Waynesburg Girls Softball Association By-Laws - revised 02/27/2011
ARTICLE I - Meetings and Voting
SECTION 1 - The membership of the League shall hold a minimum of 8 monthly meetings at such place and time as shall be determined by the Board of Directors.
Notice of time and place of such meeting shall be made known to the membership of the League through publication not less than 10 days prior to the date of the meeting.
SECTION 2 - The President may call special meeting of the League membership, or by majority vote of the Board of Directors. Notice of the time and place of special meetings of the League membership shall be made known to the membership of the League not less than 5 days prior to the date of meeting.
SECTION 3 - At each annual or special meeting of the League every eligible member present shall be entitled to vote. There shall be no proxy voting. A majority of those present and eligible to vote shall be required for election and question brought to a vote.
SECTION 4 - The presence of not less than 10 members eligible to vote shall be required to constitute a quorum for the transaction of business at any special or annual meeting of the League.
SECTION 5 - Eligible members to vote are as follows: Parent/Guardian over the age of 18 of a registered player of the league or any coach who is presently active.
ARTICLE II - Election of Officers
SECTION 1 - At the May meeting nominations for Officers will be presented. During the June meeting elections of Officers will be held. Newly elected Officers will assume their duties during the September meeting.
SECTION 2 - The term of office for President, Treasurer, Vice President, and Secretary shall be 2 years. The term of office for Player Representative and Umpire in Charge shall be 1 year.
SECTION 3 - All officers shall be eligible for re-election.
SECTION 4 - In the event of the death, resignation, or inability to perform the duties of office for any reason, of any office, the Board of Directors, by majority vote of the entire board, shall be empowered to select a replacement for such officer who shall serve until the following annual meeting.
ARTICLE III - Board of Directors
SECTION 1 - The Board of Directors shall include the President, Vice President, Secretary, Treasurer, and Player Representative.
SECTION 2 - Any board member without appropriate reason for missing such a meeting may miss no more than two (2) consecutive meetings. The Executive Board of Directors shall determine appropriate and acceptable reason for absence.
SECTION 3 - The Board of Directors shall give the authority to suspend, discharge or otherwise discipline any member, manager, coach, player, league official, umpire or other person whose conduct is considered detrimental to the best interest of the League. Crime/Punishment will be enforced.
SECTION 4 - Any adult (persons 18 years or older) who is suspended, removed or otherwise disciplined by the Board of Directors shall have the right to appeal such action before a majority of the members of the Board of Directors at a special meeting called for that purpose by the President.
SECTION 5 - The President shall, upon evidence of misconduct of any player, notify the manager of the team of which the player is a member and the parents of such player who is less than 18 years of age, within 24 hours to act upon the misconduct. The manager shall appear with the player before the League Player Agent and at least three (3) other members of the Board of Directors, for consideration of appropriate action. The player’s parent or guardian shall be advised of and invited to attend such meeting.
ARTICLE IV - Financial Policy
SECTION 1 - The Executive Board of Directors shall decide all matters pertaining to the finances of the league, bearing the responsibility to conduct the financial affairs of the league in a sound business-like manner.
Of funds shall be for the treasury of the League and contributors to individuals or teams shall be discouraged.
SECTION 2 – To equalize the benefits of the League for all participating teams, solicitation
SECTION 3 - The Board of Directors shall institute policy relative to the preparation and acceptance of an annual budget, and periodic and annual presentation of financial reports and annual audit of the books of the League.
ARTICLE V -Parents Auxiliary
SECTION 1 - A Parents auxiliary organization may be formed for the purpose of assisting the Board of Directors in fund-raising activity, concession stand operation, and other activities as suggested by the Board of Directors.
SECTION 2 - All activities of the Auxiliary are subject to the approval of the Board of Directors.
SECTION 3 - The President of the Parents Auxiliary shall become a member of the Board of Directors of the League upon election and for the term of office.
ARTICLE VI - Duties of Officers
SECTION 1 - The President shall preside at all meetings of the League membership and at all meetings of the Board of Directors; shall serve as the Chief Executive Officer of the league; shall be an ex-official member of all standing and special committees and shall perform such other duties as are normally associated with the office of President.
SECTION 2 - The Vice President shall perform such duties as may be assigned by the President; shall otherwise assist the President in the performance of the President’s duties and shall preside at meetings in the absence of the President.
SECTION 3 - The Secretary shall have custody of the Constitution and Bylaws, and all other records of the League; shall keep an accurate record of the meetings and other activities of the League and the Board of Directors: shall be responsible for all correspondence on behalf of the League and shall transmit all records and correspondence to any person elected to succeed him or her in that office.
SECTION 4 - The Treasurer shall receive and dispute all funds with the approval of the Board of Directors; shall keep an accurate account of all funds received and disbursed for the League; shall submit a financial report at all regular meetings and at such other times as may be requested by the President; shall compile an annual report of League finances; shall provide the books of the League and such other documentation as requested for the annual audit and shall transmit all financial records to any person elected to succeed him or her to office.
SECTION 5 - The Player Agent shall supervise the annual registration of player candidates, tryout sessions and distribution of players among the League teams and shall maintain any listings of eligible players not assigned to teams who may be available as replacement players.
ARTICLE VII - Standing Committees
SECTION 1 - The Finance Committee shall, in cooperation with the Treasurer, prepare an annual budget for the League; shall be charged with the preparing an annual audit of League financial activities; shall supervise fund raising activity and securing of sponsors on behalf of the league and, at the request of the Treasurer, shall assist with the collection and handling of League money.
SECTION 2 - The Field and Facilities Committee shall be in charge with the general preparation, maintenance, development and improvement of all playing facilities owned, leased or used by the League and shall make recommendations to the Finance Committee for suggested or needed expenditures in the area of operation.
SECTION 3 - The Umpire Committee shall be charged with obtaining suitable umpires for the league as directed by the Board of Directors; shall consider all complaints relative to umpires and make suitable recommendations to the Board of Directors. The Umpire Committee shall make every effort to register all umpires with NSA softball.
SECTION 4 - The Fund Raising Committee shall supervise fund raising activities and, in cooperation with the commissioners, will secure sponsors on behalf of the league.
SECTION 5 -Concession Stand Committee shall supervise the stocking and sales at the concession stands and the payment of umpires, and the cooperation with the Commissioners, on behalf of the League by age group.
ARTICLE VIII - Special Committees
SECTION 1 - Special Committees maybe appointed by the President for such special purposes as deemed necessary. Committee duties and responsibilities are to be outlined at the time of appointment and such Committees shall be dissolved at the annual meeting following the appointment, but may be re-appointed at any time following the annual meeting.
ARTICLE IX - Commissioners
SECTION 1 - The Commissioners shall be one (1) Coach from each age group.
SECTION 2 - The term of appointment for all the Commissioners shall be one (1) year.
SECTION 3 - All Commissioners shall be eligible for re-appointment.
ARTICLE X - Player Selection and Draft
SECTION 1 - One (1) Board member at each age group draft, Commissioner of respective League and Team manager shall be present at player draft.
SECTION 2 - Order of selection shall be determined by the position of draw by number. Teams shall distribute evenly in each age group (as possible by numbers). Teams needed to be evened out shall have first selection of older players.
SECTION 3 - Each player drafted shall remain a member of that team for the balance of her eligibility in the League as long as they register each year unless a redraft is called by league officers.
SECTION 4 - The child of a manager or coach or sister of the player who is already a member of the team, shall be eligible for automatic draft and must be drafted in the first round. The coach will automatically draft his daughter/daughters. If there is a second coach pre-determined for the team and that coach has a child that is eligible for the draft, that child must be taken in the second/third round.
SECTION 5- Roster size shall be determined by the NSA Softball Rules and League.
SECTION 6 - All Leagues shall play each player a minimum of six (6) consecutive outs and one (1) time at bat; with the exception of disciplinary action and the ten (10) run rule.
SECTION 7 – A player must play in her appropriate age group based on her “league age” on January 1. A player may move up an age group only if the higher age has room to accommodate the player seeking to move up.
ARTICLE XI - All Stars
SECTION 1 - Managers of the League’s team in first place after the last season game shall have the option of managing the All Star team for that League. If more than one team is chosen from any league, the manager of the second place team (after the last regular season game), shall have the option of managing that team.
SECTION 2 - The Coach and Business manager of All Stars shall be chosen by managers of such teams.
SECTION 3 - The Board of Directors shall determine the number of All Star teams each year.
SECTION 4 - Selections of All Stars shall be made at such times and place as decided by the Player Agent, League Commissioners and Managers.
SECTION 5 - Player Agent, League Commissioner and Manager of each team shall be present at selection.
SECTION 6 - Managers ONLY shall be eligible to vote but not for the players they nominate.
SECTION 7 - Each manager shall submit a list of twelve (12) from the entire league roster; the fourteen (14) highest vote getters are on the All Star team.
SECTION 8 - Playing time for All Stars during tournament play shall be determined by the team manager.
SECTION 9 - The League will provide the following for each All Star team:
A) A hat for each player, Manager, Coach and Business Manager.
B) $10.00 per player and 3 coaches towards the purchase of an All Star shirt.
C) One tournament fee per team of a maximum of $100.00, if the fee is less than $100.00, the lesser of the two is maximum paid.
ARTICLE XII - General Regulations
SECTION 1 - Managers shall advise all players of potential dangers in playing or practicing of a game.
ARTICLE XIII - Expansion Teams
SECTION 1 - Team managers shall have the right to protect four (4) players from the team’s roster from the previous year. If the Manager’s daughter is on the team from the previous year, she must be one of the protected players. Likewise if there are siblings on the team they too must be part of the protected players.
SECTION 2 - The remaining unprotected players will go into a pool that the expansion team Manager may select from unprotected pool Players until the expansion team has four (4) of the players on the expansion team.
SECTION 3 - After all the teams have four (4) Players, all unprotected players go into a draft pool where they can be picked by any team. All the players that where unprotected and played the previous year must be drafted before the draft of the new players can be drafted.
SECTION 4 - The expansion(s) team has first pick from the pool of unprotected players, then the pick rotation is continued based on the previous year’s standings. Last picks second, next to the last picks third and so on until the first place team has picked and then the rotation begins again with the expansion team. This continues until all previous years players are on a team.
SECTION 5 - After all previous years players are on a team, the draft of the new players will begin with the expansion team getting the first pick, and then the pick is continued based on the previous years standing. Last picks second, next to last picks third and so on until the first place team has picked and then the rotation begins again with the expansion team. This continues until all players are on a team. This is based on Amendment 11 of the By-Laws.
ARTICLE XIV - Roberts Rule
SECTION 1 - The rules contained in the most current edition of “Roberts Rules of Order” shall govern League meeting and meeting of the Board of Directors and League Committees in all cased in which they are applicable and not inconsistent with these By-Laws and any special rules of order the League shall adopt.
ARTICLE XV - Amendments
SECTION 1 - These By-Laws may be amended by majority vote of the League membership at the annual meeting or a special meeting called for that purpose provided notification for special meeting for the purpose provided to the membership at least ten (10) days in advance of the date of such meeting.
ARTICLE XVI - Coach Selection
SECTION 1 - The Coaches and Assistant Coaches must provide a Criminal Record (Act 33) and Child Abuse Clearance (Act 34) each year they participate as a coach.
SECTION 2- Coaches must be in good standing with the League. They shall have all equipment turned in at the end of the season and shall have all fundraising money turned and all financial obligations satisfied by June 30 of the softball season.
ARTICLE XVII - Code of Conduct
SECTION 1 – COACH/PARENT/GUARDIAN(S) CODE OF ETHICS
Coaches and parent/guardian(s) primary purpose will be to promote sportsmanship, friendship and game skills while remembering that the kids are playing to have fun.
Coaches/Parent/Guardians who are unable to abide by the following Code of Ethics should examine their purpose in involving themselves with youth and, specifically, the Waynesburg Girls Softball Association..
The coach and parent/guardian(s) will:
- EXHIBIT SPORTSMAN-LlKE CONDUCT AT ALL PRACTICES AND GAMES
- STRESS PLAYING HARD TO WIN OVER WINNING ITSELF
- MAXIMIZE PRAISE AND MINIMIZE CRITICISM
- MAKE CORRECTIONS CALMLY, NOT SCREAMING AT THE PLAYER OR OTHER PLAYERS
- NOT RIDICULE YOUR CHILD/PLAYERS NOR ALLOW YOUR CHlLD/PLAYER TO TEASE/TAUNT OPPONENTS
- NOT YELL AT OFFICIALS, COACHES, MANAGERS AND/OR OTHER CHlLDREN
- MAINTAIN SELF CONTROL AS A COACH OR SPECTATOR AT ALL TIMES
- MAKE ALL PRACTICES AND GAMES FUN FOR EVERYONE
- NOT USE PROFANITY TOWARDS PLAYERS, COACHES, OFFICIALS AND OTHER PARENT/GUARDIANS AND/OR SPECTATORS
- CONTINUE TO TEACH GAME SKILLS AND RULES OF THE GAME
- FOLLOW ALL RULES AND REGULATIONS OF WAYNESBURG GIRLS SOFTBALL ASSOCIATION
- NOT USE ALCOHOL/DRUGS/TOBACCO WHEN ATTENDING PRACTICES/GAMES
- DEMONSTRATE FINANCIAL RESPONSIBILITY BY RETURNING UNSOLD ITEMS FOR FUNDRAISERS AND SURRENDER PROCEEDS FROM FUNDRAISERS AND CONCESSION SALES IN A TIMELY MANNER
- RETURN LEAGUE PROERTY IMMDEIATELY FOLLOWING THE END OF THE SEASON
- AVOID ANY INAPPROPRIATE AND/OR UNLAWFUL PHYSICAL CONTACT BETWEEN OFFICIALS, COACHES, MANAGERS, PLAYERS, PARENT/GUARDIANS OR SPECTATORS
In addition to abiding by the Code of Ethics, all coaches/parent/guardians MUST:
UNDERSTAND THAT ANY VIOLATION OF THE CODE OF ETHICS, OR CRIMINAL INVESTIGATION, MAY RESULT IN ACTION BY THE WAYNESBURG GIRLS SOFTBALL ASSOCIATION RANGING FROM: DISMISSAL FROM COACHING DUTIES, NOT BEING ALLOWED TO ATTEND, PARTICIPATE, AND/OR SPECTATE AT ANY OF THEIR CHILDS PRACTICES OR GAMES AND/OR LEGAL ACTION TAKEN FOR UNLAWFUL CONDUCT.
Article XVIII – Dissolution of Association
SECTION 1 - In the event the Waynesburg Girls Softball Association is dissolved or no longer remains a going concern the general membership is authorized to disclaim all assets and transfer ownership to the Waynesburg Central High School Girls Softball Boosters. All league officers must be present for the vote and must obtain a quorum of at least 10 association members. The transfer of surplus funds for private inurement to any person is strictly prohibited.
2016 Mason-Dixon By-Laws and Rules
mason-dixon-softball-bylaws-rules-rev-16.docx