10/20/2021
Hello Grafton-Midview Families,
In October of 2021, the boards for Grafton Hot Stove and Midview Youth Baseball voted to merge into a single organization. Our intent to merge was proposed to, and accepted by, Lorain County Hot Stove at its monthly meeting on Sunday, October 17, 2021 This new organization will provide baseball, softball, and Tball for the Midview Community in what we envision will be more convenient for our families and more manageable for our volunteers.
The Grafton and Midview Boards utilized representatives to draft a preliminary set of Bylaws and an Organizational Chart and a plan to have our new organization ready for the 2022 seasons. That being said, we are now accepting nominations to fill the Board positions. Your nominations can be sent via email to Rhonda Mueller (Grafton Secretary - [email protected]) or Stephanie Rivera (Midview Youth Secretary - [email protected]), to Facebook, Grafton (https://www.facebook.com/graftonhotstove/) or Midview (https://www.facebook.com/MYB44044/), or in person at our next meeting (November 14. 2021 @ 5:00 PM at Location TBD).
Please note that while any body can be nominated, nominations must be accepted in person at our next meeting before voting is commenced, or contact the intact boards and present a valid excuse and a representative on your behalf to be present for the vote. Board Members will also be held to the same standards as coaches thus they must be able to pass their background check. See below for description of positions and the preliminary organizational chart for the elected positions.
Voting is restricted to the existing Board Members of Grafton and Midview, Trustees of Grafton and Midview, and the Head Coaches of any Grafton or Midview Baseball, Sotball, or Tball team.
After our Board is in place, we will review, revise, and ratify our Bylaws and begin the process to establish Grafton-Midview Hot Stove as a non-profit organization and get registration open for 2022.
Terry Powell "The most persistent principles of the universe are accident and error."
Section 5: Duties of Executive Board/Elected Officials
5.1 The President
The President shall preside at all meetings of the organization and the Executive Board. The President shall enforce all rules of the Grafton/Midview Organization. The President can co-sign checks for expenditures and written contracts approved by the Board of Directors, or Executive Board. The President shall act as the liaison between the Board and the public. The President shall form any/all committees he/she sees fit and is approved by the Executive Board. The President shall communicate with all committees and all Board Members. The President cannot hold any other Grafton/Midview elected office while President. The President shall not cast a vote at any time, except to break a tie of the Board of Directors or Executive Board.
5.2 The Vice-President
The Vice-President shall in the absence of the President assume and perform the duties of the President. At said time the Vice-President forfeits his/her voting right and assumes that of the President as described in Article 4. The Vice-President shall be responsible to pass out the bylaws and insure all members of the Board of Directors shall know their responsibilities. The Vice-President shall review the Code of Conduct with all managers prior to the start of the season and collect a signed copy from each manager.
5.3 The Secretary
The Secretary shall be present and keep the minutes of all Organization, or Executive Board meetings. The Secretary shall maintain a copy of all records pertaining to the Organization. The Secretary shall be responsible for all written correspondence to and from the organization. The Secretary shall form the Audit Committee each year to help perform the annual audit of Grafton/Midview finances.
5.4 The Treasurer
The Treasurer shall receive all funds, deposit them into the organizations accounts within 10 business days in such depositories as approved by the Executive Board. The Treasurer shall promptly pay all expenditures duly approved by the Board of Directors or Executive Board.
Two signatures are required on all checks, Treasurer, President or Vice President, designee, unless an invoice is approved and on file. The Treasurer shall maintain records of all receipts and expenditures. A summary of said reports shall be presented at the monthly meeting of the organization. Said reports shall be available for inspection at any time by the Executive Board and by appointment by the general membership. The Treasurer shall prepare any/all financial reports/forms required by the IRS. Said reports/forms shall be presented to the President for signing and then forwarding to the appropriate offices. The Treasurer, along with the Audit Committee shall perform a yearly audit of the organization’s finances and present said report at the organization’s January meeting.
5.5 Personnel Director(s)
The Personnel Director shall attend monthly county Hot Stove meetings and report on said meetings to the Organization at its next meeting, or assign a designee to do so. The Personnel Director shall assign the individual players to their appropriate team based on the player pool. Obtain managers for all teams. In the event a manager cannot be found for a team the personnel director will call a special meeting of all parents for that team and if the meeting results in no volunteers for management, that team will be disbanded and monies refunded. The personnel director shall maintain all forms and/or records required by the State and/or County officials regarding personnel, managers and coaches, which includes safeguarding all confidential records from the background screening.
5.6 T-ball Director
The T-ball Director shall hold a registration period, with necessary forms and information available. This may include newspaper ads and form distribution at kindergarten registration. The T-ball Director will keep accurate records of all registrants and forward collected monies/records to the Treasurer. The T-ball Director will complete team rosters, create game schedules, recruit two parents from each team to act as team parents for the team, coordinate picture day, coordinate popsicle day, and oversee the distribution & collection of equipment each week.
5.7 The Head Umpire
The head umpire shall attend all state and county umpire meetings and update the Organization on any new information pertaining to rules and regulations. The head umpire shall schedule umpire clinics. The head umpire shall obtain qualified umpires and schedule said umpires for all home games. The head umpire will work tournament games and make recommendations for other qualified umpires to work the tournament.
5.8 The Trustees
The Trustees of the organization shall consist of a six (6) member board, which shall be nominated and elected by the general membership of the organization for a term of two (2) years. Trustees shall be active at meetings and bring items to the table.
5.9 The President Emeritus
The President Emeritus shall guide the organization on past practices. The President Emeritus shall serve as an advisor.
Article 6 - Elected Officers
Section 1: Equipment Manager
The Equipment Manager shall handout inventories, repair, collect and store all equipment, submit requests for additional equipment to the Board of Directors, submit requests to replace or repair equipment to the Board of Directors, purchase approved equipment on an as needed basis with Board of Directors approval, and forward all receipts to the Treasurer for purchase records.
Section 2: Uniform Coordinator
The uniform coordinator shall be responsible for distribution, inventory, maintenance, storage and collection of uniforms. The Uniform Coordinator shall organize and schedule uniform fitting day, assign team sponsors to teams if not determined, obtain sponsor logos for printing, and coordinate with T-Ball Director the purchase of shirts & hats for the T-Ball program. The Uniform Coordinator shall oversee the repair/maintenance of uniforms.
Section 3: Field Directors
The Field Director along with the other Field Managers shall maintain all buildings, grounds, and/or equipment owned, leased, or entrusted to the Organization. The Field Directors shall organize work parties to perform maintenance required, oversee field preparations, prepare and communicate field maintenance schedule, schedule fields for all games and practices. This includes declaring a field fit or unfit for play. The Field Manager shall purchase supplies as required with the approval of the Executive Board. The Field Directors will meet and communicate to the other Field Directors.
Section 4 : Concession Director
The Concession Director shall purchase all supplies required for operation of stand, organize and Schedule workers to operate stand. The Concession Director shall maintain Concessions finance account under the direction of the Treasurer and provide copies of expenditures and receipts on a monthly basis to the Treasurer.
Article 9 - Meetings
Section 1: Meetings
The Board of Directors is required to hold a minimum of nine (9) meetings within a fiscal year.
1.1 Monthly meetings shall be held in public. If a meeting of the Executive Board needs to take place it will be (communicated) posted. These meetings will last no longer than 90 minutes.
