| Name and Affiliation w Purpose w Membership w Meetings w Board of Directors w Duties of the Board w Financial Policy w Amendments of Constitution and By-Laws w Dissolution Amendment w Clarification of "Total Membership" For Voting Purposes w SKGSL Expenditure Policy Article I. Name and Affiliation This organization shall be known as the Spring Klein Girl’s Softball League herein referred to as “SKGSL”. SKGSL is affiliated with and operates under the current year’s rules and guidelines of the Amateur Softball Association (ASA); except where League rules have been adopted and will supersede ASA rules. ASA structure is as follows: ASA • Texas Region • Houston Metro • SKGSL Article II. Purpose The purpose of the SKGSL is to provide an organized and supervised recreational program of softball for girls. Officers, Directors, Committee Chairpersons, and Registered Members shall bear in mind that the attainment of exceptional skills or the winning of games is secondary, and that an atmosphere of fun and fair competition is the prime objective of this organization. Article III. Membership Any person interested in active participation in order to affect the purpose of the SKGSL may become a registered member. A. PLAYER MEMBER: Any girl meeting the age requirement shall be eligible to participate after proper registration: but shall have no rights, duties or obligations in the management of or in the property of the SKGSL. In order for a player member to be eligible, residence requirements as defined by the ASA must be met. B. REGISTERED MEMBER: Any adult actively interested in furthering the purpose of the SKGSL may become a Registered Member. All Registered Members are eligible to become Officers of SKGSL. Registered Members include parents of registered SKGSL children, SKGSL coaches, SKGSL Board Members, and SKGSL umpires. Article IV. Meetings Robert’s Rules of Order shall govern the proceedings of all meetings, except where these rules conflict with the SKGSL Constitution and By-Laws. Registered Members of SKGSL have the right to attend all meetings, listen to the discussion, and hear how the Board Members vote. Board Members have the right to make motions and vote. A. GENERAL BOARD MEETING: A General Meeting of the Registered Members of SKGSL shall be held in May for the purpose of electing officers, receiving reports of funds, receiving reports of progress of SKGSL, and for the transaction of any other business which may become necessary. An additional General Meeting may be called by the Executive Board any time during the fiscal year, September 1st through August 31st, as needed. All Registered Members shall be notified prior to such meetings. B. BOARD MEETINGS: A duly constituted Board meeting is one in which a Quorum is met. A Quorum is defined as a majority (more than half) of the currently occupied board positions. Duly constituted Board meetings shall be scheduled at least once a month starting in September and through June. There will be no General Board meeting in July. The Executive Board will meet year round. A joint Executive Board meeting(s) shall be held in June for the purpose of a smooth transition from year to year and the transfer of information, records, and equipment. The incoming Executive Board will decide the number of meetings needed to assure proper transfer and reconciliation of outstanding issues. C. SPECIAL BOARD MEETINGS: Special Board Meetings may be called by: 1) the President 2) upon request by the majority of the Executive and/or General Board 3) upon request of 10% of the Registered Members petitioning the Executive Board. These meetings shall be only for a specific matter and the Secretary must notify Board Members in advance of the special meeting. Notice will include: Notice of time, place and the specific matter to be discussed. D. VOTING: Each currently occupied board position carries one (1) vote. Any person serving in more than one position shall not have more than one (1) vote. The President does not vote except in two situations: 1) if president’s vote would break a tie vote; or 2) if the vote is taken by ballot. In the case of a tie the President can elect to vote and resolve the matter at hand or can simply abstain; wherein the Motion on the floor will not carry as a majority vote will not be reached. In the event of a tie on a ballot vote, the President cannot break the tie because he/she cannot vote a second time. Thus, the motion does not carry. All matters concerning the operations of SKGSL shall be decided by a vote of the Board of Directors, and no motion shall be carried without a favorable vote from the majority of those present voting at a duly constituted meeting. Therefore, by definition, proxy votes are not recognized. A Board Member has the right to abstain from voting; however for a motion to carry it still requires a majority vote of the “total” Board Members present at a duly constituted meeting. An abstention counts as zero. To simplify an abstention is has the same effect a “no vote”. Board Members are to be advised of such at the time a vote is called for. Board Members are not allowed to vote when a motion is of direct monetary interest to the member. In this situation a motion will carry upon the favorable majority of the remaining present Board Members. The Executive Board shall be elected at the May General Meeting by a majority of Registered Members present and voting. Executive Board Members may be eligible for re-election. All elected Positions on the SKGSL board of directors shall be limited to four (4) consecutive terms in the same position, with the exception of the Treasurer which may serve for six (6) consecutive terms in that position. The Division Commissioners, Select Team Commissioner and Committee Chairpersons shall be appointed by the Executive Board. The term of office for the Board of Directors shall begin on June 1st following their election/appointment in the current year and continuing through May 31st of the following year. Article V. Board of Directors The authority to manage the property and affairs of the SKGSL is vested in the Board of Directors. The Board of Directors shall consist of: A. EXECUTIVE BOARD (Elected): Shall be comprised of the President, Vice-President of Administration, Vice-President of Athletics, Treasurer, and Secretary. B. PAST PRESIDENT: The Elected President of the previous Executive Board. C. DIVISION & SELECT TEAM COMMISSIONERS (Appointed): Each age group as determined by the Executive Board shall be represented by a Division Commissioner. There shall also be a Commissioner of Select Teams. D. COMMITTEE CHAIRPERSON (Appointed): Shall be comprised of Equipment Manager, Uniform Manager, Tournament Director, Sponsor Chairperson, Scheduling Chairperson, Fundraising Chairperson, Pictures/Awards Chairperson, Field Maintenance Chairperson, Scholarship Chairperson, Publicity Chairperson, Standings/Scorekeeper Chairperson, Specialty Sales Chairperson, Education/Training Chairperson, Coastal Metro Representative, Umpire-in-Charge (UIC), Registration Chairperson and Parliamentarian and webmaster. The Executive Board may fill vacancies during the year by appointment of the President and ratification by 2/3 vote of the Executive Board. Any member of the Board selected to fill an unexpired term shall serve through May 31st of the playing year in which she/he is selected. The Executive Board shall have the power by 2/3 vote at any duly constituted meeting having a 2/3 majority of the Executive Board present to discipline, suspend, or remove any member of the Board of Directors of SKGSL. Any elected official may be removed for just cause by a majority vote of the Executive Board or 2/3 vote of the Board of Directors. Pursuit of just cause is understood to include, but not be limited to, violations of SKGSL league rules and ASA rules. Any member of the Board who misses two (2) consecutive meetings shall be considered to have rendered his/her resignation unless extenuating circumstances preclude his/her attendance. Notification of these extenuating circumstances must be given to either the President or Secretary prior to the meeting. The Board of Directors shall accept or reject his/her resignation at the next meeting following the two (2) prior absences. Any Board member who wishes to resign his/her position on the Board of Directors shall submit his/her resignation in writing to the Secretary. Article VI. Duties of the Board A. PRESIDENT: It shall be the duty of the President to: a. Call all meetings and preside over same. b. Appoint an auditing committee to audit the Treasurer's record. c. Supervise as ex-officii member of each committee. d. Supervise the Scholarship Chairperson. e. Supervise the UIC, and Parliamentarian. B. VICE-PRESIDENT OF ADMINISTRATION - It shall be the duty of the Vice-President of Administration to a. Serve in the absence of the President. b. Serve in the absence of the Treasurer. c. Serve as supervisor of the following Committee Chairpersons: Pictures/Awards, Field maintenance, Equipment, Uniforms, Registration, Metro/Costal Representative and Webmaster. C. VICE-PRESIDENT OF ATHLETICS - It shall be the duty of the Vice-President of Athletics to: a. To serve in the absence of the President and Vice-President of Administration. b. Serve as supervisor of all Division Commissioners and the following Committee Chairpersons: Education/Training and Scheduling, Tournament Director, Standing/Scorekeeper c. Serve as Chairperson of the Rules and Competition Committee. D. TREASURER - It shall be the duty of the Treasurer to: a. Serve in the absence of the President, V. P. of Administration, V. P. of Athletics, and V. P of Select Teams. b. Receive and disburse all SKGSL monies. c. Keep and accurate account of all SKGSL financial activity. d. Make disbursements as directed by the President and Board of Directors. e. Prepare and maintain a budget for SKGSL. f. Secure insurance for SKGSL. g. Prepare and be responsible for maintaining all governmental reports as required. h. Serve as supervisor of the following chairpersons: Sponsors, Fundraising, and Specialty Sales. E. SECRETARY - It shall be the duty of the Secretary to: a. Serve in the absence of the President, V.P. of Administration, V.P. of Athletics, V. P. of Select Teams, and Treasurer. b. Record and publish the minutes of all SKGSL meetings. c. Handle all non-financial correspondence of SKGSL. d. Notify the Board of Directors of all meetings. e. Notify all Registered Members of all general meetings. f. Serve as supervisor of the Publicity Chairperson. g. Serve on the Constitution and By-Laws Committee and record all meeting minutes of same. F. COMMISSIONER OF SELECT TEAMS - It shall be the duty of the Commissioner of Select Teams to: a. Serve as supervisor of all Select Team programs. b. Serve as College Coordinator for SKGSL. G. PAST PRESIDENT - It shall be the duty of the Past President to: a. Serve as advisor to the executive board upon invitation. H. PARLIAMENTARIAN - It shall be the duty of the Parliamentarian to: a. Maintain all meetings of SKGSL according to Robert's Rule of Order. b. Act as Sergeant-at-arms at all meetings. c. Serve as Chairperson of the Nominating Committee. d. Serve as Chairperson of the Constitution and By-laws committee. e. Serve as a member on the Protest Committee unless the protest involves a game in which he/she has an interest. I. UMPIRE-IN-CHIEF - It shall be the duty of the Umpire-in-Chief to: a. Procure umpires for SKGSL. b. Train all umpires for SKGSL. c. Assign/schedule all umpires to officiate each SKGSL game. d. Serve as a member on the Rules and Competition Committee. e. Serve as Chairperson of the Protest Committee unless the protest involves a game in which he/she has an interest. f. Work in conjunction with the Division Commissioners to reschedule games when necessary. J. DIVISION COMMISSIONERS - It shall be the duty of the Division Commissioners in their respective age groups as determined by the Executive Board to: a. Minimize problems within his/her division before they occur. b. Work in conjunction with the umpire-in-chief to reschedule games when necessary. c. Be present and conduct tryouts/draft for his/her division. d. Work with coaches within their division to insure that the purposes of SKGSL are being served. e. Work with the education/training Chairperson to assure development and achievement of softball skills. STANDINGS AND SCOREKEEPER CHAIRPERSON - It shall be the duty of the Standings/Scorekeeper Chairperson to: Provide all training for SKGSL scorekeepers. Provide official scorebooks for each team. Maintain a list of scorekeepers. Maintain accurate standings for each division (except T- Ball) and post them weekly during the course of the season.
EQUIPMENT MANAGER - It shall be the duty of the Equipment Manager to: Disburse all team equipment to be used for practice and play. Procure additional equipment on an as needed basis upon approval of the Board of Directors. Maintain all equipment. Collect and inventory all equipment at the end of the regular League season.
PUBLICITY CHAIRPERSON - It shall be the duty of the Publicity Chairperson to: Act as a liaison between the community and SKGSL. Prepare all SKGSL media releases.
UNIFORM MANAGER - It shall be the duty of the Uniform Manager to: Procure samples and bids for SKGSL uniforms and present them to the Board of Directors for approval. Order and distribute all SKGSL uniforms to each team including appropriate post season teams.
PICTURES/AWARDS CHAIRPERSON - It shall be the duty of the Pictures/Awards Chairperson to: Procure photographer bids for team photo sessions and present them to the Board of Directors for approval. Schedule team photo sessions for all SKGSL teams. Plan, procure bids, and coordinate all awards for SKGSL with the approval of the Board of Directors.
SCHEDULING CHAIRPERSON - It shall be the duty of the Scheduling Chairperson to: Schedule all League games. Schedule all non-League use of SKGSL fields. Schedule all team practice use of SKGSL fields. Schedule use of batting cages. Schedule field duty time for members of the Board of Director
TOURNAMENT DIRECTOR - It shall be the duty of the Tournament Director to: Mail tournament packages which include invitations, maps, local hotels, restaurants, and any other information regarding tournaments to participating teams. Supervise the draw and prepare and maintain the bracket for the tournament. Coordinate with the Standings/Scorekeeper Chairperson arrangements for scorekeepers. Coordinate with the Umpire-in-Chief arrangements for umpires. Coordinate with the Specialty Sales Chairperson arrangements for the sale of souvenirs when appropriate. Coordinate with the Pictures/Awards Chairperson arrangements for awards. Act as the tournament official regarding any disputes concerning the operation of the tournament. Insure that the playing fields are in good playing condition prior to the tournament.
SPONSOR CHAIRPERSON - It shall be the duty of the Sponsor Chairperson to: Secure team sponsors for SKGSL. Maintain a master list of all sponsors, types of sponsorships, and all monies received.
FIELD MAINTENANCE CHAIRPERSON - It shall be the duty of the Field Maintenance Chairperson to: Supervise the maintenance of SKGSL playing fields. Prepare SKGSL fields for play. Organize and supervise special field projects as needed. Procure and maintain all maintenance equipment and supplies as approved by the Board of Directors.
FUNDRAISING CHAIRPERSON - It shall be the duty of the Fundraising Chairperson to: Procure bids and recommend for Board of Director's approval vendors for all SKGSL fundraising activities. Coordinate the distribution and monetary collection for all SKGSL fundraising activities.
SPECIALTY SALES CHAIRPERSON - It shall be the duty of the Specialty Sales Chairperson to: Create/design specialty sales items including, but not limited to, T-shirts, mugs, etc. for the purpose of raising funds for SKGSL. Submit these specialty items to the Board for approval. Coordinate the distribution and monetary collections for all SKGSL specialty sales.
EDUCATION/TRAINING CHAIRPERSON - It shall be the duty of the Education/Training Chairperson to: Design and implement training programs for SKGSL players and coaches.
COASTAL/METRO REPRESENTATIVE - It shall be the duty of the Costal/Metro Representative to: Attend and represent SKGSL at all Coastal/Metro functions. Act as liaison between SKGSL and Coastal/Metro organizations. Report all Coastal/Metro activities to the Board of Directors.
SCHOLARSHIP CHAIRPERSON - It shall be the duty of the Scholarship Chairperson to: Nominate a five (5) member Scholarship committee annually. One member of this committee must be a member of the Executive Board and a majority of the Committee must be members of the Board of Directors. Serve as Chairperson for the Scholarship Committee. Be supervised by the President.
WEBMASTER - It shall be the duty of the Webmaster to: Maintain the SKGSL web site, including updating, maintenance and designs. This individual will report to the VP Administration.
STANDING COMMITTEES: a. CONSTITUTION AND BY-LAWS COMMITTEE - It shall be the duty of the Constitution and By-Laws Committee to: i. Recommend changes to the SKGSL Constitution and By-Laws. ii. Provide all Board Members a copy of the Constitution and By-Laws. iii. Be chaired by the Parliamentarian. b. RULES AND COMPETITION COMMITTEE - It shall be the duty of the Rules and Competition Committee to: i. Be comprised of all Division Commissioners and the Umpire-in-Chief. ii. Prepare a set of current SKGSL Playing Rules governing each age division and present it to the Board of Directors for approval. iii. Provide all members of the Board of Directors and each head coach with a current copy of SKGSL playing rules. iv. Be chaired by the Vice-President of Athletics. c. PROTEST COMMITTEE - It shall be the duty of Protest Committee to: i. Insure that all members of the Committee have no direct involvement with the dispute. ii. Select division commissioners from different age groups other than the one involved in the dispute. iii. Hear and resolve any protests to the best of the Committee's ability. iv. Invite Head Coaches whose teams are involved in the protest to attend the protest meeting if they desire. v. Consist of the Vice President of Athletics, the Parliamentarian, and three (3) Division Commissioners. vi. Be chaired by the Umpire-In-Chief. vii. Be chaired by the Parliamentarian in the absence of the Umpire-in-Chief. d. SCHOLARSHIP COMMITTEE - It shall be the duty of the Scholarship Committee to: i. Develop and maintain a procedure for the identification and selection of scholarship recipients from among graduating seniors. ii. Present criteria for selection to Board of Directors by the March Board Meeting. iii. Manage the Scholarship Trust Fund and related accounts including: 1. Fundraising activities. 2. Investment of surplus funds in certificates of deposit, money market funds, or other types of interest bearing accounts at local banks or S&L's insured by FDIC or FSLIC. 3. Recommend to the Board of Directors the number and size of scholarships to be awarded from the Trust Fund each year. 4. Prepare for and present to the Board of Directors an annual detailed financial statement for the Trust Fund as part of the Committee's request for support, if any, from SKGSL's operating income account (i.e., a sharing by the Trust Fund of registration fees, SKGSL fundraising proceeds, etc.) 5. Insure that each scholarship recipient show proof of her acceptance to an institution of higher learning or trade school prior to receipt of Trust Fund monies. The Scholarship Trust Fund shall be held in an account separate and distinct from SKGSL'S operating income account, but shall be under the control and supervision of the Board of Directors through the Scholarship Committee. The Trust Fund account(s) shall require the signature of the Scholarship Committee Chairperson and the President of SKGSL, or at his/her direction, the Treasurer, to withdraw funds. Members of the Scholarship Committee who have a relative eligible as a scholarship may not serve on the Committee during such eligibility period. Article VII. Financial Policy The Board of Directors shall decide all matters pertaining to the finances of SKGSL and shall place all operating income in a common treasury, directing the expenditure of same in such manner as will give no individual or team an advantage over the other as to equipment, uniforms, or the like. No funds collected or earned by SKGSL shall benefit any member of the Board of Directors. All playing equipment furnished to the individual teams shall remain the property of SKGSL and be returned to SKGSL as directed by the Board of Directors. Monetary funds of SKGSL shall be deposited with an acceptable bank approved by the Board of Directors. Funds shall be withdrawn by checks signed by any two of the following on checks in excess of $1000.00: The President, the Vice President of Administration, and Treasurer. For amounts of $1000.00 or less, any one (1) of the above officers may sign. Any expenditure in excess of $500.00 must be approved by the Board of Directors. Expenditures of $500.00 or less may be made with the approval of the President. (* SEE ACCOMPANYING "EXPENDITURE POLICY") The Treasurer shall keep an accurate record of all income and expenditures. The books and records shall be open to inspection by any member of the Board of Directors upon request at a mutually agreed time and place, but in no case later than the next Board Meeting. Prior to the November Board meeting, the books shall be audited. A detailed financial report for the past year shall be presented at the November Board meeting and written copies of such report shall be furnished to each board member. The fee charged each girl to participate in SKGSL play shall be determined each year by the Board of Directors. In case of financial hardship, the fee shall be waived by a member of the Executive Board. Board Members whose positions require a budget must submit a line item budget at the October Board meeting. Article VIII. Amendments to Constitution and By-Laws This Constitution and By-Laws or any section thereof may be amended or repealed at a meeting of the Board of Directors by a 2/3 vote of the total membership of the Board of Directors (* SEE ACCOMPANYING CLARIFICATION OF "TOTAL MEMBERSHIP") provided that amendment or repeal does not conflict with ASA Rules and Regulations. Any proposed amendment to this Constitution and By-Laws shall be submitted in writing to the By-Laws Committee. After review of the proposal they will be read by the Secretary of the Board at two (2) Board meetings, and mailed to each member of the Board of Directors, over the signature of the President or Secretary, at least fifteen (15) days before the meeting at which such proposed changes shall be submitted to a written vote. Article IX. Dissolution Amendment Upon the dissolution of SKGSL, SKGSL shall, after paying or making provisions for the payment of all of the liabilities of SKGSL, dispose of all of the assets of SKGSL exclusively for the purpose of SKGSL in such manner, or to such organization or organizations, organized or operated exclusively for charitable, educational, religious, or scientific purposes and shall at the time qualify as an exempt organization or organizations under section 501(C)(3) of the Internal Revenue Code of 1954 (or the corresponding provision) of any future United States Internal Revenue Law, as SKGSL shall determine. Any such assets not so disposed of shall be disposed by the court of competent jurisdiction of the county in which the principle office of SKGSL, as said court shall determine, which are organized and operated exclusively for such purposes. Clarification of "Total Membership" for Voting Purposes The following clarification of the By-laws was adopted by special meeting of the Board of Directors of SKGSL in May of 1998: For purposes of ARTICLE VIII, the following persons occupying positions on the Board of Directors are not counted in the "total membership" for purposes of determining whether a 2/3 vote on an amendment has been achieved: (a) a member who has extenuating circumstances as set forth in Article V Section D hereof which preclude his/her attendance at the meeting; (b) a member which does not attend the meeting and such absence is the second (or more) consecutive absence without extenuating circumstances as set forth in Article V Section D hereof; (c) a member who has tendered his/her resignation but it has not been acted upon and a replacement named; and (d) the President, unless he/she votes in case of a tie as set forth in Article V Section D hereof. Expenditure Policy The following Expenditure Policy was adopted by at a regular meeting of the Board of Directors of SKGSL in 1998: Procedures for Expenditures in Excess of $2,000.00 In accordance with Article VII of the Constitution and By-Laws of Spring Klein Girl's Softball League ("SKGSL"), the Board of Directors adopts the following Expenditure Policy: For contemplated expenditures and contracts in excess of $2,000.00, the Board of Directors, acting through the appropriate member, shall actively seek competitive bids by contacting, in person or via telephone, at least three (3) qualified persons or entities and inviting them to bid. The contacts shall be made at least ten (10) days before the meeting of the Board of Directors during which such matters are to be considered. There are no required numbers of bids which must be received by the Board of Directors prior to approval of the expenditures or contracts. In situations in which more than one bid is received, the Board of Directors is not bound to accept the lowest bid, but is directed to consider all pertinent factors surrounding the bid including, without limitation, reputation of the person or entity proposing the bid, quality of work, previous experience with the league, timeliness of performance, financial stability, insurance coverage’s and other matters which relate to the expenditure or contract in question. | 
