Selby Athletic Association
P.O. Box 797,
Mayo, Maryland 21106
An IRS recognized 501(c)3 charity
All donations receipted and tax-deductible
Contact us via E-mail
Charitable
Donations
The SAA accepts charitable
donations of cash, saleable vehicles, watercraft, land, usable
clothings, household items, etc.
If you have something that you wish to donate please contact the SAA
President or Treasurer.
The Selby Athletic
Association (SAA) is a Selby on the Bay community-based charity.
We are run and supported by the residents of this community to
help create positive and interesting educational activities for
the youth in our neighborhood. The monthly meetings are held on
the last Thursday of the month at 7:30 PM at the Treasurer's
home. Contact the SAA for information.
The SCA vs. the SAA
First considered in 1994 by
members of the community association, the SAA was established for
several reasons - mainly to enhance the quality of life for the
youth in our community. While the SCA helped the SAA come into
existence, they are not supported by one another or in any way
affiliated. The Boards of both the SCA and the SAA are made up of
property owners, but the same individuals simply cannot be a
Board Member of both in the same year. The reason for this is
that they are so closely related (proximity) yet with interests
that are very seperate. The SCA is a non-profit community
association and the SAA is a charitable youth organization, there
is a considerable difference in these two community
organizations.
The SAA is an IRS
Recognized Charity
A 501(c)3 organization, the
SAA falls under the category given by the Internal Revenue
Service to a "youth educational" charity. After a few
years and a long application process, the Selby Athletic
Association finally received the 501(c)3 charitable status from
the IRS in 1998. Because of IRS regulations, during our first two
years we will be going through a grace or probationary period,
after our two-year reveiw the IRS will either bless our
organization as a charity or change our 501(c)3 status.
What is the SAA?
As a corporation the SAA is
officially an "Amateur Youth Athletic Organization",
but our main purpose is to gather and utlilize community
resources to provide for kids to learn and have fun. Most
importantly our goal is to make sure ALL the kids have fun,
through the charity in and around our community. The SAA is to
provide sports education and sports related activities to all
kids regardless of physical, mental or financial abilty.
Why haven't I Heard of the
SAA?
The development of the SAA
has been slow and we have yet to field a sports team since our
incorporation in 1995, but the Boards of Directors for the SAA
has been hard at work laying the foundation for our anticipated
activities. The paperwork for this organization has been a
nightmare for amatuers such as ourselves to develop.We do the
best we can and currently there is little support, mostly because
we have had little opportunity to produce any publicity to date.
With many of our administraive goals accomplished, 1999 is our
target year to get full functioning activity from the SAA and
start providing the benefits to our children. In 2000, we hope to
start some real structured sports-related activities. We
appreciate your interest and support.
President:
Joy Long (1998-present)
Vice
President: Cindy Evans (1999-present)
Treasurer:
Penny O'Callaghan (1998-present)
Secretary:
Vicki Blankenship (1998-present)
Athletic
Director: John Blankenship (1998-present)
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THE
CONSTITUTION AND BY-LAWS
OF THE
SELBY ATHLETIC ASSOCIATION, INC.
Voted in and Accepted by the Selby Athletic Association on
FEBRUARY 1, 1998
Preamble and Pledge
Whereas, the youth of our community will be the citizens and
leaders of tomorrow; well directed youth are an asset and benefit
to everyone; misguided and idle youth can cause financial and
material damage to a community.
Therefore, we, the citizens of the Selby, band together as the
Selby Athletic Association, Inc., and dedicate ourselves to the
development of the youth of our community by providing properly
guided skills and knowledge in the form of athletic activities
for the development of sportsmanship and leadership; we earnestly
hope will guide our youth of today to become useful and
productive adults of tomorrow.
CONSTITUTION
ARTICLE I
NAME
Sec. 1. The name of the organization shall be the Selby Athletic
Association, Inc., herein referred to as SAA.
ARTICLE II
Sec. 1. There shall be two ( 2 ) classes of membership in the
SAA, Active and Honorary.
Sec. 2. ( a ) Active membership. Those persons eighteen years and
over who wish to engage in the general overall operation and
management of SAA, shall entitle them to all rights, powers, and
privileges of full membership. This membership shall include
Father/Mother and or legal guardian and all dependent children.
( b ) Honorary membership. The SAA may elect to award Honorary
membership to anyone who shall have distinguished themselves in
the eyes of SAA. Honorary membership shall include all privileges
of Active membership except of voting and holding office.
Sec. 3. Application for family membership shall be accompanied by
a fifteen (15) dollar registration fee that may be submitted to
any member, who shall forward both to the Executive Board. This
fee entitles both father and mother a singular vote.
ARTICLE III
OFFICERS
Sec. 1. The officers of the SAA shall be President, Vice
President, Secretary, Treasurer, Athletic Director and (3)
elected Trustees.
Sec. 2. The executive Board shall consist of President, Vice
President (chairperson), Secretary, Treasurer, Athletic Director,
immediate past President, for a one-year term, and three (3)
elected Trustees.
Sec. 3. No family shall hold more than one (1) elected office at
a time.
ARTICLE IV
MEETINGS
Sec. 1. Regular meetings of the SAA shall be held the first
Monday of each month at 7:00 PM.
Sec. 2. Place of the meeting shall be determined by SAA and /or
the Executive Board.
Sec. 3. For the transaction of business, a quorum shall consist
of the President or Vice President, Secretary or acting
Secretary, Treasurer or acting Treasurer and one or more of the
Trustees and all active members present. Each acting official
shall have been appointed by the Chairperson.
Sec. 4. The President shall call a special meeting when
petitioned in writing by five (5) members in good standing.
Sec. 5. Special meetings may be called by the President and
written notice shall be given to the membership within seven days
in advance of the starting time, place, and purpose of the
meeting. No other business shall be discussed except that which
is stated on the notice.
Sec. 6. Regular meetings falling on a holiday or when county
schools are closed due to inclement weather shall be postponed
for not more than one(1) week.
Article V
Amendments
Sec. 1. Amendments to the Constitution and or by-laws must be
presented to the body in writing and signed by three (3) members
in good standing. The proposed amendment shall be read in the
regular meeting at which it is presented and referred to the
"Laws Committee", said committee is to report on it at
the next regular meeting and a two-thirds (2/3) affirmative vote
of the members present and voting shall constitute passage.
Secretary shall mail a copy of proposed amendment to all voting
members with the notice of the meeting.
BY-LAWS
ARTICLE I
NOMINATIONS AND ELECTION OF OFFICERS
Sec. 1. To be eligible to hold an elective office a member must
have been on the membership roll for a period of one (1) year,
for the office of President, Vice President and Athletic Director
members must have attended six (6) regular meetings one year
prior to election. All other officers must have attended at least
four (4) regular meetings one year prior to election.
Sec. 2. To be eligible to vote a member must be in good standing.
Sec. 3. (a) Nominations for officers shall be held at the regular
meeting of November. They shall be recessed until the regular
December meeting.
(b) Nominees must signify in person or in writing to the
Secretary at the time of the nomination or before the election
their willingness to accept the office.
(c.) Secretary shall mail list of nominations to all voting
members with December meeting notice.
Election shall take place at the December meeting.
Election of officers shall be by secret ballot and the candidate
receiving the majority of votes cast shall be declared elected by
the President. If no candidate receives a majority of the votes
cast for that office the candidate receiving the least number of
votes shall be stricken from the list of nominees and a new
ballot shall be taken. This procedure shall be followed until two
(2) candidates remain or a candidate receives a majority vote.
Sec. 4. Election of officers shall be by secret ballot, singly,
in the order of President, Vice President, Secretary, Treasurer,
Athletic Director and three (3) Trustees. The Trustees shall be
voted independently with the first tally majority vote electing
Trustee 1, the second majority vote electing Trustee 2 and the
final secret ballot electing Trustee 3. There must be three (3)
separate secret ballots for four (4) or more candidates for the
position of Trustee.
Sec. 5. (a) All elective officers shall serve for one (1) full
year or until their successors have been duly elected and
installed. The immediate past President will act as advisor on
the executive board for a one (1) year term.
If an elective officer resigns he/she must submit a resignation
in writing to the presiding officer at a regular meeting. The
presiding officer shall then declare the office vacant.
Replacement shall be elected at the same meeting to fill the
unexpired term. If there is no person to accept a nomination for
an elected office the presiding officer may make a pro temp
appointment to fill the vacancy until a replacement is duly
elected and installed.
If an elected officer fails to attend three (3) consecutive
regular meetings of the body he/she shall automatically be
relieved of his/her duties. Election for the unexpired term shall
be held at the next meeting after the vacancy occurs.
ARTICLE II
INSTALLATION OF OFFICERS
Sec. 1. The newly elected officers shall take their oath of
office and be installed on the first Monday of the month of
January.
Sec. 2. At the request of the installing official, the newly
elected officers shall present themselves before him/her and all
members present, standing, and subscribe to the following pledge:
"I do hereby solemnly swear that I will faithfully perform
my duties as an officer of the Selby Athletic Association, Inc.,
to the best of my ability, that I will endeavor to uphold its
Constitution and By-laws, that I will cooperate with the other
officers and members in all efforts to improve the Association
and that I will keep the necessary records pertaining to my
office, and that I will turn these records over to my duly
qualified successor."
ARTICLE III
DUTIES OF OFFICERS
Sec. 1. PRESIDENT: He/She shall preside over all regular and
special meetings of the Association. He/She shall at all times
conduct the meetings in strict accordance with the Constitution
and By-Laws of the Association and parliamentary laws, as set
forth in Roberts Rules of Order Revised, and shall be without a
vote except in case of a tie. He/She shall have the right to vote
if voting is by ballot. He/She shall countersign all checks for
expenditures approved by the association. He/She shall instruct
the Secretary to issue calls for special meetings. He/She shall
appoint Chairpersons of all standing committees within one week
of taking oath of office. He/She shall be an ex-officio member of
all committees. He/She must call an executive board meeting
within seven (7) days of suspension of a Commissioner or Coach.
All interested parties may attend this meeting.
Sec. 2. VICE PRESIDENT: In absence of the President, the Vice
President shall assume the duties of the President. He/She shall
be the Chairperson of the Executive Board, and shall be empowered
to call special meetings of that board, and order the Secretary
to send proper notices thereof. He/She must call an Executive
Board meeting within seven (7) days of suspension of either a
Commissioner or a Coach. All interested parties may attend this
meeting. He/She shall chair the Laws committee.
Sec. 3. SECRETARY: He/She shall keep the minutes of all meetings
of the Association and the Executive Board. He/She shall maintain
correct attendance of each member, shall be required to
incorporate into the regular meetings minutes any approved
amendments to the Constitution and By-Laws of the Association in
total, shall give notice of all regular meetings of the
Association and the Executive Board when so instructed, shall
acknowledge receipt of all donations to SAA and shall conduct and
receive all correspondence upon instruction of the President,
shall mail notices of proposed amendments and nominations to the
voting membership as instructed, shall maintain possession of the
Seal and affix same to all official papers.
Sec. 4. TREASURER: He/She shall collect, receive, and deposit all
monies (dues, donations, etc.), shall keep record of all money,
give receipts for same and submit a financial report at each
meeting. He/She shall make disbursements approved by the
Association and give a report of same at each regular meeting,
shall submit two (2) written copies of this report at each
regular meeting, shall countersign all checks, shall submit the
books for audit the first week in June and December to the
Trustees and at other times as requested by Trustees for audit.
Sec. 5. ATHLETIC DIRECTOR: This office shall be an elected
position. He/She shall be a member of the Executive Board, and
shall present a report to the body at each meeting, placed in the
order of business immediately following the Treasurers report.
The duties shall be as follows:
Shall be in charge of all athletic programs.
Shall appoint all Commissioners.
Shall assure that all Commissioners carry out their duties.
Must approve all expenditures for athletic programs and assure
that they are within the budget process.
Maintain proper records of equipment.
Assure that contracts and registration fees are collected and
turned over to the proper persons.
Inventory and distribute equipment to commissioners.
He/She has the right to call a Board meeting to discuss the
suspension of a Commissioner. All interested parties may attend.
The Executive Board has the final vote on suspension.
Sec. 6. TRUSTEES: It shall be the duties of the Trustees to hold
title to all property of the Association, both real and personal,
shall meet prior to the regular January meeting to assess all
property and submit a report on same concerning the condition and
estimated value of said property. The Trustees may dispose of
property only with the approval of the Association said approval
must be secured before the Trustees can pledge any property for
the securing of any funds or for any other purpose. They shall
keep all deeds, titles, and other valuable assets or records in
the Association safe. The Trustees shall cause the Treasurers
books to be audited in June and December and at other times as
the Trustees deem necessary for the good of the Association.
Sec. 7. EXECUTIVE BOARD: Shall maintain a permanent record of the
Constitution and By-Laws, rules and regulations, and all motions
passed by the Association affecting its operation and
administration. They shall prepare the budget for the coming year
and submit to the Association for approval. They shall
incorporate into the budget an annual contingency fund that may
only be spend with the approval of the Executive Board. A quorum
of the Executive Board shall consist of five (5) members.
RESPONSIBILITY OF COMMISSIONERS
Sec. 1. Coaching assignments are to be made by the Commissioners
of each sport.
Sec. 2. Set up registration dates and advertise same.
Sec. 3. Schedule fields for practice to coincide with game
schedules.
Sec. 4. Collect registration fees, forms, and contracts from
coaches and turn them over to the Athletic Director or Treasurer.
Sec. 5. Distribute game schedules to Coaches.
Sec. 6. Distribute equipment to Coaches.
Sec. 7. Collect equipment and uniforms from coaches. Submit to
the Athletic Director the names of players whose uniforms have
not been turned in within thirty (30) days after the completion
of the season.
Sec. 8. Inform coaches of age limits and numbers of teams. No new
teams may be formed without the approval of the Executive Board.
Sec. 9. Shall meet with coaches, players, and parents at the
beginning of their season to inform all concerned of the rules
and regulations and responsibilities of each.
Sec. 10. All coaches shall be members in good standing of the
Selby Athletic Association.
Sec. 11. Commissioners have the right to temporarily suspend a
coach and must notify the Athletic Director and the President or
the Vice President of his/her actions within 24
hours.Commissioners must call a Board meeting to discuss the
suspension of the coach. The coach has the right to have any
member appear at that meeting on their behalf. The coach must be
advised by the Commissioner of their right to representation at
the meeting. The Executive Board has the final vote on the
suspension.
ARTCLE IV
COMMITTEES
Sec. 1. (a) Chairpersons of all committees shall be appointed by
the President and shall serve until their successor is appointed.
All committees receiving or disbursing monies shall submit two
(2) written copies at the next meeting following the activity. (1
copy to Secretary and 1 copy to Trustees).
All receipts from activities shall be deposited with the
Treasurer immediately.
Sec. 2. PUBLICITY COMMITTEE: Duties are to advertise a function
of the Association.
Sec. 3. LAWS COMMITTEE: Shall determine whether proposed
amendments conflict with the present Constitution and By-Laws.
Chaired by the Vice President.
Sec. 4. FIELD COMMITTEE: Shall be responsible for the upkeep of
the fields used by SAA.
Sec. 5. WAYS AND MEANS COMMITTEE: Shall be responsible for
fundraising.
Sec. 6. SPONSORSHIP COMMITTEE: Shall be responsible for
underwriting various programs.
Sec. 7. SPECIAL COMMITTEES: May be appointed from time to time as
deemed necessary and serve until replaced or the purpose of their
committee is accomplished.
ARTICLE V
DUES
Sec. 1. The dues of the Association shall be a flat ($15.00)
fifteen dollars membership and fifteen ($15.00) dollars
registration fee per child per sport with the exception of
Football and Lacrosse that will require a Twenty-five ($25.00)
fee per child. The membership fee shall accompany the first sport
your child participates in beginning with the spring sports
season. That season includes Baseball, Softball, T-Ball,
Lacrosse, and Farm Baseball.
Sec. 2. No member shall be entitled to run for, hold or vote for
any office or vote in any manner if dues are in arrears.
ARTICLE VI
ORDER OF BUSINESS
Sec. 1. The order of business at regular meetings shall be as
follows unless changes thereto are agreeable to the majority of
the members present voting.
Pledge to the flag
Roll call
Reading of the minutes
Application for membership
Treasurers report
Athletic directors report
Reports of officers
Reports of committees
Communications
Unfinished business
New business
Good and welfare
Adjournment
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Current: Softball and
Kickball Saturdays
In June of this year the
SAA started sponsoring softball and kickball games down at the
community ballfield for kids of all ages. We hope to have games
each week, but with summer vacations and busy schedules - we have
only had a few games so far. If you see us down there playing -
come join in!
The SAA needs athletic supplies, we have some donated and
purchased equipment already but we need a lot more. If you have
an old bat, glove, balls or any athletic gear that you would like
to donate please let us
know.
6/23/99
Past: First Annual SAA
Safety Day
On June 19, 1999 from 12pm
to 5 pm the Selby Athletic Assn. is sponsoring a Safety Day at
the community beach. We will have safety instruction relating to:
Water-safety, Child fingerprinting, Fire Safety and a
demonstration will a real funny car dragster including a junior
dragster.
This free event is open to the public, some prizes will be given
away and there will be food and drinks available.
This is a charity event: the donations and proceeds will go to
the SAA charity in Selby on the Bay.
Please join us for the fun!
6/12/99
Entry 1: 6/23/99
From: SAA President, Joy Long
Post: The SAA is looking for volunteers to help develop sports
groups for the Spring of 2000. We are currently considering
starting tennis, swimming and softball communnity teams. We hope
to develop enough support to field teams to compete outside of
the community, but at the start it will most likely be
intra-community play.
We have alot to accomplish if we wish to meet this goal, the SAA
needs community residents help, parents or otherwise. We need
donations of shirts, balls, bats, bases, banners and other misc
supplies.
Please help support this community charity effort!
The SAA accepts donations of cash,
saleable vehicles, watercraft, land, usable clothings and
household items. If you have something that you wish to donate
please contact the SAA President or
Treasurer.
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Last updated 8/26/99.