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By Laws

ARTICLE I – NAME
THE ORGANIZATION SHALL BE KNOWN AS THE BALDWIN WHITEHALL FAST PITCH. THE ASSOCIATION IS A NON PROFIT ORGANIZATION, CHARTERED TO ORGANIZE SPANKER AND ADMINISTRATE ALL GIRLS INTERESTED IN FAST PITCH SOFTBALL. THE OFFICIAL COLORS OF “BWFP” WILL BE PURPLE, WHITE, AND GOLD.

ARTICLE II – OBJECTIVES
THE ASSOCIATION SEEKS TO GUIDE YOUTH IN BUILDING SELF-ESTEEM AND SPORTSMANSHIP. IT LOOKS TO CREATE A POSITIVE SPORTS EXPERIENCE,ONE THAT WILL LAST A LIFETIME, ON AND OFF THE PLAYING FIELD. ASSEMBLING TEAMS TO COMPETE IN GAMES SUPERVISED BY PARENTS, RELATIVES, AND OTHER RESPONSIBLE ADULTS WILL ACHIEVE THE OBJECTIVES OF THE COMPETITIVE PROGRAMS.

ARTICLE III - MEMBERSHIP
ANY PARTICIPATING ADULT, PARENT, OR GUARDIAN OF A PARTICIPANT, SHALL BE CONSIDERED A MEMBER OF THE ASSOCIATION. ANY GIRL MEETING THE REQUIREMENTS AS TO AGE AND RESIDENCE AS SET FORTH IN ARTICLE VII HEREOF SHALL BE ELIGIBLE TO PARTICIPATE IN THE ASSOCIATIONS ACTIVITIES.

ARTICLE IV - GOVERNING BODY
THE OFFICERS OF THE ASSOCIATION WILL BE COMPRISED OF 5 MEMBERS AS SELECTED ON A YEARLY BASIS. THE TREASURER AND SECRETARY WILL BE 2 OF THE 5 MEMBER EXECUTIVE COMMITTEE.

  1. THE EXECUTIVE COMMITTEE SHALL BE COMPRISED OF THE OFFICERS ( ABOVE )
  2. THE COMMISSIONERS OF THE VARIOUS AGE GROUPS WITHIN THE ASSOCIATION ( E.G. 10 & UNDER, 12 & UNDER, 15 & UNDER,18 &UNDER
  3. COMMITTEE CHAIRS, APPOINTED BY THE OFFICERS. IT IS SUGGESTED THAT THERE BE A COMMITTEE CHAIRS FOR THE FOLLOWING: FUNDRAISING,SCHEDULING & FIELD USE, EQUIPMENT, FIELD MAINTENANCE, TRAINING & DEVELOPMENT, WEB SITE, TOURNAMENTS, CONCESSIONS, AND UMPIRES THE OPERATIONS OF THE ASSOCIATION SHALL BE UNDER THE DIRECT SUPERVISION OF THE EXECUTIVE CALMAT. COMMITTEE'S OF POLICY CONCERNING THE ASSOCIATION SHALL BE DECIDED BY A MAJORITY VOTE OF THE EXECUTIVE COMMITTEE.

ARTICLE V – DUTIES OF THE EXECUTIVE COMMITTEE
THE EXECUTIVE COMMITTEE SHALL HAVE THE AUTHORITY TO SUSPEND, DISCHARGE, OR OTHERWISE DISCIPLINE ANY MEMBER, MANAGER, COACH, OR PLAYER WHOSE CONDUCT IS, IN ITS OPINION, CONSIDERED DETRIMENTAL TO THE BEST INTERESTS OF THE ASSOCIATION. THE EXECUTIVE COMMITTEE SHALL AUTHORIZE ALL EXPENDITURES OF THE ASSOCIATION. THE EXECUTIVE COMMITTEE SHALL DECIDE POLICY ( ARTICLE IV ) AND SHALL PERFORM SUCH OTHER FUNCTIONS AS MAY FROM TIME TO TIME BE NECESSARY OR IN THE BEST INTERESTS OF THE ASSOCIATION.

ARTICLE VI – DUTIES OF THE OFFICERS
THE EXECUTIVE COMMITTEE SHALL PRESIDE AT ALL MEETINGS OF THE ASSOCIATION.

  1. TREASURER: DISBURSES ASSOCIATION FUNDS AS APPROVED BY THE GOVERNING BODY,REPORTS ON THE STATUS OF THE ASSOCIATION FUNDS,AND KEEPS THE ASSOCIATION BOOKS AND FINANCIAL RECORDS. SHALL MAINTAIN AND SERVICE THE ASSOCIATION’S CHECKING AND SAVING’S ACCOUNTS, PREPARES BUDGETS AND ASSUMES RESPONSIBILITY OF ALL ASSOCIATIONS FINANCES AND IS AUTOMATIC MEMBER OF THE WAYS & MEANS COMMITTEE. A MONTHLY FINANCIAL REPORT WILL BE SUBMITTED TO THE MEMBERSHIP AT REGALLY SCHEDULED MONTHLY MEETINGS. SHALL FILE TAX RETURNS AND FORMS REQUIRED TO MAINTAIN NON-PROFIT STATUS AND REPORT ALL FILINGS TO THE BOARD OR DELEGATE TO AN APPROVED TAX PERJURER. SHALL WORK JOINTLY WITH THE EXECUTIVE BOARD TO PROCURE AND MANAGE THE INSURANCE FOR “BWFP” WITH BOARD APPROVAL. SHALL CO-SIGN CHECKS WITH ONE MEMBER OF THE EXCESSIVE COMMITTEE. MUST RECONCILE THE REGISTRATION FORMS ALONG WITH THE SECRETARY TO ENSURE ALL FUNDS HAVE BEEN RECEIVED.
  2. THE SECRETARY SHALL HANDLE GENERAL CORRESPONDENCE OF THE ASSOCIATION
    RECORD THE MINUTES OF ALL ASSOCIATION MEETINGS, SEE THAT NOTICE OF GENERAL MEETINGS IS GIVEN TO A LOCAL PAPER ( E.G. SOUTH HILLS RECORD ) AS SET FORTH IN ARTICLE VIII HEREOF, NOTIFY THE ENTIRE MEMBERSHIP OF THE DATE, TIME, AND PLACE OF ANNUAL NOMINATION AND ELECTION OF OFFICERS, MEETINGS, AS PRESCRIBED IN ARTICLE XII HEREOF.
    PERFORM SUCH OTHER DUTIES AS MAY FROM TIME TO TIME ARISE WHICH ARE APPROPRIATE TO A SECRETARY OR AT THE DIRECTION OF THE EXECUTIVE BOARD.

ARTICLE VII- ELIGIBILITY
EXCEPT AS OTHERWISE PROVIDED BY THE ASSOCIATIONS OFFICERS, THE AGE GROUPS OF THE VARIOUS LEAGUES SHALL BE AS FOLLOWS:

  1. 10 & UNDER
  2. 12 & UNDER
  3. 15 & UNDER
  4. 18 & UNDER

JANUARY 1ST OF THE CURRENT YEAR WILL DETERMINE ELIGIBILITY AGE FOR THE VARIOUS LEVELS. ANY GIRL MEETING THE REQUIREMENTS AS TO AGE AND RESIDENCE AS SET FORTH HEREIN, AND UPON PAYMENT OF THE STIPULATED REGISTRATION FEES, AND FUNDRAISING, SHALL BE ELIGIBLE TO PARTICIPATE IN THE ASSOCIATIONS PROGRAMS AND ACTIVATE.

ARTICLE VIII – MEETINGS

  1. EXECUTIVE BOARD MEETINGS OF BWFP SHALL MEET ONCE A MONTH ( D.T.B.D.) THE MONTHS OF JANUARY- JULY.
  2. NOMINATIONS OF OFFICERS SHALL BE CONDUCTED DURING THE JULY MEETING IF NECESSARY.
  3. ROBERTS RULES OF ORDER SHALL GOVERN THE PROCEEDINGS OF ALL MEETINGS EXCEPT WHERE THEY CONFLICT WITH THE BY LAWS OF THE BALDWIN-WHITEHALL FAST PITCH ASSOCIATION.

ARTICLE IX – ORDER OF BASINS
THE ORDER OF BASINS AT ALL REGULAR MEETINGS OF THE ASSOCIATION SHALL BE:

  1. CALL ORDER AND (OPTIONAL ) PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES
  2. READING OF THE MINUTES OF THE PREVIOUS MONTHS MEETINGS
  3. COMMUNICATIONS AND CORRESPONDENCE
  4. TREASURERS / FINANCIAL REPORT
  5. OLD AND UNFINISHED BASINS
  6. REPORTS BY THE EXECUTIVE COMMITTEE MEMBERS AND LEAGUE COMMISSIONER
  7. NEW BASINS, AND GOOD OF THE ASSOCIATION

ARTICLE X – FINANCIAL POLICY

  1. A REGISTRATION FEE WILL BE CHARGED TO PARTICIPATE IN SPONSORED LEAGUE ACTIVITIES OF THE ASSOCIATION, THIS FEE WILL BE REVIEWED ON AN ANNUAL BASIS AND ANY INCREASES/DECREASES WILL BE PRESENTED TO AND VOTED UPON BY THE MEMBERSHIP. THERE WILL BE A LATE REGISTRATION FEE IMPOSED ON ALL LATE SIGN-UPS, THIS FEE MAY BE WAIVED BASED ON INDIVIDUAL CIRCUMSTANCE. ALL INCOME SHALL BE DEPOSITED INTO A COMMON TREASURY, WHICH SHALL CONSIST OF A SAVINGS ACCOUNT OR CERTIFICATE OF DEPOSIT. ALL DISBURSEMENT WILL BE MADE FROM A CHECKING ACCOUNT. THE TREASURER WILL TRANSFER FUNDS FROM THE SAVINGS ACCOUNT TO THE CHECKING ACCOUNT ONLY WHEN NECESSARY TO MEET EXPENSES. THE 2 SIGNATURES SHALL BE REQUIRED FOR ALL DISBURSEMENTS. THE THE REGISTERED SIGNATURES SHALL BE THE TREASURER AND SECRETARY. ALL CHECKS SHALL BEAR THE NAME OF A PERSON OR ENTITY, NOT CASH. THE FISCAL YEAR SHALL COINCIDE WITH THE APPOINTMENT OF OFFICERS,OCTOBER 1ST TO SEPTEMBER 30TH.
  2. FULL REGISTRATION REFUNDS FOR CANCELLED REGISTRATION, FOR EITHER SPRING OR FALL SESSIONS WILL ONLY BE HONORED IF THE REQUEST FOR REFUND IS MADE IN WRITING TO THE ASSOCIATIONS EXECUTIVE BOARD WITHIN SEVEN BASINS DAYS OF THE LAST SCHEDULED REGISTRATION DAY. THERE WILL BE NO REFUNDS AFTER UNIFORMS ARE ORDERED. IF REFUND REQUESTED IS DUE TO A SERIOUS INJURY,AND IS BEYOND THE SEVEN-DAY-PERIOD,THE BWFP BOARD SHALL DETERMINE ETHER TO REFUND ANY REGISTRATION FEE’S
  3. THE EXECUTIVE BOARD AND OFFICERS WILL BE RESPONSIBLE TO THE MEMBERSHIP FOR DIRECTING THE EXPENDITURE OF FUNDS IN SUCH A MANNER AS WILL NOT GIVE INDIVIDUAL TEAMS OR ACTIVITIES AN ADVANTAGE OVER THE OTHERS. PARTICIPATION AWARDS WILL BE GIVEN ONLY IF THERE IS ENOUGH MONEY IN THE TREASURY, SUBJECT TO THE APPROVAL OF THE GENERAL MEMBERSHIP, AT THE APRIL OR MAY GENERAL MEETING.
  4. A COMMITTEE OF AT LEAST 3 EXECUTIVE MEMBERS WILL CONDUCT AN ANNUAL AUDIT IN SEPTEMBER OF THE TREASURERS RECORDS AND THE CONCESSION STAND MANAGER’S RECORDS.
  5. EXCEPT FOR FUND RAISING ACTIVITIES, TOURNAMENT MEETINGS, AND SPECIAL MEETING EVENTS AS CALLED BY THE BOARD, NO REGULAR ASSOCIATION FUNDS SHALL BE APPROPRIATED FOR SUCH AFFAIRS.
  6. SPECIAL PROJECT FUNDS MAY BE ESTABLISHED FROM TIME TO TIME. ANY PROCEEDS FROM SPECIAL FUNDRAISERS WILL BE PLACED IN THIS SPECIAL PROJECT FUND UNTIL SUCH A TIME, AS A SUITABLE USE HAS BEEN OTHERS. PARTICIPATION GROUP, INDIVIDUAL, OR BASINS WANTING TO ADD TO THIS FUND CAN DO SO THROUGH THE TREASURER.

ARTICLE XI – AMENDMENTS TO BY-LAWS
THESE BY-LAWS MAY BE AMENDED BY A TWO-THIRDS VOTE OF THE ASSOCIATIONS MEMBERSHIP PRESENT AND VOTING AT ANY REGULAR OR SPECIAL MEETING, PROVIDED THAT WRITTEN NOTICE HAS BEEN PUBLISHED IN A LOCAL NEWSPAPER ( E.G. SOUTH HILLS RECORD STAR) OR GIVEN TO THE ENTIRE MEMBERSHIP AT LEAST TEN DAYS PRIOR TO THE MEETING

ARTICLE XII – NOMINATIONS & ELECTIONS
AN INTERESTED ASSOCIATION MEMBER MAY SELF-NOMINATE OR BE NOMINATED FOR OFFICE AT THE REGULAR AUGUST MEETING AND ELECTED AT THE REGULAR SEPTEMBER MEETING OF THE ASSOCIATION. TERM OF OFFICE FOR ALL OFFICERS SHALL BE FROM OCTOBER IST OF THE CURRENT CALENDAR YEAR THROUGH SEPTEMBER 30TH OF THE COMING CALENDAR YEAR. THE SECRETARY SHALL BE RESPONSIBLE FOR NOTIFICATION OF THE MEMBERSHIP OF THE DATE, TIME, AND PLACE OF NOMINATION AND ELECTION MEETINGS. SUCH NOTICE MAY BE IN WRITING,BY PHONE, OR PUBLISHED IN A LOCAL PAPER ( E.G. SOUTH HILLS RECORD STAR) AT LEAST FIVE DAYS PRIOR TO THE MEETING.

ABOUT NOMINATIONS:
NOMINEES MUST BE EITHER PRESENT TO ACCEPT THE NOMINATION (IN ORDER TO INDICATE A WILLINGNESS TO SERVE IF ELECTED) OR SEND TO THE MEETING A PERSONALLY SIGNED NOTE INDICATING THEIR WILLINGNESS TO SERVE IF ELECTED.

ARTICLE XIII – ALL STARS

  1. THE DIRECTOR OF EACH DIVISION IS RESPONSIBLE FOR ASSIGNING MANAGERS TO ALL STAR TEAMS, IF THE DIRECTOR WAS A REGULAR SEASON MANAGER HE/SHE HAS THE OPTION OF MANAGING THE TEAM IN THEIR AGE BRACKET. OTHER SELECTION PROCESSES TO SELECT A MANAGER CAN BE; MANAGER WITH THE BEST REGULAR SEASON RECORD OR LEAGUE CHAMPION WOULD BE GIVEN FIRST RIGHT OF REFUSAL. MANAGING EXPERIENCE, COMMUNICATION SKILLS WILL ALSO BE CONSIDERED PRIOR TO ANY APPOINTMENTS. STANDARD PROTOCOL FOR ALL-STAR COACH SELECTION PROCESS AS FOLLOWS:
    MANAGERS AND COACHES OF THE REGULAR SEASON ARE GIVEN FIRST RIGHT OF REFUSAL, AFTER THIS HAS BEEN DETERMINED, THE MANAGER CAN GO OUTSIDE TO ASSIGN COACHES TO ASSIST
  2. PLAYERS SELECTED FOR ALL-STAR PARTICIPATION WILL NOT BE PERMITTED TO PLAY IN ALL STAR GAMES THAT WOULD PRECLUDE THEIR PLAYING IN LEAGUE OR PLAYOFF GAMES. IF THE ALL-STAR GAMES PRECLUDES THE LEAGUE OR PLAYOFF GAME DURING THE SAME WEEK, THE PLAYERS INVOLVED IN LEAGUE PLAY MAY NOT PITCH ( BASEBALL ONLY ) IN THE ALL –STAR GAMES. PLAYERS WILL BE PERMITTED TO PLAY ALL-STARS IN THEIR OWN AGE GROUP EVEN IF THEY PLAYED THE SEASON IN THEIR NEXT AGE GROUP UP. ANY PLAYER WHO REGISTERED WITH “BWFP” IS ELIGIBLE TO PARTICIPATE IN ALL-STARS EVEN IF THEY ONLY PLAYED TRAVEL BALL. ANY PLAYER WHO HAS PLAYED IN OR PARTICIPATED IN 66% (SIXTY SIX PERCENT) OF ALL GAMES PLAYED IN THE ENTIRE SEASON IS ELIGIBLE TO BE SELECTED AS AN ALL-STAR. GAMES MISSED DUE TO INJURY SHALL NOT FALL UNDER THE 66% RULE AND PARTICIPATION IS AT THE DISCRETION OF THE DIVISION DIRECTOR WITHIN THAT AGE GROUP. THE PLAYERS FOR EACH ALL-STAR TEAM SHALL BE PICKED BY SECRET BALLOT,TRYOUTS, OR AGREEMENT THROUGH DISCUSSION AMONG THE MANAGERS IN EACH DIVISION. ONLY TOURNAMENT RULES APPLY DURING ALL-STAR PARTICIPATION THE BALLOT WILL CONSIST OF ALL ELIGIBLE LEAGUE PLAYERS. EACH COMMISSIONER OVERSEES AND TALLIES ALL BALLOTS. ALL-STAR PLAY WILL BE LIMITED TO ONE TEAM,UNLESS THEY DISPLAY EXCEPTIONAL TALENT DURING THE SEASON, THEY WILL BE EXPECTED TO PLAY IN THEIR OWN AGE GROUP. THEY WILL BE PERMITTED TO BE “ ALTERNATES” AND ROSTERED ON THE TEAM IN THE HIGHER DIVISION,BUT WOULD ONLY BE USED IF THE TEAM IN THE HIGHER DIVISION WAS SHORT ON PLAYERS
  3. NO HANDPICKED TEAMS SELECTED BY MANAGERS SHALL BE SENT TO AN ALL-STAR TOURNAMENT WITH LEAGUE FUNDS.

ARTICLE XIV – DRAFT DAY
ALL TEAMS WILL BE PICKED ON A COMMON DRAFT DAY IN ONE LOCATION, WHICH WILL BE DECIDED BY THE EXECUTIVE BOARD

ARTICLE XV - COMMITTEES
COMMITTEES AND THEIR MEMBERS AND DUTIES WILL BE ESTABLISHED ANNUALLY AS DEEMED NECESSARY BY A MAJORITY OF THE OFFICERS OF THE ASSOCIATION.

ARTICLE XVI – FISCAL YEAR
THE FISCAL YEAR OF THE ASSOCIATION IS OCTOBER 1ST THROUGH THE FOLLOWING SEPTEMBER 30TH.



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