Constitution

 

Preamble

 

The primary purpose of Central Orange Girls Fast Pitch Softball, hereinafter known as COGFSm is to promote, organize and conduct an instructional, recreational training program for the sport of youth, amateur fast pitch softball within the jurisdiction of the league and ASA (Amateur Softball Association).

COGFS will:

 

Foster the spirit of good sportsmanship through team participation.

Establish a learning environment for al players and team staff.

Provide qualified adult coaching, leadership and supervision.

Follow the rules and regulations as set forth by COGFS and ASA.

COGFS shall not discriminate on the basis of race.

 

Article 1 – Name of League

 

The name of the organization shall be Central Orange Girls Fast Pitch Softball, an ASA affiliated organization. COGFS shall be a non-profit educational, recreational learning organization, and shall have no salaries paid to its officers, committee members, Board of Directors, team staff, or any other volunteer participants for the performance of their duties.

 

Article 2 – Membership

 

Membership in COGFS is open to all female players ages 5 – 16 that register and are residents of Orange or other surrounding communities.

 

Article 3 – Board of Directors

 

A.        The Board of Directors, hereinafter referred to as the BOD shall be selected yearly by a vote of the general membership. In order to be placed on the ballot the interested person must have served at least one previous consecutive year on the general Board of COGFS.

 

B.         Officers will be elected to a term of one (1) year commencing on July 1st through June 30th of the following year.

 

C.        Officers will serve no longer than four (4) consecutive years in the same position.

 

D.        The Board of Directors shall consist of the following elected members:

 

                        President

                        Vice President

                        Player Agent

                        Treasurer

                        Secretary

 

E.         The President shall appoint, with the input of the elected Board of Directors, the following appointed officers of the Board of Directors:

 

                        Umpire in Chief

                        Safety Director

 

The appointed Board of Directors shall serve a term of one (1) season.

 

F.         The President shall also appoint, with the input of the Board of Directors, Chairpersons of the various committees to serve on the general Board. These appointed Board members shall serve a term of one (1) year.

 

Article 4 – Meetings

 

A.        Meetings of the Board shall be held on a specific day of each month and shall be made known to the membership beforehand. All such meetings shall be open to attendance by the general membership.

 

B.         Board of Directors unable to attend three (3) consecutive meetings without cause shall have their office declared vacant, at the discretion of the Board of Directors. This includes elected and appointed Board of Directors. Appointment and approval by the existing Board of Directors shall fill the vacant office.

 

C.        Should the Board of Directors decline to declare the Board of Directors office vacant, the specific Board of Director must attend three (3) consecutive meetings in order to regain their voting privilege.

 

D.        Appointed Board members unable to attend two (2) consecutive meetings without cause shall have their office declared vacant, at the discretion of the Board of Directors. Appointment and approval by the existing Board of Directors shall fill the vacant office.

 

E.         Should the Board of Directors decline to declare the Board members office vacant, the specific Board member must attend two (2) consecutive meetings in order to regain their voting privilege.

 

F.         There shall be one Annual General membership Meeting per year, at which the various elected board positions shall be voted upon by the general membership. The general membership shall be one vote per member. The general membership shall include, but not be limited to, parents, legal guardians, grandparents (if in control and or custody of the child), and other adult participants (i.e., board members and volunteer staff members with no player rostered in the league for the current year).

 

G.        Any member of the Board of Directors may call special meetings, when necessary.

 

H.                 Robert Rules of Order shall govern all meetings.

 

I.                    A quorum shall consist of the majority of the seven members of the Board of Directors.

 

J.                   No business shall be considered by the Board of Directors at any meeting at which a quorum is not present. The only motion, which the chair shall entertain at such a meeting, is a motion to adjourn.

 

 

 

Article 5 – Amendment

 

Any amendment to the Constitution must be approved by a two-thirds (2/3) vote of the Board of Directors for its adoption.

 

Article 6 – Administration

 

A.        The Board of Directors and the various standing committees shall administer the affairs of COGFS.

 

B.                 The members of the Board of COGFS shall resolve all league matters.

 

C.                 Each Board member shall have one (1) vote for all Board decisions.

 

D.                 The Board of Directors may meet at any time without the notification of the other Board members. This body may make executive decisions in the best interest of the league and its members on actions that can not be taken when there is insufficient time prior to a regularly scheduled board meeting.

 

E.                  The Board of Directors will amend ASA rules, as necessary, to provide rules appropriate to the league play.

 

F.                  The President and Treasurer may expend league funds as necessary. The Board of Directors must approve all purchases of $500.00 or more. All committee chairpersons responsible for league expenditures may only expend their budgeted amount. The Board of Directors must approve any additional expenditure by committee chairpersons.

 

Article 7 – Duties of the Board of Directors

 

A.                 All Board of Directors shall have served on the general Board of COGFS the previous year and have a relative playing during their term year. If the person interested in serving on the Board of Directors does not have a relative laying during their term year, then they will need a unanimous vote of the current Board of Directors to be placed on the ballot for the next year. There will then be the vote of the general membership for their position, and if voted in by the general membership, shall serve on the Board of Directors for the next year. The only exception to this will be the Past President, who will serve on the general Board in an Advisory Position for the term year following their Presidency.

 

B.                 All Board of Directors shall have board insurance, with an appropriate company, for their actions as such board member.

 

President

 

1.                  Shall act as Chairperson for all BOD, membership, special and annual general meetings.

 

2.                  Shall be responsible for coordinating activities of COGFS, promoting youth fast pitch softball, and performing general administrative duties concerning COGFS.

 

3.                  Shall cast a deciding vote at BOD, membership and special and annual meeting in case of a tie breaker.

 

4.                  Shall not initiate motions before the board or membership and is responsible for the board agenda and board packets.

 

5.                  Is responsible for all league assets.

 

6.                  Shall countersign checks for expenditures of funds from the league treasury.

 

7.                  Shall be the liaison with the governing body.

 

8.                  Shall be responsible for all volunteer personnel and shall handle all charges of misconduct and procedures for any disciplinary action in relation to the volunteer personnel, in conjunction with the Vice President.

 

9.                  Will create a yearly calendar with league dates.

 

10.              Will prepare an agenda for all board meeting, special events, with input from fellow board members.

 

11.              Will be the main contact with the City, ASA, and the commissioner.

 

12.              Will appoint the following positions, with input from the elected board: Umpire in Chief, Safety Coordinator and chairpersons.

 

Vice President

 

1.                  Will be the person to oversee all chairpersons and their activities and will be the main contact for persons for the chairs.

 

2.                  Will attend all staff meetings and will work with the President regarding the staff, and any issues that may arise.

 

3.                  Will fill in where help is needed.

 

4.                  Is the next in command and will run matters if the President is not in attendance, or is unavailable.

 

5.                  Will be fair with the best interest of all involved.

 

Player Agent

 

1.                  Will prepare flyers, have them copied and mailed and/or distributed to players and schools.

 

2.                  Will be in charge of registering players for league and tournaments, with the help of the secretary.

 

3.                  Will set times for evaluations, and create a format for all evaluations, along with the President.

 

4.                  Will be the only person responsible for the evaluation scores, and will keep all sheets until after the team draw.

 

5.                  Will be in charge of player draw along with the President with the BOD input, as necessary.

 

6.                  Will be the players advocate and will hear all concerns regarding players, bringing in the President, as necessary.

 

7.                  Will attend all meetings pertaining to teams.

 

Treasurer

 

1.                  Will submit a monthly financial report for all league assets.

 

2.                  Will keep a report or list of all sponsors and donations.

 

3.                  Will report and collect all past due monies with the help of the Vice President, if needed.

 

4.                  Will keep a record of delinquent registrants, and will keep a list of registrants who need to pay on a cash only basis.

 

5.                  Will check the Post Office box for mail.

 

6.                  Will be a signer on the league bank account and will be responsible for making all deposits.

 

7.                  Will be responsible for paying all vendors and/or accounts with a league check.

 

Secretary

 

1.                  Will take all minutes at monthly and special board meetings.

 

2.                  Will have minutes typed and available seven (7) days after meeting and will distribute copies to each BOD member to review.

 

3.                  Will have copies of the minutes from the previous meeting available at each monthly board meeting to approve.

 

4.                  Will keep an attendance sheet at all board meetings.

 

5.                  Will schedule and obtain field permits along with the President’s help.

 

6.                  Will help in obtaining meeting and ceremony sites with the President’s help.

 

7.                  Will notify all board members in advance of appropriate meetings that require their attendance.

 

8.                  Will create a phone list of the Board of Directors and chairpersons to include home phone, work, cell and e-mail addresses.

 

9.                  Will create and distribute all memos, notices, and warnings, with the President’s help.

 

10.              Will help keep the bulletin board posted with current information and reminders.

 

 

 

Umpire in Chief

 

1.                  Will obtain and schedule umpires for all games, as needed.

 

2.                  Will schedule all umpire clinics.

 

3.                  Will be in charge of registering all umpires.

 

4.                  Will create a list of all umpires to include phone numbers and give copies to the President and Vice President.

 

5.                  Will be in charge of all umpires.

 

6.                  Will keep record of games to be paid to the umpires.

 

7.                  Will create a game schedule for the season.

 

8.                  Will have pitching outs posted weekly.

 

9.                  Will handle all requests of games needed to be rescheduled and will obtain the opinion of the BOD, if necessary, regarding rescheduling.

 

10.              Will reschedule all rain make up games.

 

11.              Will hear all protests.

 

12.              Will help give the rules meeting, in conjunction with the President and Player Agent.

 

Safety Coordinator

 

1.                  Will be responsible for handing out all safety kits for the Spring, Fall and Travel teams.

 

2.                  Will have first aid kits restocked at all times for all fields.

 

3.                  Will have ice packs made and available.

 

4.                  Will give a presentation at the rules meeting on safety rules.

 

5.                  Will be in charge of distributing the accident report forms and will be the person to turn said forms into. Will make sure that a doctor’s release is received upon a player return, if necessary.

 

6.                  Will be the person to fill out the Accident Report for the Liability Insurance Company, if necessary.

 

7.                  Will check playing fields for safe playing conditions and will report all unsafe conditions to the President and/or Vice President.

 

8.                  Will be responsible for collecting all first aid kits at the end of the season.

 

9.                  Will schedule all practice sites for the league and tournament teams.

 

10.              Will update the practice schedule and post a copy at the field and give to the Web Master for posting on the web site.