DEER LAKES SOFTBALL ASSOCIATION
BY-LAWS
ARTICLE I – NAME
A. The name of this organization shall be Deer Lakes Softball Association Inc. (DLSA)
B. It is a non-profit organization.
ARTICLE II – PURPOSE
Section 1: Deer Lakes Softball is a youth athletic organization dedicated to the promotion and development of girls’ softball in the Deer Lakes School District serving the communities of East Deer, Frazier, and West Deer Townships.
Section 2: The organization shall operate exclusively as a non-profit educational organization. No part of the net earnings shall benefit any individual; no part of the activities is participating in or intervening in any political campaign on behalf of any candidate for public office.
ARTICLE III – OFFICERS/DLSA Board
Section 1: The DLSA Board shall be the governing body of the Deer Lakes Softball Association.
Section 2: The elected officers shall be the President, Vice President, Secretary, Treasurer, Equipment, Field/Clinic Director and the Fund Raising Coordinator, Website administrator.
Section 3: Upon Resignation of a Board member, by death, resignation or other words, the vacancy will be filled as follows:
A) The members of the Board have first right for the position by order of President.
B) If no Board members wish to fulfill the vacancy it may be filled by a majority vote of the remaining officers at a regular meeting or at any special meeting called for that purpose. This person will fill this position until the next regular election.
C) All members of the Board elected or appointed shall have a vote.
D) President – Shall conduct the affairs of the organization and execute the policies established by the Board. Shall preside at all DLSA meetings, set an agenda and conduct the meeting in accordance with Robert’s Rules of Order. The President shall assign all committees and act as the committee chairperson unless otherwise noted. The President shall be empowered to interpret the by-laws and rules of the Deer Lakes Softball Association so as not to interrupt the daily operations of the organization and to review and audit the annual Treasures’ Report. President will be the tie breaker vote.
1. Vice President – Shall perform the duties of the President in his/her absence or disability. Will also act as: Player Agent – The player agent shall prepare for and conduct the annual player registration checking residence and age eligibility. Maintain a roster of all players. Conduct the player draft and all other player transactions. Prepare for submission and approval of all the team rosters for the regular season and tournament play. Order uniforms for all players. Review photo release into and notify web admin.
2. Secretary – Shall perform the duties of the President in the absence of the President and Vice President. Shall keep accurate and official records of all meetings of the organization and of the Board. Shall handle all Association correspondence and notify members of meetings and events. Organizes, retains, and insures clearances are current. Announce events in local papers, Reserve meeting room annually/monthly. Shall retain “Code of Conduct” documents for coaches, players, and parents. Distribute e-mail blasts. Responsible for maintaining association mail box.
3. Treasurer – The Treasurer shall maintain a checking account in the name of the Deer Lakes Softball. Shall have charge of the funds of the organization and pay all the bills for expenditures approved by the board.
4. Equipment – Arrange for the procurement, disposition and maintenance of all playing equipment in a timely and safety orientated manner. Will maintain an inventory of all league equipment. Shall prepare and collect equipment bags from managers at the beginning and end of the season. Distribute first aid kits to managers.
5. Field / Clinic Director – Shall be responsible for the fields that are utilized by DLSA Shall provide recommendations and estimated costs to the board of necessary repairs or improvements for such fields. Coordinate field scheduling with DLYBA League Scheduler. Attend meetings with Athletic Director and High School Girls Softball Coach to coordinate preseason gym time for clinics and developmental programs. Provide communication between the Association and the Deer Lakes High School Varsity Softball Program. Responsible for obtaining annual lease from West Deer Township Supervisors.
6. Fund Raising Coordinator – Shall be responsible for the coordination of all fund raising activities including contacting local organizations and businesses for support and donations. Shall maintain records of all contacts and amounts donated. Shall be responsible for all letters of appreciation between DLSA and above mentioned organizations and businesses.
7. Website Administrator – Shall manage the Association’s official home page, ensures that Association rosters are maintained on the site, Association news and scores are updated on a regular basis, collects, posts important information on regarding Association activities including fund-raising and banquet as well as listing the sponsors of our Association. Responsible to review registration for any photo release. Coordinate field scheduling with DLYBA League Scheduler
ARTICLE IV – MEETINGS
Section 1: Board/public meetings of the organization will be held on the 1st Thursday of every month. The board reserves the right to change meeting days. Additional board meetings will be held as needed at the discretion of the President. The officers may call special meetings at any time.
Section 2: Five officers shall constitute a quorum. A quorum will be required for all voting issues.
Section 3: Annual meeting held in September for election of officers.
A. The order of business for each meeting of this League shall be as follows:
(a) Roll call and sign-in sheets
(b) Readings and approval of minutes
(c) Treasurer’s report
(d) Reading of communications
(e) President’s report
(f) Vice President’s Report
(g) Committee Reports
(h) Unfinished business
(i) New business
(j) Public Comment
(k) Adjournment
ARTICLE V – ELECTIONS
An election of the officers/board members shall be conducted yearly prior to November 1st of the current year (at the October Association meeting). No nominations for office shall be made from the floor on the day of the election. All officers shall be elected by a majority ballot vote of all participating members of the DLSA organization in good standing with the Association, having been a prior coach or assistant, having a registered participant or having been a prior board member in current or prior year.
ARTICLE VI – MANAGERS AND COACHES
Section 1: The managers and coaches shall be appointed by the President with the approval of the board. Managers and coaches must have Child Abuse Clearances and clean Criminal Records. Clearances must be up to date and completed every 5 years.
Section 2: Managers and coaches shall attend required organizational meetings as determined by the board.
Section 3: Managers and coaches shall participate in all fund raising events.
Section 4: Managers and coaches shall participate in a satisfactory amount of Association activities as determined by the board.
Section 5: Managers and coaches must conduct themselves in a responsible manner so as not to tarnish the image of the Association. Managers and coaches will exercise good behavior, there by setting a proper example for players to follow in achieving the goals of the organization. All coaches must sign Code of Conduct.
Section 6: The officers shall have the authority to discipline, suspend, or terminate any members when the conduct of such person is considered detrimental to the best interest of the organization. The member involved shall be informed of the general nature of all charges and given the opportunity to answer such charges. After the involved member has answered the charges, disciplinary action, if any, will be decided on by a majority ballot vote of all officers.
Section 7: Shall be responsible for collecting Code of Conduct documents from Assistant Coaches, players, and parents.
Section 8: Any unused umpire fees must be returned to the association.
ARTICLE VII – FEES
Section 1: Each player will be assessed a registration fee which will be determined on an annual basis.
Section 2: Payment of fees is due at registration unless previous arrangements have been made with the Association. All payments must be made before the first game of the regular season. No refunds will be given once registration closes.
Section 3: Each family will be assessed a volunteer fee. Volunteer checks will be returned upon completion of requirements set by the board.
Section 4: DLSA reserves the right to approve a financial payment plan, as needed per family, at board’s discretion. All payments must be made, prior to 1st game.
ARTICLE VIII– FINANCIAL
Section 1: The board shall decide all matters pertaining to the finances of the organization.
Section 2: The officers shall not permit the disbursement of the organization funds for other than the conduct of the organization’s activities.
Section 3: No member shall receive directly or indirectly any salary, compensation or remuneration for the services rendered as a member.
Section 4: In the event of dissolution of the organization and after all outstanding debts and claims have been satisfied, the members shall distribute all assets to one or more non-profit organizations with similar goals and purpose.
Section 5: Any expenditure above $100.00 needs board approval. Any expenditure above $500.00 requires 2 signatures.
ARTICLE IX- FIELD USAGE
Section 1: B2 and B7 will be home fields for DLSA
Section 2: Bairdford Park lease, for B2 and B7, must be obtained from West Deer Supervisors, on an annual basis.
ARTICLE X- PLAYERS
Section 1: All players must sign Code of Conduct
Section 2: Single Game Call-up Policy- All coaches will be provided a list of players, eligible and willing, to play up to a higher age bracket. It will be coach’s responsibility to make arrangements to fill roster needs for a single game.
Section 3: Season Play-up Policy- A parents request for a child to play up in an age group, for an entire season, will be reviewed and voted on by the board. All board decisions are final.
ARTICLE XI- PARENTS
Section 1: All parents must sign Code of Conduct
Section 2: All parents will be recommended to volunteer in some capacity
ARTICLE XII-AMENDMENT
The by-laws maybe amended, repealed or altered in whole or in part by a majority vote of all the officers at any public meeting of the organization, provided that the proposed change has been submitted at the previous meeting.
Chain of command
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Brandon Farster (President)
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Chad Jones (Vice President)
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Sara Shea (Secretary)
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Joe Rethage (Treasurer)
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Jason Friess (Equipment)
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Hank Gasbarro (Fields & Clinics)
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Christina Desabato (Fundraising)
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Missy Reiher (Website)
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