BY-LAWS OF THE
BETHEL PARK GIRLS’ SOFTBALL ASSOCIATION, INC.
ARTICLE I – General
Section 1. Name - The organization shall be known as the Bethel Park Girls’ Softball Association, Inc.
Section 2. Definitions –
- a.) The Bethel Park Girls’ Softball Association, Inc. (hereinafter referred to as B.P.G.S.A.) is an organization operating exclusively for the athletic development of girls in the Municipality of Bethel Park, and areas adjacent to Bethel Park, in cooperation with the Bethel Park Recreation Department. The B.P.G.S.A. shall consist of an Executive Board and members.
- b.) The Executive Board is the governing body of the B.P.G.S.A.
ARTICLE II – Membership
Section 1. Membership in the B.P.G.S.A. shall be open to all adults, nineteen (19) years of age and older, who reside within the Municipality of Bethel Park and surrounding communities, who register his or her child/children to participate in the B.P.G.S.A. Said adults shall automatically become a member upon completion of the application and payment of all registration fees. Membership shall be limited to one (1) adult per family. Each applicant shall specify on his or her application which B.P.G.S.A. support activity he or she intends to be affiliated with. No registration fee will be refunded after team assignments have been made except for medical reasons. A request for refund due to medical reasons shall be in writing and accompanied by a written statement from a medical doctor identifying the problem and verifying the child is unable to participate. Whether there will be a refund and the amount of the refund will be determined and be approved by a majority vote of the Executive Board.
Section 2. Each member will be expected to participate in all fundraising functions. If a member fails to participate, the member will be assessed up to $25.00 as additional dues, and shall be paid prior to any participation in B.P.G.S.A. activities.
Section 3. Membership status will be revoked if dues become delinquent. Membership status can be reinstated upon receipt of yearly dues and all delinquent dues. Any member acting in violation of the By-Laws of the B.P.G.S.A. is subject to dismissal. The Executive Board will act as Trial Tribunal and the decision of the Executive Board shall be final.
Section 4. Active status of members shall be measured by the regular attendance at the (General) Meetings and participation in fundraising events.
ARTICLE III – Executive Board
Section 1. The Executive Board shall consist of ten (10) B.P.G.S.A. members elected by the membership for a term of two (2) years. The election of Board members will be staggered. Four (4) members will be elected in even numbered years. Five (5) members will be elected in odd numbered years. One (1) member is appointed each year by the 9 board members.
Elections are held in November for terms starting in January. The odd / even staggering is based upon term start date, not the election date.
Section 2. The members of the Executive Board shall elect from their number a President, Vice-President, Secretary and Treasurer for a term of one (1) year. All members of the Board must maintain active status. If any Board member is absent for three (3) consecutive meetings, the member may be dismissed from the Board by a majority vote of the Board.
Section 3. In the event that any office or membership position of the Executive Board becomes vacant, the Board shall elect a new officer or member to fill the vacancy of the expired term at the next regularly scheduled Board meeting or at the next special meeting of the Board.
Section 4. The Executive Board shall act as Trial Tribunal for the B.P.G.S.A. regarding any dispute concerning a violation of these By-Laws, the B.P.G.S.A. rules and/or policies. The Board’s decision shall be final.
Section 5. A Board member may be removed from the Executive Board upon the unanimous vote of the Board members (excluding the member in question) at two consecutive meetings of the Executive Board. The resulting Board vacancy will be filled per Section 3 of this article.
ARTICLE IV – Duties of Officers
Section 1. The President shall preside at all meetings of B.P.G.S.A. and the Executive Board. The President shall represent B.P.G.S.A. at all committees or appoint a representative as deemed appropriate.
Section 2. The Vice-President shall assume the duties of the President in the event of the President’s absence. The Vice-President shall also assume those duties of the President that are delegated by the President.
Section 3. The Secretary shall perform all duties of correspondence as required by the Executive Board of the B.P.G.S.A. Copies of all correspondence must be kept on file and must be made available at all meetings. The Secretary shall be responsible for keeping an accurate record of those attending the meetings and advising the President when an officer or nominee for office has lost his or her status as an active member. The Secretary shall also be responsible for keeping minutes of all meetings. Immediately after each meeting, the Secretary shall put the minutes in permanent form and shall make them available for inspection when requested. Minutes of meeting which are approved must have the President’s signature and date affixed.
Section 4. The Treasurer shall have charge of all financial records and funds payable to B.P.G.S.A. The Treasurer shall keep an accurate account of all money received and paid out, and shall be responsible for timely filing of taxes.
ARTICLE V – Meetings and Elections
Section 1. The Executive Board will hold a general meeting for elections of new officers on the first Sunday of November. Notice of this meeting shall be published in the local newspaper servicing the Bethel Park community, on Cable TV and posted to the BPGSA web site.
Section 2. The board shall meet the first Sunday of each month at 6 p.m. unless the meeting is rescheduled at the prior meeting. Special meetings of the Board shall be called by the President as often as necessary with five (5) days written notice prior to the meeting date being given to the Board members unless the meeting is scheduled at the prior meeting and/or a majority of the Board members waive the written notice.
Section 3. The President, Vice-President, Secretary and Treasurer of the Executive Board shall be nominated and elected by the Board members at the first special meeting following the general meeting. All Board officers shall hold their office for a one year period or until the officers for the next successive year is elected into office.
Section 4. Each Board member, except for the President, shall have one vote in all elections and in matters of general business. The President shall only cast a vote in accordance with Robert’s Rules of Order. No proxy votes shall be permitted.
ARTICLE VI – Amendments
Section 1. These By-Laws shall be amended by a two-thirds vote of the Executive Board after the proposed changes in the By-Laws have been read at two consecutive meetings.
Section 2. Amendments to these By-Laws affecting the powers of the Executive Board shall be approved by a majority vote of the membership attending the meeting after all current members have been notified in writing by the Secretary or by publication in a local newspaper, containing the notice of the proposed changes.
ARTICLE VII – Procedures – Executive Board
Section 1. A quorum necessary for conducting B.P.G.S.A. business is defined as five (5) members of the Executive Board. In the event of the resignation of a board member, the following shall constitute a quorum: Four (4) members when the Executive Board consists of seven (7) members; three (3) members when the Executive Board consists of six (6) members; two (2) members when the Executive Board consists of five (5) or fewer members. Majority rule applies to all business except amendments to these by-laws.
Section 2. The members present at a duly organized meeting can continue to do business until adjournment, notwithstanding the withdrawal of enough members to leave less than a quorum.
Section 3. If a meeting cannot be organized because a quorum has not attended, those present may adjourn the meeting to such time and place as they may determine.
Section 4. In the case of any meeting called for the election of Board Officers, those who attend the second of such adjourned meetings, although less than a quorum as stated in this Article, shall nevertheless constitute a quorum for the purpose of electing said officers.
Section 5. The meetings shall be organized by the President or another officer acting in his place and conducted in accordance with Robert’s Rules of Order.
ARTICLES VIII – Finances and Procedures
Section 1. Membership and registration fees are to be paid to the Treasurer of the Executive Board and used for general costs of operating the B.P.G.S.A.
Section 2. The membership and registration fees must be paid to B.P.G.S.A. c/o the Treasurer. Any late membership dues must be paid when application is made.
Section 3. All financial records, including but not limited to ledgers, journals, statements prepared by the
Treasurer, receipts, cancelled checks and vouchers, is and shall remain the property of the B.P.G.S.A. Upon the completion of the fiscal year, the Treasurer shall prepare and submit a final statement along with all of the financial records to the Executive Board at the February meeting of the Executive Board. In the event the Treasurer fails to return the financial records to the Board upon receipt of a certified letter from the President, requesting its return within the next fifteen (15) days, then the Treasurer who fails to comply with said request shall be responsible for all costs and attorney’s fees incurred by the B.P.G.S.A. to obtain the financial records.
Section 4. The Treasurer shall be bonded in the amount of $20,000.00 by a surety company approved by the Executive Board.
Section 5. All checks authorized by the Executive Board shall require two (2) signatures, including the Treasurer, and either the President or Vice-President.
Section 6. The fiscal year shall be a twelve (12) month period commencing January 1st and ending December 31st.
