By-Laws of the Southampton Girls Club

Southampton Girls Club

PO Box 935

Southampton, PA 18966

Article I.     DEFINITIONS

Section 1.01 In these Bylaws the following words and terms shall have the following meanings:

(a)    BOARD – shall mean Executive Board

(b)    CLUB – shall mean Southampton Girls Club

(c)    OFFICER – shall mean a member of the Board

Article II.   TITLE AND COLORS

Section 2.01 This organization shall be known by the name, style and title of: SOUTHAMPTON GIRLS CLUB (SGC)

Section 2.02 The colors shall be Black, Red, and White or any combination thereof.

Article III.                  OBJECTIVES

Section 3.01 To provide organized softball activity for the girls of the community and to teach the ideals of good sportsmanship so that they may grow to be trustworthy women and be well-adjusted and happier people.

Section 3.02 The objectives will be achieved by providing supervised softball activity.

Section 3.03 The members shall bear in mind that the example they set as men and women SHALL TAKE precedence over any desire to win, and that the athlete’s future development is of prime importance.

Section 3.04 Southampton Girls Club is organized for charitable, educational and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501 (c) (3) of the Internal Revenue Code 1954 (or the corresponding provisions of any future Internal Revenue Service Law).

Section 3.05 No part of the new earnings of the organization shall benefit or be distributed to its members, officers, or private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for the services rendered and to make payments and distributions in furtherance of the purposes set forth in the preceding paragraph. No substantial part of the activities of the organization shall be the carrying on of activities of propaganda or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements), any political campaign on behalf of any candidate for public office.

Section 3.06 Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under Section 501 (c) (3) of the Internal Revenue Code of 1954 or (b) by the organization, contributions to which are deductible under Section 170 (c) (2) of the Internal Revenue Code of 1954.

Section 3.07 Upon the dissolution of the Southampton Girls Club, assets shall be distributed for one or more exempt purposes within the meaning of Section 501 ( c ) (3) of the Internal Revenue Code of 1954, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for public purpose.

Article IV.                 GOVERNMENT

Section 4.01 Executive Board

(a)    The government of this organization shall consist of the duly elected officers of the club and other officers, and shall be known as the Executive Board.

(b)    The Executive Board shall consist of the following officers:

             (i)    Elected Officers

1)      President

2)      Vice President

3)      Secretary

4)      Treasurer

           (ii)    Appointed Officers:

1)      Travel League Representative

2)      Director of Equipment

3)      Director of Fields

4)      Director of Snack Bar

5)      Director of Facilities

6)      Director of Fund Raising

7)      Intramural League Commissioners

8)      Grant Writer

9)      Director of Communications

         (iii)    The President shall appoint all positions other than the elected officers.  The President will present the proposed slate to the board.  The slate shall be approved by a majority vote of the board.

         (iv)    No member of the Board shall have more than one (1) vote.

           (v)    The Executive Board shall manage the organization and have control of the Southampton Girls Club property.

Section 4.02 Election of the Board

(a)    The office of President, Vice President, Secretary, and Treasurer shall be filled at the annual election.

(b)    Elections will be held at the July monthly meeting.

(c)    Elections shall be made by secret ballot.

(d)    It shall take the affirmative vote of at least a simple majority of the members present and voting to elect said officers.  Only those members who are eligible to vote may vote.

(e)    All elected Officers shall take office at the next scheduled monthly meeting.

Section 4.03 Qualifications of Officers

(a)    No elected officer of the Board shall hold more than one (1) elected office of the club at any one time.

(b)    Any elected officer of the Club shall be eligible as a candidate for another office or to succeed ones’ self in the following year.

Section 4.04 Duties of the Officers

(a)    Duties of the President

             (i)    Preside at all meetings of the Board and the Club.

           (ii)    Sign all legal documents and papers.

         (iii)    Be an “Ex-Officio” member, but without vote, of every standing or special committee.

         (iv)    Perform such duties as are usually attached to the office of the President.

           (v)    Shall appoint an individual to conduct the nominations and elections of new officers during the June meeting.

         (vi)    Registered signer of checks with bank for the Southampton Girls Club, as well as the Treasurer. Both the President and Treasurer may sign checks. Only one signature of either (President or Treasurer) is required.

(b)    Duties of the Vice President

             (i)    Assume all the duties of the President in the absence of the President

           (ii)    Assume the responsibility of Parliamentarian to the Club and serve as the Chairperson of the By-Laws Committee

         (iii)    Responsible for the operation of the softball program in all areas pertaining to the formation of teams and the playing of the games, including the annual drafts; also to include the enforcement of rules.

         (iv)    Act as the ASA liaison for the Club, for the purposes of obtaining ASA membership and ASA rulebooks.

(c)    Duties of the Treasurer:

             (i)    Pay all obligations of the Club after the Board has approved them

           (ii)    Keep a record of all disbursements

         (iii)    Present a report of the financial activity and condition of the Club at all Club meetings

         (iv)    Registered signer of checks with bank for the Southampton Girls Club, as well as the President. Both the President and Treasurer may sign checks. Only one signature of either (President or Treasurer) is required.

           (v)    Maintain the Checking account for the Southampton Girls Club

         (vi)    Ensure that the SGC has liability insurance.  The proposed insurance policy shall be presented to the Board for approval before the premium is paid.

        (vii)    Prepare the budget and present to the board for approval.

(d)    Duties of the Secretary

             (i)    Maintain a record of all minutes and the proceedings of the Club meetings

           (ii)    Keep a record of all members and/or prospective members attending all regular meetings

         (iii)    Sign all legal documents, papers, and resolutions of the Board.

         (iv)    Conduct all correspondence of the Club.

(e)    Duties of the Travel League Representative

             (i)    Responsible for the operation of the travel softball program in all areas pertaining to the formation of teams and playing of the games, in conjunction with the intramural program

           (ii)    Present the Board the list of coaches for the upcoming season.

         (iii)    Responsible for any/all travel team fund raising activity and must report all proposed activity to the Board for their approval.

(f)     Duties of the Director of Equipment

             (i)    Maintain an inventory of all SGC equipment, both “in stock” and issued to the leagues and coaches

           (ii)    Determine and present to the Board a recommended list of new equipment, to replace equipment that is no longer functional, is unsafe, etc.

         (iii)    Responsible for issuing and collecting the equipment bags to and from the league commissioners.

(g)    Duties of the Director of Fields

             (i)    Organize volunteers from the SGC membership to maintain the various SGC playing fields.  This includes:

1)      Assess the condition of the fields prior to the beginning of the season, to determine if any major maintenance is required

2)      Organize volunteers to prepare the fields for the season

(h)    Duties of the Director of Snack Bar

             (i)    Responsible for all aspects of the operation of the Snack Bar

           (ii)    Reporting to the Treasurer and the Board on activities related to the Snack Bar

         (iii)    Organize the season-end picnic (and all-star/exhibition games).

         (iv)    Work with the Director of Fundraising when needed.

(i)      Duties of the Grant Writer

             (i)    Look into obtaining funding from various community and governmental organizations.

           (ii)    Complete and file all applications with approval from the Executive Board

         (iii)    Follow-up on all applications as to their status

         (iv)    Advise the Board as to the receipt of any funds

           (v)    Provide the Board status updates

(j)      Duties of the Director of Facilities

             (i)    Prepare and submit all requests for facilities within Upper Southampton Township to the appropriate approving authority

           (ii)    This includes:

1)      Fields for practices, games, picnic, and tryouts

2)      Buildings for inside practices and meetings

(k)    Duties of the Director of Fundraising

             (i)    Coordinate any/all fundraisers for the Club, with Board Approval.

           (ii)    All fundraising activities must be presented to and approved by the Board.

(l)      Intramural League Commissioners

             (i)    Lead operation of their respective age-group league within the SGC guidelines

           (ii)    Immediate contact point for questions, problems, or any other issues from coaches, players, and/or parents within their league.  This includes equipment problems.

         (iii)    Conduct the annual draft, which will be mandatory for 10U and older leagues, to ensure that teams have been divided fairly

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         (iv)    ordinate the distribution of equipment from the Director of Equipment prior to the start of the practice season.

           (v)    Issue and receive equipment bags from/to their coaches

(m)  Duties of the Director of Communications

             (i)    Responsible for the communications of club activities and providing information to the members and the community.

           (ii)    Organize the July 4^th parade

Section 4.05 Filling Vacancies

(a)    If a vacancy shall exist for any office of the Board, for any reason, the Board shall appoint, from the members of the Club, an Officer to fill such vacancy.

(b)    Such appointment shall take the affirmative vote of a majority of the Board. When necessary, the vote shall be conducted by secret ballot.

(c)    Any vacancy shall be filled only for the remaining portion of that term and will be effective immediately.

Section 4.06 Meetings of the Club

(a)    Meetings of the Club shall be held on a monthly basis

(b)    A quorum must be in attendance to conduct business.  A quorum shall consist of at least a majority of the Executive Board.

(c)    Special meetings of the Club membership may be called by the President or by not less than a majority of the Board as prescribed by Roberts Rules of Order.

(d)    All members shall sign the roll book which shall be handled by the Secretary.  It is the responsibility of the individual members to ensure that they sign the roll book.

Article V.  MEMBERSHIP

Section 5.01 Any person living within the boundaries of Upper Southampton, Warminster, Ivyland, and neighboring townships and sincerely interested in active participation to affect the objectives of SGC may become a member.

Article VI.                 MEMBERS

Section 6.01 Regular Member

(a)    Any person who has a child enrolled in the program.

(b)    Any person who performs as a coach, umpire, grounds keeper, member of the Board, or member of any Standing Committee.

(c)    Any person eligible for membership under Section V above may request that the Executive Board consider them for membership. The request is to be acted upon within one month.

Section 6.02 Voting Members for Elections

(a)    Any regular member that takes an active part in the SGC upon attending three (3) General Membership meetings in the twelve (12) months prior to any election shall have the right to vote in that election.

(b)    It is the responsibility of the individual member to sign the attendance record during the SGC General Membership meetings.

(c)    It is the responsibility of the Secretary to maintain, and make available to the general public, the attendance records, for purposes of determining eligibility to vote.

Section 6.03 Honorary Members:

(a)    Any person may be elected as Honorary Member by the majority vote of all the Board present at any duly held meeting of the Club, but shall have no rights, duties, or obligations in the management or in the property of the SGC.

Section 6.04 Termination of Membership

(a)    Membership may be terminated by resignation or action of the Board.

(b)    The Board by two-thirds (2/3) vote of those present at any duly constituted meeting shall have the authority to discipline, suspend, or terminate the membership of any member when the conduct of such person is considered detrimental to the best interests of SGC.

(c)    The member involved shall be notified of such meeting, informed of the general nature of the charges, and given the opportunity to appear before the Board at a specified meeting date to respond to such charges.

Article VII.               FEES OF REGISTRATION

Section 7.01 Each participating child will pay an annual fee set by the Board.

Section 7.02 The Treasurer or appointed representative shall collect all fees at the time of registration.  League Commissioners and the Travel Team Representative shall participate in registration.

Section 7.03 No one shall be denied the right to join because of his or her inability to meet the fee requirements.

Section 7.04 Fees may be waived by a decision of the elected Board members; requests are to be brought to the attention of the President, who will obtain the approval of the elected Board.

Section 7.05 The payment of a penalty for the late registration or non-participation by parents shall be a matter determined by the Board.

Article VIII.             APPEALS

Section 8.01 Any ruling by the Board may be appealed by the general membership at the next general meeting.

Section 8.02 Any appeal must be endorsed by at least five (5) voting members and submitted in writing within ten (10) business days of the event being appealed.

Section 8.03 The original ruling may be reversed by two-thirds (2/3) vote of the general membership eligible to vote.

Article IX.                 PARLIAMENTARY PROCEDURE

Section 9.01 Roberts Rules of Order shall govern in all cases wherein they do not conflict with these By-Laws.

Section 9.02 Order of Business

(a)    Call to Order

(b)    Roll Call

(c)    Minutes of the previous meeting

(d)    Correspondence

(e)    Treasurer’s Report

(f)     Report of Standing Committees

(g)    Report of Special Committees

(h)    Old Business

(i)      New Business

(j)      Adjournment

Article X.    COMMITTEES

Section 10.01                The following shall be listed as Special Committees:

(a)    Umpires

(b)    By-Laws

(c)    League Pictures/Coordinator of Photography

(d)    Trophies & Uniforms

(e)    Director of Tournaments

Section 10.02                The Board shall set the power and duties of all Standing and Special Committees.  The duties of all Standing Committees shall be defined in these by-laws.

Section 10.03                Special Committees shall be disbanded when the activities for which they were formed are completed.

Section 10.04                Special Committees shall report their progress to the President or Vice-President, or to the Board, until their activities are completed.

Article XI.                 NOMINATIONS AND ELECTIONS

Section 11.01                Nominations will occur during the June meeting.

Section 11.02                Elections will be conducted at the July meeting.

Section 11.03                An appointee by the President will conduct the nominations and election procedures in accordance with Roberts Rules of Order.  This appointment will be made at the June meeting.

Section 11.04                Any member of the Club is permitted to nominate another member of the Club for any position.

Section 11.05                All nominees must be present or submit a written notice of willingness to be a candidate at the time of nomination.

Section 11.06                If two (2) or more members are nominated for the same position, a secret vote (ballot) will be conducted.

Section 11.07                The Secretary will prepare the ballots based on the number of members who are eligible to vote (must attend three [3] meetings within the prior twelve [12] months).

Section 11.08                The Appointee designated by the president to conduct the nominations and elections will collect the ballots and announce the elected member based on a majority of the votes.

Article XII.               FINANCE AND ACCOUNTING

Section 12.01                The Board shall decide all matters pertaining to the finances of the SGC and it shall place all income in the SGC treasury, directing the expenditures of same in such manner that will best benefit the overall objectives of the SGC.

Section 12.02                The Board shall present for the approval of the general membership a budget including all anticipated income and expenditures for the entire year. This budget shall be presented no later than the December general membership meeting.  The Treasurer shall make the budget available to anyone upon written request.

Section 12.03                The Board shall not permit the disbursement of SGC funds for other than its activities.

Section 12.04                The Board shall not permit the solicitation of funds in the name of the SGC unless all of the funds so raised are placed in the SGC treasury.

Section 12.05                All monies received shall be deposited to the credit of the SGC in the approved bank and all disbursements shall be made by check within a timely manner.

Section 12.06                The following bank accounts and signatory authority are in effect:

(a)    SGC Intramural – Checking (President or Treasurer signature).  To be used for SGC Intramural programs

(b)    SGC Travel – Checking (Head Coach of Travel Team(s) signature.  To be used by each SGC Travel team.

Section 12.07                Monies in excess of operating expenses are to be deposited in the bank approved by the Executive Board to be utilized as a contingency should operating expenses in any given year be in excess of income or a growth fund for the purpose of a particular item as may be approved.

Section 12.08                Upon dissolution of the SGC and after all outstanding debts and claims have been satisfied, the members shall distribute the property of SGC to such other organizations maintaining an objective similar to that set forth herein, which are or may be entitled to exemption under Section 501 (c) (3) of the Internal Revenue Code or any future corresponding provision.

Section 12.09                Travel Accounts – Required to give report to Treasurer every month through the Travel Director/Representative.

Article XIII.             ADOPTION OF BYLAWS & EFFECTIVE DATE

Section 13.01                Method of Adopting

(a)    The Secretary shall notify each member in writing of the time, date and place of the readings of the By-Laws. A printed copy of these By-Laws shall be sent in advance to all members.

(b)    It shall take the affirmative vote of at least two-thirds (2/3) of the members present.

(c)    Any regular member that takes an active part in the SGC upon attending three (3) General Membership meetings in the twelve (12) months prior to any election shall have the right to vote for the by-laws adoption.

(d)    For the initial adoption of the bylaws, any regular member as defined in sections V and VI above shall have the right to vote.  Attendance in the prior year’s meetings shall not be used as criteria.

Section 13.02                Effective Date

(a)    These By-Laws shall become effective immediately upon their adoption.

Section 13.03                Filing of the By-Laws

(a)    The President and Secretary must sign the official copy of the By-Laws.

Article XIV.            AMENDMENT OF BYLAWS

Section 14.01                Method of Amending

(a)    Sources of requests for changes

             (i)    Executive Board

           (ii)    General Membership

Section 14.02                The Secretary shall notify each member, in writing or by e-mail, of the time, place and date of the reading of the amendment(s).

Section 14.03                A printed copy of the amendment(s) shall be made available in advance to all members.

Section 14.04                It shall take the affirmative vote of at least two-thirds (2/3) of the members present and voting to amend these By-Laws.

Section 14.05                Any regular member that takes an active part in the SGC upon attending three (3) General Membership meetings in the twelve (12) months prior to any election shall have the right to vote for the by-laws amendment.

Section 14.06                Effective Date of Amendments

(a)    Amendments shall become part of these By-Laws immediately upon their adoption.

Article XV.              PROXY VOTING

Section 15.01                A written proxy from a member is acceptable but must be received prior to the General Meeting by the Secretary in order to validate to vote for a particular item appearing on the agenda.

Article XVI.            TRAVEL POLICY

Section 16.01                The Southampton Girls Club Travel Softball policy will specifically include these By-Laws in addition to any other rules included in its policies. No other Travel policy will reduce or eliminate the intended purpose of these By-Laws.

Section 16.02                The Travel League Representative will set the Travel policy with a majority of the travel coaches in attendance. These policies must be reviewed and approved by the Board. Approval by the Board will consist of an affirmative vote by a majority of the members of the Board.

Section 16.03                Any amendments to the Travel policies must first be approved by a majority of the Travel coaches and the Travel League Representative before presentation to the Board.