Donegal Tribe Softball Organization By-laws
Article 1 - Purpose and Name
1. The purpose of this organization shall be to provide, promote and supervise fast pitch softball programs for girls' teams and their eligible players. This organization shall strive to show fairness, objectivity and sportsmanship when dealing with other teams.
2. The name of this organization shall be the Donegal Tribe Softball Organization hereinafter referred to as DTSO.
3. DTSO shall use players that are currently residing/ attending the respective public school district in which the team represents. Extenuating circumstances will be considered on an individual basis with discussion by the board and then a motion for approval.
4. The DTSO shall be organized along age groups of 8, 10, 12, and 14.
5. The 8U, 10U, 12U and 14U may be organized in subgroups (A & B) for scheduling and competition as may be deemed appropriate by the voting delegates and team coaches based upon the competition levels of the players. The Executive Board and Coaches shall be responsible on an annual basis (January/February meetings for Spring Ball and June/July for Fall Ball) for determining appropriate placement of teams and for establishing a balanced schedule to promote competition and enjoyment of the game by the players.
Article II - Management
1. The management of the DTSO shall be vested in its Executive Board and Voting Members.
2. Where there is any question concerning the management of the organization to include membership, the player eligibility, or interpretation of the rules, the principle of extenuating circumstances shall apply. Any member, potential member, individual player/parent, or prospective eligible player/parent shall have the right to address officers and members of the DTSO at a regularly scheduled meeting with a question, concern, or request. Voting shall be in accordance with Article III and Article V.
Article III - Membership
1. A member of the DTSO shall be an individual who has a sincere interest in the organization, its purpose, and programs.
2. A voting member of this organization shall be at least 18 years of age, and be able to pass a comprehensive background check.
3. A voting member shall be a person as outlined in Article V, who will represent his/her role through a 1 vote policy. The voting members shall be recognized in the minutes by roll call at the start of each meeting.
4. Each voting member shall be entitled to one vote for each officer, during elections.
5. No Voting Member may transfer his/her voting right to any non-member
6. Organization dues and fees will be a dollar amount approved by the organization voting delegates. Non-payment of dues or fines will result in immediate suspension of player/parent until dues and fees are satisfied.
7. If the Executive Board determines that a recommendation of discipline and/or probation is necessary, the issue will be placed on the agenda for the next regularly scheduled general meeting. A special meeting can be called to satisfy disciplinary action. Both parties will have an opportunity to state their case to the Executive Board. A roll call vote will be held to determine the outcome of the recommendation for discipline and/ or probation.
Article IV - Meetings
1. Meetings will be held 12 times a year on the second Tuesday of each month. Meeting expectations are that each voting member will attend 10 of 12 meetings.
2. At the November meeting, the voting members shall elect officers, vote on any bylaw changes, and transact any other business that may be brought before the meeting.
3. At the January/ February (Spring Ball) meeting, registration for 8U, 10U, 12U, and 14U will require a coach/ representative present for each team registering.
4. At the June/ July meeting (Fall Ball) meeting, registration for 8U, 10U, 12U, and 14U will require a coach/ representative present for each team registering.
5. At the February (Spring Ball) LANCO meeting, registration for 8U, 10U, 12U, and 14U will require a coach/ representative present for each team the organization is registering.
6. At the August (Fall Ball) LANCO meeting, registration for 8U, 10U, 12U, and 14U will require a coach/ representative present for each team the organization is registering.
7. Special meeting of the members may be called at any time by the President, acting President, or a majority of the Board with required notice given.
8. The presence of a majority (2/3 of current membership) of voting members shall constitute a quorum at all meetings.
9. All meetings, duly called, may be organized for business but may not incorporate voting unless a quorum is present.
Article V - Executive Board/ Voting Members
1. The Executive Board shall be known as President, Vice-President, Secretary, Treasurer. All elected officers will meet all the organization requirements for membership. They shall hold their offices for a two-year term and shall have such authority and perform such duties as prescribed by these bylaws. No two offices may be held by any individual at the same time. The Organization will be required to fill the President position for a 2-year commitment with the first year as a VP and then as the President. In the event of a vacancy, the remaining voting members may nominate an individual to fill the vacancy. This will occur over 2 meetings, with the first consisting of nominations and the second consisting of the vote.
2. Voting Members will include: Field Maintenance, Equipment, Fundraising, Website Administrator/ Social Media, Uniforms, and Concessions. Each of these Lead Positions may have 1 or more assistants. Only the Lead will be allowed to vote. In the event that a Lead cannot attend a meeting, he/she may designate an assistant to vote in his/her absence by notifying the Executive Board via the Secretary.
3. The Board has the right to make decisions during the season if it interferes with the integrity of the entire season.
4. Description of responsibilities for the Executive Board and Voting Member positions are as follows:
a. The President shall conduct the affairs of the organization and execute the policies established by the Board. Shall preside at all DTSO meetings, set an agenda, and conduct the meeting. The President shall assign all committees and act as the committee chairperson unless otherwise noted. The President shall be empowered to interpret the by-laws and rules of the DTSO so as not to interrupt the daily operations of the organization and to review and audit the annual Treasurer's report. The President will be the tie-breaker vote.
b. The Vice President shall perform the duties of the President in his/her absence or disability. Will also act as Player Agent: The Player Agent shall prepare for and conduct the annual player registration, checking residence and age eligibility. He/She will maintain a roster of all players. Oversee the placement of players to the right skill level, prepare for submission and approval all the team rosters for the Spring and Fall seasons, review photo release information, and notify Web Site Administrator.
c. The Secretary shall perform the duties of the President in absence of the President and Vice President. He/She shall keep accurate and official records of the meetings of the organization and of the board. Shall handle all organization correspondence and notify members of meetings and events. Organizes, retains, and ensures clearances are current. Announces events in local paper, reserves meeting room annually/monthly, shall retain Code of Conduct documents for coaches, players, and parents. Distribute email blasts through web site administrator. Responsible for maintaining association mailbox.
d. The Treasurer shall receive all funds of the organization and shall pay all the bills of the organization as approved by the Board. He/She shall keep full and accurate accounts of receipts and disbursements in books belonging to the organization and shall keep the money of the organization in a separate account. He/She shall render to anyone in the organization an account of all his/her transactions as Treasurer, and of the financial condition of the organization at the meetings of the members or whenever an account is required. The President or Vice President will provide another signature in the case of illness or absence of the Treasurer. Any disbursement in excess of $500 will require two signatures.
e. Field Maintenance (Vacant position to be voted on in November meeting and filled in December)
Shall be responsible for the fields that are utilized by the DTSO. Shall provide recommendations and costs to the board of necessary repairs and/or improvements for such fields. Coordinate field scheduling with LANCO League Scheduler. Provide communication between the association and the Donegal School District softball program. Responsible for staying in contact with Marietta Borough and Mt. Joy Borough for field usage.
f. Equipment (Vacant position to be voted on in November meeting and filled in December)
Arrange for the procurement, disposition, and maintenance of all equipment in a timely and safety orientated manner. Will maintain an inventory of all organization equipment, shall prepare, and collect equipment bags from all coaches at the beginning and end of the season, distribute First Aid kits to all coaches.
g. Fundraising (Vacant position to be voted on in November meeting and filled in December)
Shall be responsible for the coordination of all fundraising activities, including contacting local organizations and businesses for support and donations. Shall maintain records of all contacts and amounts donated. Shall be responsible for all letters of appreciation between DTSO and above-mentioned organizations and businesses.
h. Web Site Administrator/ Social Media (Vacant position to be voted on in November meeting and filled in December)
Shall manage the association's official home page, ensure the association's rosters are maintained on the site, association news and scores are updated on a regular basis, collects and posts important information regarding association activities including fundraising and banquet, as well as listing the sponsors of our association. Responsible to review registration for any photo release. Manage the organization's Facebook Site, as well as any other Social Media outlet the organization chooses to utilize.
i. Uniforms (Vacant position to be voted on in November meeting and filled in December)
Order and Distribute uniforms for all players/ coaches. Organize and hold events for player sizing prior to each season (Spring and Fall). Provide supplier with graphics (including logo, player numbers, etc.) needed to complete uniform printing.
j. Concession Stand (Vacant position to be voted on in November meeting and filled in December)
Organize volunteers to run the concession stand during home games. Determine what items should be offered and source such items to maximize profits while minimizing waste.
k. Honorary Board Members
No more than three, shall be filled by the prior year's President and two appointed by the executive board, and shall be responsible for overall organization development, improving the competitive level of play, and perform duties as he/she may be required to do from time to time to assist the Executive Board.
5. Each of these positions carry one vote with the exception of the President. In the event of a tie, the President shall cast the deciding vote. If no members wish to fulfill the vacancy, it may be filled by a majority vote of the remaining officers at a regular meeting or at any special meeting called for that purpose. This person will fill the position until the next regular election or until another individual volunteers and is approved by a vote.
All members of the board elected or appointed shall have a vote.
No Executive Board Member (President, Vice President, Treasurer, Secretary) may serve on the Executive Board of another organization. Exceptions to this rule will be evaluated on a case-by-case basis and decided upon by the current Executive Board. In the event of a tie, the vote will be opened to other voting members. If an exception is approved, the Executive Board may elect to deny voting rights of said individual on an item that may be considered a conflict of interest. There will be no exceptions made to Executive Board Members of competing organizations (i.e., MJAA, DBSA, etc.) The reason for this provision is to ensure that the DTSO remains a standalone girls softball organization. A Voting Member (Field Maintenance, Equipment, Fundraising, Website Admin/Social Media, Uniforms, Concession) may be a member of another organization as long as that membership is disclosed and approved by the Executive Board. Their vote may be denied on a specific issue, by the Executive Board, if it appears to present a conflict of interest that may be detrimental to the best interest of the DTSO.
Article VI - Coaches
1. The Head Coaches (by age groups 8U, 10U, 12U, 14U) shall be the ranking authority of all team matters pertaining to their respective team. They shall attend all organization meetings during the season in which they are coaching. They will present any disputes that arise within their teams at each meeting or special meeting that may be called. They may also perform duties required of them that the Executive Board may request. They will be responsible for coordinating the team meeting which will cover schedule, contact information, areas of discipline, and any respective questions parents may have. Any issues that a coach feels they cannot personally address will be forwarded to the Executive Board via the Secretary for guidance. Coaches will carbon copy Donegal Tribe Secretary to all emails so that all correspondence is recorded for future reference. All Head Coaches/ Assistant Coaches must pass a comprehensive background check.
Article VII - Books and Records
1. The organization shall keep available records of the minutes of membership meetings, a membership register giving the names, addresses and phone numbers of members and coaches, and an appropriate and complete record of the organization finances.
2. Every voting member shall have the right to examine, in person, or by agent or attorney, at any reasonable time or times, and for any purpose, the book of account, the membership register, and the records of the organization minutes.
Article VIII - Annual Statement
1. At the November meeting, the President shall present to all the members of the organization a full and complete statement of the organization's activities and affairs for the expired year.
Article IX - Transaction of Business
1. The fiscal year of the organization shall commence on the first day of January and end on the thirty-first day of December.
2. The organization shall not borrow money, or purchase, sell, lease, or dispose of any real estate, unless a resolution authorizing same shall have been approved by the voting membership majority at a duly convened meeting, and upon proper notice of this purpose. A resolution of the voting membership majority authorizing the borrowing of money must specify the sums, rates of interest, and times of maturity of the loans. All proceeds derived from any loan, sale, lease, rental, or mortgage shall be specifically used for the lawful activities of this organization.
3. The organization shall have the right and power to receive and collect money to the extent necessary to accomplish the purpose(s) for which it is organized. All money so received or collected shall be applied to the maintenance, operation, or lawful activities of the organization, and in no case shall such money be divided or distributed, in any manner, among the members of the organization.
4. All checks and demands for money shall be signed by such officer or officers as the president may designate.
5. In the event of lack of interest, or dissolving of the organization, the obligations of the organization shall be paid in full, and the balance of the general funds will be dispersed among non-profit sports organizations as approved by the remaining voting membership majority.
Article X - Notices
1. Whenever written notice is required to be given to any member, it shall be given by sending a copy through the mail or by sending an email, to his/her address that appears on the books of the organization. Such notices shall specify the place, day, and hour of the meeting, and, in the case of a Special Meeting, the general nature of the business to be transacted. These notices shall be mailed/ emailed at least one week prior to the meeting.
Article XI - Adoption of By-Laws
1. The By-Laws shall be adopted by a majority (2/3 of members) vote of the voting members present at the time of its proposal for ratification. These by-laws shall be in full force and effective immediately upon their adoption.
Article XII - Amendment of By-Laws
1. The By-Laws may be altered, amended, or replaced by a 2/3 vote of the present voting delegates duly convened after notice is given to the members for the purpose.
Article XIII - Order of Business
1. The following order of business shall be used to conduct a meeting:
a. Opening of the meeting by President/acting President
b. Update on previous meeting's open business
c. Treasurer's Report
d. Reports of Committees (Field Maintenance, Equipment, Fundraising, Website/ Social Media, Uniforms, Concession Stand)
e. Unfinished business
f. New business
e. Meeting adjourned
Article XIV - Limitations
1. No part of the net earnings of the organization shall incur to the benefit of, or be distributed to its members, trustees, officers, or other private persons, except where the organizations shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of its purposes.
2. No substantial part of the activities of the organization shall be carrying on of the propaganda, or otherwise attempting to influence Legislation, and the organization shall not participate in, or intervene in any political campaign on behalf of any candidate for public office.
Article XV - Discipline
1. Complaints against any coach, player, player's parent(s), Member, Officer, or other person about behavior which is in conflict with the organization's objectives or in violation of the Organization's Playing Rules must be delivered to the President in writing/email and signed by the person making the complaint no sooner than 24 hours (see 24 Hour Rule Handout), but within forty-eight hours following the alleged incident.
2. The President will review cases involving the ejection from a game of a player, coach, or other person by an umpire, and complaints filed as outlined above. A determination will be made within seventy-two hours of receipt based on the severity of the complaint or ejection, and information learned during the review, regarding the appropriate handling of the complaint or ejection.
3. Any individual against whom a complaint is properly brought must be notified in writing/email 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, the offending party will be allowed to address the Board in person or in writing.
4. Any coach, player, player's parents, Officer, or other person whose conduct is found by the Board to be in conflict with objectives of the organization or in violation of the Organization's Playing Rules may be suspended or expelled from organization activities by a vote of three-quarters of the Executive Board. The offending person and other appropriate parties will be notified in writing/email of the Board's action.
5. The President, in consultation with at least one other Officer, may issue an immediate, temporary suspension from Organization activities to any coach, player, player’s parents, Officer or other person whose conduct is in conflict with the Objectives of the Organization or in violation of the Organization's Playing Rules. Such a suspension must be reviewed by a meeting of the Executive Board 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/email, to the offending person and other appropriate parties.
6. In the event that a complaint is made against the President, the complaint would be handled by the Vice President.