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 and surrounding towns 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 Vice-President, the Secretary, and the Treasurer,. Any exceptions must be approved by the total number of Directors by 3/4 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:
Pre-K through 1 - Instructional (maximum age of 7)
Grade 2 through 3 - Clinic (maximum age of 9)
Grade 4 through 7 - Junior (maximum age of 12). 3rd graders from spring of 2019 are the last eligible to move up to Senior division in the 7th grade
Grade 8 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 - BOARD OF DIRECTORS AND DUTIES
The League shall have a Board of Directors which shall consist of not more than (20) twenty voting members and the League President, and no more than ten (10) non-voting contributing members and the Executive committee shall only consist of President and Vice President who must to be nominated and voted on by the board.
Section 1. Executive Committee Positions and 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 a member of the Board of Directors, 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
B. The Vice-President 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 duties shall include draft coordination and duties as assigned by the President or Board of Directors.
C. 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; (v) be chairperson of the Finance and Budget Committee, and (vi) perform such other duties as from time to time may be assigned by the President or the Board of Directors. The Treasurer will follow procedures to ensure that appropriate financial reports are made available to the board and to the "Accountant" on a timely basis when requested by the President
D. 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.
Section 2. The Director Positions shall be assigned duties and responsibilities in order to accomplish the business of the League at the direction of the President and/or Board of Directors.
Section 3. Any change to the above REQUIRES a By-Law amendment
Section 4. Removal:
A. Any Officer or Board of Director member may be removed from office with or without cause, at any time by a 3/4 majority vote of the Board of Directors. Such removal shall not prejudice the contract rights, if any, of the person so removed.
B. Any Officer may be temporarily removed from office, with or without cause, at any time by the President. An affirmative vote by a 3/4 majority of the Board 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 5. Vacancies: The Board of Directors may fill any vacancies, office or Board of Directors member for the balance of the term by a simple majority vote, or the President may delegate the powers and duties of such office to any other member for the balance of the term.
Section 6. Executive Committee: The Officers of the Corporation shall only consist of the President and Vice President,
Section 7. Term of Office: The term of office for all members shall be one year beginning on November 1 unless otherwise specified by the Board of Directors.
Section 8. Attendance and Voting: Each member of the Board of Directors 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 Board of Directors at a scheduled meeting. The quorum for a Board of Director meeting is a simple majority of its eligible members. Each member of the Board of Directors shall be eligible to cast one vote on any pending matter brought before the Board of Directors. All motions shall carry by a simple majority of those present.
ARTICLE V - ELECTION
Elections for the Board of Directors will be held at the end of the season, no earlier than August 15th and no later than the 30th of September.
The current President shall contact all parents/guardians, for whom the League has contact information, at least two weeks prior to the election and state that the League will be holding its annual election. Anyone interested in serving shall contact the current President, who will then submit a list of all interested individuals to the Board of Directors.
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 Session for discussion. Each Board member may cast their vote for up to 21 candidates. A majority vote is required for a candidate to be elected to the Board of Directors. In the event that there are more than 21 candidates, the 21 candidates with the greatest number of votes shall be elected. Any ties in voting will be broken by the vote of the outgoing President. The outgoing Board of Directors will then take nominations for the position of President. Once all nominees have been brought forward, a vote will be taken and the candidate with the greatest number of votes will be elected as President.
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 and during that thirty (30) days will solicit nominations for the Vice President. At the meeting, a vote will be held for the remaining Executive Committee position. A majority vote is needed to elect each officer to his/her position. In the event that there is more than one candidate for a given position, the candidate with the greatest number of votes will be elected.
ARTICLE VI – LEAGUE COACHES, UMPIRES, & SPONSORS
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
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.
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 VII - 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 VIII - AMENDMENTS
These by-laws may be amended or repealed by an affirmative vote of 3/4 of the total number of the Board of Directors at a regularly scheduled meeting or a special meeting called with four (4) days’ notice.
ARTICLE IX- COMMITTEES
The Board of Directors shall have a standing Budget and Finance Committee. The Committee shall consider the financial resources and obligations of the organization, establish a budget, and recommend on financial matters.
Special Committees may be established by a majority vote of the Board of Directors.
ARTICLE X - FINANCIAL POLICY
The Budget and Finance Committee shall establish the financial needs of the League. All money is to be spent in the best interest of the girls in the League and with a majority vote of the Board of Directors. 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 Board of Directors, 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 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 games shall be held at the Complex.
Section 3: The Concession Stand will come under the Board of Directors or its designee. Weekly or as needed, inventory, purchases, bank deposits shall be performed. The concession stand will be manned by parent volunteers by team based on a schedule developed by the Board of Directors or its designee.
Section 4: Out of League activities non-league participants, such as non-league tournaments etc., will be addressed through Article X Section 1, and approved by the Board of Directors. A contract must be in place to include but not limited to dates, fees, responsibilities, and proof of insurance.
Section 5: 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 Newly Revised shall govern the procedures of the Executive Committee of the League, subject to the special rules which have been or may be adopted.
ARTICLE XIII- ELECTRONIC COMMUNICATION
The Board of Directors shall be authorized to meet by telephone conference or through other electronic communications media so long as all the members can simultaneously hear each other and participate during the meeting.
Voting via email or other electronic means is allowed. However, for a motion to pass, the vote must be unanimously in favor of the motion and ¾ of the Board of Directors must participate in the vote. The voting period must be a minimum of 48 hours.
Revised 10/2020