Last
Date Revised
2/04
CHAMPLIN
PARK FASTPITCH ASSOCIATION
OFFICIAL
BY-LAWS
The Champlin Park Fastpitch Association
(CPFA) is a non-profit organization whose primary goal is the development of
girlÕs fastpitch softball players. This goal is accomplished through
organized practices, league competition and tournament play. A second,
but equally vital goal, is to develop sportsmanship and team player
attitudes in the young women of our association.
The CPFA officers shall be elected for one
year with elections being held in the month of October. Installation of
the elected officers shall be in the month of November. No one person may
hold more than one elected officer position at one time. They may however
hold an appointed position, or in the absence of an elected officer, the
President may appoint an officer to two or more positions at one time.
The positions of President, Vice President,
Secretary and Treasurer do not have term limitations. No two persons from
the same immediate family shall serve as officers at the same time.
The officers shall be as follows:
1.
President - The Chief Executive Officer of the association.
Presides over the general membership meetings, the Executive Board and runs
Executive Board meetings. Empowered with the authority to call special
meetings of the Executive Board. Trains and assists other officers of the
association. Responsible for check signing in the absence of the
Treasurer. Oversees the Registration Manager. Presiding officer of
the coaches selection committee. Forms ad hoc committees on an as needed
basis.
2.
Vice President - Assumes the duties and responsibilities of the
President when the President cannot perform them. Oversees Field Manager,
Equipment Manager and Uniform Manager. Presides over the Fund Raising
Committee. Serves as a member of the Executive Board.
3.
Treasurer - Maintain
association banking accounts and signs all checks. Prepare and present
the monthly financial reports for the general membership meetings.
Prepare an annual Budget/financial report for presentation and approval by the
Executive Board. Serves as a member of the Executive Board.
4.
Secretary - Take and
maintain the minutes of all general membership meetings and Executive Board
meetings and any other meetings as directed by the President. All general
membership minutes are to be communicated to the general membership on a
monthly basis. Coordinate the collection of, and maintain all
registration forms including player birth certificates and medical forms.
Maintains attendance records of the general membership meetings.
Responsible for all association electronic and paper communications including
the posting of time, date and location of the general membership meetings.
Serves as a member of the Executive Board.
Article III: Appointed Positions
The Executive Board will recommend appointed
positions. If no qualified individual can be found, a member of the
Executive Board can assume these duties.
1.
Field Manager - Liaison with the Champlin Park High School
Athletic Director for determination of field assignments. Prepares game
schedules for all teams in coordination with head coaches. Responsible
for field preparation and assignment of fields on game days. Obtains
umpires for home games. Provide maps to the CPFA fields for visiting
teams. Collect and distribute maps for away games to CPFA coaches.
Reschedule make-up games. All expenditures should be made with final
approval by the Executive Board.
2.
Equipment Manager -
The Equipment Manager is charged with the duties of procuring, maintaining and
storing the equipment for all CPFA teams. All equipment must be checked
out by the team head coaches at the beginning of the season and accounted for
by the team head coaches at the end of the season. Responsible for
equipment repair and replacement during the playing season. Complete a
full inventory of CPFA assets/equipment each October and report results to the
Executive Board. All purchases should be made with final approval by the
Executive Board.
3.
Uniform Manager -
Responsible for the procurement of CPFA uniforms each season. All
expenditures should be made with final approval by the Executive Board.
4.
Registration Manager
- Responsible for the registration process for returning players and new
players to CPFA for spring/summer and fall teams. This includes forms
completion, check collection and communications to the Executive Board.
All expenditures should be made with final approval by the Executive Board.
1. Coaches Selection Committee -
Shall be composed of the CPFA Executive Board. Coach selection criteria should
be based upon the following criteria.
A)
Amount of
previous fastpitch and general coaching experience.
B)
Amount of
experience gained through either fastpitch seminars or playing fastpitch.
C)
Dedication
to CPFA and adherence to the CPFA Mission.
D)
Potential
attendance by the candidate. The coach should be present for a vast
majority of all team functions (practices, games, and tournaments). The
only exception being an emergency.
The final coaches selections will be made by
a simple majority vote of the Coaches Selection Committee.
Coach candidate recruitment can be made by
personal knowledge of the individual, advertisement through the local papers or
recruitment at time of player sign up.
2. Fund Raising Committee(s) - The Fund Raising Committee(s) shall
consist of member(s) whose duties shall be to raise funds for the operation and
expansion of the organization. Activities proposed for fund raising are
subject to approval by the Executive Board. The presiding officer shall
be the Vice President with other members being appointed by the Executive Board
on an as needed basis.
3. Ad Hoc Committees
- From time to time it may be necessary for the President to appoint
members/committees to address certain CPFA issues that may arise.
Examples include but are not limited to Protest Committee, Financial Audit
Committee, Try-out Committee.
The Executive
Board shall consist of the following individuals:
1. President (presiding officer of the
Executive Board)
2. Vice President
3. Treasurer
4. Secretary
5. Current head varsity softball coach of
Champlin Park High School
The
Executive Board reviews and approves all expenditures. All approved
expenditures must then be communicated to the general membership.
The Executive
Board approves all team scheduling as proposed by the Field Manager.
The Executive
Board has the right to waive registration fees for a player who proves
financial hardship or for other unique circumstances as solely determined by
the Executive Board.
The Executive
Board is empowered with the right to resolve disputes which cannot be resolved
at the team level.
The
Executive Board may be called to a special meeting at any time deemed necessary
by the President or by agreement of two Executive Board members, not including
the President.
The Executive
Board has the option to remove any member of the Executive Board who has missed
three monthly or specially called meetings in a twelve month period which are
not emergency related. The President will then call, at the next general
membership meeting, for a special election to replace the removed Executive
Board member. That election to be held at the regular general membership
meeting the following month.
The Executive
Board regular and special meeting minutes are to be communicated to the general
membership at the next general membership meeting.
Members
of this organization are as follows:
1. Parents or guardians of players who
reside or attend school within the Champlin Park High School attendance
boundaries or who play on a CPFA sponsored team via a waiver.
2. Elected and appointed board members and
CPFA and CPHS softball coaches will be considered members in good standing.
3. Players themselves shall be considered
members in good standing but shall not be eligible for elected positions.
4. All members who have attended three of
the past six CPFA general membership monthly meetings (not including the
current meeting at which a vote takes place) are eligible to vote on
association matters.
In
order to be considered for elected positions, members must have attended three
or more CPFA general membership meetings in the past year (October to
September). This means that a record of attendance must be maintained for
each meeting and be made a record of the Secretary¹s minutes. Elected
officers may be impeached and removed from office by a 75% vote of all eligible
members at a general membership meeting.
CPFA
head coaches are empowered to administer the daily activities of their
respective teams. The coaching staff for the respective teams determines
who plays which positions and how much playing time a player receives subject
to the guidelines in Article X. If a dispute on any issue cannot be
resolved at the team level, it will then be brought forward to the Executive
Board for intervention. Head coaches may be asked for input on selection
of tournaments to be entered, however, final review and approval is made by the
Executive Board. All coaches are responsible for adhering to all ASA, MSF
and Suburban League rules and regulations.
Head coaches are
selected on a yearly basis after being interviewed by the Coaches Selection
Committee. Coaches may be removed from their position by a majority vote
of the Executive Board at any time. Assistant coaches can be designated
by the head coach after his/her team has been formed.
All
general membership and Executive Board meetings shall be run in accordance with
Roberts Rules Of Order except where these by laws may be in conflict. In
the case of conflict, these by-laws shall prevail.
General membership
meetings shall be held once every month. The location, dates and times
for the meetings will be communicated in advance. Meetings may be
postponed, rescheduled or cancelled by majority agreement of the Executive
Board.
Special general
membership meetings may be called by order of the Executive Board and must be
posted at least 72 hours in advance.
Executive Board
meetings are to be held monthly, generally prior to the general membership
monthly meetings. Day and time are to be determined by the President.
To vote on items
at a general membership meeting, a quorum must be present. This criteria
shall be met when ten members in good standing are present in person or by
proxy, and two of those present in person must be Officers.
Team
rosters will consist of no less than nine and no more than thirteen
players. Any exceptions to this must be unanimously agreed upon by the
Executive Board and the affected teamÕs head coach. If more than thirteen
players register for any one team or age level, and it is not mutually agreed
upon in increase roster size, then try-outs, as directed by the President, will
be held to determine team placements.
All players must
live or attend school within the Champlin Park High School boundaries with the
exception of a player who has been waivered from their home association, or
whose own home association has no team formed in the affected age division.
Waivered players, or players outside the Champlin Park High School boundaries
will only be accepted if an opening exists on the affected team not exceeding
the thirteen player limit.
CPFA will waiver
players from the CPHS attendance area to play for other associations under the
following circumstances.
1. Players who do not make a CPFA team
after a try-out is held and for which there is no other CPFA team for that
player to be placed on.
2. If a petition is made of the Executive
Board by parent/guardian/player and is approved by a simple majority of the
Executive Board.
The
CPFA philosophy is that development occurs by playing so all players will be
given equal playing time, to the best of the coachÕs ability. Exceptions
can be made for players who violate the Player Commitment Agreement.
Specific guidelines include the following, when allowed by league/tournament
rules:
10U:
Players will receive approximately equal playing time in the field (rotating
between infield and outfield positions excluding pitcher and catcher) and at
bat (via the use of a season long continuous batting order) except in state
qualifying or state/national tournaments.
12U:
Players will receive approximately equal playing time in the field and at bat
(via the use of a season long continuous batting order) except in state
qualifying or state/national tournaments.
14U,
16U and 18U: Playing time in the field and at bat are coachÕs decisions.
Article XI: Dissolution
In
the event of a dissolution of CPFA: first any outstanding obligations shall
be paid, then all assets shall be distributed for one or more exempt purposes
with the meaning of section 501 © 3 of the Internal Revenue Code, or
corresponding section of any future federal tax code, or shall be distributed
to the federal government, or to a state or local government, for the public
purpose. Any such assets not disposed of shall be disposed of by the
Court of Common Pleas of the county in which the principal office of the
organization is then located, exclusively for such purposes or to the
organization or organizations, as said Court shall determine, which are
organized and operated exclusively for such purposes. Final accounting
and closing of the books shall be done by the last Treasurer of record and kept
by that person in accordance with applicable federal and Minnesota laws.
Article XII: Non-Profit Designation
Said
organization 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 © (3) of the Internal Revenue code, or corresponding section of any
future federal tax code.
No
part of the net earnings of the organization shall inure to the benefit of, or
be distributable to its members, trustees, officers, or other private persons,
except that the organization 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 the purpose clause
hereof. No substantial part of the activities of the organization shall be the
carrying on of propaganda, or otherwise attempting to influence legislation,
and the organization 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. Notwithstanding any other provision of this
document, 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, or (b) by an
organization, contributions to which are deductible under section 170 (c) (2)
of the Internal Revenue Code, or corresponding section of any future federal
tax code.
Article XIII: Conflicts of Interest
Any,
trustee, director, officer or key employee who has an interest in a contract or
other transaction presented to the Board or a committee thereof for
authorization, approval, or ratification shall make a prompt and full
disclosure of his or her interest to the Board or committee prior to its acting
on such transaction. Such disclosure shall include any relevant and
material fact known to such person about the contract of transaction, which
might reasonably be construed to be adverse to the organizationÕs interest.
The
body to which such disclosure is made shall thereupon determine, by a vote of
seventy-five percent (75%) of the votes entitled to vote, whether the
disclosure shows a conflict of interest exists or can reasonably be construed
to exist. If a conflict is deemed to exist, such person shall not vote on, nor
use his personal influence on, nor participate (other than to present factual
information or to respond to questions) in, the discussions or deliberations
with respect to such contract or transaction. Such person may be counted in
determining whether a quorum is present but may not be counted when the Board
of Directors or a committee of the Board takes action on the transaction. The
minutes of the meeting shall reflect the disclosure made the vote thereon, the
abstention from voting and participation, and whether a quorum was present.
Individuals
on the governing body that are also employed by this organization will (a) remove
her/himself from the voting process when determining compensation, benefits,
etc. in his or her capacity as an employee and (b) ensure that all
compensation/salaries paid to any employee of the organization will be
reasonable for the services rendered and comparable with other exempt
organizations.