League Constitution

The name of this organization is the Ashburn Girl's Softball League (hereinafter referred to as AGSL). Its principal office, for record purposes, is considered to be the home of the President of the League. The organization may also have offices, conduct business, and hold meetings as such places within Loudoun County, Virginia, as the Board of Directors may determine.

Article II Purpose

Section 1: The purpose of AGSL is to teach the fundamentals of softball, sportsmanship, and participation in team sports to the young women residing in Ashburn, Virginia, and surrounding localities. The League shall be a non profit organization. No part of the property or net earnings of the organization shall accrue to the benefit of any private individual, nor will any part of the organization's activities be devoted to participating in elections for public office.

Section 2: AGSL is organized exclusively for charitable, recreational, and educational purposes, within the meaning of section 501(c)(3) of the Internal Revenue Code (or corresponding section of any future Federal tax code).

Section 3: No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, directors, 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 Section 501(c)(3) purposes. 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 or in opposition to any candidate for public office.

Notwithstanding 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 (or corresponding section of any future Federal tax 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).

Section 4: Upon dissolution of this organization, assets shall be distributed for one or more exempt purposes with the meaning of Section 501(c)(3) of the Internal Revenue Code, i.e. charitable, educational, religious, or scientific, 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 a public purpose.

Article III Membership

Section 1: Requests for membership is open to all residents of Ashburn, Virginia, and surrounding localities. Automatic membership is accorded the following:

Parents of participating players
Officers of the organization
Head Coach of participating teams
Bona fide coaches of participating teams

Membership may be granted to other interested parties after AGSL Board review and approval of a request.

Section 2: Membership may be terminated by resignation or by action of the Board of Directors.

The Board of Directors, by a two-thirds vote of those present at any duly constituted meeting, shall have the authority to discipline, suspend, or terminate the membership of any member when the conduct of such person is considered detrimental to the best interests of the AGSL. The member involved shall be notified in writing of such a meeting, informed of the general nature of the charges, and given an opportunity to appear at the meeting to answer such charges.
The Board of Directors shall, in the case of a Player Member, give notice to the Head Coach of the team of which the girl is a member. Said Head Coach shall appear with the player before a duly appointed committee that shall file a written report with the Board of Directors that shall include recommendations for disposition of the case.

Section 3: The President of AGSL shall appoint the Head Coach of the participating softball teams.

Section 4: The Head Coach of the respective teams may appoint up to two assistant coaches.

Section 5: Coaches and Assistant Coaches shall serve until resignation unless removed from such position by the Board of Directors. Resignation may be made orally to any member of the Board of Directors.

Article IV Meetings

Section 1: The AGSL shall have three types of meetings: Membership Meetings, Board Meetings, and Special Meetings. Meetings shall be held in Loudoun County, Virginia, at the location selected by the Board of Directors. There shall be at least one Membership Meeting each year.

Section 2: The AGSL Board of Directors shall hold monthly Board Meetings each month to conduct the business of the League. An agenda shall be established for each meeting and shall govern the scope of such meetings unless suspended by the Board. Issues shall be decided by a majority of Board members voting, unless the Board suspends this rule to permit general members in attendance to participate in the vote. Minutes from the meetings will be made available upon request.

Section 3: Special meetings of the membership or the Board may be called by the Board of Directors or by at least five (5) voting members.

Section 4: Business at any Special Meeting of members shall be confined to the purposes stated in the notice thereof.

Section 5: The voting members actually present at any Special or Membership Meeting shall be deemed to constitute a quorum and the vote of the majority so present shall decide any questions brought before such meetings, except when such questions are governed by express provisions of the United States or Virginia statutes. Should statutes require a specific resolution, and then such express provisions shall govern and control the resolution of such questions.

Article V Board of Directors/Officers

Section 1: The Board of Directors shall consist of the officers of the organization. The officers of the organization shall consist of:

President
Vice President
Secretary
Treasurer
Director of Equipment
Director of Field Operations
Director of Scheduling
Director of Players
Director of Umpires
Director of Player and Coach Development
Director of Tournament Teams
Web Page Director

Section 2: Its Board of Directors, which may exercise all such powers of the organization and do all lawful acts, shall manage the business and affairs of the organization and things as are not, by this Constitution, directed or required to be exercised and done by individual officers or members.

Section 3: Regular meetings of the Board of Directors shall be held every month at such times and such place as determined by resolution of the Board. Additional Special Meetings of the Board may also be called from time to time as determined by the members of the Board and as specified in Article IV, section 3.

Section 4: 50% of the officers shall constitute a quorum for the transaction of business and the act of majority of the officers present at a meeting at which a quorum is present, shall be the act of the Board of Directors. The directors present may adjourn the meeting, without notice other than announcement at the meeting, until a quorum is present.

Section 5: Any action required or taken at a meeting of the Board of Directors may be taken without a meeting provided that consent in writing setting forth the action so taken shall be signed by all directors with respect to the subject matter thereof. Positive affirmation via electronic mail shall constitute binding action by the board.

Section 6: All officers shall be elected at the annual membership meeting. Officers elected shall serve a 1 year term. For the election of officers only, voting members shall be limited to AGSL members. The AGSL Board election procedure is as follows:

There shall be a Nominating Committee consisting of three members selected by the President at least 60 days prior to the election. The President shall designate one person to be chairperson who will conduct the nominative activities and preside over the election at the annual meeting.
Nominating Committee members must be AGSL members.
The Nominating Committee shall make a judicious attempt to select nominees for each office and report to the President at the regular meeting prior to the annual meeting.
The President shall circulate the names of the nominees to the membership by posting the names on the website and or in the newsletter at least two weeks prior to the general meeting. Further nominations may be made from the floor at the time of the annual meeting. Nominations from the floor must be placed prior to balloting.
Each nominee will be afforded five minutes to address the membership at the annual meeting.
The name of an individual may not be placed in nomination without his/her consent.
A simple majority of the ballot cast will result in the election of a nominee.

Section 7: With the exception of the President and Vice President, any person may serve more than one office. Voting by any officer on business before the Board of Directors will be limited to one vote per person, not by office.

Section 8: Officers of the league shall hold office until their successors are chosen. Any vacancy occurring in any office by reason of death, resignation, and removal or otherwise shall be filled by appointment of the President.

The President
Section 9: The President shall be the chief executive officer of the league, shall have general and active management of the business of the league, and shall see that all orders and resolutions of the Board of Directors are carried into effect.

Prepare and circulate agenda for monthly meetings
Set up and reserve meeting place for monthly meetings
Attend quarterly meetings with representatives of all sports leagues in Loudoun.
Report AGSL activity to PRCS
Schedule picture day, set up and distribute schedule for spring pictures.

The Vice President
Section 10: The Vice President shall, in the absence or disability of the President, perform the duties and exercise the powers of the President. The Vice President shall also assist the President in duties of league management.

Assist President in responsibilities
Order uniforms
Collect mail

The Secretary
Section 11: The Secretary shall attend all meetings of the Board of Directors and all meetings of the members and record all the proceedings of meetings, and shall perform such other duties as may be prescribed by the Board of Directors.

Prepare meetings minutes, keep archive

The Treasurer
Section 12: The Treasurer shall act under the direction of the President. Subject to the direction of the President, the Treasurer shall have custody of the organization funds and securities and shall keep full and accurate accounts of receipts and disbursements in books belonging to the organization and other valuable effects, in the name and to the credit of the AGSL, in such depositories as may be designated by the Board of Directors. The Treasurer shall disburse the funds of the league as may be ordered by the President or the Board of Directors. The Treasurer shall also assist in purchasing, cost cutting, and general budgeting.

Maintain account balance
Provide monthly accounting to board
Place deposits
Prepare budgets
Pay invoices
Send sponsor letters to prior sponsors
Obtain new sponsors
Compile sponsor list to give to Vice President for uniforms
Provide annual accounting to the Accountant to file AGSL tax report.
Per season/semiannually, obtain Shooting Stars registration fees and refund of fees as directed in the bylaws.
Obtain insurance for the league.
Inspect the P.O. Box on a regular basis to collect the mail.

Director of Equipment
Section 13: The Equipment Manager shall maintain an inventory of all softball equipment, including uniforms, and shall coordinate with all Head Coach’s to determine shortages and provide for the replacement of worn, broken, or lost equipment.

Inventory equipment and check to make sure all pieces are in good condition.
Make any recommendations to the board for any new equipment and purchase such equipment.
For each season, pack team equipment bags according to age groups and distribute to all coaches.
At the end of each season, collect all equipment from coaches and store in the shed.
Get any additional equipment for coaches as requested throughout the season.
Manage equipment (provide and collect equipment as directed in the bylaws) for AGSL tournament teams with assistance from the Tournament Team Director.

Director of Field Operations
Section 14: The Director of Field Operations shall represent the league in liaison with Loudoun County authorities, school officials, and other sports organizations to assure the availability of sufficient softball fields for both the practice and regular season softball schedules. The Director of Field Operations shall represent the interests of the League and field maintenance personnel involved in the league. The Director of Field Operations shall also supervise field maintenance personnel in the preparation and maintenance of all softball fields to be used to insure the safety of the players and provide the best possible playing conditions. One practice field per week will be provided to each team during the playing season, availability permitting. Loudoun County Department of Parks and Recreation is responsible for the allocation of all fields. Field slots cannot be reallocated to other teams or organizations.

Assess field conditions prior to the start of each season and submit written report to the county.
Monitor field conditions, during the season, and report to the county.
Perform minor field maintenance and/or coordinate with the county to perform larger maintenance projects.
Maintain field’s equipment and make sure fields have proper supplies.

Director of Scheduling
Section 15: The Director of Scheduling shall be responsible for all practice and game scheduling involving the AGSL house teams and the practice scheduling for the Tournament Teams.

Obtain fields
(Fields can not be reallocated to other teams without written email approval from the county.)
Act as a liaison with the county, schools, and other organizations as necessary.
Develop and manage game and practice schedules for spring, summer, and fall for both tournament and house League teams (fields and cages.)
Coordinate use of pitching machines.
Work with the Web Site Director to ensure scheduling information on web site is accurate and timely.
Interface with coaches on schedule changes and practice field requests.
Work with the Umpire Director to assure umpire coverage for game schedule.
Be in contact with coaches for field closures.
Interface with other leagues for inter-league scheduling purposes.

Director of Players
Section 16: The Director of Players shall be responsible for player registration and team assignments. The Director of Players shall also maintain a list of players awaiting placement and assign such players as vacancies occur.

Place ads in local papers for registration for all AGSL activity.
Copy and maintain hardcopy files of player’s registration forms, Coaches Volunteer and Code of Conduct forms. Turn Coaches forms over to the President.
Compile a database of player information provided on the registration forms.
Turn over registration fees to the league treasurer.
Provide coaches with copies of player registration forms and information.
Provide information necessary for uniform ordering to the appropriate board member.
Maintain distribution of players registering late to ensure even distribution amongst previously formed teams.
For fall season, assemble teams based on player/parent request or return to previous team.
For spring, begin assembling teams by assigning players to their same teams as the previous spring season if they are eligible or have not requested to be placed on another team.
Arrange player draft / evaluation sessions, ensure player and coach attendance.
Order trophies / medals as required.

Director of Umpires
Section 17: The Director of Umpires shall be responsible for interfacing with Loudoun County officials and Lower Loudoun Girls Softball League to ensure that AGSL is provided with timely professional service. The Director of Umpires shall ensure that all disputes that arise between AGSL and Umpires are resolved quickly. The Director shall ensure that the Board of Directors is involved in the resolution process whenever dispute resolution may involve disciplinary action against players, coaches of AGSL teams.

Coordinate AGSL umpire scheduling for each season
Hold a pre-season meeting with all AGSL umpires to go over rules and rule changes.
Coordinate with other leagues to establish consistent rule play in inter-league play.
Communicate and confirm scheduled officials for inter-league games.
Procure and distribute ASA / Babe Ruth rulebook

Director of Tournament Teams
Section 18: The Tournament Team, Representative is responsible for communications between the Board of Directors and the tournament team managers. This includes routine updates of tournament activities, coordinating budget and schedule presentations, handling equipment and practice requests, and raising matters of interest, problems, or concerns of the tournament team managers.

Responsible to coordinate and facilitate the tournament program.
Acts as a liaison between the tournament coaches and the board, forward items for discussion, change, and consideration from coaches with recommendations to the AGSL Board.
Collect cover letter and resume’ from prospective coaches. After review, provide recommendations and forward to the AGSL Board of Directors for approval.
Schedule coaches meetings as needed, reserve meeting place and provide agenda.
Provide Tournament Team coaches with current copy of Tournament Team Responsibilities (Rule 10 of AGSL By-Laws)
Provide AGSL Board of Directors with each team roster and coaches contact information.
Purchase Insurance for each Tournament Team.
Post league season, acquire fields through the AGSL Director of Scheduling.
Collect operating fall budget by October 1st and spring operating budget by December 1st to be submitted to the AGSL Board of Directors for review, to include up-dated budgets through the year.
Insure that coaches are timely with requirements and guidelines in the AGSL By Laws under Rule 10: Tournament Team Responsibilities (Effective May 2007)
With the Treasure, review Tournament Team bank statements with budgets and expenses collect year end consolidated summary from each tournament team and submit as a package to the AGSL Treasure to be included in AGSL Tax Return.
Submit uniform change request with recommendation to the AGSL Board of Directors (Rule 10 #3)
Collect request for equipment to be provided to new tournament teams (based on (Rule 10 #4) to the AGSL Director of Equipment for purchase.
Collect written inventory list of team equipment from each team by March 31st provide that list to the Director of Equipment.
Return discontinued team equipment with an inventory list to AGSL Director of Equipment, accounting balance and documentation to AGSL Treasurer.

Web Site Director
Section 19: The Web Site director acts as the AGSL web master and is responsible for the accuracy and timeliness of AGSL information. The AGSL web page is used to communicate all the leagues business and information with the membership. Members can access the site to download registration forms, view news and scores, and contact AGSL officials.

Maintain AGSL web page both on and off season.

Director of Player and Coach Development
Section 20: The Director of Player and Coach Development shall be responsible for fostering the high level of quality expected by AGSL members in respect to coaches and players. This includes clinics to improve the coach’s skill and knowledge and to teach softball skills to players.

Work with the Director of Players to select and securing coaches.
Arrange player evaluation sessions in spring working with the Director of Players to ensure player and coach attendance.
Hold pre-season coaches meeting to provide coaches with rules.
Organize and hold coaches and player clinics in the off-season.
Meet with Scheduler and representatives from neighboring leagues to share team coach information for inter-league play.
Prepare and distribute player evaluation forms.
Act as a liaison with ASA and Babe Ruth for coach certification.
Responsible to coordinate and facilitate the Pride Program, acting as the liaison between the coaches and the board.

Non-Board Member Positions

Division Representatives
Section 21: Each division will be represented by a Division Representative appointed by the President with advice and consent of the Board of Directors. The Division Representative function is one of articulating matters of interest to the Board of Directors on all problems and concerns of the division teams. The Division Representative shall also maintain a record of scores of regular season games and pitchers of record, transmitting the scores to the Director of Publicity. These Division Representatives are not members of the Board of Directors.

Article VI Committees

Ad Hoc committees as may be required from time to time shall exist within the organization. Ad Hoc Committees shall be appointed and serve as directed by the Board of Directors.

Article VII Amending the Constitution

Notwithstanding the language of Article IV, Section 6, the Constitution, either in whole or in part, may be adopted, amended, or repealed by the vote of two thirds of the voting members of AGSL present at the annual membership meeting, provided that such Constitution as adapted or amended is not in conflict with law.

Article VIII By-Laws of the AGSL

Notwithstanding the language of Article IV, Section 6, in addition to this Constitution, the AGSL is governed by the By Laws of the AGSL, which is a separate document from this Constitution. The By Laws, either in whole or in part, may be adopted, amended, or repealed, in whole or in part, by a vote of two thirds of the voting members of the AGSL present at any Membership Meeting, or by the Board of Directors by two thirds vote of members present at Board Meeting, or by two thirds vote of the membership present at any Special Meeting called for the purpose of amending the By Laws. However, the Board Meeting and Special Meeting votes shall be subject to ratification by the membership at the next Membership Meeting and shall be used to prevent harm to the AGSL, ensue flexibility to act in emergency situations or correct the By Laws provisions made inoperative by statute, court order or other unforeseen events


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