FARMINGTON GIRLS FASTPITCH ASSOCIATION
BY-LAWS

Approved February 5, 2008
Revised October 16, 2007

Article I - Name

The name of this organization is Farmington Girls Fastpitch Association, abbreviated herein as the FGFA.

Article II - Purpose

The purpose of the FGFA shall be to promote the sport of fastpitch softball for girls residing within the boundary area of Independent School District 192. Deviation from the eligibility will require approval by the board of directors.

Article III - Membership

An individual(s) shall be considered FGFA members by payment(s) made of any yearly program registration fee(s). The program year will be defined as commencing April 1 and terminating on March 31. Board members must reside within the boundaries of Independent School District 192 or have a child attending an ISD 192 school.

Article IV - Officers

The property, affairs and business of the FGFA are managed by the Board of Directors consisting of the following offices (all offices are two-year terms with two additional months for transition purposes.)  The transition months are non-voting.

President = Even                                                 Vice-President = Odd

Treasurer = Even                                                 Secretary = Odd

Travel Director = Even                                         In-House Director = Odd

Equipment Manager = Even                                Fundraising Coordinator = Odd

Program Development Coordinator = Even        Communications Director = Odd

Off-Season Director = Even                                Bobber Tournament Coordinator = Odd

Associate Member = Yearly

Article V - Duties of the Officers of the Board of Directors
Duties include, but are not limited to:

A. President

• Preside at all general and annual board meetings of the Association
• Actively manage and be responsible for the business of the Association
• Set agenda of monthly meetings
• Act as a liaison between all board members and their respective responsibilities
• Co-chair all registration and player tryouts
• Member of the Travel coach selection committee
• Collaborate with Vice President and Travel Director to determine quantity and play level of Travel teams
• Act as chairman of grievance committee

B. Vice President

• Chair all meetings in the absence of the President
• Co-chair all registration and player tryouts
• Member of the Travel coach selection committee
• Collaborate with President and Travel Director to determine quantity and play level of Traveling teams
• Secure the availability of fields and field maintenance for league play and organization-held tournament (all divisions of Association)
• Responsible for all Association team pictures

C. Secretary

• Keep the official minutes of the Association board meetings
• Keep Association By-laws and Operations Handbook up-to-date.
• Assist in annual registration
• Collect Organization membership--names, addresses and phone numbers, e-mails and get to Communications Director.

D. Treasurer

• Create Budget for Association
• Submit Budget for Board Approval
• Oversee all incomes and expenditures of the Association
• Pay all bills, make deposits and maintain balance of the Association's bank account
• Provide financial reports of the Association at monthly board meetings
• Submit to the Board a detailed annual financial report
• Assist with annual Association registration

E. Travel Director   

• Member of the Travel coach selection committee
• Collaborate with President and Vice President to determine quantity and play level of Travel teams
• Conduct a pre-season rules/duties meeting with the traveling team coaches
• Schedule umpires
• Submit tournament entry fees for all traveling teams
• Assist in annual registration
• Interface with Suburban League director on all Travel activities
• Coordinate tournaments to be entered with coaches of all Travel teams
• Interface with coaches and parents on any problems that may arise

F. In-House Director

• Assist with annual registration
• Select In-House coaches
• Select In-House division coordinators
• Set up In house subcommittees, i.e. League Play (Ordering T-shirts, Ump scheduling), Tournament (Concessions, scheduling, volunteers)
• Set team rosters
• Develop and implement league guidelines and rules
• Act as liaison with all league coordinators

G. Program Development Coordinator

• Reports to Travel Director
• Organize all clinic and winter gym activities
• Schedule gym time
• Organize coaches/player clinic run by High School Coaches
• Maintain communication between High School Program and FGFA
• Promote the activities of all clinics
• Select coaches for all clinics

H. Communications Director

• Updating Website
• Email updates to current subscriber list
• Over see Bobber tournament/assist in setting up website information
• Forward Notice of upcoming board meeting to board member and local newspapers
• Submit news articles to local newspapers

I. Fundraising Coordinator

• Provide opportunities to raise money for Equipment, fees, uniforms
• Develop other fundraising opportunities for the association
• Provide detailed report on all fund raising functions to the board

J. Equipment Manager

• Maintain inventory of all Association equipment
• Conduct an annual inspection of equipment for safety compliance
• Distribute team equipment to all coaches
• Collect equipment within two weeks of season's end
• Determine equipment needs and submit purchase proposal to board
• Place equipment orders approved by board
• Order uniforms for Travel teams and tracks numbering of jerseys
• Purchase promotional items, i.e. Clothing, pins etc.

K. Off-Season Director

• Handles Fall annual registration
• Select fall coaches
• Collect Fall League registration fees
• Submit team entry fees and forms
• Promote Fall League to the In-House League
• Handles Dome ball teams

L. Bobber Tournament Coordinator

• Secure tournament date
• Advertise tournament
• Appoint tournament UIC
• Coordinate all volunteer assignments
• Acquire city permits and ASA sanctioning
• Coordinate with League Director and Assistant Director with the securing of fields
• Coordinate all field grooming, sanitation and clean-up
• Coordinate concessions at all sites

M. Associate Member

Note: Associate members do not have voting privileges at regular board meetings.

• Participate in discussion and help with league activities
• Nominate and vote during yearly elections

Article VI - Election of Officers

1. Board membership is open to any current member.
2. Annual elections will be held in September of each year.
3. The entire league membership must be notified at least two weeks prior to elections with a list of open positions.
4. Board members may nominate anyone for any position that is up for election.
5. Anyone may volunteer for a board position.
6. No seconds on nomination are required.
7. Voting will be done by secret ballot tallied by the current league secretary, with only one vote per membership family.
8. In the event of a tie, the outgoing board would vote to break the tie.
9. Elections for each board position will be done in the order they are listed in Article IV.
10. If no volunteers are forthcoming for a given board position, the President may temporarily appoint a person until the board can fill the position.

Article VII – Meetings

1. All General business can be approved with a quorum of board members present.  A quorum being more than 2/3’s.
2. All board meetings will be open to anyone. Only active board members can make motions, second and vote.
3. All board members are expected to attend all meetings. If personal schedule conflicts prevent attendance, it is the member’s responsibility to call the President for update. Whenever possible, an advance courtesy call to another member will be appreciated.
4. Board Members who are absent from two consecutive meetings without notice or an update phone call to the President will no longer be a voting board member, with a special election the following board meeting for that position.  The vacancy and special election is communicated to the full membership.
5. If a board member is not performing the duties assigned to that position, a temporary appointment may be made by the President until the board can fill the position.
6. If two-thirds of the current board membership is not present at the September meeting, elections will be delayed until the next scheduled meeting. At that time elections will proceed with members present.
7. Newly elected board members will officially assume their duties at the next scheduled board meeting.
8. The board may adjust, combine, add or remove any position as necessary.

Article VIII – Property of the FGFA

At no time will a board officer, coach or Association member have a right, title or interest in any property or income of the Association. In the event of dissolution of the league, all league property will be transferred to other non-profit, charitable or educational organizations as the board sees fit.

Article IX – Amending By-laws

1. Any proposed addition or change to By-laws must be presented at a board meeting at least seven days before vote, with a preliminary draft provided for all to review. “See amendment form attached or ask secretary for blank form(s).”
2. A minimum of two-thirds of the active board members must be present to vote on changes to or additions of By-laws.

• A simple majority vote of members present will be required to bring proposed changes to next meeting.
• A two-thirds majority vote of members present will be required to change existing or add new By-laws.

3.   No member will be allowed to vote by proxy. Members must be present to vote.

4.   At no time should a vote be rushed or agenda altered to accommodate board members who have personal schedule constraints. This is intended to prevent members from showing up just to vote. Adequate time to discuss proposals must be guaranteed.

Article X - FGFA Operating Policy