About ACHR

The Association of Courthouse Recreation (ACHR) is a recreational sports league serving youth in the Courthouse area of Virginia Beach, VA. We offer sports programs in baseball, basketball, softball, football, volleyball, and cheerleading.

BY-LAWS of the Association of Courthouse Recreation  BY-LAWS OF THE ASSOCIATION OF COURTHOUSE RECREATION

ARTICLE I

The name of this organization shall be The Association of Courthouse Recreation, Inc., hereinafter referred to as the “Association” or “ACHR”.

ARTICLE II

PURPOSE:

Said corporation is organized exclusively for charitable and educational purposes, including for such purposes the making of distributions to organizations under Section 501(c)(3) of the Internal Revenue Code (or the corresponding section of any future Federal tax code).

The specific purpose of this organization is to provide sports training and education programs for the youth, as defined by the Virginia Beach Department of Parks and Recreation, for the Courthouse community of which the boundaries are set by the Virginia Beach Department of Parks and Recreation.

ARTICLE III

POLICY:

Section 1 – No part of the net earnings of the Association shall inure to the benefit of or be distributable to its members, trustees, directors, officers or other private persons, except that the Association shall be authorized and empowered to pay reasonable compensations for services rendered and to make payments and distributions in furtherance of Section 501(c)(3) purposes. No substantial part of the activities of the Association shall be the carrying on of propaganda or otherwise attempting to participate in or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to, any candidate for public office.

Notwithstanding any other provision of these articles, the Association shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code (or corresponding section of any future Federal tax code) or (b) by a corporation contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code (or corresponding section of any future Federal tax code).

Section 2 – This Association shall be non-sectarian and shall adopt no policy that fails to benefit the youth and families of the community in wholesome recreation.

Section 3 – The operating policies of the Association shall be set by the Board of Directors and recorded by the Secretary in a policy manual.

Section 4 – “Robert's Rules of Order” (current revisions) shall be followed in any matter not covered by these Articles of Incorporation and By-laws.

ARTICLE IV

MEMBERSHIP:

1. Membership is open to any family that resides within the confines of the ACHR area as delineated by the Virginia Beach Department of Parks and Recreation.

2. Any interested adult not having children participating in a sports program of the Association may become a registered member by being granted an honorary membership by the Board of Directors.

3. The Association may also confer special membership upon a person when the Association feels that such a person has made immeasurable contributions to the Association and its objectives. Such membership shall endure for the life of the recipients and privileges of annual dues. Special memberships shall be elected by a two-thirds vote of the Board of Directors.

4. A member shall be entitled to all the rights and privileges of the Association. Each member may cast only one (1) vote.

5. A member is defined as any adult who is the parent/guardian of an ACHR participant who has had an active participant within the past 12 month period. [May 2005 Amendment]

6. A member must be in good standing and not in violation to participate in a board position or in elections. [May 2005 Amendment]

ARTICLE V

DISSOLUTION:

Upon the dissolution of this Association, assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code (or corresponding section of any future Federal tax code) or shall be distributed to the Federal government or to state or local government for a public purpose.

ARTICLE VI

ACTIVITY FEES:

1. A fee shall be assessed for each participant in each activity. This fee will accrue to the general treasury of the Association and will be used to help defray the general expenses of the Association. The amount of this fee will be recommended by a majority vote of the Board of Directors to be approved by the general membership at the next regular meeting.

2. No child shall be denied the opportunity to participate in an activity due to an inability to pay the fee. The final determination of a waiver of the fee shall rest with the President of the Association. The parent or guardian should be encouraged to assist with the activity in any way he/she can.

3. Waiver of fees – A board member shall not be required to pay a fee for his/her children that are participating in the Association's activities due to the amount of time and energy he/she expends helping the Association achieve its goals. 

4. There will be a non-refundable late fee of fifteen dollars ($15.00) charged to any registration that is taken after the final public registration/sign-up date has passed. [Amended March 2023, Effective Fall 2023 Sports]

5. Cost of registration:

Tee-ball $ 85.00

Farm Baseball (5-9) $ 85.00

City Baseball (Ages 10-18) $125.00 

Softball $ 85.00

Basketball $ 85.00

Cheerleading $ 85.00

Flag Football $ 85.00

7v7 Football $ 85.00

Tackle Football $125.00

Kickball $ 85.00

Volleyball $125.00

ARTICLE VII

SPONSORSHIPS/DONATIONS:

All sponsorship funds must go directly into the Association's general fund, unless specifically allocated for scholarships. Any person receiving funds must turn them over to the Association Treasurer within forty-eight (48) hours.

Any business or individual who wished to be a sponsor will receive the following: (a) $250 or higher – a plaque, thank-you letter and business card advertisement on the ACHR newsletter or web page; (b) for those donating less than $250 – a thank-you letter will be given and a business card advertisement on the ACHR newsletter or web page.

FUNDRAISING:

Any funds donated or raised by individuals or teams shall go directly into the Association's general fund, unless specifically allocated for scholarships.

Door-to-door fundraising by the youth of the Association is strictly forbidden. Adult supervision of youths during fundraising endeavors and activities is mandatory at all times.

Any person or group who wishes to raise funds for the Association must submit its ideas to the Board of Directors for approval at least one (1) month prior to the fundraising event.

ARTICLE VIII

EXECUTIVE OFFICERS:

The Executive Officers of the Association, who are elected officers, will be the President, 1 st and 2 nd Vice Presidents, Secretary, Treasurer, Parliamentarian and Area Chairman. Each Executive Officer will take office immediately upon his/her election and will serve for a 2-year term. The election of the President, 2 nd Vice President, and Parliamentarian will be held on even years. The election of 1 st Vice President, Treasurer, Secretary, and Area Chairman will be held on odd years. [May 2005 Amendment] No two (2) household members may hold Executive Office positions during the same election period. The Sports Coordinators will be appointed by the Executive Officers and will serve as members of the Board of Directors until other coordinators are appointed to take their places.

PRESIDENT:

The President will be the chief officer of the Association and will preside over all meetings of the Association and will chair the Board of Directors. He/she will be an ex-officio member of all committees with the exception of the Nominating Committee. The President will be authorized to countersign drafts against the Association bank account. He/she will have the authority to appoint committees, as needed. He/she will ensure that each Board Member and Sports Coordinator is given a copy of his/her job description. He/she will be responsible for coordinating sports registrations with applicable Sports Coordinators and ensure, with the 1 st Vice President's assistance, the proper notification to all active Association members concerning upcoming sports registrations.

1 ST VICE PRESIDENT:

The 1 st Vice President of the Association will perform all duties of the President in the absence of the President and will chair the Nominating Committee. He/she will be in direct charge of publication and distribution of all Association meeting notices and will be of direct assistance to the President. He/she will be responsible for the accountability of all Association property. He/she will maintain the Association membership roster and provide copies to the Treasurer, Secretary and Equipment Coordinator. The 1 st Vice President will be authorized to countersign drafts against the Association bank account. He/she will act as Interim President in the event that the President resigns.

2 ND VICE PRESIDENT:

The 2 nd Vice President of the Association will preside over all meetings of the Association in the absence of the President and 1 st Vice President. He/she will coordinate the team pictures for all activities with the assistance of the Sports Coordinators. He/she will assist with all fundraising endeavors.

PARLIAMENTARIAN:

The Parliamentarian will maintain order at all general membership meetings and all Board of Directors meetings. He/she will advise the President, the Board of Directors and any and all committees as to proper compliance with the Association By-laws and the By-laws for the Department of Parks and Recreation for the City of Virginia Beach . He/she will maintain a copy of said By-laws and will have it at all meetings. He/she will help the presiding officer by interpreting the By-laws and Robert's Rules of Order and giving an opinion when called upon to do so.

SECRETARY:

The Secretary will keep a record of Association meetings and the meetings of the Board of Directors. The Secretary will maintain a current list of Board members' addresses and phone numbers. He/she will administer all correspondence of the Association. He/she will read the minutes of the previous meeting, including attendance. He/she will record approved By-laws and submit approved changes to the Parliamentarian. He/she will call Board members to remind them of upcoming events.

TREASURER:

The Treasurer will keep an account of all monies received and expended for the use of the Association and shall make disbursements as authorized by the Board of Directors. The Treasurer will be authorized to countersign drafts against the Association bank account. He/she will be required to qualify for bond in the amount of $10,000, with corporate surety, chosen by the Association and the fee for said bond would be paid from the funds of this Association. The bond will be kept with the Association papers. He/she will be responsible for keeping accurate financial records of the income and expenses incurred individually by each activity of the Association (i.e., basketball income and expense journal) with a report given each month to the Board of Directors as part of the Treasurer's report and a final statement submitted at the conclusion of each individual activity, in order to facilitate proper budgeting for the following season.

He/she will receive and verify all purchase orders and vouchers for equipment approved by the Board of Directors in writing and attach to the appropriate bill for payment. The Treasurer's books will be audited each year by the successor Treasurer and one member elected at large by the Board of Directors. In the event the Treasurer succeeds himself/herself, the Board of Directors shall elect one member at large and one member of the Board of Directors to serve on the Audit Committee. The results of the audit will be known publicly at the first regular meeting after the election of officers.

AREA CHAIRMAN:

The Area Chairman will represent the Association at all Virginia Beach Department of Parks and Recreation functions that are of interest to the Association. He/she will serve as liaison between the Virginia Beach Department of Parks and Recreation and the Association Sports Coordinators.

He/she will recommend and obtain approval of the Board of Directors for any and all deletions or expansions to the Association's programs. He/she will be responsible for waivers/releases as required by the City By-laws with the assistance of the Sports Coordinator.

He/she will serve as the Chairperson of the Grievance Committee to review and rule on any and all grievances.

He/she will recruit adult leadership to help promote, plan and work with the Association. He/she will work closely with the schools, PTA and other civic organizations in the area of the Association in order to promote involvement with the Association in the spirit of cooperation.

BOARD OF DIRECTORS:

The Board of Directors will consist of the seven Executive Officers, who are elected and serve as active committee chairpersons, and the Sports Coordinators, who are appointed by the Executive Officers. They will be responsible to the membership for the overall management and operations of the Association. Their responsibilities are as follows:

a) Present a yearly budget;

b) Hold regular meetings the first Monday of every month; hold special meetings as called for by the President or the Board of Directors in emergency situations with a minimum of 24 hours notice to all Board members;

c) Insure an audit of the Association treasury once a year with presentation to the general membership at the May meeting;

d) Attend monthly meetings and general membership meetings; if three (3) consecutive board meetings are missed without a valid excuse, membership on the Board of Directors may be rescinded; and

e) Maintain and enforce the Coaches Code of Ethics of the Association.

DUTIES OF SPORTS COORDINATORS

Each Sports Coordinator will be responsible within the area of his/her particular sport in organizing the athletic program. He/she will enlist and instruct all coaches necessary to ensure a thorough knowledge and understanding of the rules and regulations of the Virginia Beach Department of Parks and Recreation, the Association, and any other organization in which the Association is participating.

He/she will provide each team and the Treasurer with a roster of players and will review with and obtain from all head coaches and assistants a signed copy of the Association's Coaches Code of Ethics to be turned over to the Area Chairman.

He/she will coordinate with the Equipment Coordinator the issuance and return of all team equipment and uniforms and will coordinate all practice schedules of all teams. In order to protect the Association, he/she will ensure that no child practices or plays on an Association team without being properly registered.

He/she will ensure that all registered participants are placed on a team and that they receive at least the minimum amount of playing time according to the current sports guidelines.

He/she will ensure that each head coach has received copies of the game schedules, practice schedules, and the rules and regulations of his/her sport.

He/she will advise all coaches of any rescheduled games.

He/she will assist the 2 nd Vice President in conducting pictures for each team in his/her athletic program.

He/she will notify the Equipment Coordinator on the number and types of teams requiring equipment and uniforms. He/she will serve as a member of the Grievance Committee for his/her sport.

He/she will keep a current inventory of all equipment and uniforms and will obtain a copy of all current equipment check-out forms from each team.

He/she will provide the Board of Directors with a budget for the upcoming sports season to include the procurement of new uniforms and equipment. This should be submitted prior to the season.

He/she will provide the Board of Directors with a prospective list of coaches for the Board's approval.

He/she will hold a mandatory coaches meeting prior to each season.

He/she will ensure that all facilities are in appropriate condition.

He/she will ensure that all relevant documentation pertaining to his/her sport and position is passed on to the President of the Association.

DUTIES OF FARM SPORTS COORDINATORS:

In addition to the duties of a Sports Coordinator, the Farm Sports Coordinators will conduct registrations, drafts and league games in accordance with the rules and regulations of the Association.

DUTIES OF CITY SPORTS COORDINATORS:

In addition to the duties of a Sports Coordinator, the City Sports Coordinators will conduct registrations, drafts and league games in accordance with the rules and regulations of the Virginia Beach Department of Parks and Recreation.

TEAM PARENT COORDINATOR:

He/she will hold a meeting with all team parents within the first three weeks of each season's start. He/she will advise each team parent of his/her job description (See Exhibit A). He/she will serve as an aide to the Equipment Coordinator to ensure that each coach or team parent collects equipment and uniforms and turns them in at the end of each season. He/she will work with the 2 nd Vice President to ensure that team pictures are scheduled and taken in an orderly environment.

EQUIPMENT COORDINATOR:

The Equipment Coordinator will be responsible for the procurement of and be accountable for all athletic equipment and uniforms belonging to the Association. He/she will, prior to the issuance of any equipment or uniforms, conduct a complete physical inventory of the specific sports equipment and uniforms against the current inventory records, annotating any overage, shortage or discrepancy and the equipment's compliance with safety standards set by the City and will submit his/her findings to the Board of Directors.

He/she will receive from and provide to Sports Coordinators current inventory records of each sport's equipment and uniforms.

He/she will propose in writing to the Board of Directors a consolidated list of all equipment and uniform procurement needs, stating the need, number, description and the cost for the Board of Directors' approval prior to procurement. The Association will provide sufficient space and containers for storage of all equipment and uniforms. He/she will confirm with each Sports Coordinator that all uniforms and equipment are thoroughly cleaned prior to storage.

He/she will ensure the availability of and procure, if necessary, any specific sports equipment for general use by teams participating in that sport.

He/she will evaluate each team's equipment, uniforms requirements and any general usage equipment in the realm of his/her responsibility and submit in writing, to the Board of Directors, a list of all equipment and uniforms required for issuance but not available in the equipment storeroom.

The Equipment Coordinator will coordinate with the applicable Sports Coordinator, a schedule of equipment and uniform issuance. He/she will obtain from and retain a signed copy of the equipment check-out form of issued equipment and uniforms signed by the coach.

He/she will coordinate with each specific Sports Coordinator, within fourteen (14) days of season completion, the return of all team equipment, uniforms and all general purpose equipment checked out. He/she will ensure that all equipment and uniforms are thoroughly cleaned prior to receipt from the coaches and is to reject all items not properly cleaned.

He/she will obtain from each applicable coach, the names of any players failing to return equipment or uniforms. If the coach is unable to supply the applicable name(s), the coach will assume the responsibility for the non-returned equipment and/or uniforms.

In addition to these responsibilities, the Equipment Coordinator will be responsible for:

A. FOOTBALL

FLAG: He/she will provide each team with a sufficient number of protective mouthpieces to be distributed to team players. He/she will ensure the good appearance and good working conditions of one regulation pee wee football, one kicking tee, and one set of belts and flags for each team. He/she will provide to the Sports Coordinator of said sport, to be used on game days, one (1) pee wee game ball, one (1) ten-yard chain, first down marker, one (1) down marker, one (1) set of sideline markers, two (2) sets of game belts and flags, and three (3) sets of referee equipment. He/she will provide each team with a complete first aid kit.

TACKLE: He/she will provide each team with a sufficient number of protective mouthpieces to be distributed to team players. He/she will provide a sufficient number of practice balls, kicking tees, helmets, protective pads and uniforms for practices. He/she will make sure all gear is fitted properly. He/she will provide each team with a complete first aid kit.

B. BASEBALL/SOFTBALL

TEE-BALL: He/she will supply each team with a sufficient number of baseballs, one (1) batting tee, four (4) batting helmets, one (1) set of bases and two (2) bats. He/she will supply to the appropriate Sports Coordinator enough game balls for the season. He/she will provide each team with a complete first aid kit.

FARM LEAGUES (COACH PITCH, FARM BASEBALL, PIGTAILS, PONYTAIL): He/she will provide each team with a sufficient number of baseballs/softballs, one (1) set of bases, two (2) bats, four (4) batting helmets, and one (1) set of catchers equipment. He/she will supply to the appropriate Sports Coordinator enough game balls for the season, one (1) set of home plate umpire equipment consisting of a face mask, chest protector, shin guards, two (2) ball/strike/out indicators, and one (1) whisk broom. He/she will provide each team with a complete first aid kit.

CITY LEAGUE BASEBALL/SOFTBALL: He/she will provide each team with a sufficient number of baseballs/softballs, five (5) batting helmets, one (1) set of catchers equipment, one (1) set of bases, and the required number of bats. He/she will provide the Sports Coordinator enough game balls for the season. He/she will provide each team with a complete first aid kit.

C. BASKETBALL

FARM AND CITY LEAGUES: He/she will provide each team two (2) basketballs and five (5) pennies to be retained by the gym supervisor. He/she will provide each gym with a complete first aid kit.

D. VOLLEYBALL

FARM AND CITY LEAGUES: He/she will provide each team with a sufficient number of volleyballs and uniforms. He/she will provide each gym with a complete first aid kit.

GRIEVANCE COMMITTEE:

The Grievance Committee will be comprised of the Area Chairman, the Sports Coordinator of the sport involved, and the Parliamentarian. The Area Chairman will serve as chairman. Any member of the committee who is first person party of the protest, officially involved with either team of the protest, or has a child participating in the specific sport league involved in the protest shall temporarily be released from the committee. The President shall appoint a person from the Board of Directors who is not directly or indirectly involved in the specific sport league involved in the protest to serve as temporary member. The committee will review the written protest, all written and verbal testimony and all applicable Association rules and regulations and rule accordingly. The findings of the committee will be final and binding and effective immediately, with the exception of, but not limited to, the recommended dismissal of any party of the protest to the Board of Directors for resolution.

ARTICLE IX

ELECTION AND TERMS:

The Executive Officers of the Association will be elected at the December general membership meeting. The terms of the offices will run two (2) years from the date of installation or until new officers are elected thereafter [May 2005 Amendment]

ELIGIBILITY:

Any member in good standing will be eligible for any position. No person will hold more than one (1) executive office at any one time, the exception being in the temporary capacity, not to exceed ninety (90) days. No two (2) same household members may hold executive office positions during the same election period.

INTERIM APPOINTMENTS:

The Board of Directors will appoint an interim appointee to an elective office until the office can be filled at the next general membership meeting. This includes all resignations during the fiscal year.

RESIGNATIONS:

Any resignations will be presented in writing to the President of the Association. In the case of the resignation of the President, the written notice will be presented to the 1 st Vice President.

NOMINATION OF ELECTED OFFICERS:

A nominating committee chaired by the 1 st Vice President and consisting of two (2) members (for a total committee of three (3) persons) will be formed in the September general membership meeting for the purpose of receiving nominations to be placed on the ballot. All nominations must be presented to the nomination committee a minimum of 10 days prior to the December general membership meeting. All nominees must consent to serve prior to the election, and all nominees will have to submit a criminal history report prior to the election. The names of all nominees will be posted prior to the election and included on the ballot. The duties and responsibilities of any office will be notified to each nominee prior to the election and may be read, upon request, in the general membership meeting prior to the election. [May 2005 Amendment]

ELECTION OF OFFICERS:

Election will be by secret ballot unless dispensed with by a majority affirmative vote of members in good standing and present. In the event that there is one (1) nominee for each office, the election will be by affirmation. [May 2005 Amendment] Officers will be installed immediately upon election, with responsibilities to be transferred, at the next regular Board of Directors meeting or at the end of the sport in the case of a Sports Coordinator.

QUORUM:

A quorum will consist of at least ten (10) general members, of which a majority must approve any business brought before the Association at a general membership meeting. In the event ten (10) general members are not present, the Board of Directors is authorized to act. Eight (8) members of the Board of Directors will constitute a quorum, of which a majority must approve any business brought before the Association at a general membership meeting. Eight (8) members of the Board of Directors will constitute a quorum at a Board of Directors meeting, of which a majority must approve any business brought before the Board of Directors.

ARTICLE X

MEETINGS:

Board of Directors meetings will be scheduled by the President, as he/she reserves the right to call for a monthly meeting to be scheduled at his/her discretion, when deemed necessary. A minimum of 72 hours notice will be given to the board to coordinate these meetings.(amended 9.13.10)

1. The general membership meetings will be held four (4) times annually, during the following months: February, May, September and December. The Board of Directors will set the date of each general membership meeting.

2. Annual election of the Association Executive Officers will be conducted at the December general membership meeting.

3. Special meetings:

a. Board of Directors – As called for by the President or the Board of Directors in emergency situations, with a minimum of 24 hours notice to all Board members.

b. General membership – As called for by (1) the President, (2) a majority vote by the Board of Directors, or (3) the general membership, provided the purpose is stated in writing and presented to an Executive Officer to be distributed to the remaining Executive Officers. Upon review by the Executive Officers, a meeting may be scheduled as deemed necessary. The general membership will be notified of the subject of the meeting a minimum of three (3) days in advance of the proposed meeting and in writing when necessary.

4. Order of Business: The order of all meetings (general membership and Board of Directors) will be as follows:

1. Call to order

2. Reading of minutes

3. Treasurer's report

4. Announcements

5. Committee reports

6. Sports Coordinators reports

7. Old business (unfinished)

8. New business

9. Adjournment

5. Discussions: A time limit of discussions may be placed at the discretion of the President up to a maximum of three (3) minutes.

ARTICLE XI

AMENDMENTS TO THE BY-LAWS:

Proposals for amendments to the By-laws will be submitted in writing at a general membership meeting of the Association. Said proposals will be circulated in writing by the Secretary to the membership and will be acted on at the next general membership meeting thereafter. Amendments will be effective upon ratification by majority vote, if the requirements for a quorum have been met.

ARTICLE XII

PARLIAMENTARY PROCEDURE:

The proceedings of the Association will be conducted in accordance with “ ROBERT'S RULES OF ORDER”, current revision.

ARTICLE XIII

COMMUNITY LEAGUE SPORTS:

All league activities will operate under the general By-laws and rules, as set forth by the Department of Parks and Recreation for the City of Virginia Beach , current edition. Any revision by the Department of Parks and Recreation will automatically become part of the Association By-laws, ARTICLE XI.

OTHER ACTIVITIES:

All activities not covered under the Department of Parks and Recreation will have rules and regulations developed and approved by the Board of Directors of the Association and will be incorporated under ARTICLE X.

ARTICLE XIV

CODE OF ETHICS:

COACHES: A Code of Ethics will be signed by all coaches and their assistants and returned to the Area Chairman by the Sports Coordinators. A copy is attached hereto as Exhibit B.

These By-laws were approved by a vote of the General Membership in May 2005 and are hereby submitted to the Officers of the Board of Directors of the Association of Courthouse Recreation, Inc., for ratification and insertion into the minutes of the Association, this 6 th day of June 2005.