By Laws
Clackamas County Girls Softball Association (CCGSA) BYLAWS
ASSOCIATION OBJECTIVES
1) To provide as a volunteer organization both recreational and competitive fast pitch softball
opportunities and softball T-ball opportunities for girls 18 years of age and below residing
within the geographical boundaries of Clackamas County, Oregon;
2) To organize, maintain, operate and supervise the participation of teams from CCGSA in inhouse, Clackamas County, District, State, Regional and National leagues and tournaments.
3) To promote good sportsmanship and fair play, to develop skills in softball, and to encourage
physical fitness among youth participants;
4) To promote softball as an activity for the area’s youth;
5) To solicit and receive donations of money and property, and take and hold real and personal
property obtained by gift, grant, devise or bequest;
6) To engage in the sale of food, beverages and confections, and to operate concession
stands, and to carry on other fund raising activities necessary for the accomplishment of the
general objectives of the association;
7) To operate as a volunteer association, with volunteers as officers, and with officers’ duties
carried out by volunteers.
8) To do all other things necessary and proper to carry out the above general objectives.
BY-LAWS
ARTICLE 1 - Membership
SECTION 1. MEMBERSHIP
Membership shall consist of the board of directors, area representatives and reputable adults 18
years of age or older active in softball T-Ball or fast pitch softball in Clackamas County.
SECTION 2. RIGHTS AND PRIVILEGES
Members in good standing qualify to hold all offices to serve on all committees and to participate
in all benefits, programs and activities of CCGSA.
SECTION 3. OFFICER ELECTION
Any member of good standing of the CCGSA may be nominated and elected to an officer
position subject to the restrictions of these bylaws. Members in good standing may vote for
CCGSA officers at the annual meeting for the election of officers, to be held the second Sunday
in September. Newly elected officers will take office the day after election with outgoing officers’
serving through the September meeting of CCGSA.
SECTION 4. DURATION OF OFFICE
Officers will serve a full year from September to September or until a successor has been
elected. An officer may be re-elected for three (3) successive terms. Vacancies created during
a term of office shall be filled for the remaining portion of the term by the Executive Board.
SECTION 5. MEMBER EXPULSION
The Executive Board by a 2/3 vote shall have the power to suspend or expel members
whenever the best interests of the CCGSA will be served. Prior to such suspension or
expulsion, a member shall be entitled to notice of the action and a hearing before the Executive
Board.
SECTION 6. SELECTION AND DISMISSAL OF TEAM ASSOCIATIONS
The Executive Board may dismiss a team from participation in league activities when Coaches
engage in inappropriate language, actions or behavior that are contrary to the best interests of
the CCGSA. A hearing before the Executive Board may take place at the request of the team
wherein the team’s representative will be given the opportunity to present the team’s position
before the Executive Board votes on dismissal. A team may call supporting witnesses at the
hearing.
ARTICLE II - Government
SECTION 1. EXECUTIVE BOARD
The executive board shall consist of a CCGSA President, a Vice-President, a Secretary, a
Treasurer, and four (4) Members at-large elected from the general membership at the annual
election of the officers. The Executive Board shall not have more than two members from the
same Association. The Executive Board shall determine membership, disciplinary concerns,
and recommend CCGSA polices and rules for vote to the Board of Directors. It shall take a 2/3
vote for decisions to be made.
SECTION 2. BOARD OF DIRECTORS
The board of directors shall consist of the Executive Board and the Area Representatives.
Should a vacancy occur in any of the Executive Board prior to the expiration of an officer’s term
of office, the Executive Board shall appoint a replacement to serve out the term. Should the
President fail to serve out his/her term of office, the Vice-President shall serve out the remainder
of the President’s term as President. Should both the President and Vice-President fail to serve
out their term of office, the board of directors will select a new President and Vice-President to
finish the term.
SECTION 3. GENERAL MANAGEMENT
The general management and control of affairs, funds and assets of the CCGSA shall be vested
in the board of directors and any appointed officers of the CCGSA.
SECTION 4. NOMINATIONS
Nominations for office may be made to any member of the executive board prior to the
elections, or they may come from the floor at the annual elections meeting.
ARTICLE III - Meetings
SECTION 1. MEETINGS
Regular CCGSA board of director meetings may be held (once a month as best determined by
members of the Board) [on the second Sunday of each month, December through June] and as
designated by the CCGSA president. Executive board meetings shall be held as necessary,
whenever called by the president. Notice of regular board meetings shall be made by the
secretary to board members at least five (5) days prior to the meeting.
SECTION 2. ORDER OF BUSINESS
The order of business at all meetings of the CCGSA shall be determined by the CCGSA
president or presiding officer. In the absence of the president, the vice-president will direct the
meeting; in the absence of the president and vice-president, the secretary will direct the
meeting. All decisions of the board of directors will be approved by a simple majority with each
association allowed one vote and each executive board member allowed one vote: only one
vote over 50 percent of members in attendance will be necessary for approval. Executive board
decisions will require a 2/3 majority in order to be approved: all executive board members,
including the president shall have a vote on matters before that body. Voting by proxy will not
be allowed although the Association Representative may send a substitute if he/she is
unavailable.
ARTICLE IV - Board of Directors Meetings
SECTION 1. SPECIAL BOARD OF DIRECTOR MEETINGS
Special meetings of the board of directors may be called at any time by the CCGSA president,
and shall be called whenever four (4) members of the board of directors shall request the
president to do so. Notification of such special meetings must be made to each board member
by email, by telephone or online through the official CCGSA website.
SECTION 2. QUORUM
Five (5) voting members of the board of directors shall have full power and authority to delegate
to the officers and committees; to create and empower additional committee and to perform all
acts and management of the affairs of the CCGSA. The executive board will require three
executive board members present in order to take any action.
ARTICLE V - Duties of Officers
SECTION 1. PRESIDENT
It shall be the duty of the CCGSA president to preside at all meetings; to appoint chairmen of
committees, and to perform such duties as pertain to the office or as the board of directors may
direct. The CCGSA president shall also serve as the official representative of the association at
any county or state meetings.
SECTION 2. VICE PRESIDENT
In the absence of the CCGSA president, the vice-president shall exercise all powers and
perform all duties of the president. The vice-president shall be responsible for finding and
securing facilities for all meetings.
SECTION 3. SECRETARY
The association secretary shall keep minutes of all meetings of the board of directors and of
coaches, and read those minutes at the next meeting of the respective body. He/she shall make
at least two copies of meeting minutes, one for his/her own records and one for the association
president. He/she shall also coordinate notification of all meetings to the appropriate parties, be
the notification by mail, online or by telephone.
SECTION 4. TREASURER
It shall be the duty of the treasurer to supervise all money belonging to CCGSA, to make
deposits in a reliable bank, to supervise the paying out of funds, and to keep accurate and
current account of activity, advising the board of current status at each regular board of directors
meeting. Monthly written reports of expenditures and of current bank balances must be made to
the association president, with copies available to board members on request. Any bills
submitted to the treasurer must be accompanied by a receipt and a written explanation of the
reason for the expenditure and/or an itemized listing of what was purchased. Reimbursements to board and committee members shall require both a receipt and a written explanation of the
expenditure.
SECTION 5. MEMBERS AT LARGE
The Four (4) Members At Large are designed to orientate new board members to the structure
of the association and provide an opportunity for individuals to actively participate in the
association.
ARTICLE VI - CHANGE IN BY-LAWS
SECTION 1
Any major change in these bylaws will be posted on the CCGSA's official website along with the
meeting at which the proposed change will be voted on. Future voting on changes to the bylaws will follow the procedures outlined in Article III, Section 2: Order of Business.
ARTICLE VII - DISSOLUTION
SECTION 1
In the event of dissolution or final liquidation of CCGSA, all assets remaining shall be distributed
to softball programs that participate in the non-profit Oregon American Softball Association.
