Frederick Youth LacrosseWMYLC

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Spires Lacrosse Club
















Revised October 2018






Section 1: Name and Location. The name of the organization shall be Spires Lacrosse Club.  The organization receives mail at


Spires Lacrosse Club

P.O. Box 3971

Frederick, MD 21705


The organization has a website at


Section 2: Purpose and Philosophy


The purpose of Spires Lacrosse Club (SLC), hereby referred to as “The Club,” shall be to promote the furthering of youth participation and enjoyment of recreational lacrosse in our local area, specifically within the Frederick and Governor Thomas Johnson High school feeder systems.  The Club philosophy has four major components:

  1. To teach the fundamentals of lacrosse in a fun, positive environment, which prepares our young athletes for the field of competition;

  2. To build a foundation for each player that includes good sportsmanship, respective for the game and fellow players, self-control and discipline, teamwork, and a sense of community and camaraderie;

  3. To promote lacrosse in communities within our feeder school system, so that all children in the schools, regardless of ability, gender, race, ethnicity, or socioeconomic status, feel lacrosse is an attainable sport in which they can participate and excel;

  4. To reach a more diverse group of players within our communities, and provide the necessary support to ensure we are growing The Club in a way that is reflective of the diverse student bodies within our feeder school programs.


Section 3: Operation as Tax Exempt Organization; Exempt Activities


  1. The Club will operate as an organization within the meaning of Section 501(c)(3) of the Internal Revenue


Code (“Code”).

  1. The club will neither have nor exercise any power, nor will it engage directly or indirectly in any activity, that would invalidate its status as a tax-exempt organization within the meaning of Section 501(c)(3) of the Code.

  2. Notwithstanding any other provision in these Bylaws, no director, officer, employee, or agent of the club is permitted to take any action or carry on any activity by or on behalf of the club, which is not permitted to be taken or carried on by an organization exempt under Section 501(c)(3) of the Code.

  3. If the club dissolves, the balance of the money and property received by the club, after payment of all of the debts and obligations of the club, must be used, distributed, or transferred exclusively to an organization or organizations with a substantially similar purpose(s) to those for which this club is organized. The Board of the officers will choose the exact organization(s) for such a distribution.


Section 4: Bylaw Amendments


These bylaws may be altered, amended or repealed, and new bylaws may be made by utilizing the following procedure:

  1. A motion in writing is presented to the Board of Directors at a general meeting when a quorum is present.

  2. Said motion will be discussed, seconded, and approved, by a simple majority of the Board of Directors at a general meeting when a quorum is present.

  3. All Club members shall then be notified of the suggested amendment. Club members must provide comments within thirty (30) days of the amendment suggestion review.

  4. Adoption of the amendment requires a 2/3 vote of the Board.

  5. An amendment that has failed to receive the necessary 2/3 vote shall not be voted on again until the procedure outlined in this section is repeated.






Section 1: General Members


Membership in the Club is open to the following:

  1. Parents and legal guardians of officially youth, registered in the club.

  2. All elected and appointed officials of the Club, including all past Presidents of the Club.

  3. All coaches of the club.

  4. Boys and Girls Coordinators

  5. Current Board members

  6. Volunteers


Section 2: Voting Members


Voting members shall be those members who have attained 18 years of age.






Section 1: General Powers


The affairs of the club will be managed by or under the direction of its Board of Directors, inclusive of the Executive Officers (See Article III Section 2). The Board of Directors shall set all reasonable and appropriate fees necessary for the operation of the Club. Fees shall be payable at time of registration and any event cost shall be payable prior to player participation in the event(s).


Section 2: Executive Officers


The Executive Officers of the Club shall be President, Vice President, Secretary, and President Emeritus/Past President.   The Executive Officers will be the elected members of the Board of Directors. Each Executive Officer has one (1) vote on any question before the Board of Directors.


Section 3: Appointed Members


The Appointed members of the Board of the club shall be held by a coordinator for the boys and for the girls programs. All appointed members shall be a minimum of eighteen (18) years of age. Appointed members shall be appointed by a majority vote of the elected officers.


Section 4: Terms, Multiple Offices, Qualifications, Duties, and Limitations


  1. Number: The number of Executive Officers of the club will be a minimum of 3 (President, Secretary, and Treasurer) and no more than 7 (including Co-VP, Co-Secretary, and Co-Treasurer).


  1. Multiple Positions: The same person may hold any two or more positions, except that of the President, Secretary, and Treasurer should not be the same person. Each member shall have only (1) one vote regardless of the number of positions they may represent.


  1. Qualifications: The Board of Directors are required to be residents of Frederick County, preferably members of the Governor Thomas Johnson and/or Frederick High School feeder program, and must be at least eighteen (18) years of age.


  1. Duties: All Board of Directors shall consistently serve the Club in good faith consistent with the goals of the Club. This includes executing the tasks of their position and consistently attending meetings during their term in position.


  1. Limitations:


  1. No member of the Board, nor any other private persons, shall pay for services actually rendered, or allowed by the Club as a reasonable allowance for authorized expenditures incurred on behalf of the Club.

  2. No part of the activities of Club shall include propaganda or attempting to influence legislation, or any initiative or referendum before the public, or intervene in (including by publication or distribution of statements), any political campaign on behalf of, or in opposition to, any candidate for public office.

  1. The Club shall not lend any of its assets to any member of the Board, or guarantee to any person the payment of a loan by an Officer of the Club.


Section 5: Elections


  1. When: Elections shall be held at the annual meeting in June. The poll shall be open for a specific amount of time, which shall be communicated to Club membership.


  1. How: All persons voting will be asked for identification and recorded as having received a ballot from the Secretary on the official club membership roster. All marked ballots shall be placed within a sealed ballot box. The ballots shall be counted and newly-elected officers announced prior to the conclusion of the meeting.


  1. Terms: Terms for both elected and appointed officers shall be two years beginning August 1 of the year elected and ending July 31 two years later. Officers may serve multiple terms, but no more than two consecutive terms in one position. All executive officers will be divided into two groups as nearly equal in number as is practicable in order to stagger the terms of the Executive Officers and achieve continuity of governance of the organization as follows: President, Treasurer, and Secretary, whose terms expire at the end of the annual meeting of members in odd-numbered years; and Vice President and Boys and/or Girls Coordinators, whose terms expire at the end of the annual meeting of members in even-numbered years.  If there is no one voted to fill the positions, then there may be a ballot opened to the existing board to allow those members to continue in their role


  1. Absentee Voting: Requests for an absentee ballot must be in writing and received by the Secretary two (2) weeks prior to the election. Absentee ballots shall be sealed within an envelope and the ballot signed on its face by the voting member.


  1. Proxy Voting: No proxy voting will be allowed.


Section 6: Resignation


  1. Any Officer may resign at any time by giving written or verbal notice to the President or the Secretary of the Club.


  1. Effective Date: An Officer’s resignation will take effect when the notice is delivered unless the notice itself specifies a future date. Moreover, unless the notice specifies otherwise, the acceptance of an

Officer’s resignation is not necessary to make it effective.


Section 7: Removal


Any elected member of the Board of Directors may be removed from the Board and forfeit their position for failing to carry out expected duties or conduct detrimental to the Club via the following process:


  1. A written complaint must be presented to the Board of Directors.


  1. The complaint will be reviewed and forwarded to the Grievance Committee for investigation


  1. The Grievance Committee shall have 14 days to investigate the allegations.  Upon completion of the investigation the Committee shall present to the Board their findings and recommendations for action.  The Board of Directors, minus the member for whom the complaint was lodged against, will vote on the Grievance Committee recommendations.


  1. Removal from office requires a 2/3 majority vote of the Board present at the next general meeting


  1. If a motion to remove one or more officers is passed, the member(s) sought to be removed and all members of the Club will be notified no less than twenty (20) days prior to the next general meeting where a removal vote will occur.


Any appointed member of the Board of Directors may be removed from office by a majority vote of the Executive Officers.


Section 8: Vacancies


  1. Any vacancy occurring in the Board of Directors, may be appointed by the Executive Officers at the annual meeting, any regular meeting, or at a special meeting of the Board of Directors called for that purpose. A quorum must be present unless all current members of the Board of Directors are present. Appointed members shall be appointed by a majority vote of the Executive Officers.


  1. Term of Office: Each Officer elected to fill a vacancy will hold office for the duration of the unexpired term of his predecessor in the position.


Section 9: Powers and Duties




The President will:

  1. be the principal Executive Officer of the Club and assume responsibility for the Board’s operations.

  2. ensure that all orders, resolutions and directives of the Board of Directors are carried into effect.


  1. preside at all board meetings.

  2. enforce the By-Laws and any amendment to them.

  3. appoint all committees and serve as an ex-officio member of all committees.

  4. cast the deciding vote in the event of a tie vote at Board meetings.


Vice President


The Vice President will:

  1. have all the powers and perform all the duties of the President in the absence or incapacity of the President

  2. be subject to the same restrictions as the President.

  3. assist the President in the discharge of duties as the President may direct.


  1. preside at all meetings in the absence of the President.

  2. be responsible for the proper conduct of all regular or special elections.

  3. responsible for obtaining outdoor fields for the season and for other occasions as needed

  4. chair the nominating committee and co-chair registration, and tournament committees.

  5. assume the lead role for the sponsorship/donation/grant committee.




The Treasurer will:


  1. keep full and correct account of receipts and disbursements in the books belonging to the Club, and must deposit all moneys and other valuable effects in the name and to the credit of the Club, in the bank(s) designated by the Board of Directors.


  1. will dispose of funds of the Club as may be ordered by the Board, taking proper vouchers for such disbursements, and must render to the President and the Board of Directors, whenever they may require it, an account of all his or her transactions as Treasurer and of the financial condition of the Club.


  1. perform any other duties assigned to him or her by the President.


  1. maintain the Club's official bank account(s) and make monthly reports at the regularly-scheduled meetings identifying the previous month's receipts, disbursements and current balance(s).

  2. sign all checks issued from the Club's bank account and ensure that the appropriate countersignature of President has been made, if appropriate.


  1. maintain printed record of all receipts and disbursements.

  1. file appropriate documentation with government agencies to maintain not for profit and/or tax-exempt status.


  1. at the end of term in office, the Treasurer shall audit the Club's official account(s) with the Treasurer-Elect, President, and President-Elect and report findings at the next regular Board meeting.




The Secretary will:

  1. act as Secretary of the Board of Directors.


  1. give, or cause to be given, all notices in accordance with the provisions of these bylaws or as required by law.


  1. keep the minutes and attendance of each meeting and submit a written report at the following meeting.


  1. supervise the custody of all records and reports and will be responsible for the keeping and reporting of adequate records of all meetings.


  1. maintain the official Club roster of active members.

  2. maintain the official copy of the Club's By-Laws.


  1. perform such other duties as may be assigned from time to time by the President.


Boys and/or Girls Coordinator


The Boys and/or Girls Coordinator will:

  1. act as liaison between the Board, coaches, parents and players.

  2. maintain player information & history sheets.

  3. ensure coaches record scores of all official Club games and provide to Secretary and home scores only to the league.

  4. perform all other duties as the office may require or as directed by the President.

  5. be responsible for the dissemination of pertinent information or direction from the Board to the coaches.

  6. provide assistance with coaching plans and coaches development

  7. help recruit and train coaches

  8. maintain records of coaches (background checks, level I training, etc)

  9. handle scheduling / rescheduling issues including, but not limited to field issues, weather complications, or insurance issues.






Section 1: Nominating of Executive Officers


Unless otherwise directed by the Executive Officers, the Vice President shall chair the Election Nominating Committee consisting of three (3) to five (5) persons inclusive. This committee will be presented by name for approval at the regular May general meeting.


Section 2: Named Areas of Responsibilities

  1. Sponsorship/Donation/Grant/Fundraising committee - work with vendors, partners, government and private parties to obtain funding and equipment to help promote lacrosse, assist athletes, and to further assist the Spires Club in their mission

  2. Bylaw review committee - Executive Officers to review and propose changes, as needs arise.

  3. Budget Committee - Purpose is to review previous expenditures and projected income, to prepare a budget for the upcoming fiscal year - Chaired by Treasurer

  4. Uniform and Apparel Committee - Purpose is to review which uniforms need to be replaced, as well as to identify what apparel is desired by membership.  Then they shall take that information and make contact with several vendors to obtain the best quality product for the best prices. Findings should be presented to the Executive Officers prior to any procurement.  Volunteer chair recommended.

  5. Website Committee - Purpose is to ensure that the content on the website is up to date with current pictures, schedules, and information.  It is also suggested that this committee continue to pursue other website design options to ensure that our on line presence is fresh and up to date with current website standards.  Should this committee determine that it would be best suited for our Club to secure a 3rd party to handle content updates and website management, then a proposal needs to be presented to the Executive Officers.  Volunteer Chair recommended.

  6. Coaches Recruitment and Selection Committee - Purpose is to work with Coordinators to actively recruit coaches from all available avenues.  Once all the coaching applicants have been collected, the committee will compile the candidates and present them to the Executive Officers to discuss selection.  Chaired by Boys and Girls Coordinator.

  7. Social Media and General Communication Committee - Purpose is to market the Club to prospective families, to update the existing membership of current events and promotions, and to consider which social media outlets best articulate the Club’s message, to continually improve our social media posture.  Additionally, this committee shall use all effective methods to communicate the Club’s message to membership, as well as consider best methods for reaching new membership. Volunteer or Secretary to Chair.

  8. Nominating Committee - See Article IV Section 1.  Also will determine which positions on the Executive Officers board need to be filled and collect candidates for voting, listed in Article III Section 4.  This committee shall work with the Secretary to communicate candidates, listed in Article III Section 5

  9. Equipment and Field Committee - Purpose is to ensure that we have the proper equipment for each team to run full practices and/or games, as appropriate.  Additionally, this Committee is responsible for ensuring fields are properly lined for practices and/or games. Each of these actions can be delegated to the team level as required.  Volunteer Chair recommended.

  10. Scholarship Committee - Purpose is to evaluate scholarship applicant and determine how funds should be allocated to those respective applicants.  Note that an application does NOT imply a scholarship will be awarded. Committee will comprise of the entire Executive Officers and be their decision.

  11. Sideline Manager Committee – Purpose to coordinator that all teams have a team parents and sideline managers


Section 3: Other Committees


The President may appoint any such committee as he or she deems necessary for the operation of the Club. The President will appoint one (1) member to be the chair of each committee. Committees need not be composed of members, but must report directly to the Board.


Section 4: Meetings of Committees


Subject to action by the Board of Directors, each committee by majority vote of its members shall determine the time and place of meetings and the notice required therefor.






Section 1: Annual Meetings


The annual meeting of the Board of Directors will be held in July at the place determined by the Executive Officers.


Section 2: Regular Meetings


The Board of Directors will hold regular meetings at the time and place designated by resolution of the Executive Officers. Meeting schedules shall be published in the Club newsletter or website at least seven (7) days prior to each meeting.


Section 3: Special Meetings


Special meetings of the Board of Directors may be held at any time but only if they are properly noticed pursuant to Art. V, Sec. (4). The meetings may be called by the President or by a written request from any two (2) Executive Officers. Any member of the Club may request a special meeting by submitting a written request to the Board of Directors explaining the reason for that request. Special meetings of the Board of Directors will be held at the place

specified in the call for the meeting. Committee meetings will be held at the discretion of the Chairman of the particular committee.


Section 4: Notice of Meetings


  1. Timing: Notice of each meeting must be delivered by or at the direction of the Secretary to each Club member at least seven (7) days, but not more than sixty (60) days, before the day on which the meeting is to be held.


  1. Delivery: Notice may be given electronically via e-mail or other electronic delivery methods permitted by law.


  1. Waiver: Notice may be waived in writing by a member, either before or after the meeting. Attendance of a member at any meeting shall constitute a waiver of notice of such meeting except where the Director attends the meeting for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened.


  1. Description of Meeting in the Notice: The business to be discussed and the purpose of, any meeting of the Board of Directors shall be specified in the notice or waiver of notice of such meeting.


Section 5: Quorum; Voting; Proxies


  1. Voting: If quorum is present, the act of the majority of the officers present is equivalent to the act of the entire Board of Directors unless the act of a greater number is required by law, the Articles of Incorporation of the Club, or these bylaws.


  1. Proxies: No member may vote by proxy on any matter of the Club.

  2. Quorum: A quorum shall consist of a majority of the number of current Club Board.


Section 6: Presumption of Assent


If a member is present at a meeting of the Board of Directors, he or she will be conclusively presumed to have assented to any corporate action taken at the meeting unless any of the following occurs:


  1. His or her dissent was entered in the minutes of the meeting,


  1. He or she filed a written dissent to the action with the person acting as the Secretary of the meeting before adjournment, or


  1. He or she forwarded such dissent by registered or certified mail to the Secretary of the Club immediately after the meeting adjourned. However, this right to dissent will not apply to a member who voted in favor of an action.


Section 7: Electronic Participation at Meetings


Members may participate in and act at any meeting of the Board of Directors through the use of a conference telephone or other communications equipment so long as all persons participating in the meeting can communicate with each other with Notice of intent to participate telephonically so we can ensure proper equipment.

Email is not considered a proper form of electronic participation at a meeting of the Executive Board. Telephonic or electronic director participation in a meeting will constitute attendance and presence at the meeting.


Section 8: Informal Action; Written Consent; Effective Date; Conveyances


  1. Informal Action: Any action required to, or which may, be taken at a meeting of the Board of Directors may be taken without a meeting if it is consented to in writing by the all of the Executive Officers.


  1. Written Consent: The written consent must be evidenced by one or more written approvals from the Executive Officers; each approval must set forth the action to be taken and provide a written record of approval. The approvals must be delivered to the Secretary of the Club and filed in the corporate records.


  1. Effective Date: Any action taken by the Board pursuant to this Section will be effective when all of the officers have approved the written consent unless the consent specifies a different effective date.

  2. Conveyances: Written consents in ARTICLE V includes conveyances such as e-mails and faxes.






Section 1: Eligibility & Responsibilities


All Coaches be at least eighteen (18) years of age at the time of appointment. Each team will have at least one (1) coach. Assistant coaches may be approved by the Head Coach and Coordinator. If a coach, or assistant coach cannot be present for a game or practice, the Coordinator may be used.  Coaches, and any parent volunteering in a coaching role shall understand and follow the Club’s objectives, philosophies, and codes of conduct. The Head Coach must attend the mandatory trainings and any required events as determined by the Board.


Section 2: Selection


Volunteers will be requested at the time of registration. Selection of coaches will be made by the Executive Officers from a list of recommended candidates, provided by the Coordinators.   All coaches and assistant coaches must obtain a majority vote of confidence from the Executive Officers and sign any required Club Codes of Conduct. Members of the Board of Directors will recuse themselves from voting on themselves or family members.


The Board will consider coaching candidates that:


  1. Have completed a background check.


  1. Have attended any required coach’s events as determined by the Executive Officers.


  1. Have the ability to commit to effectively coaching a team.


  1. Have needed no Club Board intervention.


  1. Have successfully coached within the previous year.

  2. Positive Coaching evaluations.

  3. Positive feedback from Parents


Section 3: Background Check


All Managers and Coaches will be subjected to a background check by law enforcement authorities indicated by the Club.


Section 4: Disciplinary Action


Appropriate disciplinary action may be taken by the Executive Officers against a coach for violations of the Code of Conduct or failure to effectively coach his/her team in accordance with the goals of the Club. Disciplinary action can include but is not limited to: Verbal Warnings, Written Warnings, Suspension, and Removal.


Section 4: Removal


A head coach or assistant coach may be removed by a majority vote of the Board of Directors. The vote shall be required after written notification and a period of remediation (30 days) has been completed.






It is the general policy of the Club that any fees or charges associated with the charitable services or products of the Club will be waived or reduced in accordance with each recipient’s ability to pay. The Club, being organized exclusively for athletic purposes under Maryland law, will strive to make its services and products available to the appropriate general public without undue obstacles to access. The Board of Directors will have the discretion to make such waivers or reductions, when appropriate, to ensure the maximum distribution of the Club's charitable services or products.  Additionally, the Scholarship Committee will present members who have applied for aid, of which the Board will review.






  1. Any person made or threatened to be made a party to any proceeding because he or she is, or was, an Executive Officer of the Club will be indemnified by the Club against any liability and reasonable expenses, including attorneys’ fees and disbursements, incurred by him or her regarding the defense or settlement of the proceeding or in connection with any appearance in the proceeding.


  1. Such rights of indemnification will not be exclusive of any other rights to which such Executive Officer may be entitled apart from this provision.


  1. The Board of Directors has the power to:


  1. Purchase and maintain, at the Club’s expense, insurance on behalf of the Club and on behalf of others to the extent that power to do so has been or may be granted by statute; and


  1. Give other indemnification to the extent permitted by law.






Section 1: Corporate Records


The Club must maintain the following books and records with its Secretary:


  1. Accurate and complete books and records of account;


  1. The original copy of its bylaws including all amendments and alterations and any other corporate documents;


  1. The minutes of the proceedings of either the Board or any Committees established by the Board;


  1. All documents relating to the Club’s tax status;


  1. Recent annual reports;


  1. Copies of the organization’s recent newsletters, journals or other publications;


  1. Financial statements; and


  1. Insurance Policies


Section 2: Right of Inspection


  1. General Right of Inspection: Any Director may examine and make copies of the books and records related to any of the proceedings of the Board of Directors provided that he or she has a proper purpose for doing so. This inspection must take place at a mutually agreed upon time.


  1. The books and records of account and records of the proceedings of the Board of Directors may be examined by any Director in person or by agent or attorney for any proper purpose, and to make copies or extracts therefrom, at any mutually agreed upon time.






Section 1: Contracts


All Club business activities involving the exchange of goods or services for monies in excess of seven hundred dollars ($700.00) shall require a written and signed contract. All contracts shall be reviewed by the Executive Officers and signed by the Treasurer and the President or Vice President.


The Treasurer shall maintain copies of all Club contracts.


Section 3: Attitudes and Actions of Participants and Fans


The purpose of the Club is to develop sportsmanship, camaraderie, and team-work skills through athletic competition in the sport of lacrosse. As such, the attitudes and actions of participants and fans shall promote these goals. Club participants and fans using profane or abusive language, exhibiting violent behavior, demonstrating disrespect for authority or other Club participants, or participating in activities which compromise the Club's goals, will have their Club membership revoked immediately.


Section 4: Depositories


All funds of the Club not otherwise employed will be deposited from time to time to the credit of the Club in any banks, trust companies or other depositories designated by the Board of Directors.


Section 5: Checks, Drafts, Notes, Etc.


All checks, drafts or other orders for the payment of money and all notes or other evidences of indebtedness issued in the name of the Club must be signed by at least two (2) Executive Officers.


Section 6: Fiscal Year


The fiscal year of the Club will end on the last day of July of each year.


Section 7: Delivery of Notice


Any notices will be considered to be “delivered” when any of the following occurs:


  1. Notice is transferred or presented to the proper party;


  1. Notice is deposited in the United States mail with proper postage and is addressed to the proper party at his, her, or its address as it is listed in the records of the Club; or


  1. Notice is transmitted by electronic means such as e-mail, facsimile, or any other contact information appearing on the records of the Club that is authorized or approved in the articles of incorporation.


Section 8: Execution of Documents


  1. Every contract entered into, including any loans or other evidence of indebtedness, issued in the name of or on behalf of the Club must be authorized or ratified by a resolution of the Executive Officers.


  1. Such authority may be general or confined to specific instances.


  1. Except as otherwise provided by law, all checks, drafts, promissory notes, and other evidence of indebtedness issued in the name of the Club and all contracts, deeds, mortgages, and other instruments executed in the name of and on behalf of the Club must be executed and attested by such Officer or Officers, or agent or agents, of the Club and in such manner as shall periodically be determined by resolution of the Executive Officers.


Section 9: Gifts


The Board of Directors may accept on behalf of the Club any contribution, gift, bequest or devise for the general purposes or for any special purpose of the Club.  Before acceptance is formalized by the Club, notice to the Board of Directors should be given and 2/3 majority vote to accept.


Section 10: Construction


If any portion of these bylaws is found to be invalid or inoperative, then so far as is reasonable and possible:


  1. The remainder of these bylaws will be considered valid and operative; and

  2. Effect will be given to the intent manifested by the portion held invalid or inoperative.


Section 11: Effective Date


These bylaws will be effective upon acceptance by the Board of Directors.