By-Laws
JEFFERSON BASKETBALL ASSOCIATION BYLAWS
First Approval: August 4, 2009
Amendment: May 8, 2012
Second Amendment May 14, 2013
CONTENTS
Article I - Name
Article II - Object
Article III - Membership of the JBA
Article IV - Membership of the Executive Board
Article V - Government
Article VI - Executive Board
Article VII - Nominations and Elections
Article VIII - Meetings
Article IX - Financial Policy
Article X - Team Coaches and Assistants
Article XI - Rules/Teams/Games
Constitution and By-Laws Of The Jefferson Basketball Association
Article I – Name
Section 1
This organization shall be known as the Jefferson Basketball Association (JBA)
Article II – Object
Section 1
1. The JBA is a non-profit organization incorporated to provide and govern over the recreation/travel activities organized for its membership and their children.
1. The development of teamwork, good sportsmanship and honesty are to be foremost goals in all programs.
1. The development of a positive team attitude through the attainment of skills and confidence is to be stressed by all coaches.
Article III – Membership of the JBA
Section 1
1. Active Board members shall consist of Rutgers Certified adults 18 years of age or older who reside in the Township of Jefferson or have a relative enrolled in the JBA program.
2. Active Board members shall complete the Child Abuse Awareness Program.
1. Rutgers Certification and Child Abuse Awareness classes will be attended in a timely manner, based on availability of such classes.
1. Active JBA members are parents or guardians of a child playing in the JBA
1. An Active JBA member in good standing may vote at a Regular Meeting IF Two (2) prior regularly scheduled meetings were attended.
Article IV – Membership of the Executive Board
1. The Executive Board shall have the authority to suspend or terminate membership of any member whose conduct, while in or at a JBA function is considered detrimental to any of the objectives of the JBA as stated in Article II, Section 1A, B, and C.
1. The Executive Board must be notified of any Character Counts issue, code of conduct, parent misbehavior, vandalism, or any other violation within 48 hours of the act. All parties (parents, players, coaches, league directors) involved must be notified of the investigation in a timely manner. If warranted, the President will appoint a special committee from the Executive Board membership to conduct the investigation.
The findings of this Special Committee shall be recorded at the next regular meeting of the JBA Executive Board or at a special meeting of that body called by the President. This report shall be accompanied by a recommendation of the special committee of the action taken. The Executive Board will make the final decision. During the time between the first notification by the Reporting Party to the League Director/Executive Board/President of the misconduct and the decision as to the disposition of the case, the child/coach/parent in question shall continue as a team member and is subject to participation under local rules. The problem must be resolved as quickly as possible and no more than 10 days from the initial report.
1. If any member of the JBA as an adult (Coach/Assistant/Referee or Spectator) is guilty of misconduct, the President shall request that said adult member attend a special meeting with Executive Board/Special Committee. Said Committee shall report its findings and recommend action to the President and then notify the Executive Board for their approval.
2. Any Coach/Player ejected from a game for any reason will serve a minimum one game suspension from the next game. In certain cases when the behavior is considered by the Members of the Executive Board to be particularly egregious, further penalty shall be determined by the Special Committee formed by the President. The one game suspension is uncontestable. Longer suspensions can be appealed to the committee in a timely fashion. Any suspension that happens at the end of the season will carry over to the following season.
3. If the infraction is fighting by a player, an immediate one game suspension of the aggressor is mandated. Said aggressor shall be determined by Referee. If the second party retaliates, said party will also be suspended
Article V – Membership of the JBA
Section 1
The government of the JBA shall be under the direction of the Executive Board.
Section 2
Any changes in the Constitution or By-Laws require a quorum of 9 members is needed to make a BY-LAW change. Executive Board members shall have one vote each and shall be counted toward the quorum. The changes must be presented at 2 (two) consecutive regular meetings.
Section 3
A quorum of 7 members must be present for a vote at any regular or special meeting for anything other than a BY-LAW change.
Article V1 – Membership of the JBA
Section 1
1. President
2. Vice President
3. Divisional Director – A Division
4. Divisional Director – B Division
5. Divisional Director – C, K and Clinic Divisions
6. In Town Coordinator – C, K and Clinic Divisions - East
7. In Town Coordinator – C, K and Clinic Divisions - West
8. Secretary
9. Treasurer
10. Travel Director – Boys Program
11. Travel Director – Girls Program
12. Fundraising Chair
13. Equipment/Uniform Chair
14. Referee Chair
15. Safety/Character Counts Chair
16. Website Coordinator
17. Trustee/Past President – Non voting member
Section 2
1. All Executive Board members shall be active members in good standing. 1.The President, Vice President or Secretary must be notified of an absence in advance of any regularly scheduled JBA Executive Board meeting. This means the Executive Board can remove any member that has more than 2 unexcused absences from June through May.
1. All Executive Board members shall start their official duties upon election..
1. All Executive Board members shall be elected for a term of 1 (one) year or until their successors are elected. An Executive Board member may be reelected.
Section 3
One person shall NOT hold more than one voting position on the JBA Executive Board.
Section 4
Duties of the Executive Board as follows:
President -
The President is the chief Executive officer, primary sponsor, and initiator of the strategic planning effort of the JBA. He/She will provide executive leadership, direction and support to the strategic planning effort, meeting and communicating regularly with both internal and external constituents. He/She will preside at all meetings of the JBA and shall appoint, as needed Executive Board Members to any and all subcommittees. He/She shall be responsible for organizing disciplinary committees. He/She will perform other duties that usually pertain to the office of President. All permits will be given to the President for submission to the Recreation Department/Schools. The President is the chief spokesperson for the JBA.
Vice President -
Primary responsibilities of the Vice President shall include, but are not limited to the following:
1. Knowledgeable of all Operations as it pertains to their area of the Recreation Program.
2. Must be ready to carry out the duties of President if necessary.
3. Participates closely with the President and other members of the JBA Board
4. Ensure the President is kept informed of all activities completed on his/her behalf and support the President’s responsibility to monitor overall Board governance.
5. Provide the Equipment Chair with a list of required equipment far enough in advance of the programs season to allow for sufficient purchasing time.
6. Will be responsible for handling permits for facilities required for the Travel Program. All permits will be given to the President for submission to the Recreation Department/Schools
7. Works to ensure appropriate volunteers are available to meet the programs needs
8. Organize, schedule and hold preseason sign-ups with Travel Program Coordinators at the direction of the Executive Board.
9. Prepare and distribute all practice and game schedules to appropriate people including Township Recreation Director. All schedules will be provided at the beginning for the season and will be for the entire season with a disclaimer that games may need to be changed depending on unmitigated circumstances.
10. Organize and oversee the all-star/tournament team selections with team coaches and other related program directors at the direction of the Executive Board.
11. Works with the Referee coordinators to ensure game referees are available when needed
12. Work with the Secretary and Website Coordinator to prepare all press releases concerning program sign-ups, schedules, and season highlights.
13. Upon receipt of injury report, must notify the Executive Board as well as Town Recreation Director.
14. Will oversee all operations for Boys and Girls Travel teams accordingly. This will include tryouts, budgets, and permits for gyms. Status shall be reported on a monthly basis back to the Executive Board.
15. Instruct directors at each level to work with coaches to ensure hall monitors for each team is scheduled
Divisional Directors –
One for A-Division; One for B-Division; One for Kindergarten, Clinic and C Division
1. Have a knowledgeable of all Operations as it pertains to their area of the Recreation Program.
2. Provide the Equipment Chair with a list of required equipment far enough in advance of the programs season to allow for sufficient purchasing time.
3. Ensure the Vice President is kept informed of all activities completed on his/her behalf.
4. Works to ensure appropriate volunteers are available to meet the programs needs
5. Participate in preseason sign-ups.
6. Prepare and distribute all practice and game schedules. All schedules will be provided at the beginning for the season and will be for the entire season with a disclaimer that games may need to be changed depending on unmitigated circumstances.
7. Organize and oversee the yearend/celebratory events with team coaches, program directors and coordinators at the direction of the director.
8. Works with the Referee coordinators to ensure game referees are available when needed
9. Work with the Secretary and Website Coordinator to prepare all press releases concerning program sign-ups, schedules, and season highlights.
10. Upon receipt of injury report, must notify the Executive Board as well as Town Recreation Director.
11. Work with coaches to ensure hall monitors for each team is scheduled
Secretary -
Responsible to take all minutes, distribute said minutes in a timely manner to the Executive Board prior to monthly meeting, keep an attendance log, and keep a copy of all previous minutes for availability at monthly meetings. The secretary maintains all of the association’s records and files necessary forms with the state agencies. Disseminate announcements to the membership as directed by the Executive Board. Arrange for Newspaper announcements and articles on upcoming events and game results and summaries as directed by the Executive Board.
Travel Directors -
one for Boys and one for Girls
The Travel Directors will work closely with the Vice President in handling operations for Boys and Girls Travel teams, accordingly. This includes organizing tryouts and preparing budgets. Status shall be reported regularly to the Vice President and on a monthly basis back to the Executive Board. Upon receipt of an injury report, must notify the Vice President as well as Town Recreation Director.
Fundraising Chair -
Fundraising East /West Chair –Organize sponsorship program to ensure proper advertisement, follow-up, documentation and reporting, including providing information to the Website Coordinator for the Sponsor Page and providing information to the Equipment Coordinator/In-town Chairs for Uniform Orders. Organize additional fund raising efforts as directed and assisted by the Executive Board. Provide the JBA Treasurer with the proper accounting of income and expenses as required.
Equipment Chair -
1. Order and distribute uniforms, equipment, medals, and trophies for the recreation program.
2. Ensure the most economical process is used when purchasing equipment and uniforms.
3. Distribute and collect equipment to/from coaches.
4. Notify school district and well as town Recreation Director as necessary for damaged equipment (score boards etc.).
5. Make recommendations to the Executive Board regarding equipment purchases.
6. Work with the Fundraising Coordinator and the In-Town Coordinators to ensure proper Sponsor information is included on Uniform Orders.
Referee Chair -
1. Prepare and distribute the Vice President and Divisional Directors the referee schedule.
2. Recommend to the Executive Board proposed rule changes, disciplinary actions, and general program comments on a monthly basis.
3. Disseminate referee announcements as directed by the Executive Board.
4. Hold pre-season meetings and training sessions as may be required with referees, Program Directors, coaches and assistants.
5. Organize, schedule, and hold pre-season referee clinics. All referees are required to attend or will not be permitted to referee.
6. Provide the Equipment Chair with a list of required referee equipment far enough in advance of the programs season to allow for sufficient purchasing time.
7. Ensure program rules are updated and provided to the Web Coordinator for posting.
8. Instruct/ensure payment forms are filled out and given to treasurer to receive payment for referee services. This voucher will be signed off at each refereed game by a coach/assistant coach from each team as well as the referee. All vouchers will be turned over to the Treasurer in a timely manner
9. Make available referee manual on an as needed basis.
10. Supply each Referee with a set of Supplementary rules so referee can refer to as needed during games.
Safety/Character Counts Chair -
1. Ensure Character Counts Rules are submitted to the Web Coordinator for posting. Draft pre-season notice of such rules to be e-mailed to all registrants.
2. Instruct directors at each level to work with coaches to ensure hall monitors for each team is scheduled.
3. Shall insure that all Coaches and Assistants have taken the Rutgers Safety class.
4. If necessary, schedule Rutgers Safety Clinics through the Town Recreation Director on at least an annual basis
5. Shall preside over any sub-committees that are formed to resolve any issues that relate to character counts.
6. Responsible to get and supply a good first aid kits for each Coach. Coach is responsible to take said first aid kit to all games.
7. Safety/Character Counts Chair will chair the nominating committee for the JBA Board.
Website Coordinator -
1. Maintain and update website as needed. Including maintaining registration forms, posting important announcements, assigning administrative/security access, maintaining the Sponsorship page & form, maintaining the Rules page and other web related items as deemed necessary by the Executive Board.
2. Give treasurer any bills associated with the maintenance of our website.
Trustee/Past President – Non voting member -
Will provide an outside view. This position can be filled by a Recreation board member, past president, or other suitable Jefferson Township Resident. This person should be a nonbiased/3rd party person motivated to see the basketball program grow and improve. This person will only have a vote if there is a tie.
Article VII – Nominations and Elections
Section 1
A. Elections will be held at the regularly scheduled May JBA meeting for all Executive Board positions.
B. No person shall be nominated whose consent to serve has not first been obtained
C. If there is but one nominee for any Executive Board position, an open vote will be taken. If there are two or more nominees for any Executive Board position, the vote shall be by secret ballot. Any active JBA participant (Adult Member) may vote in JBA elections.
D. Nominations for any Executive Board position shall be made at the April meeting. Elections must be publicized in March.
E. A majority vote shall elect with the President voting only to break a tie vote.
Article VIII – Meetings
Section 1
Open membership meeting shall be held once per month at a date, time, and place designated by the Executive Board. Said date, time, and place shall be announced at the preceding meeting, published on our website, and published in the paper. The public portion of the meeting should be only the first 15 minutes of the monthly meeting.
Section 2
Special unscheduled meetings may be called by the President.
Section 3
Robert’s Rules of Order shall be followed.
Section 4
Discussions must be limited to fifteen minutes after which time one of the
Following actions will be taken:
1. A motion will be made, seconded, and voted upon.
2. The subject will be shelved until the next regularly scheduled meeting.
3. A subcommittee will be appointed to investigate the matter and report back at the next regularly scheduled meeting.
Section 5
1. President call to order
2. Reading of the minutes from the last meeting
3. Treasurers Report
4. Announcements
5. Old Business
6. Correspondence
7. Directors’/Subcommittee reports/Roundtable
8. New Business
9. Motion of adjournment
Article IX – Financial Policy
Section 1
The Executive Board shall establish and monitor all policy matters pertaining to the finances of the JBA. All such matters will be reviewed at the monthly membership meetings.
Section 2
All receipts and expenditures shall be handled by the treasurer through the JBA treasury.
Section 3
All receipts and expenditures shall be handled in such a manner as to afford no program or team any advantage over the others.
Section 4
All disbursements shall be made by check.
Section 5
All expenditures are to be approved by the Executive Board. Expenditures of up to $200.00 may be made with the approval of the President prior to Executive Board approval, but only in emergency cases. In such cases, the President must let other Executive Board members know of the circumstance.
Section 6
All disbursements via check shall be accounted for by receipts.
Section 7
Any income from any source will immediately be presented to the treasurer for deposit in the JBA account. The transaction shall be reported at the next regular meeting of the JBA and upon acceptance of the report; the individual will be relieved of any and all responsibility for the transaction.
Article X – Team Coaches and Assistants
Section 1
Team Coaches and assistants shall be responsible to the Executive Board for their actions and conduct relating to all JBA activities.
1. Team Coaches shall be selected by the program director subject to the approval of the Executive Board and in accordance with JBA regulations
2. Assistant Coaches shall by selected by the team Coach, subject to the approval of the Program Director in accordance with JBA regulations.
3. All Coaches and Assistants must be 18 years of age and Rutgers Certified and have gone through the Child Abuse Awareness Program.
4. A and B Divisional Directors will have a meeting with Coaches 3 weeks prior to playoffs for ALL-STAR ratings and picks.
5. C Level will have a Graduation Game for the 4th grade players
6. There will be a Skills Competition for all Levels, excluding All Star and Graduation Game candidates.
Section 2
In case of incident, Coaches must adhere the following:
1. Coach must inform League director and Safety Chair of an incident report on a timely basis.
2. Coach must get insurance form from the Safety Chair to injured party.
3. Coach should insure parent completes incident form and return to town representative.
4. IN-Town and Travel Chairs upon receipt of injury report must notify the Executive Board as well as Town Recreation Director.
Article XI – Rules/Teams/Games
Section 1
All programs shall be governed by standard High School rules or as modified by the JBA.
Section 2
All rules developed and/or modified must be presented in writing to the Executive Board and presented at one general membership meeting prior to any Executive Board vote and prior to the start of any regular season games.
Section 3
Each Program Director shall hold pre-season meetings with all Team coaches and assistants to discuss all rules.
Section 4
Team Size
K/Instructional – enrollment and coach availability will dictate team size.
Target size is 10-14 children on a team with a minimum of 2 adult coaches
1st/2nd Clinic – enrollment and coach availability will dictate team size.
Target size is 10 children on a team with a minimum of 2 adult coaches
3rd/4th C LEVEL – enrollment and coach availability will dictate team size.
Target size is 8 (max 10) children on a team with a minimum of 2 adult coaches
5th/6th B LEVEL – enrollment and coach availability will dictate team size.
Target size is 8 (max 10) children on a team with a minimum of 2 adult coaches
7th/8th A LEVEL – enrollment and coach availability will dictate team size.
Target size is 8 (max 9) children on a team with a minimum of 2 adult coaches
All Travel LEVELs –
Target size is minimum of 8 players on a team with a minimum of 2 adult coaches
No Child shall play up more than one (1) level; AND must rate in the top five(5) of the Level they are trying out for.
Late Signups will be put on a waiting list if there are no team spots.
Section 5
Games
• K/Instructional – no scrimmages or games will be played at this level. This level is for instruction only. Our goal is to teach the mechanics of the game. Teams will meet once a week.
• 1st/2nd Clinic – One 1Hr Practice and One 1Hr Controlled Game/Scrimmage per week – based on gym availability - will take place at this level
• 3rd/4th C LEVEL - 5th/6th B LEVEL - 7th/8th A LEVEL – The target for these levels is a 12 game season. This includes any crossover games between the East and West. All scheduled games are based on gym availability. Playoffs will be double elimination and played based on gym availability.
Section 6
Referees
No Referee shall referee a game in a division where he/she coaches or has a child.
Section 7