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ORGANIZATION BY-LAWS
Article I
Section 1
This association shall be known as the Wilmington Senior Softball Association.
Section II
The Association has been formed with the overall purpose of assisting in the development and promotion of senior softball in Wilmington, North Carolina and the surrounding areas for men at least 53 years of age before December 31st of the first year they play in.
Section III
Each player shall pay annual dues to the Association. The amount will be determined by the Board of Directors. Dues are payable each year for one calendar year, January 1 through Dec. 31. A deadline will be set for any new players coming into the league after it starts. All teams and individual players must abide by all the league rules set forth by the Board of Directors.
Section IV
This Association will be administered by a Board of Directors, which will consist of six elected persons , ( President, Vice President, Secretary, and Treasurer and the two player representatives ) plus the Commissioner, all maintaining active membership within the Association and all are voting members of the Board.
Article II Elections
Section I
The Board of Directors shall be elected by a majority vote of the Association members present at the annual election held during the General Membership meeting. Nomination of officers may be made prior to the actual election or nominations can be taken from the floor at the General Membership Meeting. The term of office will be for two years and commence immediately after the election.
Section ll
The election of officers may be by ballot or an acclamation vote. A majority of all votes shall be necessary to elect. Any officer can be removed for good reason by a two thirds majority vote of the Board of Directors.
Article III Board of Directors
Section l
The Board of Directors shall be:
- President
- Vice President
- Secretary
- Treasurer
- Commissioner
- Two Player Representatives ( One in each Division )
The Board of Directors will be responsible for the administration of all business matters relating to the activities of the association , as well as the enforcement of the rules and regulations of the Association. The Board of Directors shall conduct the business of the Association between the annual General Membership meetings. The Board Of Directors shall meet periodically as called into session by the President .
The Commissioner or President as deemed necessary may establish standing or special purpose committees.
Section ll
The function of the Board of Directors is to plan and prepare all general meetings and activities.
Article IV Duties of Officers
Section l
The duties of the elected officers shall be as follows:
President: Assumes overall responsibility for the supervision and the execution of all Association activities. He chairs all general and executive meetings, authenticates all legally binding actions of the organization. He may establish standing or special purpose committees as are necessary in carrying out club programs. He shall be empowered to sign checks in the Treasurers absence. He will provide for an audit of the books by appointing a committee of at least two people from the general membership. This shall be done at least one month prior to to the expiration of the Treasurers term.
Vice President: Replaces the President as chairperson in case of the President’s absence. Performs all assignments as directed by the President. He is also responsible for membership administration which means that he is responsible to see that all the League players pay their League fee on time, and will be in charge of maintaining the League insurance.
Secretary: Records and reports all meeting minutes. Handles all Association correspondence as directed by the President or the Board of Directors.
Treasurer: Maintains all financial records of Wilmington Senior Softball Association and collects the annual club dues and deposits same in the bank account. He reports all expenditures and receipts at regular meetings. He formulates and presents an annual budget to all at the general membership meeting.
Commissioner:
The Commissioner, is the chief executive officer of the league and is responsible to support the Managers and Player representatives, he sits on the Board of Directors as a voting member. He is responsible for securing all field permits, arranging for League Umpires, purchase equipment for League play, function as liaison with the Superintendents of the Parks and Recreation of New Hanover County and the City of Wilmington as well as the Senior Center. He is responsible for preparing league schedules, and manage all team statistics for the web site. .He is also empowered to sign checks in the Treasurers absence.
Player Representatives:
Player Representatives shall maintain a liaison relationship with the players and Managers in their respective Division. They must present all matters of concern to the Commissioner and the Board of Directors as well as assist in the communication and implementation of the rules and regulations.
The term of office for all Officers and Player representatives is for two years, except the Commissioner's term is for lifetime.
All Team Managers will:
A.. Provide current signed rosters to the Secretary who in turn will give copies to the Commissioner.
B.. Provide his players with schedules and notify his players about rain outs and schedule changes and any league functions, e.g. Romeo lunches, tournaments, picnics, the :Sponsorship program and any fund raising. He will make sure that all his players have paid there League Fee.
C.. Be cognizant of all League rules at all times. He must notify the League Commissioner whenever a new player is to be added to the roster or anytime a player leaves or quits a team for any reason.
D.. Be responsible for fielding the proper number of players for each game and being on time , so as to avoid a forfeit, provide the opposing Manager with a proper lineup and to inform him and the Umpire of any changes during the course of the game.
E.. Be responsible for the professional conduct and sportsmanship of his players and coaches during the game.
F ..Manage the lineup so that all players are allotted the maximum playing time mandated by League rules.
G.. The Manager of the HOME TEAM should provide required softballs for the games and MUST report the final scores as quickly as possible to the Commissioner, or the President when the Commissioner is not available.
H.. Stress safety including decisions regarding playing conditions, e.g. rain, muddy conditions, or excessive heat.
I.. Work with sponsors to provide shirts, hats, and equipment as needed, and encourage team members to recruit sponsors.
J. Keep a first aid kit, Cold Spray and ice available at all times.
K. He must make sure that his players know the Rules and represent his teams attitudes and opinions to the Player representatives as needed. Discuss all Board decisions and policies with his team.
L. Make himself available for League, Board, or Committee meetings if required ,and be willing to work with other Managers, Board members, and Player Representatives to promote camaraderie and sportsmanship, keeping in mind at all times that this is a SENIOR recreational softball league.
The succession of responsibility, when circumstances dictate, shall be the sequence of Officers as listed in this article.
Professional advisers from the general field of Recreation and Senior activities may be selected by the Board of Directors to assist in the overall activities of the Association.
Article V Meetings
Section l
A. Regular meetings will be held when deemed necessary by the President.
B. Quorum of the Board of Directors is necessary to officially conduct Association business. A quorum is defined as one member more than 50 % of the total number of Board of Directors. A vote is required to make a seconded motion a fact, it shall consist of a majority of the quorum present. In the event of a tie vote, the Commisioner may cast the deciding vote.
C. No meeting shall be held without a quorum.
D. A bank account shall be opened by the Treasurer in a bank convenient to himself. One signature shall be required on each check to make it valid. One valid signature shall be that of the Treasurer. The other valid signature shall be that of the President. The President /Commissioner shall be notified of all transactions as soon as possible. The Treasurer shall report all transactions to the membership at each business meeting.
E Any player wishing to participate in league competition must be in good standing with the association. The Board of Directors shall have final authority on whether a new player is admitted to the league or not and the Commissioner is to be notified so that the players information will be kept on file. The following is required of a player to be in good standing:
1. Paid up dues and fees.
2. Regular attendance at meetings.
3. Participation in Association activities and events, ( e.g. picnic & Romeo lunches ).
F The Board of Directors shall have the final authority on whether to admit a complete team to the League.( e.g. Brunswick County)
G The constitution and by-laws may be revised or amended by a two thirds majority vote provided that the proposed amendment has been submitted in writing at the General Membership meeting at which it will be voted on.
H. In the event of a vacancy during any term of office, the Board shall appoint same until the next election. ( e.g. In the case of a presidential vacancy, the Vice President will fill the vacancy until the next election.
I All dues and fees collected are for the maintenance of the Wilmington Senior Softball Association. All other fees (equipment, etc.) are the responsibility of the individual teams.
J. The Rules and Regulations that govern league play shall be those of the Amateur Softball Association, superseded by the Wilmington Senior Softball Association game rules. The rules and regulations shall be the responsibility of the Managers to administer /change/deploy, with the final approval of the Board of Officers.
Section II
The following shall form the order of business and procedures at regular meetings:
A. Call meeting to order.
B. Roll call of officers.
C. Reading of minutes of the previous meeting.
D. Reading of bills, communications and report of the treasurer.
E. Report of any committees.
F. Unfinished business.
G. New business.
H. Motion to adjourn.
Article VI Standing Committees
Section I
Standing committees shall be Membership, Publicity, Fund Drives, Scheduling, and Social Programs. Other temporary committees may be defined when necessary.
Section II
Placement Committee - Team Managers
Their duties will be to rate all new players and assign them to teams within their respective division to meet the specific needs of each individual team, so as to try and balance the teams.
Article VII Parliamentary Authority
Section I
The rules governing the Wilmington Senior Softball Association meetings shall follow the rules contained in the current edition of Robert's Rules of Order, as closely as possible in all cases to which they are applicable unless addressed specifically by Wilmington Senior softball Association by-laws.