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By-Laws 

Name  

The name of this organization shall be “SOLANCO GIRLS SOFTBALL ASSOCIATION”.  It shall exist as a perpetual association.  Tax ID # 20-1475164, 509(a)(2)

 

Purpose 

The purpose of the Solanco Girls Softball Association (SGSA) shall be to promote and operate a fast pitch softball program for girls residing within the Solanco School District. SGSA shall provide an opportunity for all girls of all abilities to learn and participate in fun and challenging levels of softball.  The purpose is to offer the girls an opportunity to participate in a team sport, to develop athletic skills, to learn the meaning of sportsmanship, to make new friends, to develop self-esteem, confidence and above all enjoy themselves.  In addition, the players take pride in personal and team accomplishments and accept winning and defeat with dignity. 

 

Association League  

SGSA is a member of the Donegal-Rheems Girls Softball League.  

 

Board of Directors

  • The SGSA Board of Directors shall consist of 6 Executive Board members, as well as, additional voting board members outlined below:

     

    Members of the Executive Board will consist of

    • President

    • Vice President

    • Secretary

    • Treasurer

    • Financial Secretary

    • Communications Officer

       

  • Each member of the Executive Board shall serve a 2-year term with nominations taking place in September and elections will occur yearly by October 31st.  Election of the President, Secretary, and Financial Secretary will happen on even years.  Election of Vice President, Treasurer and Communications Officer will occur on odd yearsAdditional Voting Board Members will consist of

     

    • Equipment Manager

    • Field Manager

    • Current Head Coaches

    • Current Assistant Coaches

    • Current Team Parent

    • Activity and Fundraiser Coordinator

 

  • The equipment manager, field manager, activity and fundraiser coordinator will serve a 1-year term with nominations taking place in September and elections will occur yearly by October 31st. 

  • Head coaches and assistant coaches will be appointed by the Executive Board.  Team Parents will be suggested by each team’s Head Coach.

     

Each board member will have 1 vote for conduct of business, except for the President. If an individual occupies more than one position on the board, only one vote will be counted for the said individual.  In the event of a tied vote, the President would become the tie breaking vote.

  • Any board member desiring to resign shall submit their resignation in writing to the Secretary and President, who shall present it to the board for action.

  • Should a vacancy of the Board of Directors occur by death, resignation, or otherwise, the same shall be filled without delay by appointment from the Executive Board of Directors to fill the interim term.
  • Regular board meetings will be announced, at the end of each board meeting.  A minimum of 4 meetings per year (September-September), but may occur as often as monthly.  It is the expectation that all board members be in attendance.  Board members may be removed from the board in the event that the board member has missed three consecutive meetings without notification to the President.  

  • All Board of Directors meetings shall be open to the public unless the Executive Board has voted to hold a special meeting for Executive or Board Members only.

 

Clearances

In order to volunteer with children, all voting board members, coaching staff and team parents, are required to obtain clearances which may include the following:

    • Pennsylvania Child Abuse History Clearance

    • Pennsylvania State Police Criminal Record Check; and

    • Federal Bureau of Investigation Criminal Background Check (if you have lived outside of PA in the last ten years).

                                                                                                                                  

Information regarding the Pennsylvania Child Abuse History Clearance is contained below, as well as a link to additional information regarding the Pennsylvania State Police Criminal Record Check and the Federal Bureau of Investigation Criminal Background Check.

Child Abuse:  The Pennsylvania Child Abuse History Clearance can be submitted and is free for volunteers for online through the Child Welfare Information Solution (CWIS) self-service portal,  www.compass.state.pa.us/cwis/public/home.

Submitting an application online allows individual applicants to receive their results through an automated system that will notify the applicant once their results have been processed. Applicants will be able to view and print their results online.

Pennsylvania State Police Criminal Record Check:  Go to https://epatch.state.pa.us/ and click on “Submit a New Record Check” on the left-hand side. 

 

Federal Bureau of Investigation Criminal Background Check:   If you have lived outside of PA in the last ten years you must complete the Federal Bureau of Investigation Criminal Background Check, please go to: https://www.pa.cogentid.com/index_dpw.htm

 

All clearance forms must be submitted to the SGSA Vice-President to be cleared to participate in a volunteer position within the SGSA organization.  SGSA will follow all state guidelines regarding clearances.  Currently, Clearance forms are valid for 60 months.

 

No person shall be permitted to hold a board, coaching, or volunteer position by where the report of criminal history record indicates that the person has been convicted of an offence against children, firearms/weapons, or drug related felony offenses.

 

A person convicted of a felony or misdemeanor not involving children, firearms/weapons, or drug related felony offenses will be designated “under review” for a seven (7) year period from the conviction.  No person shall be permitted to hold an executive board position during this time.  All persons applying for a coaching or volunteer position within SGSA will be reviewed by the executive board on a case-by-case basis to determine if they meet clearance and eligibility requirements.

 

Committees 

The activity and fundraising coordinator will oversee any specialized committees.  Actions of the committees and coordinators are subject to Board approval.  Committee members may be from the general membership.  Each committee should have a chairperson to report activities to the Board. 

 

Elections

The Board of Directors shall nominate board positions from the general membership.  Nominations will take place at the September meeting. Each individual running for an Executive or Board position will be required to undergo proper clearances to hold the position. Elections for Board of Director positions will occur yearly by October 31. 

Elections are decided by the total voting board membership, except for the President.  In the event of a tied vote, the President would become the tie breaking vote.  Votes will be counted in writing via paper ballot or email and ratified by an outside party.

 

Quorum 

At regular and special meetings of the Board, a two thirds majority of voting members currently in office constitutes a quorum for conduct of business.   

 

Duties of all Board of Directors

  • Perform all duties specifically delegated to it in the By-Laws

  • Approve all contracts necessary for the conduct of business 

  • Make rules for conduct of the members of the association and use of the association's property 

  • Make, alter and amend rules for its own procedures 

  • Have complete jurisdiction over the association's finances and have exclusive power to make or authorize appropriations 

  • Have the general power to manage the affairs of the association on any and all questions related thereto, when not in conflict with the Articles of these By-Laws

  • Review/Amend By-Laws every 5 years (2020, 2025, 2030, 2035…..)

  • Procure liability, medical and property insurance for the association as required

  • Procure tax preparation service for the association as required

  • Collect and disburse moneys and approve budgets for the association

  • Conduct business by majority vote with a quorum

  • Oversee committees and volunteers.  

 

Executive Board Officer Descriptions:

 

President (Chief Executive Officer of the Association) 

  • Preside over all regular and special meetings of the Board of Directors 

  • Actively manage and be responsible for the business of the Association 

  • See that all orders and resolutions of the Board are put into effect

  • Act as the liaison of the Association with the parents and other sports/community associations as required

  • Maintain a database of the members of the Board of Directors 

  • Set board meeting agenda based on input from board members 

  • Attend Donegal-Rheems Meetings on SGSA’s behalf 

  • Coordinate the procurement of insurance 

  • Coordinate the procurement of tax preparation services, as needed

  • Oversees Activity and Fundraising Coordinator and Events

  • Receives registration forms and hardship scholarship requests 

  • Handles Registration of players and teams with DRGSL.

  • Assist with fundraisers and special events

     

Vice President 

  • Perform all duties of the president in their absence, unless the Board otherwise determines 

  • Reserves field and gym locations and communicates field/gym usage schedule

  • Oversee Field Scheduling and Communication with Coaches and Commissioner

  • Attend Donegal-Rheems Meetings on SGSA’s behalf

  • Oversees the Equipment and Field Managers

  • Oversees the Treasurer and Financial Secretary 

  • Assist with fundraisers and special events

     

Treasurer 

  • Oversees all income and expenditures of the Association 

  • Pays all bills, make deposits and monitors the balance of the Association’s bank account(s) 

  • Provides a Treasurer’s report of the status of these accounts at monthly Board meetings, in cooperation with the Financial Secretary 

  • Creates and maintains a yearly budget 

  • Oversees expenses of clinics, tournaments, and fundraising activities

  • Financial records subject to audit/review at the Executive Board's discretion 

  • Assist with fundraisers and special events

  • Communicate with Financial Secretary

 

Financial Secretary 

  • Balances the checkbook against the monthly bank statement

  • When required by the Board, render a statement of the financial condition of the organization

  • Communicate with the Treasurer

  • Submits Yearly Postcards to IRS

  • Provide financial information to tax preparation specialist, as directed by President.

  • Provide a Treasurer’s report at each meeting, in cooperation with the Treasurer

  • Assist with fundraisers and special events

     

 

Secretary 

  • Keep the minutes of all meetings of the Association and the Board of Directors in a book for that purpose 

  • Email the minutes of each Board meeting to the Board members before the next board meeting

  • Secure location day and time of board meetings.

  • Assist with fundraisers and special events

 

Communications Officer 

  • Oversees communications between parents and the Board of Directors

  • Forward notice of upcoming Associaton events and noteworthy information to the local media

  • Help maintain the Association’s website which will link directly to the Donegal-Rheems league website, oversee social media channels, and assist with public relations efforts

  • Assist with fundraisers and special events

  • Develop and Manage Coach Surveys Seasonally

 

Voting Member Descriptions:

Field Manager

  • Will oversee field maintenance activities and shall be a liaison between SGSA and the property owner i.e. Quarryville Borough and the Solanco School District

  • Assist VP to coordinate and apply for field and gym usage.

     

Equipment Manager

  • Will oversee all distribution and collection of equipment and uniforms

  • All equipment will be managed and maintained by the Equipment Manager

  • SGSA will provide team bats, balls, helmets, catchers’ equipment, training equipment, seasonal uniforms. 

  • Players will be required to purchase rubber cleats, softball glove, softball pants or shorts and sliders. 

  • Players are permitted to use their own equipment as long as it meets current ASA/Donegal-Rheems requirements and safety standards.

  • Will oversee the wearable coordinator who will plan, coordinate and distribute wearable choices for optional purchase by parents.

     

Coaching Staff:  Head and Assistant Coaches

  • All coaching staff will be volunteers and will not receive any compensation for their services.   

  • The coaching staff will consist of individuals who are committed to working together for the purpose of enhancing the team through the teaching of proper skills, techniques, and sportsmanship.

  • The coaching staff will be under the direction of the head coach who will be responsible for the overall management of the team as it pertains to practice, instruction, and competitive activities.   

  • Each team shall have one head coach and a TBD number of assistant coaches (the number will be determined by the number of children on the team, and their skill level and approved by the board before every season).  All coaching staff is required to have a background check performed.  They shall be responsible for their team’s conduct on or off the field while acting in their capacity as a head or assistant coach.  All parents will remain in the spectator area and will not enter the dugout area or coaching area unless asked by a coach during practice or a game. 

  • New head and assistant coaches shall be selected and approved by the Executive Board of Directors.  Head and assistant coaches will be subject to a background check and child abuse clearance. Head and assistant coaches will be required to review the SGSA Expectations document and sign a Coach’s Code of Conduct agreement.  Breach of this agreement will result in possible removal of the coaching staff by the Board of Directors. The Executive board has the right to select and/or deny any applicant for a coaching position. 

  • Each head and assistant coach shall conduct themselves at all times in such a manner as to be a credit to the association.  Head and assistant coaches shall be subject to removal or asked to resign by a three fourths vote of the Board of Directors for justifiable reasons. 

  • Any coaching staff ejected from a game may be brought before the Board and will be subject to any disciplinary action deemed appropriate.  The head coach/assistant will be given 24 hours advance notice of the meeting at which time a decision will be made with or without his/her presence. 

  • Any head coach that has been sanctioned by the Association, placed on probation, or having been issued a suspension by any of the current leagues’ governing bodies that the Association currently is a party to, shall not be allowed to coach on a team until proof of the suspension being lifted, in writing, is on file with the Board. 

  • All coaching staff will be required to keep up to date with ASA rules and regulations and must maintain an open line of communication with the Board. 

  • Head coaches will be expected to keep a team equipment inventory record provided by the Equipment Manager.  Lost or stolen inventory should be reported immediately to the Equipment Manager and Board.  All items must be approved by the Equipment Manager/Board, itemized and added to the equipment inventory form.  All equipment’s purchased by the Association shall be the sole ownership of SGSA for their exclusive use. 

                                                                             

Financial Policy 

The Board of Directors shall decide on all matters pertaining to the finances of the Association.  It shall be the general policy to place all income in a common treasury; directing expenditures of monies in such a manner as will give no individual or team any advantage over others.  Exception will be individual team fundraisers for specific events that have been authorized by the Board. 

 

The Treasurer, Financial Secretary, Vice-President and President are authorized to sign the checks for the association as long as the bank has their signatures on file.  

No part of the earnings of SGSA shall be to the benefit of, or be distributable to, its members, officers, or other private persons, except that the association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth.  No part of the activities of the association shall be carrying on of propaganda, or otherwise attempting to influence legislation.  The association shall not participate, or intervene in any political campaign on behalf or in opposition of any candidate for public office.   

 

Amendments to the By-Laws 

Amendments to these by-laws may be proposed by any Board member and will be discussed at regular and/or special Board meetings.  Changes can be entered with a majority two thirds vote of all voting members. By-Laws are to be reviewed on a five (5) year schedule (2020, 20205, 2030, 2035…)

 

Players 

Any girl meeting the age requirement shall be eligible for participation regardless of race, creed, color, religion or economic standing.  Selection will be subject to positions available. 

Players and parents/guardians will sign a Player/Parent Code of Conduct agreement.  Breach of this agreement may result in action by the Board of Directors.  Incidents must be reported to the head coach first.  If the complaint is not resolved in 24-hours, the President and/or Vice-President should be notified within seventy- two hours.  Players/parents in question may be asked to attend a special or next scheduled Board meeting. 

Player registration fees will be set yearly by the Board of Directors and must be paid by the proposed deadline accompanied by the medical release form.  Any player that does not submit proper registration, medical release and payment will not be permitted to play until all are received unless other financial arrangements have been made with the President.   

Any monies due from the past season must be paid in full before the new season starts.  A written request must be submitted and will be considered on a case-by-case basis for any refunds.  Any refunds will be determined on a pro-rated basis, based on costs already incurred.  Any monies not paid in full may be processed as an unpaid debt to the Association. 

Financial difficulties of a family to make the required entry fee will be decided by the President on a case-by-case basis.  Such application will remain confidential, however the expectation to assist with all fundraising events shall exist. 

Age eligibility requirements will be as of January 1 of the current year

 

Divisions

8U

10U

12U  

14U   

18U (if needed)

Divisions will be determined based on registrations received.  There is no rule as to how many teams may enter each level of play per age bracket.  It will be the decision of the coaching staff to determine the level of play of the team.  The Board of Directors has final approval. 

 

Playing Rules 

  • Rules of ASA and the Donegal-Rheems League will apply. 

 

Team Selection

  • Players may be asked to go through a skills evaluation to determine team placement/level of play.  Coach evaluations for girls will be based on fielding, throwing, batting. For safety of play and growth girls will be divided into (A) Major/(B) Minor teams evenly or where there is a noticeable skill gap. Pitching evaluations will help to identify the top four pitchers and allow girls to get the primary share of innings between both teams. Parents/player may decide to forgo being a primary pitcher to play on the A team.

 

Adding Teams/Dropping Teams 

  • The number of teams will be decided by the number of girls registered each season. 

 

Practices and Games 

  • The head coach is responsible for scheduling the days and times of practices. 

  • The head coach is responsible for notifying or delegating the task to the team parent to notify each player of any tournament or game cancellations, time changes or practice changes. 

 

Spectator/Player Conduct 

The purpose of SGSA’s Code of Conduct is to ensure everyone participating and connected with the league understand that their actions, whether as a player, coach, umpire, league official, volunteer, parent or spectator will be above approach.  Conduct considered detrimental to the Association includes, but is not limited to, physical abuse, use of profanity, abuse of umpires, and misuse of the Association’s monies or equipment.  Any such conduct by any individual toward a participant or spectator will not be tolerated. 

 

The offender’s penalty will be immediate removal from the area under jurisdiction of the 

Association including both playing and practice fields.  Upon receiving a report of such conduct, the Board will conduct an investigation into the incident and will hold a meeting to review the matter.  Depending on its finding, the Board may elect to either suspend or permanently ban the offender(s) from further Association activities. 

 Any abuse of umpires will not be tolerated.  Activities such as repeated and/or uncontrolled questioning of a call or ruling, heckling, threatening language or behavior, the use of profanity or inappropriate gestures are considered unacceptable conduct. 

At no time will a spectator, parent, volunteer, or player directly or indirectly approach a coach during a game/tournament to question their decision of play.  

 

Fundraisers 

SGSA is supported financially by its members and via donations from businesses in and around Lancaster County.  The Association raises its funds in various ways: 

  • Entry fees 

  • Sponsors 

  • Donations 

  • Special fundraiser events 

Fundraisers are generally used to purchase uniforms, equipment, insurance costs, promotion expenses, umpire fees, and tournament fees.  Parents and players are required to participate in fundraisers.  Fundraisers and amounts allocated will be determined each year by the Board.  Families who are deficient in their fundraising activities may be required to pay an additional fee to SGSA.  After each fundraiser, a summary report will be presented at the next board meeting.

 

Dissolution 

Upon dissolution of SGSA, all equipment/property will be sold, the monies shall be used 

  • To pay all proper outstanding debts

  • As a donation to Solanco High School softball team or as a scholarship fund determined by the Board; or 

  • For one or more exempt purposes within the meaning of section 501(c)(3) of the internal revenue code, or corresponding section of any future federal tax code.