ARTICLE 1 - NAME
The name of this organization shall be the La Habra Girls Softball
Association, hereafter referred to as LHGSA.
ARTICLE
2 – OFFICE
The principal office for transaction of LHGSA business shall be
located in the city of La Habra, California. The Board of Directors
may change the site of the principal office from one location to
another within the City of La Habra.
ARTICLE
3 – OBJECTIVE
The specific objective of the LHGSA is to operate a recreational
softball league to develop good sportsmanship, high character, and
physical and mental well being of young persons through the game
of softball. LHGSA encourages responsible adults to supervise the
program on the playing fields and to make their leadership and experience
available for the training of these young people.
ARTICLE 4 – LIMITATIONS
The LHGSA is a nonprofit benefit corporation and shall carry on
its activities in compliance with Section 501 (c) (3) and Section
170 (c) (2) of the Internal Revenue Code of 1986 (or the corresponding
provisions of any future United States Internal Revenue Laws) for
corporations exempt from Federal income taxes and for which contributions
are tax deductible.
SECTION
1 – POLITICAL ACTIVITY
No substantial part of the activities of the LHGSA shall consist
of carrying on propaganda, or otherwise attempting to influence
legislation, and the LHGSA shall not participate in or intervene
in any political campaign on behalf of any candidate for public
office.
SECTION 2 – PROPERTY
The property, assets, and net income of the LHGSA are dedicated
irrevocably to the purposes set forth in ARTICLE 3 above. No part
of the net income shall ever inure to the benefit of any of its
directors, trustees, officers, members, employees, or to the benefit
of any private individual.
SECTON 3 – DISSOLUTON
Upon the winding up and dissolution of this organization, and after
paying or adequately providing for the payment of debts, obligations,
and liabilities, the remaining assets shall be distributed to a
nonprofit fund, foundation, or corporation which is organized and
operated exclusively for charitable purposes and has established
its tax exempt status under Section 501 (c) (3) of the Internal
Revenue Code.
ARTICLE 5 – GENERAL MEMBERSHIP
General membership shall consist of any adults having an active
interest in the objectives of the LHGSA as defined in ARTICLE 3
above, who agree to be governed by the word and intent of all of
the LHGSA Bylaws and Board policies. A member may be suspended or
expelled by the Board if it is determined that the member has engaged
in conduct materially and seriously prejudicial to the purposes
and interests of the LHGSA. Due process guarantees as outlined in
Article 6, Section 5 below should be followed when suspending or
expelling a general member.
ARTICLE 6 – BOARD OF DIRECTORS
SECTION 1 – OFFICERS
A. President - The President shall be the Chief Executive Officer
and general manager of the LHGSA and shall, subject to the control
of the Board, generally supervise, direct, and control the activities
and affairs of the corporation.
1. The President shall be the presiding officer at all Board meetings
and sets the agenda for each meeting.
2. The President may form committees and appoint members to those
committees with the approval of the Board.
3. The President shall vote only to break a tied vote of the Board.
4. The President shall be in charge of obtaining all field permits,
facility use permits, etc. required for league functions.
5. The President shall recommend and, with Board approval, secure
adequate insurance for the league.
B. Vice President –The Vice President, under the President’s
direction, will assist the President in the general supervision
of the LHGSA.
1. The Vice President shall perform all the duties of the President
in his/her absence.
2. The Vice President automatically succeeds to the office of President
in case of a vacancy in that office.
3. He/she shall help organize and supervise all LHGSA activities
such as opening and closing day ceremonies, the pancake breakfast,
dances, picnics, etc.
C. Secretary – The Secretary shall record and maintain a file
of minutes of all meetings and actions of the Board, committees
of the Board, and of general membership meetings.
1. The Secretary shall keep on hand a copy of the LHGSA Bylaws and
Board policies.
2. The Secretary shall be responsible for notifying the appropriate
members of all Board meetings, committee meetings, and general membership
meetings.
3. He/she should compile a record of LHGSA activities such that
this information can be passed on to future Boards from year to
year.
D. Treasurer – The Treasurer shall maintain correct accounts
of all business transactions of the LHGSA. This will include accounts
of its assets, liabilities, receipts, disbursements, gains, losses,
capital, and all income of any sort and kind derived by the LHGSA.
1. The Treasurer shall prepare a budget to be adopted by the Board
prior to the start of the regular season.
2. The Treasurer shall submit to the Board an annual financial report
at the end of the fiscal year.
3. He/she shall provide the Board with an updated financial report
at each regular monthly Board meeting.
4. He/she, upon the request of any Board member and by appointment,
shall provide that Board member access to inspect any or all books
of accounts within five (5) days of such a request.
5. He/she shall promptly deposit all monies in the name of and to
the credit of the LHGSA into an account or accounts approved by
the Board.
6. He/she is directly responsible for the disbursement of all LHGSA
funds. All league funds are to be protected by a two party signature
of accounts. Signatures on the accounts shall be the President,
the Vice President, Secretary, and the Treasurer. No two authorized
signers may be related by blood, marriage, or reside at the same
address.
7. He/she shall supervise the collection of money from the snack
shack, fundraising, or any other league financial ventures, and
maintain accurate records of income and expenses.
E. Division Commissioners – Each age group division of the
LHGSA will have a commissioner representing them on the Board. The
Divisions are as follows: High School (18 and Under), Major (14 and Under), Minor, (12 and Under),
Mini-minor (10 and Under), Micro-mini (8 and Under), and Mini-tee
(6 and Under). The Division Commissioners’ responsibilities
are as follows:
1. Recruit a Board approved coach for each team in their division.
2. Review with the coaches the rules and procedures of the LHGSA
and of their respective division prior to the start of the season.
3. Hold regular coaches meetings to discuss general information
from the Board or from committees of the Board. Report back to the
Board any concerns expressed by the coaches or their parents.
4. Be responsible for the general welfare of each registered players
in their divisions with respect to the league goals as stated in
Article 3 above.
5. Make sure that each coach secures a scorekeeper, that the scorekeepers
are familiar with the score keeping methods, and that an official
scorebook is kept for all league games.
6. Receive official protests, review and evaluate their merits,
and present it to the protest chairman.
7. Mediate, intervene, and/or take action as appropriate to resolve
disputes between coaches, parents, spectators, and players within
their division at games, practices, or other league functions.
8. Keep the Board advised of any unresolved situations that may
adversely affect the LHGSA if left unsettled.
9. Report to the Board any serious injuries suffered by a player
requiring a doctor’s care.
10. High
School Commissioner has the additional responsibilities of promoting
/ recruiting for this division among the local high schools and
working with surrounding cities to coordinate game schedules.
F. Players Representative – The Player Representative’s
primary responsibility is to represent all players in all division
within the LHGSA and to insure that the aims and purposes of the
LHGSA Bylaws and playing rules are being complied with by all involved.
The Players representative may not be a head coach
of a team in any division. The Players Representative’s responsibilities
are as follows:
1. Obtain the names, birthdates, etc. of all registered players
from the registrar.
2. Schedule with the approval of the Board tryout dates and times
for each division and supervise the tryout procedures.
3. Meet with the President and the Divisional Commissioners to establish
and publish the draft method to be used in the selection of teams
in each division.
4. The Players Representative shall have the sole responsibility
of maintaining a waiting list for each division for qualified players
applying after the player drafts have taken place.
5. The Player Representative with the Divisional Commissioner shall
assign players to teams with vacancies by a lottery selection method.
6. Upon notification of a player dropped by a team coach, the Player
Representative shall contact the parents of the player to establish
the reason for the drop. The Player Representative shall then advise
the Divisional Commissioner of the drop and the reason.
7. The Players Representative may not transfer a player from one
team to another as a matter of convenience without Board approval
and approval of the coaches involved.
8. The Players Representative shall chair the All-Star Selection
Committee.
G. League Head Coach – It shall be the duty of the League
Head Coach to provide the coaches of the LHGSA the means by which
they may improve their coaching techniques. The League Head Coach
should develop and maintain coaching clinics that will provide the
LHGSA a consistent coaching philosophy from division to division.
The areas involved are:
1. Knowledge of the playing rules.
2. Offensive elements including hitting, bunting, and base running.
3. Defensive elements including catching, fielding, throwing, and
positioning.
4. Basic pitching mechanics.
5. Strategies for interacting with parents, players, umpires, and
fellow coaches.
6. The League Head Coach organizes team practice schedules for all
divisions.
H. Umpire-In-Chief – It shall be the duty of the Umpire-In-Chief
to recruit and schedule all umpires for games played. He/she shall
see that all umpires are adequately trained and qualified. The Umpire-In-Chief
shall be responsible to see that all umpires and coaches are provided
with copies of the LHGSA playing rules.
I. Team Parent Coordinator – It shall be the responsibility
of this officer to recruit a Board approved team parent for every
team. The Team Parent coordinator should hold a team parent meeting
at least once a month during the playing season. The Team Parent
Coordinator should inform all team parents of their duties and obligations
as team parents for their team.
J. Registrar – It is the responsibility of the registrar to
supervise the signups of all the players of the LHGSA.
1. The Registrar shall set the dates and place for all league sign-ups.
2. He/she shall devise flyers and arrange for distribution to the
local schools.
3. He/she shall be responsible for all advertising for sign-ups
such as newspaper
notices, banners, mailers to returning players, etc.
4. The Registrar shall keep an accurate record of the membership
of the LHGSA.
K. Sponsorship Coordinator – It shall be the responsibility
of the Sponsorship Coordinator to acquire sponsors for the LHGSA.
1. The Sponsorship Coordinator shall act as a liaison between the
LHGSA and all sponsors.
2. The Sponsorship Coordinator will keep accurate records of all
team
and league sponsors.
3. He/she will see that all money collected is turned over to the
Treasurer.
4. He/she will see that each sponsor receives a plaque, banner,
letter, or
other form of recognition deemed appropriate by the Board.
L. League Advisor – The league Advisor shall give advice to
the President and the Board concerning the interpretation of the
LHGSA Bylaws and the League Rules.
1. The League Advisor may be asked by the President or the Board
to audit the financial books of the LHGSA, including the snack shack
ledger.
2. The League advisor should oversee and certify all elections or
votes taken by the general membership.
3. The League Advisor should be knowledgeable of meeting procedures.
4. The League Advisor should be knowledgeable of the LHGSA organization
and history.
M. Equipment, Safety, and Fields Manager– It shall be the
responsibility of the Equipment, Safety, and Fields Manager to purchase,
issue, and maintain all equipment for the LHGSA.
1. He/she
shall oversee the preparation and maintenance of all fields during
the season.
2. He/she is
also responsible to make sure that all teams are abiding by the
safety policies established by the Board, which includes supplying
and maintaining a first aid kit for every team.
N. Snack Shack Coordinator–
It
shall be the responsibility of the Snack Shack Coordinator to
operate the snack shack at all games during the season.
1.
The Snack Shack
Coordinator shall work with the Team Parent Coordinator to develop a
schedule of volunteer workers from all league teams to work in the
snack shack.
2.
The Snack Shack
Coordinator shall supervise the purchase of all foods, beverages,
materials, etc. needed to operate the snack shack.
3.
The Snack Shack
Coordinator, with the Treasurer, shall supervise the collection of
all money and maintain accurate records of expenses and income.
4.
The Snack Shack
Coordinator will see that the snack shack is clean and in order at
all times.
SECTION 2 – NOMINATION OF CANDIDATES
A. Eligibility – All current adult members of the LHGSA in
good standing are eligible to run for office for the following season.
Only current members of the Board of Directors are eligible to run
for the office of President.
B. Nomination Committee – The President shall appoint a committee
to select qualified candidates for the offices of the Board of Directors.
The committee will present a slate of officers to the Board by the
Board’s April meeting.
C. Nomination from the Floor – Any adult member of the LHGSA
in good standings may submit their name for nomination at the April
Board meeting. Adult members in good standing may also nominate
other adult members in good standing at the April Board meeting,
contingent upon confirmation of their willingness to be placed on
the ballot.
SECTION 3 – ELECTION OF OFFICERS
A. Election Date – The election date shall be set by the Board
and must be no later than Closing Day ceremonies. The general membership
must have at least two weeks notice of the election of officers.
B. Eligibility to Vote – All general members in good standings
are eligible to vote. Under the spirit of Article 5 the general
membership includes all parents or legal guardians of registered
players, and all Board members, Board approved coaches, assistant
coaches, team moms, volunteer umpires, etc. who have an active interest
in LHGSA but are not the parents or legal guardians of any registered
players.
C. Manner of Voting – Voting will be conducted by secret ballot
prepared by the Secretary. The President will appoint an election
committee consisting of at least three members to monitor the voting
and to count the ballots. The ballots must be maintained for a period
of at least one week after announcing the results of the election
to allow for the review of the results if they are in question.
D. Official Results – The candidate with the highest number
of votes will be declared the winner. In case of a tie, the new
Board of Directors will break the tie at a special Board meeting
to be called by the incoming President. The election results will
be certified by the current League Advisor.
E. Voting by Proxy – Voting by Proxy will not be allowed.
F. Use of League Funds – No LHGSA funds may be used to support
a nominee for office.
SECTION 4 – TERM OF OFFICE
The term of office for all Board members will be one year, from
August 1st to July 31st.
SECTION 5 – REMOVAL OF OFFICERS
A. Voluntary Resignation - All voluntary resignations must be submitted
in writing.
B. Removal for Cause – Any officer of the Board of LHGSA may
be removed by a vote of three-fourths (3/4) of the current membership
of the Board. Grounds for removal are:
1. Breach of duties as described in these Bylaws.
2. Chronic absenteeism at Board meetings and League functions.
3. Conduct materially and seriously prejudicial to the purposes
and interests of the LHGSA as defined in Article 3 of these Bylaws.
Officers represent the Board at all league functions and may be
held to a higher standard than the general membership. Any officer
being considered for removal by the Board is entitled to due process.
This includes the right to hear all testimony, ask questions of
any witness, review any documents, and to make statements on his/her
own behalf.
C. Removal by General Membership. – Upon receiving a recall
petition signed by 10% of the general membership, the President
shall call a Special General Membership Meeting within a fourteen
(14) day period. The Secretary shall notify all general members
of the league of any Special General Membership meetings. Grounds
for removal are the same as Article 6, Section 5 (B) above. The
Quorum for a Special General Membership meeting is 10% of the general
membership. Any officer being considered for removal by the general
membership is entitled to due process as outlined in Article 6,
Section 5 (B) above. A two-thirds (2/3) vote of the general membership
is required to remove an officer. If an officer is removed at the
Special General Membership meeting, the general membership has the
right to elect a replacement officer by a majority vote.
SECTION 6- VACANCIES
The President is succeeded by the Vice President per Article 6,
Section 2 (B). Except in the case of the removal of an officer by
the general membership, Article 6, Section 5 (C), the Board may
fill any other vacancies with any qualified general member of the
LHGSA in good standing.
ARTICLE 7 – MEETINGS
SECTION 1 – GENERAL MEMBERSHIP MEETING
The Board will hold an Annual General Membership Meeting after the
players draft but prior to the start of the softball season. Special
General Membership Meetings may be called by the Board as the need
arises. The Secretary shall notify all general members of the league
of any Special General Membership Meetings. The quorum to conduct
business requiring a vote at a General Membership Meeting is 10%
of the general membership.
SECTION 2 – BOARD MEETINGS
A. Regular Meetings - The Board of directors will hold regular monthly
Board meetings at a day, time, and place set by the Board.
B. Open Meetings - All Board meetings will be open to the general
membership, except for portions of meetings related to disciplinary
action or other personnel issues that can be reasonable deemed confidential
in nature.
C. Special Meetings - Special Board meetings may be called by the
President with sufficient notification of all Board members.
D. Quorum - A majority of the current Board members constitutes
a quorum.
ARTICLE 8 – STANDING AND SPECIAL COMMITTEES
SECTION 1 – POWERS OF THE COMMITTEES
The Board may create committees to serve at its pleasure and direction.
Any committee created by the Board has only that authority to act
as granted by the Board.
SECTION 2 – APPOINTMENTS TO THE COMMITTEES
The President shall have the power to nominate the chairperson of
all committees subject to the ratification by the Board. The size
of each committee shall be determined by the Board. The Chairman
of each committee may select the members of his/her committee with
Board approval.
SECTION 3 – STANDING COMMITTEES
A. Fundraiser – It shall be the responsibility of this committee
to suggest means of raising monies for the LHGSA. The Fund Raiser
Committee shall provide the Board with a potential revenue statement,
a time schedule, and an overview of the logistics of any proposed
fund raising project. All fund raising projects must meet with Board
approval. No contract may be entered into without Board approval.
B. Publicity – It shall be the responsibility of this committee
to keep the general membership informed of the activities, announcements,
and policy changes of the LHGSA. The Publicity Committee should
also submit articles to the local newspapers as well as keep local
civic organizations and municipal entities appraised of the league
activities.
C. Yearbook – It shall be the responsibility of this committee
to provide the LHGSA with a yearbook to be distributed to the each
registered player at the end of the season.
D. Uniforms – It shall be the responsibility of this committee
to purchase and distribute uniforms to all teams.
E. Trophies and Awards – It shall be the responsibility or
this committee to purchase all trophies and awards deemed necessary
by the Board.
F. Scorekeeper – It shall be the responsibility of this committee
to ensure training for all LHGSA scorekeepers. Each league team
should have at least one trained scorekeeper. The Chairperson for
this committee will ensure that an Official Scorebook is kept for
each division.
G. All-Star Committee – It is the responsibility of this committee
to supervise the selection of the divisional All-Star teams and
coaches. This committee shall establish written procedures for choosing
All-Star players and coaches prior to the selection process. The
committee shall aid divisional All-Star head coaches in the selection
of tournaments to compete in. The President, the Players Representative,
and the League Head Coach shall be members of this committee.
H. Protest Committee – It shall be the responsibility of this
committee to resolve all game protest according to the playing rules
of the LHGSA. The Protest Committee shall consist of the Umpire-In-Chief
(unless he/she is involved in the game in question) and at least
two other unbiased members of the Board who are not coaches or assistant
coaches in the division involved, and who do not have a child playing
in the division involved.
I. Nomination
Committee – It shall be the responsibility of this committee to
present a slate of officers to the Board by the Board’s April
meeting. Candidates shall meet the requirements set for in these
Bylaws.
J. Scheduling
Committee – It shall be the responsibility of this committee to
obtain fields, assign practice times in an equitable manner, and
schedule league contests.
K. Tournament
Committee – It shall be the responsibility of this committee to
organize the annual La Habra All-Star Tournament. This committee
shall handle all aspects of organization including, but not limited
to, publicity, registration, scheduling, fields and equipment,
awards, umpires, scorekeeping, rules, records, and the snack shack.
Board members shall be involved with tournament duties consistent
with the duties of their Board position.
L. Winterball Committee – It shall be the responsibility of
this committee to organize the LHGSA Winterball season. Board members
shall be involved with Winterball by assuming duties consistent
with their Board position.
SECTION 4 – SPECIAL COMMITTEES
The President with the approval of the Board, or the Board itself,
may appoint special committees to perform specific tasks for the
benefit of the LHGSA. The committee chairman must be approved by
the Board. Any committee created by the Board has only that authority
to act as granted by the Board.
ARTICLE 9 – COACHES
SECTION 1 – REQUIRMENTS
Head Coaches and Assistant Coaches must be at least twenty-one (21)
years of age unless approved by the Board. Head Coaches shall be
recommended by their Divisional Commissioner and are subject to
the final approval of the Board. Head coaches may select their Assistant
Coaches after the divisional draft, subject to approval of their
Divisional Commissioner and the Board.
SECTION 2 – RESPONIBILITES
A. Team Organization - The Head Coach shall be responsible for organizing
his/her team including finding Assistant Coaches, a Team Parent,
a trained scorekeeper, and a female chaperone for all practices
and games.
B. Team Functions - The Head Coach shall organize all practices,
games, and oversee all team functions. When not present the Head
Coach may delegate his authority to a League approved Assistant
Coach.
C. Team Conduct - The Head Coach is responsible for the conduct
of the entire team including all Assistant Coaches, parents, spectators,
and players. The Head Coach may be ejected by the umpire for their
conduct.
D. Safety - The Head coach should always carry emergency medical
releases for his players and a first aid kit.
E. Chaperones - The Head coach is responsible to have a female chaperone
present at all team functions. A female chaperone must be present
in the dugout during games.
F. League Functions – The Head coach may be required by the
Board to participate, or have his/her team participate in league
meetings, field days, ceremonies, fundraisers, etc. It is the duty
of the Head Coach to follow through on any individual or team responsibilities
related to these league functions. The Head Coach may send a team
representative when appropriate.
ARTICLE
10 – UMPIRES
The Umpire and Chief will appoint or contract all league umpires.
All umpires will be responsible for knowing the ASA playing rules
and the LHGSA league playing rules. The umpire will have complete
authority over game progress as outlined by those rules. The umpire
will have the authority to eject any player, coach, parent, or spectator
who does not conduct themselves appropriately.
ARTICLE 11 – EJECTIONS
Any Head Coach, Assistant Coach, parent, spectator, or player who
is ejected by the umpire will automatically lose the right to attend
the next league game in any capacity. The Board has the power and
discretion to dictate increased consequences if warranted. Due process
guarantees as outlined in Article 6, Section 5 (B) above should
be observed if the Board desires to dictate increased consequences.
ARTICLE 12 – INSURANCE
The Board of the LHGSA shall be authorized to purchase a secondary
sports league insurance policy to cover all league participants
for accidents occurring during approved league functions. The Board
is also authorized to purchase liability insurance for its adult
volunteers.
ARTICLE 13 – AMMENDMENTS
Bylaws of the LGSA may be amended by a two-thirds vote of the current
membership of the Board of Directors followed by either a majority
vote of the general membership at a General Membership meeting,
or by a Special Election called by the Board. The Secretary shall
notify all general members of the league of any Special General
Membership Meeting or of any Special Election. The quorum for a
Special General Membership meeting is 10% of the general membership.
There is no quorum for a Special Election vote as long as a reasonable
attempt was made to notify all general members, reasonable access
for voting was given, and copies of the old and new Bylaws were
made available for inspection.
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