2016-2018 Board of Directors & Bylaws

2016-2018 Board of Directors

President
Deke Ramirez
Vice President
Rich Piña
Treasurer
Kimberly Ramirez
Secretary
Amy Fulton
Registrar
Noemy Piña
Head Coach
Rich Piña
Crushers Coordinator
Adam Noto
Equipment Manager
Adam Noto
Snack Shack Coordinator
Danielle Dinatale
Web Site/E-Mail Coordinator
Matt Lawrence

Season Bylaws for Cabrillo Gals Fast Pitch Softball 2016-2017

ARTICLE ONE
Organization and Purpose
Section 1.00 -- Organization
  1. Cabrillo GALS Fast pitch Softball is a non-profit 501C3 non-profit organization dedicated to the objectives and purpose set forth in these By-Laws.
  2. The governing body of Cabrillo GALS is a thirteen (13) member Board of Directors.  These members include President, Vice President, Secretary, Treasurer, Registrar, Head Coach, Head Umpire, Equipment Manager, Crushers Coordinator, Player Development Leader, Webmaster, Snack Shack Coordinator and Player Representative. 
Section 1.01 -- Purpose of Cabrillo GALS
1.         Establish, maintain, and operate, for charitable and educational purposes, a recreational amateur fast pitch softball program for children from ages of 5 (five) up to sixteen (16). 
2.        To teach and promote good sportsmanship, leadership, friendship and citizenship.
3.        To train and educate girls in fundamental softball skills.
4.        To improve the caliber of softball skills in our communities.
Section 1.02 -- Qualifications, Admissions, and Voting
  1. The organization shall be composed of the Board of Directors, Parents of Players, Team Coaches, and Players.  Interest and other rights and privileges of each member shall be equal.  No member shall have any interest or property in the assets of the organization.  Any person five (5) years of age or older is eligible to become a member of this organization; subject to board approval, a child may apply to participate.
Section 1.03 -- Termination of Membership or Office
  1. Any registered member or member at large may voluntarily terminate their membership by either verbal or by written notice to the President and this shall be included in the next BOD Meeting Minutes.
  2. Resignation from BOD or Team Coach Position shall be presented either orally or written      at a regular BOD Meeting and written into the Minutes.
  3. On death of a member.
  4. The BOD has the right, with a 2/3 vote of the entire BOD, to remove any member that is a detriment to the organization. Should quorum not be reached, an email ballot will be held in place of meeting.
  5. Should a vacancy occur in any office because of death, resignation, removal, disqualification or otherwise, said vacancy may be filled by a presidential appointee, for the unexpired portion of the term and must be approved by the BOD.

ARTICLE TWO
Meetings, Elections, and Voting
Section 2.00 -- General Membership Meetings
  1. An annual general membership meeting shall be held in August for the purpose of electing a new BOD and apprizing the general membership as to the status of the organization.
  2. Only members as described in Section 1.02 and certified as of the night of the vote by the Registrar shall be allowed to vote (certified that all fees have been paid and concession stand obligations met).
  3. President shall chair a general election meeting to nominate qualified candidates for election to the BOD for the new fiscal year (July- June).
  4. All voting will be done verbally and is open only to certified members.  A secret ballot will be used for contested positions.
  5. Exisiting Members must be present to vote, should quorum not be met, an email ballot shall take the place of a formal vote.
  6. Nominations can be accepted from the floor on the night of the election.
  7. Meetings of the general membership may be held periodically at the direction of the BOD.  Meetings shall start at a time and place to be announced.
  8. All board members are required to complete a code of conduct form that will be signed and kept on file.
Section 2.01 -- New Board Members
  1. Newly elected Board members will receive a current set of By-Laws and Code of Conduct.
Section 2.02 -- Meeting of the BOD
  1. BOD Meetings will be called to order by the President or the Vice President in the absence of the President.
  2. BOD Meetings may be requested in writing to the President by a minimum of four (4) members of the BOD.  Such meetings shall be held as soon as the President has notified all members of the BOD.
  3. Agendas for BOD Meetings shall be prepared based upon Robert's Rules of Order.

ARTICLE THREE
Functions of the BOD
Section 3.00 -- Eligibility to Hold Office
  1. To be eligible to hold an office on the BOD, the person may be a participant of the Cabrillo GALS organization.
Section 3.01 -- Authority of the Board Members
  1.  The BOD shall have the authority to conduct all business of the Cabrillo GALS, subject to the provisions of the California Non-Profit Corporation laws and any limitations placed by these By-Laws and the policies of Cabrillo GALS.
Section 3.02 -- Effective Date of New Board Members
  1. The newly elected BOD shall take office immediately after elections at the annual general membership meeting.  The out-going board member(s) will transfer articles pertaining to their position to the new member(s).

Section 3.03 -- Term of Directors
  1. All BOD of the organization shall be elected for a one (1) year term.  Members of the BOD may be re-elected.  Duties of the individual directors may be changed based on BOD approval.
  2. The BOD of the organization shall serve on the board without compensation. Some expenses incurred by the board members of Cabrillo GALS may be reimbursed upon submission of expense report. Expenditures greater than $100.00 require prior BOD approval.
  3. The BOD or the CPA retained by the organization may authorize reimbursement to officers and coaches as required.

ARTICLE FOUR
Designated Duties of BOD
Section 4.00 -- President
  1. Shall serve as the Chief Executive Officer presiding at meetings of the BOD, supervising, directing, and controlling the business and members of the organization. 
  2. Have the authority to authorize spending in emergency situations or when delay would effect the efficient operation of the organization.  All authorizations must be presented at the next BOD meeting
  3. Present a report of the condition of the organization at the general membership meeting in August.
  4. Communicate to the BOD, such matters as deemed appropriate, and make suggestions as may tend to promote the welfare of the organization.
  5. Designate in writing other officers, if necessary, to have power to make and execute for/and in the name of the organization such contacts and leases as may have received a prior approval of the BOD.
  6. Investigate complaints, irregularities, and conditions detrimental to the organization and report thereon to the BOD as circumstances warrant.
Section 4.01 -- Vice President
  1. In the case of the absence or disability of the President, and provided s/he is authorized by the President or BOD to so act, the Vice President shall perform the duties of the President, and when doing so shall have all the power of that office.
  2. Responsible for the checking the voicemail and distributing requests appropriately.
  3. May have other duties as assigned by the BOD or the President.
Section 4.02 -- Secretary
  1. Be responsible for recording the activities of the organization, maintaining appropriate files and necessary reports.
  2. Perform such duties as are herein specifically set forth; in addition to such duties as are customary incidental to the office of secretary, or as may be assigned by the BOD.
  3. Keep minutes of the meetings of the members and the BOD and cause them to be recorded.
  4. Shall conduct all correspondence not otherwise specifically delegated in connection with said meetings and shall be responsible for carrying out all order, votes and resolutions not otherwise committed.
  5. Notify members, directors, and committee members of their election appointment.
  6. Will communicate to the State any requisite notices regarding status of the organization.
  7. Will coordinate the purchase of the awards for closing ceremonies.
Section 4.03 -- Treasurer
  1. Perform such duties as are herein specifically set forth and such other duties as are customarily incidental to the office of Treasurer.
  2. Receive all monies and securities, and deposit it in the depository approved by the BOD.
  3. Keep records of the receipt and disbursement of all monies and securities of the organization.
  4. Pays all BOD approved expenditures from allotted funds.
  5. Prepare an expenditure analysis report, under the direction of the President, for submission to the BOD at the annual general membership meeting.
Section 4.04 -- Equipment Manager
  1. Be responsible for ordering equipment as is necessary.
  2. Purchase, issue, and collect all equipment.
  3. Submit major items of expense for equipment for approval by the BOD prior to ordering said items.
  4. Maintain an accurate inventory of all equipment and submit a written inventory and expenditures report at the general membership meeting and when requested by the President.
Section 4.05 -- Registrar
  1. Be in charge of sign ups.
  2. Collect all registration forms from organization's Post Office Box and check general email.
  3. Register members into the organization.
  4. Will notify team coaches when a player has failed to meet their financial obligation to the organization.
  5. Certify all eligible voting BOD members are in good standing.
Section 4.06 -- Head Umpire
  1. Instruct, enforce and train in the league rules and ASA rules to coaches, players and parents
  2. Work closely with Head Coach scheduling games.
  3. Supervise and aid in training of all officials.
  4. Provide Treasurer with pay schedules and 1099 info.
  5. Provide a fun and safe environment, promotes fair play by all
  6. Stipend position for league and any tournaments.
  7. Maintains a neutral board position, promoting play for all, and equality.
  8. Work with all board members if needed doing other duties.
Section 4.07 -- Head Coach
  1. Be in charge of try-outs.
  2. Arrange, run, and facilitate draft
  3. Organize and assist League play among teams.
                                                                       
Section 4.08 -- Webmaster
1.    Coordinates with the registrar for the on line registration.     
2.    Maintains the Cabrillo Gals Website
a.    Updates calendar
b.    Works with the sponsors to maintain links to sponsor sites
3.    Sends out email blasts to the general membership

Section 4.09 -- Crushers Coordinator
  1. Coordinate a tournament schedule for all Crushers teams.
  2. Coordinate ASA registration for all teams.
  3. Host and manage tournaments sponsored by Cabrillo Crushers.
  4. Bring Crushers controversies to the BOD
  5. Coordinate Crushers Practices.
  6. Coordinate Fall Softball programs.

Section 4.10 -- Player Development Leader
1.     Schedules player skills clinics
2.     Schedules advanced player clinics

Section 4.11 -- Snack Shack Coordinator
1.     Maintains the snack shack
a.    Orders and shops for food/beverage inventory
b.    Keeps track sales
c.    Provides receipts and expense reports to the treasurer
2.    Coordinates team parent volunteers

Section 4.12 – Player Representative
1.  Acts as voice for all players

ARTICLE FIVE
Fees, Dues, and Assessments
Section 5.00 -- Authority to Determine Players Fees
  1. The BOD shall determine player fees.  BOD members will have one child’s fees waived.

ARTICLE SIX
Crushers
(See Crushers Operating Procedures)


ARTICLE SEVEN
By-Law Changes
Section 7.00 -- Amendments of By-Laws
  1. These By-Laws may be amended by submitting a proposal in writing or email to the BOD.  If the BOD approves the proposal, it shall be posted with the President and Secretary for at least one (1) week before the next general membership meeting.  It must be voted upon by the BOD and receive simple majority of votes.  The President must notify all BOD members that there will be a By-Laws amendment on the regular meeting agenda at least two (2) weeks prior to the regular meeting for which it is scheduled.
  2. Any By-Laws not covered herein shall be covered by the By-Laws of the Amateur Softball      Association.
  3. Amendments to these By-Laws shall be effective immediately upon adoption.

ARTICLE EIGHT
Acknowledgment of Changes
Section 8.00 -- Statement of Acknowledgment of Changes
  1. Known to all those present, that we the undersigned, being all BOD for Cabrillo GALS Fast pitch Softball, hereby assent to the foregoing By-Laws of said organization.  In witness whereof, we have hereunto subscribed our names on the below date.

Section 8.01 -- Signatures of Directors Acceptance
  1. These By-Laws shall be effective upon adoption and continue until amended.


ARTICLE ONE
Organization and Purpose
Section 1.00 -- Organization
  1. Cabrillo GALS Fast pitch Softball is a non-profit 501C3 non-profit organization dedicated to the objectives and purpose set forth in these By-Laws.
  2. The governing body of Cabrillo GALS is a thirteen (13) member Board of Directors.  These members include President, Vice President, Secretary, Treasurer, Registrar, Head Coach, Head Umpire, Equipment Manager, Crushers Coordinator, Player Development Leader, Webmaster, Snack Shack Coordinator and Player Representative. 
Section 1.01 -- Purpose of Cabrillo GALS
1.         Establish, maintain, and operate, for charitable and educational purposes, a recreational amateur fast pitch softball program for children from ages of 5 (five) up to sixteen (16). 
2.        To teach and promote good sportsmanship, leadership, friendship and citizenship.
3.        To train and educate girls in fundamental softball skills.
4.        To improve the caliber of softball skills in our communities.
Section 1.02 -- Qualifications, Admissions, and Voting
  1. The organization shall be composed of the Board of Directors, Parents of Players, Team Coaches, and Players.  Interest and other rights and privileges of each member shall be equal.  No member shall have any interest or property in the assets of the organization.  Any person five (5) years of age or older is eligible to become a member of this organization; subject to board approval, a child may apply to participate.
Section 1.03 -- Termination of Membership or Office
  1. Any registered member or member at large may voluntarily terminate their membership by either verbal or by written notice to the President and this shall be included in the next BOD Meeting Minutes.
  2. Resignation from BOD or Team Coach Position shall be presented either orally or written      at a regular BOD Meeting and written into the Minutes.
  3. On death of a member.
  4. The BOD has the right, with a 2/3 vote of the entire BOD, to remove any member that is a detriment to the organization. Should quorum not be reached, an email ballot will be held in place of meeting.
  5. Should a vacancy occur in any office because of death, resignation, removal, disqualification or otherwise, said vacancy may be filled by a presidential appointee, for the unexpired portion of the term and must be approved by the BOD.

ARTICLE TWO
Meetings, Elections, and Voting
Section 2.00 -- General Membership Meetings
  1. An annual general membership meeting shall be held in August for the purpose of electing a new BOD and apprizing the general membership as to the status of the organization.
  2. Only members as described in Section 1.02 and certified as of the night of the vote by the Registrar shall be allowed to vote (certified that all fees have been paid and concession stand obligations met).
  3. President shall chair a general election meeting to nominate qualified candidates for election to the BOD for the new fiscal year (July- June).
  4. All voting will be done verbally and is open only to certified members.  A secret ballot will be used for contested positions.
  5. Exisiting Members must be present to vote, should quorum not be met, an email ballot shall take the place of a formal vote.
  6. Nominations can be accepted from the floor on the night of the election.
  7. Meetings of the general membership may be held periodically at the direction of the BOD.  Meetings shall start at a time and place to be announced.
  8. All board members are required to complete a code of conduct form that will be signed and kept on file.
Section 2.01 -- New Board Members
  1. Newly elected Board members will receive a current set of By-Laws and Code of Conduct.
Section 2.02 -- Meeting of the BOD
  1. BOD Meetings will be called to order by the President or the Vice President in the absence of the President.
  2. BOD Meetings may be requested in writing to the President by a minimum of four (4) members of the BOD.  Such meetings shall be held as soon as the President has notified all members of the BOD.
  3. Agendas for BOD Meetings shall be prepared based upon Robert's Rules of Order.

ARTICLE THREE
Functions of the BOD
Section 3.00 -- Eligibility to Hold Office
  1. To be eligible to hold an office on the BOD, the person may be a participant of the Cabrillo GALS organization.
Section 3.01 -- Authority of the Board Members
  1.  The BOD shall have the authority to conduct all business of the Cabrillo GALS, subject to the provisions of the California Non-Profit Corporation laws and any limitations placed by these By-Laws and the policies of Cabrillo GALS.
Section 3.02 -- Effective Date of New Board Members
  1. The newly elected BOD shall take office immediately after elections at the annual general membership meeting.  The out-going board member(s) will transfer articles pertaining to their position to the new member(s).

Section 3.03 -- Term of Directors
  1. All BOD of the organization shall be elected for a one (1) year term.  Members of the BOD may be re-elected.  Duties of the individual directors may be changed based on BOD approval.
  2. The BOD of the organization shall serve on the board without compensation. Some expenses incurred by the board members of Cabrillo GALS may be reimbursed upon submission of expense report. Expenditures greater than $100.00 require prior BOD approval.
  3. The BOD or the CPA retained by the organization may authorize reimbursement to officers and coaches as required.

ARTICLE FOUR
Designated Duties of BOD
Section 4.00 -- President
  1. Shall serve as the Chief Executive Officer presiding at meetings of the BOD, supervising, directing, and controlling the business and members of the organization. 
  2. Have the authority to authorize spending in emergency situations or when delay would effect the efficient operation of the organization.  All authorizations must be presented at the next BOD meeting
  3. Present a report of the condition of the organization at the general membership meeting in August.
  4. Communicate to the BOD, such matters as deemed appropriate, and make suggestions as may tend to promote the welfare of the organization.
  5. Designate in writing other officers, if necessary, to have power to make and execute for/and in the name of the organization such contacts and leases as may have received a prior approval of the BOD.
  6. Investigate complaints, irregularities, and conditions detrimental to the organization and report thereon to the BOD as circumstances warrant.
Section 4.01 -- Vice President
  1. In the case of the absence or disability of the President, and provided s/he is authorized by the President or BOD to so act, the Vice President shall perform the duties of the President, and when doing so shall have all the power of that office.
  2. Responsible for the checking the voicemail and distributing requests appropriately.
  3. May have other duties as assigned by the BOD or the President.
Section 4.02 -- Secretary
  1. Be responsible for recording the activities of the organization, maintaining appropriate files and necessary reports.
  2. Perform such duties as are herein specifically set forth; in addition to such duties as are customary incidental to the office of secretary, or as may be assigned by the BOD.
  3. Keep minutes of the meetings of the members and the BOD and cause them to be recorded.
  4. Shall conduct all correspondence not otherwise specifically delegated in connection with said meetings and shall be responsible for carrying out all order, votes and resolutions not otherwise committed.
  5. Notify members, directors, and committee members of their election appointment.
  6. Will communicate to the State any requisite notices regarding status of the organization.
  7. Will coordinate the purchase of the awards for closing ceremonies.
Section 4.03 -- Treasurer
  1. Perform such duties as are herein specifically set forth and such other duties as are customarily incidental to the office of Treasurer.
  2. Receive all monies and securities, and deposit it in the depository approved by the BOD.
  3. Keep records of the receipt and disbursement of all monies and securities of the organization.
  4. Pays all BOD approved expenditures from allotted funds.
  5. Prepare an expenditure analysis report, under the direction of the President, for submission to the BOD at the annual general membership meeting.
Section 4.04 -- Equipment Manager
  1. Be responsible for ordering equipment as is necessary.
  2. Purchase, issue, and collect all equipment.
  3. Submit major items of expense for equipment for approval by the BOD prior to ordering said items.
  4. Maintain an accurate inventory of all equipment and submit a written inventory and expenditures report at the general membership meeting and when requested by the President.
Section 4.05 -- Registrar
  1. Be in charge of sign ups.
  2. Collect all registration forms from organization's Post Office Box and check general email.
  3. Register members into the organization.
  4. Will notify team coaches when a player has failed to meet their financial obligation to the organization.
  5. Certify all eligible voting BOD members are in good standing.
Section 4.06 -- Head Umpire
  1. Instruct, enforce and train in the league rules and ASA rules to coaches, players and parents
  2. Work closely with Head Coach scheduling games.
  3. Supervise and aid in training of all officials.
  4. Provide Treasurer with pay schedules and 1099 info.
  5. Provide a fun and safe environment, promotes fair play by all
  6. Stipend position for league and any tournaments.
  7. Maintains a neutral board position, promoting play for all, and equality.
  8. Work with all board members if needed doing other duties.
Section 4.07 -- Head Coach
  1. Be in charge of try-outs.
  2. Arrange, run, and facilitate draft
  3. Organize and assist League play among teams.
                                                                       
Section 4.08 -- Webmaster
1.     Coordinates with the registrar for the on line registration.     
2.    Maintains the Cabrillo Gals Website
a.    Updates calendar
b.    Works with the sponsors to maintain links to sponsor sites
3.    Sends out email blasts to the general membership

Section 4.09 -- Crushers Coordinator
  1. Coordinate a tournament schedule for all Crushers teams.
  2. Coordinate ASA registration for all teams.
  3. Host and manage tournaments sponsored by Cabrillo Crushers.
  4. Bring Crushers controversies to the BOD
  5. Coordinate Crushers Practices.
  6. Coordinate Fall Softball programs.

Section 4.10 -- Player Development Leader
1.     Schedules player skills clinics
2.     Schedules advanced player clinics

Section 4.11 -- Snack Shack Coordinator
1.     Maintains the snack shack
a.    Orders and shops for food/beverage inventory
b.    Keeps track sales
c.    Provides receipts and expense reports to the treasurer
2.    Coordinates team parent volunteers

Section 4.12 – Player Representative
1.  Acts as voice for all players

ARTICLE FIVE
Fees, Dues, and Assessments
Section 5.00 -- Authority to Determine Players Fees
  1. The BOD shall determine player fees.  BOD members will have one child’s fees waived.

ARTICLE SIX
Crushers
(See Crushers Operating Procedures)


ARTICLE SEVEN
By-Law Changes
Section 7.00 -- Amendments of By-Laws
  1. These By-Laws may be amended by submitting a proposal in writing or email to the BOD.  If the BOD approves the proposal, it shall be posted with the President and Secretary for at least one (1) week before the next general membership meeting.  It must be voted upon by the BOD and receive simple majority of votes.  The President must notify all BOD members that there will be a By-Laws amendment on the regular meeting agenda at least two (2) weeks prior to the regular meeting for which it is scheduled.
  2. Any By-Laws not covered herein shall be covered by the By-Laws of the Amateur Softball      Association.
  3. Amendments to these By-Laws shall be effective immediately upon adoption.

ARTICLE EIGHT
Acknowledgment of Changes
Section 8.00 -- Statement of Acknowledgment of Changes
  1. Known to all those present, that we the undersigned, being all BOD for Cabrillo GALS Fast pitch Softball, hereby assent to the foregoing By-Laws of said organization.  In witness whereof, we have hereunto subscribed our names on the below date.

Section 8.01 -- Signatures of Directors Acceptance
  1. These By-Laws shall be effective upon adoption and continue until amended.
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