LA CRESCENT YOUTH BALL (LYB)

BYLAWS

Updated November 19, 2025

MISSION STATEMENT

To provide a fun and competitive summer baseball/softball experience focused on teamwork, sportsmanship, and skill building.

TABLE OF CONTENTS

ARTICLE I — IDENTIFICATION AND AFFILIATION

1. Section 1: Identification
2. Section 2: Affiliation

ARTICLE II — PURPOSE

ARTICLE III — PLAYERS

1. Section 1: Participation
2. Section 2: Registration
3. Section 3: Fees

ARTICLE IV — ORGANIZATION

1. Section 1: Board of Directors
2. Section 2: Executive Board
3. Section 3: Participation

ARTICLE V — MEETINGS

1. Section 1: Regular Meetings
2. Section 2: Notice of Meetings
3. Section 3: Quorum
4. Section 4: Voting Rights
5. Section 5: Referendum

ARTICLE VI — LYB PROCESSES

1. Section 1: Registration Process
2. Section 2: Scholarship Process
3. Section 3: Rostering Process
4. Section 4: Coaching
5. Section 5: Umpires
6. Section 6: Game Schedules
7. Section 7: Practice Schedules
8. Section 8: Field Reservations and Maintenance
9. Section 9: Tournaments
10. Section 10: Equipment / Inventory

ARTICLE VII — DONATIONS AND FUNDRAISING

1. Section 1: Donations and Fundraising

ARTICLE VIII — BOARD POSITIONS AND DESCRIPTIONS

1. Section 1: President
2. Section 2: Past President
3. Section 3: Treasurer
4. Section 4: Secretary
5. Section 5: Equipment / Inventory Coordinator
6. Section 6: Concession Coordinator
7. Section 7: Tournament Director(s)
8. Section 8: Umpire Coordinator
9. Section 9: Player Development Director(s)

ARTICLE I — IDENTIFICATION AND AFFILIATION

Section 1: Identification

The name of the organization shall be La Crescent Youth Ball (LYB) and represents both summer baseball and softball.

Section 2: Affiliation

LYB is an organization operating in cooperation with and under control of a volunteer Board of Directors. Although there is a single board of directors, baseball board members or softball board members may meet independently on occasion regarding unique baseball or softball matters. The LYB is also affiliated with the Seven Rivers Athletic Association (SRAA).

ARTICLE II — PURPOSE

The purpose of La Crescent Youth Ball (LYB) is to provide recreational baseball and softball programming for area youth, ages 8 through 18. Youth will be provided exposure to the fundamentals of baseball and softball, as well as key concepts such as sportsmanship, teamwork and competition.

The purpose of the LYB Board of Directors is to provide leadership, support, and structure for the La Crescent boy's baseball and girl's fastpitch summer softball programs. Written guidelines for the board, coaches, parents, players, donors, affiliates, and the community will be identified, as well as guidelines for key processes.

ARTICLE III — PLAYERS

Section 1: Participation

Any youth living in or attending La Crescent-Hokah School District ISD #300 is eligible to participate provided he/she:

1. Attend practices, games, and tournaments most of the season
2. Communicate with coaches in a timely manner if/when unable to attend a scheduled practice, game, or tournament
3. Display appropriate respect towards coaches, umpires, teammates, and others

Section 2: Registration

For any youth to participate in LYB, they must provide a valid online registration form, proof of age upon request, fees and other materials required by the LYB Board. A registration deadline will be established by the board each year and is subject to change.

Section 3: Fees

Fees are to be determined by the board annually and will be posted on the LYB website before the registration period. There will be a family discount for two or more children of the same family registering in the same year. Fee amounts will be reviewed by the LYB Board annually. A quorum vote is required to make any adjustments to the registration or tournament fee schedules. A registration deadline will be established by the LYB board each year and is subject to change.

All past due and current fees must be paid in full before any player can be placed on a roster and before any player can practice or play with any team.

ARTICLE IV — ORGANIZATION

Section 1: Board of Directors

1. The Board of Directors is comprised of La Crescent area community volunteers. The board shall consist of no fewer than nine (9) members and no more than seventeen (17) members during any given year. Each board member will be responsible for a specific position. Board position descriptions are outlined in ARTICLE VIII.
2. The term for each board member is two years. Each board member will be evaluated by the executive committee at the end of a term. If both the board member and executive committee agree, he/she could opt to remain on the board on a year-to-year basis.
3. A board member must have at least 1 year of LYB board experience before becoming president-elect. The president position is a 2-year term. After the 2-year presidential term is completed, the board and president may mutually agree to an additional 2-year term. After the term is over, the president automatically becomes the past president and will serve another 1-year term. Baseball and softball should both be represented by the president/past president whenever possible. Baseball and softball should also be represented evenly throughout the board whenever possible.
4. Board terms and the LYB fiscal year will run October 1 – September 31.
5. The board positions, including the executive positions, will be identified at the September board meeting each year. Open positions will be filled as needed. Voting for executive board positions may be by show of hands or by private ballots, if necessary.
6. Any La Crescent community member living in the La Crescent-Hokah School District or family guardian of a student living in the La Crescent-Hokah School District is eligible to be on the LYB Board if space is available. Community members interested in joining the LYB Board can do so by submitting a letter of interest to a member of the executive committee.
7. If there is no space available on the board, a waitlist will be created and maintained by the president. As board members rotate off (terms end), community members on the waitlist will be contacted by the president and will be considered to join the board. Board members who are leaving the board will be asked to train new board members taking over responsibilities.

Section 2: Executive Board

The executive board shall consist of the president-elect, president, past president, treasurer, and secretary. The executive board positions are nominated and voted on by the LYB Board. Executive board terms will begin on October 1. A board member must have one year of board experience before becoming president. Position descriptions for the executive board can be found in ARTICLE VIII.

Section 3: Participation

Members of the Board of Directors are expected to:

1. Attend and participate in regularly scheduled meetings. Absence of three or more board meetings can result in expulsion from the board.
2. Attend and participate in regularly scheduled tournaments in accordance with their board position.
3. Support and promote the LYB program throughout their tenure.
4. Choose a board position and provide leadership, structure, and communication with players, parents, coaches, umpires, community members, donors, board members and others as needed throughout their term to meet the responsibilities of that position.
5. Submit a written resignation from the board if they are unable to meet their obligation.

ARTICLE V — MEETINGS

Section 1: Regular Meetings

Regular board meetings shall be called and facilitated by the president and held at such times and places as they designate. Minutes will be taken at each meeting and disbursed to the board in 1–2 weeks by the secretary. Minutes will be approved at the following meeting.

Section 2: Notice of Meetings

A notice of all meetings shall be provided via email to all board members at least one week prior to the meeting. It is the responsibility of each board member to provide the president with a valid email address.

Section 3: Quorum

A majority of the board members (50%) at a meeting shall constitute a quorum.

Section 4: Voting Rights

Only current board members have voting rights.

Section 5: Referendum

Community members can submit matters of interest and/or board meeting agenda items to an LYB board member and it will be forwarded to the president for consideration to be added to a future meeting agenda.

ARTICLE VI — LYB PROCESSES

Section 1: Registration Process

1. The minimum age for any baseball player is 8 years old and the maximum age is 14 years old on April 30.
2. The minimum age for any softball player is 8 years old and the maximum age is 18 years old on January 1.

Registration Fees

Registration fees are as follows and subject to change. Registration fees are voted on each year by the board.

Registration fees are non-refundable. Exceptions regarding refunds may be documented if there are medical issues or if a player is unable to be placed on a roster due to space.

Family Maximum

The family maximum is $350.00.

Volunteer Fees

Each family is required to commit 4 hours of volunteer time each season. $150 is charged during the registration process towards volunteer fees. The amount of volunteer hours required by each family will be determined before the season begins and will be posted on the LYB website. Volunteer hours may be used to perform various duties as expressed by the board including, but not limited to:

1. Managing concession stands
2. Field maintenance
3. Setup and tear down at tournaments and other events

Each team may have a head coach, assistant coach, and a parent rep count towards volunteer hours. If the head coach elects not to have a parent rep, they can designate another assistant coach to count towards volunteer hours. A maximum of 3 per team count towards volunteer hours.

Families with a member that volunteers to coach a team during the season will be exempt from committing to additional volunteer hours. However, volunteering to assist at one practice will not satisfy a family's volunteer obligation.

The volunteer fee will be refunded at the end of the season if all the volunteer hours have been satisfied. Volunteer hours will not be prorated. The parent or guardian who registered the child and is listed on the registration form will receive the payment.

Section 2: Scholarship Process

1. Scholarship applications are available on the LYB website and are due at the end of the registration period. Scholarships are available for families who are experiencing financial hardship, qualify for free or reduced lunches through the school, are experiencing medical issues or job loss. Other qualifying factors are reviewed by the LYB board on an individual basis.
2. The board will vote on each scholarship applicant. If approved, the secretary will contact the scholarship applicant and advise of the approval.

Section 3: Rostering Process

After the registration deadline, the board convenes to review all online registration forms. Baseball board members may form a roster committee to meet independently to roster baseball teams. Softball board members may form a roster committee to meet independently to roster softball teams. Teams are organized by age and rosters are created based on the number of registrations for each group.

It is the philosophy of the board to keep players in the same grade level together whenever possible. The ideal team rosters are between 11 and 13 players. However, the number of registrants at each age level will be the single largest determining factor in roster size. Some exceptions may be made due to special circumstances.

Each team also has the option to participate in a lower-level division or an upper-level division dependent on player eligibility. The board determines team level based on coach feedback and prior season success rates. Players may request to play at a level ahead of their age group but may not play at a level below their age group. Requests for players to move ahead of their age group will be reviewed and determined by the LYB board.

Once rosters are determined, the LYB board will schedule and host a coach's meeting. Coaches will be given an electronic binder with important season information, as well as a roster with player and parent information. Coaches will also pick up their team equipment at the coaches meeting. Coaches are responsible for contacting their team members and parents immediately after receiving their team roster. All rosters must be submitted to the Seven Rivers Athletic Association in compliance with their deadlines each year.

Section 4: Coaching

Coaches in the LYB Program are volunteers. Parents interested in becoming a coach should note this on the player's registration form or contact a board member. Many teams have more than one coach to help balance the workload. Coaching responsibilities include but are not limited to:

Communication

Communicating with players and parents regarding practices, games, and tournaments. This is a critical piece of being a successful coach! Successful coaches will explain to players and parents how they will be communicating (the board strongly recommends creating and using a comprehensive email distribution list) and how they want to be communicated with (email, phone, text). Coaches should clearly identify how changes to practice schedules or cancellations due to inclement weather will be addressed. It is always better to over-communicate (send reminders) than under-communicate.

Equipment

Coaches may request specific equipment with the board equipment coordinator and each request will be considered. All equipment/inventory purchased by the LYB program belongs exclusively to LYB. Equipment will be collected by the coaches and turned into a board member at the conclusion of the season.

Practices

Organizing and facilitating practice schedules. Coaches at all levels are required to work collaboratively with board members to create a practice schedule that meets everyone's needs.

Rules

Coaches are responsible for reviewing and understanding the rules and regulations for their team (age level, division) as documented by the Seven Rivers Athletic Association (SRAA).

Tournaments

Coaches are allowed a financial allotment for tournaments each year.

If teams run over the designated allotment, they are encouraged to contact the LYB board to discuss their options.

Coaches are responsible for identifying appropriate tournaments, checking availability of players, and submitting the proper registration forms and roster information to the treasurer at least a week prior to the registration deadline. The treasurer will submit the registration forms, along with payment. Coaches must also communicate tournament information with players and parents in a timely manner.

Competence and Skill Building

All coaches are expected to be competent in baseball and/or softball skills at a level that is appropriate for the team (level) they are coaching. If a coach would like to increase their competence in any skill area and is interested in coaching training opportunities, please contact a board member.

Concussion Training

All coaches are responsible for completing state-required concussion training every 3 years. The concussion training link is available on our website: www.lacrescentsummerball.org. The secretary is responsible to review head coaches, assistant coaches, and parent reps who need concussion training.

Background Checks

All new coaches are subject to a background screening, to be reviewed by the LYB Board. Potential coaches' eligibility is subject to the discretion of the board after the review of the background check. The secretary is responsible to review head coaches, assistant coaches, and parent reps who need a background check.

Section 5: Umpires

LYB hires student umpires each season for both baseball and softball. Prospective umpires must be at least 12 years of age as of May 1 and must submit an application prior to consideration for hire. The umpire coordinator will coordinate the umpire hiring, scheduling and supervision process and the spring umpire clinic. Umpires are expected to be available June 1 – July 31 to work evening games.

LYB will provide umpire equipment, which includes but is not limited to a protective mask, chest pads, and shinguards. The umpire coordinator is responsible for working with the treasurer and the equipment coordinator regarding the purchase of new umpire equipment. The umpire coordinator will develop, implement, and train all parties regarding the processes related to umpire scheduling, supervision, payments, etc.

The umpire coordinator and the treasurer will collaborate to ensure umpires are paid accurately at the mid-point of the season (approximately July 1) and at the conclusion of the season (approximately August 5). Umpire fees are determined by the board annually and will be communicated to the umpires before the season starts. Fees may be different for tournaments compared to regular league games.

Umpires will not be provided free beverages or food during regular league games. Umpires may be given tickets for a beverage and/or food item during tournament games.

Section 6: Game Schedules

Game schedules are created by the Seven Rivers Athletic Association (SRAA) based on rosters submitted by the LYB program. For details about games or other related information, please visit https://www.bgclax.org/sraa.

Section 7: Practice Schedules

LYB suggests that coaches hold two practices per week in addition to games and tournaments. Practice schedules for baseball and softball are coordinated by coaches and the LYB Board. Practice schedules are subject to change throughout the season. Please keep in mind that with limited resources (fields) and with numerous schedules to consider, it is often impossible to accommodate all players, parents, and coaches regarding practice requests.

Section 8: Field Reservations and Maintenance

The field scheduling coordinator is responsible to reserve fields prior to the start of the season. It is recommended to reserve fields as early as January.

1. Baseball: City fields include Abnet North & South, Old Hickory, and Vets. School fields include JV and Eagle.
2. Softball: The school field is the high school field. City fields include Vets, Old Hickory and Abnet.

School fields (including the high school field) are reserved through the La Crescent Community Education Office. City fields (Old Hickory, Abnet and Vets) are reserved through the City of La Crescent. There is no fee for use of city or school fields.

Section 9: Tournaments

Coaches are responsible for identifying at least two age and division appropriate tournaments to participate in. Coaches are also responsible to submit the proper registration forms and roster information to the treasurer at least a week prior to the registration deadline. The treasurer will submit the registration forms, along with payment. Coaches must also communicate tournament information with players and parents.

If a coach wants to participate in more than two tournaments per year, they must first check availability of players and funding with the board before registering for the tournament(s).

Section 10: Equipment / Inventory

The equipment coordinator is responsible for working with coaches and other board members to identify equipment and/or inventory needs and submitting equipment/inventory purchase requests to the board. Coaches may request specific equipment to the equipment coordinator. Each request will be considered based on total program needs and available funds. All equipment/inventory purchased by LYB belongs exclusively to LYB. Equipment will be collected by the coaches and turned into the equipment coordinator at the conclusion of the season.

1. Baseball: LYB provides players with a hat and jersey for all age levels. Baseball players must provide their own pants, belt, socks, cleats, and glove.
2. Softball: LYB provides players with a visor/headband and jersey for all age levels. Softball players must provide their own black shorts, socks, cleats, and glove.

LYB provides a couple of team bats and helmets. However, it is preferred that each child has their own bat and helmet. Once equipment is issued to a team, coaches are encouraged to determine that the equipment is properly sized. Any LYB-issued equipment that needs to be replaced during the season must be communicated to the LYB board as quickly as possible.

ARTICLE VII — DONATIONS AND FUNDRAISING

Section 1: Donations and Fundraising

All donations made to LYB will be used responsibly by the board to promote the mission of the program.

Thank you and solicitation letters to current donors will be sent by the sponsorship coordinator in January. Solicitation letters to past, new and/or prospective donors will be preapproved by the LYB Board and sent by the sponsorship coordinator in January or February.

Sponsorship checks can be made payable to LYB and mailed to:

LYB

PO Box 128, La Crescent, MN 55947

ARTICLE VIII — BOARD POSITIONS AND DESCRIPTIONS

Section 1: President

1. Schedule, call and facilitate board meetings
2. Represent the LYB program at independent league meetings
3. Liaison with the City of La Crescent, Independent School District #300, and the Seven Rivers Athletic Association (SRAA)
4. Responsible for communications to board members, families and the La Crescent community on behalf of the LYB board
5. Collect and submit all required paperwork to SRAA
6. Coordinate annual coaches' meeting (baseball and softball)

Section 2: Past President

1. Provide the new president with guidance on league communication, problem resolution, team registration with the Seven Rivers Athletic Association (SRAA) and umpire coordination
2. Provide support and guidance (mentoring) to the new president and baseball and softball coaches as needed

Section 3: Treasurer

1. Liaison with Merchants Bank
2. Responsible for online banking and other banking services, as well as supervision of credit lines (Merchants, Heth's Hardware, etc.)
3. Report on the financial status to the Board at each meeting
4. Collaborate with the Umpire/Field Maintenance Coordinator to ensure all umpires are paid appropriately, fairly and on time
5. Pay approved invoices and/or bills as approved by the Board
6. Collect and turn in revenues from various sources to the LYB account, including but not limited to:
7. Registration fees
8. Tournament income (see Tournament Director section for additional information)
9. Donations
10. Fundraiser income
11. Concession stand income
12. Penalties of families' failure to meet the required volunteer hours

Section 4: Secretary

1. Take minutes at board meetings and distribute to board members via email in 1–2 weeks after the board meeting
2. Update and maintain the bylaws as approved by the board
3. Document concussion and background training for all LYB coaches and board members
4. Website manager
5. Monitor all online registration information and use the database to help establish player rostering
6. Responsible to send Facebook and SportsEngine communications to all players, parents, and coaches

Section 5: Equipment / Inventory Coordinator

1. Responsible for creating and updating the baseball and softball inventory
2. Responsible for maintaining and storing all equipment to organize and prepare equipment for distribution prior to the start of each season
3. Report and update the board regarding inventory needs along with costs associated with equipment needs; make recommendations regarding what inventory should be retired (dispose of or sell) each season
4. Order new equipment as needed – equipment includes but is not limited to:
5. Jerseys
6. First aid kit
7. Hats, visors, headbands
8. Catcher's gear (helmet, shin guards with knee savers, chest protector)
9. Helmets & equipment bag(s)
10. Practice balls (carrying bag or bucket)
11. Game balls
12. Scorebooks
13. Research and order new items (costs, negotiate shipping, bulk orders)
14. Pick up and distribute inventory
15. Submit invoices to the treasurer
16. Responsible for distributing and collecting (check in/out process) keys to all parties as needed each season (board members, coaches, volunteers, and others as needed)

Section 6: Concession Coordinator

1. Responsible for collaborating with the treasurer regarding all concession purchases and sales, and for providing financial updates at each board meeting
2. Coordinate the cleaning/opening of each concession area prior to the season start and identify what supplies are needed for the season; purchase supplies as needed
3. Responsible for creating a volunteer concession committee before the season begins and supervising this committee to ensure that all baseball and softball concessions – for both season and tournament games – are staffed and supplied with the necessary items. Items include but are not limited to:
4. Food products, utensils, cash boxes and change, menus, opening and closing instructions
5. Contact information, league rules and umpire information
6. Coordinate the cleaning/closing of each concession area at the end of each season – selling leftover product whenever possible and finding somewhere to store non-perishable items
7. Liaison with Pepsi regarding beverage purchases and returns for the season

Section 7: Tournament Director(s)

1. Responsible for identifying all tournaments and tournament dates with the LYB Board
2. Create and/or update tournament information (flyers, rules, registration forms) as needed and provide electronic copies to the secretary to be posted on the web
3. Send flyers and other information to the Seven Rivers Athletic Association (SRAA) and other sources as needed for tournament promotion in a timely manner
4. All tournament registrations should be sent to the LYB PO Box; the treasurer will document and deposit tournament registration fees, and registration forms will then be forwarded to the tournament director in a timely manner
5. Responsible for creating brackets for each tournament and providing the board with brackets/registration information at least 10 days prior to each tournament (the secretary will post brackets on the website)
6. Email all participating team coaches a “welcome” message and a copy of the tournament rules and brackets (link to website) at least 10 days prior to the tournament date
7. Create and distribute rules and oversized brackets to the Concession Coordinator at least 2 days prior to each tournament
8. Recruit, coordinate and supervise volunteers as needed to ensure all tournaments are run smoothly (reminders and other clear communication, instructions, expectations, set up, day-of activities, clean up and thank you)
9. Collaborate with the Umpire/Field Maintenance Coordinator, Concession Coordinator and other board members as needed
10. Work with the City of La Crescent to ensure bathrooms are opened and stocked appropriately for all tournaments and that the garbage is taken care of properly
11. Responsible for posting tournament brackets at each concession stand at each tournament and ensuring there are tournament “packets” at each concession stand for each tournament. Packets include but are not limited to tournament rules, brackets, tournament director contact information, concession instructions, concession menus, umpire payment information, and volunteer food/beverage policy information

Section 8: Umpire Coordinator

1. Update and distribute umpire application (including parental/medical waiver)
2. Recruit umpires during the registration process
3. Collect umpire applications and hire umpires for the season
4. Create and implement a scheduling process for all umpires
5. Create and implement a payment process for all umpires (coordinate with treasurer)

Section 9: Player Development Director(s)

1. Coordinate baseball & softball skills day (tryouts)
2. Coordinate pre-season open gym offseason practices
3. Work with coaches as requested on suggested practice drills and formatting