ARTICLE I - NAME
organization shall be known as the Scott County Softball Club. (SCSC)
II - OBJECTIVE
Said association is organized exclusively for charitable and educational
purposes, including, for such purposes, the making of distributions to
organizations that qualify as exempt organizations under section 501(C)(2) of
the internal revenue code or corresponding section of any future federal tax
SCSC seeks to instill in the participants: ideals of good sportsmanship,
honesty, loyalty, courage, and respect for and of authority. This objective
will be reached by providing supervised competitive athletic games. The
supervisors, coaches, parents, volunteers and spectators shall bear in mind at
all times that the attainment of exceptional athletic skill or the winning of
games is secondary and that the molding of future citizens is of prime importance.
III - VOTING MEMBERSHIP
voting membership of the association will have one vote each and shall be
limited to persons in good standing with SCSC and meet the following
Parents or guardians of the participants in the league.
The executive committee.
Assistant Coaches (Limited to (1) one per team.
E. Board members.
IV - EXECUTIVE BOARD MEMBERS
The Executive Board consists of the following members:
At the annual organization meeting, the Board Members shall be elected for a
period of one 2-year term.
There is a minimum requirement of one (1) year on the board in order to be
elected for president, vice president and treasurer.
Elected executive board members shall take office by November 1st.
The offices of President and Secretary will be voted on and filled in years
ending in even numbers. The offices of Vice-President and Treasurer will be
voted on and filled in years ending in odd numbers.
An elected member of the executive board may be removed by a majority vote of
the executive board.
Should any vacancy of the executive board occur by death, resignation, or
otherwise the same shall be filled without delay by the executive board.
V - LEAGUE COORDINATORS
The coordinators of the league shall be board appointed positions for a term of
one (1) year, running December 1st through November 30th. The position
titles are as follows with a brief description included:
Coordinator – Coordinates arrangements of league sponsored tournaments and
entries into other league tournaments.
Coordinator – Schedules all game umpires.
Relations Coordinator – Solicits sponsors for the league teams. Contacts
newspaper with league stories and pictures.
Posting on Facebook, Tweeter and Instagram.
Coordinator – This person, together with three additional people from each
league, will handle all concession stand operations.
Coordinator – Handles ordering uniforms and coach’s shirts.
Coordinator – Handles ordering of trophies and sponsor plaques and will
deliver plaques to the coaches/sponsors.
Coordinator – Responsible for maintaining the website.
Coordinator – Schedules all games, including rain outs and tournament
games. This person is responsible to communicate with the Umpire Coordinator,
and Concessions Coordinator.
Events Coordinator – Responsible for league events such as the summer
picnic and team pictures.
Facilities/Equipment Coordinator- Responsible for preparing the fields for
games and maintaining building cleanliness and security, including bathrooms.
Also responsible for equipment loaned out to coaches, making sure it is
returned at season end. Ordering needed equipment and maintaining existing
School League Coordinator
School League Coordinator
Olympics/Homerun League Coordinator
All league coordinators will be required to provide the Board with details of
projects, events, expenses, etc. The Board will make all final decisions.
An appointed league coordinator may be removed by a majority vote of the
All matters of policy concerning the SCSC shall be decided by a majority vote
of the executive board.
Any individual who has a conviction of domestic violence, or misdemeanor
conviction involving drugs or alcohol. Any conviction involving immoral
turpitude with a minor. And any conviction of crime deemed by the board to be
detrimental to the mentorship of all players in the league shall be unable to
participate in any league fashion.
One person may hold multiple League Coordinator positions with Board approval.
VI – MEETINGS
An annual meeting of the members of this association shall be conducted by the
end of each quarter for the reading of reports. At the 3rd quarter meeting
elections will be held for Executive Board members who will take office
November 1st. A public notice will be made two (2) weeks prior to the date of
the meeting. Additional meetings may be called by the president, or upon
request of at least three (3) executive board members. The executive board
members will have no less than quarterly meetings.
A majority vote of the members present at said meeting shall constitute a
quorum provided notice has been given via a posting at the park, website, other
social media sites or sent via email, seven (7) days in advance and all
executive members have been notified.
VII – FINANCIAL POLICY
The executive board shall decide all matters pertaining to the finances of
SCSC. It shall be general policy to place all income in a common treasury,
directing expenditures of same in such a manner as will give no individual or
team any advantages over the other as to equipment and so forth. (Ask about
division of accounts with general/capital expenditures.)
No expenditure or association commitment over five hundred ($500.00) dollars
will be made without prior executive board approval.
All debit card transactions will be preauthorized via phone, email, or
directive by the president with approval of funds by the treasurer. Three (3)
cards are to be issued in the name of the president, vice-president and
concession stand coordinator. All expenditures must have corresponding receipts
and be within the limits listed above unless preauthorized above that amount.
A financial report, including the concession stand report, of all monies shall
be submitted at every executive board meeting and every general meeting of
SCSC, at the discretion of the executive board.
No part of the net earnings of the association shall inure to the benefit of,
or be distributable to, its members, trustees, officers, or other private
persons. Notwithstanding any other provision of these articles, the association
shall not carry on any other activities not permitted to be carried on:
By an organization exempt from federal income tax under section 501(C) (2) of
the internal revenue code, or corresponding section of any future federal tax
By an organization, contributions to which are deducted under section of any
future federal tax code.
Upon the dissolution of the association, assets shall be distributed for one of
more exempt purposes within the meaning of section 501(C) (2) or the internal
revenue code, or corresponding section of any future federal tax code, or shall
be distributed to the federal government, or to a state or local government,
for a public purpose. Any such assets not so disposed of shall be disposed of
by the court of common pleas of the county in which the association is then
located, exclusively for such purposes or to such organization or
organizations, as said court shall determine, which are organized and operated
exclusively for such purposes.
VIII – INSURANCE
group type accident insurance obtained by and in the name of SCSC shall cover each
participant in league play or practice session of the SCSC. Insurance for
players also accepted individually from A.S.A. Each player shall be required
prior to participating in any league play or practice session, to pay a
specified registration fee and return a completed application form. No SCSC
facility will be available until above requirements have been met. All-Stars
will be sanctioned A.S.A. and N.S.A.
IX – COACHES AND ASSISTANTS
Coaches and assistants of all teams shall submit a coaching application for
approval by the executive board as well as pass a criminal background check
conducted by Parks and Recreation.
Each team will have one (1) coach and two (2) assistants. They shall be
responsible for their team’s conduct on or off the field, while acting in their
capacity as a coach or assistant.
Each coach or assistant shall conduct himself/herself at all times in such a
manner as to be a credit to this association and to the Scott County community.
Coaches and/or assistants shall be subject to removal or asked to resign by
majority vote of the executive board for justifiable reasons, including article
five, section E.
Each coach and assistant will be allowed to have their children play on the
team they manage.
Any coach or assistant ejected from a game may be brought before the executive
board and will be subject to any disciplinary action deemed appropriate. The
coach or assistant will be given 24 hours advance notice of the meeting at
which time a decision will be made with or without his/her presence.
Any coach or assistant who has outstanding financial obligations to SCSC or any
other softball organization or related business will not be allowed to coach
until proof of restitution is provided in writing to SCSC executive board.
X – PARTICIPATION
Participation in this association shall be in accordance with the rules stated
for each season and shall be governed by SCSC.
Each player shall conduct herself at all times in such a manner as to be a
credit to this organization and the Scott County community. Each player shall
be subject to removal from the assigned team upon recommendation of his/her
coach to the executive board (with majority vote of the executive board).
Any player with outstanding financial obligations to SCSC will not be allowed
to participate until proof of restitution or agreement is provided in writing
to the SCSC executive board.
Any member of a team that does not attend two (2) successive practices and does
not have a valid reason suitable to the coach’s approval (illness or vacation)
may be prohibited from playing the following league game.
XI – APPLICATIONS AND PLAYER PLACEMENT
All applications shall be turned in by the dates determined by the executive
board for both spring and fall seasons.
Each player must furnish a certified state issued birth certificate with their
application showing the date of birth. A copy of the birth certificate will be
attached to the application and kept in the SCSC files. Returning players with
a copy of a birth certificate on file need not furnish a birth certificate each
year unless requested by the executive board.
No player can participate in any game or practice session until her application
and fee has been turned in to a member of the executive board.
No player shall be allowed to be placed on two different league rosters at the
same time in the same season. No pick-up players allowed for league games, no
exceptions spring and fall.
Spring season - All players must play in a league that matches their age as of
January 1st of the current year, i.e., 13-year-old players will be placed
on the 13U league. Fall season – All players must play in the age league that
will apply with the upcoming January 1st date. Example: A 10-year-old playing
in the 10U league in the Spring that has a birthday between February and
December of the current year will move to the 13U league for the Fall season.
Placement of returning players and coaches for leagues shall be done in the
following manner: For each season, any player who participated on a team of the
past season shall be permitted to remain on that team. Any player who does not
desire to remain on the team with which she participated in the past season
will be permitted to place her name in the draft. She shall be assigned to a
team, other than the one she participated on, for the upcoming season in the
same manner as a new applicant.
Placement of new players shall be handled through a draft. A draft shall
consist of those players that are:
New applicants to the league shall be placed in a league that matches their
age. Applicants will be placed on a team of corresponding league having players
of the same age level, i.e., 13-year-old applicants will be placed on a team
composed of 13 years old & under.
Teams that have folded.
Players that no longer wish to play for the former team.
Approved All-Stars/Elite league coordinators will be expected to turn in
rosters by a date determined by the executive board. Minimum of ten (10)
players on a roster. Any changes to the roster after the date determined by the
executive board must have the approval of the player parent or guardian and the
No player can participate in any practice session until her application and
fees have been turned in to a member of the executive board.
XII – LEAGUES AND TEAMS
The executive board shall form leagues of this association after the signed
applications and birth certificates of players wishing to participate have been
received. No team shall have less than ten (10) players.
B. SCSC leagues
shall consist of the following age divisions:
Ten and under (10U)
Eight and under (8U)
Tee Ball (5U)
Minimum age is four (4) years old as of January 1st of the current
XIII – PHYSICAL/VERBAL ALTERCATION POLICY
This is an abbreviated form of the Scott county Softball Club and Georgetown – Scott County Parks and Recreation Department’s Physical and Verbal Altercation Policy. For a copy of the entire policy Please see the Scott County Softball Club and Georgetown—Scott County Parks and Recreation Physical/Verbal Altercation Policy under Forms. Scott County Softball Club and the Georgetown – Scott County Parks and Recreation Department strives to promote teamwork and acceptable social behavior in all sporting activity and recreation programs. Therefore, any unsportsmanlike conduct, including but not limited to fighting, verbal abuse or racial and gender epithets involving fans, coaches, players or any other participant will not be tolerated.
Fighting is defined as a hostile encounter with another party(s) resulting in a physical struggle or contact.
Verbal Abuse is defined as the intentional act of insulting another individual through oral measures with the intent of offending.
Harassing Fans/Spectators is defined as, but not limited to, abusive language, tormenting of participants and baiting of individuals.
Use of Racial and/or Gender Epithets is defined as racial and/or gender epithets used in reference to an individual’s race, color, gender or sexual orientation.
Unsportsmanlike Conduct is defined as any conduct that is unbecoming even though it may not be specifically addressed in the above definitions. Scott County Softball Club and the Georgetown – Scott County Parks and Recreation Department may, at its discretion, institute penalties for such behavior consistent with this policy.
Disciplinary action for the above offenses ranges from a one time suspension to a lifetime suspension from all Parks and Recreation Programs.
ARTICLE XIV- EQUIPMENT AND UNIFORMS
The equipment issued by this association will be determined by
the executive board in accordance with the rules. This equipment shall be
purchased from the lowest bidder, taking into consideration local merchants, by
the equipment coordinator and the uniform coordinator with the approval of the
executive committee for amounts over two hundred fifty ($250.00) dollars
uniform adopted by this association shall be matching shirts in the designated
team color and coordinating socks. Solid black softball pants or shorts (if
shorts are selected, they must contain a leg) with no writing on any portion of
the rear and will need to be provided by the player. If desired by the sponsor,
the sponsor’s name can be displayed on the back of the shirt. Each shirt must
prominently display the number assigned to that player. The uniform shall be
provided by each participant and will be worn in every game.
XV – REFUNDS
Refunds will be 95% of total amount. No refunds will be given once jerseys have
been ordered and/or games have begun. All refunds will be done by check. SCSC
reserves the right to deny all refunds.
COVID 19 Refund Policy
to the COVID 19 SCSC will be taking refund requests if the season must be
cancelled or has to be postponed more than 30 days. The refunds will be honored
at 95%. All refunds will be done by check. SCSC reserves the right to
deny all refunds. Please understand that we are a not-for-profit organization,
and all funds are generated via fees and donations.
XV – AMENDMENT
by-laws, or any section thereof may be amended or repealed by majority vote of
the executive board members present at any called meeting of this association
provided ARTICLE VI, SECTION B has been adhered to. Any amendment of these
rules governing the SCSC shall be made in written form and presented
to each coach and to the umpire coordinator. Standing rules – no changes shall
be made to the standing rules without executive board approval.