WYLIE FASTPITCH SOFTBALL ASSOCIATION BY-LAWS (Current as of January 10, 2016)

Transcription

1 WYLIE FASTPITCH SOFTBALL ASSOCIATION BY-LAWS (Current as of January 10, 2016) Chris Adams President Michelle Burleson Vice President Randi Mills Secretary Cati Wolfe Treasurer 1

2 ARTICLE I ORGANIZATION PAGE Table of Contents Name Definitions Purpose Membership and Participation Dissolution... 2 ARTICLE II ADMINISTRATION Control and Management Board of Directors Nominations Officers and Committee Chairpersons Duties of the Officers Duties of the Board of Directors Duties of Committee Chairpersons... 5 ARTICLE III FUNDS Bank Account Monthly Bank Statements Audit... 6 ARTICLE IV AMENDMENTS Amendments to Bylaws Playing Rule Changes... 6 Appendices A. Division Representative Responsibilities and Duties... 6 B. Specific Committee Responsibilities and Duties of the Chair... 7 C. Undesignated Sponsorship Policy D. Field Opening & Closing Duties

3 1 Article I Organization Name - The name of the league shall be Wylie Fast Pitch Softball Association, hereinafter referred to as the League Definitions - The proper definitions of words and phrases found within these By-laws are as follows: (A) ASA Amateur Softball Association (B) Division Age group players participate within i.e. 6U, 8U, etc. (C) Division Rep Board member selected to supervise/coordinate division activities and act as agent between the Board, division coaches, players and participants (D) League Participants Parents, legal guardians, sponsors, coaches, District 11 and ASA representatives (E) League Membership Players age 18 and under who meet eligibility requirements described in the local rules of the League (F) Regular Meeting of the Board of Directors Regularly scheduled monthly meeting (G) Special Meeting of the Board of Directors Any meeting, physical or electronic, not regularly scheduled. (H) The League Wylie Fastpitch Softball Association (WFSA) Purpose - Said organization is organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code and to: (A) promote, organize, and conduct competitive softball for girls ages 18 years and under, and tee ball for boys and girls ages 4 years and under. (B) establish local uniform softball rules and regulations. (C) educate and train in the proper skills of amateur softball play and rules of the games through promoting, organizing and conducting clinics, seminars and training courses. (D) work in cooperation with softball sanctioning bodies such as ASA, USSSA, IFA-VTD and Little League, maintain a spirit of good fellowship, a true sense of fair play, and friendly competition. The League may do and engage in any and all lawful activities that may be incidental or reasonably necessary to any of these purposes, and it shall have and may exercise all other powers and authority now or hereafter conferred upon unincorporated nonprofit associations in the State of Texas Membership and Participation - Membership in the League is granted on an annual basis to individuals and teams who qualify under the local eligibility rules of the League, and shall be valid until December 31 of the current year. The League does not discriminate on the basis of race, color, sex, age, religious affiliation, handicap, national origin, or other personal factor.

4 Participation within the League is granted to any person who is a parent, guardian, or relative of a League member in good standing. Participation is also granted to Sponsors, Coaches, ASA, USSSA, IFA-VTD and Little League representatives who will uphold the policies of this organization and agree to its by-laws Dissolution - Upon dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. Article II Administration Control and Management - The complete control and management of all affairs and activities of the League shall be vested in a Board of Directors Board of Directors - The Board of Directors shall consist of up to twenty five voting members. The Board will have the authority to fill all vacancies that become available during the year. (A) Elections will be held each year 2 weeks after the spring season closing ceremonies. (B) A Board Member may hold only one office on the Board. (C) Each Board Member shall have only one vote. (D) Board issues resulting in a tie shall be resolved by the President or presiding officer. (E) A Board Member who misses three (3) consecutive meetings may be removed from the Board by a majority vote of a quorum of the Board of Directors. A Board Member may also be removed from the Board by a 2/3 vote of a quorum of the Board of Directors after lack of attendance (no minimum number of missed meetings or activities), no communications despite attempts by the Board to include said Board Member, not fulfilling said Board Members duties, said Board Member not doing fair share of work/duties, etc. (F) The presence throughout any meeting (physical or electronic), of the Board of Directors, or adjournment thereof, of at least a majority of the Board of Directors shall be necessary to constitute a quorum to transact any business or function of the Board of Directors. Every act done or resolution passed by a majority vote of the quorum shall be the act of the Board of Directors. 2

5 (G) The normal term length of a Board Member is expected to be two years. No more than half of the board should be replaced every year in order to maintain a balance between experienced and new members. Term lengths may be shortened or lengthened by no more than 12 months at the time of installment in order to maintain or regain a balanced Board. Any Member may serve on the Board of Directors longer than a two-year term if that Member is in good standing with the League and approved by the Board. (H) Each Board Member will self-pay for League-instituted background screening, in addition to the background check required by ASA Nominations - Nominations for Members of the Board of Directors can be made by any acceptable means (verbal, written, or electronic - address is wyliesoftball@gmail.com) and delivered to a representative of the Board of Directors. Nominations must be presented no later than the end of Closing Ceremonies. Additionally, a mass may be sent out to solicit nominations and announcements will be made periodically during the spring playing season. Self-nominations are acceptable. All nominees shall be eligible for election or re-election to the Board of Directors as long as they are in good standing with the League. Persons nominated may be asked to meet members of the current Board of Directors prior to the Board elections. It is not required that a Board Member have a daughter playing in the league Officers and Committee Chairpersons - The current Board of Directors shall annually elect a President, a Vice-President, a Secretary and a Treasurer to serve in such capacity for a term of one (1) year until his/her respective successor has been duly elected or until his/her earlier resignation, removal or reelection. In addition, each Board member, including elected officers, shall serve on one or more committees designated by the Board of Directors and serve in such capacity for a term of (1) year until his/her respective successor has been assigned or until his/her earlier resignation or removal. The election of officers will occur during the same meeting new Board Members are voted onto the Board of Directors. The assignment of committee members and chairpersons shall take place at the first meeting of the newly formed Board of Directors Duties of the Officers. (A) The President shall: (1) preside over all meetings of the Board of Directors except a meeting called by agreement of the remaining officers to determine the President s fitness to continue in office. (2) establish and approve meeting agendas. (3) ensure previous meeting minutes and current financial statement are presented/read during regular meetings and appropriate action is taken. (4) ensure all Board Members present during meetings are provided equal opportunity to be heard. (5) ensure all board members are informed of any Board decisions accomplished electronically. (6) provide oversight to all Board established committees. 3

6 (7) appoint Chairpersons for each of the League s current committees. Note: If the need for a committee specified within these by-laws is not anticipated to be required for the upcoming year, it need not be established or a chairperson assigned unless the need arises. (8) periodically contact committee chairs for progress/project updates. (9) ensure the functions and responsibilities of any vacant office or committee chair are accomplished. (10) ensure contract between the League and the City is current (normally between 1/1 and 12/31 including water and power) (11) ensure relationship between the League and City is current and positive (B) The Vice President shall: (1) assume the duties of the President when asked by the President or the President is unavailable or removed. (2) secure registration and draft locations prior to school start. (3) develop and communicate park opening and closing schedule (duties listed in appendix D) (C) The Treasurer shall: (1) maintain League funds in accordance with accepted standards. (2) maintain appropriate records. (3) maintain & file appropriate documents in accordance with IRS guidelines to maintain 501(c)(3) status. (4) prepare a monthly financial report to be read into the minutes. (5) ensure the President reviews the monthly bank statement prior to drafting the monthly financial report. (6) be available for all internal and external audits. (7) ensure quarterly backups are stored securely offsite. (D) The Secretary shall: (1) appoint assistant from within the Board as necessary. (2) be the primary records keeper for the league. (3) maintain appropriate records. (4) prepare minutes of every board meeting. (a) copy of minutes to Board Members. (b) provide hard copy to be read during board meeting. (5) prepare summary of electronic decisions to be read into the next regularly scheduled meeting. (6) Work with other officers and the scheduler to develop an annual calendar of events. (7) lead effort to prepare and set up for annual registration. (8) prepare and submit registration dates and other pertinent information for the Wylie Weekly and local newspaper. (9) prepare draft lists. (10) prepare and distribute flyers (Schools, Daycares, etc). (11) prepare and submit District 11 Roster insurance documents. 4

7 (12) provide registration numbers to Division Reps. (13) prepare preview materials. a. parents with preview reminders. b. Register latecomers at previews. (14) prepare notebooks for coaches/ asst. coaches before draft (coach packets). (15) prepare team forms for jersey rep to order jerseys. (16) collect and file completed code of ethics forms. (17) collect insurance forms from coaches. (18) enter insurance information on the District 11 computer program and send data file to appropriate person at District 11. (19) Prepare all-star information Duties of the Board of Directors - The Board of Directors duties shall include, but are not limited to: (A) acting as an appeal board on player and rule issues. (B) meeting as necessary to conduct the business of the League. (C) approval of all expenditures or disbursements of the League over $100. (other than those normal recurring expenditures and disbursements managed by the office of the treasurer). (D) review and approve financial statements prepared by the League Treasurer for the regularly scheduled monthly meetings. (E) review and approve meeting minutes prepared by the League Secretary for the regularly scheduled monthly meetings. (F) organization of tournaments, special activities and League play. (G) establish and enforce the Local Rules and By-Laws of the League. (H) designate Division Representatives from within the Board of Directors. (I) assist in organizing and conducting League events. (J) Each Board Member shall be required to open/close fields as assigned by the Vice President s open/closing schedule. The schedule will distribute all open/closing dates equally among all Board Members. (K) The scheduled open/closing Board Member will be the acting League official. League official s duties are to monitor all games, oversee the concession stand and mediate any and all disputes Duties of Committee Chairpersons - Specific chairperson and committee responsibilities and duties are found in Appendix B. Committee Chairpersons general duties shall include, but are not limited to: (A) assembling committee members as necessary from within the Board of Directors, any person participating in the League or interested party (participants or not) willing to assist. (B) under the authority granted by the Board of Directors, conduct the business for which the committee was intended in the interest of the League. (C) report status, progress and activity to the Board during board meetings and as requested by officers of the Board. 5

8 Article III Funds Bank Account - All funds received by the League are to be accounted for by the Board of Directors. They are to be maintained in a bank account. Checks, drafts, and other instruments for the payment of money drawn or accepted by the League for payment from the bank account must be signed on behalf of the League by any two of the following officers of the League: the President, Vice-President, Treasurer or Secretary Monthly Bank Statements - The League President will review monthly statements before the Treasurer drafts the financial report for the regularly scheduled meeting Audits - With the Treasurer present, an internal audit shall be conducted by the President and at least one other Board Member prior to the first meeting of the newly formed Board of Directors. An external audit may be conducted as deemed necessary by the Board of Directors. Article IV Amendments Amendments to By-laws - The By-laws of the League may be amended by a majority vote of the Board of Directors at any time. Anyone may submit in writing a proposed amendment to the By-laws to be voted on by the Board of Directors Playing Rule Changes - The Local Rules of the League may be amended by a majority vote of the Board of Directors at any time. Anyone may submit in writing a proposed amendment to the Local Rules to be voted on by the Board of Directors. Appendix A Division Representative Responsibilities and Duties: A1. Act as coordinator between the Board of Directors and Coaches. Assist as necessary with complaints/kudos. A2. Recruit coaches. Starting well before season begins is always a good idea (October). Get last year s list and work from there. Ask for help and assistance. A3. Set up list of all coaches and assistants in your division and communicate frequently. Make sure they feel welcome and appreciated and know you are there to help. A4. Inform those coaches selected and approved by the Board. Inform those who were not selected. 6

9 A5. Ensure accurate flow of information between Board of Directors and coaches. A6. Ensure changes in schedules are communicated accurately between coaches, League Scheduler and website manager. A7. Ensure proper procedures are followed and approvals are granted for all cancellations, forfeits and postponement before notifying the scheduler and website manager. A8. Gather game scores, resolve any conflicts and report final scores to the website manager. A9. Work with Equipment Manager to ensure each team has necessary equipment in good working order. A10. Oversee the needs of coaches (especially the new ones). A. Assist/observe with early practices for new coaches B. Make sure coaches are aware of pertinent rules C. Make sure coaches understand and observe proper Code of Ethics A11. Inform coaches of district tournament dates and rules. A12. Inform coaches of important dates ( previews, coaches meeting, draft, etc.) A13. Make sure all coaches and volunteers have ACE Certification and/or passed both the League s background screening and the ASA background check. Gather ACE/ASA numbers. Appendix B Specific Committee Responsibilities and Duties of the Chair: B1. Committee for League Projects B1.1. Record all suggestions B1.2. Research as necessary and present to the Board for approval and prioritization B1.3. Recruit assistance as necessary B1.4. Create a project folder for all approved projects B1.5. Track all projects to completion or closure B1.6. Maintain a positive relationship with the City Parks Department B2. Committee for Fund Raising B2.1. Organize and coordinate appropriate fund raising activities B2.2. Determine or coordinate selection of seasons logo design or artwork for T- shirt/hoodies and decals prior to registration dates B2.3. Coordinate for pre-orders of shirt/hoodies and decals during registrations B2.4. Within budget, stock appropriate levels of shirts/hoodies and decals 7

10 B2.5. Recruit and maintain sponsors B2.6. Maintain good sponsor relations B2.7. Ensure signs have the required info on them and that they are current B2.8. Notify sponsors as necessary before their sign is removed B2.9. Write and ensure delivery of thank you letters B3. Committee for Social Events B3.1. Organize at least one casual social event after election of new Board Members B3.2. Organize Opening and Closing Ceremonies for spring playing season B4. Committee for By-laws and Local Rules B4.1. Secure a regular meeting place and time ensuring there is enough time to complete the business at hand B4.2. Ensure committee is aware of all issues and suggestions B4.3. Document all suggestions and review them for applicability and possible inclusion into by-laws or rules B4.4. Record committee action and rational for inclusion or rejection B4.5. Present final recommendations to the Board for approval or rejection in whole or in part B4.6. Make available all records to the Board during the voting process Note: After voting is complete all documentation used to assist in the review and voting process may be disposed of. B5. Committee for Player Equipment B5.1. Committee Chair also referred to as Equipment manager, will ensure all equipment is accounted for at the beginning and end of every spring playing season B5.2. Repair or replace broken or worn-out equipment B5.3. Keep equipment properly stored and clean B5.4. Keep sufficient spares available B5.5. Maintain sufficient safety gear for all teams to include optional gear B5.6. Prepare and submit to the Board current equipment status and future needs at the end of each playing season B6. Committee for Concession Stand B6.1. Ensure operations during all events approved by the Board B6.2. Ensure adequate funds are available to conduct business B6.3. Properly account for and secure funds and merchandise B6.4. Acquire annual food handling certification from City health department B7. Committee for Facilities and Infield Maintenance B7.1. Select committee members knowledgeable in field preparation and upkeep or provide training for those who need it B7.2. Build a schedule to cover League activities during playing seasons B7.3. Ensure field prep and rework coverage for any tournaments B7.4. Ensure grounds and facilities are kept clean and in good repair throughout the year B7.5. Organize and schedule cleanup and work days as necessary 8

11 B7.5.1.Develop a schedule for committee members and others as necessary to periodically clean the grounds and facilities Note: During the playing seasons, those assigned opening and closing duties will cover much of the general cleaning responsibilities. The committee is responsible for all duties listed all other times such as prior to and after major events (Tournaments, Opening & Closing Ceremonies). B Responsibilities include: A. upper floor of field house B. lavatories C. all grounds outside the playing fields D. maintenance equipment and storage area E. litter in the playing fields F. secureness of sponsorship signs G. general minor maintenance H. report and track to completion any major maintenance I. maintain a sufficient amount of chalk on hand B7.6. Ensure major projects are communicated to the Projects Committee B8. Committee for Trophies & Pictures B8.1. Select method to determine vendor and price B8.2. Determine whether photographer will provide sponsor plaques or if the League must purchase B8.3. Purchase trophies within approved budget in enough time to be available for closing ceremonies B8.4. Secure photographer before season and handout order forms at draft. B8.5. Coordinate photo sessions within first two weeks of spring season B9. Committee for Website B9.1. Keep site current with all pertinent League information B9.2. Upload Team, Coach, Assistant Coach, and Sponsor information as soon as it is available B.9.3. Upload and maintain accurate season schedule and changes B.9.4. Maintain contact with all Coaches and Division Representatives B9.5. Post game scores ASAP B10. Committee for Scheduling B10.1. Schedule all fields for practicing before league play B10.2. Schedule practices during season play if there are fields available B10.3. Remind coaches they must use to schedule fields B10.4. Make tournament brackets B10.5. Schedule all League games B10.6. Contact Umpiring Chief to schedule umpires for all League games B10.7. Communicate with the Board, concession stand, field maintenance, coordinators and umpiring chief when rescheduling games for any reason 9

12 B11. Committee for Team Uniforms B11.1. Coordinate selection of logo design for upcoming season B11.2. Validate each team order before and after B11.3. Distribute teams clothing order to respective coaches B11.4. Ensure there are two extra shirts w/o numbers ordered for each team Undesignated Sponsorship Policy Appendix C C1. If the League receives an undesignated sponsorship the Board will determine which team will receive the sponsorship in a way that benefits the sponsor and the League as best as they can determine at the time. C2. Teams without a sponsor after the draft is complete are considered eligible. C3. Award of undesignated sponsorship in no way authorizes protected player privileges. Appendix D Field Opening & Closing Duties General Responsibilities for opening the fields: D1. If you are unable to open on your scheduled night, please find a substitute. D2 Open north gate (dirt parking lot gate). D3. Finish open duties by 6:00. D4. Open bathroom doors and make sure there is toilet paper and hand towels; open door to upstairs. D5. Make sure proper pitching rubber is in place on fields with scheduled games. D6. Make sure trash can liners are in trash cans. D7. Open observation panels upstairs (if needed). D8. Give scoreboard controllers to visiting teams; instruct how to setup and use. D9. Be the acting League official. League official s duties are to monitor all games, oversee concession stand and mediate any and all disputes. D10. Arrive no later than 30 minutes before scheduled first game. Stay until the end of first game. Make sure closing Board Member is there before you leave. 10

13 General Responsibilities for closing the fields: D11. Arrive no later than the start of the second game. (Let opening Board Member know you are there) D12. Be the acting League official. League official s duties are to monitor all games, oversee concession stand and mediate any and all disputes. D13. Close upstairs observation panels D14. Make sure all scoreboard controllers are collected and plugged in to charge. D15. Bag up full trash cans and replace trash can liners. D16. Pick up trash around grandstands and concession. D17. Lock bathroom doors, upstairs door, dugouts and shed doors. D18. Clean and resupply bathrooms. D19. Take full trash bags to dumpster (usually after everything else is done). D20. Turn off lights at the breaker boxes. DO NOT TURN OFF RAINDIAL BREAKERS D21. Lock light panels. D22. Lock gate at breakers. D23. FRIDAYS ONLY: Remove all trash can liners and flip trash cans upside down. D24. Lock north entry gate (Dirt parking lot gate). D25. Lock south gate and dumpsters. D26. If you are unable to close on your scheduled night, please find a substitute. 11