Donegal Rheems Girls Softball League: By Laws
ARTICLE 1- NAME
1.0 This organization shall be known as the Donegal/Rheems Girls Softball League.
ARTICLE 2- OBJECTIVES
2.0 The purpose for which this League is organized is to develop and operate a girls softball program. In connection with such purposes, the objectives of the League are:
A. To teach and encourage good sportsmanship in all situations.
B. To teach the skills and fundamentals of the sport of softball.
C. To maximize participation opportunities for all girls.
D. To promote the teamwork concept.
E. To promote physical fitness and mental well-being.
F. To encourage the individual to give her best effort at all times.
G. To provide the opportunity for competition, recreation and fun.
ARTICLE 3- POWERS
3.0 The League shall have the following powers, in addition to the powers expressly or implicitly conferred on it by law:
A. To make and enforce rules and regulations to govern itself.
B. To solicit contributions and raise funds.
C. To establish and collect fees, charges and fines.
D. To enter into contracts.
E. To hold and own property.
F. To affiliate with organizations whose purpose and objectives are consistent with those of the League.
G. To enter into agreements and/or affiliate with organizations so as to fulfill the objectives of the League.
ARTICLE 4- MEMBERSHIP
4.0 The membership of the League consists of the associations adopting these by-laws on January 19, 1999, plus any new associations added pursuant to Section 4.1.
4.1 New associations may be admitted to the League by being nominated for membership by any Director, and seconded, at a regularly scheduled meeting with a quorum present, and being approved at a subsequent meeting by receiving three- quarters of the vote of the Board of Directors.
4.3 Membership in the League may be voluntarily terminated by an association submitting a letter of resignation to the League's Board of Directors.
ARTICLE 5- BOARD OF DIRECTORS
5.0 The Board of Directors consists of one representative from each member association, with each member association having one vote.
5.2 The Secretary of the League shall be informed by each member association's president or secretary of the names of its representative and one or two alternates. Only individuals of whom the Secretary has been notified of will be allowed to vote.
5.3 The Board will determine the policies, Playing Rules and activities of the League.
5.4 In order to act upon any matter, the Board must form a quorum. A quorum will be a majority of the Directors. (For example, if the Board is composed of eight Directors, five members must be present to act upon any matters.)
5.5 Items voted on by the Board must receive a majority vote for approval, except where three- quarters approval is indicated herein. A majority is determined by the number of total Directors and is not based on the number of Directors present.
5.6 In the case of a tie on an item requiring a simple majority for approval, the President will cast the tie-breaking vote.
5.7 Items may be presented for the Board approval at regularly scheduled meetings by any director, officer or other person attending the meeting. In order for an item to be voted on, a motion must be made by a Director and properly seconded by another Director. Items may be voted on at the same meeting that the item is presented for consideration, except where indicated herein.
5.7.a. Added January 3, 2013, a vote can be taken by email in the event that a decision must be reached prior to the next board meeting.
5.8 Proposed changes to these by-laws require approval of three- quarters of the Board of Directors. A proposed change to the by-laws may not be voted on at the meeting where the proposal is made, but must be voted on within the next two subsequent meetings. If a proposal is not voted on within the next two meetings, it must be re-proposed, motioned and seconded and the above process repeated.
5.8.a. Added January 3, 2013, a vote can be taken by email in the event that a decision must be reached prior to the next board meeting.
5.9 Proposed changes to the Playing Rules require approval of the majority of the Board of Directors. A proposed change to the Playing Rules may not be voted on at the meeting where the proposal is made, but must be voted on within the next two subsequent meetings. If a proposal is not voted on within the next two meetings, it must be re-proposed, motioned and seconded and the above process repeated. No changes made to the current year's Playing Rules after April 1st of the current year.
5.9.a. Added January 3, 2013, a vote can be taken by email in the event that a decision must be reached prior to the next board meeting.
5.10 Effective January 1, 2003 an appointed representative of each Association shall attend all scheduled meetings. If an Association is not represented at one meeting, they will be notified in writing. If an Association is not represented at two meetings, they will be notified in writing of a $25.00 fine if they miss another meeting. If an Association is not represented at three meetings, they will be fined $25.00. If an Association is not represented at four meetings, they will be fined $50.00. If an Association is not represented at five meetings, they will be fined $100.00 and put on probation for one year. Probation consists of loss of voting rights. Upon non-payment of any fine, the Association will be suspended until the fine is paid. This is based on a rolling calendar on a one-year basis.
ARTICLE 6- OFFICERS
6.0 The Board of Directors shall elect the Officers of the League, which are President, Vice- President, Secretary, Treasurer, and Scheduler. Nominations are to be made at the August meeting, or as needed to fill a vacancy, and candidates may be nominated by any Director, Officer, or any individual present at that meeting. A person may nominate himself or herself. The election of the Officers will be at the September meeting, or the meeting following a nomination to fill a vacancy.
6.1 Directors may be nominated for any office and may vote for themselves. However, if elected to the position of President or Vice- President, that person will no longer serve as a Director and that person's association must appoint a new representative to serve as Director.
6.2 Election of Officers requires a 28-day notice of election place, date and time and the approval of the majority of the Directors with a quorum present. The newly elected will take office immediately following the adjournment of the meeting at which they are elected.
6.3 Officers are elected for a two-year term. Term expirations will alternate to help achieve better continuity. The terms of the President and Secretary will expire together and the terms of the Vice- President, Treasurer and Scheduler will expire together. Officers may serve more than one term if re-elected. Officers may be removed by the Directors with the approval of three- quarters of the Directors.
6.4 The President and the Vice- President will not have any vote, except in the case of a tie, where the President or presiding Vice- President will cast the deciding vote. The Secretary, Treasurer and Scheduler may cast votes if representing an association as Director.
6.5 President- The duties of the President will be to schedule, set the agenda, and preside at all meetings of the League, appoint any and all committees, and coordinate the work of the Officers. The President will also oversee and implement the policies and rules set by the Board, and promote the achievement of the Objectives of the League.
6.6 Vice- President- The duties of the Vice- President will be to assist the President where needed, and to perform the duties of the President in the absences of inability to perform of the President. The Vice-President will also coordinate the scheduling of umpires, handle communication to and from the umpires associations, and represent the League at umpire association meetings as necessary.
6.7 Secretary - The duties of the Secretary will be to keep the minutes of all League meetings, maintain contact and address lists and correspondence files. If the Secretary is unable to attend a meeting, he/she must provide the previous minutes to be approved to the President or Vice- President prior to the meeting.
6.8 Treasurer – The duties of the Treasurer will be to receive all and disburse all monies, keep an accurate and true account of all receipts and disbursements, present a financial report at all meetings, and perform other duties as designated by the President. If the Treasurer is unable to attend a meeting, he/she must provide the financial report to the President or Vice- President prior to the meeting.
6.9 Scheduler- It is the duty of the Scheduler to prepare the League game schedules, and as necessary reschedule games, track the results of games played throughout the season and present this information to officers and directors as requested.
6.10 Commissioners – The President, at his or her discretion, may nominate individuals to serve as Commissioners, under the direction of the President. The nominated individual must receive the majority approval of the board of directors to be named a Commissioner. Commissioners will serve a two-year term and then must be re-nominated and re-approved. Commissioners will carry out such duties as requested by the President and will be directly responsible to the President.
ARTICLE 7- FINANCES
7.0 The League shall maintain an account at an accredited financial institution for the purpose of making deposits of League receipts and making disbursements for League expenses.
7.1 Checks disbursed require the signature of one officer.
ARTICLE 8- MEETINGS
8.0 The Board will meet on a regular basis, normally monthly, and at other times as needed as called by the President.
8.1 Meetings are open to all interested individuals.
ARTICLE 9- DISCIPLINE
9.0 Complaints against any coach, player, players parent(s), Director, Officer or other person about behavior which is in conflict with the League's Objectives or in violation of the League's Playing Rules must be delivered to the President in writing and signed by the person or organization making the complaint within forty-eight hours following the alleged incident.
9.1 The President will review cases involving the ejection from a game of a player, coach, or other person by an umpire, and complaints properly filed in accordance with section 9.0, and will make a determination within seventy- two hours based on the severity of the complaint or ejection, and information learned during the review, regarding the appropriate handling of the complaint or ejection. Appropriate handling alternatives include writing a letter conveying the situation to the Association of the alleged offending person and asking for a response from that association, putting the situation on the agenda for the next regularly scheduled Board of Directors meeting, calling a special meeting of the Board of Directors, or issuing an immediate temporary suspension in accordance with Section 9.4.
9.2 Any individual against whom a complaint is properly brought must be notified in writing of the complaint and of the manner in which the complaint will be handled. Such notification must be made within seventy- two hours after the complaint was filed. In all cases in which the complaint or the ejection is brought before the Board of Directors, the offending party will be allowed to address the Board in person or in writing.
9.3 Any coach, player, players parents, Director, Officer or other person whose conduct is found by the Board of Directors to be in conflict with Objectives of the League of in violation of the League's Playing Rules may be suspended or expelled from League activities by a vote of three-quarters of the Board of Directors. The offending person, their Association and other appropriate parties will be notified in writing of the Board's action.
9.4 The President, in consultation with at least one other League Officer, may issue an immediate, temporary suspension from League activities to any coach, player, player’s parents, Director, Officer or other person whose conduct is in conflict with the Objectives of the League or in violation of the League’s Playing Rules. Such a suspension must be reviewed by a meeting of the Board of Directors within seven days following the issuance of the suspension. Notification of an immediate, temporary suspension may be made in person or by phone, but must be followed up in writing, to the offending person, their Association, and other appropriate parties.
9.5 In the event that a complaint is made against the President, the complaint would be handled by the Vice- President.
As adopted on January 18, 1999
Amended August 7, 2000
Amended September 18, 2000
Amended January 1, 2003
Amended November 11, 2004
Amended January 3, 2013