SASA By-Laws
Subscribe to our NewsletterSabinsville Area Softball Association Inc.
BY-LAWS
Article I Name
Article II Objective
Article III Board of Directors & Duties
Article IV Elected Officers & Duties
Article V Managers/Coaches & Duties
Article VI Membership & Fees
Article VII Meetings
Article VIII Affiliation
Article IX Financial Policy
Article X Rules
Article XI Voting
Article XII Suspension/Removal
Article XIII Players and Rosters
Article XIV Amendments
Article XV Certification
Article I
Name
The name of this organization shall be known as the “Sabinsville Area Softball Association” (here after referred to as the SASA)
Article II
Objective
The objective of the SASA is establish, organize, operate, manage, maintain, support, carry on, and conduct a softball organization conducted under the rules of the Amateur Softball Association, with the association being composed of parents, coaches and other supporters of athletes;. We encourage skill development, healthy competition, fair play and good sportsmanship.
Any means to achieve the objective of the SASA shall prohibit discrimination because of race, color, creed, sex, religion, ancestry, national origin, and disability.
In the event that dissolution of the SASA is deemed necessary by the voting members, the funds and other assets (including proceeds of sale of said assets) of the SASA shall be donated to a bonafide non-profit organization selected by a majority of those voting members
Article III
Directors & Duties
Section 1 The number of Directors constituting the Board of Directors (here after referred to as BOD) shall be determined from time to time by the BOD, but in no event shall the number of directors be less than three(3) nor more than seven(7).
Section 2 Any BOD must hold a position within the SASA elected officers or previous BOD before being eligible and elected as a SASA BOD.
Section 3 A chairman of the BOD presides over the BOD special and general meetings, is ex-officio member of all committees. The chairman will coordinate all association activity, observe all phases of the program and will report to the Board as necessary or when directed. The chairman is responsible for the conduct of all volunteer personnel and association functions. The duty of the chairman is to see that all members comply with and are protected by the rules of order. The chairman must not take sides or show preference (to enter a debate the chairman must relinquish the chair temporarily). The chairman is like an umpire, she/he must know the rules and the purpose for which they can be used, but she/he should not field the ball for either team. The chairman will be the liaison for the Board to the current officiating organization. The chairman may appoint committees as needed to enable the organization to function in a successful manner.
Section 4 The SASA shall be under the supervision of the BOD.
Section 5 The BOD will regulate the affairs and policies of the SASA and shall make rules and regulations for the general welfare of the SASA that are not in conflict with the affiliated or the objectives of the SASA
Section 6 The BOD shall approve all expenditures prior to funds being issued.
Section 7 The BOD shall have jurisdiction over all leases, contracts or disbursements.
Section 8 The BOD may call special meetings; shall set and announce the time and place of the special meeting.
Section 9 The BOD shall ensure all business actions assigned and scheduled are carried out.
Section 10 A BOD shall serve until he or she dies, resigns or is removed from office per the outline in Article XII.
Article IV
Elected Officers & Duties
Section 1 Officers of the SASA shall consist of a President, Vice-President, Secretary, Treasurer, Equipment Manager and Fundraiser Chairperson.
Section 2 The officer’s position will be elected by popular vote and then appointed by the Chairman of the Board with concurrence of the BOD.
Section 3 President;
The president shall be the chief executive officer of the SASA and shall be primarily responsible for the implementation of the policies established by the BOD. The president shall have authority over the general management and direction of the SASA operation subject to the ultimate authority of the BOD. The president shall, when directed by the BOD, sign with proper officers of the SASA contracts, conveyances to and from the SASA and any other obligation in the name of the SASA. The president shall enforce the strict observance of these By-laws, rules of order, other governing policies and practices adopted by the BOD. The president shall appoint all standing committees and any other committees as needed. The president shall give reports of the association. The president shall investigate complaints, irregularities, and conditions detrimental to the SASA, and report these to the BOD as circumstances warrant. In addition the president shall perform all duties incidental to the office of the president and such other duties from time to time may be assigned to the president by the BOD. The president may not hold another elected office or manager position during his term as president of the SASA. The president shall prepare an agenda for the all meetings by listing unfinished business, actions and motions left pending and items to be brought before the meeting
Section 4 Vice-President;
The vice-president shall preside in the absence or disability of the president. The vice-president shall assist the president in the SASA activities’ as directed. The vice-president shall have such powers and duties as may from time to time be assigned to him/her by the president or the BOD. The vice-president is a member of all committees and shall act as liaison between committees and the SASA president.
Section 5 Secretary;
The secretary shall ensure that all records and minutes of all meetings and proceedings of the SASA are properly kept and maintained. The secretary shall call the role, count the votes, read the minutes and all papers and documents belonging to the SASA and distribute them to members when requested. The secretary shall keep the information, claims and processing of the association’s insurance program. The secretary shall be responsible for spring registration, obtaining permission forms and copies of birth certificates. The secretary shall keep and accurate membership list of all officers, managers, coaches and players, which include names, addresses and telephone numbers. In addition, the secretary shall perform all other duties incidental to the office of secretary and such other duties as from time to time may be assigned by the president or the BOD. The secretary upon completion of duties shall deliver all books, papers and reports as appropriate to the new incumbent.
Section 6 Treasurer;
The treasurer shall have charge of and be responsible for all funds, securities, receipts and disbursements of the SASA. The treasurer shall deposit all monies and securities of the SASA in such banks and depositories as shall be designated by the BOD. The treasurer shall be responsible for ensuring that adequate, categorized financial records and accounts are maintained in accordance with generally accepted accounting practices. The treasurer shall provide monthly statements to the BOD. The treasurer is authorized by the BOD to co-sign checks. The treasurer shall submit a written annual financial report to the BOD. The treasurer upon completion of duties as treasurer shall deliver all receipts, books and reports as appropriate to the new incumbent. The treasurer and new incumbent treasurer along with the BOD will complete a financial audit of the SASA accounts before the new incumbent treasurer takes the appointed office by the chairman of the BOD.
Section 7 Equipment Manager;
The equipment manager will be responsible for making sure that all teams have the equipment needed to provide the players with a quality level of play. Advises the board of the quantity and condition of equipment on hand. The equipment manager will make recommendations on needed purchases of equipment. Issue’s equipment to the teams before the start of the season and collects the equipment at the end of each season. The equipment manager shall secure bids, prices on needed supplies and equipment and make recommendations to the BOD. The equipment manager shall also keep a list of all issued equipment to each team.
Section 8 Fundraiser Chairperson;
The fundraiser chairperson is responsible for fundraising overseeing activities to bring funds into the SASA. They will also be responsible for the concession stand inventory kept during the season and cash box.
Article V
Managers/Coaches & Duties
Section 1 A team manager/coach in the SASA may be male or female and at least 18 years of age. The SASA will also make exceptions to the coach’s age limits if adequate reason is given for a younger individual. For example the SASA reserves the right to allow a younger coach if they are using their coaching experience as a school senior project. For no reason will an individual under the age of 18 be accepted as the manager of a team.
Section 2 The previous season managers and coaches will be given the chance to return the following season before new managers and coaches are selected. For example the manager this season has first option of returning next season. If the manager is not returning next season than the coach of that respective team has the first option of being the manager. If neither the manager nor the coach are returning next season than any manager within the SASA will have the option of being the new manager. If no other manager wants the position than it shall be offered to any other coach within the SASA. If no manager’s or coaches within the SASA want the team than the SASA officers and BOD shall vote on the new manager provided they have met the guidelines in Article V section 3.
Section 3 All managers and coaches will fill out an application and agree to a mandatory background check. The application must be approved by the BOD prior to being issued a team. Prior conduct will be taken into account when the Board considers applications.
Section 4 The manager and coach/coaches shall be responsible to the BOD to maintain high standards of conduct, appearance and friendly relationships among the players of his/her team. They shall at all times conduct themselves in a sportsmanlike manner regardless of the situation. Failure to do will result in their termination of the position.
Section 5 The manager is responsible for acquiring the necessary adult help to effectively conduct the mechanics of playing a game. The manager should have;
1) Thorough knowledge of the rules
2) Know defensive and offensive strategy
3) Be aware of the special abilities needed to play the various positions
4) Know batting order and substitution strategy
5) Have a thorough understanding of the SASA By-laws
Section 6 The manager is responsible for scheduling umpires for all regular season home games and make-up games and ensure that the field is ready to play before game time. Incase of cancellations the manager is also responsible for contacting all players, umpires, other team managers and the SASA president.
Section 7 The manager will be responsible for the conduct of players on the field and on the sidelines and will be responsible for the conduct of coaches, parents and spectators associated with the team.
Section 8 The manager is responsible for maintaining all team players necessary documents for example registration and medical forms.
Section 9 The manger is responsible for maintaining and returning all SASA equipment issued to them.
Section 10 Coaches are responsible for all activities’ listed here before as duties of the manager in the absence or disability of the team’s manager.
Article VI
Membership & Fees
Section 1 The membership of the SASA shall be comprised of a Board of Directors, officers, coaching staff, parents or guardians of the registered players of the current year and the registered players.
Section 2 Eligibility;
1) Any player meeting the age requirements per Article XIII Section 2
2) Any parent or legal guardian of a register player
3) Any coach of at least 18 years of age
4) Any voted and appointed officer
5) Any appointed Board of Director
Section 3 Regular Members;
All members who meet the requirements of eligibility in Article VI Section 2 of these By-laws
Section 4 Voting Members;
BOD, SASA officers and team managers will be the voting members. Each voting member will have one (1) vote. In case any voting member is absence from a meeting they can proxy their vote in writing.
Section 5 All players shall be equally entitled to the privileges of playing fast pitch softball in the SASA except the following
1) The player is not geographically able to attend practices and games as required
2) The player refuses to pay the SASA dues (registration fee)
3) Any player caught using tobacco, alcohol or any other controlled substance on any facility during the course of the SASA season.
4) Any player using profane language, obscene gestures, improper dress or any other conduct judged inappropriate in public may be expelled from any game under the auspices of the SASA and may be suspended/terminated from further participation by a review from the voting members per Article XII Section 4
Section 6 The BOD will determine the SASA dues (registration fee) on an annual basis.
Section 7 Each player on a team shall submit a fee for the privilege of participating in the program. Such fee may be changed as determined by the BOD and may be waived for any individual due to hardship or other extenuating circumstances after a written letter has been presented to the officers and BOD at a scheduled meeting.
Section 8 Suspension/Termination
The voting members will have the authority to suspend/terminate any member thereof whose conduct is considered as detrimental to the best interest of the SASA. See Article XII Suspension/Removal
Section 9 Compensation;
Directors, officers, managers and coaches shall serve without compensation.
Article VII
Meetings
Section 1 General meetings will be held in a public place at least twice per year. At least one meeting will be held during the playing season and the entire membership must be notified one (1) week in advance of the scheduled meeting.
Section 2 An annual meeting shall be held after the close of the regular season for the following purposes:
1) Collection of all equipment and uniforms issued to the team manager
2) Presentation of reports by officers
3) Collection of any outstanding fees or fund-raisers
Section 3 An annual general membership meeting shall be held in a public place after the last scheduled player registration of the season. This meeting shall be held for the purpose of election of SASA officers.
Section 4 An annual BOD meeting shall be held after the conclusion of each season and prior to the general membership meeting for the purpose of finalizing reports and financial books for the season.
Section 5 Additional general meetings may be set by the President or BOD as needed. These meeting shall be held at any time and location designated by the President or BOD.
Section 6 Special meetings will be held as required upon the discretion of the President or BOD. Notification to concerned parties shall be by telephone, email or in writing at least forty-eight (48) hours prior to the meeting.
Section 7 No meeting (special or general) is to be conducted without a member of the BOD in attendance.
Section 8 All directors, officers, managers and coaches are strongly encouraged to attend all SASA meetings.
Section 9 A majorities of the members shall constitute a quorum at a meeting, and a majority vote of those present shall govern except for removal of members and amendments to the by-laws
Section 10 Meetings shall follow the basic principles of Parliamentary Procedure (Roberts Rules of Order Revised) which allows for varying degrees of formality or informality as necessary.
Section 11 Changes to these by-laws must be approved by a majority vote of the voting members at three (3) consecutive meetings per Article XIV.
Article VIII
Affiliation
Section 1 The SASA will be registered and affiliated with any association deemed appropriate by the BOD. The initial affiliation of the SASA will be the Amateur Softball Association of Pennsylvania (ASA of Pa)
Section 2 The SASA team activities will be conducted in accordance with the rules of play as established by the Amateur Softball Association (ASA), National Softball Association (NSA), Independent Softball Association (ISA) or any other approved fast-pitch softball association recognized by the BOD.
Article IX
Financial Policy
Section 1 The SASA will maintain checking account(s) and savings account(s). All checks will require the signatures of two of the following: Treasurer and one (1) of the Board of Directors or two (2) of the Board of Directors.
Section 2 All expenditures of the main checking account for the SASA shall be approved by the BOD.
Section 3 All funds collected, donated, raised or appropriated will be kept in the aforementioned accounts. Checks must be made out to appropriate businesses, or to receive reimbursement an itemized receipt must be turned in before payment will be issued.
Section 4 The treasurer may utilize electronic fund transfers and maintain the books electronically. Electronic payments must be specified and approved by the BOD.
Section 5 The SASA shall not permit the contribution of funds to individuals or specific teams, but shall encourage the contribution of funds to the common treasury of the SASA.
Section 6 No Director, Officer or member of the SASA shall receive, directly or indirectly any salary, compensation or emolument from the SASA for service rendered.
Section 7 All players’ fees are non-refundable once the player has been registered with ASA of Pa. All players’ fees will be paid prior to the beginning of the season, unless arrangements are made in advance with the BOD.
Section 8 The SASA will not participate in any fundraising program where there is any direct benefit to the member who raises the funds. For example: we will adopt no system of fundraising where a member or parent receives a point or other credit for the fundraising participation that can then be used to offset a team member’s expense.
Section 9 It is the policy of the SASA to notify contributors that all donations are tax deductible.
Section 10 The BOD shall review in detail the financial records of the SASA for the fiscal year. They will also be responsible for completing this audit before each new season.
Article X
Rules
Section 1 The (current) rules as published by the Amateur Softball Association (ASA) for “Fastpitch” or current affiliation will be used by the SASA, except where they conflict with modifications made by the Potter/Tioga Association (the governing body currently where the SASA play’s league games).
Section 2 Due to the varying needs of age groups, supplemental rules may be drafted and approved by the Potter/Tioga Association in the league. These supplemental rules shall be binding on each team, manager, coaches and players within the SASA. Violations of said supplemental rules and penalties will be reviewed and determined by the officers and BOD.
Section 3 The voting members should adopt the league rules at a regular meeting before the start of each season. All league rule changes shall be printed and copies given to each manager and coach.
Article XI
Voting
Section 1 Directors, SASA officers and team managers will be the voting members.
Section 2 Each team shall be allowed one (1) vote on matters requiring approval at meetings. The designated representative of the team shall cast that vote see article VI section 4
Section 3 A simple majorities of those voting shall be required to pass or fail each matter voted on at a meeting, except for voting on amendments and removal/termination of a member, director or officer.
Section 4 Whenever a policy decision is required the BOD shall vote on the issue. A simple majority vote will carry the motion as long as two-thirds (2/3) of the BOD is present.
Section 5 From time to time the SASA officers or the BOD shall deem it necessary to put issues forth to the parents of the players. At such times a general meeting shall be called and every effort will be made to provide sufficient notice. Any votes taken will require a simple majority of those present, with one vote per family per player being accepted.
Article XII
Suspension/Removal
Section 1 A BOD may be removed from the board and forfeit their position for failing to carry out their expected duties or conduct detrimental to the SASA. A BOD can be removed for failing to address a problem with the SASA after being brought to his/her attention. A BOD may be removed for improper or unethical actions/behavior on or off the field as determined by the remaining members on the BOD. A BOD may be removed for receiving/taking earnings or pecuniary profit from the SASA.
Section 2 To remove a BOD a written complaint must be presented to the BOD. A meeting shall then be called expressly for that purpose and two weeks notice has been given. The complaint will be reviewed, read and investigated by the remaining BOD. If sufficient justification exists, a hearing before the Board will be held at this meeting. A unanimous vote of the remaining directors is required for the dismissal of a Director.
Section 3 Any vacancy occurring in the BOD may be filled by the unanimous affirmative vote of the majority of the remaining directors (though such number may be less that a quorum of the board).
Section 4 The voting members shall have the authority to suspend/remove any player whose conduct is considered as detrimental to the best interest of the SASA. At a duly constituted meeting called by the President or BOD the suspension/removal will be decided by a majority of the voting members present. The SASA officers shall upon evidence of misconduct of any player, notify the manager of the team of which the player is a member. The said manager shall appear in the capacity of advisor with the player and her parents or guardian. The voting members shall give the manager, player, parents or guardian time to be prepared to speak on their behalf before the voting members and BOD vote on the suspension/removal of the player. In the case of league teams were involved the SASA president will inform the Potter/Tioga Association president of any and all actions taken by the SASA.
Section 5 The voting members shall have the authority to suspend/remove any manager or coach whose conduct is considered as detrimental to the best interest of the SASA. At a duly constituted meeting called by the President or BOD the suspension/removal will be decided by a majority of the voting members present. The manager/coach should be advised prior to the meeting as to what the meeting shall be about and to be prepared to speak on his/her behalf. After the manager/coach and other pertinent individuals have explained their views the manager/coach and individuals that are not voting members of the SASA shall leave the meeting to allow the voting members and BOD to vote. Immediately after voting the BOD shall inform the manager/coach of the outcome. If the manager/coach refuses to attend the meeting the BOD and voting members will convene a special meeting, and the manager/coach will be notified of the outcome vote.
Section 6 The voting officers and BOD members shall have the authority to suspend/remove any SASA officer whose conduct is considered as detrimental to the best interest of the SASA. At a duly constituted meeting called by the President or BOD the suspension/removal will be decided by a majority of the voting members present. The SASA officer should be advised prior to the meeting as to what the meeting shall be about and to be prepared to speak on his/her behalf. After the SASA officer and other pertinent individuals have explained their views the officer and individuals that are not voting officer members of the SASA shall leave the meeting to allow the voting members and BOD to vote. Immediately after voting the BOD shall inform the SASA officer of the outcome. If the SASA officer refuses to attend the meeting the BOD and voting officer members will convene a special meeting, and the SASA officer will be notified of the outcome vote.
Section 7 Any player, player parent/guardian, manager, coach, SASA officer, BOD or volunteer using profane language, obscene gestures, improper dress or any other conduct judged inappropriate in public may be suspended/removed from any game and may be further suspended/removed from future participation in the SASA.
Section 8 The use of alcohol or any other controlled substance by any person on any facility used by the SASA shall not be tolerated. Directors, officers, managers, coaches shall assist in the enforcement of this section. Any person caught may be suspended/removed from participating in the SASA.
Section 9 Wagering of any sort on any SASA game will not be tolerated and shall lead to suspension/removal of the violator.
Section 10 Patronizing, sexual harassment on any level with the SASA will not be tolerated and shall lead to suspension/removal of the violator.
Article XIII
Players and Rosters
Section 1 A player is any person who qualifies by age, has paid their fees for the current competitive softball season, and returned signed authorization and agreements to the SASA.
Section 2 The age breakdown of each team shall be in accordance with those guidelines established by the affiliated association(s).
Section 3 The SASA will register in accordance with those guidelines established by the affiliated association(s).
Section 4 The SASA will fill rosters that shall consist of the following;
1) Name of team or sponsor(s)
2) Name, address, phone number and date of birth of each player on the team.
3) Name of manager and coaches
4) Parent/Guardian name
Section 5 Each player listed on a roster shall be bound by express contract to that team until one of the following occurs;
1) Player makes a request for release from the manager/coach of the team on whose roster the player’s name is listed to be submitted to the BOD.
2) Player requests but does not obtain a release and petitions for can be granted a release by the BOD.
3) Player is eligible and chooses to ascend to another league covering them.
4) Player is eligible and chooses to ascend to team within the league that will cover them and has been approved by the BOD.
5) If the team disbands after starting the season and an interested party (i.e. assistant coach, parent or volunteer) steps forward to manage/coach the team all players can be retained. But, a player desiring to leave the team at this time can do so.
6) Any player who has met the above here mentioned and has met if any and all financial restitution.
Section 6 No player shall be allowed to play on more than one rosters in the same division (age) of play
Section 7 Any player selected to all-stars, tournament teams or traveling teams will be permitted to be on another team’s roster as long as that team is not playing with the affiliated league. However if the players selection leaves the team without enough players to continue the season they may be subject to suspension/removal under Article XII section 4.
Section 8 No player may switch to another team within the league during the organized season after their name appears on an SASA roster. Unless they meet the requirements in Article XIII section 5.
Section 9 All players/parents have the freedom to request for which team they wish to tryout and or be associated. However the SASA reserves the right in times of vacancies and promote competition for the betterment of the team and affiliated league to deny any request.
Article XIV
Amendments
Section 1 These by-laws are the operating guidelines of the SASA and shall supersede all rules and regulations previously established
Section 2 Amendments to this constitution may be proposed in writing at any meeting, but can only be voted on at a subsequent regular meeting. To be approved and become a part thereof a vote of two-thirds (2/3) of the voting representatives present must be favorable and the amendments must be read and voted upon by the members at three (3) consecutive meetings.
Section 3 Any amendment that meets the aforementioned requirements shall take effect the following season unless otherwise stipulated in the voting process.
Article XV
Certification
This document is adopted by action of the Board of Directors of the Sabinsville Area Softball Association at the meeting held on January 3rd, 2010
These By-laws are to be distributed to all members of this association and 1 copy submitted to the Potter/Tioga Association.
___________________________ ______________________________
Amy Mead, Chairman Board of Directors Karl Schauer, Board of Director
______________________________
___________________________ Charles Mead, Board of Director
Shawn Ianson
Deputy Director ASA of PA
Board of Director ______________________________
William Olinger, Board of Director
