RHYNE PARK GIRLS SOFTBALL ASSOCIATION
CONSTITUTION AND BY-LAWS
ARTICLE I: Name
A. The organization shall be known as the Rhyne Park Girls Softball Association, hereafter referred to as the Association. The principal office of the Association shall be located at such place as may be fixed from time to time by the Board of Directors.
ARTICLE II: OBJECT OF THE ASSOCIATION
A. The purpose of the Association shall be to work in cooperation with the Cobb County Parks, Recreation and Cultural Affairs Department in encouraging community unity for the purpose of obtaining opportunities for wholesome recreation and advancement of parks and recreation.
ARTICLE III: LIABILITY
A. The Association, The Board of Directors, the County, the managers, and coaches shall not be held liable for actions taken in the course of carrying out the business of the Association. Parental permission for participation shall be acquired for all players. The parents or legal guardians shall assume all risk and hazards incidental to the conduct of the activities and transportation to and from the activities of the Association. Further, the parents shall release, absolve, indemnify, and hold harmless the activity, sponsor, the Board of the Association, the supervisors, any or all of them. Parents shall give permission to take the child to the doctor or hospital in case of injury. The assets of the Association shall be protected through the purchase of insurance coverage. The Board of Directors may, in its discretion, direct the purchase of liability insurance.
ARTICLE IV: RULE OF ORDER
A. The rules contained in Roberts’ Rules of Order, revised, shall govern the Association in all cases to which they are applicable, and in which they are not inconsistent with the constitution and by-laws of this Association.
ARTICLE V: GOVERNMENT
A. The governing body of the Association shall be the Board of Directors. The Board of Directors shall consist of no more than 25 members. Vacancies on the Board of Directors shall be filled by election of the remaining then serving Directors.
B. The Executive Board, hereafter referred to as Officers, of the Board of Directors shall be authorized to act on behalf of the Board of Directors as directed by the Board and as may be set forth in the Rules and Regulations of the Association, and shall consist of the: President, Vice-President, Secretary, and Treasurer.
C. The election of Officers shall be held no later than the last home scheduled Saturday of the spring season. Each parent/guardian (listed on the players registration form) of a paid rec player may cast one vote for each Executive Board position. All current board members may cast one vote for each Executive Board position.
D. Officers are elected for a one-year term, to be served for the fall and spring seasons following the elections. Officers cannot be residents of the same household or direct relatives (siblings, parents, children, etc.).
E. Financial responsibilities of the Executive Board
a. Officers shall review any / all bank account summary(s) / statements provided by the Treasurer and acknowledge review on a quarterly basis. The reviews and acknowledgement shall be recorded in meeting minutes.
b. Any purchases / reimbursements of $250 or greater require Officers approval and/or signatures of two (2) Officers on a check unless previously approved as part of the annual / seasonal budget.
c. Purchases shall utilize personal forms of payment (with provided receipt) and the approved reimbursement shall be issued by the Treasurer in a timely manner.
d. Establishment of bank accounts or other financial accounts in the name of the Association or with Association funds shall require prior approval of the Officers.
e. Use of bank / financial account debit card(s) is not allowed.
f. Treasurer has the option to maintain an Association credit card and issue other credit cards to Officers as deemed necessary, otherwise all expenses are personal / reimbursed or paid by check (both pursuant to the purchasing requirements of the Association)
F. The Board of Directors shall conduct the business of the Association as directed by these by-laws as amended, provided at least fifty percent plus one voting board members are present, thereby establishing a quorum. In addition, board members are expected to support board sponsored activities.
G. The duties and job description of the Officers are as follows:
1. President: The President is the principle executive officer of the Association and shall preside at all meetings of the Association. If unable to preside at a meeting for any reason, the President shall delegate his or her authority to the Vice President. The President shall represent the membership and the Board of the Association at all meetings called or scheduled by the Parks, Recreation and Cultural Affairs Department and in whatever other capacity arises. The President shall have the authority to appoint all committees as needed. In general, the President shall supervise and control all of the business and affairs of the Association. The President may sign contracts or other instruments which the Board of Directors has authorized to be executed. The President in general shall perform all duties incidental to the office of the President and such other duties as may be prescribed by the Board of Directors from time to time.
2. Vice President: In the absence of the President or in event of his or her death, inability or refusal to act, the Vice President shall perform the duties of the President, and when so acting, shall have all the powers of and be subject to all the restrictions upon the President. The Vice President shall oversee Concession Operations and Equipment Management but shall seek a broad knowledge of Association operations so as to assume the role of President upon the departure of the President. The Vice President shall perform such other duties as from time to time may be assigned to him by the President.
3. Secretary: The Secretary shall: (a) keep the minutes of the proceedings of the Board of Directors; (b) see that all notices are duly given in accordance with the provisions of these By-Laws or as required by law; (c) be custodian of the records and of the seal of the Corporation and see that the seal of the Corporation is affixed to all documents, the execution of which on behalf of the Corporation under its seal is duly authorized; (d) keep a register of the post office address of each Board member to be furnished to the Secretary by such Board member; (e) oversee season picture process and execution; (f) provide oversign to the Communications Committee; and, (g) in general perform all duties incidental to the office of the Secretary and such other duties as from time to time may be assigned to him or her by the President.
4. Treasurer: The Treasurer shall: (a) have charge and custody of and be responsible for all funds of the Association; (b) receive and give receipts for monies due and payable to the Association from any source whatsoever, and deposit all such monies in the name of the Associations in such banks, trust companies or other depositories as shall be selected; (c) shall provide a fiscal year budget to be approved by the executive board prior to the start of the fiscal year; (d) shall provide an audit of the prior fiscal year prior to the start of the next fiscal year; (e) shall report to the executive board a financial report relative to the budget at each board meeting (recorded into meeting minutes); (f) ensure that an annual tax return is prepared and filed; (g) shall prepare and file legal documents relating to the fiscal status of the Association; (h) source and procure uniforms, awards, etc. associated with the seasonal activities of the Association; and (i) in general perform all of the duties incident to the office of the Treasurer and such other duties as from time to time may be assigned to him or her by the President.
ARTICLE VI: MEETINGS
A. The Board of Directors shall meet as needed but not less than once every other month. Special meetings may be called, as necessary, by the President or a majority of the Board of Directors.
B. Any Board-required action that may be taken by the Board of Directors at a meeting may be taken without a meeting if consent is given in writing, stating action to be taken, and is agreed to by a majority or directors. A vote may also be taken by telephone or e-mail of the full Board and that vote is so duly noted in writing.
ARTICLE VII: AMENDMENTS
A. These by-laws may be amended at any regular meeting of the Board of Directors at which a quorum is present by a two-thirds majority vote.
ARTICLE VIII: CONDUCT
A. The Association by the published rules provides a drug free and alcohol-free environment at Rhyne Park for both practice and games. According to Park Ordinances any spectator found under the influence or possession of alcohol or drugs will be ejected from the park immediately.
B. Any Officers, board member, coach, assistant coach, team parent, or manager of the Association found under the influence of alcohol or drugs, or displaying conduct or actions which is detrimental to the program will be relieved of their duties immediately by the Board of Directors by a two-thirds vote.
ARTICLE IX: MISCELLANEOUS PROVISIONS
A. Fiscal Year: The fiscal year shall run from July 1st to June 30th. The Board of Directors is authorized to change the fiscal year from time to time as it deems appropriate.
B. Removal: Any Officer, agent, or coordinator may be removed by the Board of Directors whenever, in itsjudgment, the best interests of the Association will be served thereby. A vacancy in any office because of death, resignation, removal, disqualification, or otherwise, may be filled with a majority vote of the Board of Directors and may serve until the next scheduled election.
Updated and approved by the board July 7, 2020