Country roots.
Competitive baseball.

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Bottomland Athletics
Bylaws
Organization and membership
1 Name and purpose
The organization is Bottomland Athletics, a youth baseball program serving homegrown players and families. Its
purpose is to teach baseball, develop character, build lasting relationships, and compete with integrity. Initial teams
are 12U and 13U for Spring 2027. Additional teams require Board approval.
2 Christian foundation
Bottomland Athletics is rooted in Christian beliefs and the values of honesty, service, humility, forgiveness, and
respect. Coaches may offer prayer and encouragement consistent with that mission. Participation in prayer is
voluntary and does not determine selection, playing time, discipline, or leadership opportunities. Every player and
family must be treated with dignity.
3 Scope and authority
These bylaws govern internal operations after adoption. They do not establish incorporation, nonprofit status, tax
exemption, charitable deductibility, or ownership interests. Applicable law, any organizing documents, and binding
league or tournament rules control where required. The Board must resolve conflicts and may impose stricter player
safety standards. Families are members for the limited voting rights stated here; they are not shareholders.
4 Membership and voting
A family becomes a member when a player accepts a roster offer and completes registration and the required
acknowledgments. Each family receives one vote regardless of the number of children enrolled. Guardians must
designate one voting representative; a dispute between guardians does not create additional votes. Membership lasts
for the accepted season unless the family withdraws or is removed under the discipline process. An approved
payment plan preserves voting eligibility.
5 Family rights and obligations
Families receive the season budget, fee and refund policy, schedule expectations, and applicable codes before
committing financially. Families must provide accurate eligibility and emergency information, follow conduct
standards, communicate absences, and meet agreed financial obligations. A hardship request must receive private
consideration. Player selection and baseball decisions remain with approved coaches, subject to safety rules and
Board oversight.
6 Effective date and adoption
These bylaws take effect on the adoption date recorded below. The organization will record the initial Board, legal structure, effective date, and safety contacts. The separate coach, parent, and player codes become organization policies when adopted with these bylaws.

Board leadership and meetings
7 Board composition
The Board has five voting seats: President, Vice President, Secretary, Treasurer, and Player Safety and Family
Representative. One person may hold only one voting seat. No household may hold more than two seats. The initial
Board is named by the adopting organizers and serves until the first annual election, which must occur within twelve
months of adoption.
8 Duties and authority
The Board approves budgets, fees, policies, affiliations, team creation, head coaches, major contracts, and discipline
appeals. The President coordinates operations and chairs meetings. The Vice President acts when the President is
unavailable. The Secretary keeps minutes, notices, membership lists, and policy versions. The Treasurer maintains
accounts and financial reports. The Safety and Family Representative coordinates safeguarding, receives concerns,
and tracks screening and training. Any adult may report concerns directly to authorities.
9 Elections and vacancies
Families elect each officer at an annual meeting by a majority of votes cast for that seat. Candidates may nominate
themselves or be nominated with consent. If no candidate earns a majority, the top two enter a runoff; repeat a tied
runoff after further discussion. Terms last one year, with reelection permitted. The Board fills vacancies by majority
vote until the next annual election. A resignation must be recorded. Officers must surrender records and access
promptly when service ends.
10 Board meetings
The Board meets at least quarterly and may meet remotely. Give all directors at least seven days of notice, or twenty-
four hours for urgent matters with the reason recorded. Three directors constitute a quorum. Routine action requires
a majority of eligible directors present; a tie defeats the motion. Conflicted directors do not vote. If recusals leave
fewer than three eligible directors, defer the matter to a properly noticed family meeting. Keep minutes of decisions
and votes. No officer has unilateral authority to amend these bylaws.
11 Family meetings
Give families at least fourteen days of notice of annual or special meetings and include proposed elections, removals,
or amendments. A special meeting may be called by the Board or a written request from at least twenty-five percent
of member families. Quorum is a majority of eligible families. Participation may be in person or by verified live remote
attendance; no proxy voting. Except where otherwise stated, a majority of votes cast decides the matter. Give families
a summary of decisions within fourteen days.
12 Removal and conflicts
An officer may be removed for misconduct, neglect of duties, or misuse of resources after written notice and an
opportunity to respond. Removal requires two-thirds of all other eligible directors, with at least three affirmative
votes, or two-thirds of votes cast at a family meeting specifically noticed for removal. Disclose personal or business
interests before discussion. Record recusals and use disinterested approval for related-party transactions.

Baseball operations and player protection
13 Coaches and rosters
The Board appoints and may remove head coaches; head coaches recommend assistants for Board approval. All
adults with regular player contact or authority must complete background screening and annual abuse-prevention
training before serving, and repeat screening at least annually. Evaluate rosters using age eligibility, ability, effort,
attitude, attendance, development needs, and team needs. Publish tryout expectations and disclose costs before
acceptance. A parent or sponsor relationship does not guarantee selection or advancement.
14 Development and playing time
Coaches must provide instruction and meaningful development opportunities to every rostered player. Competitive
playing time, batting order, and positions are earned through readiness, effort, attendance, conduct, and team needs;
equal innings are not guaranteed. Explain the approach before the season and discuss individual improvement
privately. No payment, donation, favoritism, retaliation, or refusal to pray may determine baseball opportunities.
Never play an injured child to fill a lineup.
15 Safety and medical response
Before organized tryouts or practices, confirm insurance is active and covers those activities and prospective players.
Maintain emergency contacts, medical permissions, a first-aid kit, a field emergency plan, and access information for
emergency responders. Assign an adult responsible for emergency response at each activity. Stop unsafe activity for
weather, heat, field conditions, damaged equipment, or injury. Provide water and rest. Remove players with
suspected concussion from activity, prohibit same-day return, and require written clearance from an appropriate
licensed clinician and a supervised return plan. Medical restrictions override competitive needs.
16 Workload and supervision
Follow age-appropriate MLB and USA Baseball Pitch Smart pitch-count and rest guidance across all teams; stricter
competition rules control. Obtain families’ reports of outside pitching and track workload. Require at least two
approved adults at organized team activities. Keep adult-player interactions observable and interruptible. Copy a
parent or guardian on electronic messages with minors. No secret messaging, hazing, sexual misconduct, humiliation,
corporal punishment, or withholding water or medical care is permitted.
17 Travel and reporting
Parents arrange travel unless the Board approves a written trip plan and guardian consent. Except for the adult’s own
child or a genuine emergency, no team adult transports or lodges alone with a player; consent does not waive this
rule. Release players only to authorized adults. Report suspected abuse or neglect promptly to county DSS and
suspected crimes to law enforcement as applicable; call 911 for immediate danger. Internal notice does not replace
required external reporting and never requires prior approval. Protect reporters from retaliation and do not promise
absolute confidentiality.

Money property and records
18 Budget and fees
The fiscal year is January 1 through December 31. Before each season, the Board approves and distributes a budget
showing anticipated dues, sponsorships, fundraising, uniforms, insurance, field costs, equipment, tournament fees,
and reserves. Disclose payment dates, optional costs, fundraising duties, and the written refund schedule before
collecting fees. Added mandatory charges require Board approval and written notice explaining the cost and payment
arrangements.
19 Banking and spending controls
Hold organization funds in an account titled to the actual legal organization; never mix them with personal or
business funds. The Board names at least two authorized adult account users. Every expense needs a receipt, invoice,
or documented purpose. An expense over $500 requires advance approval from two unrelated officers; an
unbudgeted obligation over $2,500 also requires a recorded Board vote. No one approves their own reimbursement.
A disinterested director reviews monthly statements and reconciliations. Two unrelated adults count cash and sign a
record; deposit receipts within five business days.
20 Fundraising and sponsorships
Use donations and proceeds for the organization and honor written donor restrictions. Restricted funds may not be
moved between teams without required donor consent. The Board approves sponsorship terms, solicitations, and any
raffle or other regulated fundraiser only after verifying applicable requirements. Never promise tax deductibility
unless the organization has confirmed the proper legal basis. Sponsorships buy only the agreed recognition and never
roster spots, positions, or playing time.
21 Refunds and hardship
Before accepting payment, provide a season-specific schedule explaining deposits, committed expenses, cancellation,
injury, withdrawal, and dismissal. Do not retroactively add forfeiture terms. If no schedule was disclosed, refund the
unused balance after documented, nonrecoverable costs reasonably allocated to that player, subject to applicable
law and agreements. Apply the same standard to dismissal and cancellation. Give an itemized explanation within
thirty days of withdrawal or notice of cancellation and pay any amount due within thirty days after final vendor
credits or season close. Permit Board review of disputed calculations and confidential hardship payment plans.
22 Financial access and assets
Provide quarterly summaries and a season-end accounting to member families. On reasonable written request, allow
inspection of relevant financial records with personal, medical, and protected information redacted. Retain financial
records for at least seven years and preserve records subject to an investigation or legal hold. Organization
equipment, logos, accounts, rosters, sponsor lists, and materials remain with the lawful owner; no departing adult
may withhold them over a dispute. Transfer passwords securely and revoke former access promptly. Use separate
consent for public player photos and protect minors’ identifying information.

Complaints amendments and adoption
23 Resolving concerns
For ordinary baseball concerns, families request a private discussion with the coach after a twenty-four-hour cooling-
off period following a game. If unresolved, submit the concern to the President or Safety and Family Representative.
Bypass anyone involved in the complaint and use another disinterested director. Safety, injury, abuse, discrimination,
threats, and retaliation may be reported immediately; no cooling-off period, chain of command, or internal review
delays outside reporting.
24 Discipline and fair review
Use proportionate corrective measures: discussion, written warning, behavior plan, restricted attendance or duties,
suspension, or removal. Serious misconduct may justify immediate protective suspension or removal from an event
without earlier warnings. A coach may remove a player from the current activity for safety or behavior and must
notify a guardian and director. Longer suspensions or dismissals require disinterested Board review. Give written
allegations, a reasonable chance to respond, a written decision with reasons and duration, and a return plan if
appropriate. Protect children’s privacy and avoid public accusations.
25 Appeals and protection of players
A person may appeal a disciplinary decision in writing within seven calendar days to the Secretary or another
disinterested director. At least three disinterested directors not involved in the initial decision hear the appeal and
issue a decision within fourteen days of receipt. If three are unavailable, appoint an independent three-adult review
panel with no family or financial interest in the dispute. Protective restrictions may remain in place during review. Do
not punish a player automatically for an adult’s conduct; consider another approved guardian or attendance
restriction first. External tournament sanctions remain subject to that organization’s procedures.
26 Amendments and dissolution
Amendments require fourteen days of written notice with the proposed text and approval by two-thirds of family
votes cast at a meeting with quorum. The Board reviews these bylaws annually. Dissolution requires the same notice,
quorum, and vote threshold. Pay lawful obligations and honor restricted gifts before distributing remaining assets
according to governing documents and law; if permitted, transfer them to a youth-serving charitable organization. Do
not distribute fundraising proceeds as personal profit.
27 Adoption record
Adopted by the organizing members on ____________________. Effective date ____________________. Initial
directors and offices must be recorded in the adoption minutes. These bylaws are internal policies, not articles
of incorporation or a legal-status determination.
Signatures and contacts
President name and signature ____________________________________
Secretary name and signature ____________________________________
Safety contact and phone ________________________________________
Alternate reporting contact and phone ____________________________
Safety reference sources
North Carolina DHHS child abuse reporting guidance: ncdhhs.gov/divisions/social-services/child-welfare-services/child-protective-services/about-child-
abuse-and-child-neglect
U.S. Center for SafeSport prevention practices: maapp.uscenterforsafesport.org/how-it-works/for-administrators/
MLB and USA Baseball Pitch Smart: mlb.com/pitch-smart
References reviewed October 25, 2026. SafeSport practices are adopted as team policy; no affiliation or certification is implied.

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Bottomland Athletics
Parent Code of Conduct
Family expectations
Purpose
As a Bottomland Athletics parent or guardian, I will help create a safe, respectful environment where children can
learn baseball and grow in character. I will support the program’s Christian foundation while respecting voluntary
participation in prayer. This code applies to me and the guests I bring at practices, games, travel, team events, and
online.
Respect every child
I will encourage players without insulting, mocking, blaming, or threatening any child, including my own. I will not call
a player weak, lazy, a liability, or the reason the team lost. I will not gossip about another child’s injuries, ability,
playing time, health, or family. I will bring a specific safety concern privately to an appropriate adult instead of
labeling a child as dangerous or a problem.
Support the game
I will cheer positively, allow coaches to coach, and respect umpires and opponents. I will not coach from the stands,
enter the dugout or field without permission, confront officials, or argue with another family. I understand positions
and innings are not guaranteed on a competitive team. Fees, sponsorships, friendships, and family relationships do
not purchase playing time.
Communicate responsibly
For an ordinary baseball concern, I will wait twenty-four hours after the game and request a private coach
conversation. If unresolved, I may contact the President or Safety and Family Representative, bypassing anyone
involved. Safety, injury, abuse, threats, discrimination, and retaliation must be raised immediately. I may contact
outside authorities at any time; no team rule requires permission or a waiting period for reporting.
Put health first
I will provide accurate emergency contacts, eligibility information, medical restrictions, and relevant safety needs
privately. I will report injuries and pitching done with other teams and support required rest and medical clearance. I
will not pressure a child or coach to hide pain, ignore a concussion concern, or violate a clinician’s restrictions. I will
discuss accommodations respectfully and never use another child’s diagnosis or disability as gossip.
Meet practical commitments
I will communicate absences promptly, arrange timely transportation, identify authorized pickup adults, and collect
my child when activity ends. I will review the season costs and refund policy before committing, meet written
payment or fundraising commitments, and request hardship arrangements privately. I will help my child bring
required equipment and arrive prepared. I will not leave a child at an unsupervised field.

Safety accountability and signature
Maintain boundaries
I will use approved communication channels and include guardians when communicating with minors. I will respect
supervision, travel, and changing-area rules. Except for an adult’s own child or a genuine emergency, team adults may
not transport or lodge alone with a player; my consent does not waive that rule. I will not allow my guest to act as a
coach without approval and screening.
Conduct at team events and online
I will not attend while impaired or use alcohol, tobacco, vaping products, or illegal drugs during youth team activities.
I will not threaten, bully, haze, harass, use discriminatory language, or post humiliating content. I will not use group
chats or social media to attack players, families, coaches, or officials. I will respect separate photo permissions and
avoid publishing another child’s medical details, contact information, or private matters.
Reporting and protection
If I suspect abuse or neglect, I will report promptly to county DSS and contact law enforcement for suspected crimes
as applicable. I will call 911 for immediate danger. I may also notify a disinterested director, but internal notice does
not replace or delay outside reporting. I will not retaliate against anyone who raises a good-faith concern or
participates in a review. Children may tell a trusted adult whenever they feel unsafe.
Consequences and review
Violations may lead to a discussion, warning, behavior plan, restricted attendance, suspension, or removal. Serious
misconduct may lead to immediate removal from an event or protective suspension without earlier warnings. Longer
sanctions follow the bylaws: written notice, an opportunity to respond, and disinterested review. Written appeals are
due within seven calendar days; a disinterested appeal group responds within fourteen days. A child will not
automatically lose a roster spot because of an adult’s conduct; the organization first considers attendance restrictions
or another approved guardian when safe. Refund questions follow the disclosed policy and bylaws.
Acknowledgment
I have read this code, will explain it to my guests, and agree to follow the adopted bylaws and safety policies. This
acknowledgment does not waive legal rights, release liability, or replace medical, travel, or photo consent.

Player name and team _________________________________________
Parent or guardian name _______________________________________
Signature __________________________________ Date _____________
Second guardian name and signature if applicable
_____________________________________________________________
Safety contact and phone ______________________________________
Alternate contact and phone ____________________________________

Adopted by Bottomland Athletics on ____________________.

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Bottomland Athletics
Coach Code of Conduct
Coaching expectations
Purpose
As a Bottomland Athletics coach, I accept responsibility for teaching baseball, protecting players, and setting the
example. I will represent the program’s Christian foundation through respectful actions. Winning never excuses
mistreatment or unsafe decisions. This code applies at practices, tryouts, games, travel, team events, and online.
Teach every player
I will plan organized, age-appropriate practices; teach throwing, catching, hitting, baserunning, and teamwork; and
give each player useful feedback. I will correct the action without attacking the child. I will not call players lazy,
worthless, soft, or a problem, ridicule an injury, compare children publicly to shame them, or encourage adults to
criticize another player.
Compete honestly
I will follow eligibility and competition rules, report rosters accurately, and treat umpires and opponents respectfully.
I will not encourage cheating, deliberate injury, retaliation, or playing through pain. I will communicate the
competitive playing-time policy in advance and apply it consistently. Family relationships, donations, personal
disputes, and participation in prayer will not determine opportunities.
Protect health
I will inspect the field and equipment, know the emergency plan, maintain access to emergency contacts, and provide
water and reasonable rest. I will stop activity when conditions are unsafe and follow medical restrictions. For
suspected concussion, I will remove the player, allow no same-day return, notify the guardian, and require
appropriate written medical clearance and a return plan. I will track pitching across teams using current age-specific
Pitch Smart limits and rest guidance, with stricter competition rules controlling.
Respect boundaries
I will complete required screening and annual abuse-prevention training before serving. I will keep interactions
observable and interruptible, include a guardian in electronic communication, and use approved team channels. I will
never request secrecy, send sexual or inappropriate content, photograph changing areas, or initiate inappropriate
physical contact. Except for my own child or a genuine emergency, I will not transport or lodge alone with a player,
even with parental consent.
Use authority responsibly
I will not use hazing, bullying, discriminatory remarks, threats, corporal punishment, humiliation, or denial of water,
rest, or medical attention. I will not use exercise as humiliation or injury-risk punishment. I will not coach while
impaired or use alcohol, tobacco, vaping products, or illegal drugs during youth team activities. I will maintain the
required adult supervision until every player is released to an authorized adult.

Communication accountability and signature
Communicate professionally
I will explain expectations before the season, respond to families privately, and keep medical and family information
confidential except as needed for safety, reporting, or operations. I will not discuss another child’s ability, playing
time, health, finances, or discipline with unrelated families. I will not post humiliating clips or argue about the team
on social media. Public player photos require the organization’s separate consent process.
Report concerns promptly
I will intervene when an adult targets a child and notify a disinterested director. Suspected abuse or neglect must be
reported promptly to county DSS, and suspected crimes to law enforcement as applicable; immediate danger requires
911. I do not need Board approval to report. I will also notify a safe, disinterested director without delaying outside
reporting. I will preserve relevant information, avoid conducting my own abuse investigation, and cooperate with
lawful authorities. I will not retaliate against a child, parent, coach, or witness for a good-faith concern.
Handle complaints fairly
Ordinary game concerns should be discussed privately after the twenty-four-hour cooling-off period. Safety, injury,
abuse, threats, discrimination, and retaliation are addressed immediately. I will not bench or exclude a child because
a parent raised a good-faith concern. I may remove a player from the current activity for safety or behavior, notify the
guardian and director, and follow the bylaws for further discipline.
Protect team resources
I will obtain required approvals before spending or promising funds, provide receipts, disclose conflicts, and protect
equipment, records, and account access. I will return organization property and transfer access promptly when my
role ends. I will not use team resources for personal gain or imply that a sponsor can buy a position.
Consequences and review
Violations may result in a discussion, warning, behavior plan, restricted duties, suspension, or removal. Serious
misconduct may result in immediate protective suspension without earlier warnings. Longer discipline follows written
notice, an opportunity to respond, and disinterested review under the bylaws. Written appeals are due within seven
calendar days; a disinterested appeal group responds within fourteen days. No internal process limits required
external reporting.
Acknowledgment
I have read this code, understand the expectations, and agree to follow the adopted bylaws and safety policies. This
acknowledgment does not waive legal rights, release liability, or replace separate medical or travel consent.

Coach name _________________________________________________
Team and role ________________________________________________
Signature __________________________________ Date _____________
President or designee ________________________ Date _____________
Safety contact and phone ______________________________________
Alternate contact and phone ____________________________________

Adopted by Bottomland Athletics on ____________________.

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Bottomland Athletics
Player Code of Conduct
Our team
At Bottomland Athletics, I will work hard, tell the truth, and treat people with respect. I can compete to win while
being a good teammate. These promises apply at practice, games, travel, team events, and online.
Be ready and willing to learn
I will arrive ready, listen when coaches speak, hustle safely, and ask questions when I do not understand. I will
practice the basics, accept correction, and work to improve. I will tell my family when I cannot attend so they can
notify the coach.
Build teammates up
I will encourage teammates after mistakes and celebrate their progress. I will not bully, haze, fight, threaten, use
slurs, make sexual comments, or make fun of anyone’s body, beliefs, disability, injury, or skill. I will not blame one
player for a loss. I will not throw bats, helmets, or equipment in anger.
Respect baseball and our values
I will respect coaches, umpires, opponents, families, and facilities. I will not cheat, argue calls, or try to hurt another
player. I will respect our Christian foundation and others’ choices about prayer. I understand that effort, readiness,
attendance, conduct, and team needs affect positions and playing time.
Protect myself and others
I will wear required safety equipment, drink water, and follow safety directions. I will tell a coach and my parent
about pain, dizziness, injury, or feeling sick. I will not hide symptoms to stay in a game. I will not use alcohol, tobacco,
vaping products, or illegal drugs. I will stay with the group until an authorized adult picks me up.
Speak up and use technology safely
I will tell a trusted adult if someone makes me uncomfortable, asks me to keep an unsafe secret, sends an
inappropriate message, or treats someone badly. If that adult does not help, I will tell another. I can speak up without
being punished for asking for help. I will not post mean messages, embarrassing videos, or private information. I will
include my guardian in messages with coaches.
If I break a rule
A coach may help me correct my behavior, contact my family, or remove me from the current activity. Serious or
repeated problems may lead to a behavior plan, suspension, or removal under the bylaws. I will have a chance to
explain what happened. My guardian can request the written review described in the bylaws. Reporting a safety
concern is never a rule violation.
Player and guardian acknowledgment
We read and discussed this code together. The player agrees to follow it, and the guardian will help the player
understand these expectations. This is not a liability waiver.

Player name __________________________ Team and season ______________
Player signature ______________________________ Date _________________
Parent or guardian signature _____________________ Date _________________
Trusted team adult and phone _________________________________________
Adopted by Bottomland Athletics on ____________________________________