COTTAGE GROVE ATHLETIC ASSOCIATION, INC.
SOFTBALL DIVISION
BYLAWS
Revised 2005

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ARTICLE I-NAME

This organization shall be known as the Cottage Grove Athletic Association, (CGAA) Incorporated, Softball Division.

ARTICLE II-OBJECTIVE

The purpose of the Softball Division is to provide recreation and education for the youth of Cottage Grove, in the field of Softball. To install the ideals of good sportsmanship, honesty, loyalty, and courage so they may be finer, stronger, and happier children and will grow to be clean, proud, confident adults.

ARTICLE III-MEMBERSHIP

A. Any adult resident of the City of Cottage Grove, with a child registered in the softball program shall be a member and have voting privileges in the Softball Division.

B. Any adult volunteer, resident or non-resident, active with the softball program shall have voting privileges in the Softball Division.

1. Definition of Active for Article III, Section B:
(1) Commissioner of a league
(2) Head Coach or his/her assistant
(3) Child(ren) are registered in the softball program.


ARTICLE IV-PLAYER ELIGIBILITY

A. For participation in the in house leagues and Tri-County, all players must live in the following areas: The City of Cottage Grove, the City of Saint Paul Park, the City of Newport, the Township of Grey Cloud Island; and any other rural community within School District 833 (Excluding Woodbury) which does not offer a youth softball program as outlined on the attached map.

B. Children of active non-resident volunteers are eligible to play in the Cottage Grove Softball Division as long as they meet the league registration requirements (also, any family where at least one adult member has been active in the CGAA Softball Division and a resident of the City of Cottage Grove and moves to another community, the children will be allowed to continue participation in the Softball Program so long as an adult member of the family remains active in the softball program.

C. All players participating in the In-House Leagues will be assigned to teams in the geographical area closest to their residence-unless the teams are drafted such as majors. All players from geographical areas listed in Article IV section A who play in leagues where there is a draft, such as majors, must participate in the CGAA softball draft for selections to a CGAA team. Those unable to participate in the draft will be assigned to a CGAA team by means of a lottery drawing.

ARTICLE V-GOVERNMENT

A. The Softball Division shall be under the supervision of a President and a Board of Directors, whose duty is to manage the organization subject to the will of the membership and Bylaws of the CGAA INC.

B. The Board of Directors shall consist of nine (9) elected officers. President, Director of the In-House Senior Leagues, Director of the In-House Junior Leagues, Director of Traveling, Secretary, Treasurer, Director of Administration, Equipment Manager and Director of Special Events. Only elected Board members shall have voting rights at Board meetings.

C. Any voting member or resident adult volunteer, who previously had a child registered in the softball program, who left CGAA in good standing, and who does not have a child in another community's association, may serve in any Board position except the position of President. The President must be a Cottage Grove resident in accordance with the CGAA INC. Bylaws.

D. The general membership shall each year vote in August to elect Officers to positions on the Board. The elected Officers will assume their positions on the first day of September of the current year. A nomination committee of three (3) to five (5) CGAA Softball members shall be appointed by the Softball Board by April of the current year to find officers for the upcoming Softball Board elections. The term of this committee expires at the end of their appointed time.

E. Any vacancy shall be filled by interim appointment by the Softball Board. The appointed Officer will hold that position until the next annual election.

F. All elected Board positions shall be for a two (2) Year term. The positions of President, Director of In-House Junior Leagues, Treasurer, Equipment Manager and Director Of Special Events will be elected on even numbered years. (i.e. 2004, 2006, 2008, etc.) The positions of In-House Senior Leagues, Director of Traveling, Director of Administration and Secretary will be elected on odd numbered years, (i.e.2005, 2007, 2009, etc.)

G. Duties and responsibilities of the elected Officers:

The President shall:

a. Preside over all meetings of the General Membership and Board of Directors.
b. Represent the Softball Division at all CGAA INC. meetings.
c. Be a member ex-officio of all Division committees.
d. Establish ad hoc committees as necessary.
e. Enforce all laws, rules and regulations of the Division.

The Director of the In-House Senior Leagues shall:
a. Perform all duties of the President in the absence of the President.

b. Be responsible for organizing the Senior In-House League. (Minors, Juniors, Majors and Womens)
(1) Designate the Commissioners for the Individual leagues
(2) Work with all of the above League commissioners in formation of their leagues and oversee all teams in their leagues.
(3) Organize and run all tryouts in any League where it is necessary.
c. Enforce all laws, rules, and regulations in the Senior In-House Leagues.
d. Be a voting member of the Protest Committee.
e. Be a member ex-officio of all committees under his/her jurisdiction.
f. Work with Special Events Director on In-House Tournament.
g. Be co-chairperson of spring registration
h. Be responsible for all awards and trophies that are handed out in conjunction with league championships, tournaments.
i. Responsible for checking the CGAA hotline for all messages, respond to all in-house senior league questions.

The Director of the In-House Junior Leagues shall:

a. Perform all duties of the president in the absence of the President and Director of the In-House Senior League).
b. Be responsible for organizing the Junior, In-House Leagues. (T-Ball, Pitchball, Peewees)
1) Designate the Commissioners for the Individual Leagues.
2) Work with all of the above League Commissioners in formation of their leagues and oversee all teams in their leagues.
c. Enforce all laws, rules, and regulation in the Junior In-House League.
d. Work with Special Events Director on In-House Tournament.
e. Be co-chairperson of spring registration.
f. Be responsible for all awards and trophies that are handed out in conjunction with league championships, tournaments.
g. Responsible for checking the CGAA hotline for all messages, respond to all in-house junior league questions.

The Director of Traveling Leagues shall:

a. Perform all the duties of the President in the absence of the President, Director of the In-House Senior Leagues and Director of the In-House Junior Leagues,
b. Be responsible for organizing the Traveling Softball Leagues.
1) Run Traveling Coaches selection Interviews
2) Run and organize Tryouts for individual teams
3) Will attend the girls Tri-County Meeting
c. Enforce all laws, rules and regulations of the Softball Traveling Leagues.
d. Be a voting member of the Protest Committee.
e. Be a member ex-officio of all committees under his/her jurisdiction.
f. Responsible for checking the CGAA hotline for all messages, respond to all traveling questions.

The Secretary shall:

a. Perform all the duties of the President in the absence of the President, Director of the In-House Sr. League, Director of the In-House Jr. League, Director of Traveling leagues.
b. Record the minutes of all Softball Board and General membership meetings, and distribute copies of the minutes.
c. Be the Editor of the "Softball NewsLetter"
d. Be a member ex-officio of all committees under his/her jurisdiction.
e. Be responsible for informing the membership of upcoming events through the news media such as: The Bulletin, Window in Education, "Cottage Grove Reports" and Cable T.V. The official publication is the Bulletin.
f. Co-Chair the Volunteer Appreciation Dinner.

The Treasurer (Budget Director) shall:

a. Keep all financial records, books and documents pertinent to the Softball Division.
b. Prepare the Softball Division budget (income and expenses) for approval of the Softball Board and approval of the CGAA Inc. Board.
c. Present a written report for the disbursement of all funds by invoice on a monthly basis.
d. Work closely with the Equipment Manager and the CGAA INC treasurer.
e. Maintain the Registration and Mailing List.
f. Be a member ex-officio of all committees under his/her jurisdiction.

The Director of Fields and Administration shall:

a. Be responsible for scheduling of all Softball League games and practice, make-up games and Batting Cage times.
b. Work with the City of Cottage Grove Park and Rec. Dept. in formation of long-range field usage plan.
c. Work with District 833 on scheduling gym time during winter months.
d. Work with Baseball in allocating fields according to division needs.
e. Co-chair the Volunteer Appreciation dinner.
f. Chair the Rules Committee meeting
1) Set the date for the Rules Committee meeting at the August Board Meeting.
2) Read the new rule proposals at the October General Membership meeting for ratification.
g. Periodically check on the conditions of all fields used by CGAA Softball and report any difficulties or problems to the Softball Board.

The Equipment Manager shall:

a. Be responsible for purchasing, distribution, storage, control, and maintenance of all softball equipment.

The Director of Special Events shall:

a. Be responsible for scheduling and distribution of all CGAA Softball team pictures.
b. Chair the In-House Tournament working with the Director of the In-House Sr. & Jr. Leagues.
c. Arrange for the Scheduling of all paid umpires in all leagues requiring paid umpires.
d. Co-Chair Volunteer Appreciation Dinner.
e. Be a member ex-officio of all committees under his/her jurisdiction.
f. Coordinate and chair all fundraising activities and report these to the CGAA main board.


H. Committees

1) The President shall from time to time establish ad hoc committees to execute specific needs of programs of the Division. Example: fund raisers, publicity, tournaments, bylaw changes, Board member removal, etc.

I. The procedures for removal of Board Member, Commissioners, Coaches or Committee members from a position are as follows:

1) Give a written complaint to a Board member or members; where upon he/she shall notify other Board members.
2) A quorum of the voting Board of Directors is required to convene a special meeting for removal. At that meeting the Board shall appoint an ad hoc committee of at least three (3) and not more than five(5) voting CGAA Softball members to investigate the charges. At that meeting a date shall be set to call a General Membership Meeting, not later than fifteen (15) days from the date of the original written complaint.
3) If a quorum is not present on the date set for the special General Membership Meeting, the meeting will be on the very next day, and then the next day, and so on until a quorum is present. Official notice will not be sent on the date changes of the subsequent meeting dates.
4) At this special meeting, the ad hoc committee shall report to the Board members and to the General membership. If there is cause for removal, the President shall call for a vote at this time.
5) For removal of a member of the Board of Directors; a two-thirds (2/3) majority vote of all those present is required. For removal of a Coach, Commissioner, or Committee Member; a majority of the elected Board of Directors is required.
6) Only voting members of the CGAA Softball Division are allowed to vote at the special meeting.
a. Voting eligibility at a removal meeting will be determined under ARTICLE III-of the CGAA Softball Division Bylaws.

J. Any additions to the approved budget must meet the following criteria:
1) Be referred to the Board, or a committee appointed by the Board for study and approved by the majority of the Board members at the next Board meeting.


ARTICLE VI-MEETINGS

A. Roberts's Rules of Order shall govern the proceedings of all meetings, except where there is a direct conflict with the Articles or Bylaws of this Division or the CGAA Inc..
B. General Membership meetings:
1) Nine (9) members shall constitute a quorum with no less than five (5) Board members present.
2) There will be no fewer than two (2) General Membership meetings per year (i.e., Rules meeting and Election meeting
3) Official notification of a General Membership meeting will be published in The Bulletin.
4) Special membership meetings may be called by a quorum of five (5) Officers with five (5) days notice to the General Membership.

Board of Director's Meetings:
1) Five (5) voting Officers shall constitute a quorum.
2) A meeting of Board of Directors may be called by the President or two (2) elected Officers at any time when ample time has been given to all Directors.
3) The Board, from time to time, may establish ad hoc committees with specific objectives when needed. The ad hoc committee will cease when their objectives are met.
4) All meetings will be conducted by an in-person gathering of a quorum of the voting Officers. Telephone voting shall not be permitted.


ARTICLE VII-POLICIES

A. This Division recognizes goals, objective, rules and regulations of youth softball as stated in the ASA rule book. It is a policy of this Division to register some teams in leagues that play under the guidelines of this rule book, always keeping in mind that CGAA policies, rules, and regulations supercede this rule book (ASA).

B. This Division shall provide a youth Softball program which provides the opportunity for all youth to compete and develop at their respective age levels as defined by the Rules Committee.

C. All participants of the program offered by this Division shall be fully and properly registered prior to participating, and the parents or guardians of each participant shall be informed as to their responsibilities to support the programs and events offered and sponsored by this Division.

D. This Division shall establish and publish playing rules for each playing level. Such rules shall be in the agreement with the ASA rules and the CGAA Inc. rules.

E. This Division shall appoint coaches who adhere to our Softball coaches code of ethics as follows:

1. I will treat each individual, player, opposing coach, ump, and sport administrator with respect and dignity.
2. I will do my best to learn the fundamental skills, teaching technique, and strategies of my sport.
3. I will become familiar with the rules of my sport.
4. I will become familiar with the objectives of the CGAA.
5. I will uphold the Authority of the Officials who are assigned to the contest in which I coach and will assist them in every way to conduct fair and impartial contests.
6. I will learn the strengths and weaknesses of my players so that I might place them into situations where they have maximum opportunities to achieve success.
7. I will conduct my practices and games so that players regardless of ability, have an opportunity to improve their skill level through active participation.
8. I will communicate to my players their rights and responsibilities.
9. I will cooperate with the Director of my sport in the enforcement of the rules and regulations and I will report any irregularities that violate sound competitive practices.
10. I will protect the health and safety of my players by insisting that all of the activities under my control are conducted for their psychological and physiological welfare rather than the vicarious interests of adults.

F. This Division shall establish guidelines for playing time at all age levels.

G. This Division shall establish a procedure with the appropriate rules and regulations which shall define the method used to select and/or form teams for the different playing levels and programs offered by this Division.

H. This Division recognizes league playoffs and shall develop the procedures and rules governing such playoffs.

I. This Division shall establish player equipment requirements; also the care and return of said equipment.

J. The Division shall establish yearly program registration fees.

K. This Division shall charge extra fees for various specialty leagues to cover the added expense. (i.e. the traveling leagues). This extra fee is to cover the cost of umpires, tournaments, extra equipment, etc.

L. This Division recognizes and promotes the sponsorship of program activities and functions by the business and associations from Cottage Grove and the surrounding area.

M. This Division recognizes the need for individual and team awards given by the Division and therefore shall establish procedures and regulations governing the type of awards and the qualification of each award.

N. This Division recognizes, encourages, and promotes the participation of CGAA teams in specialty and Traveling leagues when eligible and appropriate.

O. This Division recognizes the use of fundraisers to reduce the overall registration fees.

P. This Division recognizes Invitational tournaments as one means of promoting the Softball program, and for providing external competition for our teams.

Q. This Division shall establish procedures, rules, and regulations governing the participation of a Division team in such.

R. This Division recognizes the importance of officiating and hereby establishes the policy to encourage and promote officiating and the training of such individuals.

S. This Division recognizes the need of a Protest Committee to solve grievances arising from Softball games and therefore shall establish procedures and regulations to form said committee.


ARTICLE VIII-BYLAW AMENDMENTS

For this constitution or any section thereof to be amended or repealed, the following stipulations must be met:

Ratification shall occur only at the October Softball Board and General Membership Meeting.

1. Changes must be recommended to the General Membership by a Committee appointed by the President, or by a motion in writing at a General Membership Meeting.
2. Changes must have one (1) reading at a regularly scheduled monthly General Membership meeting prior to ratification.
3. Notice of the changes shall be published at least five (5) days prior to the October Meeting in The Bulletin. Persons may receive copies of the changes by contacting the Secretary of the Softball Division.
4. A two thirds (2/3) majority vote of the members present will be required to ratify and amendment.
a. Voting eligibility will be determined under ARTICLE III of the CGAA Softball Division Bylaws.