SOUTH SHORE SUMMER SOFTBALL, INC.
CONSTITUTION
Adopted by the Board of Directors
March 11, 1999
Preamble:
This organization is a Non-Profit Corporation chartered under the laws of the Commonwealth of Massachusetts, with the annual meeting held each September. It operates under Section 501(c)(3) of the United States Internal Revenue Service Code; Employee ID Number ___--______.
Operating funds are derived from member registration fees, contributions and fundraising events.
INDEX:
Article I / Designation / Page 2Article II / Purpose / Page 2
Article III / Membership / Page 2
Article IV / Board of Directors / Page 3-4
Article V / Officers / Page 4-5
Article VI / Appointments / Page 5
Article VII / Elections / Page 6
Article VIII / Meetings / Page 6-7
Article IX / Committees / Page 7
Article X / Amendments / Page 7-8
Article XI / Unforeseen Contingency / Page 8
Article XII / Definitions / Page 8-9
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ARTICLE I - DESIGNATION
Section 1.0.0 NAME
The name of this Non-Profit Corporation shall be “South Shore Summer Softball, Inc”. Commonly referred to as the “League”.
ARTICLE II – PURPOSE
Section 1.0.0 OBJECTIVES
The South Shore Summer Softball, Inc shall organize summer softball programs under the proper supervision and direction of persons of good character. The League shall promote the qualities of good sportsmanship, honesty and integrity, discipline and self-control, dedication and commitment to team concepts above those of the individual to enable participants to mature as physically, socially, psychologically healthy adults.
The objectives outlined above shall be accomplished by means of qualified supervision and instruction during friendly competition with members having like goals and intentions.
ARTICLE III - MEMBERSHIP
Section 1.0.0 ELIGIBILITY
Membership in the League shall be limited to fast-pitch softball teams formed by the members, hereinafter called “Towns” under the direction of the Board of Directors.
Section 1.1.0 GEOGRAPHIC BOUNDRY
Players shall be residents in the Town they represent. This excludes so called independent clubs wherein players on the same team originate from several Towns.
Section 1.2.0 NEW MEMBERS
The League shall consist of the charter towns and new Towns meeting the criteria as outlined in Section 1.1.0 above, and as elected by the Board of Directors at the February meeting. New Towns, upon receipt of a non-refundable initiation fee, shall be approved on a probationary basis for the first year, and shall, unless objection, become permanent members thereafter. A two-thirds (2/3) majority vote shall approve or expel probationary member Towns. Probationary member Towns shall not have voting rights.
Section 1.3.0 AGE GROUPS
League age groups shall be consistent with ASA JR. Olympic Fast Pitch Softball and in any case be at least 8 years old and not more than eighteen (18) years old on January 1st of each year.
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ARTICLE IV - TOWN REPRESENTATIVES
Section 1.0.0 DUTIES
The Town Reps shall be responsible for the operation of the league. Each Officer shall have clearly defined duties as outlined in Article V, section 3.0.0. Any responsibilities not delegated to an Officer shall be the duties of the Board of Town Reps. With exception of amendments to the Constitution and Bylaws, policy shall be made by a simple vote of the Town Reps.
Section 1.1.0 SPECIFIC RESPONSIBILITIES
The Town Reps’ duties include, but are not limited to:
a)Decisions on all expenditures beyond the limit of the
President and the Treasurer;
b)Resolving Issues not outlined in the Constitution and Bylaws;
c)Fundraising Activities
d)Attending Board of Directors meetings;
e)Election or expulsion of new member Towns
f)Pick-up and distribution of any awards, jackets, trophies or other items for their respective town’s players at end of year
g)Insure that all players on their respective town’s teams are age and residentially eligible to participate.
Section 2.0.0 STRUCTURE
The Board of Directors shall consist of one (1) Town Rep from each member Town elected under Article III, section 1.1.1, and having one (1) vote no matter how many elected positions held. The President shall be Chairman of the Board and cast the deciding vote in the event of a tie in non-election matters. Each member Town shall announce the name of their Town Rep annually at the January meeting. An alternate may be used in the event the Rep is unable to attend.
Section 2.1.0 OFFICER AS DIRECTOR
A Town Rep may also be an elected Officer
Section 2.2.0 TOWN REPRESENTATIVEAS PRESIDENT
If a Town Reps is elected President he/she is bound by Article V, section 2.0.0 with respect to voting
Section 3.0.0 TERM OF OFFICE
A Town Reps’ term for its Town has no limit unless the Town is expelled from the League. The individual holding the Town Rep position for his/her Town is dependent upon appointment by the member Town
Section 4.0.0 REMOVAL FROM OFFICE
Under certain circumstances a Town, and therefore its Rep can be removed from office.
Section 4.1.0 CAUSE FOR REMOVAL
A Town and its Rep may be expelled from the League for one or more of the following;
a) Failure to adhere to the Constitution and Bylaws;
b) Failure to attend, or send an alternate to more than twenty-
Five (25) percent of regularly scheduled meetings;
c) Failure to pay annual dues or other monetary commitments.
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Section 4.2.0. REMOVAL PROCESS
After a fifteen (15) day written notice to all members, including the Rep considered for expulsion, a meeting shall be held wherein a motion to expel shall be brought before the full Board. After the motion has been seconded and there has been discussion and cause has been substantiated, the Town, and its Directorship shall be expelled by a two-thirds (2/3) majority vote of all Reps (Towns), except the Rep (Town) considered for expulsion which shall have no vote.
ARTICLE V - OFFICERS / EXECUTIVE BOARD
Section 1.1.0 POSITIONS
The elected officers shall be PRESIDENT, VICE PRESIDENT SOUTH, VICE-PRESIDENT NORTH, SECRETARY and TREASURER.
Officers shall constitute the Executive Board.No person shall hold more than one Executive Committee position at one time unless deemed nessaccery and approved by the town reps and or E- board .
Section 2.0.0. TERM OF OFFICE
Election of Officers shall be held annually at the September meeting after nominations are taken from the floor. Officers shall be elected to one (1) year terms. Any unexpected term may be filled by special election at the next regularly scheduled meeting.
Section 3.0.0. DUTIES
Section 3.1.0 PRESIDENT
a)Preside over all meetings;
b)Cast deciding vote to break tie in non-election voting;
c)Responsible for the equitable operation of the League;
d)Represent the League at all meetings and ceremonies;
e)Appoint all standing committees.
Section 3.2.0 VICE PRESIDENTS (North & South)
a)Perform the duties of the President in his/her absence;
b)Division Directors will report directly to their respective VP
c)Handle and respond to rule questions, complaints or other issues brought forward by town reps or coaches within their respective areas.
Section 3.3.0 SECRETARY
a)Maintain accurate records of all meetings and correspondence;
b)Prepare and read minutes at all meetings;
c)Prepare agendas and e-mail out meeting notices;
d)Keep safe and maintain official League documents;
e)Maintain record of signed attendance (roll call);
f)Complete all insurance claims in a timely fashion.
Section 3.4.0. TREASURER
a)Collect all income from fees, contributions and fundraising activities
b)Deposit funds outlined above into league account in a timely fashion
c)Pay all League debts for expenses less than Five Hundred ($500.00) dollars and those greater than said amount with approval of the Executive Committee;
d)Work with the President to prepare an annual operating budget and complete income tax returns;
e)Keep financial records and prepare monthly financial reports to the Board of Directors.
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Section 3.5.0. PAST PRESIDENT
a)Shall be a temporary transitional officer to ensure continuity on the Executive
Board.
b)Maybe called upon to consult in future board issues or conflicts, if board deems it to be necessary.
Section 4.0.0 REMOVAL FROM OFFICE
Under certain circumstances the Board of Directors shall remove an Officer from the Executive Committee when cause is substantiated.
Section 4.1.0. REASONS FOR REMOVAL
The following scenarios require removal of an officer:
a)Failure to uphold the Constitution and Bylaws;
b)Failure to fulfill the duties of the office;
c)Behavior unbecoming of an Officer of the League to include but not limited to fraud and like criminal activity, lewd and indecent behavior, and any behavior which contradicts the conduct and objectives of the League.
Section 4.2.0. REMOVAL PROCESS
The Officer considered for removal must be notified in writing at least seven (7) days prior to a hearing to show cause for removal. After consideration of the cause for removal, an Officer shall be removed by a three-fourths (3/4) vote of the Town Reps.
Section 5.0.0 RESIGNATION FROM OFFICE
Any Officer that decides to resign from office prior to the expiration of his/her term may do so with submission of a written resignation to the Executive Committee.
Section 6.0.0 ORDER OF ACCESSION
The proper and continuous operation of the League is dependent upon the position of the presidency being filled at all times. The following order of accession extends past the Vice Presidents:
a)Treasurer
b)Secretary
ARTICLE VI - APPOINTMENTS
Section 1.0.0 APPOINTED POSITIONS
The President shall appoint Committee chairpersons as required to allow the operation of the League to continue uninterrupted. The term may be for the duration of a specific project or annually for a regular repetitive function.
Section 2.0.0 DUTIES
Duties of the Committeechairpersons shall be outlined by the President and confirmed by the Executive Committee and shall;
a)Complete the activities required by the Committee;
b)Recruit other individuals to work to that end;
c)Report to the Town Reps at regular scheduled meetings.
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Section 3.0.0. UMPIRE IN CHIEF
The Executive Board may appoint an Umpire in Chief with approved umpire accreditation if it feels it is necessary for the betterment of the League.
Section 4.0.0 DIVISION DIRECTORS
The E-Board will appoint a Division Director to be responsible for each playing division. Responsibilities will include:
a)Overseeing the coaches meeting for their assigned division(s), prepping coaches on rules, schedules, policies, etc;
b)Preparing their division schedule;
c)Collect roster/BC’s/field permit from each team in their division and holding this info until completion of season;
d)Collecting and tracking game results, cancellations & make-up dates, standings and playoff scheduling;
e)Division Directors will report directly to their respective Vice President on any league matters.
ARTICLE VII ELECTIONS
Section 1.0.0. NOMINATIONS
Section 1.1.0. ELIGIBILITY
Anyone present at a meeting whereat nominations are conducted may place his/her name or the name of another qualified for office on the election slate.
Section 1.2.0 NOMINATING
The Nominating procedures are as follows:
a)The Secretary shall take nominations from the floor prior to the election.
b)Only a member of the Executive Committee can second a nomination.
c)Any person receiving a second is placed on the ballot.
d)Any person who does not wish to be on the ballot must immediately decline.
e)A motion must be made to close nominations by a member of the Executive Committee which must receive a second from a member of the Executive Committee.
f)Nominations are then closed without reconsideration.
Section 2.0.0. ELECTIONS
Section 2.1.0. ELIGIBILITY
Any Town Rephaving membership in the League for more than one (1) year shall be eligible to vote as well as hold office.
Section 2.2.0. VOTING
Election of Officers shall be by paper ballot by those present. There shall be no absentee ballots. Ballots shall be held long enough to confirm the winners and election results entered into the minutes of the annual meeting. Protests shall not be permitted.
Section 2.3.0. TAKING OFFICE
Newly elected Officers shall take office at the next regularly scheduled meeting unless the election is a special election necessary to fill an unexpired term of office.
ARTICLE VIII MEETINGS
Section 1.0.0 BOARD OF DIRECTORS
The Board shall hold regular meetings to attend to League business. All Town Reps and Officers are expected to attend.Meetings shall be held each year beginning with the Annual meeting in January and then on a monthly basis into the season in June”. All meetings having a quorum shall commence at 7:30pm, except the June meeting which shall commence at 8:30pm.
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Section 1.1.0 SCHEDULING
Meetings are scheduled each month with meeting notices E-mailed to each director at least seven (7) days prior to each meeting. Notice shall outline the agenda for each meeting.
Section 1.2.0. QUORUM REQUIREMENTS
A scheduled meeting to conduct business shall be official if the President or Vice President and fifty (50) percent or more of the Board is present. No decisions shall be made without a quorum.
Section 1.3.0. CONDUCTING BUSINESS
Meetings shall be conducted under Parliamentary Law. In the event of dispute as to proper procedure, Roberts Rules of Order shall be used. When a vote is required, the following steps shall be used:
a)Topic is open to discussion;
b)A Board member makes a motion to take a specific action;
c)A different Board member seconds the motion;
d)If the motion receives no second, the motion dies;
e)If the motion receives a second, the motion is open to further discussion and possible modifications;
f)When discussion is complete or a Board member moves the motion, a vote is taken.
g)An affirmative vote makes the issue policy.
ARTICLE IX COMMITTEES
Section 1.0.0. STANDING COMMITTEES
The following committees and others as needed are established annually by the President:
a)Constitution and Bylaw review
b)Competition and Tournament
c)Protest
d)Fundraising
ARTICLE X AMENDMENTS
Section 1.0.0. PROCESS
The Constitution and Bylaws may be amended by the Board of Directors
Section 1.1.0. NOTICE
Written notice of the intent to modify the Constitution and/or Bylaws must be given to all Officers and Town Reps at least two (2) weeks prior to the meeting where said modifications are considered. A draft copy shall be mailed to each Officer and Town Reps.
Section 1.2.0. PROCEDURE
Amending the Constitution and/or Bylaws shall be accomplished at a properly scheduled meeting after proper notice has been issued.
Section 1.3.0. VOTING
Any amendments shall receive a seventy-five (75) percent affirmative vote by the Town Reps.
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Section 1.4.0. IMPLEMENTATION
The amended Constitution and/or Bylaws will take effect as soon as the vote in the affirmative has been taken. Once this has occurred, the Secretary shall print and distribute copies of the revised Constitution and/or Bylaws to each Officer and Town Rep at the next regularly scheduled meeting.
ARTICLE XI UNFORSEEN CONTINGENCY
Section 1.0.0. PROCEDURE
In the event the League is confronted with an issue not specific to the Constitution and Bylaws, the Board shall make policy to govern the circumstance. The Board may take action to include the policy in the Constitution and/or Bylaws as outlined in Article X.
Section 1.1.0. PROCESS
The Town Reps shall make a policy decision when required by simple majority vote in the affirmative on a case by case basis.
ARTICLE XII DEFINITIONS
Section 1.0.0 50% ATTENDENCE
The fifty (50) percent attendance requirement is defined as follows: Count the number of qualified voters in attendance and multiply the number times 0.50; if the resulting number contains a decimal greater than (o), round down to the next whole number.
Section 1.1.0 67% ATTENDENCE
The sixty-seven (67) percent attendance requirement is defined as follows: Count the number of qualified voters in attendance and multiply the number times 0.67; if the resulting number contains a decimal greater than (o), round down to the next whole number.
Section 1.2.0. 75% ATTENDENCE
The seventy-five (75) percent attendance requirement is defined as follows: Count the number of qualified voters in attendance and multiply the number times 0.75; if the resulting number contains a decimal greater than (o), round down to the next whole number.
Section 1.3.0. BOARD MEMBER
Any person with a seat on the Board including elected Officers and all Town Reps.
Section 1.4.0. CORPORATE CHARTER
The not-for profit papers of incorporation filed with the Office of the Secretary of State of the Commonwealth of Massachusetts.
Section 1.5.0. EXECUTIVE COMMITTEE
The Executive Committee refers to the Officers aforementioned which are also Directors (Towns) with a single vote.
Section 1.6.0. LEAGUE AGE
A player’s age for any given season is as defined by the A.S.A. guidelines.
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Section 1.7.0. LEAGUE CHARTER
The League may become part of a national organization such as the American Softball Association (ASA), Babe Ruth Softball, Pony League, National fast pitch Association ,etc if determined necessary and beneficial by the Board.
Section 1.8.0. QUORUM
The appropriate number of qualified people in attendance throughout the meeting to permit League business to be conducted.
Section 1.9.0. SIMPLE MAJORITY
The simple majority requirement is defined as follows: Count the number of qualified people in attendance at the meeting. The President or the Vice President in his /her absence is not to be included in the count. Multiply the number times 0.50; if the resulting number contains a decimal greater than zero (0); round down to the next whole number, then add one.
SOUTH SHORE SUMMER SOFTBALL, INC.
BYLAWS
Adopted by the Board of Directors
March 11, 1999
Article I / League Structure / Page B1Article II / Playing Schedule / Page B1
Article III / Games / Page B2
Article IV / Playing Rules / Page B3
Article V / Conduct and Behavior / Page B3
Article VI / Enforcement / Page B4
ARTICLE I LEAGUE STRUCTURE
Section 1.0.0. TEAM REQUIREMENT
All Towns participating in the League shall field a minimum of one (1) team each year.
Section 2.0.0. TEAM LEVELS
The League shall consist of four (4) levels of competition based on age requirements set forth by the American Softball Association:
a)Age eighteen & under (18U);
b)Age fourteen & under (14U);
c)Age twelve & under (12U);
d)Age ten & under (10U)
Section 3.0.0 TEAM ROSTERS
Towns shall establish team rosters for each level of competition with a maximum of TWENTY – 20 players.