Perrin Youth Sports Association

Perrin, Texas

By Laws 2026-2027

As Adopted by the P.Y.S.A. Board of Directors

Supersedes all others

April 8, 2026

ARTICLE I. ASSOCIATION

SECTION 1: The name of this organization shall be Perrin Youth Sports Association to be referred to as PYSA.

SECTION 2: This Association is a non-profit with 501(c)(3) status conducting itself in a manner consistent within the Internal Revenue Code 501(c)(3), with tax-exempt status.

SECTION 3: The structure of PYSA will be the Parliamentarian model. In the form of this model, the board of directors shall make all final decisions.

SECTION 4: PYSA will maintain liability insurance at all times.

ARTICLE II. PURPOSE AND OBJECTIVES

SECTION 1. PURPOSE

PYSA’s purpose is to provide the youth in the community with opportunities to participate in organized athletic activities promoting sportsmanship, honesty, integrity, teamwork, and skill-building.

SECTION 2. OBJECTIVES

The objectives shall be to promote sportsmanship, high levels of integrity, team cooperation, hard work, and athletic skills through active participation. The association is also focused on the objective to facilitate the involvement of the community in the Association and family involvement. The organization aims to facilitate the goals and ideals of athletic principles, leadership, and achievements of Perrin-Whitt CISD athletic programs.

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SECTION 3. APPLICATION OF OBJECTIVES

The objective will be reached by overseeing training and competition with primary focus on developing school pride and the encouragement of good sportsmanship, and secondary emphasis upon winning of games. These objectives will be applied to every participant equally with no emphasis on a player’s ability or status. Any child residing in the Perrin-Whitt CISD school district wanting to participate will be allowed to participate.

ARTICLE III. MEMBERSHIP

SECTION 1. GENERAL MEMBERSHIP

General Membership of the organization shall be open to any parent or legal guardian with a participating child or a volunteer approved by the Executive Board, who sincerely desires to further the objectives as outlined in the By-Laws. A membership fee of $20 will be required of all members, including board members, and is due annually each September.

SECTION 2. TERM OF MEMBERSHIP

Term of Membership shall be valid for each school year. Membership must be renewed every September.

SECTION 3. REVOCATION OF MEMBERSHIP

It is the responsibility of PYSA Members, to include the Executive Board, to make every effort to include their children in sports offered by PYSA, rather than going elsewhere. Failure to do so may result in revocation of membership.

Any member of the Association may have his/her membership revoked by the Executive Board for conduct unbecoming and/or violation of enacted By-Laws.

Membership/board status will be revoked if a balance is owed to the organization and not resolved within 30 days of the due date.

ARTICLE IV. GOVERNING BODY

SECTION 1. EXECUTIVE BOARD

The Executive Board will be the Governing Body of the Association. The Executive Board shall conduct all business practices, enforce all rules, and enforce the codes of conduct for the Association. The Executive Board shall have the authority to settle any disputes. All decisions made by the Executive Board are final with a minimum of a major vote by current Board members.

SECTION 2. EXECUTIVE BOARD POSITIONS

The Executive Board shall be comprised of the following positions:

A. President

B. Vice-President

C. Secretary/Treasurer

D. Event Coordinator

E. Commissioner of Baseball and Softball

F. Commissioner of Volleyball

G. Commissioner of Basketball

H. Commissioner of Soccer

I. Field Commissioner

J. Social Media Coordinator

SECTION 3. PROCEDURES

The rules will follow the guidelines laid down by the University Interscholastic League (UIL) with the exceptions listed herein which, will be used by this Association for its own governance and convenience. Any exceptions other than those listed herein must be discussed and approved by a majority vote of the members of the Association prior to the first game of competition and are effective for that season only.

SECTION 4. EXECUTIVE BOARD MEETINGS

A. The Executive Board will conduct meetings that will be regularly scheduled. These meetings will be open to all general members. The purpose of these meetings is to conduct normal Association business, enforce rules and codes of conduct and settle any disputes that the association brings forth.

B. Meetings may be called into “closed session” at any time by the President of the Association. During a closed session only Executive Board Members and Legal Counsel, if applicable, shall be present.

C. The Executive Board shall call “Special Meetings” at the request of the President, or three voting members of the Executive Board.

D. All meetings shall be conducted in strict accordance to the posted agenda. Agendas must be posted 48-hours in advance of a regular meeting, and 24-hours in advance of a “Special or Emergency Meeting.

E. Meeting minutes will be recorded by the Secretary/Treasurer and made available to the general membership upon request.

SECTION 5. QUORUM

A quorum shall consist of 50% of the Executive Board members (excluding vacancies), one of whom must be either the President or Vice-President.

SECTION 6. POLLING

In order to minimize the number of board meetings, the President of the Association may poll board members via the Group Me App in order to reach decisions regarding specific questions posed outside of scheduled meetings. The President must report these findings in the Board meetings. Group Me App membership is limited to board members only.

SECTION 7. FORCED ABSTENTION

Any contract or other transaction between the Association and any corporation, firm, or individual, in which any of the Associations Executive Board members is directly or indirectly interested, will be considered appropriate and shall be recognized as valid, provided that the Board member with interest abstains from voting when the decision regarding the contract and/or transaction is made.

SECTION 8. BY-LAW CHANGES

A. The Association’s By-Laws may be altered, amended, or repealed by the Executive Board of the Association at any time. Changes made to the By-Laws will require that at least 2/3 (two-thirds) of the Board members are present at By-Laws meeting. Further, such changes shall require 2/3 (two-thirds) majority votes for ratification. The 2/3 (two-thirds) requirements shall be calculated by taking the total number present, dividing by three, and multiplying by two. If the number is not a whole number, the resulting calculation will be truncated to determine the two-thirds requirement.

B. By-Law review shall be presented and voted upon by the Executive Board once per year on or before October 1st of each year.

C. All changes approved by the Executive Board shall take effect immediately.

D. The Secretary/Treasurer will maintain a master copy of By Laws and amend as necessary.

SECTION 9. RESIGNATION

Any Board member may resign his/her position by written resignation to the board. Such resignation shall take effect and the time specified therein, or immediately if no time is specified therein. The acceptance of such resignation shall not be necessary to make it effective.

SECTION 10. REMOVAL

Any Board member who is absent for three or more consecutive meetings or six per calendar year having been notified 72 hours in advance to each meeting shall have his/her office declared vacant, unless the board has excused the absences.

SECTION 11. VACANCIES

Any vacancy on the Executive Board shall be filled by presidential appointment with ratification of 50% majority of the remaining board members.

SECTION 12. COMPENSATION

All Board members and other general members serve strictly as volunteers and shall in no way be compensated for performance of their duties. No officer or director of the Association shall use his/her position for personal gain or to obtain any benefits that are not available to the entire membership.

ARTICLE V. OFFICERS.

SECTION 1. The President shall:

A. Coordinate the work of the officers and committees of the association in order that the purpose may be promoted;

B. Confirm that a quorum is present before conducting any business at any meeting of the association

C. Preside at all meetings of the association;

D. Appoint chairmen of special committees subject to approval of executive board;

E. Be authorized to sign on bank accounts;

F. Provide conflict resolution to players, coaches, parents, Commissioners, etc.

G. Perform such other duties as may be prescribed in these Articles of Organization or assigned by the association;

H. The President has the authority to do only the things that are assigned to that office under the by-laws.

I. Serve a two-year term.

J. Have access to social media and e-mail accounts.

L. Maintain proof of PYSA Liability insurance.

SECTION 2. The Vice-President shall:

A. Act as aide to the President;

B. Shall preside in the absence of the President; and,

C. Work with Commissioners to coordinate efforts and maintain any inventory for functioning

D. Perform other duties as assigned by the President or association.

E. Serve a two-year term.

SECTION 3. The Treasurer/Secretary shall:

A. Record the minutes of all meeting of the association;

B. Maintain and have a current copy of the Articles of Organization; and,

C. Provide the President with typed copy of previous month’s minutes 5 days prior to monthly meetings

D. Track the terms and dues of all members

E. Serve a two-year term.

F. Have custody of all the funds of the association;

G. Keep books of account and records including bank statements, receipts, budgets, invoices, paid receipts and canceled checks for such time as determined by applicable Local, State and Federal laws;

H. Make disbursements as authorized by the President, executive board, or association in accordance with the budget adopted by the association;

I. Sign on bank accounts;

J. Present a financial statement at all meetings, and at other times when requested by the association or executive board;

K. Make an annual report at the meeting at which new officers assume their duties;

L. Ensure all tax documents, as required by State and Federal Law, are filed in a timely manner;

M. Be responsible for the maintenance of such books of account and records as conform to the requirement of Article III, SECTION 6 of these articles.

N. Create and execute a yearly budget of operations and maintain its stability and accuracy. Which will be reviewed and agreed upon with at least a 2/3 vote of other board members.

O. Have at least one other board member with knowledge and experience in ALL financial dealings and responsibilities.

P. Serve a two-year term

SECTION 4: The Event Coordinator shall:

A. Maintain inventory of any items purchased for event purposes

B. Provide monthly updates at meetings of planned events to include costs and plans

C. Be the point of contact to plan any PYSA events such as, but not limited to: pool party, awards ceremony, banquet, community events, etc.

D. Keep Vice President abreast of any updates or concerns

E. Serve a two-year term.

SECTION 5. Commissioners

Special Duties:

A. Oversee draft, following the established guidelines the executive board has set forth;

B. Ensure adherence to playing rules;

C. Secure facilities for practices and games as necessary

D. Consult the executive board for ruling on assessing of fees for players/teams

E. Compiles a list of proposed coaches for teams, and submit a list of candidates to the Executive Board to be voted on;

F. Work with any affiliated leagues or associations to secure spots for teams/players

G. In the event of conflicts between players/coaches/commissioner/parents the Commissioner shall attempt to resolve such issues. If the conflict cannot be resolved, it shall be escalated to the PYSA President.

H. Organize and advertise registration;

I. Organize all uniforms;

J. Recommend revision to Standing Rules as necessary.

K. Coordinate any required background checks for coaches

L. Coordinate fundraising effort.

M. Maintain PYSA facilities

N. Serve two-year terms.

ARTICLE VI. COACHING

SECTION 1. BOARD RESPONSIBILITIES

The Executive Board recognizes that the volunteer coaches are vital part to the existence of the Association. However, coaching in the Association is not a right, but a granted privilege for any member. The Board also recognizes that these volunteer coaches in the Association will have an opportunity to make great impressions of the young participants which is a responsibility to be taken seriously. The Board has an obligation to the members and our young participants to carefully screen all volunteers applying for positions as coaches.

SECTION 2. COACHING CANDIDATES

Any individual may apply to become a coach in the Association. In order to be considered for any coaching position (head or assistant) in the Association, an individual must provide the following:

A. Completed and signed Association coaching application form.

B. Signed release to allow the Association to conduct any and all background checks as deemed necessary by the Board. Results of the background check must be absent of violent offenses including but not limited to domestic violence, violence against minors, fraud, and sexual offenses.

C. Signed coaching ethics statement.

D. Participate in any league or association training requirements.

SECTION 3: BACKGROUND CHECKS

All coaching candidates will be subject to screening that includes verification of references and criminal background checks. The review of the criminal background checks will be conducted by the President, and Vice President and will be kept confidential, except where a report to legal authorities is deemed necessary. The President, and Vice President will only indicate a status of acceptable, or unacceptable when reporting the results to the Board for coaching selections.

SECTION 4. COACHING SELECTIONS

The Executive Board will make the coaching selections at its discretion and will approve selections by an Executive Board vote. The board will take into consideration the following items when making selections:

A. Previous coaching experience

B. Prior coaching experience in related activity

C. Coaching certifications.

D. References.

E. Background check results.

F. Conduct in the Association.

The Executive Board will not approve a selection of a coach without having information required by candidates as outlined in these By-Laws.

SECTION 5. COACHING RESPONSIBILITIES

A. All head coaches will be appointed by the Board and will be notified of their selections.

B. A head coach is given authority to direct the activities of his/her team as long as those activities do not violate any legal codes, the Association’s By-Laws, or any requirements set forth by associated leagues.

C. Assistant coaches may be identified by head coaches; however, the Board must approve all assistant coaches. Assistant coaches are required to provide information outlined in Article VI Section 2 of these By-Laws.

D. Head coaches will be held responsible for the conduct of all assistant coaches for his/her team and has the authority to remove an assistant coach from his/her position.

E. Head coaches are responsible for educating assistant coaches, participants, and parents/guardians of all applicable rules, by-laws and codes of conduct.

SECTION 6. REMOVAL

The Executive Board may remove any head coach or assistant coach at will.

ARTICLE VIII. MISCELLANEOUS

SECTION 1. REGISTRATION

A. The Board shall determine registration dates and registration prices on an annual basis.

B. All participants must be registered according to the guidelines set forth by the parent organization.

SECTION 2. REFUND POLICY

A. A full refund is available upon cancellation prior to uniform purchases, less the convenience fee.

B. After uniform purchases, no refunds will be issued.

C. If a team does not make, a full refund will be issued, less the convenience fee.

SECTION 3. AGE REQUIREMENTS

Age requirements are based upon guidelines set forth by associated leagues or organizations.

SECTION 4. TEAM FORMATION

A. Commissioners will be responsible for forming teams after obtaining all registrations by imposed deadlines.

B. In the event there are multiple teams for one age/grade group, team formations will be done fairly with consideration of birth months and years and other relevant factors and shared with the Executive Board prior to disbursement to team members.

C. In the event tryouts are necessary, they will be held with a committee assigned by the PYSA President for fair selection and drafting.

D. Intentional “stacking” of teams will not be tolerated.

SECTION 5. MEDICAL CONDITIONS

A. It is the responsibility of parents and/or legal guardians to make the Association aware of any known medical conditions of registered participants.

B. Players with known medical conditions shall furnish a Physician’s statement authorizing the child to participate in a sanctioned event (game site, practice sessions, meeting, etc.).

C. Players requiring special accommodations be brought to the Head coach’s attention before practice begins to facilitate a safe environment for the player.

SECTION 6. COMMUNITY

A. Requests to use PYSA equipment or property by non-PYSA affiliated teams or community members must be presented in writing and approved by the PYSA board prior to use.

B. Requests to complete field maintenance/remodel/renovation by non-PYSA affiliated teams or community members must be presented in writing and approved by the PYSA board prior to completion.

C. Any organization not affiliated with PYSA and utilizing PYSA property/equipment is required to maintain their own liability insurance and provide proof of coverage to the PYSA board prior to use.

ARTICLE IX. CONDUCT

All volunteers associated with PYSA are expected to conduct themselves in a manner, which is conducive to good sportsmanship and wholesome atmosphere for the children. The following examples of misconduct WILL NOT BE TOLERATED and will be cause for disciplinary action:

A. Foul and/or abusive language directed toward coaches, officials, players or spectators;

B. Arguing with officials, coaches, or players;

C. Throwing objects onto the fields of play and/or at other persons;

D. Destruction of equipment or facilities;

E. Verbal and/or physical assault;

F. Use of tobacco is prohibited during games or on PYSA property

G. Consumption of alcoholic beverages, and/or use of illegal drugs on PYSA property; and,

H. Other misconduct which is deemed disruptive to the orderly conduct of the athletic activity.

Generally, incompetence shall not be grounds for disciplinary action against coaches or officials; however, written complaints or charges of incompetence will be received by the board. Three valid complaints received on separate occasions shall be cause for a conference with the subject party and further complaints may be cause for dismissal from coaching or officiating.

Misconduct of parents, coaches, officials, players or anyone associated with the PYSA may be reported in writing to the board, with or without a request for action.

A. Only head coaches or commissioners may file reports on an official.

B. A report must be filed in writing with any board member within 72 hours following the incident.

a. Any board member receiving a report will forward it to the President and/or the Vice-President.

b. Upon receipt of a report, the President and/or the Vice-President will undertake a preliminary investigation of the charges and will determine within 72 hours, whether the report shall be:

a) Rejected for cause (generally because it is not in compliance with these bylaws), or

b) Accepted for hearing before the board.

C. In the event of (a) above, the Secretary shall respond in writing to the complainant within five days giving a concise reason for the rejection. The complainant may appeal this action to the board, which may accept the request for hearing.

ARTICLE X. DISCIPLINE

SECTION 1. HEARING

If any officer, commissioner, coach, player, parent, or spectator is determined to be found in violation of Association Bylaws or of misconduct at any Association sanctioned event, said violator shall be requested to appear before the Association executive board for review of the alleged violation.

The executive board shall set a hearing date and notify the concerned individuals of the time and place.

SECTION 2. PROCEDURE

The executive board shall determine the extent, if any, of the penalty to be imposed. If a penalty is imposed and the penalized individual violates the terms of the penalty the executive board shall take all necessary action to enforce its rulings. Decisions will be rendered according to the PYSA guidelines.

SECTION 3.MAJORITY VOTE

The board shall vote after hearing the pertinent facts and the witnesses have retired. A 2/3majority vote of the board is required for the approval of proposed action. The concerned individuals shall be notified immediately, in writing, of the board’s action.

SECTION 4. PENALTY AND ACTION

Disciplinary action may be taken by the Executive Board on a case-by-case basis which may include but not be limited to the following; written reprimand, probation, suspension, or dismissal from PYSA activities.

SECTION 5. DECISIONS FINAL

Any penalty or action imposed by the Executive Board of the Association shall be final, with no course for appeal, and will include all board meetings, local associations, and all association games, as well as practices.

ARTICLE XI. INDEMNIFICATION

IF ANY PART OF THESE BYLAWS SHALL BE HELD INVALID OR INOPERATIVE FOR ANY REASON, THE REMAINING PARTS, SO FAR AS POSSIBLE AND REASONABLE, SHALL BE VALID AND BINDING.

ARTICLE XII. RATIFICATION

THESE BYLAWS SUPERSEDE ALL PREVIOUS BYLAWS AND AMENDMENTS AND HAVE BEEN RATIFIED AND ADOPTED BY THE BOARD AND SHALL BECOME EFFECTIVE ON APRIL 8, 2026.

APPROVED BY:

President: Kaden Williams

Vice President: Cameron Garza

Treasurer/Secretary: Kara Hutton

Event Coordinator: Katie Kuhn

Baseball & Softball Commissioner: Vacant

Basketball Commissioner: Heather Gann

Soccer Commissioner: George Garza

Volleyball Commissioner: Vacant

Social Media Coordinator: Chaily Dyson