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White Bear Area Fastpitch Softball Association
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Association Bylaws
ARTICLE I: NAME The name of the association is the "White Bear Area Fastpitch Softball Association", hereinafter referred to as "WBAFSA" or the "association." ARTICLE II: MISSION The association is a non-profit organization established to foster the girls fastpitch softball program in the White Bear area (Independent School District 624, which will include all or portions of the communities of White Bear Lake, Hugo, Centerville, Lino Lakes, North Oaks, White Bear Township, Vadnais Heights, Gem Lake, Maplewood, Mahtomedi, Birchwood, and Dellwood). The association exists to fulfill the girls fastpitch softball needs of the community and is the primary advocate of the traveling program. The association supports good sportsmanship and the sound development of softball fundamentals within the community to ensure that girls participating in the program will have a positive and rewarding experience that will maximize personal and team growth. The association requires quality coaching and provides an atmosphere for learning softball skills for both coaches and players. The association sponsors membership in appropriate leagues to encourage quality competition. ARTICLE III: OBJECTIVES The objectives of the association are: a. To encourage, promote, and support girls fastpitch softball in the White Bear area. b. To provide fundamental development for both coaches and players through teaching and training of sound softball skills by sponsoring clinics, practices, scrimmages, camps and coaches certification. c. To organize girls fastpitch softball teams representing the White Bear area in league and tournament play for all age groups. d. To be a booster organization for all girls fastpitch softball programs in the White Bear area. e. To cooperate and work closely with the Recreation Departments and School Athletic Departments to promote girls fastpitch softball programs in the area. ARTICLE IV: TEAM SELECTION AND ELIGIBILITY a. Teams will be selected by coaches in the association. The number of teams sponsored will depend on the level of interest and the availability of qualified coaches. The teams must follow the classification system, rules, and requirements of the Minnesota Sports Federation (MSF). b. A player on any WBAFSA team must be a member of the association. Any player from outside the association added to a post season roster must receive prior permission from a majority of the Executive Board, and fulfill all WBAFSA membership requirements.. Player assessment rules are the guidelines set for the coaches to use to determine who participates on a team. A player must comply with WBAFSA, League and MSF rules for rosters. A player who chooses to play for a team outside of the WBAFSA and lives or attends school in the White Bear area must have a waiver in accordance with WBAFSA, League, and MSF guidelines. c. The intent of the association is not to interfere with other seasonal sports. ARTICLE V. MEMBERSHIP a. Any individual who supports the objectives of this association may become a member, subject only to compliance with the provisions of the by-laws. Membership in this association will be available without regard to race, religion, color, sex, age, marital status, national origin, or handicap. b. Membership in the association shall be on an annual basis. Any player may be admitted to membership at the annual WBAFSA registration. Membership may be granted only after completing a registration form and submitting the required registration fee of $25.00 per player. c. Players who are selected for a WBAFSA team and their parents then become members of the association when the annual association and participation fees are paid. d. The participation fee will include the annual player membership fee plus enough to cover other expenses such as league fees, uniforms, equipment, tournaments, insurance, etc. The participation fee for each player will be determined annually by recommendation of the Treasurer to the Executive Board. Supplemental fees may be charged by a team if they wish to do something extra. Financial hardship cases will be considered and grants may be awarded at the discretion of a majority of the Executive Board. e. Only members of the association shall be eligible to vote and participate in business meetings, or serve in any elective or appointed position. Only one vote is allowed per family at association meetings. f. Coaches who do not have a daughter as a member of the association must complete a registration form but need not pay the registration fee or participation fee to be considered a voting member. g. A player may not maintain dual membership and/or participate for another fastpitch association that competes against the WBAFSA. ARTICLE VI. EXECUTIVE BOARD, COMMITTEES, AND ELECTIONS: SECTION 1 - EXECUTIVE BOARD Leading our association is a seven member Executive Board. Each position holder must be a member of the association and be elected by ballot of the membership. If an Executive Board member has to be removed because of improper conduct a majority vote of the Executive Board is required. For the purpose of Executive Board continuity in odd years the following positions will be elected: Vice President, Treasurer, Publicity/Tournament Director, and Equipment Director. Even year elections will be held for the President, Secretary, and Finance Director. All positions will be a two year term, and no individual can serve more than two consecutive terms in the same office. The requirements of each position is described as follows: PRESIDENT: (EVEN YEARS) If the President's daughter is no longer a member of the association during this term, the position is elected with the knowledge of that possibility and the President has the right to remain in office. The President shall:
VICE PRESIDENT: (ODD YEARS) The Vice-President shall:
SECRETARY: (EVEN YEARS) The Secretary shall:
TREASURER: (ODD YEARS) The Treasurer shall:
FINANCE DIRECTOR: (EVEN YEARS) The Finance Director shall:
PUBLICITY/TOURNAMENT DIRECTOR: (ODD YEARS) The Publicity/Tournament Director shall:
EQUIPMENT DIRECTOR: (ODD YEARS) The Equipment Director shall:
SECTION 2 - COMMITTEES The association shall have the following standing committees for the purposes stated and to assist in the operation of the association. Members of the committees must be members of the association unless requested to be a member of the committee by the Executive Board. PLAYER ASSESSMENT COMMITTEE: The Player Assessment Committee shall consist of 3 to 5 people and chaired by the Vice President. The specific player assessment rules have been established and may only be amended with the approval of a majority of the Executive Board. COACHES RECRUITMENT AND SELECTION COMMITTEE The Coaches Recruitment and Selection Committee shall consist of 3 to 5 people, and chaired by the President No other board members can be selected to this committee as they are responsible for handling the concerns of the membership during the player assessment and team selection process. All prospective coaches must apply to this committee on a form to be established by the committee. Coaches will be selected based on the application, an interview, and player/parent evaluations of previous years experience. Coaches will be evaluated by this committee at the end of the season with parents and players input. This committee shall also recruit coaches for new teams when no one applies. All coaches will be required to attend a coaches clinic for certification. FUNDRAISING COMMITTEE The Fundraising Committee shall be chaired by the Finance Director with at least two other appointed members of the association. The committee shall be responsible for formulating plans to raise the necessary funds to run the association. This shall include the planning of special events, working with the Tournament Director for fundraising during our tournament, and other fundraising efforts. All sales of merchandise as well as other special projects developed to raise funds such as candy or pizza sales must first be approved by the association at a regular meeting. PUBLICITY COMMITTEE The Publicity Committee is chaired by the Publicity/Tournament Director with at least two other appointed members of the association. The committee shall be responsible for getting information out to the community concerning the association, meetings, player assessment, special events, and other items of interest to promote and publicize the activities of the association. EQUIPMENT COMMITTEE The Equipment Committee will be chaired by the Equipment Director with at least two other appointed members of the association. The committee shall be responsible for maintaining the equipment inventory of the association. This will include obtaining storage space, repairing all equipment, planning for replacement of old and unusable equipment, developing specifications and obtaining bids for new equipment and uniforms, and insuring equipment. FIELDS AND UMPIRES COMMITTEE The Fields and Umpires Committee will be chaired by the Secretary with at least two other appointed members of the association. The committee shall be responsible for procuring fields and insure they are properly prepared and maintained. The committee will also work with the leagues to insure that umpires are available, and insure that properly trained umpires are available when not provided by the leagues. SECTION 3 - ELECTIONS The members of the Executive Board shall be elected by a secret ballot at the annual meeting of the association. There is only one vote per family and no family may hold more than one office during a given year. The top vote getters for each elected position will assume office immediately. The ballot will list the positions and the vote will be for each Executive Board position. With consultation of the other Executive Board members, the President shall appoint within 30 days someone to fill a vacancy that may occur during his/her term of office. Filling an unexpired term shall be considered a term in office. ARTICLE VII ADVISORS The varsity softball coaches at White Bear Lake Area High School may be considered advisors to the association. The responsibility of the advisors shall be to assure consistency between the goals of the association and that of the varsity program. Advisors are considered voting members and need not pay the general membership fees. The membership of the association may vote for additional friends of the association to become advisors, this is done with the intent to improve the association. ARTICLE VIII MEETINGS a. The annual meeting of the association shall be held in October or November depending on the date set by the President. The purpose of this meeting shall be to discuss the past season, identify improvements needed for the upcoming year, and as the last agenda item will be to elect new Executive Board positions. Members elected at the annual meeting shall assume their office immediately. b. Regular meetings of the association shall be held at least six times per year, this includes the annual meeting. These meetings will be used to discuss the ongoing activities of the association. Any member of the association can request to have a relevant topic placed on the agenda in advance of a scheduled meeting. Topics should be presented to the Secratary or President at least seven days in advance of the meeting. c. All meetings shall be given prior notice in the local newspapers. The Secretary should also notify as many members as possible by any means. d. Coaches are encouraged to attend all of the association meetings. In addition there may be a special coaches meeting scheduled by the Executive Board. ARTICLE IX COACH/PLAYER/PARENT CONDUCT COACH The coaches first responsibility is to the players. When the team is selected the coach will promptly notify each player on the team. The coach may ask any parent to become an assistant coach, but he retains all responsibility for the team. The coach is responsible to set practices, scrimmages, tournaments, as required to insure a successful season. The Coaches objective will be to help all players learn the fundamentals of fastpitch softball and develop to their fullest potential. This will require players to practice often and require playing time in league games at 10 & Under, 12 & Under, and 14 & Under to be equally split among all players. Coaches must act responsibly and carry on the traditions of good sportsmanship. Failure to follow these guidelines may result in removal of a coach. PLAYER The players first responsibility is to the team, she must attend practice to play, and follow the rules of the team. Players should be reminded that they represent our community and should do so with pride and good sportsmanship. PARENTS Parents should ensure that their daughters are on time for practices and games, unless there is a valid excuse. Parents should attend all games if possible, and exhibit good sportsmanship. Parents who exhibit flagrants unsportsmanlike conduct toward umpires, coaches, players, or other parents will be required to stay away from games. CODE OF CONDUCT Handling of questions, concerns and problems will always be first done on the team level. There must be an interaction between the player/parent and the coach before the situation can be raised to board level. The Executive Board will consider those situations brought to their attention and will handle disputes and take corrective action. If a problem can not be solved on the team level, a written request for action shall be signed by the coach, player and/or parent and be delivered to the Secretary of the association, and copies of the request will be distributed to all parties involved. The President of the association (with board approval) must meet with the concerned parties and provide a written response to the coach, player and parent within five working days to resolve the conflict. ARTICLE X FUNDING The WBAFSA receives funds and donations from outside sources as determined by the Fundraising Committee. In addition a participation fee will be assessed to all players. The participation fee will include the annual player membership fee plus enough to cover other expenses such as league fees, uniforms, equipment, tournaments, insurance, etc. All funds and donations must go directly to the WBAFSA. Once a specific source of funds has donated the sponsor fee, a team can choose to ask that sponsor for additional funds. This is done to insure that our sponsors first donate to the association. The Executive Board must grant approval for any other funds given to a team from a possible sponsor. Funds from a friend of a team member can be paid directly to that team, but the team cannot interfere with association fundraising. ARTICLE XI MISCELLANEOUS SECTION 1 - INSPECTION OF RECORDS The accounts, books, and records of the association shall be open to inspection by association members by request, and shall be presented to the membership by request. SECTION 2 - PARLIAMENTARY PROCEDURE Roberts Rules of Order shall be the parliamentary authority on and shall govern deliberations of meetings except where they may be modified by the recommendation of the President and the approval of a majority of association members present. SECTION 3 - UNIFORMS The association will provide the jersey and socks for the players use as part of the participation fee, additional elements of the uniforms are left up to each team, but the association can request a team not wear a uniform that does not present WBAFSA players in a positive manner. The association will recommend and assist in quantity discount buying of all uniforms. The WBAFSA must insist that all teams comply with ASA, MSF, League, and Association uniform guidelines and regulations. SECTION 4 - HOLD HARMLESS Everyone participating in the development of youth softball through the WBAFSA shall act in a responsible and appropriate manner. In the event of a loss or damage to property or causes of action resulting in injury of any person, it shall be the policy of the WBAFSA that all officials involved in the action whether board members or volunteers assisting shall be held harmless provided the action taken was made with the exercise of usual judgment and care, under circumstances then prevailing which people of prudence, discretion and intelligence exercise in their own affairs. ARTICLE XII AMENDMENTS TO BY-LAWS These by-laws may be amended by a 2/3 (at least 12 votes for) majority vote of the members present at the annual meeting or general membership meeting provided that the meeting notice contains the proposal that the by-laws will be amended. A quorum of at least 18 voting members is required to vote on by-laws changes. By-laws shall be reviewed on an annual basis. WHITE BEAR AREA FASTPITCH SOFTBALL ASSOCIATION BY-LAWS INFORMATION I. PROPOSED BY-LAWS II. BY-LAWS III. TRI-COUNTY BY-LAWS IV. MSF GUIDELINES
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