Building Character, Courage and Loyalty Through America's Pastime

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2013 Constitution of Ken-Caryl Little League

This document defines a set of fundamental principles and established precedents that govern the operation of the organization.


§1.1 Name
This organization shall be known as Ken-Caryl Little League, hereinafter referred to as KCLL.

§1.2 Vision
Our vision is an aspiration of what KCLL would like to accomplish in the long term. We recognize a vision is not a realistic objective, but it is intended to serve as a clear guide for current and future courses of action. KCLL's vision is that EVERY youth experience the game of baseball.

§1.2 Mission
The mission of Ken-Caryl Little League is to develop the qualities of citizenship, discipline, teamwork and physical well-being in our youths by espousing the virtues of character, courage and loyalty. KCLL is designed to develop superior citizens through athletics and the life lessons presented in the game of baseball.

§1.3 Execution

§1.3.1 Little League Baseball Model
To achieve our objectives, KCLL will provide a supervised program using the Rules and Regulations of Little League Baseball, Incorporated as a model, except as modified by the KCLL bylaws. All Directors, Officers and Members shall bear in mind that the attainment of exceptional athletic skill or the winning of games is secondary, and the molding of future citizens is of prime importance.

§1.3.2 Non-Profit Educational Organization
In accordance with section 501(C)(3) of the Federal Internal Revenue Code, KCLL shall operate exclusively as a non-profit educational organization providing a supervised program of competitive baseball games. No part of the net earnings shall inure to the benefit of any individual.


§2.1 Eligibility
KCLL is committed to a policy of providing equal participation opportunities to all youths regardless of economic or social status and will not discriminate on the basis of race, color, ethnic origin, national origin, creed, religion, political beliefs, or gender. 

§2.2 Membership Classes
There shall be the following classes of Members.

§2.2.1 Player Members
Any player meeting the requirements of Little League shall be eligible to participate in KCLL programs. Player Members shall have no rights, duties or obligations in the management or in the property of the KCLL.

§2.2.2 Regular Members
Any adult person actively interested in furthering the objectives of the KCLL may become a Regular Member upon election or appointment.  The secretary shall maintain a roll of membership to qualify voting members.  Only Regular Members in good standing are eligible to vote at general membership meetings. All officers, board members, committee members, managers, coaches, volunteer umpires and other elected or appointed officials must be active Regular Members in good standing.

Regular Members of the league automatically include all current managers, coaches, volunteer umpires, board members, officers of the board and any other person who is recognized by the Board as a volunteer in KCLL.

§2.2.3 Honorary Members
Any person may be elected as an Honorary Member by the unanimous vote of all Directors present at any duly held meeting of the Board of Directors but shall have no rights, duties or obligations in the management or in the property of the KCLL.

§2.2.4 Sustaining Members
Any person who makes financial or other contributions to the KCLL may, by a majority vote of the Board of Directors, become a Sustaining Member, but shall have no rights, duties or obligations in the management or in the property of the KCLL.

§2.3 Other Affiliations
No members shall be required to be affiliated with another organization or group to qualify as members of KCLL.   Regular Members who participate in other programs as managers or coaches, or in similar capacities, shall only do so such that their obligations and duties as a Regular Member of KCLL are not hindered, compromised or present a conflict of interest.

The Board of Directors, if active as managers or coaches in another organization, shall make the KCLL their highest priority. Involvement in another organization may present certain conflicts of interest, limiting the Directors ability to be effective, provide active participation or give the KCLL the attention it deserves. Active participation on the part of a Director requires:

  • Attending General Membership Meetings, Board Meetings, and other Special Meetings as called by the President
  • Attending scheduled workdays, special workdays, and rallying managers, coaches and parents to participate in these workdays, as well as to serve on various committees
  • Attending Opening Day and scheduled weekend tournaments, as well as assisting other Directors with their tournaments.

§2.4 Suspension or Termination
Membership may be terminated by resignation or by action of the Board of Directors as follows.

  • The Board of Directors, by two-thirds vote of those present at any duly constituted Board Meeting, shall have the authority to discipline or suspend or terminate the membership of any Member of any class, including managers and coaches, when the conduct of such person is considered detrimental to the best interest of the KCLL.
  • The Member involved shall be notified of such meeting, informed of the general nature of the charges and given opportunity to appear at the meeting to answer such charges.
  • The Board of Directors shall, in case of a Player Member, give notice to the manager of the team for which the player is a Player Member. Said manager shall appear, in the capacity of an adviser, with the player before the Board of Directors or a duly appointed committee of the Board of Directors. The player’s parent(s) or legal guardian(s) may also be present.
  • The Board of Directors shall have full power to suspend or revoke such right to future participation by two-thirds vote of those present at any duly constituted meeting (quorum is required).


§3.1 Definition
A General Membership Meeting is any meeting of members in good standing with KCLL. General Membership Meetings shall be open to all member participation.

§3.2 Notice of Meeting
Notice of each General Membership Meeting shall be delivered personally, electronically, or by mail to each Member at the last recorded address at least seven (7) days in advance of the meeting, setting forth the place, time and purpose of the meeting. In lieu of the above methods, notice may be given in such form as may be authorized by the Members, from time to time, at a regularly convened General Membership Meeting. 

§3.3 Quorum
At any General Membership Meeting, the presence in person or representation by absentee ballot of one fifth (20 percent) of the members shall be necessary to constitute a quorum. If a quorum is not present, no business shall be conducted.

§3.4 Voting
Only Regular Members shall be entitled to make motions and vote at General Membership Meetings. However, the Board of Directors may invite, admit and recognize guests for presentations or comments during General Membership Meetings.

§3.5 Absentee Ballot
For the expressed purpose of accommodating a Regular Member in good standing who cannot be in attendance at the Annual Meeting, or any General Membership Meeting at which new Board members will be elected, an absentee ballot may be requested and obtained from the Secretary of the league. The absentee ballot shall be properly completed, signed and returned in a sealed envelope to the Secretary prior to the date of the election. The Secretary shall present all absentee ballots to the Election Chairman (appointed at the meeting) on the date of the meeting, prior to the voting portion of the election process.

§3.6 Annual Meeting
The Annual Meeting of the Members of KCLL shall be held sometime in third of fourth quarter of KCLL fiscal year. The Annual Meeting will be  for the purpose of electing new Members, electing the Board of Directors, receiving reports, reviewing the Constitution, appointing committees, and for the transaction of such business as may properly come before the meeting.

The Membership shall receive at the Annual Meeting of the Members of the KCLL a report, verified by the President and Treasurer, or by a majority of the Directors, showing:

  • The condition of KCLL, to be presented by the President or his/her designates;
  • A general summary of funds received and expended by KCLL for the previous year, the amount of funds currently in possession of the KCLL, and the name of the financial institution in which such funds are maintained;
  • The whole amount of real and personal property owned by the KCLL, where located, and where and how invested;
  • For the year immediately preceding, the amount and nature of the property acquired, with the date of the report and the manner of the acquisition, the amount applied, appropriated or expended, and the purposes, objects or persons to or for which such applications, appropriations or expenditures have been made;
  • The names of the persons who have been admitted to regular membership in the KCLL during such year. The report shall be filed with the records of the KCLL and entered in the minutes of the proceedings of the Annual Meeting

At the Annual Meeting, the Members shall determine the number of Directors to be elected for the ensuing year and shall elect such number of Directors. The number of Directors shall be not less than six (6).

After the Board of Directors is elected, the Board shall meet to elect the Officers. The Board of Directors, including the Officers, shall assume the performance of its duties directly thereafter. The Board’s term of office shall continue until its successors are elected and qualified under this section.

§3.7  Special General Membership Meetings
A Special General Membership meeting shall be called and executed as follows:

  • Special General Membership meetings of the members may be called by the Board of Directors or by the Secretary or President at their discretion.
  • Upon the written request of twenty (20) members, the President or Secretary shall call a Special General Membership Meeting to consider the subject specified in the request.
  • No business other than that specified in the notice of the meeting shall be transacted at any Special General Membership Meeting.
  • Such Special General Membership meeting shall be scheduled to take place not less than ten (10) days after the President or Secretary receives the request.

§3.8 Rules of Order for General Membership Meetings
Roberts Rules of Order shall govern the proceedings of all General Membership Meetings, except where same conflicts with this Constitution of the KCLL. 


§4.1 Authority
The management of the property and affairs of the KCLL shall be vested in the Board of Directors.

§4.2 Increase in Number
The number of Board of Directors so fixed at the Annual Meeting may be increased at any General Membership Meeting or Special Meeting of the members. If the number is increased, the additional Director may be elected at the meeting at which the increase is voted, or at any subsequent General Membership Meeting.  All elections of additional Directors shall be by majority vote of all Regular Members present or represented by a properly executed and signed absentee ballot filed with the Secretary prior to the election meeting.

§4.3 Vacancies
If any vacancy occurs in the Board of Directors by death, resignation or otherwise, it may be filled by a majority vote of the remaining Directors at any Regular Board Meeting or at any Special Board Meeting called for that purpose.        

§4.4 Board Meetings, Notice and Quorum
Regular Meetings of the Board of Directors shall be held immediately following the Annual Meeting and on such days thereafter as shall be determined by the Board.

  • The President or the Secretary may, whenever they deem advisable, or the Secretary shall at the request in writing of three  Directors, issue a call for a Special Board Meeting. In the case of Special Board Meetings, such notice shall include the purpose of the meeting and no matters not so stated may be acted upon at the meeting.
  • Notice of each Board Meeting shall be given by the Secretary personally, electronically or by mail to each Director at least 10 days before the time appointed for the meeting to the last recorded address of each Director.
  • Five members of the Board of Directors shall constitute a quorum for the transaction of business. If a quorum is not present, no business shall be conducted.
  • Only members of the Board of Directors may make motions and vote at meetings of the Board of Directors. However, the Board of Directors may invite, admit and recognize guests for presentations or comments during the Board meetings.  Regular Members may attend the Board Meetings and may be recognized by the Board, but will not be allowed to make motions or vote at such meetings.

§4.5 Duties and Powers
The Board of Directors shall have the power to appoint such standing committees, as it shall determine appropriate and to delegate such powers to them as the Board shall deem advisable and which it may properly delegate.  The Board may adopt such rules and regulations for the conduct of its meetings and the management of the KCLL as it may deem proper, provided such rules and regulations do not conflict with this Constitution.

The Board shall have the power by a two-thirds vote of those present at any regular Board or Special Board Meeting to discipline, suspend or remove any Director or Officer or committee member of the KCLL.


§5.1 Appointments
The Board of Directors may appoint such officers or agents as it may deem necessary or desirable, and may prescribe the powers and duties of each.  Appointed officers or agents shall have no vote on actions taken by the Board of Directors unless such individuals have been elected to the Board by the membership or have been elected to fill a vacancy on the Board.

§5.2 President
The officer shall have the following responsibilities:

  • Conduct the affairs of KCLL and execute the policies established by the Board of Directors.
  • Present a report of the condition of KCLL at the Annual Meeting.
  • Communicate to the Board of Directors such matters as deemed appropriate, and make such suggestions as may tend to promote the welfare of KCLL.
  • Be responsible for the conduct of KCLL in strict conformity to the policies, principles, Rules and Regulations of Little League Baseball, Incorporated, as agreed to under the conditions of charter issued to KCLL.
  • Designate in writing other Officers, if necessary, to have power to make and execute for/and in the name of KCLL such contracts and leases they may receive and which have had prior approval of the Board.
  • Investigate complaints, irregularities and conditions detrimental to KCLL and report thereon to the Board or Executive Committee as circumstances warrant.
  • Prepare and submit an annual budget to the Board of Directors and be responsible for the proper execution thereof.
  • With the assistance of the Player Agent, examine the applications and support proof-of-age documents of every player candidate and certify to residence and age eligibility before the player may be accepted for tryouts and selection.
  • Have voting rights at all KCLL Membership Meetings

§5.3 Vice President(s)
The officer shall have the following responsibilities:

  • Perform the duties of the President in the absence or disability of the President, provided he or she is authorized by the President or Board so to act.  When so acting, the Vice President(s) shall have the powers of that office.
  • Perform such duties as from time to time may be assigned by the Board of Directors or by the President.
  • Have voting rights at all KCLL Membership Meetings

§5.4 Secretary
The officer shall have the following responsibilities:

  • Be responsible for recording the activities of KCLL.
  • Perform such duties as are herein specifically set forth, in addition to such duties as are customarily incident to the office of Secretary or as may be assigned by the Board of Directors.
  • Keep the minutes of the meetings of the Members, the Board of Directors and the Executive Committee, and cause them to be recorded in a book kept for that purpose.
  • Conduct all correspondence not otherwise specifically delegated in connection with said meeting and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.
  • Notify Members, Directors, Officers and committee members of their election or appointment.
  • Submit all required documentation to Little League International such as but not limited to: Insurance Applications, Team Rosters, Coaches, Charter, Safety Plans, etc..
  • Submit all required documentation to government agencies such as Colorado Department of State, IRS tax forms, etc..
  • manage all documents related to the league operations including but not limited the League Constitution, Amendments, etc
  • Maintain appropriate files, mailing lists and necessary records.
  • Maintain a list of all Regular, Sustaining and Honorary Members, Directors, and committee members and give notice of all meetings of the KCLL, the Board of Directors and Committees.
  • Act as chairperson for the Auditing Committee.
  • Have voting rights at all KCLL Membership Meetings

§5.5 Treasurer
The officer shall have the following responsibilities:

  • Perform such duties as are herein set forth and such other duties as are customarily incident to the Office of Treasurer or may be assigned.
  • Receive all monies and securities, and deposit same in a depository approved by the Board of Directors.
  • Keep records of the receipt and disbursement of all monies and securities of the KCLL, including the committees, approve all payments from allotted funds and draw checks therefore in agreement with policies established in advance of such actions by the Board of Directors. All disbursements by check must have dual signatures.
  • Prepare an annual budget, under the direction of the President, for submission to the membership and Board of Directors at the Annual Meeting.
  • Have voting rights at all KCLL Membership Meetings

§5.6 Director of Marketing and Communications
The officer shall have the following responsibilities:

  • Be responsible for strategic direction and execution of all internal and external communications
  • Assist in identifying and developing member relationship management plans (e.g. registration flyers and posters) 
  • Write collateral materials promoting KCLL programs, including press releases to local news organizations
  • Develop brand guidelines and ensure consistent adherence to guidelines for all marketing materials and activities 
  • Work on KCLL internet site developing and maintaining content, including video/podcast content. 
  • Creates various marketing materials to be used across various media platforms, developing creative concepts for consideration. 
  • Developed and execute online strategies that include search engine optimization, keyword search, search engine marketing and social media 
  • Constantly explore, recommend, use and optimize communication methods, vehicles and technologies to engage with various audiences, particularly as part of fully integrated demand generation campaigns.
  • Have voting rights at all KCLL Membership Meetings

§5.7 Safety Officer
The officer shall have the following responsibilities:

  • Coordinate all safety activities including supervision of ASAP (A Safety Awareness Program),
  • Ensure safe playing conditions
  • Coordinate reporting and prevention of injuries
  • Solicit suggestions for making conditions safer
  • Report suggestions to Little League International through the ASAP system
  • Submit a safety plan to KCLL Board of Director for review and approval
  • Execute the approved safety plan
  • Ensure all background checks and required concussion certifications are completed
  • Have voting rights at all KCLL Membership Meetings

§5.8 Player Agent
The officer shall have the following responsibilities::

  • Record all player transactions and maintain an accurate and up-to-date record thereof.
  • Receive and review applications for player candidates and assist the President in verifying residence and age eligibility.
  • Conduct annual player assessments or tryouts 
  • Supervise the player draft and all other player transactions or selection meetings.
  • Work directly with parents and coaches to ensure the placement of players in the appropriate league, division or team
  • Work with coaches to prepare the All Ken-Caryl team nominations
  • Have voting rights at all KCLL Membership Meetings 

§5.9 Director of Business Development
The officer shall have the following responsibilities:

  • Solicit and secure local sponsorships to support league operations
  • Collect and review sponsorship and fundraising opportunities
  • Organize and implement approved league fundraising activities
  • Maintain records of funds secured through sponsorship and fundraising activities
  • Have voting rights at all KCLL Membership Meetings

§5.10 Director of Operations
The officer shall have the following responsibilities:

  • Inventory all KCLL playing equipment prior to the start of the regular season, noting any equipment that needs replaced.
  • Secure bids on needed supplies and equipment and make recommendations for their purchase to the Board
  • Responsible for the proper issuance of supplies and equipment and for the repair, cleaning and storage thereof at the close of the season.
  • General responsibility for ensuring facilities and fields are properly maintained  
  • Ensure that equipment boxes at fields are fully stocked and equipment within is properly functioning
  • Have voting rights at all KCLL Membership Meetings

§5.11 Chief of Umpires
The officer shall have the following responsibilities:

  • Be responsible for the screening and training of prospective volunteer umpires
  • Observe the umpire staff, periodically, during games to ensure the integrity of the game for players and spectators
  • Be knowledgeable of Little League Baseball, Incorporated rules and regulations governing play
  • Have voting rights at all KCLL Membership Meetings

§5.12 Director of Coach and Player Development
The officer shall have the following responsibilities:

  • Represents coaches/managers in league
  • Presents a coach/manager training budget to the board
  • Gains the support and funds necessary to implement a league-wide training program
  • Orders and distributes training materials to players, coaches and managers
  • Coordinates mini-clinics as necessary
  • Have voting rights at all KCLL Membership Meetings

§5.13 Community Liaison
The officer shall have the following responsibilities:

  • Work with other organizations to enhance the community experience for members
  • Co-ordinate inter-program activities such as charity baseball games with Boys and Girls Club
  • Work with local law enforcement to deliver drug awareness and prevention programs to KCLL members
  • Have voting rights at all KCLL Membership Meetings

§5.14 Volunteer and Events Manager
The officer shall have the following responsibilities:

  • Recruit volunteers to assist with with league activities as necessary
  • Manages all non-game activities such as, but not limited to: picture day, KCLL Movie Night, yearbook, awards, Opening Day and End of Season Ceremonies 
  • Have voting rights at all KCLL Membership Meetings

§5.15 League Commissioner(s)
KCLL shall appoint one League Commissioner for each division or program within the league. The officer(s) shall have the following responsibilities for their respective division or program:

  • General oversight of operations, games, scheduling, etc
  • Have a thorough understanding of Little League rules
  • Propose modifications to Little League Rules to the Board of Directors 
  • Document and communicate approved rule changes to members
  • Arbitrate disputes, protests or conflicts between members
  • Oversight of all aspects of the All-Star program
  • Oversight and general responsibility for the formation of the league and teams (the draft process)
  • Have voting rights at all KCLL Membership Meetings

§5.16 All-Star Director
The officer shall have the following responsibilities:

  • Definition and revision of the All-Star Selection process.
  • General oversight and execution of the All-Star Selection process​ defined online (click here)
  • Ensuring KCLL All-Star coaches are aware of and comply with all requisite paperwork, including player waivers, for All-Star participation
  • Management and distribution of All-Star uniforms
  • Liaison with Little League World Series officials  
  • Have voting rights at all KCLL Membership Meetings. 

5.16 Emeritus Advisor(s)
The President may appoint up to four Emeritus Advisors who report directly to the President. Emeritus Advisors must have held a voting postion on the Board of Directors within the two past years. The role is intended to provide continuity during transition of Board Members. An Emeritus Advisor will participate in KCLL Board Meetings and forums. The Emeritus Advisor provides support by offering experience and knowledge gained though active involvement on the Board in the past. No person may hold the position of Emeritus Advisor for more than two years. Emeritus Advisors do NOT have voting rights.


§6.1 Executive Committee
The Board of Directors may, at their discretion,  appoint an Executive Committee that shall consist of not less than three (3), nor more than (6), Directors. The Executive Committee shall advise with and assist the Officers of KCLL in all matters concerning its interests and the management of its affairs, and shall have such other powers as may be delegated it by the Board, but in no event will the Executive Committee have authority over the Board of Directors.  Members of an Executive Committee will be appointed, alternating Officers of the Board, to meet the unique needs of any given situation.

§6.2 Finance Committee
The Board of Directors shall appoint a Finance Committee consisting of not less than three (3) nor more than five (5) Directors The Treasurer shall be an ex-officio member of the Committee. The Committee shall investigate ways and means financing the KCLL including preparing an annual budget, setting registration fees, team sponsorships and submit recommendations. It shall be responsible for taking up collections or conducting raffles at games, if such collections/and or raffles are authorized by the KCLL, and shall turn over said collections and/or raffles proceeds to the Treasurer immediately after the game, or deposit said collections and/or raffle proceeds at a local bank in accordance with instructions from the Treasurer.  Sub-Committees may include a Sponsorship Sub-Committee and a Fundraising Sub-Committee.

§6.3 Auditing Committee
The Board of Directors shall appoint an Auditing Committee consisting of at least (3) Directors and appointed Regular Members. The President, Treasurer, or other signatories of checks are not eligible for appointment to the Committee.  The Committee will review the financial books and records annually prior to the Annual Meeting and attach a statement of its findings to the annual financial statement of the President or Treasurer and may, if directed by the Board of Directors or Membership, secure the services of a Certified Public Accountant to accomplish such review.


§7.1 Rules and Regulations
The Official Playing Rules and Regulations as published by Little League Baseball, Incorporated, Williamsport, Pennsylvania, shall be binding on the KCLL, with modification by the bylaws or local league rules.

§7.2 Local Rules, Ground Rules and/or Bylaws
The local rules, ground rules and/or Bylaws of the KCLL shall be adopted by the Board of Directors at a meeting to be held not less than one month previous to the first scheduled game of the season, but shall in no way conflict with the Rules, Regulations and Policies of Little league Baseball, Incorporated, nor shall they conflict with this Constitution. The local rules, ground rules and/or Bylaws of KCLL shall expire at the end of each fiscal year, and are not considered part of this Constitution. 



§8.1 Authority
The Board of Directors shall decide all matters pertaining to the finances of the KCLL, and it shall place all income, including concession and other committee generated funds, in the KCLL Treasury directing the expenditure of funds in such a manner as will give no individual or team an advantage over those in competition with such individual or team.

§8.2 Sponsorship Contributions
The Board shall not permit the contribution of funds or property to individual teams but shall solicit funds for the common treasury of the KCLL, thereby to discourage favoritism among teams and to endeavor to equalize the benefits of the KCLL.

§8.3 Solicitations
The Board shall not permit the solicitation of funds in the name of KCLL unless all funds raised are placed in the KCLL treasury. 


§8.4 Disbursement of Funds
The Board shall not permit the disbursement of KCLL funds for other than the conduct of KCLL activities in accordance with the rules, regulations and policies of Little League Baseball, Incorporated.

All disbursements shall be made by check. The KCLL Treasurer shall sign all checks, and such other Officer or Officers or person or persons as the Board of Directors shall determine. The President and Vice President will be recognized as the other authorized signers of Checks.

§8.5 Compensation
No Director, Officer or Member of the KCLL shall receive, directly or indirectly, any salary, compensation or emolument from the KCLL for services rendered as Director, Officer or Member.

§8.6 Deposits
All monies received, including Concession or other Committee Funds, shall be deposited to the credit of KCLL in The Guarantee Bank located in Littleton.

§8.7 Fiscal year
The fiscal year of the KCLL shall begin on January 1 and shall end on December 31.

§8.8 Distribution of Property upon Dissolution
Upon dissolution of the KCLL, and after all outstanding debts and claims have been satisfied, the Members shall direct the remaining property of the KCLL to another Federally Incorporated entity which maintains the same objective as set forth in Article II of this Constitution, which are or may be entitled to exemption under Section 501-(C)-(3) of the Internal Revenue Code or any future corresponding provision.