Kennesaw Girls
Softball Association, Inc.
(KGSA)
_______
By-Laws
Kennesaw Girls Softball Association, Inc. By-Laws
Article l - Name of Organization
The organization shall be known as the Kennesaw Girls Softball Association, Incorporated (KGSA). The organization shall be a not-for-profit organization doing business in the City of Kennesaw, Cobb County, Georgia.
Article II - Purpose of the Organization
The purpose of the Association shall be to work in cooperation with the Kennesaw Parks and Recreation Department in encouraging community unity for the purpose of obtaining opportunities for wholesome recreation and advancement of parks and recreation. The Association’s objective is to provide Spring and Fall softball programs for girls three (3) to nineteen (19) years of age living in Kennesaw and in surrounding communities.
Article III - Membership
Section 1. Association Membership. Association membership is defined as a unit. A membership unit shall include parent(s) or legal guardian(s) that have registered a player or players for play, Association-approved coaches, and all approved volunteers of legal age performing services for KGSA, that calendar year.
Section 2. Annual Meeting. The “Annual Meeting” of KGSA shall be announced by the Board of Directors. The meeting will be held on the first Monday in the Month of October each year, at the hour of 7 o’clock p.m., for the purpose of electing the Board of Directors and for the transaction of such other business as may come before the membership. If the election of Directors is not held on the day designated herein for any Annual Meeting of the Association, or at any adjournment thereof, the Board of Directors shall cause the election to be held at a special meeting of the Association as soon thereafter as conveniently may be arranged.
Section 3. Special Meetings. Special meetings of the Association, for any purpose or purposes, may be called by the President, by the Board of Directors, or by the President at the request of the Association.
Section 4. Place of Meeting. The Board of Directors may designate any place in Cobb Country for the Annual Meeting or any special meetings of the Association. In the event no place for the meeting is designated, such meeting shall be held at the Kennesaw Community Center.
Section 5. Notice of Meeting. Written notice stating the place, day and hour of the Annual Meeting shall be advertised to the membership and to the community at least one week prior to the meeting. The Board of Directors may also post notices of the meeting in a local newspaper, on the league website or e-mail notices to the membership. If e-mailed such notice shall be deemed delivered once transaction has been electronically sent.
Section 6. Voting. A simple majority of those membership units present shall be required to pass any actions presented to the membership. Each membership unit will have the ability to cast one (1) vote per motion/election. There shall be a minimum of 50% of the Board of Directors present unless specifically stated otherwise in any announcement of such meeting.
Article IV - Board of Directors
Section 1. General Powers. The business and affairs of the Association shall be managed by its Board of Directors.
Section 2. Number, Tenure, and Qualifications. The number of Directors of the Association shall be fixed by the Board of Directors, but in no event shall be less than six. Each Director shall hold office until November 1st or until the last season commitment, whichever falls later; following the Annual Meeting and until his successor has been elected and qualified.
Section 3. Elections. Members of the Board of Directors shall be elected to the Board in the following manner:
1. The Board may appoint a nominating committee no later than September 15 to solicit nominations from the membership of the Association.
2. The nominees shall accept responsibilities of the office prior to the election.
3. The slate of nominees shall be presented to the membership at the Annual Meeting and the floor open for additional nominees from the Association members present.
4. The slate of officers shall be voted on at the annual meeting and a majority vote of those members present is required for acceptance.
5. The slate of nominees for President, Vice President, Treasurer, and Secretary shall have no less than two consecutive years experience on the KGSA board.
Section 4. Vacancies Should a Board position become vacant for any reason, the President shall nominate, with majority approval and consent from the board of directors, a member of the Association to assume the office until the next election.
Section 5. Meetings. Meetings are called by or at the request of the President, a member of the Executive Board, or any two Directors.
Section 6. Notice. Notice of any meeting shall be given at least three (3) days prior to the meeting and may be given by written notice delivered personally or mailed to each Director at his or her provided address, by e-mail, or by telephone. If mailed, such notice shall be deemed to be delivered when deposited in the United States Mail so addressed, with postage thereon prepaid. If e-mailed such notice shall be deemed delivered once transaction has been electronically sent. If notice is given by telephone, such notice shall be deemed to be delivered when a message is delivered to the Board member, an adult member of the person’s household, or to an answering message device. Special or emergency meetings may be called with less notice where conditions warrant such action.
Section 7. Quorum. A majority of the number of Directors fixed shall constitute a quorum for the transaction of business at any meeting of the Board of Directors.
Section 8. Manner of Acting. The act of the majority of the Directors present at a meeting at which a quorum is present shall be the act of the Board of Directors.
Section 9 . Action Without a Meeting. Any Board-required action that may be taken by the Board of Directors at a meeting may be taken without a meeting if consent is given in writing, stating action to be taken, and is agreed to by a majority of directors. A vote may also be taken by telephone or e-mail of the full Board and that vote is so duly noted in writing.
Section 10 . Compensation. Board members are volunteers and shall receive no compensation or favoritism for their participation on the Board. Board members must pay registration fees for their daughters the same as any other member of the Association. Board members are prohibited from doing business at a profit or for more than others may provide the service with the Association to avoid any appearance of a conflict of interest. Services performed at cost, a reduced cost or free will be accepted with Board approval. Bids may be secured to assure the cost is reasonable, fair, and equitable. At the discretion of the President, a small gift at the end of the year may be purchased on behalf of the Association to show appreciation for the member’s service.
Section 11. Rules of Order. The rules contained in Robert’s Rules of Order, revised, should govern all meetings of the Association in all cases to which they are applicable, and in which they are not in conflict with the rules of the Association or these By-Laws.
Section 12. Presumption of Assent. A director of the Association who is present at a meeting of the Board of Directors at which action on any matter is taken shall be presumed to have assented to the action taken unless his dissent shall be entered in the minutes of the meeting or unless he shall file his written dissent to such action with the person acting as the Secretary of the meeting before the adjournment thereof, or shall forward such dissent by registered mail to the Secretary immediately after the adjournment of the meeting. Such right to dissent shall not apply to any Director who voted in favor of such action.
Article V - Officers
Section 1. Number and Positions. The Board of Directors shall have an Executive Committee that consists of at a minimum a President, Vice President, Secretary, Treasurer, and League Coordinator.. In addition to these positions, the Board of Directors shall consist of a player representative from each age group of play,, Scheduler, Assistant Director, All- Star/Tournament Coordinator, Player Development Coordinator and Website Coordinator.
Section 2. Removal / Resignation
1. Any officer, agent, or coordinator may be removed a majority vote of the Board of Directors whenever, in its judgment, the best interests of the Association will be served thereby. Any member removed from the Board of Directors, is not eligible to be appointed to any position on the board until after two elections.
2. Any member of the board of Directors that resigns in written or verbally, is not eligible to be appointed to any position, until after the following election.
3. Any vacancy in any office because of death, resignation, removal, disqualification, or otherwise, may be filled in accordance with Article IV, Section 4.
Section 3. President. The President is the principle executive officer of the Association and shall preside over all meetings of the Association. If unable to preside over a meeting for any reason, the President shall delegate his or her authority to the Vice President. The President shall (a) represent the membership and the Board of the Association at all meetings called or scheduled by the Kennesaw Parks and Recreation Department and in whatever other capacity arises. The President shall (b) have the authority to appoint all committees as needed. In general, the President shall supervise and control all of the business and affairs of the Association. The President (c) may sign contracts or other instruments which the Board of Directors has authorized to be executed. The President in general shall (d) perform all duties incidental to the office of the President and such other duties as may be prescribed by the Board of Directors from time to time. The President will be considered the official back-up for the Treasurer; he/she must be familiar with all duties of that position to perform back-up as needed.
Section 4. Vice President. In the absence of the President or in event of his/her death, inability or refusal to act, the Vice President shall perform the duties of the President, and when so acting, shall have all the powers of and be subject to all the restrictions upon the President. The Vice President shall (a) oversee Concession Operations and Equipment Management but shall (b) seek a broad knowledge of Association operations so as to assume the role of President upon the departure of the President. The Vice President shallperform (c) such other duties as from time to time may be assigned to him by the President.
Section 5. Secretary. The Secretary shall: (a) keep the minutes of the proceedings of the Board of Directors; (b) see that all notices are duly given in accordance with the provisions of these By-Laws or as required by law; (c) be custodian of the records and of the seal of the Corporation and see that the seal of the Corporation is affixed to all documents, the execution of which on behalf of the Corporation under its seal is duly authorized; (d) keep a register of the post office addresses of each Board member to be furnished to the Secretary by such Board member; (e) in general perform all duties incidental to the office of the Secretary; and (f) shall perform such other duties as assigned by the President. The Secretary will be considered the official back-up for the Website Coordinator; he/she must be familiar with all duties of that position to perform back-up as needed.
Section 6. Treasurer. The Treasurer shall: (a) have charge and custody of and be responsible for all funds of the Association; (b) receive and give receipts for monies due and payable to the Association from any source whatsoever, and will ensure all such monies are deposited in the name of the Association in such banks, trust companies or other depositories as shall be selected, by the close of the following business day; (c) in general perform all of the duties incidental to the office of the Treasurer; and (d) shall perform such other duties as assigned by the President.
Section 7. Player Representatives. The Player Representative shall: (a) ensure the coordination of the skills test / tryouts for their respective age group; (b) assure that every registered player in their age group is assigned to a team through a draft performed in accordance with the Associations Rules and Regulations; (c) maintain players roster for their respective age groups; (d) represent the player’s and parent’s interest acting as a liaison in all matters before the Board; (e) shall recruit, manage and represent all coaches; (f) bring to the board any protest that arises out of the program of play; and (g) shall perform such other duties as assigned by the President.
Section 8. League Coordinator. The League Coordinator oversees all areas of operation for the league program. The League Coordinator shall: (a) oversee managers and coaches; (b) present the fast-pitch managers and coaches to the Board for approval in accordance with the Association’s Rules and Regulations; (c) coordinate incooperation with the FastPitch Player Representative the skills test / tryouts and draft / selection process; (d) coordinate with All-Star / Tournament
Coordinator the all-star team selection process in accordance with the Rules and Regulations; (e) oversea action by the Board for any protest arising out of the program’s play; (f) serve as liaison to the board for any fast-pitch travel teams representing KGSA; and (g) shall perform such other duties as assigned by the President. The League Coordinator will be considered the official back-up for the Scheduler; he/she must be familiar with all duties of that position to perform backup as needed.
Section 9. Assistant Director. The Assistant Director shall: (a) assist the Secretary as requested; (b) assist the League Coordinator as requested; (c) maintain player’s roster for fast-pitch players; (d) head and organize aspects of each season’s fundraiser and sponsorship; and (e) shall perform such other duties as assigned by the President.
Section 10. Scheduler. The Scheduler shall coordinate with the League Coordinator, City, Outside Organizations and Coaches to schedule all field use for practices and games. The Scheduler will also ensure that schedules and changes are communicated as necessary to the Association and Website Coordinator he shall perform such other duties as assigned by the President.
Section 11. All-Star Coordinator / Tournament Coordinator. The All-Star Coordinator/Tournament Coordinator (a) oversees and coordinates all-star team audition and selection process as defined in the Association’s Rules and Regulations; (b) ensures that all-star teams operate per the Association’s Rules and Regulations; (c) serve as point of contact for tournaments sponsored by KGSA; (d) organization and run Sandlot Program in partnership with the Player Development Coordinator; and (d) shall perform such other duties as assigned by the President.
Section 12. Website Coordinator. The Website Coordinator will maintain full admin rights to all websites used by the association. (a) Shall manage the Association website by providing timely updates to the park membership; (b) shall work with the appropriate committees to make sure notices are maintained and published; and (c) shall perform such other duties as assigned by the President.
Section 13. Player Development Coordinator. The Player Development Coordinator (a) will work closely with all player reps for the common goal of player and coach development; (b) will run and manage coaches clinics; (c) will run and manage any player clinics; (d) provide direct assistance to the Sandlot Program; and (e) shall perform such other duties as assigned by the President. The Player Development Coordinator will be considered the official back-up for the AllStar/Tournament Coordinator; he/she must be familiar with all duties of that position to perform back-up as needed.
Article VI - Liability
The Association, the Board of Directors, the City, the County, the managers and coaches shall not be held liable for actions taken in the course of carrying out the business of the Association. Parental permission for participation shall be acquired for all players. The parents or legal guardians shall assume all risk and hazards incidental to the conduct of the activities and transportation to and from the activities of the Association. Further, the parents shall release, absolve, indemnify and hold harmless the activity, sponsor, the Board of the Association, the supervisors, any or all of them. Parents shall give permission to have the child transported to the doctor or hospital in case of injury.
The assets of the Association should be protected through the purchase of insurance coverage. The Board of Directors may, at its discretion, direct the purchase of liability insurance. The Board may decide to register all of its teams with a sports association (ASA, USSSA, ISA, NSA, etc.) and purchase insurance for teams where required.
Article VII - Audits and Fiscal Year
The fiscal year of the Association shall begin on the first day of January and end on the last day of December of each year. The books of the Association are open for review by the public and City of Kennesaw and may be audited by a duly licensed firm as directed by the Board of Directors and the audit reviewed and accepted by the Board of Directors.
Article VIII - Corporate Seal
The Board of Directors shall provide a corporate seal which shall be circular in form and shall have inscribed thereon the name of the Association and the State of incorporation and the words, “Corporate Seal.”
Article IX - Representation
All teams that represent the Association shall wear on their uniform the name of the Association, Kennesaw, or logo depicted by at least 1” print in a visible location of the jersey. , coaches, managers and parents shall represent the Association in the best light possible and encourage a healthy environment in which girls may engage in athletic competition, develop athletic skills, and learn proper sportsmanship. It is acknowledged that the Association operates at all times to promote the best interests of its youth participants and, to the fullest extent possible, to ensure that all participants, regardless of their skill level, have a rewarding and enjoyable experience.
Article X - Special Purpose Fund-Raising
It is recognized by the Association that all-star teams, tournament/travel teams, and teams may need to engage in fundraising activities. Fund-raising activities shall be done only to support the teams’ participation in tournaments including tournament fees, travel costs, meals and lodging, to purchase additional uniforms and purchase trophies or team awards or parties. Activities shall be done in the name of the Association and shall not compete with the fund-raising activities of the full Association. All fund-raising activities shall be in good taste, reflect positively on the girls and the Association, and provide a healthy, growth-oriented opportunity to the participants. Teams that raise funds shall establish a checking account for the deposit of funds and the dispensing of all funds shall be done by check so as to provide for an accounting of all expenses. Teams shall designate a business manager who is someone other than the manager / head coach / KGSA Treasurer, but may be a parent of a team member. The records of the team must be turned over for inspection to an Executive Board member requesting in writing an accounting of the team’s funds. Any balance of funds at the end of the team’s season shall be returned to the team members, spent for the benefit of the team, or donated in the name of the team to the Association for the purchase of equipment, park improvements, or other activities to benefit the Association’s members. The team shall make an accounting of its revenue and expenses to the Board of Directors.
Article XI - Amendments
These by-laws may be altered, amended, or repealed and new By-Laws may be adopted by the Board of Directors at any regular or special meeting of the Board of Directors.
Article XII – Travel Softball Program
Section 1. Program Purposes
1. To increase the total skills of selected advanced softball players playing for the Kennesaw Girls Softball Association (KGSA) through more effective coaching and by exposure to increasingly challenging levels of play.
2. To directly increase the total number of travel softball players registered with KGSA through developing, managing and supporting KGSA sponsored in-park travel softball teams.
3. To indirectly increase the total number of recreation (rec) players registered with KGSA through favorable tournament performances and impressions of these travel teams and the resulting word-of-mouth
“advertising”.
Section 2. Program Goals/Success Metrics
1. For individual players, to monitor and subjectively measure the increases in the skill levels of players on KGSA sponsored teams from season to season against progressively harder competition. Increases in skill levels of certain players may possibly lead to them being recruited to play on “better” (i.e. “A”) teams should those types of teams not be sponsored by KGSA at that time.
2. For KGSA, to monitor and observe the increases in registration numbers of all age groups and levels of play (recreation and travel) and to sustain such growth both seasonally and from year to year.
Section 3. Team Age Groups.
1. Initially, one 12U and one 18U team are scheduled to start play beginning in the Summer of 2015. Following the introduction of these teams, it is anticipated that 10U, 14U and 16U teams will be offered beginning in the Summer of 2016. These teams may either be developed internally or recruited from outside the park as an established team.
2. Teams will be required to play as a KGSA sponsored team for a period of one year from August 1 of a given year until July 31 of the following year.
Should a Head Coach decide he or she (or the entire team) will not be returning for the following season, a minimum of 30 days notice (i.e. by July 1) stating that intention must be provided in writing to the Travel Committee and/or League Coordinator. An e-mail indicating such intention will be acceptable.
Head Coaches who violate either of these requirements will be banned from any KGSA volunteer activities for an indefinite period to be determined by the KGSA Board of Directors.
Section 4.Number of Teams Per Age Group. At program inception, one team per each age group encompassing both birth years will be fielded. Following their introductions and depending on the availability of practice slots, interested players and qualified coaches, it is anticipated that one first year and one second year team per age group will be fielded within two to three years.
Section 5. Team Names. All KGSA sponsored travel teams must have “Kennesaw” as the first part of their name and displayed prominently on the front of their jerseys. The overall program team name is the “Kaos”.
Section 6. Team Colors. The traditional KGSA softball colors of red, black and white will be the official colors of the teams. Individual color combinations of uniform jerseys and pants and any uniform accessories to be worn during games are at the discretion of the Head Coach for each team.
Section 7. Head Coach Selection Process.
1. Applicants must first complete a Travel Softball Coach Application Form and a Background Check Form from the City of Kennesaw.
2. Applicants will then be interviewed by the entire or selected members of the Travel Program Committee (Committee). The primary focus of discussion will be on experience in the age group that the applicant desires to coach; however overall coaching experience will also be taken into consideration. Coaches must demonstrate a good general knowledge of the game of fastpitch softball commensurate with the age group (and level of play) that they desire to coach. Coaching references may be asked for and verified if provided.
3. Following the interview, the Committee will immediately meet and vote to approve or disallow the applicant. Any member of the Committee applying to coach will remove themselves from these proceedings.
4. Upon approval by the Committee, the completed Background Check Form will be provided to the City for review.
Section 8. Degree of Coach Autonomy. Head Coaches will have the ability to manage their teams as they desire except for items specifically designated by the KGSA Board of Directors (Board) and/or Travel Program Committee as remaining under their specific control. The intention of the Board and/or Committee is not to micromanage the individual travel teams, but reserve the right to do so should circumstances warrant.
It must be noted that any area, issue or matter that is not specifically delegated to a Head Coach shall remain under theoversight and control of the KGSA Board and/or Travel Program Committee.
In general, Head Coaches will have the power to (a) choose Assistant Coaches and other team personnel (see below); (b) develop budgets (with Committee knowledge, oversight and approval); (c) assess fees; (d) specify fee payment amounts and due dates; (e) set tryout dates; (f) select players (including “Guest” players as needed); (g) set practice schedules; (h) choose specific tournaments for play at an appropriate level of competition; (i) select uniform and uniform accessory combinations; (j) set the defensive lineup and batting order; and (k) otherwise manage all on-field and in-game activities. This list is not all-inclusive and may be changed at any time by the KGSA Board and/or Travel Program Committee ifneeded.
Section 9. Team Bank Account. Head Coaches will also maintain a team bank account (see below) and select a Team Treasurer other than themselves or an Assistant Coach. They will however, ultimately be responsible for all funds maintained in the account and all deposits and expenditures.
As noted in Section 3, teams will be required to play as a KGSA sponsored team for a period of one year from August 1 of a given year to July 31 of the following year.
Should an entire team decide to leave prior to fulfilling this requirement, all funds remaining in the team bank account as of the date notification is provided to KGSA of their intention to leave and after all outstanding debts are paid shall be forfeited to KGSA to be used at the discretion of the Board of Directors.
Should a team continue into the following season as a KGSA sponsored team, at the conclusion of the previous season any funds remaining in the team bank account after all outstanding debts are paid shall be reimbursed to the individual team members, spent for the benefit of the team, or donated in the name of the team to KGSA to be used at the discretion of the Board of Directors.
Returning team members have the option of leaving in the team bank account their share of any funds to be reimbursed to them to be used as a credit against future fees assessed.
Section 10. Assistant Coaches. Assistant Coaches will complete the same Travel Softball Coach Application Form and Background Check Form as Head Coaches and be approved by the City of Kennesaw. They may or may not be subject to a formal interview by the Committee.
Section 11. Other Team Personnel. Any other “official” team personnel that may or may not be on the field or in the dugout with the players (such as Team Treasurer, Team Mom, Scorekeeper, Practice-Only Coaches, etc.) will only have to complete the Background Check Form and be approved by the City of Kennesaw.
Section 12. Reporting Requirements. The Head Coach shall report results of all tournaments within three days of completion to the KGSA League Coordinator. The Head Coach will also promptly (within 24 hours) report in writing any concerns, injuries to players and/or incidents that occur at tournaments which may negatively impact the image of KGSA and/or the Travel Ball Program to the League Coordinator. An e-mail describing the matter will be acceptable.
Section 13. Frequency/Necessity of Coach Performance Review(s). At a minimum, bi-annual formal reviews (once per each Fall and Spring season) with members of the Committee to review team finances and on-field performance. Reviews may be more frequent if issues such as repeated complaints, sub-par performance or indications possibly requiring additional Committee oversight should arise.
Informal meetings with all Head Coaches, Assistant Coaches and members of the Travel Program Committee will also be planned to occur on a regular basis to initiate two-way dialogue and voice concerns on both sides with matters involving the operation of the program as a whole and the individual teams.
Section 14. KGSA Resources Provided. It is the desire of the KGSA Board and/or Travel Program Committee to provide as much assistance as needed to the coaches, parents and players of the in-park travel teams to ensure that the goals of the players and travel program itself are met.
1. KGSA sponsored travel teams will receive four hours of field and batting cage time for practice each week with additional practice slots to be requested through the KGSA Scheduler.
2. Teams will be treated the same as any other team, rec or travel, when considering additional practice times to be granted.
3. Teams will also receive field time for player tryouts (see below) as needed.
4. Teams will be permitted to hold “friendly” tournaments as needed based on available fields.
5. Teams will also be permitted use of any KGSA-owned equipment necessary for holding practices such as pitching machines and balls, batting screens and batting/pitching mats.
6. Teams will receive marketing and promotion benefits from KGSA, including but not limited to, space on the KGSA website for notices and accomplishments and also social media use.
7. Teams may utilize KGSA discounts on supplies and equipment purchased from certain vendors if available.
8. Teams may also be granted the right to conduct fundraising activities (following approval from the KGSA Board) such as raffles, item sales during the Spring and Fall rec seasons and the ability to sponsor and operate fundraising tournament(s) with the net proceeds benefiting their teams.
Section 15. Player Tryouts. The travel fastpitch softball season in Georgia typically runs from August 1 of a given year through July 31 of the following year.
Primary organizational tryouts will be held in mid-August of each year at Adams Park. Members of the KGSA Board will conduct the tryouts to eliminate any potential bias but also to enable any Board members who are Head or Assistant Coaches of the teams to devote their full attention to the players trying out. Organizational tryouts may be held on a single day or on multiple days if needed.
If necessary after organizational tryouts, individual teams will be given the opportunity to hold additional tryouts on an asneeded basis, also at Adams Park. Teams will also be permitted to hold private tryouts as needed depending on field availability.
A standardized skills assessment sheet will be provided to all teams to ensure consistency of scoring players.
All organizational and individual team tryouts will be held and completed in time to allow the travel teams to be selected and any players not selected, who desire to remain at Adams Park and play rec ball under KGSA, to be registered and drafted onto a team.
Section 16. Player Selection Process. Players will be selected for a team solely upon the opinion of and judgment of the Head Coach along with any other individual(s) he or she wishes to consult. There are no minimum or maximum number of players required to be on a roster; however coaches are cautioned to consider the ramifications of having too few or too many players on a team.
The KGSA Board or Travel Committee members will have no influence whatsoever on this process other than to comply with the “KGSA Player” and/or City Resident requirements as discussed below.
Section 17. “KGSA Player” Requirement. A “KGSA Player” is defined as “Any player who has registered and played rec or travel softball at Adams Park through KGSA for at least one season (Spring or Fall) out of the last four seasons (two calendar years) at the time of tryouts for the in-park travel teams”.
It is KGSA’s understanding that the City of Kennesaw does not have a requirement on the number of rec players from a given sports association nor a defined number of Kennesaw residents that must be selected to play on a travel team for that sport. Also, KGSA’s By-Laws do not presently address these subjects.
However, to (a) provide opportunities for advanced players to continue playing softball at Adams Park through KGSA; (b) create goodwill; and (c) promote both Adams Park and KGSA while balancing the need to field competitive teams, all inpark travel teams will therefore initially be comprised of a minimum of 30% of “KGSA Players” or City of Kennesaw residents at the time of their formation. The 30% requirement reflects the historical KGSA City Resident/Non-City Resident rec registration totals.
This requirement only applies for travel teams to be formed from age group(s) that rec ball is currently played or has been played by KGSA during the applicable “KGSA Player” time period. If rec ball teams have not been fielded in a certain age group during that time period, the requirement does not apply and coaches are free to select any player that they wish.
In addition, when faced with selection between equally skilled players, coaches are strongly encouraged to select players that are a “KGSA Player” or City Resident if the above circumstances apply.
Section 18. Player Registration Process. Once a team is selected, all rostered players must be registered through the KGSA website.
Section 19. Player Payment Process. For KGSA-assessed individual travel player fees only, not team fees payable to theteam treasurers for team operations.
The KGSA travel player fees will be set by the KGSA Board of Directors. Fees are payable twice annually, at the beginning of both the Fall and Spring rec seasons.
Payment of these fees must be received by KGSA either through the KGSA website or in-person by check from the team Treasurer before the player(s) can practice on the field at Adams Park.
Coaches are advised to take these fees paid into account when setting their budgets.
Team fee amounts and payment due dates are at the sole discretion of the Head Coach of each team as described previously.
Section 20. Pickup (Guest) Player Process/Policing. Teams will be permitted to add “Guest” players as needed in order to temporarily complete a roster and be able to compete in a tournament as an in-game tryout for prospective players. Should additional evaluations of these players be needed, they may only practice with the team or have a private tryout a maximum of two times on the fields at Adams Park as a Guest player.
Any Guest players or other players permanently added to a roster, or a player trying out in excess of the two permitted times at Adams Park, must have all appropriate fees assessed by both KGSA and the City of Kennesaw paid to KGSA within three days of their being added to the roster or the third tryout date. All players added to the roster must also be registered with KGSA within this time period.
Section 21. Initial Level of Play. It is anticipated that teams will begin play as “C” level teams but will be required to show sufficient progress throughout the season being competitive in successively “higher” competitive levels of travel softball.
Acceptable sanctioning bodies to begin playing therefore are ones such as Atlanta Metro Fastpitch Softball (Atlanta Metro) and Global Sports Authority (GSA) for example. If available, coaches will be given the discretion to select the level(s) within each sanctioning body that they play in but are advised to monitor their performance and adjust as necessary (see below).
The Committee may maintain a subjective list of sanctioning bodies (in order of relative competiveness) and crossreferences of equivalent levels between sanctioning bodies for guidance.
Section 22. Acceptable Level of Performance Metric. To present a favorable impression of KGSA and demonstrate competitiveness, teams will be required to have an overall minimum winning percentage of .500 to .600 upon the completion of each season. This winning percentage must be earned by playing against progressively “harder” competition throughout the season.
Section 23. Metric Threshold to Increase Level of Play. In order to increase the skills of the players, to continue to face challenging competition, to present a favorable impression of KGSA and so as to not gain a reputation as “trophy hunters”, teams will be required to increase their level of play within a given sanctioning body or move to a “more competitive” sanctioning body upon achieving a winning percentage of .700 in a given sanctioning body or level of play within a sanctioning body.
This requirement will only be enforced in the case of play in a sanctioning body which does not force teams to “move up” in competition upon achieving a certain subjective level of success, i.e. “Classification Softball”.
Teams are permitted (and encouraged) to voluntarily increase their level of competition at any time at the discretion of the Head Coach by playing in a “more competitive” sanctioning body or by “playing up” in an older age group (at any competitive level).
Section 24. Metric Threshold to Decrease Level of Play. It is recognized that teams may need, or be forced, to decrease their level of competition at times. Teams will only be permitted to voluntarily decrease their level of play within a given sanctioning body or move to a “less competitive” sanctioning body (if available) when their winning percentage falls to .300 in a given sanctioning body or level of play within a sanctioning body.
This requirement will not be enforced in the case of play in a sanctioning body which forces teams to “move down” in competition upon failure to achieve a certain subjective level of success, i.e. “Classification Softball”.
Teams may be granted the ability to “play down” on a temporary basis if extenuating circumstances are presented to the Committee and approval is granted beforehand.
Section 25. Minimum/Maximum Number of Tournaments Played. The total number of tournaments to be played in a season is at the discretion of the Head Coach.
It is recommended that teams play a minimum of two to three tournaments in the Fall (September through November) and eight to ten tournaments in the Spring (March through July).
Coaches are reminded to take into account player availability due to school softball when scheduling tournaments in the
Fall.
Section 26. Team Budgeting. As stated above, teams will be permitted to develop their own budgets at the discretion of the Head Coach with Committee knowledge, oversight and approval. The Committee recognizes that there are numerous methods of acquiring the necessary funds including parent payments, sponsorship and outside fundraising. The specific team funding model to be used is also at the discretion of the Head Coach.
Section 27. Team Fees. Teams will be permitted to assess fees, specify fee payment amounts and set payment due dates as a result of their approved budget at the discretion of the Head Coach.
Section 28. Team Funds Handling Process. A separate checking account will be established for each team at the same financial institution used by KGSA for the Association account(s). The Treasurer of KGSA will be an authorized signer on each account as well as the individual Team Treasurer.
Team Treasurers will be responsible for all deposits and payments for their respective teams.
Section 29. Team Financials Oversight/Reporting. Each month, Team Treasurers will be responsible for providing the KGSA Treasurer with a copy of the current Bank Statement for the account, an Account Register detailing every deposit and payment made, and copies of all invoices paid from the account. This information will be due to the KGSA Treasurer no later than one week prior to the next scheduled Board meeting for review by the Board of Directors at that meeting.
Multiple failures to provide timely financial information to the KGSA Treasurer for review may result in replacement of the Team Treasurer by the Committee and/or Board at their discretion. In this event, the KGSA Treasurer will act as Team Treasurer until a suitable replacement can be found and approved.
Section 30. Team Fundraising. As described previously, the in-park travel teams may also be granted the right to conduct fundraising activities (following approval from the KGSA Board) such as raffles, item sales during the Spring and Fall rec seasons and the ability to sponsor and operate fundraising tournament(s) with the net proceeds benefiting their teams.
All funds raised must be handled and accounted for in accordance with the policies developed by the KGSA Treasurer.
Section 31. Degree of Uniform/Equipment Standardization. A minimum of two complete sets of standardized uniforms comprised of a game jersey, pants, belt and socks (uniform accessories) will be required for each player. The specific base color combination(s) of jerseys and pants and uniform accessories for each set will be chosen at the discretion of the Head Coach. One batting helmet with facemask will be required for each player.
All uniforms (and helmets) will use only the traditional KGSA softball colors of red, black and white as their colors. Uniform jerseys will have an identical layout of the team name in a matching size and font on the front of each jersey regardless of color, with the player number in a matching size and font on the reverse. The KGSA logo may also be included on the same sleeve of each jersey. Helmets will have either the team name in a matching font, KGSA logo or letter initial sticker in a matching size and font on the front of each helmet. For identification purposes, small player number stickers in a matching size and font may be added to the back of each helmet.
Practice jerseys may also be required at the discretion of the Head Coach. If used, they will use the KGSA colors and team name in the same font as game jerseys. The individual color combination to be chosen is also at the discretion of the Head Coach.
Any coaches’ shirts, windshirts, hats, visors, etc. made available to the coaching staff will use the KGSA colors and team name or letter initial in the same font as game jerseys or helmets respectively. The individual design(s) to be chosen are at the discretion of the Head Coach.
Any team “spirit wear” made available to supporters will use the KGSA colors and team name in the same font as game jerseys. The individual design(s) to be chosen are at the discretion of the Head Coach.
Section 32. Uniform Sourcing. Standardized uniforms will be provided by a preferred vendor following a graphic development and per unit cost bidding process by KGSA resulting in “spec” uniform components in each color for Head Coaches to select specific combinations for use and purchase. Teams will order uniforms as necessary themselves with payment to be made from the individual team bank accounts.
Section 33. Team Insurance. In addition to the individual player American Softball Association (ASA) coverage provided through KGSA, teams will be required to purchase, and pay for through their individual team bank accounts, additional team General Liability (GL) coverage through a provider of their choosing. The specific GL coverage types and limits to be maintained will be the same as an ASA policy.
A copy of the valid Certificate of Insurance must be provided to KGSA.
Section 34. Off-season (Winter) Practices/Activities. Off-season and Winter (December through February) indoor activities such as fielding and batting practices, speed and agility training and weight training will be mandatory for inpark teams. The frequency, dates and times of each activity is at the discretion of the Head Coach.
KGSA will research the feasibility of entering into a preferred vendor relationship with a local facility based upon cost, amenities and availability for teams to utilize. Should such a relationship not be developed, teams will be free to use a facility of their choosing at the discretion of the Head Coach.
Updated by vote of Board of Directors February, 2016.
