Bylaws

Seymour Fastpitch Association Bylaws

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

Name: Seymour Fastpitch Association (SFA)

SFA Mission Statement:

The mission of the Seymour Fastpitch Association is to foster the development of young athletes by providing a positive, supportive and inclusive environment where they can learn the fundamentals of softball, cultivate teamwork and sportsmanship, and build character. Beyond athletic skill, we are committed to nurturing life skills such as leadership, teamwork, resilience, and discipline, equipping our young athletes for success both on and off the field.

Our goal is to maintain the growth of the softball program by working together with parents and varsity coaching staff. It is important that when SFA board members vote on an issue that we work towards what is best for all players and teams in the program. It should also be understood that volunteer time spent coaching or assisting the softball program will not lead to an expectation of playing time for any participant during league play, on the tournament team(s) or at the high school level. As a group, we will manage the summer softball program. This program is a recreational program and the coaches who work in this program must adhere to this. All coaches are volunteers. There are no paid positions. Officers, board members, coaches, and volunteers are here for ALL girls 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 be made up of nine positions; eight elected positions which consist of a president, vice president, treasurer, secretary, four board members and one director which is the Seymour Community High School girl’s varsity softball coach.

Election of Officers & Board Members:

All SFA members present at the applicable September and January meeting will be eligible to vote for officers and board members.
The President, Vice President, Treasurer, and Secretary will be elected positions.
- President - 2 year term - not to end the same year as Vice President; voted on in September of even number of years.
- Vice President - 2 year term - not to end the same year as President;

voted on in September of odd number of years.

Secretary - 2 year term - not to end the same year as Treasurer;

voted on in September of odd number of years.

Treasurer - 2 year term - not to end the same year as Secretary;

voted on in September of even number of years.

Elections will take place in September with the new term starting the following month of October.

Board members will be elected every January and will serve a 1 year term. The election of these board members will be the first item on the agenda in January meeting and they will assume their positions immediately after the election.
In the event that an elected officer or board member cannot fulfill their term, a new person will be elected to take their positions for the remainder of the term.
In the event that an elected officer or board member cannot/does not fulfill their duties a new person will be elected.

Voting:

The officers and board members (elected officials) constitute the voting body of the association.
Six elected officials are required for a quorum. A quorum is the minimum number of board members who must be present for official decisions to be made.
Only those officers and board members present at the meeting or who respond to a special vote by phone or email in a specified time will be allowed to vote.
In the event of a tie where not all board members are present, the vote will be tabled until a later date when all elected officials are able to vote.
Majority will rule.

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 director 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 director 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
- 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.
The High School will have designated funds within the SFA account. These are funds raised by the HS athletes to be used for HS needs. The director will facilitate the funds with the SFA treasurer.

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:

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