Only: (Action by conference call): Members of the Board of Directors or any committee designated by the Board of Directors may participate at a meeting of the Board or such committee by means of a conference call or similar communication equipment by means of which all persons participating in the meeting can hear each other and participation in a meeting pursuant to this section shall constitute presence in person at such meeting.
3.9 An Officer of the Association may be removed by a two-thirds vote of the Board of Directors whenever in their judgment the best interest of the Association will be served by the removal. Reinstatement to GLAA in any capacity must be voted on by a majority vote of the Board of Directors.
3.10 All meetings of the Association and its committees shall be conducted pursuant to Roberts Rules of Order with the President/Director or the President’s/Director delegate responsible for the implementation of parliamentary procedure necessary for the orderly conduct of any meeting.
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Article IV – Governance
4.1 Executive Board Officers shall consist of President, Vice President, Secretary, and Treasurer and will serve on the Board of Directors. The balance of the Board of Directors shall consist of a Director from each sport that is participating at the park. All above members shall be voting members. Proxy voting is not allowed. A list of names, addresses and phone numbers of all Executive Board officers as well as Sports Board officers shall be sent to Gwinnett County Parks and Recreation Division Area Supervisor within thirty (30) days of the election by the Executive Board Secretary.
4.2 If an Executive Board Officer or a Sport Board Officer resigns during their term, they may not be appointed to a Board position unless approved by the Board of Directors. No Board member shall serve in any governing capacity in any other youth recreational athletic association in direct competition with the Greater Lilburn Athletic Association without prior approval from the Board of Directors whose decision is final.
4.3 The Board of Directors shall consist of six (6) members at this time. The Board of Directors will include Executive Board officers (the President, Vice President, Secretary, and Treasurer). The balance of the Board of Directors shall consist of the Director of Baseball, and Director of Softball.
All above members shall be voting members. The Board of Directors may increase in size due to the addition of participating sports at the park and the subsequent addition of Directors for those sports. No one shall be eligible to hold any of these offices who are not a member of the Association. This will be a policy making Board and will have the responsibility for setting policy as it pertains to the Association. The Board of Directors will be responsible for the approval of all fund-raising activities. The Board of Directors shall act as the appeals board should anyone's right to participate in the Association be terminated for one or more reasons. The Executive Board shall act as a liaison with the County, City of Lilburn, Parks & Recreation, administer association funds in coordination with individual Sports Boards, execute consent forms, process sponsorship receipt request, obtain liability insurance for each sport, and other matters relevant to the operation of the Greater Lilburn Athletic Association. Final decisions regarding any changes in day to day operations of the Sports Boards shall otherwise rest with the Sports Board officers using policies set by the individual Sports Boards. The Board of Directors specifically reserves the right to approve all expenditures in excess of approved annual budget for each individual sport area. All contracts entered into by the Sports Boards will require approval from the Board of Directors. Sports Boards shall make all final decisions regarding any changes in the sports affiliation.
4.4 The Executive Board shall be composed of the President, Vice President. Secretary and Treasurer which have the power to act in the place of the Board of Directors on policy matters on an emergency basis that require immediate action. The Executive Board also has the right to remove an acting Director of any particular sport by a 3/4 vote of the Executive Board for any reason that the Executive Board finds necessary for the welfare of the Association. Bonding will be paid for by the Association.
4.5 The Executive Board President:
a) Shall be the Chief Executive Officer of the Association and the Chairman of the Board of Directors charged with the duty of supervising all its functions subject to policy direction from the Board of Directors.
b) Shall vote only in the event of a tie as it pertains to votes of the full Board of Directors.
c) Shall be responsible for the implementation of the total Association program and shall see that the policies set by the Board of Directors and Sport Boards be carried out by each participant in the Association.
d) Shall serve as an ex-officio member of all committees except the nominating committee.
e) Shall be bonded for no less than $50,000.00
f) May co-sign checks
g) Will serve as liaison to the Executive Board for one of the Sport Boards.
4.6 The Executive Board Vice President:
a) Shall be responsible for the fundraising programs of the Association.
b) Shall be responsible for public and community relations.
c) Shall have all such powers and duties as generally are incidental to the position of the
Vice President as may be assigned to him by the Executive Board President or the Board of Directors.
d) Shall assume the duties of the Executive Board President when the President cannot perform them.
e) Shall assist the Executive Board President in the furtherance of his duties as may be requested by the President.
f) Shall serve as an Executive Board Representative to one of the Sports Boards
g) May co-sign checks and be bonded for no less than $50,000.00.
4.7 The Executive Board Secretary:
a) Shall be responsible for record keeping for the Association as defined below.
b) Records shall include all meeting minutes of the Executive Board and Board of Directors.
c) Shall be responsible for coordinating the time and location of Executive Board, Board of Directors and General Membership meetings.
d) Shall provide other such assistance to the Executive Board President as may be directed by the President.
e) Shall maintain the membership roster.
f) Shall maintain the current Executive Board officer information and Sport Board officer information and make sure Gwinnett County Parks and Recreation is kept updated.
g) Shall be responsible for all insurance requirements for the Association.
h) Shall oversee risk management for the Association.
i) May co-sign checks and other legal instruments for the Association and shall be bonded for no less than $50,000.00
j) Shall serve as liaison to the Executive Board for one of the Sport Boards
4.8 The Executive Board Treasurer:
a) Shall be the Chief Financial Officer of the Association and will be responsible for keeping accurate financial records of disbursements and receipts of all money had and received by the Association from any and all sources.
b) Shall coordinate the receiving and depositing of all fund-raising efforts, registrations and sponsorships.
c) Shall submit financial reports to the Executive Board and Board of Directors on at least a quarterly basis. However, Treasurer will submit an emergency financial report within ten days as directed by a vote of the GLAA Board of Directors.
d) Shall provide financial reports at the Annual Meetings of the Association
e) Shall have audited all financial records of the Association on as as-needed basis, or on a random basis as determined by the Board of Directors.
f) Shall review and approve along with the Executive Board all budgets submitted by the individual Sports Boards.
g) Shall provide other such assistance as required by the Executive Board President, Vice President and Secretary.
h) May co-sign checks and be bonded in an amount no less than $50,000.00
4.9 The Sports Boards shall be composed as follows:
Baseball: Director of Baseball, Assistant Director of Baseball, Co- Assistant Director of Baseball, Director of Finance for Baseball, Secretary of Baseball.
Softball: Director of Softball, Assistant Director of Softball, Co-Assistant Director of
Softball, Director of Finance for Softball, Secretary of Softball
Additional positions may be added to each Sports Board at the discretion of each Director. However, only the above stated offices and positions will be recognized by the Association.
4.10 The Directors of each sport sponsored by GLAA:
a) Shall consult with their respective Sports Boards and be responsible for all matters related to the playing or scheduling of their respective sports and shall include the needs of individuals with special needs.
b) Shall be responsible for coordinating post-season activities.
c) Shall attend all necessary District, State and County meetings.
d) Shall be the Sports Board representative on the Board of Directors and report information from the monthly Board of Directors meetings back to their perspective Sports Boards.
e) Shall have the responsibility for coordinating with the Board of Directors the policy for field assignment, budget approval process, equipment management process and concession stand management and operation, as well as other policy making decisions rendered by the Board of Directors or Sports Boards.
f) The Directors shall act as the Chief Executive Officer for their respective sport.
g) Shall be responsible for selecting and training the coaches for their respective sport.
h) Shall prepare, in conjunction with their Director of Finance, the annual budget for their respective sport within 90 days upon the completion of their sport and submit to the Executive Board for approval.
i) Shall have voting privileges on their respective sport board decisions, policies and procedures.
j) Shall ensure that the sports program they represent remains in compliance with all rules and regulations of any and all presiding organizations in which their sports program competes.
4.11 The Assistant Directors and Co-Assistant Directors:
a) Shall assist the Director of that sport in the furtherance of his or her duties as may be requested by the Director of that Sport
b) Shall have all such powers and duties as generally are incident of the position of
Assistant Director.
c) Shall assume the duties of the Director of that sport when the Director cannot perform them
d) Shall have voting privileges on all of their Sport Board decisions, policies and procedures.
4.12 The Sport Board Secretary:
a) Shall be responsible for keeping meeting minutes of all Sport Board meetings.
b) Shall be responsible for forwarding all Sport Board meeting minutes to the
Executive Board Secretary.
c) Shall have all such powers and duties as generally are incident to the position of Secretary.
d) Shall provide assistance to the Director of that sport in the furtherance of his or her duties as may be requested by the Director of that sport.
e) Shall have voting privileges on all of their Sport Board decisions, policies and procedures.
4.13 The Sport Board Director of Finance:
a) Shall be responsible for the collection of all funds for their sport and turn into the Executive Board Treasurer for deposit.
b) Shall oversee any partial pays for their sport.
c) Shall submit all reimbursements or payments to the Executive Board Treasurer for their sport.
d) Shall be responsible in conjunction with the Director of their sport to develop an annual budget for their sport and submit to the Executive Board Treasurer for approval by the Executive Board.
e) Shall have all such powers and duties as generally are incident to the position of Sport Board Director of Finance.
f) Shall provide assistance to the Director of that sport in the furtherance of his or her duties as may be requested by the Director of that sport.
g) Shall have voting privileges on all of their Sport Board decisions, policies and procedures.
h) Shall be responsible for maintaining the registration records for their sport.
4.14 Springs Sports may elect to meet with the Board of Directors once a month and not fill the Secretary and finance positions.
4.15 The Board of Directors is authorized to assess each sport a general administrative expense or other such fees in order to maintain sufficient operating revenue for the administrative expenses of the Board of Directors and the Association in order to insure the continued operation of all programs. The Board of Directors is also specifically authorized to establish a capital reserve fund to require each sport to have its participants pay into the capital reserve fund. Such funds may be voted on by the Board of Directors from time to time in order to ultimately reserve enough funds to acquire on behalf of the Association such facilities as may be in the Association’s best interest.
4.16 The Board of Directors shall fill any vacancy on the Executive Board or Sport Board by appointment and this appointment shall stand for the remainder of the unexpired term.
The appointment must be voted on by a majority of the Board of Directors.
4.17 Each Sport Board will set policy and procedure with regards to the coaching selection process as well as the policy to be eligible to coach in GLAA. This policy will require approval by the Board of Directors.
4.18 Background checks: Background Screening
For the safety and well being of each and every child participating in the GREATER LILBURN ATHLETIC ASSOCIATION (GLAA), it shall be the policy of the Association as of 2007 to obtain and utilize background checks for screening potential coaches, officials, assistant coaches, board members, commissioners, and/or any other position of authority in the Association (hereinafter Volunteer) that makes application to the Association. Official assistant coaches are those whose names appear on the roster for a respective team. Any person included in the definition of Volunteer, or who may be alone with players, or responsible for a team at games or practices shall be included in this process and must have a current background check on file with the Association. A current background check is a background check conducted within one year of the Volunteer’s application.
If a current background check is not on file, as a condition of becoming a Volunteer, an executed authorization form shall be submitted to GLAA allowing the Association to order an individual criminal background check. The form will available from GLAA and in the future on the Association website. Any volunteer that fails to submit the executed consent form shall forfeit their consideration for a position. The deadline for submitting the consent forms shall be as follows: Coaches (all) shall turn in a consent form at the time of application; Board members shall turn in a consent form prior to the annual elections; all others must submit consent forms before the beginning date of their tenure for the position in which they are applying.
Background checks will be performed by a suitable public or private agency at the sole discretion of the Association. The agency selected by the Association at the commencement of this policy was the City of Lilburn, Georgia, Police Department. This was amended by a majority vote on January 19, 2015 to include as acceptable background checks through the Amateur Softball Association (ASA) or National Alliance for Youth Sports (NAYS). Any change in the agency used to perform background checks shall require a majority vote of the Board of Directors of the Association.
The results from the background checks will be reviewed by the President of the Association or his/her designee. Eligible designees include the Vice President of Administration, the Vice President of Concessions, or the Treasurer. The President (or designee) will assign a pass or fail rating to each potential volunteer based upon the screening criteria established herein. A volunteer failing the background check will be contacted by the appropriate Association representative (typically the sport director for coaches or other sport related Volunteers or the President for board positions) and notified of the Association’s decision.
Upon request of the affected Volunteer, the background check information that resulted in his/her ineligibility will be provided to the Volunteer. If the information is not requested by a failing Volunteer within ten (10) days of being notified of a failing result, the background check will be destroyed. All passing background checks will be destroyed immediately following review.
It will be each Volunteer’s responsibility to submit their consent forms to the Lilburn Police for review.
A conviction for any of the following will be considered an offense serious enough to disqualify a Volunteer at GREATER LILBURN ATHLETIC ASSOCIATION (GLAA):
In addition, Volunteer applicants shall be disqualified if they have been convicted of the following within the past seven (7) years:
While not specifying each and every crime, any offense that may fall under these categories should not be deemed as such that the candidate would be inappropriate for any position where he or she is in extended contact or is responsible for any child for any period of time. Should an existing Volunteer be charged with any of the above crimes after a background check has been performed and/or during a respective season, the Volunteer shall be suspended immediately and indefinitely, pending the outcome of the charges against the Volunteer. It shall be the policy of the Association to maintain the pass/fail records for a period of three years.
It will be the applicant’s responsibility to protest directly with Lilburn Police or the applicable reporting agency any finding that they wish to dispute. GLAA shall have no input nor oversight into any disputed matter between the applicant and any reporting law enforcement agency.
All information obtained in response to the background check shall be kept confidential and not disclosed or discussed. GLAA and its members are not responsible for errors or omissions that may or may not have been reported on background checks.
4.19 Operation of concessions will be decided by the Board of Directors.
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Article V - Dissolution's Clause
5.1 In the event of dissolution of the Association, all moneys and property will be donated either to Gwinnett County Parks and Recreation to be used exclusively for the benefit of the children in the Greater Lilburn area or to a successor association that may be formed to take the place of this Association. If such guarantee cannot be made by Gwinnett Parks and Recreation then all monies and property of the Association will be donated to an organization (s) as voted on by the Board of Directors.
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Article VI - Board Member Attendance
6.1 All members of the Board of Directors and Sport Boards are expected to be in attendance at all Board of Director meetings, their respective Sport Board meetings whether it is a regularly scheduled meeting or a meeting called by the President/Director. If a Board Member cannot attend a meeting, he/she must notify the President or Director of their respective Sport Board the Vice President or Secretary at least eight (8) hours before the meeting begins. Failure to notify the above people, and failure to attend the meetings, will be handled by the President as follows:
(This is per year)
First Offense: The member must submit in writing to the Board of Directors or respective Sport Board the reason for his/her absence and intentions on where he/she stands with serving as a Board of Directors Member, or respective Sport Board Member.
Second Offense: The member must state his/her reason for absence to the Board of
Directors or respective Sport Board in person at the next scheduled Board meeting and request permission to remain on the Board.
Third Offense: The member will be removed from his/her position on the Board of Directors and the Sport Board within seventy-two (72) hours after the vote. It will be required that after removal from office, all correspondence, material, receipts, financial data, equipment, monies due, etc. with respect to The Association must be returned to the Association within seven (7) days. Returns must be made to a member of the Executive Board.
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Article VII - Gwinnett County
7.1 Greater Lilburn Athletic Association, Inc. agrees to adhere to any rules and regulations set forth by the Gwinnett County Parks and Recreation Division as may be from time to time amended.
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Article VIII - Election of Officers
8.1 Election of Executive Board Officers and Sport Board Officers – Elections for both Executive Board and Sport Board officers will be held annually. A nominating committee will be appointed by the President of the Executive Board and will consist of 3 members at large and two (2) Board of Directors officers. Members interested in running for a position on the Executive Board or Sport Boards must submit in writing 7 days prior to the election to the Secretary or any member of the nominating committee a brief personal history, their qualifications and interests in regards to the position for which they wish to run. The nominating committee will prepare the ballot 6 days prior to the annual meeting and will serve to oversee the election including membership verification and the counting of all ballots.
8.2 Nominations from the floor will be allowed in accordance with Roberts Rules of Order and based on the Gwinnett County Parks & Recreation Policies and Procedures Manual. In the event that there is a conflict between Roberts Rules of Order and the Gwinnett County Parks & Recreation Policies and Procedures Manual, then Roberts Rules of Order will preside.
8.3 Election of Executive Board officers shall be held on the 1st Sunday in December of each year at the general meeting of the Association. Each elected official must receive a majority vote. Nominees receiving less than 10% of the total cast will not be considered in any run-off rounds .If a run-off round is necessary the nominee in a run-off round that receives the most votes will be elected... The Executive Board Officers shall serve a one year term and be eligible for re-election. Members interested in running for a position on the Executive Board must notify the Secretary or the Nominating Committee, in writing, between fourteen (14) and seven (7) days prior to the election. A ballot will be set six (6) days prior to the election by the nominating committee. The request should be a brief personal history, their qualifications and interests in regards to the position for which they wish to run. All elected officers must pass a background check prior to taking office. If any officer fails the background check criteria of GLAA, they will not be eligible to hold office. If this occurs, then the person receiving the next most votes at the election will be elected. The written request requirement may be waived by the nominating committee.
8.4 Election of Sports Board officers shall be held by the 1st Sunday in December of each year at the general meeting of the Association. Each elected official must receive a majority vote. Nominees receiving less than 10% of the total cast will not be considered in any run-off rounds .If a run-off round is necessary the nominee in a run-off round that receives the most votes will be elected. The Sports Board Officers shall serve a one year term and be eligible for re-election. Members interested in running for a position on the Sports Boards must notify the Secretary of the Sports Board for which they are applying, in writing, between fourteen (14) and seven (7) days prior to the election. A ballot will be set six (6) days prior to the election by the nominating committee. The request should be a brief personal history, their qualifications and interests in regards to the position for which they wish to run. All elected officers must pass a background check prior to taking office. If any officer fails the background check criteria of GLAA, they will not be eligible to hold office. If this occurs the person receiving the next most votes at the election will be elected. The written request requirement may be waived by the nominating committee.
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Article IX - Legal Instruments
9.1 All checks issued by the Greater Lilburn Athletic Association, Inc. must bear two (2) signatures, each of which must be an officer of the Executive Board. Each Executive Board member of the Association will be bonded for a minimum of $50,000.00 conditioned upon the performance of the duties of the office.
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Article X – Compensation
10.1 All Executive Board Officers and Sport Board Officers shall serve without compensation of financial remuneration in any regard. Each Executive Board Officer and Sport Board Officers is prohibited specifically from profiting personally in any transaction with the Association. In order to avoid any appearance of impropriety, any member of a Executive Board Officer or Sport Board Officer family, including but not limited to spouse, parents, children, step children, siblings, in-laws, aunts, uncles, and cousins to the third degree are specifically prohibited from being employed by the Association in any capacity where that employment results in the payment of any compensation in what ever form or substance payable by the Association or its respective committee to such Executive Board Officer and Sport Board Officer or member of his immediate family as defined herein.
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Article XI – Records
11.1 The Board of Directors will review the financial records of the association on at least a quarterly basis.
11.2 All books and records of the Association may be inspected by any member, Director or agent or attorney or any proper person at any reasonable time upon written demand stating such purpose. Copies of such records shall be furnished upon the paying of the costs associated with compiling same.
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Article XII – Finances
12.1 Any and all funds received as a result of registration fees, concessions, fundraising, advertising, donations, etc. from any and all sports programs sponsored by the GLAA shall be collected and maintained in one checking account that will be maintained by the GLAA Executive Board Treasurer.
12.2 The GLAA Executive Board Treasurer shall distribute funds from the checking account as necessary to pay for any and all necessary and approved fees associated with each sport sponsored by the GLAA.
12.3 Two signatures must accompany each check written for the GLAA checking account, and those signatures can only come from two out of four of the following officers: GLAA Executive President, GLAA Executive Vice President, GLAA Executive Secretary and the GLAA Executive Treasurer.
12.4 All registration fees collected from all programs and activities shall be deposited in the Associations general fund with each sport’s totals being maintained separately to properly reflect their individual accounting. Expenditures must remain within the budget guidelines approved by the Board of Directors. Expenditures exceeding this budget must be approved by the Board of Directors, which will be based on the present overall financial position of the Association.
12.5 The fiscal year for the Association shall begin on July 1 of the current year and end on June 30 of the following year each year.
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Article XIII - Liability Insurance
13.1 Liability Insurance in an amount not less that $1 million affording coverage to Directors, Officers, coaches, and their assistants, as well to the Association and the Gwinnett County Parks and Recreation Department shall be maintained by the Association on a claims-made basis.
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Article XIV – Amendments
14.1 Nothing contained herein is intended to abrogate the powers of the Board of Directors to set policy, approve budgets and make decisions for the Association. While the Board of Directors is a policy-making Board and should not become involved in day-to-day sport decisions, they do retain the right to do so should an action by the Sport Board Committee be in material and direct contradiction to Board established policy. The Sports Committees, subject to the direction provided by the Sports Director are responsible for decisions affecting their individual sport. No Sports Committee shall have the power to contract with any entity without specific approval by the Board of Directors.
14.2 These by-laws may be altered or amended and additional bylaws adopted by a two-thirds vote at the first regular meeting of the calendar year or at any special meeting of members at which a quorum is present. Notice of the meeting must be made by e-mail, mail, and/or notice on the official GLAA website stating the subject of the By-Law changes or amendments. The proposed amendment or new bylaws shall be set forth verbatim. In addition, By-laws may be amended by a unanimous vote of the Board of Directors and the subsequent publishing on the GLAA web cite.
14.3 Other appointed positions may be needed and will be approved by the Board of Directors such as: Director of Equipment, Director of Facilities, and Concession Manager.
Article I - Name and Purpose
1.1 The name of this non-profit organization shall be Greater Lilburn Athletic Association (GLAA).
1.2 The primary purpose of this non-profit, voluntary organization hereinafter referred to as GLAA or “the Association”, is to promote, encourage, direct, and operate athletic programs for the children and youth of the Greater Lilburn Community, Gwinnett County, Georgia. The Association shall also strive to promote the physical, mental, social, educational, and welfare of the participants in the programs, and to promote the ideals of good citizenship as well as good sportsmanship through its athletic programs and activities, and for the benefit of the community. The Association will make reasonable accommodations for recreational activities/sports programs that will meet the needs of persons with disabilities and will promote inclusion among the general programs when appropriate. The recreational and athletic activities may include, but not be limited to, the operation of football, cheerleading, baseball and softball.
1.3 In keeping with the community tradition, the official colors of GLAA will be red, white and blue. The Official mascot of GLAA will be the Patriot; the Board of Directors will uphold the current logo. Teams sponsored by the GLAA may however play under the team name and mascot of their choice with approval of the Director of that particular sport.
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Article II - Membership and Dues
2.1 Any person(s) having a registered participant in GLAA is eligible for membership. In the absence of having a registered participant, any person (s) requesting membership must contact the Board of Directors and be approved by a majority vote. A fee will be set annually by the Board of Directors for those persons who do not have an active participant but request membership. Sports and activity registration constitutes payment of this fee and is effective for the calendar year. This fee may be waived for any particular BOD member by a unanimous vote of the Executive BOD of GLAA. Multiple registrations constitute one membership per family annually and receive two votes at elections or special meetings.
2.2 GLAA, Inc. shall at all times observe all local, state and federal laws which apply to nonprofit organizations as defined in Article 501(c)(3) of the Internal Revenue Code.
2.3 The Board of Directors shall at all times have the full power and authority to expel from membership any person or persons whose activities might be termed detrimental to, or inconsistent with, the by-laws, Code of Conduct, and/or the basic principles of this Association. Reinstatement to GLAA in any capacity must be voted on by the Board of Directors.
2.4 A registration fee shall be charged for participation in each sport and/or activity at the rate specified by the respective sport boards based on budget requirements and approved by the Board of Directors. All registrations after posted dates will be approved on a case-by-case basis by each Sports Board, and placement will be determined at that time.
2.5 A discount for multiple child participation in the same season/sport may be deducted from the registration fee at discounted rate per child after the first child registration paid at 100%, and may continue for each child registered in the same sport or sport season. The amount of the multiple child discount will be decided upon by a vote of the GLAA Board of Directors.
2.6 The refund policy shall be as follows:
- GLAA has adopted a NO REFUND policy.
- The only exceptions to this policy are for a season ending injury or a company transfer outside of the Atlanta Metropolitan Area. Any refunds approved will be subject to a refund processing fee.
- All sports sponsored by the GLAA shall adhere to this policy.
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Article III – Meetings
3.1 A meeting of the members for the election of Executive Board Officers and Sport Board Officers shall be held annually. The annual meeting of the Association shall be held the first Sunday in December, and the annual meeting of each Sports Board will be held no later than the first Sunday in December. Executive Board Officers shall take office beginning January 1 of the following year, and all Sports Board Officers shall take office on that same day.
3.2 Special meetings of the general membership may be called for any lawful purpose provided five (5) petitioning active members in good standing so indicate their assent to such a call or provided any officer or three or more directors call the meeting.
3.3 Public notice of the time and place of all annual meetings shall be given not less than fourteen (14) days prior to the date set for such annual meeting. Public notice shall include the publication of the meeting date, place and time in on the Park’s web cite, e-mail to members or the posting of a notice of the meeting at the concession stand area in the ballpark and, if available, on any roadside sign in front of the ballpark or at any event of the Association taking place prior to the meeting.
3.4 Any number of members present in excess of five (5) at any called Association meeting of the general membership constitutes a quorum. Voting shall be by majority vote cast in person. No proxy voting is allowed.
3.5 Regular meetings of the Board of Directors shall take place at least once a month or more frequently as deemed appropriate by the board. These meetings will be open to the membership at large for attendance. Working sessions of the board shall not require membership access.
3.6 A quorum for the transaction of business at any regular or special meeting of the Board of Directors shall consist of one more than half of the voting members of the Board. The act of a majority of the Directors at a physical meeting in which a quorum exists shall be considered an act of the entire Board of Directors. A written report of the business transacted at each Board meeting shall be made by the Secretary and provided for approval at the next meeting of the Board.
3.7 Any action required or permitted to be taken at a meeting of the Board of Directors may be taken without a meeting if written consent setting forth the action so taken shall be signed by a quorum of the Board of Directors and be filed with the minutes of the proceeding with the Board of Directors. Such consent shall have the same force and effect as a majority vote.
3.8 In Case of Emergency Meeting Only: (Action by conference call): Members of the Board of Directors or any committee designated by the Board of Directors may participate at a meeting of the Board or such committee by means of a conference call or similar communication equipment by means of which all persons participating in the meeting can hear each other and participation in a meeting pursuant to this section shall constitute presence in person at such meeting.
3.9 An Officer of the Association may be removed by a two-thirds vote of the Board of Directors whenever in their judgment the best interest of the Association will be served by the removal. Reinstatement to GLAA in any capacity must be voted on by a majority vote of the Board of Directors.
3.10 All meetings of the Association and its committees shall be conducted pursuant to Roberts Rules of Order with the President/Director or the President’s/Director delegate responsible for the implementation of parliamentary procedure necessary for the orderly conduct of any meeting.
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Article IV – Governance
4.1 Executive Board Officers shall consist of President, Vice President, Secretary, and Treasurer and will serve on the Board of Directors. The balance of the Board of Directors shall consist of a Director from each sport that is participating at the park. All above members shall be voting members. Proxy voting is not allowed. A list of names, addresses and phone numbers of all Executive Board officers as well as Sports Board officers shall be sent to Gwinnett County Parks and Recreation Division Area Supervisor within thirty (30) days of the election by the Executive Board Secretary.
4.2 If an Executive Board Officer or a Sport Board Officer resigns during their term, they may not be appointed to a Board position unless approved by the Board of Directors. No Board member shall serve in any governing capacity in any other youth recreational athletic association in direct competition with the Greater Lilburn Athletic Association without prior approval from the Board of Directors whose decision is final.
4.3 The Board of Directors shall consist of six (6) members at this time. The Board of Directors will include Executive Board officers (the President, Vice President, Secretary, and Treasurer). The balance of the Board of Directors shall consist of the Director of Baseball, and Director of Softball.
All above members shall be voting members. The Board of Directors may increase in size due to the addition of participating sports at the park and the subsequent addition of Directors for those sports. No one shall be eligible to hold any of these offices who are not a member of the Association. This will be a policy making Board and will have the responsibility for setting policy as it pertains to the Association. The Board of Directors will be responsible for the approval of all fund-raising activities. The Board of Directors shall act as the appeals board should anyone's right to participate in the Association be terminated for one or more reasons. The Executive Board shall act as a liaison with the County, City of Lilburn, Parks & Recreation, administer association funds in coordination with individual Sports Boards, execute consent forms, process sponsorship receipt request, obtain liability insurance for each sport, and other matters relevant to the operation of the Greater Lilburn Athletic Association. Final decisions regarding any changes in day to day operations of the Sports Boards shall otherwise rest with the Sports Board officers using policies set by the individual Sports Boards. The Board of Directors specifically reserves the right to approve all expenditures in excess of approved annual budget for each individual sport area. All contracts entered into by the Sports Boards will require approval from the Board of Directors. Sports Boards shall make all final decisions regarding any changes in the sports affiliation.
4.4 The Executive Board shall be composed of the President, Vice President. Secretary and Treasurer which have the power to act in the place of the Board of Directors on policy matters on an emergency basis that require immediate action. The Executive Board also has the right to remove an acting Director of any particular sport by a 3/4 vote of the Executive Board for any reason that the Executive Board finds necessary for the welfare of the Association. Bonding will be paid for by the Association.
4.5 The Executive Board President:
a) Shall be the Chief Executive Officer of the Association and the Chairman of the Board of Directors charged with the duty of supervising all its functions subject to policy direction from the Board of Directors.
b) Shall vote only in the event of a tie as it pertains to votes of the full Board of Directors.
c) Shall be responsible for the implementation of the total Association program and shall see that the policies set by the Board of Directors and Sport Boards be carried out by each participant in the Association.
d) Shall serve as an ex-officio member of all committees except the nominating committee.
e) Shall be bonded for no less than $50,000.00
f) May co-sign checks
g) Will serve as liaison to the Executive Board for one of the Sport Boards.
4.6 The Executive Board Vice President:
a) Shall be responsible for the fundraising programs of the Association.
b) Shall be responsible for public and community relations.
c) Shall have all such powers and duties as generally are incidental to the position of the
Vice President as may be assigned to him by the Executive Board President or the Board of Directors.
d) Shall assume the duties of the Executive Board President when the President cannot perform them.
e) Shall assist the Executive Board President in the furtherance of his duties as may be requested by the President.
f) Shall serve as an Executive Board Representative to one of the Sports Boards
g) May co-sign checks and be bonded for no less than $50,000.00.
4.7 The Executive Board Secretary:
a) Shall be responsible for record keeping for the Association as defined below.
b) Records shall include all meeting minutes of the Executive Board and Board of Directors.
c) Shall be responsible for coordinating the time and location of Executive Board, Board of Directors and General Membership meetings.
d) Shall provide other such assistance to the Executive Board President as may be directed by the President.
e) Shall maintain the membership roster.
f) Shall maintain the current Executive Board officer information and Sport Board officer information and make sure Gwinnett County Parks and Recreation is kept updated.
g) Shall be responsible for all insurance requirements for the Association.
h) Shall oversee risk management for the Association.
i) May co-sign checks and other legal instruments for the Association and shall be bonded for no less than $50,000.00
j) Shall serve as liaison to the Executive Board for one of the Sport Boards
4.8 The Executive Board Treasurer:
a) Shall be the Chief Financial Officer of the Association and will be responsible for keeping accurate financial records of disbursements and receipts of all money had and received by the Association from any and all sources.
b) Shall coordinate the receiving and depositing of all fund-raising efforts, registrations and sponsorships.
c) Shall submit financial reports to the Executive Board and Board of Directors on at least a quarterly basis. However, Treasurer will submit an emergency financial report within ten days as directed by a vote of the GLAA Board of Directors.
d) Shall provide financial reports at the Annual Meetings of the Association
e) Shall have audited all financial records of the Association on as as-needed basis, or on a random basis as determined by the Board of Directors.
f) Shall review and approve along with the Executive Board all budgets submitted by the individual Sports Boards.
g) Shall provide other such assistance as required by the Executive Board President, Vice President and Secretary.
h) May co-sign checks and be bonded in an amount no less than $50,000.00
4.9 The Sports Boards shall be composed as follows:
Baseball: Director of Baseball, Assistant Director of Baseball, Co- Assistant Director of Baseball, Director of Finance for Baseball, Secretary of Baseball.
Softball: Director of Softball, Assistant Director of Softball, Co-Assistant Director of
Softball, Director of Finance for Softball, Secretary of Softball
Additional positions may be added to each Sports Board at the discretion of each Director. However, only the above stated offices and positions will be recognized by the Association.
4.10 The Directors of each sport sponsored by GLAA:
a) Shall consult with their respective Sports Boards and be responsible for all matters related to the playing or scheduling of their respective sports and shall include the needs of individuals with special needs.
b) Shall be responsible for coordinating post-season activities.
c) Shall attend all necessary District, State and County meetings.
d) Shall be the Sports Board representative on the Board of Directors and report information from the monthly Board of Directors meetings back to their perspective Sports Boards.
e) Shall have the responsibility for coordinating with the Board of Directors the policy for field assignment, budget approval process, equipment management process and concession stand management and operation, as well as other policy making decisions rendered by the Board of Directors or Sports Boards.
f) The Directors shall act as the Chief Executive Officer for their respective sport.
g) Shall be responsible for selecting and training the coaches for their respective sport.
h) Shall prepare, in conjunction with their Director of Finance, the annual budget for their respective sport within 90 days upon the completion of their sport and submit to the Executive Board for approval.
i) Shall have voting privileges on their respective sport board decisions, policies and procedures.
j) Shall ensure that the sports program they represent remains in compliance with all rules and regulations of any and all presiding organizations in which their sports program competes.
4.11 The Assistant Directors and Co-Assistant Directors:
a) Shall assist the Director of that sport in the furtherance of his or her duties as may be requested by the Director of that Sport
b) Shall have all such powers and duties as generally are incident of the position of
Assistant Director.
c) Shall assume the duties of the Director of that sport when the Director cannot perform them
d) Shall have voting privileges on all of their Sport Board decisions, policies and procedures.
4.12 The Sport Board Secretary:
a) Shall be responsible for keeping meeting minutes of all Sport Board meetings.
b) Shall be responsible for forwarding all Sport Board meeting minutes to the
Executive Board Secretary.
c) Shall have all such powers and duties as generally are incident to the position of Secretary.
d) Shall provide assistance to the Director of that sport in the furtherance of his or her duties as may be requested by the Director of that sport.
e) Shall have voting privileges on all of their Sport Board decisions, policies and procedures.
4.13 The Sport Board Director of Finance:
a) Shall be responsible for the collection of all funds for their sport and turn into the Executive Board Treasurer for deposit.
b) Shall oversee any partial pays for their sport.
c) Shall submit all reimbursements or payments to the Executive Board Treasurer for their sport.
d) Shall be responsible in conjunction with the Director of their sport to develop an annual budget for their sport and submit to the Executive Board Treasurer for approval by the Executive Board.
e) Shall have all such powers and duties as generally are incident to the position of Sport Board Director of Finance.
f) Shall provide assistance to the Director of that sport in the furtherance of his or her duties as may be requested by the Director of that sport.
g) Shall have voting privileges on all of their Sport Board decisions, policies and procedures.
h) Shall be responsible for maintaining the registration records for their sport.
4.14 Springs Sports may elect to meet with the Board of Directors once a month and not fill the Secretary and finance positions.
4.15 The Board of Directors is authorized to assess each sport a general administrative expense or other such fees in order to maintain sufficient operating revenue for the administrative expenses of the Board of Directors and the Association in order to insure the continued operation of all programs. The Board of Directors is also specifically authorized to establish a capital reserve fund to require each sport to have its participants pay into the capital reserve fund. Such funds may be voted on by the Board of Directors from time to time in order to ultimately reserve enough funds to acquire on behalf of the Association such facilities as may be in the Association’s best interest.
4.16 The Board of Directors shall fill any vacancy on the Executive Board or Sport Board by appointment and this appointment shall stand for the remainder of the unexpired term.
The appointment must be voted on by a majority of the Board of Directors.
4.17 Each Sport Board will set policy and procedure with regards to the coaching selection process as well as the policy to be eligible to coach in GLAA. This policy will require approval by the Board of Directors.
4.18 Background checks: Background Screening
For the safety and well being of each and every child participating in the GREATER LILBURN ATHLETIC ASSOCIATION (GLAA), it shall be the policy of the Association as of 2007 to obtain and utilize background checks for screening potential coaches, officials, assistant coaches, board members, commissioners, and/or any other position of authority in the Association (hereinafter Volunteer) that makes application to the Association. Official assistant coaches are those whose names appear on the roster for a respective team. Any person included in the definition of Volunteer, or who may be alone with players, or responsible for a team at games or practices shall be included in this process and must have a current background check on file with the Association. A current background check is a background check conducted within one year of the Volunteer’s application.
If a current background check is not on file, as a condition of becoming a Volunteer, an executed authorization form shall be submitted to GLAA allowing the Association to order an individual criminal background check. The form will available from GLAA and in the future on the Association website. Any volunteer that fails to submit the executed consent form shall forfeit their consideration for a position. The deadline for submitting the consent forms shall be as follows: Coaches (all) shall turn in a consent form at the time of application; Board members shall turn in a consent form prior to the annual elections; all others must submit consent forms before the beginning date of their tenure for the position in which they are applying.
Background checks will be performed by a suitable public or private agency at the sole discretion of the Association. The agency selected by the Association at the commencement of this policy was the City of Lilburn, Georgia, Police Department. This was amended by a majority vote on January 19, 2015 to include as acceptable background checks through the Amateur Softball Association (ASA) or National Alliance for Youth Sports (NAYS). Any change in the agency used to perform background checks shall require a majority vote of the Board of Directors of the Association.
The results from the background checks will be reviewed by the President of the Association or his/her designee. Eligible designees include the Vice President of Administration, the Vice President of Concessions, or the Treasurer. The President (or designee) will assign a pass or fail rating to each potential volunteer based upon the screening criteria established herein. A volunteer failing the background check will be contacted by the appropriate Association representative (typically the sport director for coaches or other sport related Volunteers or the President for board positions) and notified of the Association’s decision.
Upon request of the affected Volunteer, the background check information that resulted in his/her ineligibility will be provided to the Volunteer. If the information is not requested by a failing Volunteer within ten (10) days of being notified of a failing result, the background check will be destroyed. All passing background checks will be destroyed immediately following review.
It will be each Volunteer’s responsibility to submit their consent forms to the Lilburn Police for review.
A conviction for any of the following will be considered an offense serious enough to disqualify a Volunteer at GREATER LILBURN ATHLETIC ASSOCIATION (GLAA):
- Any felony offense involving violence, regardless of time elapsed;
- Any crime against children, regardless of time elapsed;
- Any crime of a sexual nature, regardless of time elapsed;
- For Volunteers seeking the GLAA board positions of President, Treasurer, Vice President, Concessions Director, or Secretary, any offense involving fraud, theft or dishonesty; or
In addition, Volunteer applicants shall be disqualified if they have been convicted of the following within the past seven (7) years:
- Any felony conviction;
- More than one drug or alcohol related crime, including but not limited to DUI, DWI or other such offenses related to the operation of a moving vehicle while impaired; or any other conviction involving moral turpitude, as defined by a majority of the Board of Directors. If a Volunteer applicant has a case following in this category he or she may petition the Board of Directors and submit a written explanation concerning his or her circumstances. The Board of Directors shall review the petition and vote on the Volunteer. It shall require a 2/3 majority of the Board of Directors to allow the individual to Volunteer.
While not specifying each and every crime, any offense that may fall under these categories should not be deemed as such that the candidate would be inappropriate for any position where he or she is in extended contact or is responsible for any child for any period of time. Should an existing Volunteer be charged with any of the above crimes after a background check has been performed and/or during a respective season, the Volunteer shall be suspended immediately and indefinitely, pending the outcome of the charges against the Volunteer. It shall be the policy of the Association to maintain the pass/fail records for a period of three years.
It will be the applicant’s responsibility to protest directly with Lilburn Police or the applicable reporting agency any finding that they wish to dispute. GLAA shall have no input nor oversight into any disputed matter between the applicant and any reporting law enforcement agency.
All information obtained in response to the background check shall be kept confidential and not disclosed or discussed. GLAA and its members are not responsible for errors or omissions that may or may not have been reported on background checks.
4.19 Operation of concessions will be decided by the Board of Directors.
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Article V - Dissolution's Clause
5.1 In the event of dissolution of the Association, all moneys and property will be donated either to Gwinnett County Parks and Recreation to be used exclusively for the benefit of the children in the Greater Lilburn area or to a successor association that may be formed to take the place of this Association. If such guarantee cannot be made by Gwinnett Parks and Recreation then all monies and property of the Association will be donated to an organization (s) as voted on by the Board of Directors.
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Article VI - Board Member Attendance
6.1 All members of the Board of Directors and Sport Boards are expected to be in attendance at all Board of Director meetings, their respective Sport Board meetings whether it is a regularly scheduled meeting or a meeting called by the President/Director. If a Board Member cannot attend a meeting, he/she must notify the President or Director of their respective Sport Board the Vice President or Secretary at least eight (8) hours before the meeting begins. Failure to notify the above people, and failure to attend the meetings, will be handled by the President as follows:
(This is per year)
First Offense: The member must submit in writing to the Board of Directors or respective Sport Board the reason for his/her absence and intentions on where he/she stands with serving as a Board of Directors Member, or respective Sport Board Member.
Second Offense: The member must state his/her reason for absence to the Board of
Directors or respective Sport Board in person at the next scheduled Board meeting and request permission to remain on the Board.
Third Offense: The member will be removed from his/her position on the Board of Directors and the Sport Board within seventy-two (72) hours after the vote. It will be required that after removal from office, all correspondence, material, receipts, financial data, equipment, monies due, etc. with respect to The Association must be returned to the Association within seven (7) days. Returns must be made to a member of the Executive Board.
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Article VII - Gwinnett County
7.1 Greater Lilburn Athletic Association, Inc. agrees to adhere to any rules and regulations set forth by the Gwinnett County Parks and Recreation Division as may be from time to time amended.
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Article VIII - Election of Officers
8.1 Election of Executive Board Officers and Sport Board Officers – Elections for both Executive Board and Sport Board officers will be held annually. A nominating committee will be appointed by the President of the Executive Board and will consist of 3 members at large and two (2) Board of Directors officers. Members interested in running for a position on the Executive Board or Sport Boards must submit in writing 7 days prior to the election to the Secretary or any member of the nominating committee a brief personal history, their qualifications and interests in regards to the position for which they wish to run. The nominating committee will prepare the ballot 6 days prior to the annual meeting and will serve to oversee the election including membership verification and the counting of all ballots.
8.2 Nominations from the floor will be allowed in accordance with Roberts Rules of Order and based on the Gwinnett County Parks & Recreation Policies and Procedures Manual. In the event that there is a conflict between Roberts Rules of Order and the Gwinnett County Parks & Recreation Policies and Procedures Manual, then Roberts Rules of Order will preside.
8.3 Election of Executive Board officers shall be held on the 1st Sunday in December of each year at the general meeting of the Association. Each elected official must receive a majority vote. Nominees receiving less than 10% of the total cast will not be considered in any run-off rounds .If a run-off round is necessary the nominee in a run-off round that receives the most votes will be elected... The Executive Board Officers shall serve a one year term and be eligible for re-election. Members interested in running for a position on the Executive Board must notify the Secretary or the Nominating Committee, in writing, between fourteen (14) and seven (7) days prior to the election. A ballot will be set six (6) days prior to the election by the nominating committee. The request should be a brief personal history, their qualifications and interests in regards to the position for which they wish to run. All elected officers must pass a background check prior to taking office. If any officer fails the background check criteria of GLAA, they will not be eligible to hold office. If this occurs, then the person receiving the next most votes at the election will be elected. The written request requirement may be waived by the nominating committee.
8.4 Election of Sports Board officers shall be held by the 1st Sunday in December of each year at the general meeting of the Association. Each elected official must receive a majority vote. Nominees receiving less than 10% of the total cast will not be considered in any run-off rounds .If a run-off round is necessary the nominee in a run-off round that receives the most votes will be elected. The Sports Board Officers shall serve a one year term and be eligible for re-election. Members interested in running for a position on the Sports Boards must notify the Secretary of the Sports Board for which they are applying, in writing, between fourteen (14) and seven (7) days prior to the election. A ballot will be set six (6) days prior to the election by the nominating committee. The request should be a brief personal history, their qualifications and interests in regards to the position for which they wish to run. All elected officers must pass a background check prior to taking office. If any officer fails the background check criteria of GLAA, they will not be eligible to hold office. If this occurs the person receiving the next most votes at the election will be elected. The written request requirement may be waived by the nominating committee.
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Article IX - Legal Instruments
9.1 All checks issued by the Greater Lilburn Athletic Association, Inc. must bear two (2) signatures, each of which must be an officer of the Executive Board. Each Executive Board member of the Association will be bonded for a minimum of $50,000.00 conditioned upon the performance of the duties of the office.
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Article X – Compensation
10.1 All Executive Board Officers and Sport Board Officers shall serve without compensation of financial remuneration in any regard. Each Executive Board Officer and Sport Board Officers is prohibited specifically from profiting personally in any transaction with the Association. In order to avoid any appearance of impropriety, any member of a Executive Board Officer or Sport Board Officer family, including but not limited to spouse, parents, children, step children, siblings, in-laws, aunts, uncles, and cousins to the third degree are specifically prohibited from being employed by the Association in any capacity where that employment results in the payment of any compensation in what ever form or substance payable by the Association or its respective committee to such Executive Board Officer and Sport Board Officer or member of his immediate family as defined herein.
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Article XI – Records
11.1 The Board of Directors will review the financial records of the association on at least a quarterly basis.
11.2 All books and records of the Association may be inspected by any member, Director or agent or attorney or any proper person at any reasonable time upon written demand stating such purpose. Copies of such records shall be furnished upon the paying of the costs associated with compiling same.
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Article XII – Finances
12.1 Any and all funds received as a result of registration fees, concessions, fundraising, advertising, donations, etc. from any and all sports programs sponsored by the GLAA shall be collected and maintained in one checking account that will be maintained by the GLAA Executive Board Treasurer.
12.2 The GLAA Executive Board Treasurer shall distribute funds from the checking account as necessary to pay for any and all necessary and approved fees associated with each sport sponsored by the GLAA.
12.3 Two signatures must accompany each check written for the GLAA checking account, and those signatures can only come from two out of four of the following officers: GLAA Executive President, GLAA Executive Vice President, GLAA Executive Secretary and the GLAA Executive Treasurer.
12.4 All registration fees collected from all programs and activities shall be deposited in the Associations general fund with each sport’s totals being maintained separately to properly reflect their individual accounting. Expenditures must remain within the budget guidelines approved by the Board of Directors. Expenditures exceeding this budget must be approved by the Board of Directors, which will be based on the present overall financial position of the Association.
12.5 The fiscal year for the Association shall begin on July 1 of the current year and end on June 30 of the following year each year.
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Article XIII - Liability Insurance
13.1 Liability Insurance in an amount not less that $1 million affording coverage to Directors, Officers, coaches, and their assistants, as well to the Association and the Gwinnett County Parks and Recreation Department shall be maintained by the Association on a claims-made basis.
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Article XIV – Amendments
14.1 Nothing contained herein is intended to abrogate the powers of the Board of Directors to set policy, approve budgets and make decisions for the Association. While the Board of Directors is a policy-making Board and should not become involved in day-to-day sport decisions, they do retain the right to do so should an action by the Sport Board Committee be in material and direct contradiction to Board established policy. The Sports Committees, subject to the direction provided by the Sports Director are responsible for decisions affecting their individual sport. No Sports Committee shall have the power to contract with any entity without specific approval by the Board of Directors.
14.2 These by-laws may be altered or amended and additional bylaws adopted by a two-thirds vote at the first regular meeting of the calendar year or at any special meeting of members at which a quorum is present. Notice of the meeting must be made by e-mail, mail, and/or notice on the official GLAA website stating the subject of the By-Law changes or amendments. The proposed amendment or new bylaws shall be set forth verbatim. In addition, By-laws may be amended by a unanimous vote of the Board of Directors and the subsequent publishing on the GLAA web cite.
14.3 Other appointed positions may be needed and will be approved by the Board of Directors such as: Director of Equipment, Director of Facilities, and Concession Manager.
