GVSA By-Laws

Constitution and By-laws of the

Gallatin Valley Amateur Softball Association

Updated April 14, 2008

Article I - Name

The name of this Association shall be the Gallatin Valley Amateur Softball Association, hereinafter referred to as the GVSA.

Article II - Objective

1. The objective of this Association shall be to foster, develop, promote and regulate amateur softball in the Gallatin Valley.

2. These objectives must have the proper safeguards in accordance with the spirit of true sportsmanship, encouraging the unification of all eligible teams, organizations and groups.

3. The Association will organize league play for Men’s, Women’s and Co-ed leagues. They will also organize and provide awards for the annual District #7 Tournament.

4. All of the above under affiliation with the Amateur Softball Association of Montana and the Amateur Softball Association of America.

Article III - Membership

1. Membership of the Association is open to all individuals in the Gallatin Valley area who shall agree to be governed by the rules of the GVSA, the Amateur Softball Association of Montana and the Amateur Softball Association of America (ASA).

a. A playing member of GVSA shall be any player of a registered team in good standing in District #7.

b. No playing member may play with a non-sanctioned team or in a non-sanctioned tournament as governed by the Amateur Softball Association of America rules.

c. The eligibility rules of the ASA shall govern all players of the GVSA.

2. Team registration and rosters - A team becomes registered by paying their team fees after the annual spring registration meeting.

a. The GVSA requires one copy typed or printed, with signatures of the ASA team roster.

b. Any team fee not in by the registration deadline will not be scheduled for league play.

c. Additions or deletions to the roster must be filed prior to June 20^th made through the District Commissioner.

d. All player fees and final rosters will be due by the first Friday in June.

Article IV - Board of Directors

1. The office of this organization shall be administered by a President and a Board of Directors. Each league (Men’s, Women’s and Co-ed) shall have one representative to serve on the Board of Directors. The Board of Directors shall consist of the President, Vice President, Secretary, Treasurer, District Commissioner, Umpire in Chief and the League Representatives. The President, Vice President, Treasurer, Secretary and League Representatives shall be elected by ballot at the Spring Organizational Meeting. Each position will serve a 3 year term. If a board member resigns from the board before their term is up, the replacement serves the rest of the original term before re-election.

a. Non-voting member - The District Commissioner shall be recommended by a majority vote of the Board of Directors to the State Commissioner. The Umpire in Chief shall be appointed by the District Commissioner. The DC is not a voting member, with the exception of a tie vote, in which the DC will act as tie breaker.

b. At Board meetings, 50% of the filled Board of Directors positions will constitute a quorum. A quorum must be present to vote on amendments to the By-laws and Constitution and other general business requiring a vote.

c. Voting Proxy’s – If a Board Member cannot attend the Board Meeting, his or her proxy may be given to someone who is attending. A proxy can be used only for voting on any and all business conducted at that meeting, but it cannot be used to make, second or to amend a motion. Only the first 2 proxy’s will be accepted via: Hand-delivered, email, fax or mailed to the one of the following: President, Vice President, Secretary or Treasurer.

2. Conflict of Interest –

a. It is recognized that from time to time a conflict of interest or the appearance of a conflict of interest may arise involving a particular board member.

b. It is the responsibility of each board member to recognize potential conflicts of interest and immediately discuss that issue with the board.

c. Conflicts of interest include, but may not be limited to the following instances:

1. A Board member’s participation as a team member or manager of the team being discussed.

2. Potential personal conflicts between a board member and a team/player being discussed.

3. A Board member’s interest in a team or sponsor that may create the appearance of a conflict or as being ‘self serving’.

In these situations that may come before the Board for discussion, any board member with a conflict or potential conflict of interest shall immediately remove themselves from all discussion and/or voting on the issue. If there is a question as to whether a board member has a potential conflict of interest and the member refuses to remove himself or herself from the discussion and/or voting, the board shall immediately cease all discussion of the issue and vote to remove the member from the issue. In this instance, the member shall be removed from discussion or voting upon a majority vote of the board indication a potential or actual conflict of interest.

If after the board member is removed, the board is left without a quorum, a quorum shall continue to exist for purposes of a vote on that issue only. The removed member shall return to the discussion and voting immediately after discussion or vote of the conflicted issue is complete.

3. An individual elected to an office in the GVSA will be allowed to hold only one position with the league at a time. An officer may not hold any other position within the league that would be directly responsible to the Board of Directors. Exceptions: Concessions, Grounds Crew, and Umpires.

4. The following constitutes the Board of Directors:

a. President – The President shall be responsible for the supervision, regulating, development and promotion of amateur softball play within the Gallatin Valley area.

b. Vice President - The VP shall be responsible for the schedule of league events and games. The VP will work in conjunction with the President in maintaining relations with the city and other organizations. The VP shall be responsible for the maintenance of the infields and decisions concerning cancellation of games.

c. Secretary - The Secretary shall take minutes of all league meetings. The Secretary shall also make available to board members and members of the league in good standing any information available concerning the governance of the Gallatin Valley Amateur Softball Association.

d. Treasurer - The Treasurer shall receive and disburse all monies belonging to the Association. The Treasurer shall keep proper bank accounts of all such receipts and disbursements and shall furnish the Board of Directors of any and all such accounts upon demand.

e. League Representatives - Each league shall have one League Representative to serve on the Board of Directors. Exception: Coed D has two (2) reps due to the overwhelming number of coed teams.

f. District Commissioner - The DC shall be responsible for the supervision regulating, development and promotion of amateur softball within his/her district and shall be responsible for the enforcement of these rules and regulations and the rules and regulations of the Amateur Softball Association of America.

g. Umpire in Chief - The Umpire in Chief shall be responsible for recruiting, training, and scheduling umpires for the GVSA season.

Article V - League Meetings

1. The league will hold at least two (2) annual league meetings. A 51% of attending managers or team representatives is needed to approve any issues brought before the general membership.

February - A general organizational meeting will be held with election of Board of Directors.

March - Team registration meeting and collection of team fees.

April – Collection of team Fees

Article VI - Amendments

This Constitution and By-laws may be amended by a majority vote of the Board of Directors

Addendum A

Job Descriptions

The following are job descriptions for each of the Board of Directors positions.

President

Reports to: Gallatin Valley Softball Association (GVSA) Board

General Responsibilities: The President shall be responsible for the supervision, regulating, development and promotion of amateur softball play within the Gallatin Valley area.

Specific Responsibilities:

· Organizes and preside over all league meetings

· Organizes and preside over all meetings of the GVSA Board of Directors

· Serve as the liaison to the city and other organizations and will work to maintain a strong, positive relationship with the city and other organizations.

· Maintain contracts for tournaments and field maintenance crew.

· Over see tournaments held at the complex.

· Assist with the preparation of the team packets.

· Assist with monitoring of field conditions in case of rain out cancellations

· Acts as one of the signors for the checking account

Vice President

Reports to: Gallatin Valley Softball Association (GVSA) Board

General Responsibilities: This position is primarily responsible for maintaining the schedule and stats for the league.

Specific Responsibilities:

· Attend all board and relevant committee meetings. 

· Schedule the entire season of games for all leagues.

· Assist with the preparation of the team packets.

· Schedule and maintain the make-up game schedule.

· Maintain Win Loss Stats for the entire season.

· Post weekly standings in the Concession Stand.

· Submit weekly standings to the Bozeman Daily Chronicle

· Assist with monitoring of field conditions in case of rain out cancellations

· Acts as one of the signors for the checking account

Secretary

Reports to: Gallatin Valley Softball Association (GVSA) Board

General Responsibilities: This position is responsible for maintaining the minutes and correspondence of the Gallatin Valley Softball Association and makes reports to the Board of Directors

Specific Responsibilities:

· Attend all board and relevant committee meetings.  The board member shall inform the Board President if unable to attend. 

· Takes notes and prepares accurate written minutes to be provided to all Board Members within one week of board meeting. This includes notes of who is in attendance and if a Quorum is in place and motions that passed or failed.

· Notifies all Board members of the meetings in a timely manner (Notice sent one week out and reminder 1-2 days prior to meeting.

· Attends Annual League Meetings and prepares notes for managers.

· Acts as one of the signors for the checking account.

· Maintain team information as directed by District Commissioner and/or Board.

· Maintains file of minutes to be archived.

· Maintain list of Board Members and their contact information.

· Make constructive suggestions through appropriate channels

Treasurer

Reports to: Gallatin Valley Softball Association (GVSA) Board

General Responsibilities: This position is responsible for the financial business of the Gallatin Valley Softball Association and makes reports to the Board of Directors

Specific Responsibilities:

· Attend all board and relevant committee meetings.  The board member shall inform the Board President if unable to attend. 

· Makes deposits of all payments received by the Board. These can include but are not limited to sponsor fees, player fees, and tournament income.

· Checks invoices for accuracy and makes required notes for payment

· Prepares checks for invoice payment and pays bills as assigned by the board

· Acts as the primary signer for checks

· Reconciles monthly bank statements

· Reconciles receipts and check payments

· Checks Post Office on a timely basis to collect mail

· Maintain team information as directed by District Commissioner and/or Board

· Prepares a statement to be presented at Board meetings outlining outstanding bills to be paid and present of list of checks written and current balance

· Prepares financial report for Board annual meeting – presented to managers

· Make constructive suggestions through appropriate channels

League Player Representatives

Reports to: Gallatin Valley Softball Association (GVSA) Board

General Responsibilities: This position represents the interests and issues relevant to the Co-ed D league softball league. The individual shall report any problems, disputes, challenges, and/or opportunities presented by league managers to the GVSA Board of Directors.

Specific Responsibilities:

· Attend all board, relevant committee, and manager meetings. The board member shall inform the Board President or Vice President if unable to attend.

· Carry out all delegated assignments promptly

· Make constructive suggestions through appropriate channels

· Responsible for the development and promotion of amateur softball in the Gallatin Valley area.

· Responsible for channeling the needs and complaints of their respective division to the GVSA Board

· Contact all managers concerning upcoming meetings

District Commissioner

Reports To: GVSA Board of Directors and State Commissioner

General Responsibilities: The DC shall be responsible for the supervision regulating, development and promotion of amateur softball within his/her district and shall be responsible for the enforcement of these rules and regulations and the rules and regulations of the Amateur Softball Association of America.

Specific Responsibilities:

· The DC shall collect all player sanction fees, team sanctions fees and tournament fees which are payable and forward them to the State office.