DYLC Board Members

BYLAWS

OF

Deerfield Youth Lacrosse Club

an Illinois non-profit 501[3](c) Organization

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ARTICLE I

Name, Purpose and Objectives

Section 1. Name. The name of this non-profit organization shall be Deerfield Youth Lacrosse Club., hereafter referred to as the “DYLC Board” .

Section 2. Purpose. The purpose of the DYLC Board is to employ the time, talents and resources of our parents, coaches and athletes to develop and improve the infrastructure of the programs within Deerfield Youth Lacrosse Club.

Section 3. Objectives. The objectives of the DYLC Board are: 1) provide financial support for operational and capital expenses through fundraising activities as it relates to supporting the needs of Deerfield Youth Lacrosse Club. 2) provide organizational support to coaches and staff through volunteer efforts. 3) provide financial accountability to its members.

ARTICLE 2

Membership 

Section 1. Membership. Membership on the DYLC Board is open to all members of the Deerfield Youth Lacrosse community, 18 years of age or older, who will accept and abide by these by-laws and who desire to support the purpose of this organization. 

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Section 2.Members Right to Privacy. Any personal information gathered or requested by the DYLC Board is for the sole use of the DYLC and will not be made available to any other organization.

ARTICLE 3

Board of Directors and Officers

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Section 1. Officers. The officers shall consist of the President, Secretary and Treasurer.

Section 2. Members at Large. The Board of Directors will include no more than eight (8) members and no less than five (5).

Section 3. General, Annual and Notice of Meetings. The Board will meet from time to time at its own discretion. An annual meeting of the Board of Directors shall be held in January, May, July and October of each year unless changed by the Board of Directors. Notice of the Annual Meetings shall be given at least fifteen (15) days in advance in a manner determined by the Board.

Section 4. Election. The officers and the at-large members shall be elected by a majority of the voting membership present at a Annual Meeting. All elected officers, at-large and standing committee chairs must be current members of the DYLC Board.

Section 5. Nominations. The President, with concurrence of the Board, shall present a slate of nominees (who have agreed to serve) for positions of officers and at large members with reasonable notice prior to a Annual Meeting. 

Section 6. Vacancy. The President shall appoint any vacancy other than the Presidency. A vacancy in the office of the President shall be filled by a majority vote of the Board at their first meeting after the vacancy occurs.

Section 7. Duties of Officers. The President shall preside over all meetings, appoint standing committee chairpersons with the concurrence of the Board, appoint and/or dissolve all other committees as required, serve as primary spokesperson for the DYLC Board, except as otherwise specified, and direct the DYLC Board goals and budget performance. The Secretary shall keep a record of all DYLC Board meetings. The secretary will also manage the master list of all the volunteers. The Treasurer shall maintain a complete set of books of account in accordance with generally accepted accounting principles and practices. The Treasurer will provide a financial report at all Annual meetings.

Section 8. Duties of At Large Members. At Large Members will be responsible for overseeing activities related the mission of Deerfield Youth Lacrosse Club such as but not limited to fund raising and recruitment.

Section 9 (added 3/2020).   Director Attendance.  All Directors must attend at least 75% of the meetings and events.   If this requirement is not met, the Directors can ask for delinquent Directors immediate resignation.   Should this take place the Directors will refer to Section 8 of this Article for the replacement process.

ARTICLE 4

Standing Committees (added 9/2021)

Section 1.Standing Committees. Standing Committees are those required to function throughout the year. Chairpersons shall be appointed by the President, subject to the approval of the Board. Standing Committee Chairpersons shall recruit as many members as necessary to accomplish the responsibility of the Committee. The Chairperson shall also keep a historical file of the year’s proceedings,  vendor contacts, etc., to be turned over to his/her successor. Standing Committees and their primary functions follow.

Section 2.Fundraising Committee. The Fundraising Committee will oversee all current activities and events and recommend new activities and events that might further DYLC mission. The committee will track planned events to avoid scheduling conflicts. The Fundraising Committee shall recruit and schedule parent volunteers to work each specific activity and event. The committee will record all donated time and record all expenses and revenues for each event. They will also be in charge of procuring all provisions required for each event. Events under the committee’s oversight include, but are not limited to, concessions, spirit shops and ticketed events.

ARTICLE 5

Finances

Section 1 .Budgets. Annual budgets will be created in January and approved by the board before the Spring Season starts. The Treasurer will be responsible for creating the budget based on prior year activity and expected revenues and expenses known at the time. Budgeted expenses may never exceed budgeted revenues unless a reserve exists in the general fund that would cover the difference. However, a general fund reserve of at least 5% of the previous year’s expenses must be maintained.

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ARTICLE 6

Amendment of These By-laws

Section 1.Proposed Amendments. Amendments to the By-laws are to be submitted in writing at a regular Board Meeting prior to a Annual Business Meeting. Notice of the amendments shall be publicized by the web site or e-mail to the membership at least two weeks prior to a Annual Business Meeting.

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