Officers

This organization shall be known as the  Baseball Coaches Association, Inc.   after this referred to as the A.  As of March 1, 2024 this organization is incorporated as a non-profit organization with the Secretary of State.

The purpose of the organization shall be:

1. To unify all baseball coaches in the State of a.
2. To promote high school baseball.
3. To create and maintain an official line of communication with the  High School Athletic Association (IAA).
4. To foster higher standards of professionalism and ethics.
5. To maintain a strong relationship with national, state and local organizations of baseball.

Section I

There shall be two classes of membership: Active and Affiliated.  In order to be eligible for any awards, one must be a member of the .

1. Active membership will consist of all head and assistant baseball coaches actively engaged in the high school/middle school program within that school district who are employed by the local Board of Education.
2. Affiliated membership will consist of all college coaches, summer coaches, non-coaching personnel, umpires, news media, and other interested parties, including retired members of the association.

Section II

All members shall have the privilege of attending all functions of the association.  Members will have the privilege of holding office, voting on items of concern to the association, being selected for honors, awards etc., and participating in business meetings.

Section III

All members of the  shall pay annual dues as determined by the Board of Directors.  The year will run from January 1 to December 31.  Dues are payable to the Treasurer no later than March 15th for membership.  Retired coaches may pay a one time $25 fee for a lifetime membership

Section I

The officers of this organization shall consist of five (5) positions:  President, 1st Vice-President, 2nd Vice-President, Secretary, and Treasurer.  All members of the association are eligible but first must have served as a member of the Board of Directors.  The three (3) presidential officers shall be elected by a majority vote of the Board of Directors with their term to begin with the Board of Directors meeting following the State Clinic and concluding with the Board of Directors meeting prior to the State Clinic.  There shall be no monetary compensation for any officer position.

Section II

The President shall preside over all meetings with the authority to call any special meetings he deems necessary.  He shall be a liaison between the association and the National Associations (ABCA and BCA).  His position in office shall be for a one (1) year term before moving to the position of Past President. 

Section III

The 1st Vice-President shall preside over all regular and special meetings in the absence of the President. His position in office shall be for a one (1) year term.  At the Board of Directors meeting following the state clinic, he takes over as the President.

Section IV

The 2nd Vice-President nomination and election shall be made at the June meeting of the Board of Directors.  He will take office at the Board of Directors meeting following the state clinic and will move through the positions of 1stVice-President, then to President.  His position in office shall be for a one (1) year term.  The nomination shall be prioritized in the following manner: 

• Must be outgoing senior district rep
• Must be current district rep with more than 1 year board experience
• Must have previously served on the Executive Board
• Must be a current junior district rep

Section V

The Secretary shall be an appointed position by the Executive Board.  He shall keep an accurate record of the minutes for all Board of Directors meetings, Executive Board meetings and any special meetings as called by the President. He shall work with the Treasurer to keep an accurate record of the business matters of the association through the minutes of all meetings.  His job performance shall be reviewed annually prior to November 1st by the three (3) elected officers and the Past President.  If he is not to be retained in the position for the following year, he shall be notified by December 1st.     

Section VI

The Treasurer shall be an appointed position by the Executive Board.  He shall be responsible for all money matters concerning the organization, including membership dues, disbursements, and shall keep accurate records of all business matters that take place within the organization.  He shall work closely with the President.  His job performance shall be reviewed annually prior to November 1st by the three (3) elected officers and the Past President.  If he is not to be retained in the position for the following year, he shall be notified by December 1st.   

Section VII

In the event that the President cannot complete his term of office, the 1st Vice-President shall fill the office and the 2ndVice-President will fill the position of 1st Vice-President.  An election will be held at a Board of Directors meeting by the Secretary to fill the 2nd Vice-President’s seat from the Board of Directors.  In the event the 1st Vice-President cannot complete his term, the 2nd  Vice-President will complete his term and the election will be held for the 2nd Vice-President’s seat as mentioned above.  In the event the 2nd Vice-President cannot complete his term, the Secretary will conduct an election as mentioned above to fill his position.  In the event the Treasurer cannot complete his term, the Secretary will conduct an election as mentioned above to fill his position.  In the event the Secretary cannot complete his term, an election will be held at a Board of Directors meeting by the President to elect his replacement.  This replacement would be for the remainder of the vacated term and may continue into the original term of said officer.

Section I

The Executive Board shall consist of the Officers, the Past President and the seven (7) appointed positions:  PIAA Consultant, Business Manager, Historian, Poll Director, Public Information Director, Web Site Coordinator, and All-Star Series Coordinator. The Past President shall serve as an ex-officio member of the Executive Board for a one year term.  All terms in office shall begin with the Board of Directors meeting following the State Clinic and end with the Board of Directors meeting prior to the State Clinic.  All positions shall be reviewed annually on their job performance prior to November 1st by the three (3) elected officers and the Past President.  Any person not to be retained in their position for the following year shall be notified by December 1. 

Section II

The Consultant position requires the person to have served as President of the .  This person shall serve as liaison between this organization and the  High School Athletic Association.  There shall be no monetary compensation for this position.  

Section III

The Business Manager shall work with the Treasurer on financial matters of the .     He will solicit sponsors for the association and will be an integral part in all contracts involving the association.  There shall be no monetary compensation for this position.  

Section IV

The Historian shall assist the Secretary with the documentation of past records and the history of the association.  There shall be no monetary compensation for this position.    

Section V

The Poll Director shall be responsible for the State Poll.  A yearly stipend may be offered and reviewed by the Officers each year.

Section VI

The Public Information Director shall work with the Officers to disseminate pertinent association information.  There shall be no monetary compensation for this position.  

Section VII

The Website Coordinator shall work with the Board of Directors and website developers to update and design the association’s website.  There shall be no monetary compensation for this position.                                                                                                                                                               

Section VIII

The All-Star Series Coordinator shall work with the Board of Directors establishing and running the All-Star Series. He will work directly with the 2nd Vice-President on the All Star Series.

There shall be no monetary compensation for this position.

Section IX

In the event that any of the seven (7) appointed positions to the Executive Board cannot complete his term in office, an election will be held at a Board of Director’s meeting by the Secretary to fill the appointed vacant seat from the Board of Directors for the remainder of the term.

Section I

The Board of Directors shall consist of the 9 member Executive Board. One representative from the board could be represented by their district/region but may have multiple Districts. All terms in office shall begin with the Board of Directors meeting following the State Clinic and end with the Board of Directors meeting prior to the State Clinic. 

Section II

The District Representatives shall be selected at their district meeting prior to the association’s state clinic.  The district representative to the Board of Directors must be a member of the district coaches association and of the .  The recommended term for a district representative shall be four (5) years with one representative being elected every year as the Junior Rep to replace the outgoing Senior Rep, with the previous Junior Rep moving to the position of Senior Rep in his second year.  Each district shall have the right to determine how many consecutive terms representatives may serve on the Board of Directors.  Since the Northeast district has three (3) reps, the first year rep shall be known as the Sophomore Rep and will follow the same guidelines as outlined above for three (3) year terms.  In the event that any District Rep cannot complete his term in office, his district shall appoint an alternate rep to complete the term on the Board of Directors. 

Section III

The Board of Directors shall comprise the governing body, shall follow the adopted Constitution, shall transact the official business of the organization, and abide by and adopt necessary by-laws in carrying out the official business of the association.  The Board of Directors shall rule on any matters not covered by the Constitution.

Section I

Proposed amendments to the constitution may be brought to any Board of Director’s meeting in the form of a motion with a second before discussion.  The motioned amendment shall not be voted on until it is read at a second meeting with any further discussion.  The constitution shall be amended and the Board of Directors may determine recommendations of amendments with final passage determined by at least two-thirds vote of the members of the Board of Directors voting.  The balloting shall be conducted by mail or at the regular meeting.  An Emergency Amendment may be passed at a first reading only with 100% affirmative vote of the Board.

Section I

The  Baseball Coaches Association shall meet one (1) time per year at the association’s annual state clinic.  This meeting may be in the format of a district meeting and if necessary a total membership meeting may be called by the Board of Directors.

Section II

The Board of Directors will meet at least four (4) times per year.  One (1) fall meeting will be held in September or October.  The two (2) winter meetings will be held with one on the first day of the state clinic and the second on the last day of the state clinic.  The other meeting will be held at the conclusion of the Senior All-Star Series.  Each member of the Board of Directors must attend three (3) out of the four (4) scheduled meetings, or he may be replaced with a majority vote of the Board.  An alternate may attend a Board of Directors meeting to satisfy the Board of Directors’ attendance obligation with prior approval from the president.

Section III

The President may call special meetings of the Officers, Executive Board, or Board of Directors as he deems necessary.

Section IV

Reimbursement of expenses incurred by travel shall be provided to all members of the Board of Directors when there is a regularly scheduled or an emergency meeting with the exception of the state clinic.  Gas mileage money shall be provided to members of the Board of Directors for these meetings as well as those designated to attend  High School Athletic Association meetings, provided funds exist or when they do exist at a later date.  Reimbursement of expenses to designated Board of Directors at national conventions shall be determined by the Executive Board with prior approval.

Section V

The  will send a representative to all  High School Athletic Association Board of Control meetings.  The representative will be the consultant and/or designated members of the Board of Directors.

This document shall be reviewed for revisions in October of each year by the Executive Board.

Section I

President duties include, but are not limited to: 

1. Set the agenda and preside over all meetings with the authority to call any special meetings he deems necessary
2. Serve as liaison between the  and the BCA/ABCA
3. Serve as Chairman of the scholarship committee
4. Serve as Chairman of the Academic All  committee

Section II

1st Vice-President duties include, but are not limited to: 

1. Serve as director of the State Clinic
2. Preside at all regular and special meetings in the absence of the President

Section III

2nd Vice-President duties include, but are not limited to:

1. Serve as director for the following year’s All-Star Series
2. Serve as director of the State Clinic exhibit hall

Section IV

Secretary duties include, but are not limited to:

1. Responsible for the keeping an accurate record of the minutes for all Board of Directors meetings, Executive Board meetings and any special meetings as called by the President and distributing those minutes to the appropriate board at the following meeting
2. Work with the Treasurer to keep an accurate record of the financial business matters of the association through the minutes of all meetings
3. Oversee printed materials such as programs for the State Clinic and All-Star Series
4. Update and distribute Executive Board directory and pass on to the Website Coordinator

Section V

Treasurer duties include, but are not limited to:

1. Responsible for all money matters concerning the organization; including membership dues, sponsor accounts, all-star series money, all disbursements and the filing of any appropriate paperwork with government agencies such as the IRS
2. Responsible for keeping accurate records of all business matters that take place within the organization working closely with the President
3. He shall provide a financial report of all  activities in conjunction with any officer’s duty functions at the conclusion of such activity as the State Clinic, the Clinic Exhibit Hall, and the Senior All-Star Series
4. He shall work closely with the Business Manager in preparation of sponsor contracts and the financial matters involving any sponsors
5. He shall oversee the coordination of travel and accommodations for those board members attending national clinics in an official capacity representing the  and any other functions as designated by the President
6. He shall provide a financial report to the Board of Directors at the fall meeting, Thursday State Clinic meeting and Senior All-Star Series meeting
7. He shall provide a financial report for the September officer’s meeting and work with the officers in preparing a budget for the upcoming year

Section VI

Consultant duties include, but are not limited to:

1. Serve as an advisor to the Executive Board regarding baseball matters with our districts throughout the state, the PIAA, the BCA and the ABCA maintaining good relations
2. Attend PIAA board of control meetings as the  liaison and representative
3. Present items from the  Executive Board to the PIAA

Section VII

Business Manager duties include, but are not limited to:

1. He shall report to the officers of the association
2. Responsible for solicitation and the development of business contracts with sponsors for the association
3. He shall work closely with the Treasurer regarding all financial matters involving any sponsors and in the preparation of sponsor contracts which must be approved by the Executive Board and signed by the Business Manager, Treasurer and President
4. He shall be an integral part in all contracts involving the association working with each officer’s duty functions in preparation of such activities as the State Clinic, the Clinic Exhibit Hall, and the Senior All-Star Series

Section X

Poll Director duties include, but are not limited to:

1. Update poll voter’s information with the Website Coordinator
2. Update Division drop down menu on website according to PIAA and verify  membership for schools
3. Coordinate the voting for the poll tabulating weekly results and notify media each week
4. Coordinate the All-State player/coach voting and notify media as well as Website Coordinator to be posted after Senior All-Star Series
5. Work with PIAA regarding divisional school breakdowns in each district so data can be used with district reps and 2nd VP for Senior All-Star Series
6. Work with district reps in securing poll voters for each district
7. Oversee the ordering of awards for the state poll champ and coach of the year to be presented at the State Clinic
8. Update info for clinic program regarding all state players/coaches, state poll champs with final poll, poll voter lists for upcoming season

Section XI

Public Information Director duties include, but are not limited to:

1. Oversee ordering of awards and certificates for the State Clinic
2. Send Player of the Year letters to respective coaches in September in preparation for the fall Board of Directors meeting
3. Assist 2nd VP with ordering of Senior All-Star Series certificates and plaque holders
4. Oversee that all awards are presented or mailed to recipients
5. Assist 1st VP with ordering place mats, banquet programs, table markers for Hall of Fame banquet at State Clinic
6. Compile state champion info for state clinic program
7. Assist the presidents with the purchase of the Board of Directors gifts
8. Assist the 1st VP with the purchase of State Clinic speaker gifts and association gifts
9. Assist the 2nd VP with the purchase of items to sell at Senior All-Star Series and clinic
10. Assist the Secretary in the ordering of BOD business cards, badges, name plates
11. Assist the 1st VP with the ordering of State Clinic badges, membership cards and Hall of Fame banquet tickets
12. Oversee the reporting of events to the media including Collegiate Baseball Magazine, BCA Publications and ABCA Publications and pass on to Website Coordinator

Section XII

Website Coordinator duties include, but are not limited to:

1. Work directly with our website provider on updates and changes within the system
2. Coordinate updates for the website with each member of the Board of Directors
3. Report any outdated information to the President which has not been updated by the appropriate Board of Director in a timely manner
4. Serve as an advisor to the Board of Directors on new information that may be posted on the website to make it more user friendly to coaches, players, parents and general public
5. Assist with any video needs during the State Clinic and Hall of Fame banquet

Section XIII

All-Star series Coordinator duties include, but are not limited to:

1. Work directly with the Executive Board providing all necessary and specific financial information regarding the All-Star Games
2. Oversee the selection of coaches and players for the All-Star Games.
3. Coordinates the dates and logistics of the All-Star Games
4. Work with the 2nd Vice-President in coordination the Senior and Underclass All-Star Games.

Section IV

District Board Representatives duties include, but are not limited to:

1. Serve as liaison between their district association and the Board of Directors
2. Attend the designated monthly PIAA Board of Control meeting as our representative
3. Work with Poll Director to identify association members from their district
4. Work with 2nd VP to select their district’s coaches and players for All-Star Series
5. Collect information from their district for the newsletter on the web site
6. Work with Poll Director to secure state poll voters from their district
7. Distribute awards to their district’s coaches and players during State Clinic
8. Keep updated records to be passed on to the next elected district rep from your district

Section I – Hall of Fame

Section II – PSBCA Scholarships(TBD….)

Student scholarship awards will be presented each year by the  Baseball Coaches Association.  Any association member may nominate a candidate.  The candidate must be a son or daughter of an active member of the state association for at least the current year and previous five (5) consecutive years.  The scholarship shall be given to graduating high school students who plan to attend a college, university, or other institution of higher learning.  Factors such as financial need, scholarship achievement, leadership qualities, self-reliance, and athletic participation shall be considered.  The scholarship shall be for one (1) year only.  The check will be made out to the person receiving the scholarship.  The amount of the scholarship shall be determined by the Board of Directors.  The Board of Directors shall serve as the selection committee with final approval determined by at least two-thirds vote of the members voting. 

Section III – Coaches Awards

The Service and Victory Awards will be given to association member coaches at the State Clinic each year.  The Victory Award will go to coaches who have accumulated 100, 200, 300 etc. varsity baseball victories during their coaching career.  The Service Award will be given to an association member who has been an association member for 15, 20, 25, 30 etc. years.

Section IV – State Poll

The State Baseball Poll shall be under the direction of the Poll Director to tabulate ballots and report the results each week to the news media and  website.  Guidelines include:

1. Poll Director will break down team voting by district, division and membership.
2. The voting coaches’ name and school will be printed in the clinic program, and on the website with his contact information.
3. The Poll shall consist of five (5) weeks beginning with the third week of the season with the sixth ballot as the selection for the All-State Coaches Poll Team.
4. Plaques shall be presented to the coaches and teams who finish first in the last (5th) poll.
5. Coach and Player of the Year Awards shall be presented during the State     Coaches Clinic or All State festivities.
6. Poll Director will present reports to the board at the fall Board of Directors meeting 

Section V –All-Star Series

(WORKING ON THIS) The Senior All-Star Series is under the directorship of the 2nd Vice-President and takes place the week after the State Tournament in June of each year.  The All-Star Series Coordinator will work with the 2nd Vice-President and his duties will be the same as 2nd Vice-President in getting players for the Underclass All-Star Series.

Guidelines include:

1. Selection of the top 80 graduating seniors and 12 coaches by each of the 6 districts, coordinated by the district representatives.
2. The district representation is to be determined by a format based on the number of membership schools in each of the four divisions in each district.
3. The player fee is to be determined by the Board of Directors each year.
4. Awards shall be presented to each of the All-Star Series Players and Coaches.
5. The 2nd VP and All-Star Series Coordinator will present a financial report in cooperation with the treasurer to the Board of Directors at the fall meeting.

Section VI – State Clinic

The State Clinic is under the directorship of the 1st Vice-President and takes place over a weekend in January each year.  Guidelines include:

1. Clinic fee to all attending coaches and interested persons to be determined by the Board of Directors
2. Organization of the clinic speakers, agenda, registration, district meetings, overnight accommodations, complimentary attendee gifts and speaker gifts
3. 2nd VP shall be in charge of the exhibit hall for vendors and coaches

Section I

The communication information shall be under the direction of the Website Coordinator and disseminated via the  Website and various other media outlets.  Guidelines include:

1. Updating the website at the conclusion of each function and meeting of the  with meeting minutes, officer’s reports, awards, important dates and deadlines.
2. Work with the Public Information Director to publish baseball news through the website.
3. Work with the district reps to obtain their district information on new coaches, field improvements, college signings/MLB drafts, league champions, outstanding player/coach accomplishments, local camps and clinics.

Section II

The Board of Directors will send representation to each PIAA Board of Control meeting as outlined by the  Constitution-Article VIII, Section V.  Our representation shall serve as an integral part of the communication with the PIAA governing body.  Recommended dates of district rep/officer attendance to these meetings with the Consultant are as follows:

Section I – ABCA

The  shall be represented in attendance at the annual American Baseball Coaches Association clinic for college and high school coaches as long as funds are available and approved by the Board of Directors at the fall Board of Directors meeting.  Priority shall be given to this clinic with representatives filled prior to filling the representative positions to the BCA for the purpose of securing clinic speakers and sponsors.  Representatives shall attend with travel and rooming accommodations covered by the   If funds are available, one (1) meal shall also be paid for each representative.  It is recommended that the current 1st VP, 2nd VP, 2nd VP Elect and Business Manager attend with priority after that given to the treasurer and secretary, then to other members of the Executive Board.  No more than four (4) representatives shall be funded by the Association to attend.

Section II – BCA

The  shall be represented in attendance at the annual Baseball Coaches Association clinic for high school coaches as long as funds are available and approved by the Board of Directors at the fall Board of Directors meeting.  Representatives shall attend with travel and rooming accommodations covered by the A.  If funds are available, one (1) meal shall also be paid for each representative.  It is recommended that the current President attend along with another officer not attending the ABCA, with priority after that given to other members of the Executive Board not attending the ABCA. No more than two (2) representatives shall be funded by the Association to attend.

Section III – Other State Clinics

The  shall work with other state association clinics in providing speakers, but it will be the responsibility of that association to provide for rooming, and food if appropriate.  The  will not provide any funds for members of the Board of Directors to attend other clinics as speakers or attendees.