New Kent Girls Softball League
By-Laws
Article 1: Name
The name of the organization shall be “New Kent Girls Softball League”•.
Article 2: Articles of Organization
This organization exists as an unincorporated, nonprofit organization of its members. Its “Articles of
Organization”• are comprised of these By-laws as from time to time amended.
Article 3: Purpose
Section 1:
The purpose of the organization is to develop and operate a program for youth girls. This organization will seek to
instill in participants good sportsmanship, cooperation, and team spirit and physical skills involved in softball play.
Section 2:
The principle operations of this organization shall be in and about New Kent County, but may extend into such areas
as provided for by the Board of Directors and Babe Ruth.
Article 4: Membership
Section 1:
Membership shall be open to all concerned adults over the age of eighteen who register with the league subject only
to compliance with the By-laws and without regard to race, creed or national origin.
Section 2:
Each member shall have one vote on all business brought before the annual meeting of the members.
Article 5: Officers and their Election
Section 1:
A.
The officers of this organization shall be a President, Vice President, Secretary, Treasurer,
Director
of Softball, Liaison, Fundraiser Coordinator, and a Field Supervisor, League Captain. These officers
constitute the Board of Directors.
B.
Officers shall be elected annually in the month of July.
C.
Officers shall assume their official duties immediately. They shall serve a term of one year or until their
successors are installed.
Section 2:
A.
Only those who have submitted written consent to run for office will be eligible.
B.
All members of the organization shall be eligible for vacant office by nomination of President.
Section 3:
In the event of vacancies whether by resignation, retirement, disqualification, or removal from office, among the
directors or Executive Officers, may fill premature or unexpected vacancies, by a majority vote with the nomination
of President. The President will nominate successor for board vote. The Board at any meeting may fill vacancies.
Article 6: Duties of Officers
Section 1: The President
A.
B.
C.
D.
E.
F.
G.
The President shall be the chief executive officer of NKGSL; s/he shall preside at all meetings of the
membership and directors; s/he shall have general active management responsibilities for the
business
of NKGSL and shall see that all orders and resolutions of the Board are carried into
effect.
S/he shall represent NKGSL at meetings of importance. (Babe Ruth, ODGSL, etc”?)
S/he shall be an Ex-Officio member of all standing committees, and shall have the general powers and
duties of supervision and management usually vested in the office of President of a corporation, including
the power to vote in such case as a tie.
the Past President shall be an Ex-Officio member of the Board for 1 year after expiration of his/her term of
office.
S/he shall act as overseer of the Protest/Disciplinary Action Committee, and all other committees.
Assist in all overload situations of members with other duties.
Ensures that All-Star books are prepared and ready for tournament play.
Section 2: The Vice President
A.
B.
C.
D.
E.
F.
The Vice President shall perform activities delegated by the President.
The Vice President is responsible for purchases and sales of concession stand goods.
Responsible for arrangement of team pictures.
The Vice President shall coordinates and plan opening day ceremonies and closing ceremonies with board
approval.
The Vice President shall run league website.. And update regularly..
Perform financial audits in the months of March and September.
Section 3: The Secretary
A.
B.
The Secretary shall attend all sessions of the Board and all meetings of the members and record all votes
and the minutes of all proceedings in the corporate minute book or other device. S/he shall give, or cause to
be given, notice of all meetings of the members and the Board or President, under whose supervision s/he
shall be. S/he shall keep the league history, if so designated by the Board .
Responsible for registration of league players and the collection of their registration fees. Provides
registration payment, and accounting to league treasurer. Maintains and provides updated registration
records, to the board. Schedules registration dates and sends/distributes proper notification to players.
Section 4: The Treasurer
A.
The Treasurer shall have the custody of the NKGSL funds and securities and shall keep full and accurate
account of receipts and disbursements in books belonging to the corporation and shall deposit all monies,
and other valuable effects in the name and in the credit of NKGSL, in such depositories as may be
designated by the Board.
B.
S/he shall disburse funds of NKGSL as may be ordered by the Board, taking proper vouchers for such
disbursements, and shall render to the President and Directors, at the regular meeting of the Board, or
whenever they may require it, an account of all the transactions of the treasurer and of the financial
condition of NKGSL.
S/he shall pay umpires, submit recommendations on the budget to the Board, pay all bills, make
E.
F.
G.
recommendations about insurance coverage, and make such treasurer’s reports as are requested by the
Board.
Complete and file the appropriate income tax forms.
Prepare for the fiscal year audit, in the months of March, and September.
Section 5: The Director of Softball
A.
B.
C.
D.
E.
F.
Shall distribute to all softball coaches a list of their responsibilities, duties and any other league
correspondence.
Is the chairman of the Coaches committee. Selections are based upon coach’s selection process. Once
coaches are selected, he/she will be responsible for notifying the selected coaches.
The Director of Softball is responsible for the arrangement of the coach’s clinic.
To maintain inventory of softball supplies and is responsible for having all equipment signed back in after
the seasons. Will be responsible for replacing league items that are required for play.
The Director of Softball is responsible for end of spring season league trophies
Responsible for following up with coaches and ensuring they are Babe Ruth Coach certified..
Section 6: The Liaison Officer
A.
Responsible for communication between two organizations to communicate and coordinate their activities.
B.
A liaison officer may coordinate activities as needed by the board of directors.
C.
Liaison officers provide expertise of NKGSL to other affiliations.
D.
The Liaison is responsible for face-to-face coordination between organization/groups.
E.
A Liaison Officer also serves as the primary contact for leagues assisting in an incident.
F.
The Liaison Officer shall also maintain communication with the members.
G.
Assist in any communication needed for the league’s best interest.
H.
Liaison is also responsible for assisting in League sponsorships and follow through of such activities as
described on NKGSL Sponsorship Forms.
Section 7: The Fundraising Coordinator
A. Shall be responsible for initial contact of potential sponsors in writing. The league shall provide a
list of
previous sponsors to the fundraising coordinator. Fundraiser coordinator shall follow up by calling up
potential sponsors. Shall report to the Board on the status of potential sponsors.
B.
The Fundraising Coordinator shall look for opportunities to make the league monies.
(Spirit wear, sports gear, etc”?)
C.
Ensure that the league maintains proper tax status and explore grants and other avenues of obtaining
Monies for the betterment of the league..
D.
Arrange meetings with League Captain during startup of team moms and explain fundraising expectations.
Section 8: The Field Supervisor
A.
B.
C.
D.
E.
F.
G.
Shall be responsible for maintenance and recommendations for improvements to the playing field and
surroundings
The Field Coordinator shall recommend purchase of league supplies that are needed to maintain a safe/nice
activity environment.
Shall schedule field maintenance and cause such maintenance to be performed.
Shall inspect on a regular basis field conditions and report results to board.
Coordinate the restructuring or creating of any new field for use during the regular season.
The field coordinator shall be the point of contact for field closings. The Field Coordinator shall be
responsible for contacting the phone lines for updates and notifying the Vice President for update to
website
Responsible for setting up meeting with field workers and coaches to go over field set up and
preparation.
Section 9: League Captain
A.
B.
Responsible for communication to team moms and organization consistency..
Ensure proper training has been provided to team moms regarding concession stand duties, set up, and
ensures schedules are properly done and consistent through league.
C.
Assist Secretary, Fund Raising Coordinator in activates such as related to uniforms, spirite wear,
fundraising, and other activities as prescribed by the board.
D.
Ensures are paper work is completed by all teams to include NKGSL Parents Code of Conduct, NKGSL
Coaches Conduct, NKGSL Disciplinary Procedures Guide..
Section 10:
The officers as a Body will investigate any claim of dereliction of duty of any committee chairman, Board member,
and coach or umpire to substantiate the claim and then act in the best interest of the league. Including appropriate
disciplinary procedures according to the circumstances of the situation.
Section 11:
The officers are all responsible and must attend opening day ceremonies and closing ceremonies.
Section 12:
In the case of his/her death, resignation, retirement, or removal from office, all books, papers, vouchers, money and
other
property of whatever kind in his/her possession or under his/her control, belonging to NKGSL shall be
returned to the NKGSL.
Section 13:
All-Star Coaches are determined by board vote based upon All-Star selection process.
Section 14:
Make other position to fill needs of the League that is needed at that time.
Article 7: Meetings
Section 1:
The annual meeting of this organization shall be held in August at a time and placed fixed by the Board of Directors,
all members are welcomed.
Section 2:
Special meetings may be called by the Board of Directors or, upon presentation to the Board of Directors, a petition
subscribed to by at least fifteen percent (15%) of the membership.
Section 3:
At any meetings of members, the attendees shall constitute a quorum.
Article 8: Board of Directors
Section 1:
The Board of Directors shall be the Governing Body of the league and shall approve, establish and administer all
rules and regulations of the league.
Section 2:
The Board of Directors shall consist of:
A.
The officer of the league and chairmen of committees.
B.
Officers elected at the August meeting shall immediately become members of the board.
Section 3:
The duties of the Board of Directors shall be to the extent permitted by law, and the Articles and Bylaws of NKGSL,
the Board shall have the following powers, in addition to and not in restriction or limitation of the usual and
statutory powers of like bodies and the other powers given by these Bylaws:
Responsibilities
A.
To transact necessary business on behalf of the league and such other business as may be referred to it by
the membership.
B.
To establish committees as deemed necessary and approve all plans of work of said committee.
C.
To promote the purpose of NKGSL.
D.
To review applicants for membership and to suspend and expel members.
E.
To make, alter and amend Rules for the conduct of the members of the Association and for the government
and proceedings of the Board.
F.
To fix and enforce penalties for the violation of the Bylaws and Rules.
G.
To call special meetings of NKGSL to consider specific subjects.
H.
To be the absolute judges of the disability of any officer or agent, or to suspend any officer or agent.
Section 4:
Meeting of the Board of Directors shall be held at the request of the President or any two Directors.
Section 5:
At any meeting of the Board of Directors, a majority shall constitute a quorum for the transaction of the business.
Section 6:
The members of the Board of Directors shall serve until their successors are installed in office.
Section 7:
No compensation shall be paid to the Board of Directors.
Article 9: Committees
Section 1:
Such committees shall be proposed by the Board of Directors as may be required to promote the objects and interest
of the league.
Section 2:
The chairman of all committees shall present plans of work to the Board of Directors and no committee shall be
undertaken without the approval of the board.
Article 10: Fiscal Responsibilities
Section 1:
The fiscal year of the league shall begin on August and end on Aug the succeeding calendar year.
Section 2:
A.
The Board of Directors may authorize any officer, officer agent or agents, to enter into a contract or
execute and deliver any instrument in the name of and on behalf of the league. Such authority
may be general or
confined to specific instances.
B.
No loans shall be contracted on behalf of the league and no evidence of indebtedness shall be issued in its
name unless authority by a resolution of the board. Such authority shall be general or confined to specific instances.
C.
All checks, drafts or other orders for the payment of money notes or other evidence of
indebtedness
issued in the name of the league shall be signed by the treasurer.
D.
All funds of the league not otherwise employed shall be deposited in reasonable time to the credit of the
league in such banks or other depositories as the board selects.
Section 3:
Any monies raised for this organization will be raised in the name of the New Kent Girls Softball League.
Section 4:
Donations may be accepted only by those members designated by the board.
Article 11: Dissolution
This organization may dissolve and terminate it affairs in the following manner:
A.
The Board of Directors shall adopt a resolution recommending that this league be dissolved and directing
that the question of such dissolution be submitted to a vote at a special meeting of the members. Written or printed
notice stating that the purpose of the meeting is to consider the advisability of dissolving this league shall be given
to each member at thirty days prior. Such resolution for dissolution shall include a budget of the organization to
expend all funds held by the
league.
B.
Approval of dissolution of this league shall require the affirmative vote at the special meeting, a quorum
being present and the majority approval by the existing Board of Directors and members.
C.
Dissolution by transfer or incorporating can also occur under the same criteria as A. or B..
Article 12: Parliamentary Authority
Roberts Rules of Order Newly Revised shall govern this organization in all cases in which they are applicable and in
which they do not conflict with these By-Laws.
Article 13: Amendments
Section 1:
The By-Laws may be amended at any regular or special meeting of this league by a two-thirds vote of the members
present, provided that notice of the proposed amendment shall be given.
Section 2:
A committee may be appointed to submit revised By-laws as a substitute for the existing By-laws only by a majority
vote of a meeting of this league, or by two-thirds vote of the board. The requirements for adoption of revised Bylaws shall be the same as in the case of amendment.
Section 3:
All amendments or revisions are subject to majority approval of the Board of Directors for five years following the
adoption of these By-laws.
Adopted September 1991
Revised March 1994
Reprinted April 1998
Reprinted March 1999
Revised June 2003
Revised November 2004
Revised October 2010