1. Article I: Name

1. This organization shall be known as the Fluvanna Girls’ Softball League, hereinafter referred to as “The League”.

2. Article II: Objective

1. The objective of the league shall be to positively impact youth and the community using the power of youth softball to teach life lessons to build stronger individuals and communities.
2. To achieve its mission, the Fluvanna Girls Softball League (FGSL) will provide a supervised program of softball consistent with the Rules and Regulations of Dixie Softball, Inc. All Directors, Officers, and Members shall uphold and promote the core values of the League: Teamwork, Community, Inclusion, Fun, and Integrity.
3. The primary goal of the League is to positively shape future citizens by teaching sportsmanship, teamwork, and leadership skills through softball. While competitive play is encouraged, the development of character, sportsmanship, and community engagement shall take precedence over the pursuit of exceptional athletic performance or winning games.
4. In accordance with Section 501(c)(3) of the Federal Internal Revenue Code, the Fluvanna Girls Softball League shall operate exclusively as a nonprofit educational organization, providing a supervised program of competitive softball. No part of the League's net earnings shall inure to the benefit of any individual. The League shall not engage in substantial lobbying efforts or participate in any political campaign on behalf of or in opposition to any candidate for public office.

3. ARTICLE III – MEMBERSHIP

1. Section 1: Eligibility for Membership

1. Any person sincerely interested in actively participating to further the objectives of the Fluvanna Girls Softball League may apply to become a Member.

2. Section 2: Classes of Membership

1. Regular Members ("Members"):

1. Regular Members shall include:  

1. Current-year Managers, Coaches, Board Members, League Officers, and any registered volunteers who have successfully completed a background check.  
2. One Parent or Legal Guardian of each registered player. Parents or Guardians of multiple registered players are limited to a maximum of two memberships.
3.  Any adult actively interested in furthering the objectives of the League may become a Regular Member upon approval by the Board of Directors and payment of dues, if applicable. Upon receipt of a written request, the Board shall vote on the membership request at the next scheduled Board meeting.
4. All Regular Members must annually complete the League’s official application.

2. The Secretary shall maintain a roll of membership to determine eligible voting Members. Only Members in good standing are entitled to vote at General Membership Meetings, with each Member entitled to one vote.

2. Player Members:

1. Any player candidate meeting the requirements of Dixie Softball Inc. shall be eligible to compete for participation. Player Members shall have no voting rights or responsibilities in the management or property of the League.

3. Honorary Members:

1. Any person may be elected as an Honorary Member by a unanimous vote of all Directors present at any duly held Board meeting. Honorary Members shall have no voting rights or responsibilities in the management or property of the League.

4. Sustaining Members:

1. Any person not a Regular Member who makes a financial or other significant contribution to the League may become a Sustaining Member upon a majority vote of the Board of Directors. Sustaining Members shall have no voting rights or responsibilities in the management or property of the League.

3. Section 3: Independence of Membership

1. Membership in the League, whether Regular or Player, shall not require affiliation with any other organization or group. Members may not actively participate in the organization, operation, or leadership of any competing softball program.

4. Section 4: Membership Dues

1. The Board of Directors shall determine annual membership dues, if any, separate from player registration fees. Player registration fees shall also be set annually by the Board. Membership dues, if applicable, must be paid within the timeline set by the Board in the League’s annual Policies and Procedures.

5. Section 5: Suspension or Termination of Membership

1. Membership may be terminated by resignation or by Board action as follows:

1. Disciplinary Action:

1. The Board of Directors, by a two-thirds vote at any duly constituted Board meeting, may discipline, suspend, or terminate any Member for conduct deemed inconsistent with the values of the League and detrimental to the interests of the players, League, or governing body. The Member shall receive notice of the meeting, the nature of the charges, and an opportunity to respond.

2. Player Disciplinary Action:

1. In the case of a Player Member, the Board shall notify the player’s Manager, who may appear with the player as an adviser before the Board or an appointed committee. The player’s parent(s) or guardian(s) may also attend. The Board may suspend or revoke the player’s participation by a two-thirds vote at a duly constituted meeting.

3. Nonpayment of Dues:

1. Members who fail to pay dues, if required, may be removed by a two-thirds vote of the Board at a duly constituted meeting. The timeline for dues payment shall be established in the League’s Policies and Procedures at the first Board meeting of the fiscal year.

6. Section 6: Administration of Criminal Background Checks

1. Volunteer Background Check Requirements and Procedures

1. All managers, coaches, Board of Directors members, umpires, Team Moms, and other volunteers who have regular service to the league or repetitive access to children must complete the background check process. If a volunteer is spending time in the dugout or helping out at practices, that individual must submit a volunteer application and go through the background check process.

2. Disqualification Criteria:

1. The league will ensure that all staff and volunteers are treated fairly and consistently by using the following disqualification criteria:
2. Permanent Disqualification: Individuals found guilty of any of the following:

1. All sex offenses (e.g., child molestation, rape, sexual assault, indecent exposure).
2. All felony violence (e.g., murder, manslaughter, aggravated assault, kidnapping, robbery).

3. 10-Year Disqualification: Guilty of any felony (excluding sex offenses or violence) in the past 10 years (e.g., theft, embezzlement, fraud, child endangerment).
4. 7-Year Disqualification: Guilty of any misdemeanor violence offense (e.g., simple assault, battery, domestic violence) in the past 7 years.
5. 5-Year Disqualification: Guilty of:

1. A misdemeanor drug or alcohol offense (e.g., DUI, possession of drug paraphernalia) within the past 5 years.
2. Any other misdemeanor that may pose a danger to children or conflict with the role’s responsibilities (e.g., theft, contributing to the delinquency of a minor).

6. Pending charges for any of the above offenses will result in immediate suspension until cleared.
7. Disciplinary Actions for Background Check Violations

1. Any individual “Offender” and the “Head Coach” or “acting Head Coach”, who has been found to have intentionally violated the background check requirements shall be subject to the following disciplinary actions:

1. The Offender, Head Coach, or Acting Head Coach shall receive an official warning documented by the league for their first offense..
2.  The Offender, Head Coach, or Acting Head Coach shall be suspended for a period of thirty (30) days from the date of the second infraction. During the suspension, they are barred from participating in all FGSL practices, games, and other sanctioned events.
3. The Offender, Head Coach, or Acting Head Coach and their Player(s) shall be suspended for a period of three hundred and sixty five(365) days from the date of the third infraction. During this suspension, they are barred from participating in all FGSL practices, games, and other sanctioned events.  

Note: Guilty includes all instances of a guilty plea, no contest plea, or court finding of guilt.

3. Staff Applications:

1. Applicants must complete a staff application form, providing consent for a criminal background check.

1. All information will be securely stored, accessible only to authorized personnel, and treated as confidential.

4. Conducting Background Checks:

1. The President or another designated Board Member will verify and forward applications to the League’s approved background check vendor.

1. Results will be reviewed against disqualification criteria, with assistance from the vendor as needed.

5. Results Management:

1. Disqualified applicants will receive:

1. A letter of disqualification.
2. A copy of the criminal background check results.
3. A copy of their rights under the Fair Credit Reporting Act.

2. Appeals must be submitted in writing to the Conduct Official(President) and reviewed by a three-member appeals committee.

6. Reporting and Appeals

1. Reporting Misconduct:

1. Any staff or volunteer witnessing or suspecting misconduct must report it to the Conduct Official immediately.
2. Failure to report may result in disciplinary action.

7. Appeals Process:

1. Disqualified applicants may appeal by submitting a written request outlining their objections and requested resolution.
2. Appeals will be reviewed by a three-member committee of Board members, and the decision will be final.

4. ARTICLE IV – BOARD OF DIRECTORS

1. Section 1: General Authority

1. The management of the property and affairs of the Fluvanna Girls’ Softball League (FGSL) shall be vested in the Board of Directors.

2. Section 2: Composition of the Board

1. The Board of Directors shall be comprised of no fewer than three (3) and no more than fifteen (15) Members in good standing.

1. The Officers of the Board should include:

1. President
2. Vice President
3. Secretary
4. Treasurer
5. Player Agent
6. Umpire & Equipment Manager
7. Concessions Manager
8. Additional Officer positions may be added by the Board as deemed necessary.

2. All officer positions within the  League shall serve two-year terms. Elections for these positions will follow a staggered cycle to ensure consistent leadership and smooth transitions.
3. The positions of President, Secretary, Player Agent, and Concessions Manager shall be subject to election by the League's voting Members every two years, during odd-numbered years.
4. The positions of Vice President, Treasurer, Umpire & Equipment Manager, and any additional officer positions shall be subject to election by the League's voting Members every two years, during even-numbered years.

3. Section 3: Filling Vacancies

1. If any vacancy occurs on the Board of Directors due to death, resignation, or any other reason, the Board may fill the position for the remainder of the term by a majority vote of the remaining Directors at any duly constituted Board meeting or Special Board Meeting called for that purpose.

4. Section 4: Meetings of the Board

1. Regular Meetings:

1. Regular meetings of the Board of Directors shall be held immediately following the Annual Meeting and at other times as determined by the Board.

2. Special Meetings:

1. The President or Secretary shall issue the call for a Special Board Meeting at the written request of three (3) Directors.
2. The notice for a Special Meeting shall include the purpose, and only matters stated in the notice may be acted upon during the meeting.

3. Notice of Meetings:

1. Notice of every Board meeting shall be provided by the Secretary personally, electronically, or by mail to each Director at least fourteen (14) calendar days before the meeting.

4. Quorum:

1. The presence of forty percent (40%) of the Board of Directors shall constitute a quorum for the transaction of business.
2. If a quorum is not present, no business shall be conducted.

5. Voting:

1. Only members of the Board of Directors may make motions and vote at meetings.
2. A simple majority vote of the Directors present at a duly constituted meeting is required to approve any action.
3. Voting by proxy is not permitted.

6. Guests:

1. The Board may invite, admit, and recognize guests for presentations or comments during meetings.

5.  Section 5: Committees and Delegation

1. The Board of Directors shall have the authority to appoint standing or special committees as deemed appropriate and may delegate specific powers to such committees.
2. Rules and regulations for the conduct of meetings and the management of the League may be adopted, provided they do not conflict with this Constitution or the Rules and Regulations of Dixie Softball Inc.

6. Section 6: Disciplinary Authority

1. The Board shall have the authority, by a two-thirds vote at any duly constituted meeting, to discipline, suspend, or remove any Director, Officer, Committee Member, or Member in accordance with the procedure outlined in Article III, Section 5.

7. Section 7: Governance

1. Parliamentary Procedure:

1. Robert’s Rules of Order shall govern the proceedings of all FGSL meetings, including Board meetings, except where they conflict with these Bylaws.

2. Minutes:

1. Accurate minutes of all Board meetings shall be recorded and retained to reflect all actions taken by the Board.

5. ARTICLE V – DUTIES AND POWERS OF THE BOARD

1. Section 1: Authority to Appoint

1. The Board of Directors may appoint additional officers, agents, or committees as deemed necessary. Appointed individuals shall not have voting rights on Board decisions unless they are elected Board Members or appointed to fill a Board vacancy.

2. Section 2: President

1. The President shall:

1. Oversee the operations and policies of the FGSL as established by the Board of Directors.
2. Present a report on the League's condition at the Annual Meeting.
3. Communicate with the Board on relevant matters and propose actions to promote the League's welfare.
4. Ensure compliance with Dixie Softball, Inc. rules and regulations.
5. Investigate and address complaints, irregularities, or conditions detrimental to the League.
6. Prepare and submit an annual budget to the Board for approval and ensure proper execution.
7. Verify player eligibility, with the assistance of the Player Agent, before team assignments.
8. Oversee the completion of required background checks and abuse awareness training or delegate this responsibility to another designated Board Member.

3. Section 3: Vice President

1. The Vice President shall:

1. Perform the duties of the President in the President's absence or inability to act, with full authority.
2. Carry out additional duties as assigned by the Board or the President.

4. o    Section 4: Secretary

1. The Secretary shall:

1. Record League activities and maintain appropriate records and mailing lists.
2. Maintain an updated membership list, including Regular, Honorary, and Sustaining Members, and determine quorum requirements.
3. Manage background checks, abuse awareness training, and compliance with Dixie Softball, Inc.
4. Notify Members, Directors, and Committee Members of elections or appointments and provide a copy of the League’s Constitution.
5. Record minutes of all Board, Membership, and Executive Committee meetings.
6. Handle League correspondence and ensure resolutions and orders are carried out.

5. Section 5: Treasurer

1. The Treasurer shall:

1. Manage all financial records, receipts, and disbursements, with deposits made to a Board-approved depository.
2. Ensure all disbursements are authorized and executed with dual signatures.
3. Prepare an annual budget and financial report under the President's direction for submission at the Annual Meeting.
4. Maintain accurate financial records for review by the Board or external auditors as needed.

6. Section 6: Player Agent

1. The Player Agent shall:

1. Record and maintain accurate player transaction records.
2. Assist the President in verifying player eligibility.
3. Organize tryouts, player drafts, and other player selection processes.
4. Submit team rosters and tournament affidavits to Dixie Softball, Inc., and notify them of player changes as needed.

7. Section 7: Umpire & Equipment Manager

1. The Umpire & Equipment Manager shall:

1. Umpire Coordination:

1. Recruit, schedule, and assign umpires for all League games, ensuring adequate coverage for all divisions.
2. Provide training and resources to umpires, ensuring familiarity with Dixie Softball, Inc. rules and League-specific policies.
3. Serve as the primary point of contact for umpires to address questions, conflicts, or scheduling issues.

2. Equipment Management:

1. Maintain an inventory of all League equipment, including bats, balls, helmets, catcher’s gear, and field supplies.
2. Oversee the distribution of equipment to teams at the start of each season and collect it at the end of the season.
3. Inspect equipment regularly to ensure safety and compliance with League and governing body standards.

3. Field Preparation:

1. Ensure that fields are properly equipped for games, including bases, chalk, and any necessary umpire tools.
2. Collaborate with field maintenance staff or volunteers to address any equipment-related field needs.

4.  Budget and Reporting:

1. Work with the Treasurer and Board to create and manage a budget for umpire fees and equipment purchases or repairs.
2. Provide regular reports to the Board on equipment status, umpire scheduling, and any anticipated needs.

8. Section 9: Concessions Manager

1. The Concessions Manager shall:

1.  Inventory Management:

1. Oversee the purchasing, stocking, and inventory of concession stand supplies, including food, beverages, and other necessary items.
2. Ensure proper storage of perishable items in compliance with health and safety regulations.

2. Staffing and Scheduling:

1. Recruit, schedule, and manage volunteers or workers to operate the concession stand during games and events.
2. Provide training on proper food handling, cash management, and customer service procedures.

3. Operations and Maintenance:

1. Ensure the concession stand is clean, organized, and compliant with all local health department regulations.
2. Maintain and service equipment used in the concession stand, such as refrigerators, grills, and registers.

4.  Budget and Financial Reporting:

1. Work with the Treasurer to manage a budget for concession operations, including revenue goals and expense tracking.
2. Accurately track sales and expenditures, providing detailed financial reports to the Board of Directors as requested.

9. Section 8: Committees and Additional Positions

1. The Board may establish committees or appoint managers for specific roles to support League operations.
2. These positions may be filled by individuals not serving on the Board but who report to designated Board Members.
3. Responsibilities for these roles shall be reviewed annually and included in the League’s Policies and Procedures.

6. ARTICLE VII – GENERAL MEMBERSHIP MEETINGS

1. Section 1: Definition

1. A General Membership Meeting is any meeting of the membership called in accordance with this Constitution. A minimum of one Annual Meeting per year is required. Meetings may be held in person or electronically, provided all Members can participate fully.

2.  Section 2: Notice of Meetings

1. Notice of each General Membership Meeting shall be provided to Members personally, electronically, or by mail at least ten (10) calendar days prior, specifying the time, location, and purpose of the meeting.

3. Section 3: Quorum

1. A quorum for General Membership Meetings shall consist of twenty (20) percent of Regular Members or forty (40) Regular Members, whichever is less. If a quorum is not present, no business shall be conducted. The Secretary shall maintain a list of Regular Members in good standing to verify the quorum.

4. Section 4: Voting

1. Only Regular Members in good standing may attend, make motions, and vote at General Membership Meetings.
2. Guests may be invited or recognized by the Board for presentations or comments.

5. Section 5: Absentee Ballots

1. Regular Members in good standing who cannot attend a meeting where Board elections will occur may request an absentee ballot from the Secretary.
2. Absentee ballots must be completed, signed, and returned in a sealed envelope to the Secretary before the election date.
3. The Secretary shall present all absentee ballots to the Election Chair at the meeting before voting begins.

6. Section 6: Annual Meeting

1. The Annual Meeting shall be held at the Closing Ceremony of the Spring Season each year for the purpose of:
2. Electing the Board of Directors.
3. Receiving the President’s report on the League’s condition.
4. Reviewing financial reports, including funds received, expenditures, and assets.
5. Appointing committees and transacting other appropriate business.
6. At the Annual Meeting:
7. The President and Treasurer shall present a verified report summarizing:

1. The League’s financial condition, funds, property, and prior year’s activities.

8. Regular Members shall elect the Board of Directors, voting only for the number of available positions.
9. In the event of a tie, a runoff election shall be conducted.
10. Newly elected Board Members shall assume duties on the 1st of August and serve until successors are elected.

7. Section 7: Special General Membership Meetings

1. Special General Membership Meetings may be called by:
2. The Board of Directors, President, or Secretary at their discretion.
3. A written request signed by at least eight (8) Members, specifying the purpose.
4. Such meetings shall be scheduled no fewer than ten (10) calendar days after the request is received.
5. Only matters listed in the notice of the meeting shall be addressed.

8. Section 8: Minutes and Actions

1. All actions taken at General Membership Meetings with a quorum present shall be deemed actions of the Membership unless conflicting with this Constitution.
2. Minutes of all meetings shall be accurately recorded and maintained.

7. ARTICLE VIII – AFFILIATION

1. Section 1: Charter Application and Maintenance

1. The Fluvanna Girls Softball League (FGSL) shall annually apply for a charter from Dixie Softball, Inc., and shall take all necessary steps to obtain and maintain such charter. The League shall focus exclusively on activities authorized by this charter and shall not affiliate with or operate any competing program or organization.

2.  Section 2: Governing Rules

1. The Official Playing Rules and Regulations as published by Dixie Softball, Inc. shall be binding on the League and its operations.

3. Section 3: Local Rules and Bylaws

1. The local rules, ground rules, and/or bylaws of FGSL shall be adopted by the Board of Directors at a meeting held no less than one (1) month before the first scheduled game of the season.
2. Local rules, ground rules, and/or bylaws must not conflict with:

1. The Official Rules, Regulations, and Policies of Dixie Softball, Inc.
2. The FGSL Constitution.

3. Local rules, ground rules, and/or bylaws shall expire at the conclusion of each playing season and are not considered a permanent part of this Constitution.

8. ARTICLE IX – FINANCIAL AND ACCOUNTING

1. Section 1: Financial Oversight

1. The Board of Directors shall manage all matters related to the finances of the League. All income, including auxiliary funds, shall be placed in a common treasury. The Board shall direct expenditures in a manner that ensures no individual or team gains an unfair advantage over others.

2. Section 2: Fundraising and Contributions

1. Contributions of funds or property to individual teams are prohibited.
2. All fundraising efforts shall benefit the common treasury to ensure equal support across the League.
3. Solicitation of funds in the name of Dixie Softball, Inc. or the League is only permitted if all proceeds are deposited into the League's common treasury.

3. Section 3: Disbursement of Funds

1. Local League funds may only be used for FGSL activities and must comply with the rules, regulations, and policies of Dixie Softball, Inc.
2. Disbursements shall be made by:

1. Check, requiring dual signatures from the Treasurer and another authorized Officer.

3. League credit or debit card, with receipts submitted to the Treasurer or President within three (3) days of purchase.

4. Section 4: Conflict of Interest

1. No Board Member authorized to disburse funds shall be the spouse or immediate family member of the President or Treasurer.
2. Any Board Member with access to League funds must be approved by a majority vote of the Board, which shall be recorded in the minutes.

5. Section 5: Compensation Prohibition

1. No Director, Officer, or Member of the League shall receive any salary, compensation, or financial benefit for services rendered in their official capacity.

6. Section 6: Financial Accounts

1. All funds received, including sponsorships and fundraising proceeds, shall be deposited into the League's financial account, maintained at a federally insured bank or financial institution approved by the Board.
2. Any establishment or change of financial accounts must be recorded in the Board meeting minutes.

7. Section 7: Fiscal Year

1. The fiscal year of the League shall begin on January 1 and end on December 31.

8. Section 8: Dissolution of the League

1. Upon dissolution of the League:

1. After settling all outstanding debts and claims, remaining assets shall be directed to any softball organization within Fluvanna County, or another chartered Dixie Softball, Inc. program in good standing as determined by the Regular Members.

9. ARTICLE X – AMENDMENTS

1. This Constitution may only be amended, repealed, or altered, in whole or in part, by a two-thirds (66%) majority vote of the Members at a duly organized meeting.
2. The Board of Directors shall have the authority to correct grammatical errors, formatting issues, or other minor revisions to the bylaws, provided such changes do not alter the intent or substance of the bylaws. Any corrections made must be recorded in the meeting minutes for transparency. Revisions will be noted in footnotes.
3. Section 1: Proposal Process

1. Notice of the proposed amendment must be included in the meeting notice provided to Members at least ten (10) days prior.
2. A draft of all proposed amendments must be submitted to the League’s Board of Directors for approval before a Membership vote.

4. Section 2: Adoption of Amendments

1. Approved amendments shall take effect immediately unless otherwise specified in the amendment text.
2. The updated Constitution shall be distributed to all Board Members and retained in the League's official records.

This Constitution was approved by the league’s Board of Directors on 1/8/2025:

President’s Name (Printed):

   Angela Green

President’s Signature:

     {{Signed}}

(Acting) Secretary’s Name (Printed):

 Andrew Mauck

(Acting) Secretary’s Signature:

  ((Signed))

League ID No.:

 0736314-6

Federal ID No. (if available):

State ID No. (if available):