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AGSA Bylaws I-IV

BYLAWS OF THE ANKENY GIRLS SOFTBALL ASSOCIATION (AGSA)

Article I.                    NAME AND LOCATION

Section 1.01         NAME.  The name of organization shall be the ANKENY GIRLS SOFTBALL ASSOCIATION, hereafter referred to as the Association.

Section 1.02         LOCATION.  All girls, no matter their place of residence, can play Recreation League softball.  Any girl who wishes to participate in Competitive Team softball must attend school within the Ankeny School District or reside within the Ankeny School District. 

Article II.                   PURPOSE AND OBJECTIVE

Section 2.01         The business, purpose, and objective of the Association shall not be for profit but shall be as follows:

(a) To provide a recreational softball opportunity through the Recreation League program for any girl wanting to play softball whether they reside in the Ankeny School District or not and to provide a competitive softball opportunity through the Competitive Team program for girls attending school in the Ankeny School District or residing within the Ankeny School District.

(b) To promote a high level of sportsmanship among participants, parents, coaches, and spectators To develop physical skills related to softball and good moral character

(c) To provide facilities and equipment necessary for the safe operation of said Association

(d) To provide an opportunity for each girl to participate regardless of race, religion, or physical/mental ability.

(e) To establish and maintain rules and regulations providing fairness to all participants

Article III.                 MEMBERSHIP

Section 3.01         GENERAL MEMBERSHIP. All current Executive Officers, Board members, coaches, players and parents/guardians of players are all considered members of the Association.  Active participation in meetings and Association discussions is encouraged.  Members are bound by these bylaws and by the playing rules of the Association, and are expected to conduct their actions accordingly in all matters pertaining to the Association.  

Section 3.02         VOTING.  Any adult (18 and over) who is an Association member shall have one (1) vote in the election process for positions of Executive Board members.

Section 3.03         TERMINATION.  Violation of the bylaws or the rules of the Association may result in disciplinary action as decided by a majority vote of a quorum of the Executive Board at any regular or special Association meeting.  Repeated violation of good sportsmanship or Association rule violations or failure to meet membership requirements or misconduct on the part of a member will result in discipline, including but not limited to suspension or dismissal from the Association.

Section 3.04         REPLACEMENT.  Replacement of any head coach or assistant coach must be approved by a majority of the Board.

Article IV.                 EXECUTIVE OFFICERS and BOARD MEMBERS

Section 4.01         EXECUTIVE OFFICERS.  The Executive Officers who make up the Executive Board of this Association shall be elected by ballot vote.  The positions of Executive Office shall include:  AGSA President; 1st Vice President, 2nd Vice President, Recreation League Commissioner, Competitive Team Commissioner, Secretary and Treasurer.  

Section 4.02         It is NOT a requirement to have a daughter playing to be an Executive Officer or member of the Board.

Section 4.03         The purpose of the Executive Officers is to set direction for the organization.  The entire Board (voting members) must vote on all recommendations\proposals before they can be approved (Majority vote is required). Regular and recurring normal operating transactions do not require approval of the Board.

Section 4.04         BOARD MEMBER APPOINTMENTS. It shall be the duty of the elected Executive Officers to appoint qualified people for other positions as necessary for the operation of the Association.    The General (Voting) Board positions include: Fundraising Manager, Recreation League Registrar, Competitive Team Registrar, Facilities and Umpire Manager, Equipment Manager, Apparel Manager, Promotions Manager and Special Events Coordinator.  Each General Board Member must be approved by a majority vote of the Executive Board.  

The 2nd VP will make recommendations for Facilities and Umpire Manager, Equipment Manager, Apparel Manager and Special Events Coordinator.  The Secretary will recommend the Promotions Manager.  The Treasurer will recommend the Fundraising Manager.  The Recreation League Commissioner will recommend the Recreation League Registrar.  The Competitive Team Commissioner will recommend the Competitive Team Registrar. 

The At-Large (Non-voting) Board positions include: four Recreation League Coordinators (6U, 8U, 10U, and 12/14U) and four Competitive Team Coordinators (8U, 10U, 12U, and 14U), Pitching Scholarship Coordinator and Catching Scholarship Coordinator.  Each At-Large Board Member must be approved by a majority vote of the General Board.  

The Recreation League Commissioner will make recommendations for the Recreation League

Coordinators.  The Competitive Team Commissioner will make recommendations for the Competitive Team Coordinators.

The Board will contract out for a Concession Manager(s) position on an annual basis.  The person or persons contracted with for this position may not hold any other position on the Board during the contract period.  The Concession Manager will be paid a set fee for the contract period and the position will be approved annually by the voting members on the Board.

The Concession Manager(s) will be responsible for the following:

1.      Clean and prep concession stand.

2.      Purchase and order supplies and keep stand adequately stocked at all times.

3.      Meet with parents, coaches and board members to explain the policies and procedures, to make sure everyone is knowledgeable of what to do when working in the concession stand.

4.      Coordinate with teams for when parents are scheduled to work in the concession stand for both spring/summer tournaments and fall rec. league play.

5.      Coordinate with board members to help supervise and ensure there is a supervising board member available to open and close the concessions each day.

6.      Train and hire supervisors/workers.

7.      Meet expectations of the Appeals Inspector for properly running a concession stand.

8.      Communicate at monthly meetings how things are going in the concession stand.

9.      Keep track of expenses and organize receipts to show to Treasurer/Board on an â??as neededâ?? basis.

10.   Provide to the AGSA board an end of the year report on outcomes for the season. 

11.   Meet the expectations as outlined in the AGSA by-laws.

Section 4.05         The BOARD or BOARD MEMBERS is comprised of  both EXECUTIVE OFFICERS, and APPOINTED BOARD MEMBERS (Includes General  and At Large Board Members).

Section 4.06         TERM.  The term of office for Executive Officers shall be for two years (November 1 st through October 31st) and thereafter until a successor is elected.  The term start dates will be staggered to ensure stability on the Executive Board.  President, 2 nd Vice President and Competitive Commissioner will be elected in even numbered years and 1 st Vice President, Secretary, Treasurer and Recreation Commissioner will be elected in odd numbered years.

Section 4.07         EXECUTIVE BOARD.  The Executive Board shall consist of the above-mentioned Executive Officers.  The duties of the Officers shall include, but not be limited to, the following:

(a)      AGSA President: 

Serve as the chief officer of the Executive Board

; Coordinate committees and the Executive Board members

(iii) Ensure Board decisions are carried out and/or completed

(iv)        Chair external functions, appoint special committees, and appoint members to standing committees with the help of the chairman of the standing committee

(v)        Coordinate corporate filings with Secretary

(vi)        Represent the Association at outside meetings

(vii)        Direct and oversee Association Board meetings.

(viii)        Obtain Association and other appropriate  insurance coverage

(ix)        Where authorized, negotiate and sign Association contracts.  Serve as liaison to the City Parks Board.

(b)      1st Vice President: 

The main purpose of this position is to assist the AGSA President in his duties. During any absence or inability of the President to perform his/her duties or exercise his/her powers as set forth in these Bylaws, such duties and powers shall be exercised and performed by the 1st Vice President.  When so acting, the 1st Vice President shall have all of the powers and be subject to all of the responsibilities hereby given to or imposed upon the President. The 1 st Vice President will also oversee the operations of the AGSA indoor hitting facility.

(c)      2nd Vice President\Operations Manager:

The purpose of this position is to oversee the normal day to day operations.  The 2nd VP will make recommendations for and oversee the following positions: Facilities and Umpire Manager, Apparel Manager, Equipment Manager and Special Event Coordinator.  The 2nd Vice President will preside over the Board meeting in the absence of the AGSA President and 1st Vice President.  The 2nd Vice President will be responsible for making the meeting location arrangements for board meetings.

(d)      Recreation League Commissioner:  

Plan, organize and coordinate the Recreation League season in partnership with the Ankeny Parks and Recreation Department.  Commissioner will recommend qualified people for appointment as Recreation League Coordinators for each of the respective age related divisions and provide Rec Committee leadership.  Coordinator positions are considered â??At Largeâ?? (Non-Voting) Board Member positions.  The Rec Committee will consist of the Rec Registrar, Rec League Coordinators and ad hoc positions as necessary.  Recreation Leagues will be divided into the following age divisions:

Ã?·        6 and Under (6U) also known as Little Hitters 

Ã?·        8 and Under (8U) also known as Junior League

Ã?·        10 and Under (10U) also known as League I

Ã?·        12 and 14 and Under - also known as League II

(e)      Competitive Team Commissioner:  

Recommend qualified people for appointment as Competitive Team Coordinators for the four Competitive Team age groups.  These Competitive Team Coordinator positions are considered At Large (Non-Voting) Board Member positions.  The Competitive Team Commissioner, along with the Competitive Team Coordinators, will be responsible for the following list of duties in their respective division:

Ã?·        8U Coordinator

Ã?·        10U Coordinator

Ã?·        12U Coordinator

Ã?·        14U Coordinator

(i)        Assist in the recruitment and selection of a Competitive Team Registrar for a Board position

(ii)        Supervise and coordinate the selection of Competitive Team coaches 

(iii)        Coordinate Competitive Team player tryouts and selection 

(iv)        Coordinate specialty clinics as necessary

(v)        Coordinate all financial transactions regarding tournament teams with the Treasurer and Competitive Team Registrar

(vi)        Responsible for selecting players to 8U, 10U, 12U and 14U Fall, Spring, and Summer Competitive Softball teams, working closely with the coaches of those age groups.  The Board has the right to make adjustments as necessary. Players new to the program will be reviewed by the Competitive Team Commissioner who will work with the appropriate coaches to determine proper placement on a team 

(f)       Secretary:

(i)        Assist in the recruitment and selection of a Promotions Manager for a Board position

(ii)        Shall take notes and prepare the minutes of each meeting.  Distribute to the  Board in a timely manner (7 days post meeting) and post on the Board web site

(iii)        Carry out official correspondence as directed

(iv)        Coordinate corporate filings with Treasurer and/or President

(g)      Treasurer:

(i)        Assist in the recruitment and selection of a Fundraising Manager for a Board position and also a Concession Manager for a contract position

(ii)        Receive all monies or other property paid or donated to the Association and disburses funds of the Association as directed by the Board. Maintain source documentation of payments and receipts.  Maintain books of account for league expenses and reconcile all league bank accounts. Prepare monthly expenditure and budget reports and distribute at each monthly board meeting

(iii)        Track obligations by the league approved budget line items        

(iv)        Collect all mail from the Association post office box

Section 4.08         GENERAL BOARD MEMBERS.   The General Board will consist of the following appointed members.  The duties of the General Board Members shall include, but are not limited to, the following:

(a)      Fundraising Manager:

(i)        Solicit fundraising proposals and coordinate presentations to Board as necessary

(ii)        Coordinate and supervise all fundraising activities through utilization of team parents

(iii)        Ensure fundraising material is distributed

(iv)        Collect all order forms and funds

(v)        Work with the Treasurer to purchase fundraising prizes

(vi)        Distribute orders and prizes

(vii)        Report all deposits from fundraiser to Treasurer

(viii)        Solicit field sponsorship banners

(ix)        Design the sponsorship banners

(x)        Work with the Treasurer to purchase the sponsorship banners

(b)      Recreation League Registrar:

(i)        Works directly with the Ankeny Parks & Recreation League Coordinator to coordinate Recreation League registration  

(ii)        Ensure that all Recreation League players are properly registered and insured

(iii)        Work with League Coordinators to create and maintain Recreation League team rosters

(iv)        Maintain Recreation League coaches applications and perform background check report each year 

(v)        Review all Recreation League coaches background check reports.  Any founded discrepancies will result in disqualification.  No exceptions

(vi)        Submit background check reports to Association Secretary for filing purposes

(vii)        Works directly with the Ankeny Park & Recreation League Coordinator to help prepare the master schedules for practices and games

(viii)        Coordinate with Promotions Manager to publicize league registration and picture day

(ix)        Coordinate with Fundraising Manager any fundraising activity

(c)      Competitive Team Registrar:

(i)        Coordinates Competitive Team player registration 

(ii)        Ensure that all Competitive Team players are properly registered and insured

(iii)        Maintain Competitive Team rosters

(iv)        Complete formal rosters for Competitive Teams

(v)        Maintain Competitive Team coaches applications and perform background check report each year 

(vi)        Review all Competitive Team coaches background check reports.  Any founded discrepancies will result in disqualification.  No exceptions

(vii)        Submit background check reports to Association Secretary for filing purposes

(d)      Equipment Manager:

(i)        Make authorized equipment purchases. Purchases over $500 require bids from 3 different sources, if possible, with the Board approving the final source

(ii)        Keep accurate inventory records of all Association equipment and supplies

(iii)        Disburse equipment to and collect equipment from coaches

(e)      Facilities and Umpire Manager:

(i)        Monitor locks and combinations on Association buildings and softball fields.

(ii)        Assist the AGSA President as a liaison to the City Parks Director

(iii)        Manage and follow through with all facility related issues including storage building, concession stand building, scoreboards, batting cages and softball fields.  Position will work closely with City's staff and AGSA President on facility issues. 

(iv)        Secure the services of certified/qualified umpires for league play and Association sponsored tournaments.

(v)        Schedule umpires for all regular and make-up games

(vi)        Meet with umpires prior to the start of the season to clarify rules and procedures

(vii)        Coordinate with Recreation League Commissioner to obtain umpires for rescheduled games

(f)       Promotions Manager:

(i)        Maintain the web site:  www.ankenygirlssoftball.com or current site used by AGSA and all social media accounts

(ii)        Responsible for taking digital pictures for newspaper articles and submitting to local newspapers as well as being responsible for providing press releases to local media

(iii)        Responsible for creating and maintaining registration forms and setting up the online system for registration

(iv)        Responsible for advertising in local newspapers and online regarding tryouts, fundraisers and other events

(v)        Responsible for posting the monthly board meeting on the Association's web site calendar

(g)      Apparel Manager:     

(i)        Coordinate the selection, vendor bids, purchase and distribution of competitive team and recreation league team uniforms.

(ii)        Coordinate and make other Association apparel available as needed.

(h)      Special Events Coordinator:     

(i)        Coordinate and supervise AGSA business at all specialty tournaments and special events held at the Prairie Ridge softball complex. 

(ii)        Coordinate committees within AGSA prior to specialty tournaments and special events held at the Prairie Ridge softball complex. 

(iii)        Work in conjunction with AGSA board and team parents to create a positive experience for players, families, spectators and directors during specialty tournaments and special events held at Prairie Ridge Softball Complex.

(iv)        Work in conjunction with AGSA board, concession manager(s) & apparel manager(s) to create additional revenue sources during specialty tournaments and special events held at Prairie Ridge Softball Complex. 

(v)        Work in conjunction with AGSA board and fundraising manager on sponsorship ideas during specialty tournaments and special events held at Prairie Ridge Softball Complex. 

(vi)        Work with tournament director(s) or event director(s) to ensure reasonable needs at Prairie Ridge Softball Complex are met.   

Section 4.09         ELECTION OF OFFICERS.  The members of the Executive Board shall be elected annually at a reorganization meeting.  Election shall be by written or electronic ballot.  A majority of the votes cast shall elect.  The term of election shall be for two years, and thereafter, until a successor shall be elected.  The term start dates will be staggered to ensure stability on the Executive Board.  President, 2 nd Vice President and Competitive Commissioner will be elected in even numbered years and 1 st Vice President, Secretary, Treasurer and Recreation Commissioner will be elected in odd numbered years.

Section 4.10         GEOGRAPHICAL REPRESENTATION.  All Executive Officers and Board Members must reside within the Ankeny School District or have a child attending the Ankeny School District.  

Section 4.11         VACANCIES.  Vacancies occurring in elected offices before the expiration of that term shall be appointed by the AGSA President with the approval of a majority vote of the remaining Executive Board.  A nominee for the vacated office on the Executive Board shall be a member of the Board of Directors.  If no existing Board Member is willing to accept appointment to the vacant position, an exception can be made for a Non-Board Member to be appointed.

Section 4.12         REMOVAL OF OFFICERS.  A Board member may be removed from office for good cause by a 75% vote of the Board.

These Bylaws were adopted as written by the Executive Board of the Ankeny Girls Softball Association effective, October 31, 2006.

The Bylaws were modified and approved as modified on March 7, 2011.

The Bylaws were modified and approved as modified on February 8, 2016.

The Bylaws were modified and approved as modified on April 3, 2017.



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