Mattoon COBRA Softball: Articles of Association

Monday, April 8

Mattoon Cobra Softball

Articles of Association  

ARTICLE I. Name:

This organization shall be known as “Mattoon Cobra Softball”.

ARTICLE II. Objective:

The objective of Mattoon Cobra Softball shall be: to promote and operate fast-pitch softball programs for girls ages 8 through 18 dedicated to providing area youth with structure and fundamental learning experiences in competitive traveling softball with a goal of attaining a National Championship; to teach and instruct each player in the fundamentals, philosophy and strategies of competitive team softball; and to develop and promote self-confidence and self- esteem in each player.

This organization is organized exclusively for nonprofit educational purposes within the meaning of section 501(c)(3) of the Internal Revenue Code. Individual members will not derive profit from this organization.

Not withstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue law) or (b) by an organization’s contributions to which are deductible under section 501(c)(3) of the Internal Revenue Code of 1986 (or corresponding provision of any future United States Internal Revenue law).

ARTICLE III. Government and Procedures:        

Mattoon Cobra Softball shall be under the direct supervision of the Board of Directors. The Board of Directors shall consist of 2 representatives plus the head coach from each team. Four (4) elected from the 2 representatives per team will serve as Elected Officers. Officers of the Board will be the President, Vice President, Secretary, Treasurer, and Outgoing President (Article III, Section 16). It shall be the responsibility of the Board to oversee all administrative and playing rules for the organization.

1.             The board shall be nominated and elected by the general membership of Mattoon Cobra Softball (Article 8).   

A.                 A “Member” is defined as: Any Adult in good standing, actively participating in or with a vested interest in Mattoon Cobra Softball. If a player, parent or guardian of a player, the player must be current with all dues and fees to be considered in good standing.

2.             Coaches may serve on the board in an advisory role subject to the following limitations:

A.                 A maximum of one (1) head coach per age group may serve on the board.

B.                 Head Coaches shall not serve in any executive (officer) role.

3.             The officers of the Board shall be elected from the board membership by a simple majority of the Board. The term of office shall be one (1) year, unless the office was vacant. (See Article III; sections: 5, 7, & 8). There will be no term limits.4.            

Duties:§         





President: Will supervise all business and affairs of the organization; preside at all meetings of the membership and the board of directors; sign all official documents of the organization; appoint committees as needed; serve as ex-official member of all committees; may co-sign all checks for the organization.

Vice President: Will perform the duties of the President in the event of the inability of the President to act. When so acting will have all the powers of and be subject to all restrictions upon the President. The Vice President shall act as liaison between committees and the full board and may co-sign all checks for the organization.. The Vice President shall also perform other duties as may be assigned by the President or the full board.

Secretary: The Secretary shall perform all duties incident to the office of Secretary, subject to the control of the full board. Minutes of full board meetings will be recorded and copies maintained by the secretary. Copies will be distributed to Board Members. Upon completion of duties as Secretary, the Secretary shall deliver all books, papers and reports as appropriate to the new incumbent. The secretary may co-sign all checks for the organization.§         

Treasurer: The Treasurer shall have charge and custody of and be responsible for all funds of the softball organization; receive and give receipts for monies due and payable to the organization from any source whatsoever, and deposit all such monies in the name of the organization in the bank of choice of the full board. The Treasurer shall in general perform all duties incident to the office of Treasurer and other duties as may be assigned to him by the President. The Treasurer may co-sign all checks for the organization. Upon completion of duties as Treasurer, the Treasurer shall deliver all receipts, books and reports as appropriate to the new incumbent. In addition, the incumbent Treasurer will conduct, annually or as needed, a financial audit of the Mattoon Cobra Softball account.


5.             The Board may elect a non-sitting member as an Elected Officer with a two-thirds vote of the Board.

6.             The Board may elect non-voting members to act in a consultative role.

7.             Any vacancy because of death, resignation, removal, disqualification or otherwise shall be filled by the Board for the non-expired portion of the term.

8.             Any Board vacancy shall be filled by Board appointment within four (4) weeks.

9.             The Board may remove any Board member by two-thirds (2/3) vote of all Board Members.

10.         The Board shall normally meet monthly and no less than once (1) per calendar quarter per calendar year.

11.         Meetings shall be held at any location designated by the Board President. Notice of meetings shall be communicated to each member. All meetings shall be open to the public.

12.         The President, or at least five (5) voting Board members, may request a special of emergency meeting of the Board. There must be a Notice of at least twenty-four (24) hours prior to the meeting.

13.         A fifty-one percent (51%) majority of all Board members constitute a quorum for the transaction of all business.

14.         The Board shall appoint such staff and/or positions it deems necessary.

15.         Succession to command of the Elected Board shall be Vice President, Secretary, and Treasurer, in that order.

16.         The Board shall include the Immediate Past President serving a term of one (1) year as a consultant and advisor to the President. This officer shall have a vote on the Board.

17.         No association personnel shall at any time incur debts in the name of the Mattoon Cobra Softball organization. All purchases must be made only with the approval of the board of Directors.  

18.         No Association personnel shall be personally liable for the debts, liabilities, or obligations of the Association.

19.         A board member absent for three (3) consecutive regularly scheduled meetings is subject to review and dismissal by majority vote of the Board.  

Article IV. Membership

1.             The selection of managers/coaches appointment and dismissals will be done as duly needed by the Board of Directors.

2.             The Amateur Softball Association rules, which shall be administered by Mattoon Cobra Softball, define the eligibility standards for youth participants.

3.             Registration fees for all participants shall be determined by the organization. Registration fees for each player must be paid in full before May 1st. Registration fees for all participants shall be equal in amounts. The Board of Directors will determine eligibility for any refund of fees. No refunds will be given if participant is released due to disciplinary actions. No monies acquired through team fundraising will be refunded.

4.             The organization shall provide all fully paid registered participants with required uniform(s) which shall be returned to the Coach at the end of the last game of the season. Players are responsible for the maintenance and upkeep of their uniforms and personal equipment. Any damage or loss of required uniform or provided equipment is the responsibility of the player.

ARTICLE V. Conduct of Members:

1.             The conduct of all classes of membership shall be maintained on a high level and in the best interest of Mattoon Cobra Softball at all times. The Board of Directors is expected to maintain high standards of professional ethics and conduct. All Mattoon Cobra Softball Personnel and members shall at all times refrain from the use of verbal abuse, profanity, derogative behavior, and discrimination and shall not publicly display undue anger or animosity toward players, coaches, umpires or each other.

2.             Any charges of misconduct against any member, except the President, shall be presented in writing to the President. The President must then call a special meeting of the Board of Directors within seven (7) days, which shall not be open to the public. The accuser, the accused, and any witnesses will be heard and the Board will determine if the accused will be cleared, warned, or suspended. If the charge is extremely serious, the President will schedule a meeting within (24) hours pending further investigation by the Board.

3.             Any charges of misconduct of the President shall be presented in writing to the Vice President, who shall within seven (7) days convene a special meeting of the Board to hear the charges, and determine if the President will be cleared, warned, or suspended. If the Vice President determines that a charge against the President is extremely serious, the President may be immediately suspended with the concurrence of two-thirds (2/3) of the Board members pending the special meeting.

4.             No charges of misconduct may be brought more than thirty (30) days after the alleged event.

5.             Any person accused of misconduct and who refuses to attend a special meeting of the Board convened to hear the matter shall be subject to suspension without recourse.

6.             Any member who knowingly accuses another falsely may be suspended for membership.

7.             A person who has been suspended may make application for reinstatement through the Board of Directors by setting forth all the facts regarding the suspension and the action of the Board will be final in either upholding the suspension or reinstating the member. The action to the Board shall be by a two-thirds (2/3) vote of the Board at which a quorum is present. The suspended person shall not be eligible to make re-application for membership for a period of one year.

ARTICLE VI. Meetings:

1.             The board shall normally meet monthly and no less than once (1) per calendar quarter per calendar year.

2.             Meetings shall be held at any location designated by the Board President. Notice of meetings shall be communicated to each member. All meetings shall be open to the public.

3.             The President, or at least five (5) voting Board members, may request a special emergency meeting of the Board. There must be a Notice of at least twenty-four (24) hours prior to the meeting.

4.             A fifty-one percent (51%) majority of all Board members constitute a quorum for the transaction of all business.

5.             A board member absent for three (3) consecutive regularly scheduled meetings is subject to review and dismissal by majority vote of the Board.

6.             General meetings may be held at the discretion of the Board of Directors.

7.             Roberts Rules of Order shall govern the proceedings of all meetings.  

ARTICLE VII. Financial Policy:

1.             No association personnel shall at any time incur debts in the name of the Mattoon Cobra Softball organization. All purchases must be made only with the approval of the board of Directors.  

2.             No Association personnel shall be personally liable for the debts, liabilities, or obligations of the Association.

3.             No individual or firm shall be allowed to make a direct gift or contribution to any single player, manager, coach, or team unless expressly approved by the Board of Directors in the best interest of the Mattoon Cobra Softball.

4.             All funds must go directly into the general treasury.

5.             All monies needed in addition to sponsorship money will be raised under the auspices of the Board of Directors.

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