board of directors

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 ARTICLE I: NAME

Section 1. The name of the organization is Loudoun Flight Basketball Academy (hereinafter referred to as “Loudoun Flight”).

ARTICLE II: MISSION STATEMENT

Section 1. The goal of Loudoun Flight is to utilize the rigors of competition to improve athletic and academic skills while enhancing important life skills such as good sportsmanship, decision making, positive relationship building and leadership. 

Section 2. Loudoun Flight will support competitive teams for female athletes that foster the goals set forth in Section 1.

Section 3. Loudoun Flight promotes values that include respect, teamwork, self-confidence, self-discipline, responsibility and accountability.

ARTICLE III: ORGANIZATION

Section 1. Loudoun Flight is a 501(c)(3) tax-exempt non-profit organization based in Leesburg, VA that is committed to making a positive difference in the lives of female athletes. 

Section 2. The organization has grade/age group teams that will compete in Amateur Athletic Union (hereinafter referred to as “AAU”)-sanctioned, non-AAU sanctioned, junior national and college exposure events.

Section 3. Loudoun Flight shall be responsible for establishing club rules and guidelines, organizing teams and assisting all coaches in providing a positive basketball experience for all of its members.

Section 4. Loudoun Flight shall not conduct or carry on any activities not permitted to be conducted by an organization exempt under Section 501(c)(3) of the Internal Revenue Code including the carrying on of propaganda or any other attempt to influence legislation or the participation in any political campaign on behalf of or in opposition to any candidate for public office.  

ARTICLE IV: MEMBERSHIP

Section 1. Loudoun Flight shall be comprised of female youth and parents of the youth who are actively rostered on Loudoun Flight teams and Loudoun Flight team coaches and volunteers. 

Section 2. The Board of Directors of Loudoun Flight (hereinafter referred to as the “Board”) shall have the sole authority and discretion to expand or restrict membership, including but not limited to determining the number and age groups of teams formed each season, to serve the best interests of Loudoun Flight and its current members.  

Section 3. Membership in Loudoun Flight shall be purely voluntary and membership shall continue subject to the youth’s and parent’s compliance with the rules and guidelines set forth by Board of Loudoun Flight.  

Section 4. All youth must participate in at least one tryout to be offered membership for a given year. 

Section 5. Any person elected as a director of the Board of Loudoun Flight shall be considered a member of Loudoun Flight for the duration of his/her term as director unless he/she resigns from their position or is removed from their position by majority vote of the other members of the Board. 

Section 6. Any person who violates the rules and guidelines in force at that time shall risk revocation of his/her membership privileges at the sole discretion of the Board of Loudoun Flight.  In addition, the Board of Loudoun Flight may remove a member or family for conduct that is detrimental to the overall welfare of Loudoun Flight for any reason upon a 2/3 majority vote of the Board present at a meeting.   

ARTICLE V: GOVERNMENT

Section 1. Loudoun Flight shall be governed by a Board of Directors consisting of 5 Elected Positions: Chairman of the Board (hereinafter referred to as “Chairman”), Executive Director, Treasurer, Secretary and Member At Large.

Section 2. All members of the Board shall have voting rights with each individual member having one vote.

Section 3. The majority of the board shall constitute a quorum.

Section 4. The act of the majority, of those present and voting, shall be the act of the Board. A minimum of fifty percent (50%) of the board members must be present before an issue can be voted upon. Issues requiring a vote without the minimum numbers of members present must be tabled until the next meeting.

Section 5. Where there are insufficient agenda items to necessitate a meeting, the Chairman may poll by telephone or email all the members of the Board to obtain their vote and notify all Board members of the vote decision prior to the next meeting.

Section 6. Members of the Board of Loudoun Flight are elected by a majority vote of the current Board members. Elected Board members shall serve a term of 2 years with elections being held biennially. New Board members are elected by a majority of the current Board members.

Section 7. All members of the Board must remain active members of Loudoun Flight by attending scheduled meetings on time as well as participating club activities. The Loudoun Flight Board has the right to ask a Board member to step down if the member is not fulfilling their role as a Board member and/or for disciplinary measures. If a member has missed three consecutive meetings and has not been involved in Board activities/responsibilities held within a three-month time frame without contacting another member to explain absence, a letter will be sent notifying him/her that their membership will be terminated at the following meeting unless the absent member is present at that meeting. Any Board member engaging in activity deemed detrimental to Loudoun Flight can be removed by a majority vote of the Board.

Section 8. Any vacancies on the Board will be filled as soon as possible. Duties of a vacant board position will be assumed by active Board members until the vacancy can be filled.

ARTICLE VI:  MEETINGS Section 1. The Chairman of the Board and Secretary shall be responsible for scheduling the annual meeting of Loudoun Flight and meetings involving the Board.

Section 2. At least one annual meeting shall be scheduled, typically in January of each year.  The Secretary shall notify all members of Loudoun Flight of the date, time and location of the annual meeting by posting notification of the same on the Loudoun Flight website and/or providing notice of the annual meeting date and time in an email communication sent out by Loudoun Flight to its current members. 

Section 3. The Executive Director shall make every attempt to schedule quarterly meetings of the Board.  Dates and times of the Board meetings shall be posted on the Loudoun Flight website.   

Section 4. Meetings of the Board shall be open to members of Loudoun Flight but only members of the Board shall have the right to make motions and vote at said meetings.  In addition, the Chairman shall reserve the right to call the Board to special meetings, closed meetings or closed segments of a general meeting as necessary to discuss matters regarding Loudoun Flight.    

ARTICLE VII: BOARD OF DIRECTORS

Section 1. Principal(s) of this Organization shall be responsible for all aspects of this organization, including by not limited to: all sports activities, volunteers, staffing, training and leadership, fundraising, compliance with all filing requirements, state and federal laws and regulations, all local ordinances, the AAU Code and Policy Statements and all amendments thereto.

Section 2. Set forth below are general duties of the Loudoun Flight Board.  By no means are these duties all-inclusive and duties between board positions may overlap or switch from time to time.

Section 3. The Chairman:

· Schedules and runs all meetings involving Loudoun Flight.

· Calls to order business meetings of the Board and conducts the business in an orderly fashion following rules of procedure (Robert’s Rules of Order).

· Functions as tie-breaking vote when the vote count does not meet majority.

· Serves as supportive resource for all committees.

· Makes final determinations with respect to issues which arise involving appointing, removing or disciplining coaches, youth and/or parents who do not adhere to the rules and guidelines set forth by Loudoun Flight.  

· Discloses and discusses all appointments and dismissals with the Board at the first board meeting after any such action.

Section 4. The Executive Director:

· Serves at the acting Chairman in the absence of the Chairman.

· Oversees and coordinates all basketball and Club operations.

· Investigates complaints and discipline concerns for the program and reports the outcome of these investigations to the Chairman along with recommendations of any disciplinary action is to be considered.

· Secures gym space for all Loudoun Flight teams to hold practices during each playing season.

· Selects and orders player and coach uniforms and equipment.

· Recruits and develops quality coaches. Nominates and presents proposed coaches to the Board of Directors for each playing season. 

· Organizes the team tryout process and team player selection.

· Coordinates program candidates during registration and tryouts.

· Coordinates equipment or uniform dissemination to each team.

· Oversees club media/social media, including but not limited to Website, Facebook, Twitter and Instagram.

· Notifies the Board of business meetings.

· Prepares an agenda for each Board meeting.

· Performs other such duties as from time to time may be assigned by the Chairman or the Board.

· Serves as a supportive resource for all committees.

· Checks mail and distributes to appropriate Board members.

Section 5. The Treasurer:

· Collects and disburses funds as operational necessity dictates.

· Manages bank accounts as necessary.

· Keeps records of receipts and expenditures for the Club.

· Renders a statement of financial condition at business meetings.

· Assists in any approved fund-raising committees.

· Submits payments for all tournament registrations for Loudoun Flight teams.

· Ensures that the annual tax returns are timely completed and filed by an appropriate tax professional and that any required corporate filings are timely completed and filed. 

Section 6. The Secretary:

· Coordinates and maintains all internal and external correspondences.

· Records minutes of all meetings.

· Assists the Chairman and Executive Director in their duties.

· Assists in the development of newsletters and website produced by Loudoun Flight.

Section 7. The Member At Large:

· Performs duties from time to time assigned by the Chairman or the Board.

ARTICLE VIII: GENERAL

Section 1. No officer or other voting member of this association shall receive any fees for activities related to his or her official office in the Club.

Section 2.  Payment for any personal expenses other than mail or telephone costs must be approved by a majority vote of the Board.

Section 3.  Any Board member has the authority to spend $50 without the approval of the Board for an item which promotes the mission of Loudoun Flight.

Section 4.  The Board shall govern and administer the day-to-day operation of the association within the scope of the By-Laws and policy guidelines set by the Board.

Section 5.  The Board shall set policy guidelines and make amendments to the By-Laws.

Section 6.  The Board will decide any issues not covered under these By-Laws.

Section 7. Once adopted, this By-Law document shall only be amended by a majority vote of those Board members present and voting at the Board meeting.

ARTICLE IX: TEAM SELECTION

Section 1. Loudoun Flight is a travel basketball club intended for players who desire to play basketball at a higher level of competition.  These players must possess better than average individual basketball skills.

Section 2.  Loudoun Flight team tryouts are open to all female players in grades 2 through 11. Prior to participation in any tryout, each player must submit a medical release and liability waiver signed by their parent/legal guardian.

Section 3. Team tryouts are held during February of each calendar year to form teams for that particular playing year. Membership for second through seventh grade level teams is offered for one calendar year (or until club tryouts are held for the next playing year). Membership for eighth grade level teams and above is offered for 6 months. 

Section 4.  Loudoun Flight teams will roster a minimum of 7 and maximum of 14 players.

Section 5.  The Executive Director of Loudoun Flight and team coaches will evaluate the players during tryouts.

Section 6. Any player injured during or before the tryouts or unable to attend tryouts due to other permissible reasons will be evaluated on previous experience or have an individual tryout session prior to being considered for placement on a Loudoun Flight team.

Section 7. The results of the tryouts will be made known within 24–48 hours after the tryouts have been completed. All players who attend tryouts will receive an email communication notifying them of their standing concerning team placement following tryouts. The email will be sent to the email address(es) supplied at the time of registration. Upon receipt of an email offer, the player will have 24 hours to notify the club of their acceptance/rejection of the offer. 

Section 8.  All youth members of the Loudoun Flight must provide a copy of their birth certificate to their coach or team manager prior to participating in any tournament. 

Section 9.  Loudoun Flight conforms to the age eligibility rules for girls are established by the AAU.  See Age Eligibility Rules.  

Section 10.  Players are allowed to play up an age group with the approval of the Loudoun Flight board. Players who are eligible to play down a grade level must submit that request to the board so that the proper exemptions can be obtained from AAU. A player cannot play below their grade level without an approved grade exemption.

ARTICLE X: COACH SELECTION

Section 1. Coaching candidates for Loudoun Flight teams may be male or female and should be at least 21 years of age to be eligible as a head coach for a team and 18 years of age to be eligible as an assistant coach. Loudoun Flight does not otherwise discriminate on the basis of age, sex, ethnicity, race or religion.

Section 2.  Candidates should have basic knowledge of the game, possess good administrative and management skills and follow the rules of the Loudoun Flight Board.

Section 3. The Loudoun Flight Board may interview each applicant and must approve each candidate prior to be appointed to coach a Loudoun Flight team.  If there are not enough coaches to fill all of the positions, a committee will be required to recruit qualified individuals for those open positions.

Section 4. Coaches are approved for the current season only and must be approved each year to continue with the organization. The Board has the authority to terminate and replace coaches who exhibit inappropriate behaviors as determined by the Board. The coach has the right to appeal the decision at regular Board meetings.

Section 5. All Loudoun Flight coaches will be required to complete a background check through their application for AAU membership prior to coaching each year.

Section 6. Coaches from each team must attend a club coach’s meeting at the beginning of the season.

ARTICLE XI: PLAYER CODE OF CONDUCT

Section 1. Loudoun Flight players must play the game for the love of the game.

Section 2. Loudoun Flight players must be a team player.

Section 3. Loudoun Flight players must exhibit good sportsmanship at all times, including, but not limited to, being gracious in losing and winning and accepting willingly and respectfully the decisions of team coaches and game officials.

Section 4. Loudoun Flight players must educate themselves on the rules and regulations of AAU basketball. Players must obey the rules of the game as well as the rules of the club.

Section 5. Any player removed from the game for fighting or other unsportsmanlike offense will be suspended for the next game. Chronic discipline problems will be brought before the Board for consideration of suspension for the season.

Section 6. Loudoun Flight players must be prompt for all practices and games.

Section 7. Loudoun Flight players are expected to attend all practices and games. Excused absences from practices and games include illness, school or religious functions, academic work or family vacations.

ARTICLE XII: PARENT CODE OF CONDUCT

Section 1. Loudoun Flight parents/guardians must conduct themselves respectfully and responsibly.

Section 2. Loudoun Flight parents/guardians must accept willingly and graciously the decisions of all game officials and team coaches. Parents/guardians will abide by the “24 hour” rule and refrain from contacting coaches about playing time or other issues within the first 24 hours following a game.

Section 3. Loudoun Flight parents/guardians must make sure their child arrives to practice and games at the appropriate times and is picked up immediately after all practices and games.

Section 4. Loudoun Flight parents/guardians must educate themselves on the rules and regulations of AAU basketball.

Section 5.  Loudoun Flight parents/guardians shall provide coaches with pertinent information regarding any medical and/or health issues that affect their child's participation.

Section 6. Loudoun Flight parents/guardians should immediately inform their player’s coach of any conflicts that could cause their player to miss practices or games.  Reasons for excused absences include illness, school or religious functions, academic work or out of town travel. Parents are encouraged to openly communicate with the coach to discuss reasons for other expected absences during the season due to conflicts other than those mentioned above. Parents should make every attempt to plan family vacations during quiet periods of team activity. 

Section 7. In the event of questions or concerns, parents/guardians are encouraged to contact the Executive Director for assistance in resolution of any player, coach or program issues.

ARTICLE XIII: COACH CODE OF CONDUCT

Section 1. Loudoun Flight coaches must understand the rules of the game and share that understanding with the players on their team.

Section 2. Loudoun Flight coaches must treat players fairly and equitably. No coach shall engage in physical, mental, emotional or sexual abuse or demeaning behavior toward any member of Loudoun Flight.

Section 3. Loudoun Flight coaches must be prompt and well prepared for all practices and games.

Section 4. Loudoun Flight coaches must be considerate of other teams’ players, coaches and fans.

Section 5. Loudoun Flight coaches must have knowledge in basic first aid and concussion awareness training. All coaches and other non-athlete members working with youth athletes will avail themselves to the Center for Disease Control's (CDC) Head's Up program.

Section 6. Loudoun Flight coaches must demonstrate good sportsmanship at all times and teach players to respect officials’ decisions.

Section 7. Loudoun Flight coaches must assist in educating their players on the rules and regulations of the game, emphasize the importance of skill development and advise their players on off-season development opportunities.

Section 8. Loudoun Flight coaches should strive to find the balance between developing players and winning games and develop a playing time philosophy that reflects both the competitive nature of the organization as well as its mission to improve players’ skills.  

Section 9. Loudoun Flight coaches must immediately report any disciplinary action involving the suspension of a player on their team to the Loudoun Flight Board.

Section 10. Noncompliance with this Code of Conduct will result in a review of the coach by the Loudoun Flight Board to determine the appropriate disciplinary action required to address any such offense.

ARTICLE XIV: MISCELLANEOUS

Section 1. The website for the organization is www.loudounflight.org.

Section 2. The colors of Loudoun Flight are blue, gray and white.

Section 3. The Loudoun Flight Board will decide any issues not covered under these By-Laws and hereby reserves the right to amend these By-Laws as outline in Article VII above.

Section 4. Players on Loudoun Flight teams are not guaranteed playing time in a game.  While playing time decisions should be based upon fair standards and decisions, playing time is at the discretion of the coaching staff.  Each coach should use their best judgement to determine the appropriate level of playing time for each member of their team based on fair tangible and intangible criteria, such as practice and game attendance, attitude, ability to follow coach instructions and performance level.

Section 5. The organization shall not conduct directly or indirectly any gaming. The term gaming includes: Bingo, Beano, lotteries, pull-tabs, pari-mutuel betting, Calcutta wagering, pickle jars, punch boards, tip boards, tip jars, certain video games, casino games, sports betting, etc.

Section 6. This organization agrees to execute the Request and Consent to be a subordinate of the Amateur Athlete Union of the United States.

Section 7. This organization abides by the policies of AAU with respect to the handling and treatment of possible concussions. Where there is reasonable cause to believe that a concussion may have occurred, such participant shall not be allowed to continue her participation in a Loudoun Flight authorized activity without a medical release to resume such participation.

Article XV:  FINANCES 

Section 1. Loudoun Flight is financed through direct membership contributions, charitable private or business sponsorships and team fundraising activities.  

Section 2. Loudoun Flight will provide a statement of the estimated total costs for participation in the program (league or tournament fees, practice gym space rental fees, uniform costs, equipment costs, etc.) prior to team formation.  

Section 3. Loudoun Flight will provide a statement of the final total costs for participation once the composition of the team has been determined for each season. Fee collection will be divided into two separate transactions. Loudoun Flight will directly collect the portion of the total fee that will cover all administrative costs for the season (gym space, club overhead, county player participation fee, player AAU membership fee, etc.). Each individual team will directly collect the portion of the total fee that will cover all playing costs associated with their particular team for the season (tournament registration fees, equipment, etc.).  

Section 4. Membership fees are non-refundable once membership is accepted. Any player choosing to leave a team after accepting a roster spot will forfeit any and all monies paid to the club or team prior to the time of their departure.   

Section 5. All uniform order fees must be paid in full prior to the placement and subsequent distribution of the uniform order. 

Section 6. All fund-raising activities conducted directly by the Loudoun Flight organization shall be applied toward expenses that benefit directly or indirectly all organizational member teams.  Any fundraising activities conducted by individual teams will directly and fully benefit the team conducting the fundraising activity.

Section 7. Loudoun Flight does not deny membership to players who cannot participate solely on the basis of financial need. The club does provide scholarship funds to cover uniform, administrative and team fees for those players who can demonstrate need to the Board of Directors.

ARTICLE XVI: DISSOLUTION

Section 1. Upon the dissolution of Loudoun Flight, after paying or making provisions for the payment of all liabilities of Loudoun Flight, all assets of Loudoun Flight shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.

Revised and approved – 11/12/2018