League By Laws
NAME AND PURPOSE
The name of the League shall be the Vernon Seniors Softball League, Inc. The League shall be a legal Corporation formed under the Statutes for incorporation in the State of Connecticut. The League shall operate as a not-for-profit Corporation under Section 501(c)(3) of the Internal Revenue Code.
The purposes of the League shall be:
To provide an opportunity for senior men and women (age 55 and over), to play organized softball in a recreational program that promotes competition, exercise, sportsmanship, teamwork, friendship, entertainment, and excellence. Participation by all members shall be the top priority.
To sponsor Travel Teams that participate in various tournaments.
The membership of this league shall consist of individuals who have attained the age of 55 or will become 55 during the calendar year of initial participation; who are sympathetic with the above stated purposes; and who pay such fee or fees as may be required for participation by the Board of Directors.
All members, as defined in Section 1 above, shall be eligible to attend members’ meetings, including the Annual Meeting of the League, and shall be eligible to vote for members of the Board of Directors.
There shall be an Annual Meeting of the members between October 1st and December 1st at a time to be determined by the Board of Directors. At this meeting the reports of the Board of Directors, Treasurer, and Committees shall be presented, the Board of Directors shall be elected, and such other business, as deemed necessary, shall be transacted. The members of the Board of Directors, elected at such an Annual Meeting shall assume their duties at the conclusion of the meeting.
Special Meetings of the members for the transaction of business may be called by the Commissioner (Chairperson of the Board of Directors) or shall be called by the Commissioner at the written request of twenty-five (25) members, or by order of the Board of Directors.
Section 3 (2013 changes are in red)
The Annual Meeting or any Special Meeting of the members shall be called by a notice by email, or in writing to all members who don’t have email, not less than ten (10) days prior to such meeting.
Section 4 (2012 changes are in red)
Thirty percent (30%) of the dues paying members at any Annual or Special Meeting shall constitute a quorum. To determine the actual number of members required to constitute a quorum, fractions of one percent (1%) shall be dropped (i.e. if 30% equals 29.75 members, 29 members shall constitute a quorum).
Each member attending any meeting shall have one vote. In any election for members of the Board of Directors, each member shall have one vote for each vacancy, but cumulative voting shall not be allowed.
Roberts Rules of Order will govern the order of business at the Annual Meeting or any Special Meetings. The Commissioner shall rule on any point of order requested by an individual member of the League at any Meeting. The Commissioner may appoint a Parliamentarian to make these rulings in his stead.
BOARD OF DIRECTORS
There shall be a Board of Directors consisting of nine (9) members, eight (8) of whom shall be elected by the members. The ninth member of the Board of Directors shall be the immediate past Commissioner of the League who is not currently an elected member of the Board. If the immediate past Commissioner is still an elected member of the Board, the next previous Commissioner of the League who is not an elected member of the Board shall fill such position. If such position cannot be filled using this criteria, the Board of Directors shall fill this position as a vacancy as described under Article IV, Section 2. Each elected member of the Board of Directors shall serve a two year term, except for the transition year 2003. The election for 2003 shall elect four (4) members of the Board of Directors for two (2) year terms, and four (4) members of the Board of Directors for a one (1) year term. Thereafter, four (4) members of the Board of Directors shall be elected each year.
The Board of Directors shall have full power and authority to administer and control the program, including, but not limited to, the system of assignment of players to the respective teams, the appointment of individuals to coach the teams participating in the program, the setting of the annual dues for a member to participate in the program, the rules governing any individual’s continued participation in the program, the rules adopted for the playing of the games conducted by the program, including officiating thereof, and the rules governing participation of members on teams sponsored by the program and which teams participate in outside competition or tournaments not specifically governed by this organization. Each member of the Board of Directors shall have one (1) vote excepting the Commissioner of the League, who shall vote only in the event of a tie vote on any issue voted upon by the Board of Directors. In the event of a vacancy occurring during the term of a Director, a member nominated and elected by a majority of the Board of Directors shall serve the balance of the term.
The Commissioner of the League (also known as the Chairman of the Board of Directors and the Chief Executive Officer of the League) shall be responsible for the conducting of any meetings of the general membership and the Board of Directors. In addition, the Commissioner shall have solo and final decision-making authority in all matters concerning postponements, rainouts, rescheduling of games, and protests relating to the officiating of any game.
With regards to these matters, there shall be no appeal beyond the decision of the Commissioner. The Commissioner shall have the authority to suspend or expel any member of the League for conduct which, in his sole opinion, is determined to be detrimental to the League or any person involved in League business or function. Any member suspended or expelled by the Commissioner shall have the right to appeal said suspension or expulsion to the full Board of Directors. The decision of the Board of Directors shall be final.
The Assistant Commissioner shall assist the Commissioner with his duties, and shall act in his stead in the absence of the Commissioner.
The Secretary shall record the minutes and results of the electoral processes both at the Annual Meeting of members and any Special Meetings of the membership, and at any meeting of the Board of Directors.
The Treasurer shall be responsible to the Board of Directors for the finances of the League and shall make such reports from time to time as are necessary to keep the members apprised of the finances of the League. At the Annual Meeting of members, the Treasurer shall give a report as to the state of finances of the League. The ultimate responsibility for League finances shall rest with the Board of Directors, who shall conduct an audit of the financial records of the Treasurer at any time called for by the Board of Directors, but no less frequently than once per calendar year. Such audit shall be performed by an Audit Committee appointed by the Board of Directors. Said Audit Committee shall be comprised of two Members of the Board of Directors and two non-Board Members.
There shall be four (4) standing committees each of which shall be chaired by a member of the Board of Directors. The Board of Directors shall have the authority to appoint members to each of the standing committees, which shall hold meetings from time to time as necessary. In making appointments to the standing committees, the Board of Directors shall consider the importance of representation from all teams and all age groups participating in the program, and the desires of individual members to volunteer their services. The four committees shall consist of the Social Committee, a Public Relations Committee, and Internal Competition Committee, and an External Competition Committee.
The Social Committee will consist of one Member of the Board of Directors as chairperson and such other members as are appointed to the Committee by the Board of Directors. The purpose of the Social Committee shall be to organize and promote the social activities conducted by the League. All proposals for social activities sponsored by the League are subject to approval by the majority of the Board of Directors.
The Board of Directors shall appoint a Public Relations Committee chaired by a Member of the Board of Directors and composed of such members as the Board of Directors shall appoint. This Committee shall have the responsibility of assessing and promoting such needs as the League may have in areas of public relations, publicity, marketing sponsorship, and alternative funding sources. All proposals for activities described in this paragraph are subject to the approval by the majority of the Board of Directors.
There shall be an Internal Competition Committee chaired by a Member of the Board of Directors which shall evaluate and recommend to the Board of Directors the methodology by which players are assigned to teams, the scheduling of games, the assignment of umpires, and the conduct of players within the League.
This Committee shall also be responsible for hearing and presenting for resolution any grievances resulting from the application of enforcement of any rules and regulations adopted to govern playing field proceedings of this League. Findings and recommendations shall be presented to the Board of Directors who shall have full and final authority for rendering any decision and for disciplining any member, as deemed appropriate, up to and including suspension or expulsion from the program.
Furthermore, the organizational structure of the League will include a Rules Committee that will function as a subcommittee of the Internal Competition Committee. Rules Committee responsibilities will include recommendations for approval by the Internal Competition Committee, and subsequently by the Board of Directors, the rules governing the conduct of the games scheduled by the League, whether proposed and written to be League specific or existing senior softball rules amended to current ASA Regulations.
There shall be an External Competition Committee, which shall be chaired by one Member of the Board of Directors. The Committee shall have the responsibility for all teams representing the League playing in competition other than that sponsored by the League itself. Teams shall consist of up to five Travel Teams, one in each of the following age brackets: 55-59, 60-64, 65-69, 70-74, and 75 and over. If the Board of Directors determines that there are sufficient players in a particular age bracket to warrant two teams in that bracket, an additional team may be sponsored in that age bracket.
The External Competition Committee shall recommend to the Board of Directors the methodology by which players and coaches are chosen for the teams participating in external competition, scheduling of games for external competition, the assignment of Umpires, and the conduct of players in external competition. Members will be required to participate in their own age bracket only, unless a waiver is granted by the Board of Directors. Any complaints with regard to the conduct of any member in the League’s external competition shall be lodged with the External Competition Committee, which shall then make its recommendation to the Board of Directors who shall have the full and final authority for the disciplining of any member up to and including suspension and expulsion from the program.
In addition to the standing committees, the Board of Directors shall annually appoint a Nominating Committee of not less than five (5) members of the League, not more than two (2) of whom shall be existing Members of the Board of Directors, to serve as a Nominating Committee for the purposes of establishing a slate of Directors to serve the League for the terms set forth in Article IV, Section 1. The Nominating Committee shall be appointed no later than September 1st of any year.
In addition to the standing committees, the Board of Directors shall have the authority to establish such Ad-Hoc Committees as may be required from time to time to promote the purposes or serve the needs of the League. In the event of the establishment of an Ad-Hoc Committee, the chair of each such committee shall be an existing Member of the Board of Directors.
These By-Laws may be altered or amended by the affirmative vote of two-thirds (2/3) of the total members present at any Annual or Special Meeting of the League, provided due notice of such proposed changes or amendments shall be given to the members by written notice postmarked at least 15 days before the meeting at which action will be taken.