WEBS Youth Sports Organization

Bylaws of WEBS

(Western Empire Baseball & Softball)

Article I – Name and Purpose

Section 1. Name The name of this organization shall be Western Empire Baseball & Softball, hereinafter referred to as “WEBS.”

Section 2. Purpose Its purpose is to:

  • Promote youth baseball and softball across participating towns in Western New York.
  • Provide oversight, support, and coordination for town-level programs.
  • Foster sportsmanship, teamwork, and community engagement.

WEBS shall not engage in political campaigning or lobbying and shall operate exclusively for charitable and educational purposes.

Article II – Governance Structure

Section 1. Autonomy of Town Organizations Each town organization shall retain full control over:

  • Scheduling of games and practices
  • Selection and assignment of umpires
  • Local league rules and enforcement

WEBS shall not interfere with these operations but may offer guidance and resources.

Section 2. Board of Directors WEBS shall be governed by a Board of Directors consisting of:

  • President
  • Vice President
  • Secretary
  • Treasurer
  • Sergeant-at-Arms
  • Travel League President

Board members shall serve two-year terms. To ensure continuity, elections shall be staggered as follows:

  • Odd-numbered years: President, Treasurer, Sergeant-at-Arms
  • Even-numbered years: Vice President, Secretary, Travel League President

Section 3. Duties of Officers

  • President: Oversees meetings, represents WEBS publicly, appoints committees.
  • Vice President: Assists the President and assumes duties in their absence.
  • Secretary: Maintains records, meeting minutes, and correspondence.
  • Treasurer: Manages finances, prepares budgets, and ensures compliance with nonprofit regulations.
  • Sergeant-at-Arms: Maintains order during meetings, ensures adherence to procedural rules, and assists with meeting logistics.
  • Travel League President: Oversees travel league operations, coordinates with Travel Baseball and Softball Committees, ensures alignment with WEBS policies, and represents travel league interests on the Board.

Section 4. Committees WEBS shall establish the following standing committees to support league operations:

  • Travel Baseball Committee – Oversees travel baseball programming; includes a designated Travel Baseball Coordinator.
  • Travel Softball Committee – Oversees travel softball programming; includes a designated Travel Softball Coordinator.
  • Fundraising Committee – Develops and executes fundraising initiatives to support WEBS activities.
  • Umpires Committee – Coordinates umpire recruitment, training, and assignments; includes a designated Umpires Coordinator.
  • Tournaments Committee – Plans and manages regional tournaments and related logistics.
  • Communications Committee – Manages league communications, including social media, website updates, and public outreach.

Additional committees may be formed at the discretion of the President and Board of Directors.

Section 5. Election Procedures

A. Timing of Elections – Elections for Board positions shall be held annually during the final quarterly meeting of the calendar year. Positions shall follow the staggered schedule outlined in Section 2.

B. Nominations

  • Nominations may be submitted by any town representative or current Board member.
  • Nominations must be submitted at least 14 days prior to the election meeting.
  • Self-nominations are permitted.

C. Voting Eligibility

  • Each member town shall cast one vote per open position.
  • Only designated voting representatives may participate.

D. Voting Method

  • Voting shall be conducted by secret ballot, either in-person or via secure digital platform if remote.
  • A simple majority is required to elect a candidate.
  • In the event of a tie, the Executive Board shall vote to break the tie.
  • If only one nomination is received for a position, a secret ballot shall not be required, and the nominee shall be elected by acclamation.

E. Term Commencement Newly elected officers shall assume their roles on January 1 of the following year.

Article III – Membership

Section 1. Eligibility Membership is open to any town-based youth baseball or softball organization within the designated region.

Section 2. Voting Rights Each town member shall designate one voting representative for WEBS meetings.

Article IV – Meetings

Section 1. Regular Meetings WEBS shall hold quarterly meetings to discuss regional coordination, funding opportunities, and shared resources.

Section 2. Special Meetings May be called by the President or a majority of the Board.

Section 3. Quorum A quorum shall consist of a simple majority of Board members.

Section 4. Coaches Scheduling Meeting A coaches meeting shall be held annually in March to determine game schedules for the upcoming season.

Article V – Financial Management

Section 1. Fiscal Year The fiscal year shall run from January 1 to December 31.

Section 2. Use of Funds All funds shall be used to support the mission of WEBS. No part of the net earnings shall benefit any individual.

Section 3. Audits and Reporting Annual financial reports shall be prepared and made available to member towns. External audits may be conducted as needed.

Section 4. Insurance Requirements Each town organization shall be responsible for securing its own insurance coverage. Insurance policies must include additional insured listings for all locations where games and practices occur. Towns may also choose to join under a WEBS blanket insurance policy, if desired. Participation in the blanket policy must be determined individually by each town.

Article VI – Legal and Ethical Compliance

Section 1. Background Checks WEBS shall require town organizations to conduct background checks on all coaches and volunteers in accordance with New York State law.

Section 2. Conflict of Interest Board members must disclose any conflicts of interest and recuse themselves from related decisions.

Section 3. Non-Discrimination WEBS shall not discriminate based on race, gender, religion, national origin, or disability.

Article VII – Amendments

These bylaws may be amended by a two-thirds vote of the Board of Directors, provided notice of the proposed amendment is given at least 14 days in advance.

Article VIII – Voting Procedures

Section 1. Town Voting Rights Each member town organization shall be entitled to one vote on matters brought before the general membership, regardless of size or registration numbers.

Section 2. Tie-Breaking Authority In the event of a tie vote among town representatives, the Executive Board of WEBS shall cast the deciding vote. This vote shall be determined by a majority decision of the Executive Board.

Section 3. Popularity Vote Provision If the Executive Board determines that the subject of a vote significantly affects league-wide operations, fairness, or resource allocation, they may initiate a popularity vote. In this vote:

  • Each town’s vote shall be weighted based on the number of registered children participating in the current baseball or softball season.
  • Registration numbers must be verified and submitted by each town prior to the vote.
  • The Executive Board shall oversee the process to ensure transparency and fairness.

Section 4. Voting Topics Eligible for Popularity Vote Examples of topics that may trigger a popularity vote include:

  • Regional tournament formats
  • Shared funding or sponsorship allocation
  • Rule changes affecting inter-town play
  • Equipment standards or safety protocols

Section 5. Voting Records All votes standard, tie-breaking, and popularity shall be recorded in meeting minutes and made available to member towns upon request.