By Laws (Updated)

Garrettsville Youth Softball

 

Article I:     Name: Garrettsville Youth Softball Organization (GYSB)

 

Article II:       Purpose: The purpose of Garrettsville Youth Softball Organization is to create a summer activity for girls of the proper age; to teach sportsmanship; to teach the game of softball in accordance with the rules and regulations of the Portage Girls Softball League; to put emphasis on the game for the benefit of the girls; and to create an enjoyable and pleasant atmosphere.

 

Article III:      Board of Directors: Board of Director Members shall be elected at the August meeting to serve the following season. The Board of Directors will consist of a President, Vice President, Secretary, Treasurer, and a District Representative. Board positions are for a two-year term with the option of re-election at the end of a term.

 

Election of board members will be a majority vote by current board members and rostered coaches, physically present at the meeting. One vote shall be cast per eligible voter.

 

In the event that any member of this board should resign or become incapacitated during his/her term of office, the remaining board members shall appoint a replacement. Once the term has been fulfilled the appointee will have the option for re-election along with any other nominee.

 

Article IV:      Voting Rights:  

Members of the Board of Directors will have votes on day-to-day decisions. Majority votes will rule.

 

Article V: Duties of the board of Directors:

 

President: Will preside over all scheduled meetings; obtain insurance based on the number of teams after sign-ups; schedule and distribute practice schedules for the spring; create and distribute new field schedule after game schedules come out; handle any changes and inform the field liner of the schedule and changes; purchase trophies for the girls after checking with each team for the girls that have quit and distribute when they are finished (after checking spelling); schedule team photos and provide each team with proper forms and picture times; organize any fundraisers the league has; and oversee the uniform order for the league.

 

Vice President: Will attend all scheduled meeting and preside over those meetings in the absence of the President; take inventory of all equipment prior to the start of each season, purchase any needed equipment, and collect equipment at the end of each season; provide all coaches will necessary rule books; find someone to line fields and provide necessary equipment for the lining of fields for all home games.

 

Secretary: Will attend all scheduled meetings; schedule meetings with the Village Clerks office and notify coaches of scheduled meetings; schedule sign-ups, obtain permission to use the school, Village Hall, create flyer to be distributed at the schools, post on Facebook Page, be present at sign-ups, make sure all sign-ups are complete; obtain permit with the school for indoor practices; distribute folders containing sign-up forms, birth certificates, and rule books for each coach.

 

Treasurer:

Will attend all scheduled meetings, handle and account for all monies; prepare an annual budget; prepare monthly financial statement.

 

District Representative:

Attend all Portage Girls Softball meetings; be responsible for attending all local meetings and communicate information from PGS to GYS.

 

Article VI:      Meetings:

The season’s initial meeting shall be held in January. There shall be at least one meeting, as needed, per month thereafter. The dates, times, and place will be announced at the previous meeting. Special meetings may be called by the Board of Directors.

 

Article VII:    Coaches/Managers:

The position of coach/manager is on a volunteer basis. All coaches are to (a) attend all mandatory Portage Girls Softball meetings; (b) attend all Garrettsville meetings (NOTE: meetings are mandatory. If the manager cannot attend, a team representative must attend in your place); (c) abide by the rules and By-Laws of the Garrettsville Youth Softball Organization and the Portage Girls Softball Organization; (d) be responsible for the welfare of all girls on the team during practices and games; (e) be responsible for all equipment belonging to the team; (f) be sure the field is in proper playing condition before a game (NOTE: if the league does not have a designated field liner it will be the coaches responsibility to line their own field); (g) the Board of Directors have the final decision on Managers for each team; (h) the Board of Directors have the authority to reprimand and Manager or Coach displaying misconduct or in-appropriate behavior as outlined in Article XVI; (i) prepare rosters and birth certificates for Portage County roster turn-in.

 

Article VIII: Sign-Up

Sign-ups shall be held in the months of January or February in alignment with Portage Youth Softball deadlines. Three members of the Board of Directors should be present.

 

Article IX:      Policies of Sign-Up

Fees: shall be $85.00 per player and additional tiered pricing up to $150 max. All fees are due at the time of sign-ups. If a players fee is not paid by the first practice she will not be permitted to participate until the fee has been paid. Any player may receive a refund anytime before the uniform order has been placed.

 

Article X:       Team Distribution

An established team will remain in tact. In the instance where the amount of teams per league increases or decreases from the previous year, all existing teams will remain in tact, parental requests will be honored when possible and spots are available; any remaining players will be placed in a draft.  A manager will begin with his/her daughter and up to three coach’s daughters. The draft will resume allowing the manager with least amount of players to make the first draft pick.  The draft will continue allowing each manager to select one player at a time until all players have been placed on a team. Girls will be divided up evenly to ensure that teams have the appropriate break down according to Portage Girls Softball rules. Any changes that are necessitated by the rules, the roster will be determined by the Board of Directors.

 

Team/Coach requests must be declared during sign-ups or in writing to the board of directors prior to roster determination.

 

Article XI:      Insurance

Insurance shall be purchased by the Garrettsville Youth Softball Organization for all teams. No practice sessions may be held until there is insurance coverage. Insurance coverage should be effective year round. Each coach is responsible for providing a claim form for any claim involving his/her team.

 

Article XII:    Umpires

All umpires must be 16 or older. Home plate umpires will be paid $45.00 per game. It is the responsibility of the home team manager to pay the umpire prior to the start of the game. GYS will reimburse all team managers for home game and tournament umpire fees. NOTE: Coach Pitch umpires will be paid $25.00 per home game.

 

Article XIII    Fundraising Projects

All projects should be approved by the Board of Directors. All projects will have 100% support of all Coaches and Board members until the project is complete. All monies raised shall be used for the betterment of the program.

 

Article XIV   Equipment Reimbursement & Management

The GYSB recognizes that there will be the need for new or upgraded team related equipment such as catcher’s equipment. If the need arises for these type of team items, coaches should confirm with a GYSB board member before purchasing. Once purchased, the coach/parent should submit a receipt to GYSB and 50% will reimbursed immediately, while the remaining 50% will be reimbursed upon return of equipment at the end of season. All managers are expected to return any league issued or reimbursed equipment at the conclusion of the season (including keys to shed and batting cages).

 

Article XV     Member and Fan Conduct

Managers, players, parents and fans are a representation of our community and are expected to behave in an appropriate manner. Misconduct of any kind will not be tolerated. It is the expectation of all GYSB managers to follow rules established by the league and in these by laws, while also doing their best to maintain a positive and encouraging environment for all GYSB players, parents and fans. Win or lose, the manager should not allow any affiliate of their respective team to use foul language, cheer in a negative or derogatory tone or show disrespect to the umpire or opposing team.

 

Article XVI:   Enforcement

In order to maintain the integrity of GYSB, incidents of misconduct should be reported immediately and then submitted in writing to the GYSB within 48 hours of the incident. Once submitted, the GYSB board will review and determine appropriate action, up to individual game or permanent suspension.

 

Article XVII: Uniforms

Uniform options will be provided annually by the GYSB to ensure a consistent representation for our community. Uniforms will include the name of the team sponsor. Changes to these options are not permitted.

 

Article XVIII: Field Maintenance

Maintenance of the fields is a team effort between GYSB, Garrettsville Village and volunteer managers as follows:

1. Preseason: “Field prep day” where GYSB and coaches volunteer to prepare the fields for the upcoming season (cut fields, install baselines, improve dugouts, etc.)
2. In Season
1. Mowing and general maintenance will be addressed by the Garrettsville Village
2. Game prep including dragging and lining of fields

1. Monday – Friday: Paid for and taken care of by GYSB

2. Saturday – Sunday: Coaches responsibility unless otherwise communicated/requested

3. Post Season: GYSB will not be maintaining fields after the regular season completes. There will be an effort for a “Field Clean Up” day in September where batting cage nets and general field clean up are addressed.

 

Article XIX:   By-Law Changes

Changes to these by-laws must be submitted at a regular scheduled meeting and shall be voted on at the next scheduled meeting. A majority of the Board of Directors must be present and any motion or changes must be passed by a majority vote of the Board of Directors.

 

Revised 2/16/2020