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Susquehanna Township Girls Softball Association
Susquehanna Township Girls Softball Association:STGSA Constitution  
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STGSA Constitution STGSA Constitution
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  STGSA Constitution  

STGSA Constitution

Article 1.       NAME

A. This organization shall be known as the Susquehanna Township Girls Softball Association, which herein is referred to as the "Association". This document shall be known as the Constitution of the Association.

Article 2.       PURPOSES

A. The Association is organized exclusively for charitable, religious, educational and scientific purposes, including, for such purposes the making of distributions to organizations that qualify as exempt organizations under Section 501(c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future Internal Revenue Service Law).

Article 3.       OBJECTIVES

A. In furtherance of the purposes of the Association, the Association shall strive to promote softball for all persons regardless of race, color, creed, religion, national origin or ancestry; implant firmly in the young people of the community the ideals of good sportsmanship, honesty, loyalty and courage by organizing and administering Girls Recreational Softball Leagues to educate and train girls in the fundamental skills of softball.

Article 4.       MEMBERSHIP

A. Non-voting members: Any parent or guardian who has who has paid the required registration fee for the child shall be considered a non-voting member for one year, computed from the date of registration.

B. Voting members: Any member of the Association elected to participate in the Board of Directors.

Article 5.       GOVERNMENT

A. The government of the Association shall be vested in its Board of Directors who will serve until he/she resigns or is removed from office for misconduct (refer to Misconduct). The number of Directors may vary depending on the membership's willingness to serve and the needs of the Association, but not to exceed 15 Directors.

B. Nominations for Directors shall be made by and from the association membership. Directors shall be elected by a plurality of the vote cast of the existing Board of Directors. If needed, nominations will be requested from the Association's non-voting members prior to the September meeting. All nominees interested in serving as a Director will be present at the October meeting and shall verbally consent to serve on the Board of Directors prior to the vote cast by the existing Directors.

C. Association Officers will be elected from and by the Board of Directors by a plurality of the vote cast.

D. Association Officers will consist of a President, Vice-President, Secretary, and Treasurer serving a term of one year and such officers shall be eligible for re-election.

E. All business of the Association shall be transacted, all affairs of the Association shall be directed, and all policy, rulemaking, procedure, appeal and similar matters of the Association shall be the determined and decided by a majority vote of Directors present at the Board meeting, provided the Directors present constitute a quorum. A quorum is defined as at least half of the Directors of the Board.

F. The President shall be designated as Chairperson of the Board.

Article 6.       VACANCIES

A. Vacancies of the Board of Directors shall be filled by election, by the Board, at the October Board meeting.

B. In the event of a vacancy in the office of President, the Vice-President shall become President for the unexpired term.

C. Vacancies in the offices of Vice-President, Secretary, or Treasurer shall be filled by election by the Board of Directors for the unexpired terms at the next board meeting following the creation of the vacancy.

Article 7.       HEAD COACHES

A   All coaching staffs must be approved by the Board of Directors annually; and may be subject to annual background checks.

B. Each Head Coach shall be responsible for: the selection of his/her own assistant coaches, the on-field conduct of his/her team and assistant coaches, the care and accountability of all team uniforms and equipment, attending and/or being represented at each Association meeting, maintaining a working relationship with the sponsor and seeing to it that his/her team is actively represented in all Association projects, including but not limited to financial and field maintenance. Each Head Coach shall be responsible for following the written guidelines issued prior to the start of the softball season.

Article 8.       MEETINGS

A. The President shall hold board meetings at least monthly, or as often as necessary. All Directors shall attend all Board meetings. All actions of the Board shall be in accordance with the Constitution, by-laws and policies of the Association. The order of business for any meeting shall include the following: roll call; minutes of the last meeting; Board of Directors reports; Coordinator reports; committee reports; new business; unfinished business; election of Officers, if needed; and adjournment. Robert's Rules of Order shall be the parliamentary law for the proceedings of all Association meetings.

B. A meeting of the Board shall be held in October to elect the Association Officers; and if needed, any additional Directors will be elected prior to the vote cast for the Association Officers.

C. Terms of the Directors and Officers shall be effective immediately upon their election.

D. The President shall, during his/her tenure, set a date each month for general Association meetings. The President may also call special meetings of the Association.

E. All Association members are encouraged to attend meetings and discuss the issues at hand. All Head Coaches are encouraged to attend all general and special meetings. All Head Coaches shall attend a designated general meeting prior to the start of the season; and if unable to attend, then they must send a representative in their place.

F. After two (2) consecutive absences from any meeting, Directors and Officers may be subject to removal by 2/3 vote of the Board of Directors.

Article 9.       PRESIDENT

A. The duties and responsibilities of the President of the Association shall include: acting as liaison between the Association membership and the Board of Directors; seeing to it that all local softball rules and regulation are properly administered subject to appeal and reviewed by the Board; maintaining a cooperative atmosphere between the team coaches and Board; acting as liaison with team sponsors; maintaining a master team roster; accounting for all Association property; presiding over all draft selections in the Girls Softball Leagues; and handling all matters concerning members of the Association and personnel of each league.

B. The Association President shall have the authority to delegate authority and duties and to appoint committees to perform duties to insure the success of the Association.

C. The President shall chair all Board meetings, general meetings, and special meetings of the Association.

Article 10.       VICE-PRESIDENT

A. The Vice President shall perform the duties of the President in the absence of the President and shall exercise such other powers and perform such other duties as may be designated by the President of the Board.

Article 11.       OTHER OFFICERS

A. SECRETARY: The Secretary shall keep the minutes of all meetings and have charge of the seal (if applicable); shall maintain all non-financial records of the Association; and perform such other duties as directed by the President or Board.

B. TREASURER: The Treasurer shall, as approved by the President and/or Board of Directors, sign instruments as require his/her signature; shall keep account of all monies and other items of value received by the Association and all disbursements of the Association; report the financial condition of the Association at all meetings; prepare an annual budget for Board approval; and perform such other duties as directed by the President or Board.

Article 12.       COORDINATORS

A. Coordinators Purpose: In order to properly facilitate the administration and coordination of each softball season, there shall be coordinators for fast pitch, slow pitch, and/or other coordinators as deemed necessary by the Board.

B. Coordinator Selection: Coordinator positions are selected annually, prior to registration, by the Board and may be filled by any member of the Association.

C. Coordinators Duties: The coordinators shall act as liaison between his/her programs, and attend all league and Association meetings in order to effectively communicate information to the Board of Directors, Head Coaches, and Association members.

Article 13.       LEAGUE ELIGIBILITY

A. The registration form and fees are required to be completed and signed by the parent/guardian of all would-be participants prior to and as a condition of their child's participation. All forms and fees are due prior to the cut-off date determined by the Board of Directors.

B. For T-ball, slow pitch, and fast pitch softball, this Association will align and adhere to the rules for age in the current leagues in which we are participants. The Board of Directors will establish team selection guidelines prior to the initial registration date.

C. Any girl who moves into and now resides in Susquehanna Township after the final date to register, and who is otherwise eligible to play by league rules, shall be eligible to play in the current season if registered and fully paid all fees prior to required roster date.

D. Any girl who resides outside of Susquehanna Township and is eligible by league rules may be approved to participate in the Association subject to approval by the Board of Directors, by a plurality of the vote cast.

Article 14.       FINANCES

A. An annual budget, for the calendar year, will be prepared by the Treasurer prior to the December meeting, and approved by the Board of Directors at the January meeting by a plurality of the vote cast. Once the budget is approved, the Board of Directors shall conform to the budget. The budget is subject to changes only by approval of the Board of Directors by a plurality of the vote cast.

B. The Board of Directors shall decide all matters pertaining to the financing of the Association by doing this in such a manner that no individual team will have an advantage over the other as to equipment, etc. All expenditures of Association funds must be approved by a majority vote of the Directors constituting a quorum.

C. The Association President is authorized to expend a one hundred dollar ($100.00) maximum purchase per month without prior approval of the Board. All such purchases must be presented to the Board at the next Board meeting following the purchase.

D. All funds collected under Association sponsorship shall go to the Association Treasury. No individual team fundraiser shall be permitted by the Association.

E. All receipts shall be deposited in the name of the Association in a bank or insured savings institution designated by the Board of Directors.

F. All purchases of the Association must be accompanied by an invoice or paid receipt and be paid by Association check.

G. All checks issued by the Association must be signed by the President and the Treasurer.

H. The Board of Directors shall be eligible to secure and maintain sponsors for each Association team. Such sponsors shall pay an annual fee established by the Board of Directors. Notice of the amount of the fee, and other information as the Board of Directors deems appropriate, shall be forwarded by the Treasurer within 60 days following the final date of registration. Nothing in this section shall prevent the Board of Directors, by a plurality of the vote cast, from modifying the fees for all sponsors.

Article 15.       EQUIPMENT

A. Head coaches are responsible for all league uniforms and equipment assigned to them. Such equipment may only be used for Association functions unless prior Board approval is received.

Article 16.       RULES

A. The official playing rules as published by the Amateur Softball Association of America, as amended by local rules to meet specific needs of this Association, shall be binding on this Association and shall apply to each softball game played in the corresponding league.

B. Specifically, the Association will follow rules governed by the Leagues in which we are participants.


A. The Board of Directors shall determine and maintain a list of all sanctioned activities.

B. All sanctioned activities shall have a formal, approved set of guidelines describing their purpose, organization, and execution.

C. Any Association members participating in non-sanctioned activities shall do so at their own risk.

Article 18.       MISCONDUCT

A. Any player/participant, parent, coach, and/or Board member whose actions constitute a danger to himself/herself or to others, or who has exhibited behavior which is inappropriate or contrary to the Association's purposes and objectives, or in violation of the team's rules of conduct, shall be subject to appropriate actions by the Board of Directors. After giving all interested parties an opportunity to be heard by the Board of Directors at a scheduled meeting, the Board of Directors shall privately discuss the information regarding the circumstances of misconduct and, in their sole discretion by 2/3 of the vote cast, shall have the authority to enforce appropriate consequences upon the individual(s) involved in the misconduct, up to and including suspension from the Association/team if deemed appropriate.

Article 19.       PROHIBITIONS

A. No part of the net earnings of the Association shall inure to the benefit of, or be distributable to its members, trustees, officers or other private persons, except that the Association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article 2. No substantial part of the activities of the Association shall be the carrying on of propaganda otherwise attempting to influence legislation, and the Association shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.

B. Notwithstanding any other provision of this Constitution, the Association shall not carry on any other activities not permitted to be carried on (a) by a corporation/organization exempt from Federal income tax under Section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) or b) by a corporation/organization, contributions to which are deductible under Section 170 (c) (2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).

Article 20.       DISSOLUTION

A. Upon dissolution of the Association, after paying or making provision for the payment of all the liabilities of the Association, the Association shall dispose of all of the assets of the Association exclusively for the purposes of the Association in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501 9c) (3) of the Internal Revenue code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the Board of Directors shall determine. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the court in which the principal office of the Association is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.


A. This Constitution may be adopted, amended or repealed by 2/3 vote of the Board of Directors.

Article 22.       EFFECTIVE DATE

A. This Constitution becomes effective immediately upon adoption, May 1, 1976, as amended April 3, 1986, January 12, 1988, June 29, 1998, October 5, 2000, and October 4, 2001.

Susquehanna Township Girls Softball Association
Susquehanna Township Girls Softball Association
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