ARTICLE V - GOVERNMENT
SECTION 1. PCAA shall be managed by a Board of Directors (BOD) The PCAA Board of Directors consists of:
President
Vice President Operations
Vice President Baseball
Vice President/Commissioner Softball
Treasurer
Fundraising Manager
Administration & Communication Manager
Registration Manager
Fields & Facilities Manager
Marketing Manager
Commissioner of Majors/Minors
Commissioner of Coach Pitch
Commissioner of T-Ball
SECTION 2. Each BOD Member:
1. Must be 18 years of age or older and an Active member or Special Member of PCAA.
2. Must not use their position to the detriment of PCAA or to their own benefit.
3. May be removed from their board position by a Full Board Vote of the BOD whenever in their judgment the best interests of PCAA will be served by the removal.
SECTION 3 The following BOD positions are elected to two (2) year terms. To maintain continuity within the BOD election of 2 year BOD members is staggered in odd and even years
President (odd years)
Vice President - Operations(even years)
Treasurer (even years)
Administration & Communication Manger (odd years)
Registration Manager (even years)
Fundraising Manager (odd years)
Fields & Facilities Manager (even years)
Marketing Manager (odd years)
SECTION 4 The following BOD positions are elected annually to one (1) year terms.
Vice President Baseball
Vice President/Commissioner of Softball
Commissioner of Majors/Minors
Commissioner of Coach Pitch
Commissioner of T-Ball
SECTION 5 Any BOD positions left unfilled after the BOD election process has been completed can be filled by appointment by the BOD. Positions filled by appointment must be filled via a Full Board Vote of the BOD. Duties of any BOD positions that remain unfilled will be distributed amongst existing BOD members. BOD members may hold multiple positions on the board.
SECTION 6 Committee Chairs are appointed by a Full Board Vote of the BOD. Committee Chairs should be nominated by an existing BOD member. Committee chairs may include, but are not limited to those listed in PCAA Policy on Committees. Committee Chairs can attend BOD meetings by request and/or invitation according to the PCAA Policy on Committees.
SECTION 7 Any BOD Member can nominate an Active Member to become an assistant to his/her position. A Full Board Vote of the BOD is required to approve a BOD assistant. A BOD assistant can be assigned tasks that would normally be completed by the BOD Member. The Assistant can attend Board meetings in place of the BOD member but has no voting privileges. The BOD Assistant can also attend BOD meetings by request and/or invitation according to the PCAA Policy on BOD Assistants.
SECTION 8. Any BOD member of the Board who shall cease to hold membership in the PCAA shall cease to be a member of the Board of Directors.
SECTION 9. The Vice-President-Operations, at the request of, in the absence, disability, or resignation of the President, shall act in his stead.
SECTION 10 All officers shall perform the duties outlined in these By-Laws, in the written PCAA Policy on Board member Responsibilities and those assigned during the course of their term in office and shall deliver to their successors all official materials prior to the meeting at which the new officers preside.
ARTICLE VI – MEETINGS
SECTION 1 General Membership Meetings
1.The BOD will schedule two (2) General membership meetings each year. The Summer annual meeting will be scheduled in June or July, the Winter annual meeting will be scheduled in October or November. Additional General membership meetings may be called by a Full Board Vote of the BOD (Board of Directors).
2.Notice of any General Membership meetings must be given to the membership in accordance with PCAA Policy on Internal Communication
3.Each Active Member shall be entitled to one vote on each item brought before the membership during all general meetings
4.Absentee and proxy votes will not be accepted.
5.At any General Membership Meeting any issues that require a vote by the membership during such a meeting will pass or fail on a simple majority vote of the Active Members in attendance.
SECTION 2 Board of Directors’ Meetings
1.Meetings of the BOD are scheduled on a quarterly basis to facilitate the business of properly operating PCAA.
2.Additional BOD meetings may be scheduled on an “as needed” basis.
3.Board meetings are scheduled by the president and notice of any BOD meetings must be given to the BOD & membership in accordance with PCAA Policy on Internal Communication.
4.A board meeting can also be scheduled by the request of three (3) current board members. Once requested the President must schedule the meeting and give the required notice to BOD members
5.Each board member except the President has 1 vote on all issues brought before the board regardless of the number of BOD positions held. Absentee/proxy votes are allowed in accordance with PCAA Policy on Absentee/Proxy Votes
6.The President will only cast a vote if required to break a tie
7.Any board member should recuse themselves from voting on issues which could directly benefit or impact the board member or their family.
8.Any board member must recuse themselves from voting on issues which could financially impact the board member or their family.
9.BOD Meetings require a Quorum to officially undertake PCAA business
10. A quorum requires a minimum of 2/3 of the BOD be present or represented by proxy. When determining if a quorum exists the number of BOD members x 2/3 is rounded down to the next whole number.
11. A simple majority is required to carry a vote unless otherwise specified within the PCAA By laws or PCAA Policies.
12. BOD votes are divided into two (2) categories. Unless otherwise specified within the PCAA By Laws or PCAA Policies all board votes are Quorum votes.
a. Category 1 Full Board Vote - requires all members of the BOD cast a vote
b. Category 2 Quorum Vote – requires a quorum of BOD members be in attendance and vote
13. Any active member may attend a BOD meeting by submitting a written request in accordance with PCAA Policy on BOD Meetings. It is the responsibility of the President to notify all BOD members should an Active member make such a request.
ARTICLE VII – ELECTION OF BOARD OF DIRECTORS
SECTION 1 BOD elections will take place during the Winter General Meeting.
SECTION 2 Each Active Member shall be entitled to one vote in the election of each member of the BOD. BOD election will be by secret ballot.
SECTION 3 Absentee and proxy votes will not be accepted.
SECTION 4 BOD members are elected by a simple majority vote of the Active Members in attendance.
SECTION 5 Each General Member shall be entitled to make one nomination per open seat for BOD Elections.
SECTION 6 Nominations must be made in person at the General membership Meeting
1. Nominees must be Active or Special Members of the General Membership.
2. Nominees must be present and accept the nomination in person
3. Joint or “co” nominations are not allowed
