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Monroe-Woodbury Girls Softball League, Inc. By-Laws

Last Revised December 2004

ARTICLE I            NAME 

The name shall be the Monroe-Woodbury Girls Softball League, Inc. also referred to as MWGSL in these By-Laws.

ARTICLE II      PURPOSE

The purpose of this League is to assist and develop the talent and skills of youth, keeping in mind good team spirit, respect for one another and good sportsmanship. The League is aligned with the American Softball Association (ASA) and follows ASA playing rules and guidelines in organizing play.

 ARTICLE III         LEAGUE YEAR

                                         The League year begins on September 1^st and ends August 31^st at midnight.

ARTICLE IV         BOARD OF DIRECTORS

Section 1.  The Executive Board of Directors of the League shall consist of

1.         Five senior members whose qualifications must include seven years of MW Girls Softball League involvement with at least one year of service as an officer,

2.         and one or more of the following: The President, Vice President, Secretary or Treasurer.………………………     

                                Section 2. Five senior members shall select the Chairperson of the Executive Board of Directors.
                                Section 3. Senior Directors shall serve 3-year terms after the first election, for this position.

First election only;

1 Director Term 1 year

2 Director Term 2 years

2 Directors term 3 years

                                                    This is to insure that all Directors terms will not expire on same year. Each term from then on will be 3 years. Directors are         
                                                    eligible for re-election. 

ARTICLE V          OFFICERS 

Section 1.  The officers of this League shall consist of President, Vice-President, Recording Secretary, Treasurer, Business Manager,
           Community Service Coordinator, Tee Ball Coordinator, Instructional Coordinator, Novice Coordinator, Junior Coordinator,
            Senior Coordinator and Umpire-n-Chief.

                   Section 2.  The term shall be one year, but eligible for re-election. (See Article IX Section 1) 

                   Section 3.  League officers are permitted to manage or coach a term but are not permitted to hold more than one office.
(Preferably, a league officer should not manage or coach).

ARTICLE VI          MEMBERSHIP 

Section 1.   This League shall have for its members’, children between the ages of 5 and 18, officers, managers, coaches, committee chairpersons and volunteers.

Section 2.   Children eligible for membership must have reached five (5) years of age, but not reached nineteen (19) years of age
by December 1st of the year in which they are playing.  

                                Section 3.    Only Managers and members of the Board of Directors or their duly appointed
                                                      representatives  may vote. A duly appointed representative is an individual who
                                                      has identified him/herself to the Recording Secretary prior to the start of a meeting
                                                       at which that individual is representing a team  manager of which is not able to be present. 
                                                       Managers and/or representatives may represent  only  one team in a voting situation.

                           Section 4.   Children who are members of this League shall be assigned to divisions as indicated by their age.
These age categories will parallel the American Softball Association (ASA) guidelines or be modified
by a majority vote of the Board of Directors                           

                             Section 5.       The Officers shall appoint league Managers and Tournament team Managers. They shall remain with their
appointed team through the league year and until the next season’s managers are appointed. Manager appointments will be considered with the following priorities:

                            Managers remaining with their previous year’s team will have first priority.
Volunteers will be approved for managing vacancies with the following priorities:

                            Previous year’s officers:

                            President, Vice-President, Recording Secretary, Treasurer, Business Manager,  Community Services Coordinator,   Tee Ball Coordinator,

                            Instructional Coordinator,  Novice Coordinator, Junior   Coordinator, Senior Coordinator, Umpire-In-Chief and Volunteer Coordinator.
                                                Previous year’s coaches - remaining in same division;
                                                Previous year’s managers - changing division;
                                                All others according to prior experience with the league followed by new volunteers.

ARTICLE VII    DUTIES OF OFFICERS AND CHAIRPERSONS

Section 1.   President - It shall be the duty of the President to preside at all regular meetings and to act as a member to oversee all  
                     committees.

·         The President has the power to call an interim meeting with the approval of a majority of the Officers.
The President is required to approve the secretary’s minutes and the treasurer’s report after they are
approved at a regular meeting.

·          It shall be the duty of the President to prepare or assist in the preparation of the budget for presentation
to the Board of Directors at the September Board of Directors Meeting.

·         It shall be the duty of the President to arrange for the approved use of Parks and school fields or to direct the
Community Coordinator to do so, in accordance with Parks and school procedures.

·         It shall be the duty of the President, upon receipt of field approvals, to prepare, have printed and distribute the
 playing schedule. The president may delegate a person or persons to create and prepare the schedules for distribution.

·         It shall be the duty of the President to keep league standings and submit an umpire payment list to the Treasurer
 for payment at the end of the playing season or to delegate a person or persons to assist in doing this.   

Section 2.     Vice-President - The Vice-President presides in the absence of the President and works with other officers and
committee chairpersons as designated by the President. 

                            Section 3.    Treasurer - It shall be the duty of the Treasurer to receive all funds into the League and give receipts for same; to keep a    
                                                  correct account of the receipts and disbursements to pay all drafts  ordered by the League. The Treasurer shall render a written 
                                                  report of the financial condition of  the League at each  regular and annual meeting, or whenever requested to do so by the League,
                                                   also submit account to the Budget & Finance Committee. The records will be brought to each  regularly scheduled meeting. 

                            Section 4.    Recording Secretary - It shall be the duty of the Recording Secretary to keep a true record,  (minutes), of the proceedings
                                                    of every meeting, (regular, special, interim and Board of Directors), so to have a  chronology for referral.   The records will be
                                                     brought to each regularly scheduled  meeting for distribution and approval, and shall also be published on the website. 

                            Section5.         Coordinators - It shall be the duty of the coordinator to be the liaison between the Officers and Managers of each division
                                                       with respect to distribution of equipment, scheduling of any special meetings with Managers and children.
                                                      A coordinator can be a manager or coach in any division in which he or she does not manage.
                                                      The coordinators shall help collect, inventory and arrange for storage of all league uniforms and equipment. 

                           Section 6.       Board of Directors - It shall consist of elected league officers, including president, vice-president, secretary,
                                                      treasurer, five senior directors.  It shall have the power to take any emergency action that should be taken for
                                                     the good of the league. The responsibility for the Board of Directors is to establish league policy. 

Section 7         Officers- It shall consist of five division coordinators, umpire in chief, community service coordinator and business manager.

            Section 8.         Umpire-In-Chief - It shall be the duty of the Umpire-In-Chief to assign umpires for all games, arrange for umpire coverage
 and fields for all legally rescheduled games and rainouts and to check the fields for wet conditions and inform division
coordinators and the head umpire about cancelled games.

                            Section 9.       Business Manager - It shall be the duty of the Business Manager to purchase those items listed within and in accordance
                                                     to the budget and forward the invoices to the Treasurer for approval and payment. It shall be the duty of the Business Manager
                                                     to direct the coordinators with respect  to the equipment, to collect the equipment from the coordinators and managers at the
                                                    end of the season and to check that equipment is safe and in good order, and to remove, discard and replace any equipment
                                                    deemed unsafe and replace with new and or safe equipment. 

                       Section 10.      Committee Chairpersons - It shall be the duty of the chairpersons of those committees deemed  necessary by the Board,
                                                   to conduct meetings, research problems, compile information and  present the committee’s report in writing and verbally
                                                   to the membership at the regular meetings. 

ARTICLE VIII                      MEETINGS

                             Section 1.       Ten percent (10%) of the total voting membership of teams must be present to constitute a  quorum, and have power to
                                                   transact business at any meeting, except Board of Directors meetings. Acceptance by 2/3rds of the  membership present
                                                    shall constitute approval. 

Section 2.      The regular monthly meetings of the league shall be held one day a month to be decided on a yearly basis by the president
of the league. Meetings shall be held each month during the months of September, October, November, December, January,
February, March, April, May and June.  The managers and or coaches of all teams and the Officers of the league should attend these monthly  meetings.

Section 3.      The Annual meeting will be held in September of each year for the purpose of auditing the accounts of the League, reading of
special reports, and installation of officers. 

                          Section 4.          The President may be empowered to call an interim meeting but said call must be for defined  business, no other transactions
                                                     can take place and an interim meeting may not take the place of a regular monthly meeting. Every officer, manager and    
                                                     committee chairperson must be notified of  such meetings and the matter to be voted on at that meeting. Notification must be at least five
                                                     days in advance. Two meetings, interim and regular, cannot be held on the same day.

             Section 5.        If the Board of Directors deems it necessary, for appropriate reasons, to change the date of a regular or previously scheduled
 meeting, it will be changed to the nearest date possible to the original date of the meeting, with at least two weeks advance notice. 

              Section 6.        The board of directors shall meet in April, September, October and December to approve all committee actions.

Section 7.        No meeting will be held on national holidays, religious holidays or Super bowl Sunday. 

                            Section 8.        Robert’s Rules of Order shall govern the proceedings at all meetings.                           

                           Section 9.        The Budget meeting will be the September Board of Directors meeting.

ARTICLE IX                         ELECTION OF DIRECTORS. OFFICERS AND COORDINATORS

    Section 1.        The President will appoint the Nominating Committee at the May meeting. The Nominating

                           Committee will present at least one candidate for each elected position at the June meeting.

                           The committee will poll current officers and coordinators to determine if they are interested

                           in continuing their service. The Chairperson will present the nominees to the membership

                           who may add Nominations from the floor. The nominees will be voted upon at the June meeting.

                           The new officers will take office on September 1^st at 12:00 A.M.

                       Section 2.        If for any reason, a vacancy exists or any elected official, the Board will appoint someone
                         to fill the position through the next August 31. 

ARTICLE X                          DUES

Section 1.       
League dues for players will be proposed by the officers at the budget meeting and adopted by a vote of the Board of Directors. 

Section 2.        Each child will be expected to participate in the league fund raising efforts, which will be approved by the Board of Directors. 

ARTICLE XI                         UMPIRES

                            Section 1.         We shall use ASA umpires for Novice, Junior and Senior Divisions.            

ARTICLE XII                       RESPONSIBILITY DUTIES AND RULES OF CONDUCT  OF OFFICERS, MANAGERS AND  COACHES 

            Section 1.         Managers must be 19 years of age or older. 

Section 2.       Coaches must be 19 years of age or older.
a.) Coaches assistants can help in clinics and practices only when supervised by the team manager.
They do not have to be approved by the board but are subject to the same high standards that apply to
all managers, coaches and MWGSL members. If their behavior is not considered within the leagues
guidelines, they will be removed as coaches’ assistants. 

                               Section 3.       Managers and Coaches are volunteers approved by the officers. 

Section 4.        Managers and Coaches will be responsible for their own behavior and that of their players on the field.         

                             Section 5.      Home team managers are responsible for supplying a new ball, provided for by the League, for each  game,
                                                     proper placements and measurements of bases, pitcher’s rubber and home plate. 

Section 6.        Managers are responsible for all uniforms and equipment given them by the League. All equipment and
uniforms as well as a written inventory shall be returned to the League when requested. 

Section 7.        A representative, Manager or Coach from each team is responsible to serve on a committee and attend the
monthly meetings of the League. All Officers are expected to attend each meeting. 

            Section 8.         No Officer may become involved in any organizational, advisory, or managerial capacity with any non-league
team, to the detriment of this league or in direct competition to a league sponsored team during any year in
which he has held office in the League. 

Section 9.        A charge of misconduct must be made in writing to the board of directors. 

            Section 10.     Any Officer, Manager, or Coach having been found guilty of misconduct by the Board of   Directors at a hearing could be
                                     suspended or removed.

ARTICLE XIII                        SELECTION OF TEAMS
                            Article A    Standard Player Placement:

Section 1.        Sisters shall be assigned to the same team prior to the draft unless parents request otherwise.

Section 2.        A manager’s daughter shall be assigned to her parent’s team prior to the draft unless her parents request otherwise. 
                          Coaches’ daughters will be placed on teams by the standard placement process. A coach who wishes to assist with his
                           daughter’s team must wait until after his daughter has been assigned to make the arrangements with her manager.

Section 3.        All new registrants for the division will be selected in a sequence based on the past season’s finish, e.g. 6, 5, 4, 3, 2,1 by 6, 5, 4, 3, 2, 1, etc.
                          All Girls who were registered for the previous season (in a younger division) must be assigned to teams before new registrants are
                          assigned to teams.

 Section 4.         A team will have a minimum of 1O players and a maximum of 18 players. The only exceptions are the instructional and tee ball divisions,
                            they can have a minimum of 8 girls.

Section 5.        Player trades agreed upon by the teams involved may be made only in the case of hardship. The coordinator must approve all trades.

Section 6.        At the player draft, a list of the current years registered players will be provided to each division coordinator and manager by either
                            the registration committee chairperson or the president or vice-president of the league. The list is to include a listing of girls’:

1.        Returning to an existing team,

2.        Players moving up from a younger division and

3.        New players entering the league that did not play in the previous season and their age.

                                           Noted on these draft lists will be the girls:

1.        Whose parents or guardians are team sponsors, and shall be designated……...(TS)

2.        Girls that have played on the previous years school team, and shall be designated…….(SB)

3.        Girls’ that played tournament ball in, or outside of the MWGSL, the previous year, and shall be designated. (TB)

4.        Girls’ that are pitchers, and shall be designated. ………………………………(1)

5.    Girls' that are catchers, and shall be designated. ………………………………(2)

6.    Parents or guardians that want to coach shall be designated……...(C)

A manager must only pick one player with a (TS) Team Sponsor designation, unless other arraignments
have been made in advance with the sponsor.

                            Article B    Player Placement for Expansion Teams

Section 1.        Present teams must supply an updated roster of last year’s players. On this roster, players who are to be
protected (may not be drafted) must be indicated.  Two players in each age group plus the manager’s own daughters’
may be protected. 

Section 2.        No team shall lose more than two players in each age group. 

Section 3.        New teams shall draft from the lists supplied, one selection at a time.
If there are 2 or more expansion teams, the winner of a coin toss will have first choice.
The expansion teams' manager's  shall pick either from the list of eligible draftees or new
players until the team has 6 players or the number of players equal to the lowest number of returning
players from an existing team whichever is less. After the minimum number of players have been selected,
the returning teams continue the next round as outlined in Article XII, Part A, Section 3, e.g., expansion team,
6, 5, 4, 3, 2, 1, expansion team, 6, 5, 4, 3, 2, 1, etc. 

Section 4.        All existing teams and expansion teams will be as close to equal in number as possible. 

Section 5.        Players and parents should not be notified which players have been placed on the protected list by any league official,
manager, or coach. 

             Section 6.          All notification of team rosters will be done through an official communication by the league  president or the league
                                          president's designee. 

ARTICLE XIV      SCHEDULE OF GAME

Section 1.        Only the Umpire-In-Chief, Officers, Board of Directors, Park Commission or School District representative shall postpone
 a game.

Section 1.        All divisions of the League will be governed by the Rules of Play as outlined in the official ASA Rule Book except for the
Tee Ball and Instructional Divisions.  The Board of Directors must approve any modifications to the Instructional, Novice,
Junior or Senior Division rules. All rule modifications must be approved by a majority of the team managers or their duly
appointed representatives in each division, that are present at the rule modification meeting. The modifications will be a
supplement to the book and each manager will be provided with a copy prior to April 1.

                             Section 2.        All divisions will have each player on a team play a minimum of three full innings per game with the following exceptions:
                                                        a)  The umpire for any reason shortens the game.
                                                        b)   Disciplinary action by managers and/or coaches which shall be presented to the League Secretary 24 hours prior to
                                                             each game, and stated to the home plate umpire and opposing manager prior to the game.

                             Section 3.        If a player misses two games without reasonable excuses, the manager may appeal to the board for  
                                                        an  investigation. If the board finds just causes, the player may be removed from the team and a
                                                        player on the waiting list will be assigned. 

                    ARTICLE XVI      ALL STAR AND TOURNAMENT SELECTIONS

Article A                             All Star Selection

Section 1.        Divisional All Stars shall consist of a maximum of 25 players. Player selection is to be based on team play, hitting, fielding,
 base running and/or pitching performance during the completed portion of the season.

 Section 2.      The selection process will be:

                                                                                          a) Each manager in the-division will submit a list of nominees in order of his preference.

b)  The managers in the division will vote on the nominees.

c)  Voting will be in the order that the teams finished last year.

d)  After a player from each team is selected, the remaining All Stars will be chosen as follows:

a. Each manager will have, as many votes as there are open slots remaining for the 24-player roster (12 votes in the case of a 6-team league since 12 players will have already been selected).

b.  Only one vote may be cast for any one player.

c.  The players with the most votes will be selected.

                                                                         d.   All votes will be in writing if any manager so request.

                                                                    e) Or as agreed upon by each division.

Article B                    Tournament Selection
                           Section 1.    Players’ rights: Any player is free to try out for any post-season team. Once a player receives  an offer to be on a
                                                M-W  Girls Softball League Tournament Team, she will have 48 hours to  either accept or reject the offer.
                                                If she neither accepts nor rejects the offer within 48 hours,  the offer will be considered rescinded.
                                                If accepted, the player should not play on another  team, which competes in any tournament with the M-W Girls
                                                Softball League Tournament Team.  If the offer is rejected, the player may not play on the M-W Girls Softball
                                                League Tournament Team.

ARTICLE XVII        PARENT PARTICIPATION

              Section 1.         Since the League is made up of volunteers, parent cooperation and participation is not only encouraged, but also expected. 

Section 2.        Parents are responsible for all uniforms and equipment given to their child by the League.  At the end of the season,
 the parent will be responsible for paying the cost of the item's not returned. 

Section 3.        Parents are also encouraged to volunteer for committee work. 

Section 4.        Parents are responsible for seeing that their child is at the field of practice five minutes before  practice begins and
                      to pick up their child when practice ends. 

Section 5.        Parents are responsible to have their child at the field of play for scheduled games at least fifteen minutes before game time. 

Section 6.        Any complaints to the League should be made in writing to the Recording Secretary. These complaints will be reviewed and
answered to the parent within seven (7) days. If the complaint is serious enough, a special meeting will be held by the
Board of Directors and the results reported to the parents. 

Section 7.        Parents will be expected to volunteer in preparing the Annual Awards Picnic at the end of the season.     

ARTICLE XVIII       VOTING

Section 1.        Amendments and Elections

a.   Voting: I Team equals 1 Vote.

Valid Votes:     Yes         No          Abstain

b.  Presentation of proposed candidates for officers must be made in writing to managers of each team seven (7) days
 prior to the meeting at which time they are to be voted upon.

c.   Each team will cast a ballot for each of the officers or each proposed amendment. 

Section 2.        All other matters requiring membership vote, except By-Law amendments, will be adopted by a majority of the
 members present at a duly constituted meeting.

Section 3.      Any other matters not requiring a membership vote may be adopted by a majority vote of the  Board of Directors. 

ARTICLE XIX          AMENDMENTS

                            Section 1.        Any proposition to Amend or Repeal any portion of these By-Laws shall be submitted in writing to the rules Committee
                                                      two weeks prior to the regular meeting at which time they are to be presented in writing to the membership. 

Section 2.        These By-Laws can be amended at any regular meeting provided that the proposed amendment was presented to the
 membership in writing by the rules committee at the previous regular meeting.  

ARTICLE XX COMMITTEES     

 There shall be 9 Permanent Standing Committees.             
Section 1.    The permanent committees shall be:

1. Membership,

2. Budget and Finance,

3. Publicity and Public Relations,

4.  Manager & Player Development and

5. Fund-Raising,

6. Tournament,

7. Picnic &  Awards,

8. Rules,

9. Special Events

                        At least one Board member must serve on each committee. 

                               Section 2.    The President according to the needs of the League will establish committees. The establishment   of a committee does not
                                                      warrant the approval of the membership. The members of the committee  will be appointed from volunteers publicly sought
                                                      at, after a regular meeting. Committees will meet according to need. The function and duties of each committee will be stated
                                                       prior to the activation of the committee. A League member may serve on more than one committee at a time.                  

  Section 3.      Committees shall consist of one or more people. The committee shall select a chairperson.

A.          MEMBERSHIP COMMITTEE

This committee shall be operative all year in an advisory capacity. Its main function shall be to organize and
oversee player registration and to assist the League in recruiting new managers.
        a). Nominating Committee (see Article IX section 1)

B.      BUDGET & FINANCE

                                                                  This committee shall consist of a minimum of two members. The members shall not be members of  
                                                   the same family or "team" family. One member may not have held office in the last year, or within the present year. 
                                                   The committee will meet in July of each year to audit the books for turnover to the new administration on September 1^st.
                                                   The committee will prepare the budget for board approval. The committee will meet in January for the semi-annual audit. 
                                                   The committee will make its regular reports directly to the membership at the September and January regular meetings.

                C.      PUBLICITY & PUBLIC RELATIONS COMMITTEE

                                The duties of this committee will be to prepare and submit for publication, after approval by the President, all activities
of the League to the local press.  To act as a liaison between the league and the community, to keep channels of
communication open and to help other committees when necessary.

                                                               D.    MANAGER AND PLAYER DEVELOPMENT

Organize and conduct clinics, and any other training or teaching techniques to improve the quality of instruction for
both managers and players

E.   FUND RAISING COMMITTEE

The duties of this committee will be to canvas the area for appropriate and responsible sponsors for our teams to help
offset the expenses of the League. It is also the responsibility of the committee to collect the sponsors’ fees from the
sponsors and maintain communications and good public relations with the sponsors.  This committee will also be
responsible for all league fundraising.

F.   TOURNAMENT COMMITTEE

                                                                This committee shall have the authority to enlist the aid of a parent sub-committee to raise funds for fees, transportation
                                                                and miscellaneous expenses, which may be incurred by the tournament teams. The Tournament Committee will make
                                                                contact with organizations and towns holding tournaments, evaluate and arrange where appropriate for the Team’s
                                                                participation, develop a full season’s schedule, and make arrangements for transportation,  etc. where needed.
                                                                The Tournament Committee shall be responsible for communications to the managerial staff of the team, the
                                                                Publicity Chairperson for news releases, the President,  and will report to the membership at the regular meetings
                                                                 all news pertaining to the activities of the team or teams; past, present, and future.

G.   PICNIC AND AWARDS COMMITTEE

This committee shall consist of two managers from each division and one-member of the Board -of Directors who will
act as advisor to the committee. The committee shall be responsible for all arrangements involved in organizing and
running the end of season picnic celebration for the League. The committee will be responsible to the Board, will keep
them informed during the planning stages, and will culminate their function with a report to the membership at the regular
 meeting in June. This committee shall have the authority to establish sub-committees to assist it.

H.   RULES COMMITTEE

This committee shall consist of at least three members. This committee shall be responsible for reviewing the By-Laws
at the beginning of each year to insure conformity to the year’s needs of the League. This committee shall be responsible
 for presentation to the membership of all amendments to the By-Laws as suggested by the committee, Board of Directors,
Officers and members, and adoption or rejection by vote according to the procedure heretofore described under Voting.
It is the duty of the By-Laws Committee to report on the implications of each proposed amendment.

                                                                I.   SPECIAL EVENTS COMMITTEE
This committee shall consist of at least two members and shall be activated when needed to arrange for all other special
event celebrations and activities. 

ARTICLE XXI           BUDGET PREPARATION 

Section 1.    Preparation of the budget shall be the duty of the President and, or a duly appointed representative of the President. 

Section 2.    The budget must be prepared and distributed to the Board of Directors at the Budget Meeting.

                              Section 3.     The budget will be approved by a majority vote of the Board of Directors.