Constitution
INDEX:
- ARTICLE I - Name
- ARTICLE II - Purpose
- ARTICLE III - Membership
- ARTICLE IV - Officers
- ARTICLE V - Meetings
- ARTICLE VI - Amendments
- ARTICLE VII - Administration
- ARTICLE VIII - Projects
ARTICLE I - Name
The name of the organization shall be called the Ohio High School Baseball Coaches Association.
ARTICLE II - Purpose
The purpose of the organization shall be:
A. To unify all baseball coaches in the State of Ohio.
B. To promote High School Baseball.
C. To create an official line of communication with the Ohio High School Athletic Association.
D. To Foster higher Standards of professional proficiency and ethics.
E. To maintain a strong contact with local and national organizations of coaches of baseball.
ARTICLE III - Membership
Section I
There shall be three classes of membership. The classes will be Active, Associative, and Affiliated.
Section II
The Active membership will consist of all head and assistant baseball coaches actively engaged in the High School program and employed by the local Board of Education.
Section III
The Associative membership will consist of all junior high and middle school coaches actively engaged at the Junior High School.
Section IV
The Affiliated membership will consist of all college coaches, summer coaches, non-coaching personnel, umpires, news media, and other interested parties, including retired members of the association.
Section V
All members shall have the privilege of attending regular functions of the Association and participating in clinics. Members will have the privilege of holding office, voting on items concerning the Association, being selected for honors, awards etc., and conducting business meetings.
Section VI
Members of the Association shall pay annual dues as determined by the Board of Directors. The year will run from January 1 to December 31. Dues are payable to the Secretary-Treasurer no later than March 15th for membership.
ARTICLE IV - Officers
Section I
The officers of this organization shall be a President, two (2) Vice Presidents, and two (2) Secretary-Treasurers. Consultant, Poll Director & Historian are non voting officers.
Section II
Officers shall be elected by a majority vote of the Board of Directors. All members are eligible but first must be a member of the Board of Directors.
Section III
Terms of the President and the Vice Presidents shall be for one (1) year beginning and ending the night following the meeting of the Ohio High School Baseball Coaches clinic in February. The terms of the Secretary-Treasurer shall be for three (3) years beginning and ending following the meeting of the Ohio High School Baseball Coaches clinic in February. They shall serve with no compensation.
Section IV
The Past President shall serve as an ex-officio member of the Board of Directors for a one year term. He will coordinate the Hall of Fame. He will attend all meetings and serve as a consultant to the Board of Directors. He will be a voting member of the Board of Directors.
Section V
The President shall preside over all meetings with the authority to call any special meetings which he deems necessary. He shall be the liaison between the Association and the National Association. He will work with the Secretary-Treasurer as Executive Chairman of the All-Star Game and the State Clinic. He shall serve as Chairman of the scholarship Committee. He will present the opening and closing remarks for each newsletter.
Section VI
The First Vice President will be for one year. He shall preside at all regular and special meetings in the absence of the President. His main responsibility is chairman of the clinic. The following February he becomes President.
Section VII
The Second Vice President nomination and election shall be made at the October meeting of the Board Of Directors. He then will move up to First Vice President, then to President. His primary duty will be as director for the following year's All Star Series. He is also responsible for exhibitors at the clinic.
Section VIII
The Secretary-Treasurer shall be a dual office. He shall serve for a three (3) year term. Nominations and election shall be from the Board of Directors. He shall be responsible for all money matters concerning the organization, including membership dues, disbursements, and shall keep accurate records of all business matters that take place within the organization. He shall work closely with the President. He shall update and have available name tags and name plates for the officers and board.
Section IX
The Secretary-Treasurer Elect shall assist the Secretary-Treasurer for a three (3) year period. Upon the completion of three years he shall become the Secretary-Treasurer. He shall put the newsletter together three times per year. He is a non voting member of the board.
Section X
The poll director is a board appointed position. He shall organize the voting for the poll, the all-state teams, a news release concerning the poll, and awards at the end of the season dealing with the state poll. He is a non-voting member of the board.
Section XI
The Historian is a board appointed position for a three year term. This is a non voting position. The duties include attending the OHSBCA board meetings; assist Secretary/Treasurer in collecting past records; take pictures at the OHSBCA Baseball Clinic in February and the All-Ohio Series in June; do research on Hall-of-Fame nominees and make recommendations to the Board; store and distribute all clinic video tapes. This is a non-paying position. An annual review will be held by the Board of Directors and Officers of the performance of the Historian.
Section XII
The Consultant is a board appointed position for a three year term. It is a non voting and non paying position. Requirement for this position is that one must have served as President of OHSBCA. The duties for this position include serving as an advisor for the B.O.D and District Reps; assist as needed with the OHSBCA annual clinic and All-Star Series; attend OHSBCA board meetings and OHSAA Board of Control meetings. This position will serve as a liaison between organization and community.
Section XIII
In the event that the President cannot complete his term of office, the office shall be filled by the First Vice President and a election is held by the Secretary-Treasurer to fill the Second Vice President's seat from the Board of Directors. The election will be held at Board of Director's meeting. In the event the First Vice President cannot complete his term, the Second Vice President will complete his term and the election will be held for the Second Vice President's seat as mentioned above.
In the event the Second Vice President cannot complete his term, the Secretary-Treasurer will conduct an election as mentioned above to fill his position. In the Event the Secretary-Treasurer cannot complete his term, the Secretary-Treasurer Elect will complete his term. The President will conduct an election from the Board of Directors at the Board meeting. In the event the Secretary-Treasurer-Elect cannot complete his term, the President will conduct an election as mentioned above.
Section XIV
The OHSBCA will send a representative to the Ohio High School Athletic Association Board of Control meetings. The representative will be the consultant and/or member of the Board of Directors.
ARTICLE V - Meetings
Section I
The Ohio High School Baseball Coaches' Association shall meet one (1) time per year at the Association's annual state clinic. There will be a district meeting and if necessary a total membership meeting at that time.
Section II
The Board of Directors will meet four (4) times per year. The Fall meeting will be held the third Sunday in October. The Winter meetings (2) will be held the first day of the clinic (1) and the last day of the clinic (1). The spring meeting will be held during the All-Star Series. The Board of Directors and the Officers must attend two (2) out of four (4) sessions or may be replaced. An alternate can attend a Board of Directors' meeting to satisfy the Board of Director's obligation.
Section III
Special meetings may be called by the President as he deems necessary.
Section IV
Reimbursement of expenses incurred by travel shall be provided to the officers and board when there is a regular scheduled or an emergency meeting. Gas mileage money (20 cents per mile) will be provided to officer and/or officers attending Ohio High School Athletic Association meetings and OHSBCA's meetings.
Reimbursement of officers from expenses incurred while attending national conventions shall occur as determined by the Board Of Directors
ARTICLE VI - Amendments
Section I
The constitution shall be amended and recommendations of amendments may be determined by the Board of Directors with final passage determined by two-thirds vote of the members of the Board of Directors voting. The balloting shall be conducted by mail or at the regular meeting.
ARTICLE VII - Administration
Section I
The association will comprise itself of:
A. The Board of Directors will consist of the President, First Vice President, Second Vice President, Secretary-Treasurer Secretary-Treasurer Elect, the immediate Past President, the Poll Director, Consultant, Historian and two representatives form each of the following districts: Central, East, Southeast, Southwest, Northeast and Northwest. The representatives will be selected at the annual state clinic during the district meetings. The term for the district representative will be two (2) years with one representative being elected every year. The district from which the Second Vice President is elected will use their alternate to the Board of Directors.
B. The Board of Directors will comprise the governing body and adopt necessary by-laws.
C. The Poll Director is an appointed position for an undetermined period of time. The Board of Directors will appoint a new Poll Director.
The Board of Directors shall transact the official business of the organization and shall report its action through newsletters or via the web site to the total membership. The Board of Directors shall rule on any matters not covered by the Constitution.
Section II
The District Board Representatives duties are:
A. Collect information from their district for the newsletter or web site.
B. Attend Board of Directors meetings.
C. Attend OHSAA meetings.
D. Assist Director of the All-Star Series.
E. Attend Friday dinner with the All-Stars.
F. Senior Representative will conduct a meeting of their district during the clinic.
G. Junior Representative will assist the Senior Representative during that meeting.
H. Responsible for the selection of their district's All-Star Series players and coaches.
I. Have all forms available for their district coaches.
J. Handout awards to their district coaches at clinic.
K. Select coaches to vote during state poll. (by Dec. 1)
L. Update notebook and pass it down to next in line.
M. The Senior Representative will serve on the Scholarship Committee.
Section III
Nomination and election of the District Board:
A. The District areas includes all schools within the district as determined by the OHSAA.
B. Any member other than those serving as President, Vice Presidents, Secretary-Treasurers, and immediate Past President of the Association are eligible.
C. District representatives shall be elected for a two (2) year term, alternating so that one new member is added each year. Each District will have a Senior Representative and a Junior Representative. There is no restriction on the number of consecutive terms.
D. Each district should have an alternate representative.
E. Candidates shall be nominated by any member of the Association from the District.
F. Representatives shall be elected by a majority vote of those attending the District meeting held during the annual clinic.
G. If the representative cannot fulfill his term, the alternate will assume the responsibility of the position.
ARTICLE VIII - Projects
Section I
The State Baseball Poll
A. The OHSBCA Board of Directors shall employ a person to tabulate ballots, establish the code-a- phone system and web site, and report the results each week to the news media.
B. Have five (5) Fridays (two in April & three in May) that will serve as deadlines for the voting coaches. The sixth ballot will be the selection for the All-State Coaches poll team.
C. Thirty-two (32) coaches in each Division (I, II, III, IV) will be chosen buy the Poll Director and District Representatives to vote. The ballots will be sent to these coaches by the Poll Director.
D. Present plaques to the coaches and teams who finish #1 in the last (5th) poll. These awards will be given during the state clinic.
E. Have the voting coaches' names printed in the clinic program, the April newsletter and the web site.
F. Have the Poll Director who will coordinate the poll and communicate with the association.
G. Poll Director will breakdown voting by district, division and membership.
H. Poll Director will present reports to the board in October and June concerning the operation of the Poll.
Section II
Newsletters will be printed and mailed to each member by the Secretary-Treasurer Elect. The newsletters will be sent three (3) times per year. The newsletters will be sent in September, December and April of each year. The newsletters will be used to communicate all Association business and inform all members of baseball activities throughout the state. The following information is recommended:
A. The September newsletter (information deadline is August 1) includes:
1. President's comments.
2. Minutes from the Secretary-Treasurer.
3. Board of Director's directory.
4. Poll winners, State champs, final poll in all divisions and a voting application from the Poll Director.
5. Calendar for the year by the President.
6. District Representative's report.
B. The December newsletter (information deadline is November 1 includes:
1. President's comments.
2. Minutes from the Secretary-Treasurer.
3. Board of Director's directory.
4. District Representative's report.
5. Clinic information by the Clinic Director.
6. Any additional Poll news from the Poll Director
C. The April newsletter (information deadline in March 1) includes:
1. President's comments.
2. Minutes from the Secretary-Treasurer.
3. A list of the voting coaches in the State poll from the Poll Director.
4. All-Star Series information from the Second Vice President.
5. A clinic report from the Clinic Director.
6. Board of Director's directory
7. District representative's report.
8. A list of Scholarship winners from the President.
9. Hall of Fame report form the Past President.
10. Coaches' award winners (service & wins) from the Secretary- Treasurer.
D. The district representative's report shall include (own district's)
1. New coaches
2. Area clinics
3. Player and coaches accomplishments.
4. League champions
5. Any baseball happenings.
Section IV
The Service and Victory awards will be given association member coaches at the state clinic each year. The Victory award will go to coaches who have accumulated 100, 200, 300 and etc. varsity baseball victories during their coaching career. The Service award will be given an association member who has been an association member who have been an association member for 15, 20, 25, 30 and etc. years.
Section V
At least three (3) Scholarship awards will be presented each year by the Ohio High School Baseball Coaches' Association., The selection committee will consist of the President and the six (6) senior district representatives. Any Association member may nominate a candidate. The candidate must be a son or daughter of an active member of the state association for at least the current and previous five (5) consecutive years. The scholarship shall be given to graduating high school students who plan to attend a college, university, or other institution of higher learning. Factors such as financial need, scholarship achievement, leadership qualities, self reliance, athletic participation shall be considered. The scholarship shall be for one (1) year only. The grant will be for the current school year and is to be used for direct educational expenses (books, room, board and/or tuition). The check will be made out to the person receiving the scholarship when the President has received official notice that the winner has enrolled and completed one (1) term at the school of his or her choice. The amount of the scholarship shall be five hundred dollars ($500).
Important dates are:
1. Application forms will be distributed at the state clinic and on the web site (February).
2. Deadline to return application forms will be June 1 to President.
3. The selection committee will meet during June Board of Directors meeting day to distribute applications.
4. The Selection committee will meet in October to select the three or more (3) scholarship winners and three (3) alternates
5. A congratulatory letter will be sent to the three scholarship winners by the President. (RSVP) for the clinic banquet will be requested from each winner for them and their family).
6. The student scholarship winner will be recognized for their $500 scholarship during the clinic banquet (Friday).
Section VI
The Ohio High School Baseball Coaches' Association Hall of Fame will honor Ohio high school varsity baseball coaches and others for outstanding contribution to the development of Ohio High School Baseball. The person must be nominated and approved by the Board of Directors of the Ohio High School Baseball Coaches' Association. The criteria for nomination for a coach must accumulate ninety (90) or more points or be given special consideration by the Board of Directors for outstanding contribution to Ohio High School Baseball. All points must be earned by coaching in Ohio. An active baseball coach must have 20 or more years of coaching baseball in Ohio. Nominees may appear on the Hall of Fame list (if not selected) for three (3) consecutive years. At the conclusion of this time period, these nominees must be re-nominated. To be elected a nominee must receive a vote of seventy-five percent (75%) of those board members present. Voting board members shall vote for 5 or less nominees. The Hall of Fame is located at St. John's Arena at Ohio State University. Nominations may be made at any time, but the deadline for each year is June first. the selection voting will take place during the October Board of Director's meeting. The induction will take place at the state clinic banquet. The Past President will coordinate the selection, induction information to the Hall of Famer's family and new media, and send congratulatory letters to the inductees. The inductees and their families will be guest of the OHSBCA at the clinic banquet.
Revised - October, 1999
