New Lenox Girls Softball Association
Adopted: October 26, 1994
Amended: January 18, 2017
This organization shall be known as the New Lenox Girls Softball Association. (N.L.G.S.A.) All correspondence should be directed to the following address:
New Lenox, IL 60451
The primary objective of this league shall be to provide supervised recreational softball games for girls. The supervisors shall bear in mind that winning of games is secondary to the development of our children.
This league shall not endorse or recommend any candidate for political office nor shall politics or political candidates be discussed at any meeting. No officer or member of this league shall use the New Lenox Girls Softball Association, as a means to further any personal, political, or other aspiration nor shall the league as a whole take part in any movement that is not keeping with the sole purpose and objective of the league.
No person who is a member of the league shall receive any personal financial benefit in carrying out the purpose for which the league was formed, or for a function that person is performing for the league
The association is organized exclusively for charitable, educational, religious, or scientific purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code.
The government of the league shall be under the supervision of the Executive Board and Voting Membership.
At the annual meeting on the third Wednesday of September, the Executive Board shall be elected by the Voting Membership. The newly elected official will serve with the existing Executive Board members until they officially take office on the third Wednesday of October. All officers shall be elected for a one-year term but may be eligible for re-election.
All matters concerning policy of the league shall be decided by a vote from the Executive Board. No motion shall be carried forward without a majority vote from the seated Executive Board.
Vacancies on the Executive Board shall be filled for the remainder of the term by a candidate selected by the President. This action shall be subject to ratification by the voting membership of the league at the regular monthly meeting.
All Electronic records of N.L.G.S.A. materials including, but not limited to, Constitution, Rules, Registration, Treasurer Reports, and Meeting Notes shall be maintained offsite by authorized Executive Board members and a Master Back up Copy shall be maintained in a fire safe lock box at the N.L.G.S.A. office.
Definition: The Executive Board shall consist of:
Executive Vice President
Members and Duties:
The President is the Chief Executive Officer of the Association. He/She shall preside at all Executive Board monthly meetings. The President shall exercise general supervision over all officers and interests of the league.
The President has the authority to appoint all committees.
The President shall represent the league at all relevant town and/or school board and New Lenox Park District meetings.
The President is one of three authorized officers to sign all check disbursements.
The Executive Vice-President shall be the Chief Associate Officer of the league. Upon the vacancy of the office of the President, by whatsoever cause, the Executive Vice-President shall assume the duties of that office.
The Executive Vice-President shall be authorized in conjunction with the President and the Treasurer to authorize any checks or draw upon funds from the league for payment of any financial obligation of the league.
The Executive Vice-President shall be responsible for obtaining sponsors for as many teams as possible. There should be an initial letter sent out and follow-up phone calls or second letters sent to local business.
The Executive Vice-President will also be the direct liaison between the league and the head umpire reporting on the level of training and any other business involving the umpires that serve the league.
The Executive Vice-President shall represent the league at all town, school, and New Lenox Park District meetings that the President cannot attend.
The Secretary shall keep an accurate record of all proceedings and business transactions at each of the Executive and General Board Meetings and any other meetings that the Secretary’s presence is warranted. This shall be called Meeting Notes. Proceedings from those meetings shall be submitted to the President and Executive Vice-President for review and acceptance. Once accepted, the Secretary shall then distribute the proceedings to the voting membership of the league and the New Lenox Park District. The President shall appoint responsibility to another attending member to perform the Secretary’s duties in the event of absence of the Secretary.
The Secretary shall always list in the Meeting Notes any vote coming up for the Executive Board. Also, any vote coming up for the General Membership.
The Secretary shall maintain an offsite electronic copy of all N.L.G.S.A. materials. This information should be backed up monthly and maintained in a fire safe lock box at the N.L.G.S.A. Office.
The Treasurer shall be the custodian of the assets and finances of the association. He shall receive all monies collected for the association and shall promptly deposit them, in the name of the association, in banks as selected by the President and approved by the Executive Board.
The books shall be audited at the close of each year by persons appointed by the President of the Association.
The Treasurer shall be authorized in conjunction with the President and Executive Vice-President of the Association to sign checks and draw upon the funds of the association for payment of any financial obligation of the association.
The Treasurer shall give a monthly financial report to all members of the Executive Board, at each regular meeting, and have the report approved by the voting membership.
There shall be a Vice-President for each division of the Association. The division Vice-President shall execute and enforce all policies and rules of his/her division and exercise general supervision over all managers, within his/her division.
The division Vice-President shall require the faithful and efficient performance of all managers in that division. Division Vice-Presidents shall arrange any training sessions for coaches in their division and report all activities of their respective division to the Executive Board.
(The above-mentioned officers shall be elected at the annual September meeting by the voting membership. The officers shall be elected for a one-year term may be eligible for re-election)
The registration director is responsible for setting up and maintaining the registration system and managing any isssues arising within the registration process. Duties also include maintaining and updating the website.
NLGSA uniform director is responsible for all uniforms, spiritwear, and trophies. This includes partnering with the NLGSA board, coaches, and outside vendors to ensure uniforms, spiritwear and trophies are ordered, received, and distributed.
The equipment director is responsible for suppling the coaches with equipment. Duties include keeping the equipment in good working order and ordering any replacement equipment. Also, in charge of organizing, collecting, and distributing the equipment to the coaches.
The field director is responsible to maintain, repair and improve the NLGSA fields and complex.
Scopes of Executive Board Including Resolution of issues and policies:
The Executive Board shall resolve all problems which occur. The Division Vice-Presidents are responsible for polling their coaches and representing their division at all Executive Board meetings.
The Executive Board will meet once a month, or on request of the President, if it is required. In cases where a meeting is impossible, the President may poll the Executive Board members. If he/she receives a majority from the Board members, the ruling shall stand.
A poll is considered binding if the President receives a majority from the Executive Board. The President shall not vote on a poll except in the event of a tie. The President will present the results of a poll at the next Executive Board meeting and shall be entered into the meeting minutes.
The President shall, at each meeting, request any new business to be put on the next month’s agenda. If anyone has an issue to put forth, there shall be a vote of the general membership as to whether the item should be added to the next agenda
A Committee comprised of the President, Executive Vice-President, a Division Vice-President (not in the division of the protest) and/or a head umpire will hear and resolve all protests.
The Committee shall have the authority to rule on any formally presented protest provided such a protest is filed within twenty-four (24) hours of said protested issue. The Committee shall meet within three (3) days, after receipt of the protest, and shall conduct a hearing before ruling. The Committee shall not consider a ruling on any umpires judgment, but merely on his/her interpretation of a rule.
Any ruling may be subject to consideration by the Executive Board on Written appeal to the Executive Board within three (3) days after the decision of this Committee by either party.
The decision of the Executive Board is FINAL.
Committees which are deemed necessary by the voting membership shall be appointed by the President.
These Committees may be made up of any general member of N.L.G.S.A.
MEETING OF THE N.L.G.S.A
Executive Board meetings shall be held on the first Wednesday of each month. (TBA)
General Board meetings shall be held on the third Wednesday of each month. (TBA)
The mandatory Annual Meeting shall be held on the third Wednesday of September at a place and time to be determined in advance. This will be in conjunction with the September General Board Meeting.
A majority of the seated Executive Board shall constitute a quorum. A majority vote of those present shall govern.
Notice of all meetings shall be provided by the Secretary in Written form (via US postal service or electronically) in advance of the meeting, to all registered Coaches, Managers, Committee members, and executive Board members.
Basic Parliamentary procedures shall govern the proceedings at all meetings and must be in line with the Constitution of the N.L.G.S.A.
The order on the agenda shall be determined by the President, but voting members will be given the opportunity to get issues on the next agenda at the general meeting.
Voting membership consists of the Executive Board and Team Managers, or designated team rep. (Not to exceed (1) one vote per team). Each member of the voting membership has one (1) vote per position voted upon at the annual meeting.
Contracts may be entered into and debts incurred by officers or other voting members of the association only upon authorization by the Executive Board.
Monies collected or disbursed by the organization shall be collected or disbursed only by such persons as are authorized by the Executive Board.
All funds collected shall be deposited in the credit of the N.L.G.S.A. in such bank as designated by the Executive Board.
Special funds shall be used only for the purpose for which it is designated. A 2/3’s vote from the Executive Board shall be required to change the designated purpose or to place such special funds in the general treasury.
a. Each year the seated Executive Board shall vote on rules which shall govern league play.
b. Local rules of this league shall be adopted by the Rules Committee and presented to the Executive Board no later than one month prior to the first scheduled practice.
c. Rules for All-Star play shall be adopted by the Executive Board before the beginning of the season
a. The seated Executive Board shall attend every meeting if possible.
b. Attendance shall be recorded by the Secretary.
c. Any member of the Executive Board who fails to attend two (2) consecutive meeting without prior notification of the President shall be subjected to disciplinary action, which shall include loss of voting power and dismissal from the Executive Board.
Team Selection Rules
Team selection shall not be held later than March 31st of each year.
The final selection of teams will be made by the respective division coach at a “Draft” Day. A Draft Committee comprised of any member of the voting membership will meet annually to develop rules governing the draft. A majority of those present shall govern. Again, attendance is essential if coaches are to select a good, balanced team.
This Constitution may be amended by 2/3’s of the executive board members present and voted on at any executive board meeting of the organization, provided the proposed amendmen(s)t shall have been submitted at a previous regular meeting or that the members of the organization have been notified in writing of the proposed amendment thirty (30) days prior to the meeting at which said amendment is to be acted upon.
Upon the dissolution of the N.L.G.S.A., the N.L.G.S.A. shall, after paying or making provision for payment of all the liabilities of the N.L.G.S.A., dispose of all the assets of the N.L.G.S.A. exclusively for the purpose of the N.L.G.S.A. in such a 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 (c) (3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law), as the Board of Trustees shall determine. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the County in which the principle office of the N.L.G.S.A. 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.