RHYNE PARK GIRLS SOFTBALL ASSOCIATION

CONSTITUTION AND BY-LAWS

ARTICLE I: Name

1. 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

1. 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

1. 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

1. 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

1. The governing body of the Association shall be the Board of Directors, whose members are referred to as Board Members. 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. Each Member of the Board of Directors shall serve for one full year, except in the case of death, resignation, or removal from the Board of Directors in accordance with these Bylaws.

2.  The Executive Board, whose members are 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 of Operations, Vice President of Strategy, Secretary, and Treasurer.

3. 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. 

4. All Board Members are elected for a one-year term, to be served for the fall and spring seasons following the elections.  Term year begins July 15.

5. No two Officers of the Association shall be residents of the same household.

6. The Board of Directors shall conduct the business of the Association as directed by these Bylaws 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.

7. The duties and job description of the Officers are as follows:

   1.  President:  The President is the principal 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 also:

      1. 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; 

      2. Have the authority to appoint all committees as needed; 

      3. Supervise and control all of the business and affairs of the Association; 

      4. Sign contracts or other instruments which the Board of Directors has authorized to be executed;  and

      5. 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 of Operations:  In the absence of the President or in event of his death, inability or refusal to act, the Vice President of Operations 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 also:

      1. Oversee the appointment of all Head Coaches;

      2. Be responsible for the training and oversight of all Head Coaches and Assistant Coaches, including ensuring proper background checks have been accomplished for each coach prior to the start of each season; 

      3. Create practice & game schedules.  Schedule umpires and staff for games;

      4. Be responsible for the preparation of the playing fields for practices and games;

      5. Ensure the safe and secure operation of the park;

      6. Seek a broad knowledge of Association operations so as to assume the role of President upon the departure of the President; and

      7. Perform such other duties as from time to time may be assigned to him or her by the President.

   3. Vice President of Strategy:  The Vice President of Strategy shall be responsible for the strategic growth and development of the park, including its players, coaches, volunteers and its facilities, including physical upgrades and required maintenance at the principal location as well as any satellite locations where operations occur.  The Vice President of Strategy shall also:

      1. Perform an annual needs assessment of the park in all areas that relate to the purview of the office, as defined, above;

      2. Survey the membership of the Association after the conclusion of each season and solicit feedback on all coaching staffs, facilities, equipment and uniforms, programs, and any other areas of interest noted by the Association's Board of Directors;

      3. Implement and oversee supplemental clinics and other developmental opportunities that should be designed to improve the overall skill levels of all players in the park, according to the needs of each age group;

      4. Be responsible for creating and maintaining developmental materials for coaches;, and

      5. Perform such other duties as from time to time may be assigned to him or her by the President.

      6. Oversee the All-Stars program (as applicable);

      7. Serve as the liaison between the Officers and any Travel Ball teams currently enrolled.

   4. Secretary:  The Secretary shall:

      1. Keep the minutes of the proceedings of the Board of Directors;

      2. See that all notices are duly given in accordance with the provisions of these Bylaws or as required Bylaw;

      3. 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;

      4. Keep a register of the post office address of each Board member to be furnished to the Secretary by such Board member; and

      5. Perform such other duties as from time to time may be assigned to him or her by the President.

   5. Treasurer:  The Treasurer shall:

      1. Have charge and custody of and be responsible for all funds of the Association;

      2. Report on the financial status of the Association at scheduled meetings of the Board of Directors;

      3. Compile and execute any tax applications or returns as required by federal or state law;

      4. Oversee all Concessions Operations, Uniform orders, Spirit Wear orders, and Equipment Management, as well as the supply chain related activities

      5.  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; and

      6. Perform such other duties as from time to time may be assigned to him by the President.

8. The duties of the membership at large of the Board of Directors, is as follows:

   1. Approve all expenditures made by the Association that are greater than $500;

   2. Review monthly financial reports, annual budget, and forecasted expenditures issued to the Board of Directors by the Treasurer;

   3. Elect new members into vacant positions, as necessary, from time-to-time;

   4. Execute any delegated responsibilities agreed upon by the Board of Directors through appointment to oversee a committee and its duties.  Each Board Member with committee oversight shall be expected to execute any and all responsibilities of that role without need of further approval, except as outlined in this document.

   5. Determine annual dues and costs associated with membership levels.

   6. Suspend or expel any player, player parent, or other person(s) associated with a player currently enrolled in the Association, as deemed appropriate, and as per the procedures outlined in this document; and

   7. Suspend or remove any Officers, members of the Board of Directors, Head Coaches, Assistant Coaches, Team Parents, as deemed appropriate, and as per the procedures outlined in this document.

ARTICLE VI: MEETINGS

1. 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.

2. 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

1. 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

1. 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.

2. 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

1. 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.

2. Removal: Any Officer, agent, or coordinator may be removed by the Board of Directors whenever, in its judgment, 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 May 25, 2022