Here is a historical record of the email communications for review
Email I sent on Monday March 15,2021
All,
I find that after information obtained today, my time on the Texas Dixie Youth Board has come to an end.
Effectively immediately I will no longer perform the duties as set forth in the Texas or National Bylaws.
I wish the best for each of you and the organization.
Thank You,
Jeff Post
Email of Proposed Changes Sent on Friday March 19,2021
All,
I find the focus on organizational development in key
areas (Ethics, Conflicts of Interest, etc.) somewhat ignored,
and more often overlooked by key management volunteers. I do not
fault any one individual of the past or present for the
perceived state, however I do fault the culture and standard
operating procedures over the past decades.
Over the years I have often heard the comments, “The Good
Old Boys Club”, “Certain men run this organization”, “He is only
doing this for himself or his league” and many others. Yes, some
can be discounted as angry outbursts with no footing in reality,
others contain a thread of truth surrounded by a large amount of
misunderstanding, and occasionally some hit their mark square
on.
My Loyalty to both the National and State levels stand
firm, so does my commitment to them. I still believe in the
mission of both, and I do believe that with a few small,
reasonable policy changes, the board on which I served can be a
stronger one. Better prepared to serve the leagues in the state
well into the future.
I am open to a meeting with the executive board to discuss
and explain each matter, and agreeable modifications.
Respectfully,
Jeff Post
Strengthen Conflict of Interest Policy by:
- Establishing a policy that; No Executive Board Member shall indirectly or directly hire or engage any outside business partner, business associate, or family member to perform duties, provide services, otherwise perform task where there is the potential for economic gain or loss under any circumstances, related to Official Duties or during a sanctioned event without disclosure and approval by the executive board. In the event that the Board Member is a member of the executive board, approval will require the consent and approval of ALL disinterested executive board members, in which case the interested party will be excused from the deliberations, discussion, and voting, only the results shall be delivered to the interested Board Member, and details of discussion, deliberation, and voting shall be kept confidential.
- Establishing a policy that: No elected or appointed Board Member shall provide any services to the organization with or without compensation in the absence of executive board approval. In the event executive board members are involved they will recuse themselves from all discussions and voting on the matter. And,
2.1 Professional Services or products offered to the
organization by a Board Member amounting to less than
500.00 per year will be disclosed to the executive board
in writing for approval no less than once every 3 years.
All Professional Services or products offered by a Board
Member amounting to more than 500.00 per year shall
required 2 additional bids submitted for approval by the
executive board. - All expenditures above 500.00 per year will be reviewed by the executive committee bi-annually prior to their disbursement. Emergency expenditures shall be approved by phone when the need arises.
- Establish a Policy that Under no circumstances, shall any board member loan funds in any amount to the organization, or defer reimbursement for expenses other than those detailed on the current expense reimbursement sheet (Mileage, Per Diem, Food Allowance, Lodging, ETC).
- Establish a Policy that Under no circumstances, shall the organization loan money to any board in any amount.
Strengthen General Operations by: - Scheduling a review by a 5-member committee, made up of the following:(2)The President and Commissioner of DYB National, (2) League Presidents that lives outside of any district where an executive board member resides, (1) Legal Consul currently practicing within Texas, preferably with knowledge of State and Federal Non-Profit Laws.
The review will consist of, all Executive Board Members,
their relationships with the organization, and potential
conflicts of interest.
The findings and recommendations will be presented to the
entire executive board. - The immediate deployment of mandatory ethics training to all board members. Explaining the contents of both the National and State Policies. Training on the consequences of violating the Code of Ethics Policies of both National and State. Generally promoting an atmosphere of cooperation and fulfillment of the Mission Statement of the organization, locally and at the state level.
- Develop and Train Directors and league officials on Ethics Complaint Filing Processes against board members and Develop a disciplinary process for reviewing and acting on complaints, including punishment and possible removal from board.
- Adopt and develop a policy of Annual Performance Reviews for each board member by the executive committee. The purpose being to promote accountability, and adherence to policies of the organization.
State Director’s response later on March 19, 2021
Jeff:
Thanks for providing this document to me to review.
Before I provide comments, can you confirm the following terms used in your document?
The term Board member in your document means Texas Board members or Texas Board of Directors comprised of the eight district directors, the State Director, the Assistant State Director and the three National Board members.
The term Executive Board in your documents means Executive Committee comprised of the State Director, Assistant State Director and the three National Board Members.
I also indicated in green lettering a need for clarification of some terms used in your document.
Please confirm the above terminology, provide any clarification you can and make any corrections to this document.
I will provide you my comments after I received your response to this email.
Thanks
Revised Wording of Proposal sent in response to the above.
Strengthen Conflict of Interest Policy by:
1. Establishing a policy that; No TexasBoard Member shall indirectly or directly hire or engage any outside business partner, business associate, or family member to perform duties, provide services, otherwise perform task where there is the potential for economic gain or loss under any circumstances, related to Official Duties or during a sanctioned event without disclosure and approval by the Executive Committee. In the event that the Texas Board Member is a member of the Executive Committee,approval will require the consent and approval of ALL disinterested Executive Committee members, in which case the interested party will be excused from the deliberations, discussion, and voting, only the results shall be delivered to the interested Texas Board Member, and details of discussion, deliberation, and voting shall be kept confidential.2. Establishing a policy that; No elected or appointed Texas Board Member shall provide any Goods and Services (Goods and Services or “goods or services” means any work, labor, commodities, equipment, materials, or supplies of any tangible or intangible nature.) to the organization with or without compensation in the absence of Executive Committee approval. In the event Executive Committee members are involved they will recuse themselves from all discussions and voting on the matter. And,2.1 Professional Goods and Services(Goods and Services or “goods or services” means any work, labor, commodities, equipment, materials, or supplies of any tangible or intangible nature) offered to the organization by a Texas Board Member amounting to less than $500.00 per year will be disclosed to the Executive Committee in writing for approval no less than once every 3 years. All Professional Services or products offered by a Texas Board Member amounting to more than S500.00 per year shall required twoadditional bids submitted for approval by the Executive Committee .
Strengthen Financial Transparency by:
3. All expenditures above $500.00 per year will be reviewed by theExecutive Committee bi-annually prior to their disbursement.Emergency expenditures shall be approved by phone when the needarises.4. Establish a Policy that Under no circumstances, shall any board member loan funds (i.e. purchase goods or services on behalf of the organization with personal/privatefunds with the intent of reimbursement) for the purchase of goods and services in any amount to the organization, or defer reimbursement for expenses other than those detailed on the current expensereimbursement sheet (Mileage, Per Diem, Food Allowance, Lodging, ETC).5. Establish a Policy that Under no circumstances, shall the organization loan money to any board in any amount.
Strengthen General Operations by:
Scheduling a review by a 5-member committee, made up of the following:(2) The President and Commissioner of DYB National,
(2) League Presidents that lives outside of any district where an ExecutiveCommittee member resides, and (1) Legal Consul currently practicing within Texas, preferably with knowledge of State and Federal Non-Profit Laws.
The review will consist of, all Texas Board Members, their relationships with the organization, and potential conflicts of interest.
The findings and recommendations will be presented to the entire Executive Committee.
7. The immediate deployment of mandatory ethics training to all board members. Explaining the contents of both the National and State Policies. Training on the consequences of violating the Code of Ethics Policies of both National and State. Generally promoting an atmosphere of cooperation and fulfillment of the Mission Statement of the organization, locally? and at the state level.Develop and Train Directors and league officials on Ethics Complaint Filing Processes against Texas Board members and Develop a disciplinary process for reviewing and acting on complaints, including punishment and possible removal from the Texas Board of Directors.Adopt and develop a policy of Annual Performance Reviews for each board member by the Executive Committee. The purpose being to promote accountability, and adherence to policies of the organization.
State Director’s response on March 21, 2021
Jeff:
Thank you for clarifying the terminology used in your concerns with Texas Dixie Youth Baseball relating to a conflicts of interest policy, financial policy and ethics. Below are my comments:
Conflict of Interest Policy – The Board of Directors will consider a written Conflict of Interest Policy. However, your proposals are too broad and encompass almost every action taken by the State Director or any member of the Texas Board. Also, approvals of any nature by the Executive Committee would have to be by majority vote.
Financial Policy – Financial checks and balances are important to any organization and additional written financial policies will be considered. However, your proposals are not feasible and we have a budgeting process which requires Executive Committee approval. Also, the Executive Committee can approve non-budgeted expenditures.
Ethics – The Texas Bylaws currently provides an adequate policy on ethical behavior:
“The conduct of any board member of Texas Dixie Youth Baseball, Inc., will be beyond reproach. Misconduct of any kind believed to be detrimental to the good name of Texas Dixie Youth Baseball, Inc., will not be tolerated. Uponthe request of three members of the Board ofDirectors, the State Director shall appoint a five-member Ethics Committee to investigateand collect the facts of the member who has been named. The State Director may or may not be a member of this committee. After the investigation, a meeting of the Board will be called by the State Director or senior National Director for the purpose listening to the Ethics Committee report and dealing with any such situation. A notice to all members will be sent by U. S. mail or e-mail seven days prior to thecalled meeting stating the purpose of themeeting. When it is determined by vote of two-thirds of the members of the Board voting andpresent that any member has been guilty ofmisconduct of any kind believed to bedetrimental or embarrassing to Texas Dixie YouthBaseball, Inc., this individual may be removed from office and barred from further participation in this organization.”
Ethics charges against a National Board member can be taken to the President of Dixie Youth Baseball. Ethics charges against a Texas Board member can be taken to the State Director.
Performance Reviews
All Dixie Youth Officials are unpaid volunteers and individual performance reviews are not practical in our organization. I do not believe the National DYB would undertake a blanket review of the Texas Board of Directors.
Texas DYB, Inc. is a volunteer organization. Performance reviews and red tape are not normally utilized in small volunteer organizations such as Texas DYB, Inc. This discourages people to volunteer. We will continue improving our policies and operating procedures to ensure appropriate checks and balances.
I am perplexed that you would submit your resignation without discussing it with me in advance. In addition, I am disappointed that you chose to notify Kent and William and call the Texas District Directors informing them your resignation after I asked you to provide me an explanation of your decision and any issues which concerned you before I responded to you.
Nevertheless, at this point, your resignation is accepted effective as of your email notice on Monday, March 15, 2021.
My Email Thanking him for Consideration on Sunday March 21,2021
Wes,
Your email has been received. Thank you for the consideration of my proposals.
I wish you all the best.
Jeff
His follow up
Jeff:
Thanks for supporting Dixie Youth Baseball and Texas DYB.
I appreciate all the help you have been to me as Commissioner and State Director.
Please feel free to contact me if I can be of any help to you in any way.
My best to you and your family.
Thanks,
Wes
My Response Back on Sunday March 21, 2021
Wes,
Do not think that I will be disappearing or running off in a rage. You and the program have my full support.
We will remain friends and co-workers well into the future.
Thanks
His email to the board…
My closing comments
I am perplexed myself, why wasn’t there a meeting scheduled?
Regardless the program is great for the sport of baseball and the youth it serves. There are some great people in the Both the State and National Boards…. It’s the politics and processes that birthed a tipping point for me.
Bright Side I know there are Great things to come in the future.
djeffpostblog 