BY-LAWS OF THE WALLINGFORD GIRLS’ SOFTBALL LEAGUE
ARTICLE I - NAME
The name of this corporation shall be the Wallingford Girls’ Softball League, Inc. (wherefore referred to as the “Corporation”).
ARTICLE II - MISSION STATEMENT AND PURPOSE
Section 1. Mission: The mission of the Wallingford Girls Softball League is to provide girls who reside or attend school in the Town of Wallingford an organized and structured softball league that enables all participants the opportunity to experience and enjoy the great game of softball. It is the intention of the Corporation to provide all support and services necessary to insure a positive experience for each and every participant player. The foundation of this positive experience is to be based in a program that encourages individual skill development within the concept of team play. The Corporation is committed to provide a safe environment of play while stressing the importance and spirit of fair play, cooperation and respect among its players, coaches and parents alike. The Corporation is authorized and dedicated to carry out all activities in a way to be consistent with this purpose.
Section 2. The Corporation’s activities and purposes shall be exclusively non-profit and tax exempt in nature.
Section 3. All materials of the Corporation including equipment, individual personal player information, logo and other such related materials, shall be used expressly for activities of the Corporation alone. Exceptions to this standard can only be granted by 2/3 of the total number of Directors then serving (wherefore known as the “total number of Directors”). Information pertaining to players and their parents/ guardians gathered and stored in the database is considered to be the sole property of the Wallingford Girls Softball League, Inc. The League Officers who are allowed access to the database are the presiding League President, the Secretary and the Treasurer. Any exceptions must be approved by the total number of Directors by 2/3 majority vote. Any League Director or Officer approved for such access shall safeguard the database and maintain the confidentiality of the information. No Officer shall use the database or any part of it for personal pursuits or any other enterprise. No Officer will keep a copy of the database, either electronically or in hard copy format, after his/ her term of office has expired. The League holds in high regard the protection of the confidentiality of the database, and reserves the right to take legal action when such confidentiality is breeched.
ARTICLE III - DIVISIONS
The Corporation shall coordinate the following divisions for play:
Grade K through 1 - Instructional (maximum age of 7)
Grade 2 through 3 - Clinic (maximum age of 9)
Grade 4 through 6 - Junior (maximum age of 12)
Grade 7 through 12 - Senior (maximum age of 19)
The age for each division will be determined as of January 1 of the season year.
ARTICLE IV - EXECUTIVE COMMITTEE ELECTED MEMBERS AND DUTIES
The League shall have an Executive Committee which shall consist of nineteen (19) voting members. Those nineteen (19) members shall be in the following positions:
Section 1. Title of Officer:
Senior Division Vice President
Junior Division Vice President
Clinic Division Vice President
Instructional Division Vice President
Ways & Means Chairperson
Field Maintenance Coordinator
The Advisers of the corporation shall have a specific Title which shall be:
Coaching & Player Development
Any change to the above REQUIRES a B-Law revision. The positions of Director, League Officer, or Umpire-In-Chief can not be held concurrently.
Section 2. Removal or Additions: Any Officer or League Adviser may be removed from office with or without cause, at any time by a 3/4th majority vote of the “total number of the Executive Committee”. Such removal shall not prejudice the contract rights, if any, of the person so removed. The Executive Committee may create new position for Officers or Advisers by a 3/4th majority vote of the “total number of the Executive Committee”.
Section 3. Vacancies: Executive Committee may fill any vacancies, office or Advisor for the balance of the term by a simple majority of the “total number of the Executive Committee”, or the President may delegate the powers and duties of such office to any other officers for the balance of the term.
Section 4. Number: The Officers of the Corporation shall be the President, Vice President, Secretary, Treasurer, Publicity Coordinator, Equipment Manager, Ways & Means Chairperson, Field/ Schedule Coordinator and Maintenance Coordinator/ League Fields. The President may not hold any other office than President during his/her active term of office.
Section 5. Term of Office: The term of office for all Officers shall be one year beginning on November 1 unless otherwise specified by the Board of Directors.
Section 6. Removal: Any Officer may be temporarily removed from office, with or without cause, at any time by the President. An affirmative vote of a majority of the total number of Directors within two (2) weeks must take place. Such removal shall not prejudice the contract rights, if any, of the person so removed.
Section 7. Vacancies: The Board of Directors may fill any vacancy in an office for the balance of the term, or the President may delegate the powers and duties of such office to any other officer for the balance of the term.
Section 8. Duties:
A. The President shall coordinate the activities of all divisions, preside at all meetings of the League, shall approve all volunteer committees and supervise their activities and shall represent the League at all meetings or activities connected with the programs sponsored by the League. The preceding President, unless still an Executive Committee member, will serve as ex-officio for one (1) year without the right to vote. The President shall be the Chief Executive Officer of the Corporation, and shall have and may exercise all of the rights and powers incident to this position of which includes attending all meetings of the Board of Directors as a non-voting member and representing the Corporation at all meetings and corporate activities. The President shall not promote, or hold office in another competing league for a period of one year after completion of his/ her role within the Corporation. “Competing” shall be defined as any of girls softball league that potentially would vie for the same group of players as the Wallingford Girls’ Softball League.
The President-Elect shall submit a slate of corporate officers to the Board of Directors for the approval of the majority of the total number of Directors at least two weeks prior to the end of the current Officers’ term of office. At least 60 days prior to the end of the fiscal year (December 31st) the President shall submit the operating budget for the upcoming year for approval by the majority of the total number of Board of Directors. The approved budget shall be the authority for all operating expenditures. Any expenditure outside of the approved budget will require approval by the majority of the total number of Board of Directors. Among the President’s duties he/ she shall: (i) have general supervision of the affairs of the Corporation; (ii) sign or countersign all certificates, contracts or other instruments of the Corporation as authorized by the Board of Directors; (iii) make reports to the Board of Directors on corporate affairs; (iv) delegate powers and duties of any officer who is unable to complete his/ her duties; and (v) perform such other duties as are incident to his/ her office or are properly required of him/ her by the Board of Directors. The President shall serve as a non-voting ex-officio officer for a one year term during the year following his/ her final term as President unless in the event of resignation.
B. The League Vice Presidency will be assigned from another position without the benefit of an additional vote shall perform, in the absence of the President or in the event of his/ her death, inability or refusal to act, the duties of the President, and when so acting, shall have all the power of, and be subject to all the restrictions upon, the President. The Vice President shall also perform such duties as may be assigned from time to time by the President or the Board of Directors. The Vice President duties shall include the responsibility of Opening Day, League Banquet, trophies, photographer and acquiring Sponsors.
C. The Secretary shall (i) keep and distribute the Corporate meeting minutes; (ii) give notices as required; (iii) maintain the Corporate records; and (iv) perform all duties incident to the office of Secretary and such duties as from time to time may be assigned by the President or the Board of Directors. The Secretary shall also be responsible for the preparation and coordination of registration and the Division drafts and shall maintain and update: (i) Player, coach, sponsor and team roster data files; (ii) Officer, player, coach and sponsor mailing lists; (iii) Player draft information; and (iv) Corporate information.
D. The Treasurer shall: (i) be responsible for all funds and securities of the Corporation; (ii) receive monies due; (iii) deposit all such monies in banks and other depositories as shall be selected by the Board of Directors; (iv) in general perform all duties incident to the office of the Treasurer; and (v) perform such other duties as from time to time may be assigned by the President or the Board of Directors. The Treasurer must follow generally accepted accounting procedures at all times and will meet with the “Accountant” at the appropriate time(s) to file income tax returns.
E. The Publicity Coordinator/Web Master shall: (i) prepare the newsletters; (ii) submit all authorized advertisements, press releases, and weekly results of League games and team standings to the newspaper; and (iii) coordinate distribution of all League announcements to the public, town officials, sponsors, coaches, parents and players. In addition, shall be responsible to maintain, update and monitor the League Website.
F. The Equipment Manager shall be responsible for: (i) disbursing to the coaches, collecting from the coaches, and storing all equipment and uniforms owned by the League; (ii) bid and order all equipment, uniforms and supplies needed by the League; (iii) maintaining an up-to-date inventory of all equipment, uniforms and supplies owned by the League; and (iv) providing a year end status report of missing or damaged equipment and uniforms to the President.
G. The Ways & Means Chairperson shall: (i) initiate, coordinate, and preside over all fund raising activities of the League; (ii) in cooperation with the Treasurer, collect all monies owed to the League by fund-raiser participants; and (iii) at any appropriate time, provide the League with a list of all players who did not meet fundraising requirements.
H. The Schedule Coordinator shall: (i) procure all facilities for meetings, practice and games; with the Park & Recreation and/or the Education Department of the Town of Wallingford; (ii) generate and maintain League practice and game schedules; and (iii) assign fields and times for all makeup games.
I. Maintenance Coordinator/ League Fields shall: (i)maintain playing fields that the League has been contractually obligated or as approved by the Board of Directors (ii) initiate and co-ordinate all field improvements, repairs, pre-season preparations, and daily maintenance . The Town owned fields are the responsibility of the Town of Wallingford and not the League.
J, Divisional Vice Presidents shall: ( ) monitor and supervise their specific division, (ii) organize training, drills, clinics and jamborees, (iii) shall be the liaison(s) from the teams in each division to the Executive Committee, (iv) be responsible to organize and monitor respective fall ball divisions
K. All League Officers can be assigned other like duties and responsibilities in order to accomplish the business of the League at the direction of the President.
L. Other positions:
Coaches: All Coaches are responsible for adhering to philosophies and rules of the League as outlined in the Division rules and guidelines and will be reviewed for continued participation on a yearly basis.
Sponsors: Sponsors shall provide for the financial support of the League without voice in the League's operation. The sponsor neither owns nor governs the team(s) that he/she sponsors.
Others: Any other position deemed necessary by the League President, such as, but not limited to, Field Representatives, Outing Coordinator(s), Picture Day Coordinator, etc. will be named and covered in this section.
Each member of the Executive Committee is responsible to attend 75% of all League meetings and functions. Members shall formulate and recommend policies to direct the League in accordance with Article II. Any and all policies and decisions will be discussed and voted upon by the Executive Committee at a scheduled meeting. Executive Committee meetings must have a simple majority of its eligible members present in order to conduct the daily business of the League. Each member of the Executive Committee shall be eligible to cast one vote on any pending matter brought before the Committee. All motions shall carry by a simple majority of those present.
ARTICLE V - ELECTION
Elections will be held at the end of the season, no earlier then August 15th and no later than the 30th of September.
The Executive Committee shall select a Nominating Committee. The Nominating Committee shall submit an advertisement to a local newspaper distributed in the Town, at least two (2) weeks prior to any election and state that the League will be holding it’s annual election and anyone interested in serving on the Executive Committee shall contact a member of the Nominating Committee. The Nominating Committee shall then submit a list of all those who are interested in serving on Executive Committee on a ballet for voting.
At the Election, any new Candidate and any other outgoing Officer may have opportunity to speak on their own behalf. At this time any new Candidate(s) will leave the Election premises for the purpose of going into Executive Committee Session for discussion Each Executive Committee member may cast their vote for up to the total number of positions for Officers available from the nominating committee’s list. Only individuals with a majority vote will be the League’s new “Officers-at-Large.” The out going Executive Committee will then cast their vote for President from the newly elected Officer-at-Large list. The out going Executive Committee will also vote on Advisory positions individually. A majority vote of the total outgoing Executive Committee is needed to elect a League Advisor. Any ties in voting for competing candidates for an Officer position will be broken by the vote of the outgoing President. The President’s position does not vote in the event of a tie.
The outgoing (or returning) Secretary will record the results and notify the newly elected Executive Committee members of his/her selection. The newly elected President will schedule a meeting within thirty (30) days to nominate a slate of Officers from the newly elected Executive Committee. After the officers have been voted in their positions the President will summit a name of an Officer to the Executive Committee for a vote as League Vice-President. Positions not filled by either lack of candidates or lack of votes may be filled by a simple majority vote by the newly elected Executive Committee. Advisory positions not filled by either lack of candidates or lack of votes may be filled by a majority vote by the new Executive Committee.
The highest ranking past Executive Committee member will preside over the election of the new Executive Committee members to their positions; ranking: (1) President (2) Senior Vice-President, (3) Treasurer, (4) Secretary, (5) Advisors based on seniority. Any ties will be broken by the highest ranking person.
ARTICLE VI - UMPIRE IN CHIEF
The Corporation will appoint an Umpire in Chief by February 1 for the coming season of play. The Umpire in Chief is responsible for recruiting and scheduling game umpires and enforcing all League rules as set by the Corporation. This position is a sub-contracted as determined by the Board of Directors. The Umpire In Chief is not an Officer of the Corporation and has no voting rights.
ARTICLE VII – LEAGUE SPONSORS
The Corporation shall allow Companies, groups or individuals to sponsor a team or league event for a fee. This Sponsorship or the fee that is paid to the Corporation does not entitle the Sponsor(s) to any rights, privileges or say in the running of the League, its teams, player assignments, Coaches and Coaching decisions. The League can also refuse or return any Sponsorship or Fee for any reason at any time that it feels is not in the best interest of the League.
ARTICLE VIII - BILLS, NOTES, ETC.
All bills payable, notes, checks or other negotiable instruments of the Corporation shall be made in the name of the Corporation, and shall be signed by the President or by such other Officer or Officers specifically designated by resolution of the Board of Directors, of which there shall be no exception. No Officer or agent of the Corporation, either singly or jointly with others, shall have the power to make any bills payable, note, check, draft or warrant or other negotiable instrument, or endorse the same in the name of the Corporation, or contract or cause to be contracted any debt or liability in the name or on behalf of the Corporation, except as herein expressly designated by resolution of the Board of Directors.
ARTICLE IX - AMENDMENTS
These by-laws may be amended or repealed by an affirmative vote of 3/4 of the total number of the Executive Committee at a regularly scheduled meeting or a special meeting called with four (4) days notice.
ARTICLE X - FINANCIAL POLICY
The Executive Committee shall establish the financial needs of the League. All checks must be signed by the Treasurer or the President. All money is to be spent in the best interest of the girls in the League and with the Executive Committee's approval. Since the League is a tax exempt, non-profit organization, and in the event that it dissolves, all funds shall revert to a charitable or non-profit organization to be agreed upon by the Executive Committee, or its remaining members.
ARTICLE XI - THE COMPLEX
Section 1: The Fields at Gaylord known as the Complex, shall be for the benefit of the League, to manage, promote and monitor said League. Any expansion or additions to the Complex (additional fields, lights, tournaments, picnic area, extension of season etc.) will be with the expressed written permission of Gaylord Hospital without exception.
Section 2: Annually, the League President or his/her assigned shall enter into an extension of contract for usage. Without exception, all or as many as possible the number of games shall be held at the Complex.
Section 3: The League will maintain a separate checkbook and budget for all expenditures for the Complex. A budget will be submitted to the Executive Committee by the Complex Advisor and Field Maintenance Coordinator annually, post elections.
Section 4: The Concession Stand will come under the League Ways and Means Coordinator. Weekly or as needed, inventory, purchases, bank deposits shall be preformed. The concession stand will be manned by volunteers set up by this Coordinator for the season year of 2010 and from then on a schedule of will be instituted from Parents of teams playing on Fields 4 and 5. In this way the Parents can still watch their Childs games.
Section 5: Out of League activities non league participants, such as non league tournaments etc. , will be addressed through Article XI Section 1, and approved by the Executive Committee. A contract must be in place to include but not limited to dates, fees, responsibilities, and proof of insurance.
Section 6: Utilities must be turned on and turned off seasonally with the coordination of the Wallingford Water Division. All pipes must be drained and winterized.
ARTICLE XII - GENERAL RULES
The rules of parliamentary practice comprised in Robert's Rules of Order shall govern the procedures of the Executive Committee of the League, subject to the special rules which have been or may be adopted.
Current Directors and years left on term as of November 1, 2009:
Robert Parisi - ( ) Glenn H. Marston - ( ) Frank Ferarri ( ) George Marinelli -( ) Harry Thurlow ( ) James Salvato ( )
Revised 12/09 Approved _________________________________________