SCSC By-Laws

BYLAWS ARTICLE I - NAME This organization shall be known as the Scott County Softball Club (SCSC), which is registered as a 501(c)3. 

ARTICLE II - OBJECTIVE Said association is organized exclusively for charitable and educational 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 or corresponding section of any future federal tax code. SCSC seeks to instill in the participants ideals of good sportsmanship, honesty, loyalty, courage, respect for, and authority. This objective will be reached by providing supervised competitive athletic games. Supervisors, coaches, parents, volunteers, and spectators should never forget that attaining exceptional athletic skills or winning games is secondary, and molding future citizens is of prime importance. To achieve these objectives, the Board Members of SCSC will provide rules and regulations set forth by the USSSA sanctioning and Parks and Recreation. 

 ARTICLE III - VOTING MEMBERSHIP The voting membership of the association will have one vote each and shall be limited to persons in good standing with SCSC and meet the following requirements: Parents or guardians of the participants in the League The executive committee Coaches Assistant Coaches (Limited to (2) one per team) Board members Head Umpire 

ARTICLE IV - EXECUTIVE BOARD MEMBERS The Executive Board consists of the following members: 

President 

Vice-President 

Secretary 

Treasurer 

League Director

 At the annual organization meeting in October, the Board Members shall be elected for one 2-year term. To be elected President, vice president, or treasurer, one must have served at least one (1) year on the board. Elected Executive Board members shall take office by November 1st. 

The offices of President and Secretary will be voted on and filled in years ending in even numbers. The offices of Vice-President and Treasurer will be voted on and filled in years ending in odd numbers. A majority vote of the board may remove an elected member of the Executive Board. 

Should any vacancy on the Executive Board occur due to death, resignation, or otherwise, the Executive Board shall fill it without delay. All Board Members must have a background on file with Parks & Recreation that is updated every year and be at least 21 years old. 

A. Duties of the President 

He/she is responsible for conducting SCSC in strict conformity with the policies, principles, rules, and regulations of this League, USSSA sanctioning, and Parks and Recreation. Exercises general authority and supervision over all functions of the League; however, specific authority is delegated to specific board members, other volunteers, and hired agents. Meets with each new board member to review their responsibilities. Schedules each board meeting and prepares the agenda. Presides over each board meeting. In the event of his/her absence, the President will notify the League Vice-President and provide the agenda so they can preside over the meeting. The President will be responsible for adding any item deemed significant by any Board of Directors member to a meeting agenda. The President is the officer with whom USSSA maintains contact. He/She or designee will represent the League in all meetings of the local, state, or national organization or delegate authority as necessary. He/She is the only officer authorized to speak for the League or sign letters written in the name of SCSC. The President may delegate this authority as necessary. Oversees the general conduct of all officers, managers, and coaches and ensures they perform their duties accordingly. Informs the board if someone is not performing their duties as required or their conduct is inappropriate. The President is a voting member of the Board of Directors but votes only to break a tie vote unless all board members require a vote. Along with the Treasurer, they submit the annual budget for approval of the board in January. Responsible for monitoring all gaming funds and activities alongside the gaming coordinator. 

B. Duties of the Vice-President 

In the absence of the President, they preside over the SCSC meetings. Coordinates SCSC’s fundraising committee, grants, and projects. This includes the following duties: a. Selection of a project(s) decided by a committee formed by the Vice-President, Fundraising Committee Coordinator, and at least one other board member. The committee decision shall be presented to the board for approval. b. Coordinates collection of fundraising money with respective team parent or guardian. Oversees all league coordinators, except gaming. 

C. Duties of the Treasurer 

Presides over meetings in the absence of the President and Vice-President and performs such duties as may be assigned by the President or the Executive Board. Shall be the chief financial officer and the chief accounting officer of the Organization. Shall be in charge of the Organization's financial affairs and shall safeguard all funds, securities, and valuable financial papers. Shall receive all monies and securities with the exception of gaming monies and deposit these funds in a depository approved by the Board of Directors within three business days. Endorses for deposit or collection all checks and notes payable to the corporation or its order. Records all funds received and financial transactions in Quickbooks. Co-signs along with the President or Vice-President all checks. Presents all league financial records to the independent auditor as required.Reconciles bank statements monthly to ensure that the cash balance in the corporate check register and records match the cash balance on the bank statement. Prepares a financial report to be given at each of the regular meetings of the Executive Board. Prepares an annual operating budget in cooperation with the President to be presented to the Executive Board and Parks and Recreation. Annually coordinates with outside CPA to file IRS Form 990 promptly before the appropriate tax-filing deadline. Prepares previous year's income statement and files annual sales tax reports to the State Department of Revenue. The committee shall monitor and administer the monies allocated to the concession stand operation, umpire wages, fundraising activities, field rentals, etc. Performs all duties that a treasurer would ordinarily perform. 

D. Duties of the Secretary 

Presides over meetings in the absence of the President, Vice-President, and Treasurer. The Secretary shall perform such duties as may be assigned by the President or by the Executive Board. Keeps the minutes of all general membership meetings and the Executive Board meetings in one or more databases provided. Sees that all notices of meetings are duly given by the provisions of these bylaws or as required by the Open Meetings Act. Serves as the custodian of the corporate records. Performs all duties a secretary would ordinarily perform, including typing letters, rosters, bylaws, etc. Serves as the custodian of the bylaws, including certification of any new amendments adopted. Responsible for receiving and distributing mail to other board members. 

ARTICLE V - LEAGUE COORDINATORS 

The league coordinators shall be board-appointed positions and may be removed by a majority vote of the Executive Board if seen unfit. The position titles are as follows, with a brief description included: 

Tournament Coordinator—Coordinates arrangements for league-sponsored tournaments and entries into other league tournaments. If the League sponsors or co-sponsors a tournament, the coordinator must notify GSC-Parks and Recreation two weeks in advance. 

Head Umpire – Finds and schedules all game umpires. Meets with all umpires before the start of the season to review all rules to ensure standardization of enforcement. Responsible for obtaining all necessary documentation from umpires, including W-9s, yearly background checks, umpire contracts, and certification. 

Public Relations Coordinator—Controls all Social Media Platforms (Facebook, Twitter, and Instagram) by posting and responding. Coordinates with the Fundraising Committee Coordinator to find sponsors between October and November for the following year. Community involvement (i.e., Parades, Festivals, Schools). Contacts any newspaper or local news with League Stories and/or Pictures/Videos. 

Concession Coordinator – This person will handle all concession stand operations, such as but not limited to scheduling concession workers, inventory control, ordering products bearing in mind to research best price policies and implement cost-saving measures, presenting any changes to goods, services or prices to the Board, contacting and meeting up with vendors, and managing restrooms.The concessions coordinator will ensure the League complies with all applicable health codes while operating the concessions. They will submit the concession stand to random inspection by the local health department and make any necessary adjustments to comply with said health codes. 

Uniform & Trophy Coordinator – Handles ordering uniforms and coach's shirts. Handles ordering of trophies and sponsor plaques and will deliver plaques to the team's parents/coaches/sponsors. 

Website Coordinator – Responsible for maintaining and updating the website promptly. They will also manage registrations. 

Scheduling Coordinator – Schedules all games, including rainouts and tournament games. This person communicates with the Head Umpire, Parks and Recreation, coaches, social media outlets, the website, and the Concessions Coordinator. They shall submit a schedule of its regular season games, maintenance schedule, and regular season practices (to include make-up dates for rainouts, etc. to GSC-Parks and Recreation no later than two (2) weeks before the first game or practice. If there are any schedule changes, the scheduler must notify GSC-Parks and Recreation immediately. 

Fundraising Committee Coordinator – Responsible for finding sponsors throughout the year. Sign the League up for reward programs. To the best of their ability, they will ensure that all teams within the League have a sponsor by April 1st. Works with the Vice-President to obtain sponsors for their respective teams. Collects sponsor fees and prepares and presents sponsor awards following the season. (Sponsor fees will be set and approved by the Board annually. ) Coordinates ordering team sponsorship banners. 

Facilities Manager - Responsible for preparing the fields by dragging them for games and maintaining building cleanliness and security. Coordinates all maintenance work to be performed on SCSC fields. Gains the appropriate approval and coordinates with the appropriate Parks and Recreation, City/County officials, and Executive Board on all improvements that will change the park's appearance. They shall submit requests for pre-season repairs in writing to GSC-Parks and Recreation before October 1st. 

Regarding field maintenance ensures the following responsibilities are met: 

 a.) Ensures mowing occurs every 10 to 14 working days during the off-season. 

 b.) During season play, mowing occurs twice every seven days. 

 c.) Conducts weed control practices and ensures that no more than 15% of the surface has weeds. 

 d.) Understands that the League is responsible for turf care inside the perimeter of the fence from the 2nd week in March through the 3rd week in June and the 2nd week in August through the end of October for all fields. 

e.)The facilities director ensures a maintenance schedule is submitted to theleague scheduler two weeks before the League begins scheduling practice and games. 

League Director – Coordinates with each division and gathers any feedback. Plans events for the League, such as Opening Day and pictures. 

Equipment Manager- Inspects all team's equipment to determine condition and correct any issues. Establishes a total list of required equipment and keeps documentation of loaned equipment. Contacts at least three sporting goods suppliers. Gets bids from the suppliers on those items and will present the bids to the Board for approval. Maintains an adequate supply of game balls and will store them in concessions for umpires to utilize. After the season, the Equipment Manager will coordinate with all coaches to return all equipment. 

Gaming Coordinator- Oversees all activities related to the League's gaming. Responsible for attending training and generating financial reports for the treasurer. 

Team Parent Coordinator- Ensure all Team Parents are informed of essential league updates and information. They will work with the Fundraising Coordinator regarding season fundraisers and collaborate with the Scheduling Coordinator and Concession Coordinator to develop a concession schedule. They will participate in duties as assigned by the Board or the President. 

 **All league coordinators must provide the Board with details of projects, events, expenses, etc. The Board will make all final decisions. **

A majority vote of the Board shall decide all policy matters concerning the SCSC. 

**Any individual who has a pending charge or conviction of domestic violence, a misdemeanor/felony conviction involving drugs or alcohol, a conviction involving immoral turpitude with a minor, or a conviction of a crime deemed by the Board to be detrimental to the mentorship of all players in the League shall be unable to participate in any league fashion. Any criminal charges or convictions must be reported to the Executive Board immediately. 

 ARTICLE VI - MEETINGS A meeting of the members of this association, either in-person or electronically, shall be conducted each month to read reports and conduct general league business during the season. Off-season meetings are TBD by the League President. At the meeting in October, elections will be held for Executive Board members who will take office on November 1st. A public notice will be made seven days before the meeting date. Additional meetings may be called by the President or upon request of at least three (3) executive board members. A meeting notice will be posted at concessions/or on the League's social media accounts. A majority vote of the members present at said meeting shall constitute a quorum provided notice has been given via a posting at the park, website, or other social media sites or sent via email seven (7) days in advance and all executive members have been notified. 

ARTICLE VII - FINANCIAL POLICY The Executive Board shall decide all matters about the finances of SCSC. It shall be a general policy to place all income in a common treasury, directing expenditures of the same in such a manner that no individual or team will have any advantages over the other as to equipment and so forth. (Ask about the division of accounts with general/capital expenditures.) Without executive board approval, no expenditure or association commitment over five hundred ($500.00) dollars will be made. All debit card transactions will be preauthorized by the President via phone, email, or directive, with funds approved by the treasurer. Two (2) cards are to be issued in the names of the President and treasurer. All expenditures must have corresponding receipts and be within the listed limits unless preauthorized above that amount. At the discretion of the Executive Board, a financial report, including the concession stand report, of all monies shall be submitted at every Executive Board meeting and every general meeting of SCSC. No part of the association's net earnings shall ensure to the benefit of, or be distributable to, its members, trustees, officers, or other private persons. Notwithstanding any other provision of these articles, the association shall not carry on any other activities not permitted to be carried on: By an organization exempt from federal income tax under section 501(C) (3) of the Internal Revenue Code or corresponding section of any future federal tax code. By an organization, contributions to which are deducted under a section of any future federal tax code. Upon the dissolution of the association, assets shall be distributed for one or more exempt purposes within the meaning of section 501(C) (3) or the Internal Revenue Code or corresponding section of any future federal tax code or shall be distributed to the federal government, or a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed of by the court of common pleas of the county in which 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. Anyone with a possible conflict of interest (or who may have a conflict) must disclose the conflict/potential conflict. All interested board members should be prohibited from voting on any matter in which there is a conflict. All those involved with the League shall act in the League's best interest. The League will be audited once every four years, and the treasurer and/or the league president shall attend a training session with GSC-Parks and Recreation auditors. During the audit conducted by GSC-Parks and Recreation, all monies must be accounted for, and the following information shall be submitted to GSC-Parks and Recreation for the audit: All bank statements for the budgeted year All receipts for purchases Timesheets for officials General ledgers and trial balances in Excel or Quickbooks. Copies of requested board minutes 

ARTICLE VIII - INSURANCE GSC Parks and Rec shall obtain group-type accident insurance in the name of SCSC. 

Players' insurance is also accepted individually by USSSA or any sanctioning authority. Before participating in any league play or practice session, each player must pay a specified registration fee and return a completed application form. No SCSC facility will be available until the above requirements have been met. 

ARTICLE IX - COACHES AND ASSISTANTS All team coaches and assistants shall submit to and pass a criminal background check conducted by Parks and Recreation. If needed, the Board will approve coaches and assistants by executive vote during a closed executive meeting. Head coaches must complete a certified training program selected by the Executive Board. Each team will have one (1) coach and two official (2) assistants. They shall be responsible for their team's conduct on or off the field while acting in their capacity as coaches or assistants. They will be given jerseys, and any additional assistant may buy their jersey. New assistant coaches will be selected after the draft from the pool of parents of drafted children unless said assistants are solely volunteers and have no children within the League. 

Each coach or assistant shall conduct himself/herself at all times in a manner that is a credit to this association and the Scott County community. Coaches and/or assistants shall be subject to removal or asked to resign by a majority vote of the Board for justifiable reasons and subject to disciplinary actions via Parks and Recreation. Any coach, assistant, or spectator ejected from a game may be brought before the Board and subject to any disciplinary action deemed appropriate by the Executive Board and Parks and Recreation. The coach or assistant will be given 24-hour advance notice of the meeting, at which a decision will be made with or without his/her presence. Use sound judgment in all areas, with the players' safety, health, and welfare being of utmost concern. Responsible for calling a meeting of the parents of his players and informing them of league objectives and goals as well as their philosophies and expectations. Ensure all participants having direct contact with players have a background check and volunteer form on file with the Board. Communicate with the league Scheduling Coordinator regarding practice schedules, game schedules, rules, rainouts, and other items about the season. (Practices cannot be scheduled until each team has a dedicated team parent.) Read and understand all rules and regulations as dictated by sanctioning authority and Parks and Recreation. It is mandatory to nominate a team parent so that their team can serve as a liaison between the coach and the League to satisfy league objectives such as fundraising, concessions, volunteering, and season updates. 

It will be mandatory for team parents, or if unable, another member of their team or volunteer, to volunteer in concessions at the scheduled times. If the shift is not covered, the following game for that team will be forfeited and canceled and count as a loss for that team. Team parents will also attend team parent meetings, assist in team fundraising, and coordinate the official bookkeeper or scoreboard operator for required games. Any coach or assistant with outstanding financial obligations to SCSC, any other softball organization, or related business will not be allowed to coach until proof of resolution is provided to the SCSC board. Before the start of play for the day, coaches from the home team will appoint a representative to ensure the field is ready for play, including chalking appropriate lines and placing bases. Coaches will also be responsible for turning off lights, ensuring dugouts are clear of belongings and trash, removing bases, and locking bathrooms for practice days and games. Head coaches ensure their team complies with the American Red Cross and National Lightning Safety Institute Guidelines for weather issues. Head coaches are responsible for ensuring that their team follows the KHSAA Procedure for Avoiding Heat Injury/Illness and the KHSAA Heat Index Chart. 

ARTICLE X - PARTICIPATION Players participation in this association shall be governed by the rules stated for each season and by the SCSC sanctioning authority and Parks and Recreation. Each player shall conduct herself at all times in such a manner as to be a credit to this organization and the Scott County community. Each player shall be subject to disciplinary action up to removal from the assigned team upon recommendation of his/her coach to the Executive Board (with a majority vote of the Executive Board). Any player with outstanding financial obligations to SCSC will not be allowed to participate until proof of resolution or agreement is provided in writing to the SCSC executive board. Any member of a team that does not attend two (2) consecutive practices and does not have a valid reason suitable to the coach's approval (illness or vacation) may be prohibited from playing the following league game. Failure to participate may result in removal from the team. Missing three consecutive games or six practices may be grounds for a coach to petition the SCSC board to have a player removed from his/her roster. All players will be responsible for participating in at least one fundraiser for the season as determined by the League. 

Parental Responsibilities: Ensure the child attends all team functions. Complete one of the selected league fundraisers at enrollment and/or pay the required league fundraising fee. Suppose parents do not complete the League's seasonal fundraiser; the League determines the fundraising fee. In that case, that season will be applied to the account of each child not participating, and that fee will have to be paid prior to the next season's registration. Cooperate with coaches and managers, allowing them to coach. Follow all league rules and regulations. Help ensure that the team's assigned concession slot is filled. 

Social Media Conduct: Do not post pictures of players without parental consent. Refrain from posting negative comments about players, coaches, or officials. No Smoking or Vaping: Smoking or vaping is prohibited near game areas, including bleachers and scoreboxes. 

Volunteer Policy: Any individual directly participating in team activities and having direct contact with youth is considered a volunteer. All volunteers must complete and pass an annual background check. Background check submission deadlines: The background check must be turned in before the first full week of practice and verified before the first game. Failure to meet this requirement will result in the revocation of volunteer status. 

Volunteer Conduct: Volunteers are representatives of the League, and the Head Coach is responsible for their actions during team activities. 

Field Maintenance Policy: All league participants, including coaches, parents, players, and individuals utilizing the fields, must understand and agree to the following: 

1. Field maintenance takes precedence over field usage for any team. I.e., mowing, weed-eating, etc., including activities, practices, and games. 

2. Everyone involved in league activities must cooperate with the field maintenance team to ensure that maintenance is conducted smoothly and without interference. 

3. Any interference with field maintenance can lead to disciplinary action, which may include being denied access to all GSC Parks. 

ARTICLE XI - APPLICATIONS AND PLAYER PLACEMENT All applications and registrations shall be turned in by the dates determined by the Executive Board for all seasons. If any player is questioned, that player must furnish an original certified state-issued birth certificate to the executive Board to be contested. No player can participate in any game or practice session until her application and fee have been turned in to a member of the Executive Board. No player shall be registered to play in more than one group and no more than one team per season within Scott County Softball Club. All players must play in a division determined by the current sanctioning authority. If players want to advance, they can, but they can only advance to the next group and cannot back down. Placement of returning players and coaches for leagues shall be done in the following manner: For each season, any player who participated on a team of the previous season shall be permitted to remain on that team. If the player has played on that team within the calendar year, they will be eligible on a first-come, first-serve basis. Any player who does not desire to remain on the team with which she participated in the past season will be permitted to place her name in the draft. She shall be assigned to a team other than the one she participated in for the upcoming season in the same manner as a new applicant. The placement of new players shall be handled through a draft. A draft shall consist of those players who are: New applicants to the League shall be placed in a league that matches theirs unless they request to move up. Applicants will be placed on a team of corresponding divisions having players of the same level, i.e., 13-year-old applicants will be placed on a team composed of 13-year-olds and older. Teams that have folded. Players that no longer wish to play for the former team. All-Stars/Elite League Approved All-Stars/Elite league coordinators will be expected to turn in rosters by a date determined by the Executive Board—a minimum of ten (10) players on a roster. Any changes to the roster after the date determined by the Executive Board must have the approval of the player's parent or guardian and the league representative. No player can participate in any practice session until her application and fees have been turned in to a member of the Executive Board. Players cannot request a specific team unless they live in the same household as the player/coach. Proof will be required to present to the Board. 

ARTICLE XII - LEAGUES AND TEAMS The Executive Board shall form leagues of this association after receiving the signed applications and birth certificates of players wishing to participate. No team shall have less than ten (10) players. The only exception is Weeball. SCSC leagues shall consist of the following divisions: High School Twelve and under (12U) Ten and under (10U) Eight and under (8U) Six and under (6U) Weeball The minimum is three (3) years old as of the starting date of the current season. 

ARTICLE XIII - BEHAVIOR MANAGEMENT POLICY Scott County Softball Club and Georgetown—Scott County Parks and Recreation will not tolerate physical or verbal abuse by any player, coach, spectator, or umpire. Please see the Scott County Softball Club and Georgetown—Scott County Parks and Recreation Behavior Management Policy under Forms. Anyone violating this policy is subject to immediate removal, pending a hearing by the Executive Board. 

ARTICLE XIV - EQUIPMENT AND UNIFORMS The Executive Board will determine the equipment issued by this association in accordance with the rules. The equipment coordinator and the uniform coordinator shall purchase this equipment from a reasonable bidder, considering local merchants, with the approval of the Executive Board. The uniform adopted by this association shall be matching shirts in the designated team color. Softball pants or shorts (if shorts are selected, they must contain a leg) with no writing on any portion of the rear will need to be provided by the player. The sponsor's name can be displayed on the shirt if the sponsor desires. Each shirt must prominently display the number assigned to that player. The League shall provide the uniform and wear by the participant in every game. 

ARTICLE XV - REFUNDS Refunds will be 50% of the total amount. No refunds will be given once jerseys have been ordered and/or games have begun. All refunds will be done by check. SCSC reserves the right to deny any refunds. No refunds will be given for rented fields; inclement weather will cause field rentals to be rescheduled. 

ARTICLE XVII- GRIEVANCE PROCEDURE If an incident occurs at any SCSC function in which the parent believes that the executive Board needs to take action on said incident, the following steps must be taken: If the incident involves any member of the team, parent, volunteer, or participant other than the head coach, the parent must notify the head coach first and give them an acceptable amount of time to take action. If the incident/complaint does not fall within the scope of a coach's duties, the parent can skip this step. If the complaint is on the head coach, it is preferred that the parent attempt to speak to the head coach about the incident and, if not corrected, then follow the next steps. If the incident does not involve player injury or is emergent, the parent must wait 24 hours before filing the complaint. If the incident is emergent, the parent should contact an executive board member immediately. If the parent wishes to file a complaint with the Executive Board, they may type out their complaint and send any witness statements to Scottcountysoftballclub@gmail.com. Failure to send in a written/typed complaint will result in the Board dismissing the complaint. 

 ARTICLE XVII - AMENDMENT The bylaws, or any section thereof, may be amended or repealed by a majority vote of the executive board members present at any called meeting of this association, provided ARTICLE VI, SECTION 2 has been adhered to. Any amendment of these rules governing the SCSC shall be made in written form and presented to each coach and the umpire coordinator. Standing rules – no changes shall be made to the standing regulations without executive board approval.