BYLAWS OF THE

JERSEY GIRLS
FASTPITCH

February 17, 2016

TABLE OF CONTENTS
1. NAMES
2. OBJECTIVE
3. ADDRESS
4. GOVERNMENT & PROCEDURES
5. MEMBERS
6. CONDUCT OF MEMBERS
7. MEETINGS
8. FINANCIAL POLICY
9. NOMINATIONS & VOTING
10. DUTIES OF THE BOARD OF DIRECTORS
11. REGISTRATION & INSURANCE
12. DEDICATION/DISSOLUTION CLAUSE
13. POLITICAL LIMITATION CLAUSE
14. PROXY VOTE
15. AMENDMENTS
16. RATIFICATION

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February 17, 2016

1. NAMES
1.1 This organization shall be known as Jersey Girls Fastpitch. From this point
forward in this document, Jersey Girls Fastpitch shall be referred to as Jersey
Girls.

2. OBJECTIVES
The objectives of the Jersey Girls, a New Jersey non-profit corporation, shall be
as follows:
2.1 Promote the ideals of good sportsmanship, loyalty, perseverance and
responsibility. This objective shall be achieved by providing supervised athletic
teams.
2.2 To operate an amateur girls fast pitch softball club to foster and promote
amateur softball competition on a local, state, regional and national basis, as
appropriate for each team.
2.3 To sponsor and organize amateur athletes and teams engaged in amateur
softball competition.
2.4 To provide training and education to support and develop amateur athletes.
2.5 Each Jersey Girls team shall strive to have at least one non-parent coach on
the coaching staff.

3. ADDRESS
3.1 Physical Address
Jersey Girls Fastpitch
1 Lenox Court
Montville, NJ 07045
3.2 Mailing Address
Jersey Girls Fastpitch
P.O. Box 294
Montville, NJ 07045

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February 17, 2016

4. GOVERNMENT & PROCEDURES

4.1 The Jersey Girls shall be organized exclusively for nonprofit educational
purposes within the meaning of section 501(C)(3) of the Internal Revenue Code.
4.2 Notwithstanding any other provision of these articles, the organization shall
not carry on any activities not permitted to be carried on (a) by an organization
exempt from Federal Income tax under section 501(C)(3) of the Internal
Revenue Code of 1986 (or the corresponding provision of any future United
States Internal Revenue law) or (b) by an organizations contributions to which
are deductible under section 501(C)(3) of the Internal Revenue Code of 1986 (or
corresponding provision of any future United States Internal Revenue law).
4.3 Government of the Jersey Girls shall be under the direct supervision of the
Board of Directors. The number of members on the Board of Directors shall
equal the number of Jersey Girls teams or be a minimum of five (5) members:
President, Vice President, Secretary, Treasurer, and a Member at Large. The
number of Member(s) at Large shall be increased when there are more than five
(5) Jersey Girls teams to allow each team to have representation on the Board of
Directors. Each Board of Director shall serve for a term of two (2) years.
4.4 All corporate powers shall be exercised by or under the authority of, and the
business and affairs of the Club shall be managed under the direction of, the
Board of Directors except as may be otherwise provided in the Act or the
Articles. If any such provision is made in the Articles, the powers and duties
conferred or imposed upon the Board of Directors by the Act shall be exercised
or performed to such extent by such person or persons as is provided in the
Articles.
4.5 Any Board vacancy shall be filled by Board appointment within four (4)
weeks. A director elected to fill a vacancy shall be elected for the unexpired
term of the predecessors term.
4.6 The Board may remove any Board member by two-thirds (2/3) vote of all
Board Members.
4.7 The Board shall normally meet, at a minimum, once every three months.
Jersey Girls meetings shall act as general board meetings.
4.8 All meetings of the Board of Directors are to be open to the Club. The Board
of Directors may have special executive sessions to address personnel matters,
litigation matters, or other matters for which confidentiality is advisable. All
voting and decision making shall be made in the open meeting for the record. A
roll call vote is a vote on the record noting the name of each voter and his/her
voting position.

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February 17, 2016

4.9 The Board of Directors, by resolution adopted by a majority of board

members, may designate one (1) or more committees to perform duties for the
Board of Directors.
4.10 A fifty-one percent (51%) majority of all board members constitute a
quorum for the transaction of all business.

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4.11 The President, or at least three (3) voting board members, may request a
special emergency meeting of the Board. There must be a notice of at least
twenty-four (24) hours prior to the meeting.
4.12 It shall be the responsibility of the Board to oversee all administration and
rules for the Organization.
4.14 The Board shall appoint such staff as it deems necessary for the
Organization.
4.12 If one of the board numbers becomes unavailable, succession of the
Elected Board shall be Vice President, Secretary, Treasurer, and Member at
Large, in that order.
4.13 No association personnel shall, at any time, incur debts in the name of the
Club.
4.14 The Board shall maintain a general account for the Club at large. A detailed
list and receipt must accompany any purchases.
4.15 Each team shall maintain their own bank account that shall be supervised
by the Clubs treasurer in an oversight role. Each team manager, with
consultation with the Club treasurer, may appoint account signatories as
needed. A receipt must accompany any purchases. Each team shall provide the
clubs Treasurer with a quarterly budget report.
4.17 No Club personnel shall be personally liable for the debts, liabilities, or
obligations of the Club.
4.18 A board member absent for three (3) consecutive regularly scheduled
meetings may be subject to dismissal by majority vote of the Board.
4.20 The Clubs fiscal year shall be from September 1 to August 31.
4.21 The official colors shall be red, white, and navy blue, and shall be on all
uniforms.
4.22 The team manager shall be responsible for all team rules and decisions.
These rules and decisions include but are not limited to:
4.22.1 Governance of the team;
4.22.2 Disciplinary actions of the team;
4.22.3 Allotment of money raised by fundraising;
4.22.4 Playing time;
4.22.5 Tournament schedule and travel;
4.22.6 Team structure i.e. players, coaches, and support personnel;
4.22.7 Team bank account.

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February 17, 2016

5. MEMBERS
5.1 The Jersey Girls shall admit any person as a member upon payment of team
fees as determined by the teams manager. An exception will be made for
individuals who are board members, committee members or coaches that do
not have a child participating in the Club. Their work and dedication shall be
enough to admit them as a member. Partial payment that falls within each
teams policy of payment shall count as payment for inclusion into the Jersey
Girls. Each player, family or persons membership shall expire at the end of the
fiscal year. Prior to any manager making special arrangements and/or
scholarships for a player, the arrangement must receive board approval.
5.2 Team fees may be refunded at the discretion of the manager and with board
approval. In the event of a player quitting a team, the option to reimburse fees
shall be at the discretion of the team manager and with board approval.
5.4 There shall be no transfer of players between teams without board approval.
No team shall recruit players from another Jersey Girls team. A team member
participating as a guest player for another Jersey Girls team shall not be
considered a team transfer.
5.5 Any person who violates the above procedures shall be suspended without
recourse.

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February 17, 2016

6. CONDUCT OF MEMBERS
6.1 Conduct shall be maintained at a high level and in the best interest of the
Jersey Girls at all times. All members of the organization shall at all times refrain
from the use of verbal abuse, profanity, derogatory behavior and discrimination,
and shall not publicly display undue anger or animosity toward any member of
the organization, opposing team or organization, or anyone on the field.
6.2 Any charges of misconduct against any member, except the President, shall
be presented in writing to the President. The President shall then call an
executive session of the Board of Directors within seven (7) days, which shall not
be open to the public. The accuser, the accused, and any witnesses shall be
heard and the Board shall determine if the accused shall be cleared, warned, or
suspended. If the Conduct Committee (as appointed by the board) determines
that a charge is extremely serious, said meeting shall be scheduled by the
President within twenty-four (24) hours pending further investigation by the
Board.
6.3 Any charges of misconduct of the President shall be presented in writing to
the Vice President, who shall, within seven (7) days, convene an executive
session of the Board to hear the charges, and determine if the President shall be
cleared, warned, or suspended. If the Vice President determines that a charge
against the President is extremely serious, the President may be immediately
suspended with the concurrence of two-thirds (2/3) of the Board members
pending the executive session.
6.3.1 Final voting on all misconduct charges shall be done by a roll call
vote in an open meeting.
6.4 No charges of misconduct shall be brought more than thirty (30) days after
the alleged event.
6.5 Any person accused of misconduct and refuses to attend an executive
session of the Board convened to hear the matter shall be subject to suspension
without recourse.
6.6 Any member who knowingly accuses another falsely may be suspended
from membership.
6.7 A person who has been suspended may make application for reinstatement
through the Board of Directors by setting forth all the facts regarding the
suspension and the action of the Board shall be final in either upholding the
suspension or reinstating the member. The action to the Board shall be by a twothirds (2/3) vote of the Board at which a quorum is present. The suspended
person shall not be eligible to make re-application for membership for a period
of one (1) year.

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6.8 Any manager that resigns must do so with written notification to the Board.
The Board shall then appoint a new manager.

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February 17, 2016

7. MEETINGS
7.1 Roberts Rules of Order shall govern the proceedings of all meetings except
when in conflict with the by-laws.
7.2 The notice of quarterly board meeting shall be as follows:
7.2.1 Five (5) day advertisement of meeting, sent via email.
7.2.2 Agenda shall be set 48 hours prior to meeting.

8. FINANCIAL POLICY
8.1 No individual or firm shall be allowed to make a direct gift or contribution to
any single player, manager, or coach that is deemed to be excessive by the
Board of Directors and is not in the best interest of the Jersey Girls.
8.2 10% of funds raised during a major Club fundraiser (not an individual team
fundraiser) will go to the Club. The Board of Directors and the head of the Clubs
fundraising committee shall determine what constitutes a major Club fundraiser.
Distribution of the rest of the funds collected during a major Club fundraiser
shall be determined by the fundraising committee.
8.3 Each team shall be assessed a per player team fee to the Club. The Board of
Directors shall annually establish this amount at the discretion of the Board.
Special team assessments are allowable, provided they are assessed equally
against all teams. All other funds raised by a team shall go to that team
responsible for the fundraising or collection of team fees.
8.6 A sponsor must agree that only the Jersey Girls organization dictate the
policies and conduct of teams.
8.7 Sponsors shall be contracted on a seasonal basis.
8.8 If any sponsor has a complaint, such complaint shall be given to the Board of
Directors for action.
8.10 All managers shall submit a yearly budget to the board, via the treasurer,
by the fall quarterly board meeting. All managers team budget shall follow a
template provided by the organization treasurer.
8.13 An audit committee can perform an internal audit of the Organizations and
teams books at any time at the request of the Board of Directors.

9. NOMINATIONS & VOTING

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9.1 A general meeting shall be held for election of officers once per year with
each position having a two (2) year term. To ensure continuity, roughly half the
board should be elected in any given year. Vice President, Secretary, and the
Member at Large shall be elected on odd years and the President and Treasurer
shall be elected on even years. For year one of the organization, the President
and Treasurer shall be elected to a two-year term and the balance of the board
elected to a one-year term. This election should be held in August or as near to
this month as possible.
9.2 The general voting membership shall consist of all Club members in good
standing. Each family shall have no more than one (1) vote.
9.3 Nominations from the floor shall be accepted, and any nominee must be
present at the election.
9.4 Board members not being voted into office shall be responsible for the
accuracy of the ballot count.
9.5 Each voting member shall be entitled to cast one vote for each position on
the ballot. A member must be present to cast a vote.

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February 17, 2016

10. DUTIES OF THE BOARD OF DIRECTORS

10.1 The Board shall be responsible for the selection and/or termination of all
managers and shall approve the selection of coaches. Any manager or coach
shall have 30 days to appeal any decision if they so choose. This appeal must be
presented to the President in writing within seven (7) days of the decision.
10.2 The President shall be the chairperson of the board. As the chief
administrator, the President shall preside over all regular and special meetings,
prepare an agenda for all regular meetings, and select all appointed positions
and committees with Board approval. The President shall be empowered to take
reasonable and prudent action in cases not covered in the Bylaws and such
authority that is implied in this office. The President shall also be responsible for
scholarships.
10.3 The Vice President shall serve as the chairperson in the absence of the
President. The Vice President shall work with other officers and committee
members, is an ex-officio member of all committees, and carries out such duties
and assignments as may be designated by the President. The Vice President
shall also be responsible for sponsorships.
10.4 The Treasurer shall have charge and custody to ensure safe guarding to
oversee the Clubs and teams funds. The Treasurer shall oversee the Clubs
financial records, prepare and provide financial reports to the Board quarterly,
perform other duties as assigned by the President or the Board, performs all
duties incident to the office of Treasurer, and ensure the Clubs and team
accounts meet organizational standards.
10.5 The Secretary shall give all notices as provided in these Bylaws or as
required by law. The Secretary shall take minutes of the meetings of the
members and the Board, keep the minutes as part of the Clubs records,
distribute copies of the minutes of all meetings to the Board within 48 hours for
approval, perform duties as assigned by the President or the Board, and
maintain a record of all officers, coaches, participants, members, and sponsors.
10.6 The Member(s)-At-Large shall represent the views of team managers and
coaches, and shall perform other duties as requested by the President or the
Board.

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11. REGISTRATION & INSURANCE

11.1 Registration shall be held prior to the start of the fall playing season each
year.
11.2 Each player must be registered by a parent or legal guardian. Proof of age
shall be required for registration. Each player shall provide a copy of her birth
certificate or other official document showing proof of age which shall be
maintained by the team manager.
11.3 Team fees shall be set by each team and payable as each teams policy
dictates.
11.4 The team fee may be waived for or a scholarship awarded to a player due
to extraordinary circumstances, at the discretion of the team manager and
approved by the Board.
11.5 The Board shall reserve the right to require a written medical release for
any player from a licensed physician if deemed necessary.
11.6 All managers, coaches, and team assistants shall submit to a background
check.
11.7 Team managers shall be responsible for registering their team with
appropriate softball governing associations as required to participate in
tournament play.
11.8 Team managers shall be responsible for securing team insurance.

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February 17, 2016

12. DEDICATION/DISSOLUTION CLAUSE

12.1 The property of the Jersey Girls shall be irrevocably dedicated to charitable
and nonprofit purposes upon dissolution. No part of the net income or assets of
this organization shall ever be used to the advantage or benefit of anyone in the
organization.
12.2 Upon the dissolution of the Jersey Girls, after paying or adequately
providing for the debts and liabilities of this organization, the remaining assets
shall be distributed to a nonprofit fund, foundation, or organization, selected by
the Board, which is organized and operated exclusively for charitable purposes
specified in section 501(C)(3) of the Internal Revenue Code.

13. POLITICAL LIMITATION CLAUSE

13.1 No part of the activities of this organization shall consist of carrying on
propaganda or otherwise attempting to influence legislation, and the
organization shall not participate or intervene in any political campaign
(including the publishing or distribution of statements) on behalf of any
candidate for public office.

14. PROXY VOTE

14.1 Board members, with voting privileges, may exercise their vote, when
absent, by presenting the President with a written proxy. The proxy shall specify
a members intent and a record of the proxy vote shall be recorded in the
minutes. Proxy use shall be limited to two (2) consecutive board meetings and
may be submitted via e-mail.

15. AMENDMENTS
15.1 Amendments to these bylaws shall be approved by two-thirds (2/3) of the
votes cast at a general meeting. The intent to amend bylaws shall be publicized
a minimum of ten (10) day prior to the general meeting.

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16. RATIFICATION
16.1 These bylaws of the Jersey Girls adopted this day, February 17, 2016 by the
general membership, supersedes all previous bylaws and minutes of meeting
issued by the Jersey Girls or any previous affiliation either written or oral.
Jersey Girls Fastpitch.
By _______________________________________
By _______________________________________
By _______________________________________
By _______________________________________
By _______________________________________
By _______________________________________

Date:

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President
Vice President
Secretary
Treasurer
Member At Large
Member At Large