CONSTITUTION OF WHITEMARSH LITTLE LEAGUE
FORWARD
Whitemarsh Little League (hereinafter referred to as "WLL") is a non-profit organization of volunteers dedicated to promoting, developing, supervising, and assisting in all lawful ways the interests of children wishing to participate in Little League Baseball.
WLL is the chartered local unit of Little League Baseball, Inc. (hereinafter referred to as "LLBI").
WLL shall remain non-political and shall not endorse any candidate for political office.
WLL is not and shall not be affiliated with any other program or organization, nor shall it operate any other program without the express permission of LLBI.
The framework for the operation of WLL is described in the "Official Playing Rules and Regulations" published by LLBI, which are binding on WLL. Local rules that do not conflict with LLBI regulations may be adopted by WLL.
BY-LAWS OF WHITEMARSH LITTLE LEAGUE
ARTICLE 1.0 – OBJECTIVE OF WLL
1.0 The objective of WLL is to implant firmly in the youth of Whitemarsh Township the ideals of good sportsmanship, honesty, loyalty, courage, and respect for authority so they may be well-adjusted, stronger, and happier children and will grow to be decent, healthy, and trustworthy citizens.
2.0 To achieve this objective, WLL will provide a supervised program of competitive baseball games under the rules and regulations of LLBI and the adopted rules and regulations of WLL. The non-player members of WLL shall hold the quality of leadership provided to players as the primary objective. The development of exceptional athletic skill or winning games is secondary.
ARTICLE 2.0 – AFFILIATION
2.1 WLL shall annually apply for a charter from Little League Baseball, Incorporated, and shall do all things necessary to obtain and maintain such charter
2.2 WLL shall operate in accordance with the rules, regulations, and policies of LLBI. Local rules, ground rules, and bylaws shall be adopted by the Board of Directors and shall not conflict with the rules and regulations of LLBI.
BASEBALL PROGRAM DIVISIONS:
- Quickball: 5-year-olds
- Coach Pitch: 6-year-olds
- Machine 7: 7-year-olds
- Machine 8: 8-year-olds
- AA: 9-year-olds
- AAA: 10 & 11-year-olds
- Majors: 11 & 12-year-olds
- Challenger: 5 to 18-year-olds
- Fall Ball: All age groups
ARTICLE 3.0 – MEMBERSHIP
3.1 Any person sincerely interested in active participation to achieve the objectives of WLL may apply to become a Member.
3.2 There shall be the following classes of Members:
(a) Player Members – Any player candidate meeting the requirements of LLBI who resides within the approved boundaries of WLL. Player Members may register during WLL’s open registration period.
(b) Operating Members – Any adult person actively interested in furthering the objectives of WLL. The Vice President shall maintain the official Membership Roll of WLL, which includes a record of all operating members, their attendance and membership status within WLL.
3.3 Any person may become an Operating Member after attending two (2) regularly scheduled meetings within any twelve (12) month consecutive period.
3.4 Operating Members who maintain their membership by regular attendance at meetings and payment of membership dues if any shall be considered members in good standing. The number of operating personnel is unlimited.
3.5 Operating Members who are absent for three (3) consecutive regularly scheduled meetings may be removed from the membership rolls by a two-thirds vote of those operating members in good standing and voting.
3.6 Operating Members in good standing will receive all league mailings and be permitted to vote at all meetings.
3.7 Any Operating Member in good standing may seek to be elected to the Executive Board of Directors.
3.8 Elections for the Executive Board shall occur by ballot or voice vote of the Operating Members at the Annual Meeting. A simple majority vote of Operating Members is required to be elected.
ARTICLE 4.0 – EXECUTIVE BOARD OF DIRECTORS
4.1 The management of the property and affairs of WLL shall be vested in the Executive Board of Directors.
4.2 The Executive Board shall include five (5) elected officers, with voting rights granted to those positions as specified in these bylaws.
ARTICLE 5.0 – DUTIES AND RESPONSIBILITIES OF THE EXECUTIVE BOARD
5.1 The Executive Board shall be the governing body of "WLL" and shall be responsible for the management of the property and affairs of "WLL."
5.2 The Executive Board shall have the power to remove any officer by a majority vote.
5.3 The Executive Board to ensure that the “WLL program” is maintained to operate at its highest level. The Executive Board may, by majority vote, temporarily authorize an elected officer to assume additional duties outside their standard responsibilities, when necessary due to vacancies or limited personnel.
5.4 Discipline, suspend or expel any non-player member of "WLL" for violations of the spirit or letter of the "Objectives of WLL" as described in Article 1, by majority vote of the Executive Board, subject to ratification by simple majority, of all Operating Members at the next regularly scheduled meeting.
5.5 Reviews coaching volunteer registration forms and appoints head coaches for each division by a majority vote.
5.7 The Executive Board shall consist of the following members
PRESIDENT of WHITEMARSH LITTLE LEAGUE
● Presides over the Executive Board and all meetings.
● Assumes full responsibility for the overall operation of WLL.
● Serves as the liaison with LLBI, ensuring communication and compliance.
● Briefs all league personnel on rules, policies, and procedures.
● Receives and addresses all protests per LLBI rules.
● Temporarily suspends members as necessary, pending Board decision.
● Nominates candidates for vacated roles.
● Reviews and approves purchases and financial commitments.
● Signs LLBI charter applications and certifies player ages.
● Approves all league publicity and appoints special committees.
VICE-PRESIDENT
● Records and maintains official minutes of all meetings.
● Notifies members of scheduled meetings.
● Maintains official records of league activities.
● Presides in the President's absence.
● Establishes meeting agendas in coordination with the President.
● Maintains the official Membership Roll, including attendance and membership status.
TREASURER
● Signs and deposits checks and league funds.
● Disburses funds as authorized by the Board.
● Maintains financial records and submits financial reports upon request or as needed.
● Prepares annual and project-based budgets as requested.
● Submits necessary local, state, and federal financial filings.
● Presides in the absence of the President and Vice-President.
PLAYER AGENT
● Organizes league divisions and schedules registration.
● Oversees tryouts, evaluations and drafts.
● Verifies player eligibility, age, and residency.
● May approve or deny, on a case by case basis, a player member’s request to play in a division not aligned to their baseball age.
● Maintains player records and submits rosters to LLBI.
● Coordinates, runs and is responsible for the annual player’s ranking meeting for all applicable divisions.
● Oversees tournament team formation and rule compliance.
MASTER SCHEDULER
● Develops seasonal game schedules for all divisions.
● Aligns schedule format with operating personnel in March.
● Distributes final schedules to the Umpire-in-Chief and Commissioners 15 days before the season starts.
● Manages and decisions game reschedules due to weather or player conflicts. The Master Scheduler shall promote fairness to all members of the teams; games shall not be re-scheduled or postponed for the reason of one child’s absence or the coaches child’s inability to be in attendance.
ARTICLE 6.0 – NOMINATIONS AND ELECTIONS of OFFICERS
6.1 Officers of WLL shall help administer the annual operations of WLL.
6.2 Any Operating Members in good standing may volunteer and/or be nominated as an Officer of WLL.
6.3 Upon election of the Executive Board, The President shall submit a slate of Officer candidates to the Operating Members. This may occur at the Annual Meeting or any subsequent meeting until each Officer position is filled.
6.4 Officers of WLL are elected by simple majority vote of the Operating Members by either ballot or voice vote.
6.5 Additional nominations for Officers of WLL may be made from the floor at the Annual Meeting or any subsequent meeting until each Officer position is filled.
6.6 Upon appointment as an Officer of WLL, the Officer shall serve in their capacity for 1 year. Officer terms begin September 1 and conclude August 31 of the following year.
6.7 Officers of WLL may be re-elected to the same office without limitations to the number of terms.
6.8 Officers of WLL shall consist of the following elected positions; the below descriptions are only a summary of roles and responsibilities, Officers of WLL are not limited to the bullet points below.
COMMISSIONERS (All Divisions)
● Attends the draft and ranking meeting to assist coaches and provide feedback as needed.
● Organize tryouts and evaluations, as applicable.
● Ensure timely rescheduling of rainouts.
● Enforce playing rules and sportsmanship standards.
● Administer and oversee the playoff bracket and seeding.
● Collect equipment at season’s end and return to the Equipment Manager.
UMPIRE IN CHIEF
● Recruits and schedules volunteer umpires for applicable divisions.
● Engages with 3rd party services to schedule umpires for applicable divisions.
● Distributes rulebooks and organizes training clinics for volunteer umpires as needed.
● Advises umpires on WLL and LLBI rules.
● Forms a “Rules Committee” of up to three (3) WLL Members to administer and or revise WLL House Rules, as needed, for all divisions. Any recommended changes will be presented to the Executive Board for approval and adoption.
FIELDS MANAGER
● Forms and trains the Grounds Crew, unlimited in number of WLL Members, for field maintenance.
● Maintains all field equipment and facilities.
● Coordinates with township personnel for field preparation.
● Makes decisions on field status (open or close) and communicates to divisions.
● Trains coaches on proper field usage and post-rain protocols.
● Selects, manages, trains and certifies a crew of operators for any equipment WLL may own, including a Field Tractor. All operators of tractor machinery at Miles Park must be approved by the Fields Manager.
CONCESSIONS COORDINATOR
● Manages all aspects of concession stand operations.
● Forms a committee as needed to support operations.
● Decides what days and/or nights to open stack stand for business.
● Manages the scheduling of staff for coverage.
● Transfers excess funds to the Treasurer.
● Manages and tracks concession expenses within an approved budget.
SOCIAL MEDIA COORDINATOR
● Manages WLL’s social media accounts (Instagram, Facebook, X, etc).
● Posts updates, announcements, and promotional content.
● Posts team and player achievements, tournament results, and league news.
○ Social Media Coordinator shall set standards for when team achievements and individual achievements are posted.
FUNDRAISING and EVENT OFFICER
● Organizes and manages fundraising activities.
● Leads efforts to organize and hold an annual large fundraising event.
● Tracks and reports donations and fundraising results.
● Forms and leads a committee of WLL Members, as needed.
SPONSORSHIP COORDINATOR
● Develops sponsorship programs and obtains sponsors to promote WLL. Reports all sponsorships to the Executive Board and delivers sponsorship funds to the Treasurer.
● Sponsorship activities include but are not limited to; fence sponsor, jersey sponsor, field sponsor, etc.
● Sponsorship Coordinator recommends the pricing and tiers of sponsorship levels on an annual basis.
TRAVEL COORDINATOR
● This role applies to WLL’s Tournament Teams.
● Communicates travel program details to families and coaches.
● Coordinates uniform selection and ordering in conjunction with the 12U head coach.
● Assists with tournament scheduling, in addition to assisting Tournament Team coaches to find appropriate tournaments as needed.
● Recruits and/or assigns WLL Members to work home district games of LLBI. It is expected that the coaching staff of WLL Tournament Teams will rotate responsibility to cover home district games. The schedule and rotation will be decided by the Travel Coordinator.
● Recruits volunteers to work and administer any Tournaments that may be held at Miles Park.
SAFETY OFFICER
· Obtains list and keeps record of all head coaches and assistant coaches for every team.
· Runs every coach/volunteer through WLL’s background check process, administered by LLBI.
· Ensures all coaches have been cleared prior to engagement with their team.
· Oversees WLL’s Safety Program, which needs to be delivered to LLBI each year.
· Recommends improvements or upgrades to the Executive Board of Directors for player and spectator safety.
· Ensures first aid kits and ice packs are in sufficient stock and in good order at each field.
ARTICLE 7.0 – MEETINGS
7.1 The Executive Board, WLL Officers and all WLL Members shall meet regularly, typically on a monthly basis or as called by the President.
7.2 Special meetings may be called by the President or upon the request of at least three Operating Members.
7.3 Notice of meetings shall be delivered electronically at least 48 hours in advance.
7.4 WLL shall hold an Annual Meeting in the Fall of each calendar year where elections or re-appointments for the Executive Board are held, with an exception detailed in Section 7.5. Elections and re-appointments for the Officers of WLL may also occur at this same meeting or in any meeting subsequent the Annual Meeting.
7.5 At the conclusion of the President’s term, if the President plans to vacate their role and has either formally submitted their resignation to the league or declined to seek re-election, the only election to be conducted at the next Annual Meeting shall be for the office of President. Elections for all other Executive Board members and Officers shall be held at the next regularly scheduled monthly meeting, provided that all Operating Members have been given proper notice of the upcoming elections.
7.6 Except as provided in Section 7.5, all Executive Board Members seeking to continue in their role for an additional year may be ratified for another term upon majority approval of the Operating Members.
7.7 In the event an Executive Board Member plans to vacate their role or formally submits a resignation, the President shall announce the vacancy to all Operating Members prior to the annual meeting. Operating Members may apply for the open position. All applicants shall be reviewed by the remaining Executive Board Members, and the President shall nominate a candidate to be presented for a floor vote.
7.8 An Executive Board Member may be removed from office only by a unanimous vote of the remaining four (4) Executive Board Members and a concurrent majority vote of the Operating Members in attendance at any meeting. Following such removal, the President shall appoint a replacement, subject to ratification by a majority vote of the Operating Members. In the absence of such appointment, the President may assign the responsibilities to another Executive Board Member until the next Annual Meeting.
7.9 All meetings of the Executive Board, Operating Members, and any committees shall be conducted in accordance with Robert’s Rules of Order, except where such rules are inconsistent with these bylaws or the rules and policies of LLBI.
7.10 A quorum for conducting official business shall consist of a minimum of three (3) Executive Board members and five (5) Operating Members in good standing, present in person.
ARTICLE 8.0 – VOTING RIGHTS
8.1 As set forth in these Bylaws, there are two distinct levels of voting rights granted to members:
8.2 Executive Board Voting Rights - The Executive Board shall have voting authority, by majority vote, on matters including, but not limited to:
· Selection of Coaching Assignments.
· Discipline of coaches, Operating Members, and/or Player Members.
· Approval of all matters pertaining to the finances, purchases, and expenditures of WLL.
o Routine annual purchases and expenditures in the normal course of operations do not require a majority vote.
o Capital expenditures exceeding $1,000 require majority approval.
· Approval of rule changes proposed by the Umpire Chief and Rules Committee.
· Management of the property and affairs of WLL.
· Removal of any Officer of WLL.
8.3 Operating Members voting rights - Operating Members shall have voting authority, by majority vote, on matters including, but not limited to:
· Election of the President of WLL.
· Election of all other Executive Board positions.
· Election of all Officers of WLL.
· Any matter placed on the agenda by the League President regarding the direction of the league, its programs, divisions, or proposed projects.
· Amendments to these bylaws.
ARTICLE 9.0 – FINANCIAL POLICY
9.1 The Executive Board shall decide all matters pertaining to the finances of WLL.
9.2 No Executive Board Member, Officer or member shall receive compensation for services rendered.
9.3 All funds and cash reserves shall be held in deposit in a league bank account approved by the Executive Board. The President and Treasurer shall be listed on the account(s). All checks require one authorized signature. The Treasurer shall serve as the primary signatory. In the event the Treasurer is unavailable, the President is authorized to sign in their place
9.4 The President and Treasurer may have access to debit cards for payment processing.
9.5 An annual financial report shall be submitted by the Treasurer and approved by the Executive Board.
ARTICLE 10.0 – CONFLICT OF INTEREST
10.1 Board members shall abstain from voting on any matter where a conflict of interest exists.
10.2 The Board may adopt additional conflict of interest policies to ensure transparency.
ARTICLE 11.0 – VACANCIES
11.1 Vacancies on the Board shall be filled by appointment of the President and ratified by majority vote of the Executive Board.
ARTICLE 12.0 – RATIFICATION OF APPOINTED OFFICERS
12.1 Appointed officers shall be formally ratified by the Executive Board annually at the first regular meeting following the Annual Meeting or each subsequent meeting until each officer position is filled.
ARTICLE 13.0 – AUTHORITY
13.1 WLL shall operate in accordance with the rules and regulations of LLBI as published in the Official Regulations and Playing Rules manual.
ARTICLE 14.0 – AMENDMENTS
14.1 These bylaws may be amended by a majority vote of the Operating Members at any regular or special meeting, provided notice of the proposed change was given in advance.
14.2 Exhibit C, titled 'WLL Rulebook (House Rules) for All Divisions,' may be revised, updated, or replaced without requiring a formal amendment to these bylaws. Such revisions may be made under the authority of the Rules Committee, with oversight by the Umpire-in-Chief. Individual pages or sections of the rulebook may be added, removed, or substituted as needed.
ARTICLE 15.0 – DISSOLUTION
15.1 Upon dissolution of WLL, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or to another organization with a similar purpose.
ARTICLE 16.0 – ADOPTION
16.1 These bylaws shall be deemed adopted upon approval by a majority vote of the Executive Board of Directors and shall remain in effect until amended.
16.2 These bylaws supersede and replace all previous bylaws of WLL, including those dated June 30, 2016.
EXHIBIT A – DRAFT PROCESS AND DRAFT BOARD PROCEDURES
(See “Drafting Procedures” pamphlet for full detail)
SECTION 1 – GENERAL DRAFT POLICY
1.1 No draft may begin until all coaches' children have been assigned a draft round and corresponding slot.
1.2 Assignment is based on the prior year’s player rankings, with adjustments for players not returning in the current year.
SECTION 2 – ROUND ASSIGNMENT PROCEDURE
2.1 The adjusted ranking of a coach's child is calculated by dividing the prior year’s ranking by the number of teams in the current division. The quotient is rounded up if not a whole number.
2.2 Example: A player ranked 11th in a five-team division where two higher-ranked players are not returning is adjusted to 9th. That player would be a second-round pick (9 ÷ 5 = 1.8, rounds up to 2).
SECTION 3 – SLOT ASSIGNMENT
3.1 A team's draft slot is determined by the highest-ranked coach’s son.
3.2 If one coach’s child is in the 1st or 2nd round, the team is placed in the corresponding slot. If neither coach's child is ranked in the first two rounds, the team’s draft slot is drawn randomly.
3.3 Example: A coaching pair has sons ranked 9th (2nd round) and 22nd (5th round). The team slots into the 2nd draft position, with the second coach’s child slotted in the 5th round.
SECTION 4 – COLLISIONS
4.1 If multiple teams conflict on a draft slot, the team with the higher-ranked child keeps the slot. The other team moves to the next available trailing slot.
4.2 If no trailing slots are available, the displaced team is moved to the next closest available preceding slot.
SECTION 5 – TWO FIRST ROUND PICKS
5.1 If both coaches’ sons are first-round caliber, the higher-ranked player determines the slot.
5.2 The second is moved to round two, and the team forfeits its third-round pick until the end of round four (e.g., pick #20 in a 5-team draft).
SECTION 6 – SAME ROUND, NON-FIRST ROUND CONFLICT
6.1 If both coaches' sons fall in the same non-first round, the higher-ranked player determines the slot, and the other is moved to the following round.
SECTION 7 – UNRANKED COACH’S SONS
7.1 If no current evaluation exists, the Player Agent, League President, and Division Commissioner will assign a draft slot based on available information.
SECTION 8 – LEAGUE-SPECIFIC PROCEDURES
8.1 Majors Division:
● Begins with 12-year-olds. All eligible players must play Majors unless a safety issue exists.
● Coaches’ sons are slotted first.
● Unslotted teams draw for positions.
● 11U coaches' sons are then slotted, followed by remaining teams in reverse 12U draft order.
● Draft continues until each team has 12 players. Unselected 11U players are eligible for AAA.
● No passes allowed.
8.2 AAA Division:
● Starts with 10U players. Coaches' sons are slotted first.
● The number of draftable 10U players = (# teams × 12) – total 11U players.
● 11U players not selected in Majors are next.
● Reverse 10U draft order used to determine 11U draft order.
● Each AAA roster has 12 players. Remaining 10Us move to AA draft.
● No passes allowed.
8.3 AA Division:
● Starts with 9U players. Coaches’ sons slotted first.
● Remaining teams draw for draft order.
● 10U players who did not make AAA are then drafted.
● Reverse 9U draft order used for 10U selection.
● Minimum 12-player rosters. No passes allowed.
8.4 Advanced Instructional (AI):
● No prior evaluations or rankings.
● Coach’s sons are placed by group consensus.
● Draft proceeds in “snake” format (1–n, n–1, repeat).
● No passes allowed.
EXHIBIT B – SUMMER TRAVEL TEAM FORMATION
Please also refer to Exhibit C – WLL Rulebooks, for full detail
SECTION 1 – PURPOSE & ELIGIBILITY
1.1 Whitemarsh Little League encourages the formation of summer tournament and/or travel teams following the spring in-house season.
1.2 Eligibility for summer travel teams requires:
● Player must be registered in the WLL spring recreational season.
● Player must have participated in at least eight (8) games. Exceptions for injury or extenuating circumstances may be granted by the Player Agent.
● District teams may be subject to additional LLBI requirements.
SECTION 2 – TRYOUTS AND EVALUATIONS
2.1 For divisions 7U and 8U, a tryout will be organized by the Commissioner and Player Agent (mandatory for 7U, encouraged for 8U).
2.2 Tryouts will include at least two independent evaluators. Evaluators will provide performance feedback to the Commissioner, Player Agent, and head coaches.
2.3 For AA, AAA, and Majors (9U–12U), no tryout is required. Instead, coaches are expected to:
● Score all games using GameChanger.
● Maintain individual and team statistics.
● Participate in a scheduled "ranking meeting" led by the Player Agent.
SECTION 3 – RANKING MEETINGS
3.1 All head coaches submit anonymous rankings of the top 10 players prior to the meeting.
3.2 Rankings are compiled by the Player Agent and serve as the starting point for discussion. All players in the division shall ultimately be ranked.
3.3 Rankings should consider overall ability and attitude, not just statistics.
SECTION 4 – TEAM FORMATION
4.1 A Team (District Team):
● Players ranked 1–10 receive automatic invites.
● Coach selects 2 additional players (Player Agent may veto if selections fall outside a reasonable range).
● If a player declines, a replacement is selected by the coach and Player Agent.
4.2 B Team:
● May be formed following A Team finalization.
● Coach is approved by the Player Agent or Board.
● Coach may reference rankings but is not required to follow them strictly.
4.3 The same process shall be repeated for each age group within each division (7U division through 12U division).