Thurmont Little League Constitution
League ID: 2200206
Adopted October 26, 2022
Article I - Name
This organization shall be known as Thurmont Little League, hereinafter referred to as “Local League.”
Article II - Objective
The mission of Thurmont Little League is to be the best Little League in the state of Maryland, providing our children the best possible baseball experience through participating in our program. To grow and develop our kid’s baseball talents while fostering the Little League values of CHARACTER, COURAGE, & LOYALTY in which every player:
Is provided coaching via the principles of the Little League
Has fun while playing the game
Feels like an important part of the team regardless of performance
Learns "life lessons" that have value beyond the playing field
Learns the skills, tactics and strategies of the game and improves as a player
To achieve this objective, Thurmont Little League will provide a supervised program under the Rules and Regulations of Little League International. All Directors, Officers and Members shall bear in mind that the attainment of exceptional athletic skill or the winning of games is secondary, and the molding of future citizens is of prime importance. In accordance with Section 501-(c)-(3) of the Federal Internal Revenue Code, Thurmont Little League shall operate exclusively as a non-profit educational organization providing a supervised program of competitive baseball and softball games. No part of the net earnings shall be used for the benefit of any private shareholder or individual; no substantial part of the activities of which is carrying on propaganda, or otherwise attempting to influence legislation, and which does not participate in or intervene in any political campaign on behalf of any candidate for public office.
Article III - Membership
Eligibility: Any person sincerely interested in active participation to further the objective of Thurmont Little League may apply to become a Member.
Classes: There shall be the following classes of Members:
(a) Player Members - Any player candidate meeting the requirements of Little League Regulation IV shall be eligible to compete for participation. Player Members shall have no rights, duties or obligations in the management or in the property of Thurmont Little League.
(b) Regular Members - Any adult person actively interested in furthering the objectives of Thurmont Little League may become a Regular Member. The secretary shall maintain the roll of membership to qualify voting members. Only Regular Members in good standing are eligible to vote at General Membership Meetings. All Officers, Board Members, Committee Members, Managers, Coaches, Volunteer Umpires, Team Mom/Dad, and other elected or appointed officials must be active Regular Members in good standing.
(c) Honorary Members (Optional) - Any person may be elected an Honorary Member by the unanimous vote of all Directors present at any duly held meeting of the Board of Directors but shall have no rights, duties or obligations in the management or in the property of Thurmont Little League.
(d) Sustaining Members (Optional) - Any person not a Regular Member who makes financial or other contribution to Thurmont Little League may by a majority vote of the Board of Directors become a Sustaining Member, but such person shall have no rights, duties or obligations in the management or in the property of Thurmont Little League.
(e) As used hereinafter, the word “Member” shall mean a Regular Member unless otherwise stated.
(a) Members, whether Regular or Player, shall not be required to be affiliated with another organization or group to qualify as members of Thurmont Little League.
(b) Regular Members should not be actively engaged in the promotion and/or operation of any other baseball/softball program that conflicts with the interests of Thurmont Little League. The Board of Directors reserves the right to evaluate whether a member’s involvement in another baseball/softball organization is in conflict.
Suspension or Termination: Membership may be terminated by resignation or action of the Board of Directors as follows.
(a) The Board of Directors, by a two-thirds vote of those present at any duly constituted Board meeting, shall have the authority to discipline or suspend or terminate the membership of any Member of any class, including managers and coaches, when the conduct of such person is considered detrimental to the best interests of Thurmont Little League and/or Little League International. The Member involved shall be notified of such a meeting, informed of the general nature of the charges and given an opportunity to appear at the meeting to answer such charges.
(b) The Board of Directors shall, in case of a Player Member, give notice to the manager of the team for which the player is a Player Member. Said manager shall appear, in the capacity of an adviser, with the player before the Board of Directors or a duly appointed committee of the Board of Directors. The player’s parent(s) or legal guardian(s) may also be present. The Board of Directors shall have full power to suspend or revoke such player’s right to future participation by two-thirds vote of those present at any duly constituted meeting (quorum is required).
Article IV - Dues for Regular Members (Not Players)
No dues are established for any level of membership at TLL
Article V - General Membership Meetings
Definition: A General Membership Meeting is any meeting of the membership of the league (including Special General Membership Meetings, Section 7). A minimum of one per year (Annual Meeting, see Section 6) is required.
Notice of Meeting: Notice of each General Membership Meeting shall be delivered electronically via the website, by social media post and email to each Member at the last recorded email address seven (7) days in advance of the meeting, setting forth the place, time and purpose of the meeting.
Quorum: At any General Membership Meeting, the presence in person or representation by absentee ballot of 15 percent of the members (as defined in Article III - Membership) shall be necessary to constitute a quorum. If a quorum is not present, no business shall be conducted.
Voting: Only Regular Members in good standing shall be entitled to make motions and vote at General Membership Meetings. However, the Board of Directors may invite, admit and recognize guests for presentations or comments during General Membership Meetings. (Those eligible to take part in meetings of the Board of Directors are described in Article VI, Section 4.) Regular Members earn voting rights at their third consecutive meeting. If a Regular Member is elected to the Board of Directors, they will earn their voting rights at their first meeting attended as a Board Member. Voting rights for all members are terminated if three (3) meetings in a row are missed, but may be earned back at their third consecutive meeting attended.
Absentee Ballot: For the expressed purpose of accommodating a Regular Member in good standing who cannot attend the Annual Meeting, or any General Membership Meeting at which new Board members will be elected, an absentee ballot may be requested by e-mail and obtained from the Secretary of the League. The absentee ballot shall be properly completed, signed and returned to the Secretary and President by-email prior to the date of the election. The Secretary shall present all absentee ballots on the date of the meeting, prior to the voting portion of the election process.
Annual Meeting of the Members: The Annual Meeting of the Members of the Thurmont Little League shall be held the second Wednesday of August at 6:00 p.m. each year. (In the event that a team from the league continues participation in tournament play on/near the date of the Annual Meeting, the date of the meeting may be postponed at the discretion of the President). The purpose of the Annual Meeting of the Members is to elect the Board of Directors, receive reports, appoint committees, and for the transaction of such business as may properly come before the meeting.
(a) The Membership shall receive at the Annual Meeting of the Members of Thurmont Little League a report, verified by the President and Treasurer, or by a majority of the Directors, showing:
(1) The condition of the Thurmont Little League, to be presented by the President or his/her designate;
(2) A general summary of funds received and expended by the league for the previous year, the amount of funds currently in possession of the league, and the name of the financial institution in which such funds are maintained;
(3) The whole amount of real and personal property owned by the Thurmont Little League, where located, and where and how invested;
(4) For the year immediately preceding, the amount and nature of the property acquired, with the date of the report and the manner of the acquisition, the amount applied, appropriated or expended, and the purposes, objects or persons to or for which such applications, appropriations or expenditures have been made;
(5) The names of the persons who have been admitted to regular membership in Thurmont Little League during such year. This report shall be filed with the records of Thurmont Little League and entered in the minutes of the proceedings of the Annual Meeting. A copy of such report shall be forwarded to Little League International.
(b) The number of Directors elected shall be not less than eight (8). Board Members will be elected during the Annual Meeting.
(c) After the election, the Board of Directors shall assume the performance of its duties immediately following the election. The Board’s term of office shall continue until its successors are elected and qualified under this section.
(d) The Officers of the Board of Directors shall include, at a minimum, the President, one or more Vice Presidents, Treasurer, Secretary, one or more Player Agents, a Safety Officer, Umpire in Chief and a Coaching Coordinator. Only volunteer umpires may be elected to the Board.
Special General Membership Meetings - Special General Membership Meetings of the Members may be called by the Board of Directors or by the Secretary or President at their discretion. Upon the written request of a minimum of five members, the President or Secretary shall call a Special General Membership Meeting to consider the subject specified in the request. No business other than that specified in the notice of the meeting shall be transacted at any Special General Membership Meeting. Such Special General Membership Meeting shall be scheduled to take place not less than thirty (30) days after the request is received by the President or Secretary.
Rules of Order for General Membership Meetings and Regular Meetings of the Board of Directors - Robert’s Rules of Order shall govern the proceedings of General Membership meetings, and all regular meetings of the Board of Directors, except where same conflicts with this Constitution of the Local League.
Article VI - Board of Directors
Authority: The management of the property and affairs of Thurmont Little League shall be vested in the Board of Directors.
Increase in number: The number of Board of Directors so fixed at the Annual Meeting may be increased at any General Membership Meeting or Special Meeting of the Members. If the number is increased, the additional Directors may be elected at the meeting at which the increase is voted, or at any subsequent General Membership Meeting. All elections of additional Directors shall be by majority vote of all Regular Members present or represented by a properly executed and signed absentee ballot filed with the Secretary prior to the election meeting.
Vacancies: If any vacancy occurs in the Board of Directors, by death, resignation or otherwise, it may be filled by a majority vote of the remaining Directors at any regular Board meeting or at any Special Board Meeting called for that purpose.
Board Meetings, Notice and Quorum: Regular meetings of the Board of Directors shall be held immediately following the Annual Meeting and on such days thereafter as shall be determined by the Board.
(a) The President or the Secretary may, whenever they deem it advisable, or the Secretary shall at the request in writing of three (3) Directors, issue a call for a Special Board Meeting. In the case of Special Board Meetings, such notice shall include the purpose of the meeting and no matters not so stated may be acted upon at the meeting.
(b) Notice of each Board meeting shall be given by the President electronically to each Director at least five (5) days before the time appointed for the meeting to the last recorded e-mail address of each Director.
(c) Fifty (50) percent of the Members of the Board of Directors shall constitute a quorum for the transaction of business. If a quorum is not present, no business shall be conducted.
(d) Only members of the Board of Directors may make motions and vote at meetings of the Board of Directors. However, the Board of Directors may invite, admit and recognize guests for presentations or comments during Board meetings.
(e) At the final board meeting before the Annual Meeting, the Board of Directors shall determine the number of Directors to be elected for the ensuing year.
Duties and Powers: The Board of Directors shall have the power to appoint such standing committees it shall determine appropriate and to delegate such powers to them as the Board shall deem advisable and which it may properly delegate. The Board may adopt such rules and regulations for the conduct of its meetings and the management of Thurmont Little League as it may deem proper, provided such rules and regulations do not conflict with this Constitution. The Board shall have the power by a two-thirds vote of those present at any regular Board or Special Board Meeting to discipline, suspend or remove any Director or Officer or Committee Member of Thurmont Little League in accordance with the procedure set forth in Article III, Section 4 (a, b).
Meeting Attendance and Voting Rights: The Board of Directors are expected to regularly attend meetings. An Elected Board Member will acquire voting rights at their first attended meeting. Occasional absences may be excused. If a Board Member will not be present at a meeting, he/she shall notify the President in writing in advance. Three consecutive unexcused absences from meetings will result in the loss of that Board Members voting rights. Such Board Members may earn back voting rights at their third consecutive attended meeting. Any Board Member who exhibits an ongoing pattern of absences is subject to removal by the Board of Directors as Article III, Section 4 (a, b).
Rules of Order for Board Meetings: Robert’s Rules of Order shall govern the proceedings of all league meetings, including Board of Directors meetings, except where same conflicts with this Constitution of Thurmont Little League.
Article VII - Duties and Powers of the Board
Appointments - The Board of Directors may appoint such other officers or agents as it may deem necessary or desirable, and may prescribe the powers and duties of each. Appointed officers or agents shall have no vote on actions taken by the Board of Directors unless such individuals have been elected to the Board by the membership or have been elected to fill a vacancy on the Board.
President - The President shall:
(a) Conduct the affairs of Thurmont Little League and execute the policies established by the Board of Directors.
(b) Present a report of the condition of Thurmont Little League at the Annual Meeting.
(c) Communicate to the Board of Directors such matters as deemed appropriate, and make such suggestions as may tend to promote the welfare of Thurmont Little League.
(d) Be responsible for the conduct of Thurmont Little League in strict conformity to the policies, principles, Rules and Regulations of Little League International, as agreed to under the conditions of charter issued to Thurmont Little League by that organization.
(e) Designate in writing other officers, if necessary, to have power to make and execute for/and in the name of Thurmont Little League such contracts and leases they may receive and which have had prior approval of the Board.
(f) Investigate complaints, irregularities and conditions detrimental to Thurmont Little League and report thereon to the Board or Executive Committee as circumstances warrant.
(g) Prepare and submit an annual budget to the Board of Directors and be responsible for the proper execution thereof.
(h) With the assistance of the Player Agent, examine the application and support proof-of age documents of every player candidate and certify to residence or school enrollment, and age eligibility before the player may be accepted for tryouts and selection.
(i) Complete the required background checks per Little League Regulation I (b) and I (c) 8 & 9; or delegate this responsibility to the league’s Safety Officer, or other designated Board member.
Vice President - The Vice President shall:
(a) Perform the duties of the President in the absence or disability of the President, provided he or she is authorized by the President or Board to act. When so acting, the Vice President shall have all the powers of that office.
(b) Perform such duties as may be assigned by the Board of Directors or by the President.
Secretary - The Secretary shall:
(a) Be responsible for recording the activities of Thurmont Little League and maintain appropriate files, mailing lists and necessary records.
(b) Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of Secretary or as may be assigned by the Board of Directors.
(c) Maintain a list of all Regular, Sustaining and Honorary Members, Directors and committee members and give notice of all meetings of Thurmont Little League, the Board of Directors and Committees.
(d) Keep the minutes of the meetings of the Members, the Board of Directors and the Executive Committee, and cause them to be recorded into the Thurmont Little League Google Drive.
(e) Conduct all correspondence not otherwise specifically delegated in connection with said meeting and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.
(f) Notify Members, Directors, Officers and committee members of their election or appointment.
Treasurer - The Treasurer shall:
(a) Perform such duties as are herein set forth and such other duties as are customarily incident to the Office of Treasurer or may be assigned by the Board of Directors.
(b) Receive monies and securities, and deposit the same in a depository approved by the Board of Directors.
(c) Keep records for the receipt and disbursement of all moneys and securities of Thurmont Little League, including the Auxiliary, approve all payments from allotted funds and draw checks therefore in agreement with policies established in advance of such actions by the Board of Directors. All disbursements by check must have dual signatures.
(d) Prepare an annual budget, under the direction of the President, for submission to the Board of Directors at the Annual Meeting.
(e) Prepare an annual financial report, under the direction of the President, for submission to the Membership and Board of Directors at the Annual Meeting, and to Little League International.
Player Agent - The Player Agent shall:
(a) Record all player transactions and maintain an accurate and up-to-date record thereof.
(b) Receive and review applications for player candidates and assist the President in verifying residence or school enrollment and age eligibility.
(c) Conduct the tryouts, the player draft and all other player transaction or selection meetings. (d) Prepare the Player Agent’s list.
(e) Prepare for the President’s signature and submission to Little League International, team rosters, including players claimed, and the tournament team eligibility affidavit.
(f) Notify Little League International of any subsequent player replacements or trades.
(h) Oversee any issues involving players
Safety Officer - The Safety Officer shall:
(a) Prepare or revise the TLL ASAP plan for submission
(b) Be responsible to create awareness, through education and information, of the opportunities to provide a safer environment for children and all participants of Little League.
(c) Develop and implement a plan for increasing safety of activities, equipment and facilities through education, compliance and reporting. NOTE: In order to implement a safety plan using education, compliance and reporting, the following suggestions may be utilized by the Safety Officer:
(1) Education - Should facilitate meetings and distribute information among participants including players, managers, coaches, umpires, league officials, parents, guardians and other volunteers.
(2) Compliance - Should promote safety compliance leadership by increasing awareness of the safety opportunities that arise from these responsibilities.
(3) Reporting - Define a process to assure that incidents are recorded, information is sent to league/district and national offices, and follow-up information on medical and other data is forwarded as available.
(4) Background Checks - If the League President so designates, the safety officer will complete the required background checks per Little League Regulation I (b) and I (c) 8 & 9.
Coaching Coordinator - The coaching coordinator shall:
(a) Represent coaches/managers in league;
(b) Present a coach/manager training budget to the board;
(c) Gain the support and funds necessary to implement a league-wide training program;
(d) Order and distribute training materials to players, coaches and managers;
(e) Coordinate mini-clinics as necessary;
(f) Serve as the contact person for Little League International.
League Information Officer - The League Information Officer shall:
(a) Set up and manage the league’s official website (site authorized by Little League International);
(b) Set up online registration and ensure player, manager, and coach data is uploaded to the Little League Data Center;
(c) Assign online administrative rights to other local volunteers;
(d) Manage the league’s social media outlets;
(e) Ensure that league news is updated online on a regular basis;
(f) Collect, post, and distribute important information on league activities including direct dissemination of fund-raising and sponsor activities, the district, the public, league members, and the media;
(g) Serves as primary contact person for Little League regarding optimizing use of the Internet for league administration and for distributing information to league members and to Little League International.
Sponsorship/Uniform Coordinator- The Sponsorship/Uniform Coordinator shall:
(a) Solicit and secures local sponsorships to support league operations;
(b) Maintain records of monies secured through sponsorship initiatives.
(c) Organize the ordering and delivery of team uniforms, including printing of sponsor names.
(d) Ensure regulation and policies related to sponsorships are followed.
Events Manager - The Events Manager shall:
(a) Organize league-wide social and promotional activities;
(b) Coordinate participation in approved league fundraising activities;
(c) Maintain records of monies secured through fundraising activities.
(d) Ensure regulations and policies related to fundraising and league-wide events are followed.
Concession Manager - The Concession Manager shall:
(a) Maintain the operation of concession facilities;
(b) Organize the purchase of concession products;
(c) Be responsible for the management of the concession sales at league events;
(d) Schedules volunteers to work the concession booth during league events;
(e) Collects and reviews concession-related offers, including discounts and bulk-purchasing opportunities;
(f) Organize, tally, and keep records of concession sales and purchases.
Umpire-in-Chief - The Umpire-in-Chief (U.I.C) shall:
(a) Serve as coordinator of the local league umpire program
(b) Advise the League President on the local league umpire program
(c) Recommend volunteer umpires to League President to serve the league during the regular season.
(d) Recruit, review, and retain volunteer umpires
(e) Establish and implement an umpire training program for volunteer umpires consistent with Little League® guidelines
(f) Communicate rule changes to league volunteer umpires, managers, and coaches
(g) Recommend tournament-worthy umpires to the District Umpire Consultant
(h) Attend umpire training programs at the district, state, and region levels
Division Vice Presidents - The Division Vice Presidents shall:
(a) Recruit and recommend managers and coaches for the respective division
(b) Oversee the development of local rules and guidelines for the division
(c) Communicate with division managers and coaches regarding league initiatives
(d) Coordinate team practice schedules
(e) Address division concerns (i.e. complaints, conduct, make-up games, rules)
(f) If applicable, maintain a record of scores and standings
Equipment Manager - The Equipment Manager shall:
(a) Organize and maintain inventory of league playing equipment
(b) Oversee distribution and collection of team equipment
(c) Purchase necessary equipment in accordance with league budget guidelines
(d) With Safety Officer, ensure that league equipment meets safety standards
Facilities Manager- The Facilities Manager shall:
(a) Oversee maintenance of playing fields and league facilities
(b) Maintain equipment needed to care for fields and facilities
(c) Coordinate volunteers or contractors needed to make repairs to facilities
(d) Provide guidance to volunteers on appropriate upkeep of playing fields
Article VIII - Executive Committee
No local league is required to appoint Board members to Committees or use this tool of operation to manage the local league. However, the committee structure is recommended to engage the Board of Directors, assist with efficiently delegating responsibilities throughout the year, and provide oversight in the operation of the local league.
The Board of Directors may appoint an Executive Committee which shall consist of not less than three (3) nor more than five (5) Directors, one of whom shall be the President of Thurmont Little League.
The Executive Committee shall advise with and assist the Officers of Thurmont Little League in all matters concerning its interests and the management of its affairs, and shall have such other powers as may be delegated to it by the Board, but in no event will the Executive Committee have authority over the Board of Directors
At any meeting of the Executive Committee, a majority of the total number of members then in office shall constitute a quorum for the transaction of business, and the act of a majority present at any meeting at which there is a quorum shall be the act of the Committee.
Article IX - Other Committees and Board Positions
The Board of Directors may form committees as needed for the purpose of fulfilling a need that is presently not addressed or a new project. The committee may consist of Board Members and/or Regular Members. The purpose and tasks requested of the committee will be defined at the time the committee is formed.
Article X - Affiliation
Charter: Thurmont Little League shall annually apply for a charter from Little League International and shall do all things necessary to obtain and maintain such charter. Thurmont Little League shall devote its entire energies to the activities authorized by such charter and it shall not be affiliated with any other program or organization or operate any other program.
Rules and Regulations: The Official Playing Rules and Regulations as published by Little League International, Williamsport, Pennsylvania, shall be binding on Thurmont Little League.
Local Rules, Ground Rules and/or Bylaws: The local rules, ground rules and/or bylaws of Thurmont Little League shall be adopted by the Board of Directors at a meeting to be held not less than one month previous to the first scheduled game of the season, but shall in no way conflict with the Rules, Regulations and Policies of Little League International, nor shall they conflict with this Constitution. The local rules, ground rules and/or bylaws of Thurmont Little League shall expire at the end of each fiscal year, and are not considered part of this Constitution. (See Article XI, Section 8 for the fiscal year of this league.)
Article XI - Financial and Accounting
Authority: The Board of Directors shall decide all matters pertaining to the finances of Thurmont Little League and it shall place all income including Auxiliary funds, in a common league treasury, directing the expenditure of funds in such manner as will give no individual or team an advantage over those in competition with such individual or team.
Contributions: The Board shall not permit the contribution of funds or property to individual teams but shall solicit funds for the common treasury of Thurmont Little League, thereby to discourage favoritism among teams and to endeavor to equalize the benefits of Thurmont Little League.
Solicitations: The Board shall not permit the solicitation of funds in the name of Little League International unless all of the funds so raised be placed in the Thurmont Little League treasury.
Disbursement of Funds: The Board shall not permit the disbursement of Thurmont Little League funds for other than the conduct of Little League activities in accordance with the rules, regulations, and policies of Little League International. All disbursements shall be made by check, or league credit or debit card. Any disbursement over $10,000.00 must be approved by the Board of Directors.
Financial Transparency: No Board member authorized to disburse funds may be the spouse or family relative of the League President or Treasurer, or have direct access to league funds without the written permission of the chairman of the league’s Audit Committee. The use of a league credit or debit card is permitted, given that the card is returned to the League President, Treasurer, or Chairman of the Audit Committee with receipt for all purchases made within three (3) days of the purchase
Compensation: No Director, Officer, or Member of Thurmont Little League shall receive, directly or indirectly any salary, compensation, or emolument from Thurmont Little League for services rendered as Director, Officer or Member.
Deposits: All moneys received, including sponsorship and fundraising, shall be deposited to the credit of Thurmont Little League in/at Woodsboro Bank, Thurmont, MD.
Fiscal year: The fiscal year of Thurmont Little League shall begin on October 1 and shall end on September 30. (Note: The above fiscal year must be chosen if the Local League intends to qualify under the Little League International Group Tax ID Number.)
Distribution of Property upon Dissolution: Upon dissolution of Thurmont Little League and after all outstanding debts and claims have been satisfied, the Members shall direct the remaining property of Thurmont Little League to another Federally Incorporated entity which maintains the same objectives as set forth in Article II of this Constitution, which are or may be entitled to exemption under Section 501-(c)-(3) of the Internal Revenue Code or any future corresponding provision.
Article XII - Amendments
This Constitution may be amended, repealed or altered in whole or in part by a majority vote at any duly organized meeting of the Members provided notice of the proposed change is included in the notice of such meeting. Draft of all proposed amendments shall be submitted to Little League International, via MD District 2 for approval before implementation.
This Constitution was approved by the Thurmont Little League Membership on October 26, 2022.
President’s Name: Robbie Nash
President’s Signature _______________________________________ Date ______________
Little League ID No. 2200206
Federal ID No. (if available) ______________________________________________________
State ID No. (if available) ________________________________________________________
Make one copy for the District Administrator and copies for the Local League. Send original to Regional Headquarters. Thurmont Little League’s Constitution on file at Regional Headquarters (most recently-accepted copy) is the official Constitution of this Local League.
Little League International does not limit participation in its activities on the basis of disability, race, creed, color, national origin, gender, sexual preference, or religious preference.