Bylaws

MASTERS 65 SOFTBALL LEAGUE BYLAWS
as approved on April 1, 2024
1.
INTRODUCTION
a.
The Masters 65 Softball League (the League) is an unincorporated recreational softball league playing on fields provided and maintained by the City of Albuquerque Parks and Recreation Department. Participation is open to individuals who will have turned age 65 (men) or age 40 (women) before the end of the calendar year.
b.
The overarching purpose of the League is to provide players with the opportunity to compete and get exercise while having fun and demonstrating respect to each other, to the umpires and to all others involved with the League.
c.
The operation of the League is governed by these bylaws, and then in descending order of authority by the Use Agreement and Indemnification Agreement entered into between the League and the City of Albuquerque, the City of Albuquerque’s Code of Conduct, the insurance coverage obtained by the League and the US Senior Softball Association rules.
d.
These bylaws shall remain in effect until duly modified by a vote of the Board of Directors.
2.
GENDER AND TERMINOLOGY
a.
Wherever he/she, him/her or his/hers appear in this document, they have been used inclusively to refer to all individuals regardless of gender.
3.
ORGANIZATION
a.
Overall governance of the League is through a Board of Directors comprising the manager/coach or a designated representative of each team, who will be identified to the Secretary from time to time.
b.
The Board of Directors shall set policy and oversee the general management of the League, as set out below. It shall also establish and amend as necessary the League’s Operating Rules. Each team shall have one vote on items needing to be voted upon. In the event there is a tie vote, the highest placed League Officer (President, Vice-President, Secretary, Treasurer) who is not also a Team representative shall cast the deciding vote.
c.
Day-to-day responsibilities for the League shall be assumed by the President, Vice-President, Secretary, and Treasurer as set out below. Where emergency decisions must be Proposed revision April 11 2024 1
made that would otherwise require Board approval and there is insufficient time to convene a Board meeting, the President (or Vice-President in the President’s absence) may act in the best interest of the League, advise each Board member and League Officer immediately and convene a Board meeting as soon as feasible to ratify or disclaim the emergency action.
4.
BOARD OF DIRECTORS
a.
Board meetings shall take place at such location, date and time as advised at least seven days prior to each meeting by the President, who will be responsible for sending out the necessary advice, unless a shorter notice period is required based on exigent circumstances. A proposed agenda is to accompany the meeting notice.
b.
There shall be at least one annual meeting to be held in the first three calendar months of each year, plus other meetings as deemed necessary by the President. The purpose of the annual meeting shall be to confirm the membership of the Board (i.e. the Manager or other representative of each team), elect the year’s Officers, review the League’s financial status and likely funding requirements, determine any changes to the bylaws (including rules of the game) and otherwise make such decisions required to be made by the Board.
c.
Other meetings may be called by the President and shall be called upon the request of two officers or four Board members, such request being directed to the President. The notice of meeting shall specify the particular subject(s) to be covered and discussion and votes at the meeting shall be limited to such subject(s). The annual budget shall be presented at one such meeting before the start of the season.
d.
Directors may participate in any such meeting in person or, if the technical arrangements can by made, by telephone, Zoom, Skype, FaceTime or similar electronic means.
e.
A quorum of at least 75% of all Board members at the start of any Board meeting is required to conduct business. A vote of at least 50% of the Board members in attendance (in person or electronically) at the time the vote is taken is required for any motion to be approved.
f.
Exceptionally, if the purpose of the meeting is solely to ratify or alternatively reject a time-sensitive decision made by the President that would ordinarily have been a Board decision, the President’s action may be affirmed by a majority of Board members through email or Proposed revision April 11 2024 2
otherwise in writing. In such cases, no amendments to the decision as a condition of approval may be made.
5.
RESPONSIBILITIES OF THE BOARD AND OF TEAM MANAGERS-REPRESENTATIVES
a.
The Board of Directors (acting as a group) shall:
i.
Elect League officers
ii.
Review and approve the Use Agreement and Indemnity Agreement with the City of Albuquerque
iii.
Review and approve insurance coverage and authorize payment of insurance premiums
iv.
Oversee all financial matters and revenue/expenditure decisions that affect the League
v.
Approve the year’s operating budget and set team fees
vi.
Consider and approve extraordinary expenditures not included in the approved budget
vii.
Receive the year’s financial statements
viii.
Review and approve as appropriate changes to league by-laws and Operating Rules, including Rules of Play
ix.
Approve the arrangements for the season, to include insurance, umpires, scheduling of games (including location and timing), start and end dates for the season, the conduct of pregame field reviews and other such details
x.
Determine the eligibility of teams to participate in the League
xi.
Be the final arbiter regarding intent and interpretation of Rules of the Game and in matters of discipline and disputes among teams and/or players.
b.
Team Managers/Designated Representatives (acting individually) will:
i.
Represent their respective teams on the Board of Directors
ii.
Inform their respective team members of the actions of the Board
iii.
Submit and maintain team rosters, certifying by doing so that they have confirmed player eligibility
iv.
Obtain all player and manager signatures on City and Insurance Agent required forms and submit them timely to the League Treasurer
v.
Provide game day rosters and line-ups to the umpire and other manager, ensuring that all proposed players are eligible to play that day
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vi.
Represent and control their teams on the playing field, and be the sole point of contact on game-related matters and calls with the umpire, senior umpire and League Officers
vii.
Ensure all players have been provided with a copy of and are familiar with the “City of Albuquerque Parks and Recreation Players Code of Conduct”, and take necessary action to forestall violations of the Code of Conduct.
6.
ELECTION AND DUTIES OF LEAGUE OFFICERS
a.
League Officers shall be elected at the first meeting of the calendar year for the forthcoming season.
b.
Currently serving Officers may put their name forward, and additional nominations shall be solicited from the floor. Individuals not currently serving may also self-nominate. All nominations must be seconded by a Board member. At least seven days prior to the first meeting of the calendar year, the Secretary shall advise the Board of all nominations received to that time in order to allow for other nominations to be made from the floor.
c.
All Officers shall be required to be eligible to play in the League by the time the season begins, although they need not be eligible at the time of nomination or election.
d.
Until a successor is duly elected, the previously serving Officer shall be permitted to remain in office until a successor is elected. If this is not feasible, the President shall serve in this position temporarily, or appoint an individual to do so.
e.
An Officer may be removed at any time by a majority vote of the Board with or without good cause.
f.
An Officer shall be indemnified and held harmless by the League for all actions taken or not taken in his/her role as Officer or by reason of his/her position with the League, except where such actions result from either gross negligence by the Officer or from a conflict of interest by the Officer. The League shall, to the extent feasible, obtain insurance to cover the possible liability under this provision.
7.
RESPONSIBILITIES OF OFFICERS
a.
The President shall
i.
Schedule and chair Board meetings
ii.
Prepare and timely distribute agendas for all Board meetings
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iii.
Sign all official papers on behalf of the league
iv.
Negotiate the addition or removal of teams from League membership
v.
Represent the league in dealings with the City and otherwise, including negotiation and execution of the Use Agreement, Indemnity Agreement and insurance coverage
vi.
Coordinate operational matters with Parks and Recreation
vii.
Submit to the Board proposed changes to the League bylaws, including corporate governance and structure as well as rules of play
viii.
Appoint individuals or committees for special duties and projects
ix.
With the Treasurer, oversee all financial matters and report to the Board, at least annually
x.
Have shared signing authority over the league’s bank account
xi.
Assign special projects to other Officers as necessary
b.
The Vice-President shall
i.
Act for the President in his/her absence
ii.
Monitor SSA Rules and changes as they impact league rules of play
iii.
Coordinate the review and development of all proposed changes to the league bylaws, and bring these forward for consideration and submission to the Board as appropriate
iv.
Assist the President in negotiating the use agreement and insurance with the City
v.
Receive and adjudicate complaints against players and/or umpires and receive and adjudicate issues regarding interpretation of the Rules of the Game, subject to final review by the Board.
c.
The Secretary shall
i.
Keep minutes of all Board meetings and the sign-in sheets at all Board meetings
ii.
Maintain the minutes and all official records of Board meetings
iii.
Maintain team rosters and league standings
iv.
Ensure that all players added to rosters have signed the necessary paperwork and advise the Treasurer accordingly, so that the Treasurer may in turn advise the City and the League’s insurer
v.
Produce and maintain the re-call roster and field checker schedule
vi.
Serve as the league statistician and produce weekly and other periodic reports, including weekly emails to managers with League standings
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vii.
Propose scheduling of practices and games.
viii.
Compile proposed changes to League bylaws and submit these to the President for consideration by the Board.
d.
The Treasurer shall
i.
Maintain and timely reconcile account(s) at a Board-approved Bank
ii.
Manage all other financial records
iii.
Disburse funds as directed by the Board
iv.
Ensure team fees are collected from each team prior to the start of play
v.
Maintain a permanent record of all receipts and expenditures
vi.
Ensure that all required insurance is in place prior to the start of play. Liaise with the City and the insurance provider and ensure that rosters and confirmation of player eligibility are submitted to each.
vii.
Prepare a budget annually, including revenue and spending alternatives, for approval by the Board prior to the setting of team fees
viii.
Make recommendations regarding proposed extraordinary expenses which have not been included in the approved annual budget, including how any such expenses might be paid for by the League
ix.
Prepare periodic financial reports as directed by the President and/or the Board
x.
Cooperate with any audits or external reviews of the financial records.
e.
Check-writing policy:
i.
Checks may be signed by the President (or the Vice-President in the President’s absence) or the Treasurer. Each such Officer shall ensure that up-to-date signature cards are maintained with each bank with which the Association maintains accounts.
ii.
Checks in excess of $500.00 require the agreement of both officers in writing, including agreement by email (although only one need sign the check). All such checks shall be reported to the next Board meeting.
8.
TEAMS
a.
Team entry fees are to be approved as part of the budget approval process no later than the March Board meeting each year. Such fees must be paid, or alternate arrangements made between a team and the Treasurer, before a team may play in the League. Failure to meet Proposed revision April 11 2024 6
such payment commitments shall result in a forfeit of each game until payments are brought current.
b.
Should a team resign from the League, all future games on the schedule involving that team shall be recorded as forfeits. No refund of entry fees shall be made to any team resigning from the League.
c.
A team roster must be submitted at the last Board meeting prior to opening day of the season. There is no limit to the number of players a team may have on its roster. Each Manager is responsible for confirming that all players will have reached the age of 65 or older (men) or 40 or older (women) during the playing season. Each team’s roster is to contain the full name, gender (in order to confirm compliance with the different age requirements), email address and mobile phone number (land-line if there is no mobile number) of the manager and each player; two individuals are to be designated as contacts for the League.
d.
Managers are responsible for conveying roster changes and additions or deletions to the Secretary before an added player can play. This includes full name, date of birth and telephone number. Managers are responsible for verifying that all players on their initial roster and any subsequent additions to their roster meet league eligibility requirements. A team using an ineligible player will forfeit all games played by the ineligible player, and the manager is subject to a suspension as decided by the Board in its sole discretion. Suspensions not fully served in the current season shall carry over to the following season.
e.
City-banned or suspended players shall not play for League teams.
f.
If a player is released from, cut from, or quits a team after official league games begin, he/she may play for another team, except that no player may play for more than three teams (excluding situations where a player is borrowed by another team) over the course of a season unless a specific hardship exemption is granted by the President. This will typically occur if a team the player is on ceases membership in the League. A player transferring to another team may begin to play immediately upon advising the Secretary of the change in writing, and after all team equipment has been returned to the team that the player is leaving.
g.
All transfers must be reported to the Secretary.
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h.
A player new to the League may play immediately after being placed on a team roster, as may a player who has transferred from one team to another.
i.
Each Team is required to submit a completed Official Line-Up Card issued by the League to the umpire prior to the beginning of each game. The Official Line-Up card must be dated and contain the Last Name, First Name or Initial, & Number. Failure to comply with this provision shall result in a Forfeiture of the game. [Note: This is properly covered in the Rules of the Game rather than the bylaws.] j.
Upon completion of the game, the umpire shall record the official score on the lineup card, print his/her name on the back of the card, sign above their name, and deliver the card to the winning team manager, who will in turn deliver the card to the Secretary. The Secretary shall call the Treasurer with the information for payment of umpires. [Note: This is properly covered in the Rules of the Game rather than the bylaws.] k.
The Secretary shall compile standings and send out an e-mail to each Manager every week. [Note: This is covered in the Secretary’s responsibilities, above.] 9.
PLAYER CONDUCT AND DISCIPLINE
a.
In the event of a breach of the Code of Conduct mandated by the City or any behavior by any player, coach, manager or spectator that is deemed inappropriate by the umpire in his or her sole discretion, the umpire may issue a warning and/or eject the individual from the field and the surrounding areas for the current game. Such decision by the umpire is final and is not subject to appeal. The umpire is to submit a written report to the Senior Umpire with a copy to the Vice-President (or such alternate officer that the President may designate).
b.
Should the infraction appear to justify further disciplinary action, such as a lengthier suspension, the Vice-President (or alternate officer) shall share the umpire’s report with the ejected individual and request a response, following which the Vice-President (or alternate officer) shall make a determination of any further action. The ejected individual may appeal any such further action to the full Board, at which time he/she may appear in person. While such appeal is pending, any disciplinary action determined by the Vice-President (or alternate officer) shall remain in effect. The Board’s decision will be final and not subject to further appeal.
c.
Alcohol is not permitted in the dugouts, on the field, in the area of play or the spectator area
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during playing time; at other times, it is subject to City and other ordinances.
10.
MISCELLANEOUS PROVISIONS
a.
These bylaws and related rules, regulations and amendments thereto are effective upon passage or adoption unless otherwise provided by the Board.
b.
It is the policy of the League not to maintain a web page, Facebook or Instagram page or any other social media presence. It is further policy not to respond to public posts or email chains.
c.
Communications on behalf of the League shall be subject to approval by the President, and shall be sent by email or regular mail as determined by him/her.
d.
It is the policy of the League to maintain maximum transparency possible concerning its decisions and operations, subject to the need to preserve confidentiality in specific areas such as contract negotiations, team arrears and personnel matters and discipline. The matters for which confidentiality is required shall be the subject of Board meetings in Executive Session, which shall be closed except to Board members and officers. Otherwise, Board meetings are open to observation by all interested parties.
e.
Board meetings are meetings of the Board and Officers. Other parties may observe (except for Executive Sessions) but do not have a right to speak; they may be permitted to do so when comments or input are solicited.
f.
The President shall email agendas and attachments and the Secretary shall email previous meeting minutes as far in advance of scheduled meetings as possible.
g.
Members of the Board and Officers have a duty to act in the best interest of the League. Potential and actual conflicts of interest, where the best interest of the League and of the Member, his/her family or a business controlled by either, must be resolved in favor of the League. Members and Officeholder responsible for reporting such conflicts to the Board.
h.
Members of the Board may not participate in a discussion or voting on any decision in which they have a specific personal or familial conflict of interest, recognizing that all Board members, as team Managers, are likely to have a general interest in almost all decisions taken by the Board.
i.
If a team leaves the League for any reason, at any time, there is no financial refund or reimbursement of monies.
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j.
The League may elect to disband upon a vote of the Board, or if there fails to be a quorum at three or more consecutive League meetings. If the League disbands, all remaining monies shall be equally divided amongst the remaining teams, and physical assets shall be distributed at the sole discretion of the most senior officer (President, Vice-President, Secretary, Treasurer) then holding office.
k.
Teams joining the League will add their entry fee to existing League funds.
l.
Amendments to this document may be proposed in writing by any player through his/her team representative. Any proposed amendment will require a 7-day period for review and discussion with members before a vote of the Board of Directors. A vote will be taken at the next Board meeting following the minimum 7-day review period. An amendment is effective immediately upon approval unless otherwise stipulated by the Board.