Bylaws

Seymour Fastpitch Association Bylaws

Adopted January 29, 2008/January 2020/February 2021/February 2024/March 2026

Name: Seymour Fastpitch Association (SFA)

SFA Mission Statement:

The mission of the Seymour Fastpitch Association is to develop confident, skilled, and sportsmanlike athletes in a positive, inclusive environment. We teach strong fundamentals, teamwork, and respect while fostering leadership, resilience, and a lifelong love of softball. Our program emphasizes hard work, community, and keeping athletes playing with their friends and classmates to support a natural transition into future high school teams. All decisions are made in the best interest of every player, and volunteer roles do not guarantee playing time at any level. As a recreational, volunteer‑driven organization, all coaches and board members serve every girl in the program.

Membership:

Qualifications for membership:

• Must be 18 years of age or older.

• Must abide by the bylaws and follow the Mission Statement.

• Must be willing to get involved with the association's efforts to support the softball program by helping with coaching, fundraising, skills camps, and any other needs to make the association run efficiently.

• Must be willing to attend meetings.

Governing Body:

• The SFA governing body shall consist of nine positions. President, Vice President, Treasurer, Secretary, the Seymour Community High School Girls’ Varsity Softball Coach and four at-large Board Members.

Application, Nomination & Selection for President and Vice President

• To be considered for a President or Vice President an individual must apply for the position or be formally nominated (3-4 weeks prior to the voting meeting).

  • • An application & nomination for will be made available via google documents on the SFA website.

•  Applicants or nominees will receive written notice (no less than 2 weeks in advance of the voting meeting) that their presence is requested at the next voting board meeting.

• At that meeting, candidates may be asked to speak briefly or answer questions at the discretion of the voting body.

Application, Nomination & Selection for positions of Treasurer, Secretary & at-large Board Positions:

• To be considered for the position of Treasurer, Secretary & at-large Board Positions an individual is welcome to simply come to the voting meeting (or be nominated by a peer (3-4 weeks prior to the voting meeting)).

• Applicants or nominees will receive written notice (no less than 2 weeks in advance of the voting meeting) that their presence is requested at the next voting board meeting.

• At that meeting, candidates may be asked to speak briefly or answer questions at the discretion of the voting body.

Election of Officers & Board Members

• All SFA members present at the applicable September and January meetings are eligible to vote for officers and board members.

• The President, Vice President, Treasurer, and Secretary are elected positions with staggered terms to ensure continuity.

Executive Board Positions:

• President – 2‑year term; elected in September of even‑numbered years; term does not end the same year as the Vice President.

• Vice President – 2‑year term; elected in September of odd‑numbered years; term does not end the same year as the President.

• Secretary – 2‑year term; elected in September of odd‑numbered years; term does not end the same year as the Treasurer.

• Treasurer – 2‑year term; elected in September of even‑numbered years; term does not end the same year as the Secretary.

Board Members

• Board members will be elected every September for a 2‑year term.

• Election of board members will be the first agenda item at the September meeting, and newly elected members will assume their positions immediately.

• There will be 2 board spots filled each year and alternate years.

Voting:

• If an elected executive or board member resigns prematurely or cannot fulfill their term or duties, a new individual will be elected to serve the remainder of the term.

Voting Procedures

• The executive board positions and at large board members (elected officials) constitute the voting body of the association.

• Four elected board members are required for a quorum; the minimum number needed to conduct official business.

• Only executive board positions and at large board members present at the meeting, or those who respond to a special vote by phone or email within the specified timeframe, may vote.

• In the event of a tie when not all board members are present, the vote will be tabled until all elected officials are able to participate.

• Majority vote rules.

Duties of Officers:

President:

• Preside over SFA meetings

• Collect agenda items to present to SFA meetings

• Conduct votes regarding SFA business

• Conduct officer and board member elections at the appropriate times

• Oversee all aspects of SFA

• And other duties as assigned

Vice President:

• Preside over SFA meetings in the absence of the president

• Oversee the inventory of all SFA equipment

• Work with the president to enlist the necessary help to conduct all summer leagues, which include the following components:

  • • • Parent meeting

      • Coaches

      • Scheduling of summer league games

      • Umpires

Treasurer:

• Pay all outstanding invoices

  • • Collect all incoming money and deposit them in the SFA checking account in a timely manner

• Maintain all financial matters of the SFA

• Maintain and submit all necessary State and Federal paperwork

• Give a treasurer’s report at each SFA meeting

• Work with the president to maintain regulatory filings

Secretary:

• Take minutes of each SFA meeting

• Distribute meeting minutes to members in a timely manner

SFA Finances:

• All assets of the SFA shall be accounted by the treasurer

  • 1. Equipment assets will be logged and reported by the equipment committee headed by the Vice President.

• All outgoing checks must be signed by the treasurer or either the president or the director.

Player Placement Guidelines:

• SFA is committed to having players stick to the age grouping parameters outlined using the development and safety guidelines provided by USA Softball. These standards help ensure that athletes are placed appropriately for their growth and well‑being, and SFA is committed to building a youth program that aligns with this philosophy.

• SFA supports the movement of players to an elevated age group when a team requires additional players, provided the process is clear, consistent, and equitable. All player movement must be communicated to the SFA Board, and opportunities should be shared fairly among eligible players rather than offered to the same individuals repeatedly. This ensures transparency, maintains competitive balance, and supports the development of all athletes in the program.

• SFA also recognizes that some families may choose an elevated academic grade placement for their child, or that a player’s birthday may occasionally place them outside the age group of their classmates. We encourage families in these situations to connect with us so we can understand their needs and ensure each player feels comfortable, supported, and appropriately placed within the program. Our goal is to work collaboratively with families to create the best possible softball experience for every athlete.

Bylaw Review and Revision:

• Bylaws will be reviewed at a special board meeting at the discretion of the board.

• Changes can be brought forth at any SFA meeting.

• Board will present changes / revisions on all documents and voting on changes / revision will be done at a monthly SFA meeting.

Approved Supporting Documents:

   These are guidelines to help support Seymour Fastpitch Association:

• Registration Guidelines

• Coaching Duties and Responsibilities

• Player and Parent Handbook

• Player Code of Conduct