Seattle Spice Girls Fastpitch Club

Transcription

1 Seattle Spice Girls Fastpitch Club 2006 By-laws Approved (January 9th, 2006) Article 1. Name and Boundaries: The name of the Association shall be Seattle Spice Girls Fastpitch Club (SPICE) a nonprofit organization chartered within the Seattle-King County Amateur Softball Association (ASA) district of the Northwest Region (10), and/or National Softball Association (NSA). Article 2. SPICE Charter: The SPICE is an ASA/NSA softball organization for girls (females) ages 9 through 18 years, which promotes fastpitch softball development, sportsmanship, and organized play. SPICE will not discriminate or deny participation and membership because of race, religious preference, color, and nationality or ethnic heritage. Members are joined together in a spirit of friendliness and good sportsmanship to share the pleasure of playing fastpitch softball. The following Charter and Bylaws have been established so that SPICE may function for the benefit of all members. Article 3. Objectives: The objectives of SPICE are: 1. To promote amateur fastpitch softball for girls and provide a venue for those wish to play at the select level. 2. To provide a fastpitch Club (SPICE) within the spirit of true sportsmanship. 3. To educate (ASA/NSA rules) and train each player in the proper skills of playing fastpitch softball. Article 4. Distribution: The recording secretary shall maintain this charter and bylaws as part of the official records. SPICE members may request a copy of this charter and bylaws at any meeting during the year. The charter and bylaws will also be published on the Seattle Spice Website. Article 5. Changes and Amendments: Amendments to this Charter and Bylaws may be made at any meeting of the Board of Directors. An amendment to the Charter and Bylaws must be validated by a quorum vote of the active Board of Directors. Article 6. Definitions: Age Groups: The SPICE recognizes these age groups: 12U, 14U, 16U, and 18U ASA: The Amateur Softball Association of America. NSA: The National Softball Association of America. Illegal Player: A player that has not paid or arranged for registration fee with the SPICE Administrator and/or a player older than her age group classification before January 1st of the current year. Board of Directors: President, Vice President, Treasurer, Secretary/Administrator, Player/Parent Ombudsman, Team Representative(s)

2 SPICE: Seattle Spice Fastpitch Club. General Members: Team General Managers, Head Coaches, Assistant Coaches, Parent Coordinators, Team Volunteers, Parent or Guardians of Registered Players. Team Members: Registered Players Grievance: A written complaint filed before the Board of Directors. Hardships: Circumstances involving the ability to pay the club registration fees. A hardship will only be granted to individuals requesting a hardship, providing they submit documentation for review by the Board of Directors. Insurance: Each team playing in the SPICE must have insurance in order to play. This can be in the form of "family" or "part of a team" policy. Registration Fee: The fee that an individual or team pays the SPICE to become a member of the Club. Roster: A listing of players on the softball team. Article 7. Leadership of SPICE: The SPICE governing body will be called the Board of Directors whose primary purpose is to establish the policies and procedures by which the Club is operated. Board of Directors will have the power and authority to make interpretations of the Bylaws, and amend this Charter and Bylaws for the betterment of the Club. Members of the Board of Directors have equal voting rights in conducting the business of the SPICE. Board of Directors members may concurrently hold SPICE coaching positions, but will only have one vote during any voting procedure. The Board of Directors will oversee policies and general activities of the SPICE. The operation of each Team shall be the responsibility of each of the Team leaderships as defined below. Board members will attend all meetings of the Board of Directors as announced unless excused by the President. Duties of the Board of Directors: 1. President: The President is the public face of the SPICE Fastpitch Club. The president is responsible to see that the Spice Bylaws and guidelines are upheld and that the organization functions within the charter parameters. The President will chair the Spice Board Meetings. The President or his assignees are responsible for dealing with city and school officials in order to obtain space and facilities for team practices, maintain an equipment inventory and public website. 2. Vice President: The Vice President assists the President and acts as his substitute in his absence 3. Treasurer: The Treasurer is the custodian of all SPICE funds. The Treasurer will maintain an accurate accountability for all receipts and disbursements made throughout the year in accordance with city, county, and state guidelines for non-profit organizations. The Treasurer is responsible for distributing funds to the teams, presenting financial reports during the General Membership meetings; receiving fees and dues from the Members and Fundraisers, keeping abreast of league and team insurance requirements; purchasing liability insurance for all SPICE teams; keeping records of all medical insurance or liability claims that may arise, etc. 4. Secretary/Administrator: The Secretary/Administrator shall be responsible for keeping an accurate record of all SPICE Executive and General Membership meetings and distribute such minutes prior to the next General Membership meeting. The Secretary and Treasure together will complete and submit all required documentation to maintain non-profit status each year. 5. Player/Parent Ombudsman: In the event a situation arises that cannot be solved at the team level, a parent and or player may submit their grievance to the board through this member. The Ombudsman will represent the grievance on behalf of the parent/player until a resolution is achieved. This person will also be the

3 main point of contact for the Spices should conflict arise for a player or parent with other sports organizations. 6. Team Representatives: Each official SPICE team may place one person on the board as a voting member to represent the interests of their team. For 2006, there may be one member for each 12u,16u and 18u team. Article 8. Equipment and Uniforms: Purchase of uniforms is the responsibility of the player. A standard uniform is approved by the board for each team. The player can purchase the required elements via the SPICE Club. Accessories and optional equipment can also be purchase via the SPICE. Uniforms can be worn or accessorized within the guidelines of the Team General Manager. Article 9. SPICE Tournament Scheduling: Should the SPICE Host a Fastpitch tournament in the current year, the Board will appoint a Tournament Coordinator. The Board of Directors in conjunction with the Tournament Director shall be responsible for recruiting teams to play in a tournament hosted by the SPICE. They shall also be responsible for recruiting volunteers and scheduling all games and umpires during the 2-day events. Any registration fees collected at the tournament will be handed over to the treasurer. Article 10. General Member Positions: The Board of Directors will approve the following positions. 1. Team General Manager: The Team General Manager is responsible for the make up of the team, including recruiting, player evaluation, player development, coach selection and parent communication. A team General Manger may also be a Coach. The Team General Manger reports to the Board of Directors 2. Head Coach: The Coach is responsible for the team's conduct and actions prior to, during, and after the game. Any person with a felony record or child abuse will not be allowed to coach. 3. Assistant Coach: 4. Parent Coordinator: Article 11. Club Operations: Procedure 1. General and Board of Directors Meetings: Executive meetings shall be conducted at the discretion of the President. There must be a minimum of two (2) executive Board of Director meeting each calendar year. General Member meetings will be held as needed. Special meetings can be convened by the Board to discuss and carry out special business as needed. Meetings may be rescheduled or canceled as determined by the Board Procedure 2. Team Structure: SPICE 12U, 14U, 16U and 18U teams will be formed by December 31 st for play in the following calendar year. Additional Teams (spring and fall league) may be formed at any time as approved by the Board of Directors. All SPICE teams are required to pay Club fees prior to representing the SPICE. All team players and coaches will be members of SPICE when tournament play starts. Each team will have a minimum of nine (9) players, but not more than twenty (20) players. Players may play in two (2) different age groups at the same time with the appropriate age group (according to the player's age) having priority in all conflicting situations. Player may not play in two different age groups in the same tournament. Procedure 3. SPICE Finances: SPICE operating year is November 1, through October 31. Fiscal year is the tax year, January 1 through December 31. All SPICE activities will be based on the operating year. All official SPICE records, minutes, and other document accountability will be

4 closed out by October 31 of each operating year as appropriate. Document and record accountability will be then transferred from the previous Board of Directors members to the new BOARD members during the next BOARD meeting. All SPICE funds will be deposited in a bank or equivalent institution approved by the BOARD and all checks written against SPICE accounts will be signed by the Treasurer, President or Vice President. Procedure 4. SPICE Annual Audit: An audit of the SPICE financial records and statements will be accomplished as soon as possible after November 1, of the new fiscal year, but no later than the December meeting. This audit will be accomplished in accordance with generally accepted accounting methods. The BOARD will determine the method and personnel doing the audit. The audit results will be become part of the financial records. Procedure 5. Fund Raisers and Sponsorship. All SPICE fundraiser money will be deposited into the general fund. The funds donated to the Club will be given to the SPICE general fund. All teams will be encouraged to solicit sponsors. The sponsorship must be in good taste. The BOARD will determine how the money from each sponsorship will be distributed. Procedure 6. Registration Fees: SPICE player and team registration fee amounts are determined by the BOARD for each operating season. Each 10U, 12U, 14U, 16U and 18U player on a team s roster will pay a Club registration fee. Players that play in more than one age group do not require an additional registration fee. Additional registration fees will apply to those players who wish to play in the additional fall league schedule. All registration fees will become part of the SPICE general fund and controlled by the Treasurer. Procedure 7. Registration Refunds: A refund limited to the amount paid will be returned to the player's parent upon request, if requested before the first practice or before the receipt of uniforms, which ever comes first. This request must be made in writing stating the reason for the refund. The Board will make the final decision. A refund of less that the entire amount paid may be returned if the SPICE has expended fund on behalf of the player. Procedure 8. Website A website will be maintained be a member of the SPICE Fastpitch Club. The website will the primary source of information for Club members in regard top schedules, statistics and results. Each team will ensure information regarding the statistics for each player is forwarded or entered into the website with 10 days of completion of a tournament. Procedure 9. SPICE Classification and Eligibility: The SPICE will be divided into age groups by birth date as of January 1, of the current year per ASA/NSA rules as follows: 9-10 years (No older than 10 years old) years (No older than 12 years old) years (No older than 14 years old) years (No older than 16 years old) years (No older than 18 years old) Procedure 10. Insurance: All teams registered with SPICE will carry ASA/NSA team insurance. All teams paying the team registration fees and teams comprised of individual registered players will receive ASA/NSA insurance as part of the services of SPICE. Procedure 11. Game and Practice Schedule: The Board will assign practice fields to all SPICE registered teams and meet with the General Mangers to review tournament schedules and release game and practice schedules when validated. Procedure 12. Tournaments: SPICE teams participate in ASA/NSA sponsored tournaments, competitions and postseason championship play. Procedure 13. Awards

5 The BOARD will determine the amount of money to fund for SPICE picnics and team awards. The general fund money will be used to purchase the awards. Procedure 14. Disqualification & Suspension: General Council members, coaches, and players may be disqualified for violation of the ASA/NSA rules and regulations, for misconduct or unsportsmanlike conduct in applying the precepts of this Charter and Bylaws, for failure to perform duties assigned by the BOARD and the President, and for failure to perform duties incumbent to their office. Procedure 15. Grievances and Protests: The BOARD will accept grievances and protests in writing only and be in compliance with the Charter and Bylaws governing SPICE. The BOARD will determine if the grievance or protest conforms to the ASA/NSA and/or SPICE rules and regulations. A quorum of the BOARD will hear and rule upon the protests. The BOARD decision will be final. The league secretary is required to document all cases requiring judicial review. The facts and findings will remain confidential. Procedure 16. Return of Equipment: SPICE provided common equipment must be returned to a BOARD member on demand or upon termination of membership. Article 12. Non-Profit Statement: SPICE is organized exclusively for educational and recreational 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 of 1954 (or the corresponding provision of any future United States Internal Revenue law Code). No part of the net earnings of the SPICE shall inure to the benefit of, or be distributable to, its members trustees, officers, or other private persons, except that SPICE shall be authorized and empowered to pay reasonable compensation for services of Team Coaches and Managers for services and supplies rendered and to make payments and distributions in furtherance of the purposes set forth in the preceding paragraph. No substantial part of the activities of the SPICE shall be carrying on of propaganda, or otherwise attempting to influence legislation, and SPICE shall not participate in, or intervene (including the publishing of or distribution of statements) in any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these articles, SPICE shall not carry on any other activities not permitted to be carried on (a) by an Association exempt from Federal income tax under section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue law) or (by an Association contributions to which are deductible 170 (c) (2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue law). Article 13. Dissolution Statement: Upon the dissolution of SPICE, the BOARD shall, after paying or making provisions for the payments of all liabilities of SPICE, dispose of all the assets of SPICE exclusively for the purposes of SPICE in such manner, or to such organization or organizations organized and operated exclusively for charitable, education, religious, recreational or scientific purposes as shall at the time qualify under section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue law Code), as the BOARD shall determine. Any such assets not so disposed of shall be disposed by the Court of Common Pleas of the county (King County, Washington) in which the principal office/activities of the SPICE is then exclusively for such purposes or to such organization or organizations, as said Court shall determine, which organized and operational exclusively for such purposes.