South St. Paul Girls Fastpitch Association Bylaws
The name of the organization shall be South St. Paul Girls Fastpitch Association, hereinafter referred to as the SSPGFA.
I. Purpose and Function
The SSPGFA is established to promote fastpitch softball for girls in the South St. Paul community. We will:
A. Provide summer softball teams to play in the Tri County League.
B. Provide winter skills/fundamentals training in the SSP PAC.
C. Provide clinics and other learning opportunities for our girls.
D. Perform fundraising for the sole purpose of generating revenue for the South St. Paul Girls Fastpitch program.
II. Officers and Membership
A. The board shall consist of the following officers:
1. President
2. Vice President
3. Treasurer
4. Secretary
The President shall be a non-voting member (with the exception of a tie-breaker) whose primary roles are setting the SSPGFA agenda and being the primary
point of contact for SSPGFA issues.
B. Officers shall be elected by majority vote of the Board. Upon resignation of an Officer, a new Officer shall be voted in by majority vote of the Board.
C. Membership will consist of a minimum of 6 and a maximum of 8. Upon resignation of a member, a new member shall be voted in by majority vote
of the Board. Any interested party will be considered.
D. Membership may be revoked by the SSPGFA through formal action under the following circumstances:
1. Failure to attend three consecutive meetings in a calendar year. The member shall be notified in writing by the President of pending revocation
and afforded the opportunity to appear at the next meeting to explain absences.
2. Conduct detrimental to the SSPGFA. Requires a Board majority vote.
3. Neglect in performance of duties. Requires a Board majority vote.
E. Each member shall have one vote. If a member cannot attend a meeting but wishes to vote on an upcoming issue they may vote via contacting the
President in writing. Otherwise no proxies shall be permitted.
F. Members shall serve without monetary compensation.
G. Additional member duties shall include but not be limited to:
1. Fundraiser Chairperson
2. Player & Coach Development Coordinator
3. Equipment & Uniform Coordinator
4. Clinic Coordinator
5. Webmaster
III. Organization
A. The President will conduct meetings and plan agendas for upcoming meetings. The President will work with the Vice President to be the primary
points of contact for the Board and to work to resolve any concerns and issues raised by parents/coaches/players. Lastly, the President and Vice President will
be responsible for long term planning of the Association.
1. Should the President also be a coach in the organization, the Vice President would be the point of contact for any issues regarding that particular
team. The Vice President would administrate the issue per our Board guidelines and the President would not be involved in that process.
B. The Vice President shall preside in the absence of the President. In the event the President resigns, the Vice President will preside as President in
the interim. The Vice President will work with the President to be the primary points of contact for the Board and to work to resolve any concerns and issues raised
by parents/coaches/players. The Vice President will work with the President to be responsible for long term planning of the Association.
C. The Secretary shall record minutes and attendance, nominations and voting results and have the minutes prepared for the next meeting.
D. The Treasurer shall be responsible for maintaining the checking account. The treasurer will obtain cash for fundraising activities and deposit cash
proceeds from all fundraising activities into the checking account. The treasurer shall provide monthly financial reports to the SSPGFA.
E. Fundraising Chairperson will coordinate all fundraisers. Fundraising Chairperson will also develop and oversee the Parent Volunteer Committee and
any other committees deemed necessary for the purpose of fundraising.
F. The Player and Coach Development Director will oversee the training and development of our players as well as coaches in the Association. They
will pursue all avenues and learning opportunities to help our players and coaches to continually improve. This will include seeking out clinics, classes, videos and
instructional tools. The Director will also attend as many games as possible to monitor development and report back to the Board on its progress.
G. The Equipment and Uniform Coordinator will oversee the Associations equipment and uniform inventory and process for ordering. They will work
with the President to evaluate Association needs going into the next year. They will be responsible for distributing equipment to each team and tracking its return.
They will coordinate the uniform ordering and distribution process.
H. The Clinic Coordinator will work with the Director of Player and Coaching Development to organize various Association clinics.
I. The Webmaster shall oversee the updating and expansion of the Association website. They will also forward any emails received via the website to
the President.
IV. Meetings
A. The SSPGFA shall meet the 3rd Monday of every month.
B. Additional meetings and or closed workshops may be scheduled as necessary to effectively conduct the business of the SSPGFA.
C. The monthly scheduled SSPGFA Board meetings are open to SSPGFA parents and coaches. Contact the President prior to the meeting so he can
add you to the agenda.
D. A quorum to conduct business of the SSPGFA shall be 4 voting members. Action may be taken by a simple majority of members present and
voting, there is a quorum.
V. Team and player issues
A. The SSPGFA Board handles formation of teams. In general, teams will consist of 11-12 players. If more than 12 girls are signed up for a team, a
tryout using outside evaluators may be used to determine final roster.
1. If warranted, some girls may be allowed to “play up” a level to help fill out a roster. In this case, tryouts may be held using outside evaluators.
2. Once a player has moved up they MAY be allowed to stay with that age group.
3. The Board will evaluate all of these situations on a case-by-case basis.
4. Decisions by the Board are final.
B. We do not require players live to in SSP. The SSPGFA will accept players from other communities.
C. The SSPGFA will always strive to find the best coaches possible. While our policy doesn’t preclude a parent from being a coach, a strong emphasis
will be placed on finding outside, non-parent coaches.
1. Coaches will be interviewed and approved by the Board.
2. Once approved by the Board, he/she must pass a criminal background check.
D. We will have a coaching reimbursement structure to reimburse coaching related expenses to be evaluated and decided upon annually by the Board.
E. Issues not resolved between Coach and Player will be directed to the President. The complainant will be required to present a formal complaint, in
writing, to the President. The President will decide if a special meeting is necessary and will then present the issue to the Board, along with the complainant. Any
Board members with ties to the particular team in question will be exempt from voting on the particular matter. All parties will be heard from prior to the Board
rendering any decision.
VI. Bylaw approval and amendments
A. The bylaws shall be adopted and or amended by 4 affirmative votes of majority of the members present. The Bylaws shall remain in effect until
amended or upon dissolution of the SSPGFA.