BY-LAWS OF
THE WALLINGFORD GIRLS’ SOFTBALL LEAGUE, INC.
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 during the spring and fall seasons 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 Executive Committee then
serving (wherefore known as the “total number of the Executive Committee”). 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 Executive Committee. Any Executive Committee Member
or others with such access shall safeguard the database and maintain the confidentiality of the information. No Executive
Committee Member shall use the database or any part of it for personal pursuits or any other enterprise. No Officer or Adviser
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 - EXECUTIVE COMMITTEE
Section 1. Composition: The Corporation
will be served by an Executive Committee, which is comprised of Officers and Advisors. The Officers will
be responsible for the day-to-day operation of the League and the Advisors will be responsible for the League’s special
interests, mentoring new officers and assisting in the League’s long term planning. Most of the Advisor’s
positions require several years of League experience, however, some Advisor’s positions may require the Executive Committee
to find qualified persons outside the League. No money or compensation will be paid to any Corporate Officers
or Advisors for their duties as Officers or Advisors, except for reasonable allowance for expenses actually incurred in connection
with their duties. While it may be necessary to assign the responsibilities of one officer to another,
a person can only hold one League position at a time, with the exception of League Vice-President. The
positions of League Officer, Advisor or Umpire-In-Chief, cannot be held simultaneously.
Each
member of the Executive Committee is responsible to attend League voting meetings and functions. Executive
Committee meetings must have a majority of its elected Executive Committee present in order to conduct the business of the
League. Executive Committee shall formulate and recommend policies to direct the League in accordance with
Article II. Any and all League fees, expenditures, written rules and policy changes will be discussed and
voted upon by the Executive Committee at a scheduled meeting. A majority vote of the “total number of the Executive
Committee” is needed to pass any changes. The Officers may hold and schedule as many non-voting meetings
as necessary to carry on the operation of the league.
ARTICLE IV – OFFICERS & ADVISORS
Section 1. Number: The Officers of the Corporation shall be the
President
League Vice-President
Treasurer
Secretary
Senior Division
Vice President
Junior Division Vice President
Clinic Division Vice President
Instructional Division Vice President
Fall Ball Vice President
Publicity Director
Equipment Director
Uniform Director
Ways & Means
Chairperson
Field/Schedule Director.
The President may not hold any other office
other than President during his/her active term of office. The Advisers of the corporation shall be: Coaching & Player Development
League Historian
Town Relations
League’s Building & Field Maintenance
Field Construction
ASA Relations
Advisor at
Large (number determined ¾ vote)
Section
2. Term of Office: The Officer’s
positions are open to yearly elections and will serve a term from November 1st to October 31st. League Advisers will hold three-year terms and will serve from November
1st to October 31st over a three-year period. League Adviser elections
shall be staggered so that an equal number (1/3 of the total number of League Advisers) of League Advisor are up for election
each year.
Section 3. 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 4. 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 5. Duties, Officers:
A. The President shall be the Chief Executive Officer of the Corporation,
and shall coordinate the activities of all divisions, preside at all meetings of the League, shall approve all volunteer,
Coaches, committees and supervise their activities and shall represent the League at all meetings or activities connected
with the programs sponsored by the League. The President has the right and authority to immediately suspend,
remove or ban any Coaches, Players or spectator from participating and/or being at any League game or event for reasons of
safety, inappropriate behavior, failure to follow the League rules or other actions that are considered to be at detriment
of the Girls or League. The president may enforce any such disciplinary actions until the Executive Committee
can meet and vote (majority vote) on any permanent action. Executive Committee members who are Coaches
are considered Coaches first and Executive Committee members second. 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 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 girls softball league that potentially would vie for the
same group of players as the Wallingford Girls’ Softball League.
B. The League 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 League Vice President shall also perform such duties as may be assigned from time to time by the President or the Executive
Committee. The title League Vice President does not carry any additional voting
rights.
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 Executive Committee; (iv) pay bills and notes as authorized by the Executive Committee and verified
by the President; (v) in general perform all duties incident to the office of the Treasurer; and (vi) perform such other duties
as from time to time may be assigned by the President or the Executive Committee (vii) at any appropriate time, provide the
League with a list of all players who did not meet fundraising requirements. The Treasurer
must follow generally accepted accounting procedures at all times.
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 Executive Committee.
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.
E. The Divisional Vice-Presidents (one for each division) shall provide supervision
over their respective divisions, work with Coaches to answer questions about the league, keep coaches informed of League meetings
and changes, assist with equipment and uniform distributions, receive complaints, try and settle disputes within the division.
Advise and inform the Executive Committee on divisional activity, coaches and rules
F. The Publicity Director shall: (i) prepare the League’s 3-4 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.
G. The Equipment Director shall be responsible for: (i) disbursing to the coaches,
collecting from the coaches, and storing all equipment owned by the League; (ii) put out to bid and order
all equipment and supplies needed by the League; (iii) maintaining an up-to-date inventory of all equipment, and
supplies owned by the League; and (iv) providing a year end status report of missing or damaged equipment and uniforms to
the President.
H. 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) oversee and organize opening day activity.
I. The Field/ Schedule Director shall: (i) procure all facilities for practice and games; (ii) initiate
and coordinate all field improvements, repairs, pre-season preparations, and daily maintenance with the Park & Recreation
and/or the Education Department of the Town of Wallingford; (iii) generate and maintain League practice and game schedules;
and (iv) assign fields and times for all makeup games.
J. Uniform Director shall:
be responsible for: (i) put out to bid and order all uniforms and related supplies needed by the League; (ii) distribution
of uniforms to Coaches (iii) coordinate sale and distribution of league apparel.
K. Fall
Ball Vice President shall: be responsible for (i) preparing and organizing fall ball documents (ii) coordinating
registration and draft (iii) provide supervision and work with Coaches to answer questions about the league,
keep coaches informed of League meetings and changes, assist with equipment and uniform distribution, receive complaints,
try and settle disputes within the league. Advise and inform the Executive Committee on divisional activity, coaches and rules.
Section 6. Duties, Advisors:
A. Coaching & Player Development shall provide information and recommendations
as to the best way to develop Coaches and Players skills. Preside as chairperson as committee(s) are needed.
Attend Executive Committee voting meetings.
B. League Historian shall maintain, organize and store
in a safe place all League’s current and historical Document of Players, Coaches, Umpires, Executive Committee, League
Procedures, Rules, Meeting minutes and other League documents. Preside as chairperson as committee(s) are
needed. Attend Executive Committee voting meetings.
C. Town Relations shall provide information and recommendation
as town Policies and establish a working relationship with town departments. Preside as chairperson as
committee(s) is needed. Attended Executive Committee voting meetings.
D. League’s Building &
Field Maintenance shall
provide information and recommendation as to the best way to maintain and manage League Building(s) and fields.
To preside as chairperson as committee(s) are needed. Attend Executive Committee voting meetings.
E. Field Construction shall provide information and recommendation as to the best way to develop
a Complex of Fields at Gaylord or other areas. To preside as chairperson as committee(s) are needed.
Attend Executive Committee voting meetings.
F. ASA Relations shall provide a liason with the American Softball Association
and coordinate receipt of ASA scorebooks and related documents.
G. Advisor at Large - duties assigned per ¾ vote of
the Executive Committee.
ARTICLE V - ELECTION
Elections will be held at the end of the season
– no earlier then August 15th and no later than October 30th.
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 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.
The outgoing Executive Committee shall vote for 14 Officer-at-large
positions. Each Executive Committee member may cast up to 14 votes for Officers on the nominating committee’s
list. The 14 highest candidates with a majority vote will be the League’s new Officers.
The out going Executive Committee will then cast their vote for President from the newly elected Officer-at-Large list.
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. The out going Executive Committee will also vote on Advisory positions individually.
A majority vote of the total out going Executive Committee is needed to elect a League Advisor. 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.
Any ties in voting for competing candidates for an Officer position will be broken by the highest ranking Executive
Committee person.
The outgoing (or returning) Secretary will record the results and notify
the newly elected Executive Committee members of his/her selection. The new Executive Committee will meet,
nominate, and elect Officers-at-Large to position no later than thirty (30) days from the date of the elections. After
the officers have been voted in their position the President will summit a name of an officer to the Executive Committee for
a vote as League Vice-President.
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 - DIVISIONS
The Corporation shall coordinate the following
divisions for play during the spring and fall seasons:
Grade 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 13)
* 7th grade players may participate in Junior
Division play upon league approval.
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 VII - UMPIRE IN CHIEF
The Corporation will appoint an Umpire in Chief at least one month before the start of the season’s first scheduled
game. 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 contracted position. The Umpire-in-Chief, his/her contract and fee
are carried by a majority vote (of the total number of Executive Committee elected). In the event a suitable
person could not be found a temporary volunteer could be assigned the responsibilities until one is contracted.
The Umpire In Chief is not part of the Executive Committee and has no voting rights.
ARTICLE VIII –
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 IX - BILLS, NOTES, ETC.
All bills payable, notes, checks or other negotiable instruments or of the Corporation shall be made in the name of the
Corporation, and shall be signed by the President, Treasurer or by such other Executive Committee person specifically designated
by resolution of the Executive Committee, 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 Executive Committee.
ARTICLE X- AMENDMENTS
These by-laws may be amended or repealed by an affirmative vote of 3/4 of the “total number of the Executive Committee”
members at a regularly scheduled meeting or a special meeting as outlined in Article III, Section 6.
Revised 10/3/07 Approved: Executive Board Meeting 11/4/2007
