IVGSL Bylaws

Article I General

  1. Name- The organization shall be known as Imperial Valley Girls Softball League; hereinafter referred to as “IVGSL” and/or “The League,” a non-profit organization.

  2. Principal Office- The principal office of IVGSL shall be in the City of El Centro,California. The physical address for the IVGSL office is at 1997 Orange Avenue, El Centro, commonly referred to as Debbie Pittman Field. The mailing address for the IVGSL will be P.O. Box 4324, El Centro, CA 92243.

  3. Purpose- The purpose of the IVGSL shall be to promote and operate a fast pitch softball program for youths and that resides within any city location in or near Imperial County, California.

  4. Mission Statement- IVGSL is a youth fast pitch softball organization intended to teach young women the sport of softball while simultaneously building self-confidence, work ethic, team spirit, and overall self-worth.

Article II Membership

  1. General Membership- A General Membership voting member shall be an adult at least eighteen (18) years of age and who is active in the IVGSL as a registered parent or guardian of a players(s), a Board Member, Manager and Coach or Volunteer. Each voting member shall have only one (1) vote regardless of the number of titles they hold or the number of children they have in IVGSL. A member must be present at the General Election meeting in May to cast a vote. There is no voting by proxy.
  2. Board Membership -The elected positions of the IVGSL Board Members including the following positions. Each position is open for election annually and each position shall be filled separately. All Board Members must pass a USA Softball (hereinafter referred to as “USA”) background check. Board Members may be referred to as “The Board” hereinafter. (Members with an asterisk (*) are considered to be the Executive Board).
    1. President
    2. Vice President
    3. Treasurer
    4. Secretary
    5. Umpire in Chief (UIC)
    6. Equipment Manager
    7. Snack Bar Manager
    8. Webmaster
    9. Player Agents
    10. League Registrar
    11. Director of Fundraising
    12. Director of Field Maintenance
    13. Director of Clinics & Training
  3. Board Member Responsibility- Board Members are solely responsible for conducting the operation of the IVGSL. The Board shall establish policies and procedure to implement these Bylaws and to govern the day to day operation of IVGSL. Any policy, procedure or their action established by the Board must not violate any provision of any article of these Bylaws. The Board shall employ outside services as they deem necessary. Such services may include consultants, legal services, accounting services and umpires. It is the responsibility of all Board Members to participate in all league functions throughout their entire elected term.
  4. Term of Office -The term of office for all Board Members shall be one year; July 1 to June 30.
  5. Vacancies -The Secretary shall notify the Board of vacancies. Vacancies on the Board shell be filled upon nomination by a Board Member of the IVGSL by a majority vote of the Board Members. Newly appointed Board Member shall serve for the remainder of the term in which they were elected.
  6. Resignations- If a Board Member is resigning from their positions, a written resignation should be submitted to the Executive Board. Until a written resignation is received by the Executive Board, the position will remain occupied by the elected Board Member.
  7. Removal -A Board Member may be removed from the Board and forfeit their position for failing to carry out expected duties or conduct detrimental to the IVGSL. To remove a Board Member, a written complaint must be presented to the Board. The complaint will be reviewed and investigated by the Executive Board. If sufficient justification exists, a hearing before the full Board will be held. All parties involved may be present at the hearing. Board Members named in the complaint shall abstain from noting. A vote of twothirds (2/3) of all Board members is required for the dismal of a Board Member to be approved. Any vacancies credited by such removal may be filled as outlined in Article V, Section C.
  8. Attendance -Any Board Member, who misses three (3) consecutive meetings of the Board, either regular or special, without contacting the President and Vice President prior to the meeting, shall be deemed to have resigned, subject to acceptance of the resignation of the Board. Any vacancies credited by such resignation may be filled as outlined in Article V, Section C.

Article III Duties of the Board Members

  1. President- Presides over board meetings, establishes committees, has general supervision of the League. It is required that any candidates for this position, have served on the outgoing IVGSL Board to be eligible. (Should no current, eligible Board Members elect to run for this position, and then it shall be open to the public). This is a non-voting position with the exceptions of a tie vote or in the case the President makes the quorum. Attends USA Softball and City of El Centro Meetings as required.
  2. Vice President - In absence of the President, the Vice President shall perform the duties of the president as outlined in Article II, Section A. Additionally, the Vice President plans and organizes Opening and Closing Day ceremonies. Plans and arranges for practice and game fields. Submits to the Board the practice and game schedule two weeks prior to the start of the season. Organizes field availability and services as the point of contact for the Player Reps. Attends USA Softball and City of El Centro meetings as required. Performs other duties as required from time to time which may be prescribed by the Board.
  3. Treasurer - Keeps a financial record of all bank deposits, checks written, receipts and disbursements. Provides an annual budget projection report at the beginning of the year (prior to Spring Season) and presents updated financial reports at each board meeting or as requested by the Board. Maintains the League EIN, 501C3 and supplies to sponsors upon request for tax reporting purposes. Arranges an annual audit of the IVGSL financials. If requested, must provide copies of all financial related documents in her possession within 24 hours. Works with a Board designated CPA to prepare and submit taxes and all required reports for our organization. Attend USA Softball meetings as required. The Treasurer also seeks bids for work as it relates to pictures, awards, uniforms and any other items as directed by the Board. Performs other duties as required from time to time which may be prescribed by the Board.
  4. Secretary - Records and distributes board meeting minutes. Arranges board meeting schedule and location. Notifies memes of upcoming meetings. Maintains league correspondence. Contacts local schools, newspaper, radio and television to announce League events. Responsible for disclosing to the Executive Board and the remaining Board as needed, all disciplinary actions and concerns filed against any individual brought before the Board. Maintains all completed concern forms and all discipline actions. Maintains master league insurance policy. Performs discipline actions. Maintains master league insurance policy. Performs other duties as needed from time to time which may be prescribed by the Board.
  5. Umpire in Chief (UIC) - Responsible for obtaining and assignment of the registered umpires at all league games for spring and fall. Assures that umpires are familiar with League rules. Receives written protests (forms a committee for all pretest/concern forms) to decide outcome. Acts as a liaison between IVGSL and umpires. Performs other duties as needed from time to time which may be prescribed by the Board.
  6. Equipment Manager - Coordinates purchases, maintains and controls all equipment. Maintains a check out list of all equipment during the season and is responsible for checking in all equipment at the end of the season. Maintains an inventory of all equipment and presents this to the Board twice a year, prior to the start of spring and fall listing all equipment that will need to be repaired and/or replaced prior to the season starting (giving the Board 2 bids for such repairs and/or replacements). Performs other duties as required from time to time which may be prescribed by the Board.
  7. Snack Bar Manager- Coordinates purchasing supplies for snack bar and scheduling Board Members to work throughout the season. Determines opening the closing duties for Board Members, parents and volunteers. Advises the Board of budget needs prior to the start of the spring and fall seasons. Performs other duties as required from time to time which may be prescribed by the Board.
  8. Webmaster - Oversees and maintains the League webs site/ social media following the Leagues designated branding format. Posts information about upcoming events and other notifications as requested. Performs other duties as required from time to time which may be prescribed by the Board.
  9. Player Agents - Five (5) Positions - One for each division: 6U, 8U, 10U, 12U, and 14U. Is the liaison between coaches, players and the Board if issues arise. Organizes draft and oversees the drafting of players. Confidentially maintains the waiting list helps recruit players when needed. Creates flyers for player’s evaluations and coaches draft night. Holds a coaches meeting prior to the start of the season. Maintains review and submits to the Executive Board all scholarship applications. Attends USA Softball meeting as required. Performs other duties as required from time to time which may be prescribed by the Board.
  10. League Registrar - Oversees and organizes all aspects of registration for both seasons. Works with the Treasurer to analyze cost and revenue from previous seasons to propose registration pricing. Proposes registration pricing, time frame and all procedures to the Board at least weeks prior to opening of registration. Keeps the Treasurer and Board posted of all registration status a minimum of at least once every two weeks during registration. Registers all players and volunteers with USA Softball and insurance in accordance with USA softball instructions. Responsible for placing uniforms orders with the selected vendor(s). Organizes wish up event and advertising with all other Board Members.
  11. Director of Fundraising - Organizes all fundraising including raffles, BBQ ticket sales, sponsorship and any other League events to general revenue outside registration. Will organize a subcommittee to assist in all fundraising and will work with Treasurer to accurately account for all income and expenses and will report to Board at every available meeting of the committee status and plans.
  12. Director of Field and Maintenance - Will work with coaches to ensure the field is properly cared for, dragged, water and manicured properly after every game or practice. Will organize work days as required to assist in improvements and/or maintenance as required or as the budget allows.
  13. Director of Clinics and Training - Will be responsible for setting up and hosting clinics for improvement of plays and coaches skill set. Will maintain a schedule and list of available volunteers and organizations to assist in conducting such training. Will present plans and results to the board at any available meeting.

Article IV Special Committees

  1. The Board may establish special committees as necessary. Actions of these special committees are subject to approval of the Board. Each special committee shall consist of at least three (3) Board Members with one Board member serving as the Chairperson. Other committee members can be any General Membership participant over the age of 18. A Board Member cannot service on more than two (2) special committees at one time. Some examples of Special Committees are:

    1. All-Star
    2. Fund Raising
    3. Tournament
    4. Draft
    5. Conduct and Rules

Article V. Meetings

  1. Annual Meeting -A Regular annual meeting of the League shall be held at a place, date and time to be schedule by the Board. The primary order of business at the Annual Meeting shall be to meet the requirement of the 501C3 Charger.
  2. Regular Meetings -The Board shall meeting monthly at a place, date and time to be scheduled by the Board. Agenda for this meeting will be initiated by the President with all other Board Members contributing.
  3. Special Meetings - Special meetings of the League may be called by any member of the Board. The agenda for this meeting will be developed by the Board Member whom initiated the meeting with other members contributing as needed.
  4. Quorum- A quorum for any regular or special meeting shall be one half (1/2) plus one member or 51% of the current Board.
  5. Parliament Authority - "Robert's Rules of Order, Newly Revised" shall be the parliamentary guide at all meeting on all questions of produce not specially cover by these Bylaws.
  6. Meeting Agenda- Every regular or special meeting shall use the following agenda format:
    1. Call to order- presiding President
    2. Roll Call - by the Secretary
    3. Review of the minutes from the previous meeting - by the Secretary. Followed by the necessary questions and a vote for acceptance of the minutes
    4. Treasurer's Report- by the Treasurer
    5. Reports of Committees
    6. Old Business
    7. New Business
    8. Adjournment
    9. Closed Sessions - if required

Article VI - Elections

  1. Nominations - Nominations must be submitted in wiring or via email to the League Secretary no later than 10 calendar days before the elections. The Secretary will ten contact the nominees to confirm their nominations. Only confirmed nominees will be placed on the ballot. There will be not write in nominees allowed.
  2. Elections - Ballots will be available the day of the elections. All General Members should have one (1) ballot to vote for the election of new officers. Ballots will be collected for a predetermined amount of time at which the close the elections the ballots will be immediately counted by the Secretary and Treasurer and the result will be announced. In the event of a tie, a subsequent voting session will take place immediately following the announcement of the tie.

Article VII - Financial Audits

  1. Fiscal Audit- The IVGSL fiscal year shall be July 1 -June 30. June of each year an audit will be conducted of IVGSL's finances in preparation for the new Board taking office. The result of the audit will be presented at the first meeting of the new Board taking office. The results of the audit will not prevent the incoming Board from taking office. The auditor shall be a person outside of the Executive Board.
  2. Routine Audits -At any time, a Board or General Member can request an audit by conducted of IVGSL's finances. If requested, the Treasure will have 5 business days to present all documentation for audit.

Article VIII - Sponsors

  1. All sponsors shall be presented to the Board for approval. Sponsor fees will be retained by the League's general fund with the exception of sponsorships received for All Stars, snack bar or other specified use.

Article IX -Sportsmanship and Code of Conduct

  1. Standards -Good sportsmanship and personal conduct standards are essential to the proper operation of IVGSL. Every person associated with IVGSL is required to demonstrate a high degree of sportsmanship and personal conduct. The Board has the responsibility to enforce high standards of sportsmanship and personal conduct. These standards apply to everyone associated with IVGSL including elected Board Members, managers, coaches, parents, players, spectators and anyone else present at an IVGSL game, practice or other League sanctioned event. IVGSL participants must also follow the USA Softball Code of Ethics.
  2. Sanctions- The IVGSL Board is empowered to enforce the above mentioned standards and if necessary, issue sanctions to people who violate the standards of sportsmanship and personal conduct. This sanctions the Board may take are verbal band written warnings, removal from leadership positions within the Board or on a team, suspension from active participate in IVGSL activities, restrictions from IVGSL playing fields and other League use sites, and/or other actions deemed appropriate. In more sever instances, the IVGSL Board may refer the circumstances to USA Softball officials for additional actions.

Article X - Rules

  1. Playing Rules and regulations will be the Official Softball Rules of USA Softball for the year the games are played. The Board shall provide supplemental playing rules to meet the needs of the league.

Article XI - Background Checks

  1. All volunteers over the age of 18 including managers, coaches, team moms and Board Members are subject to ground checks performed by USA Softball. A completed volunteer form is required on all volunteers prior to the start of every season. Volunteers may be allowed to participate in Leagues functions once the necessary background checks have been approved and returned rom USA Softball. Volunteers have the ability to deal directly with USA Softball to perform this check; however they must present a valid USA Softball background card prior to being permitted to participate in any League function. All volunteers must have their USA Softball Identification card Car visible while they are one the field with players or having direct contact with player.

Article XII - Amendments to Bylaws

  1. Bylaws may be amended at any regular or special meeting by a two-thirds (2/3) vote. The proposed change should be submitted to the Secretary. The Secretary will provide the Board with a seven (7) days advance notice of the regular or special meeting date. The person proposing the change must provide any and all supporting documentation to the Secretary for distribution a minimum of five (5) days before the meeting date. The Secretary will distribute the information to the remainder of the Board. If documentation is not received by the Secretary, revisions of the Bylaws will not be discussed at eh regular or special meeting.