2006 VESTAVIA HILLS GIRLS SOFTBALL ASSOCIATION
BYLAWS

PREAMBLE:
THE MAIN PURPOSE OF THIS ORGANIZATION IS TO PROVIDE A SUPERVISED FAST-PITCH SOFTBALL RECREATIONAL OUTLET FOR AS MANY GIRLS AS POSSIBLE, EIGHTEEN YEARS OF AGE AND YOUNGER, WITH EMPHASIS ON LOCAL LEAGUE PLAY RATHER THAN TOURNAMENT PLAY.

Article I - ADVISORY BOARD

1. The management of the Vestavia Hills girl’s softball leagues shall be vested in the Advisory Board herein referred to as “The Softball Board.”
2. The Softball Board is ultimately responsible for making all supportive and administrative decisions and coordinating all Vestavia Hills Girls Softball activities.
3. The Softball Board President reports directly to the Vestavia Hills Park and Recreation Board.

1. The Softball Board shall be elected in September of each year. For the purpose of this election, parents shall be entitled to one vote for each girl who participated in the current season. Nominations for Board members will be accepted through May 1 st. The Board may also nominate candidates for election. A notice of the election shall be posted at the Civic Center ten (10) days prior to the meeting. Results will be posted at the Civic Center.
2. All members of The Softball Board shall assume their duties on October 1 and serve through September 30 of the next year.
3. The elected members shall serve as (1) President, (2) Vice President/President-Elect, (3) Secretary, and (4) Treasurer.
4. Softball Board members should represent as many different divisions as possible, (NOTE: A division is an age group. An aggregation of franchised teams within an age group is a league.)
5. It is suggested that some, but not all, softball Board members carry out and agree to serve for two years in order to ensure continuity in the softball program.
   

1. All vacancies on The Softball Board occurring during the year shall be filled for the unexpired term by the appointment of a new member by the remaining members of The Softball Board.
2. The Softball Board shall have the power to suspend or expel from the softball program or otherwise discipline any Coach, Assistant Coach, parent or player as necessary for the orderly conduct of the leagues. This action requires a majority vote of the Softball Board.
3. The Softball Board shall serve as the Protest Committee and rule on all protest. Decisions made by the Softball Board are final.
4. The Softball Board shall be responsible for keeping the bylaws current. Revisions to the bylaws shall be approved by a majority vote of The Softball Board.
5. The Softball Board has the authority to make final decisions on all bylaw interpretations.
6. The Softball Board shall seek out interested individuals and present a slate of officers.
7. The Softball Board shall select the Umpire Association to be used.
8. The Softball Board may appoint such committees, as it, in its sole discretion, deems appropriate, including, but not limited to, the following:

• Directory Committee: Compile a directory from the registration, team drafts and scheduling information. Distribute directories to Coaches prior to the first game or as soon as possible thereafter
• Picture Committee: Schedule “Picture Day” and distribute team pictures. Schedule tournament pictures as necessary. Coordinate purchase and distribution of trophies.
• Tournament Committee: Direct tournament activities and paperwork.
• Financial Committee: Receive and examine records from the Treasurer for preparation of financial report.
• Equipment Committee: Inventory and purchase equipment as needed. Distribute and retrieve equipment from coaches.
• Uniform Committee: Solicit bids on uniforms. Order uniforms. Distribute uniforms to coaches.
• Schedule Committee: Prepare and distribute schedules for practice and games.
• Tournament Committee: Coordinate selection of All-Star teams. Order and distribute uniforms. Coordinate registration for tournaments.

1. Preside at all meetings of the Softball Board.
2. Call meetings as necessary for the orderly conduct of the Program.
3. Attend Park and Recreation Board meetings; Report on girl’s softball activities to the Park Board.
4. Maintain minutes of all meeting in a permanent file.
5. Review the bylaws and provide suggested revisions to the next year’s officers.
6. Supervise the activities of other Softball Board Members to ensure the orderly conduct of the girls softball program.

1. Preside at all meeting of The Softball Board in the absence of the President.
2. Assist the President as requested.
3. Publicize registration, special events, tournaments, outstanding play, etc.
4. Distribute copies of the bylaws to the coaches near the end of the season for their review and comment. Collect their comments and suggestions for revisions.
5. Submit a recommended list of coaches for their division to The Softball Board for approval.
6. Schedule and conduct player drafts.
7. Distribute league rules to the umpires.

1. Keep minutes of all meetings and furnish them to the President for the permanent record file.
2. Coordinate and prepare all paperwork as necessary for the conduct of the league through tournament play.
3. Review duties listed in bylaws and provide suggested revisions to the next year’s officers.
4. Coordinate and conduct player registration and evaluation, Collect fees. Keep accurate registration records to be used for mailing list, player draft, program, and tournament certifications.

1. Deposit all funds in Vestavia Girls Softball account, and report as necessary to the Softball Board.
2. Receive and pay all authorized invoices.
3. Arrange for paying umpires.
4. Appoint a Financial Committee or select a certified accountant. Furnish records and/or an accounting to the Financial Committee or accountant by August 31 st of each year. Supervise audit process. The Financial Committee may be composed of parents of players in any number deemed appropriate by the Softball Board, The Financial Committee or accountant shall review the materials submitted by the Treasurer and make its report by October 1 st. The date required for the Financial Committee or accountant’s report may be extended from time to time by the Softball Board for good cause shown which in its sole discretion, may determine; but, in any event, may not extend beyond December 1 st of each year. Provide a financial status report, as defined in the Park Board Generic bylaws, to the Park and Recreation Board on or before the January meeting each year, unless otherwise directed by the Park & Recreation Board. Such financial status reports may, at the discretion of the Softball Board, be a full scope examination, a review or a compilation prepared in accordance with the standards set by the AICPA, and as such report or process is commonly understood by members of the accounting profession.
5. Review duties listed in the bylaws and provide suggested revisions to the next year’s officers.

1. No alcoholic beverages shall be permitted in the park area.
2. No firearms will be permitted on the premises.
3. Members or family members of the softball leagues who deliberately destroy, deface, vandalize or misappropriate any property of the park shall be expelled by action of the Softball Board.
4. No profanity will be allowed.

1. Read and be familiar with the Official League RuleBook, bylaws and Local League Rules.
2. Attend all meetings called by the Softball Board including the Clinic and All Star selection.
3. Select one each of the following and supervise their duties. Furnish their names and telephone numbers to the Secretary immediately upon selection:
   A. Assistant coach
   B. Team parent
   C. Official Scorekeeper (for Home games). Scorekeeper shall be over 16 years old.
   D. Announcer (for visiting games)
4. Hold practices as scheduled.
5. Have your team at the game site in sufficient time prior to scheduled game time so that scheduled games can begin in a timely manner.
6. Furnish one copy of your lineups to each of the following:
   A. Opposing Coach
   B. Scorekeeper
   C. Announcer
7. Provide one game ball for the umpire at each home game. Home team shall provide a new ball. Visiting team shall provide a used ball in good condition.
8. Record attendance of all practices and games. Excuse such absences as illness, death in the immediate family and conflicts with school activities. When a player has one or more unexcused absences, she may be reduced to substitute status for the next game. If a player misses a game unexcused, she should not be allowed to play in the next game, at the coach’s discretion. In the absence of a roll, no action should be taken. The coach should stress the importance of attendance to all players, make known attendance policy at the first practice before the season begins, and have the same policy for all players.
9. Extra practices may be scheduled through the scheduling director.
10. Return equipment at the end of the season.
11. Complete evaluation forms promptly.

1. Aid the coach in performing the duties listed.
2. Be prepared to take over the team in the absence of the coach.
3. Take over as coach in the event of suspension, expulsion or resignation of the coach, and appoint a new assistant coach with prior approval of the Softball Board.
4. Be responsible for equipment and return it to the coach or Equipment Committee at the end of the season.

1. Distribute all uniforms.
2. Perform telephoning duties for the coach as necessary.
3. Provide cold water for every practice and game during the season.
4. Plan and coordinate a team party at the end of the season.
5. Promote sportsmanship among players and parents.
6. If requested by the coach, maintain organization in the dugout during games.

1. Home Team shall provide the official scorekeeper to maintain the official scorebook. The scorekeeper shall record the official game time as announced by the umpire, and record the innings pitched by each pitcher. The scorebook may be secured from the concession stand, and should be returned to the concession stand following the last game of the day. The official scorekeeper must be at least 16 years of age.
2. Visiting Team shall provide an individual to operate the scoreboard, and announce player’s names as they come to bat. No one under 15 years of age is allowed in the press box.
3. Scorekeeper to post score after game.

1. Respond to all disputes and protest. In the case of a protest, obtain the written reports from the coach and the game umpire. Arrange and along with the coaches, present the protest to the Board.
2. Obtain and verify coach evaluation at the completion of the season.
3. Assist the Equipment Committee in return of all equipment at the close of the season.

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*New rules are highlighted in red*