BY LAWS
Brandywine Valley Senior Softball Association Constitution & By-Laws
Constitution and By-Laws were adopted and approved by the Executive Board on
January 6, 2021. Reviewed and amended December 2, 2025
ARTICLE I: Association Name
Section 1. The name of this association shall be the Brandywine Valley Senior Softball Association, hereafter referred to as BVSSA.
ARTICLE II: Purpose
Section 1. The BVSSA is a competitive softball league for men aged sixty (60) years and older. Its purpose is to promote healthy competition and camaraderie in a safe and friendly environment.
Section 2. Tax Exempt Purpose: The BVSSA shall not be empowered to engage, directly or indirectly, in any activity that would invalidate its status as an organization exempt from federal taxation under Section 501(a) of the Internal Revenue Code of 1986, as amended (the “Code”). The BVSSA identifies itself as an organization described in Section 501(c) (7) of the Code. (Internal Revenue Code § 501(c) (7) provides social and recreational clubs with an exemption from federal taxation of income derived from providing services related to its tax-exempt mission.) All references to the Code contained herein are deemed to include corresponding provisions of any future United States Internal Revenue Law.
ARTICLE III: Executive Board
Section 1. The BVSSA shall be governed by a Four Member Executive Board consisting of the League Commissioner, Gold Division Commissioner, Silver Division Commissioner, and Treasurer. Members of the Executive Board shall be duly reappointed at the annual League membership meeting.
Section 2. The Executive Board shall have complete power to manage the BVSSA’s formats, schedules, assignments, and game competition rules; to raise funds for the benefit of the seasonal League and its participants in direct relationship only to BVSSA activities, in any manner; and to perform all other necessary BVSSA functions.
ARTICLE IV: Associate Membership and Player Eligibility
Section 1. Association Membership:
(A) Seasonal members of the BVSSA shall include Players, Team Managers, and Assistant Managers and Non-playing Participants and, as such, will sign seasonal BVSSA registration forms. Signing confirms their voluntary participation in seasonal League play, that they do so willingly and at their own risk, and that they thereby, separately, for their heirs, executors, and administrators, waive and release any and all rights against the League, its members, affiliates, sponsors, agents or representatives for any and all accidents, injuries, or losses suffered while competing in scheduled practices, League play, and/or in connection with any programs of the League.
(B) The Executive Board shall establish the seasonal registration fees annnually. The spring and fall registration fee shall be due and payable on dates stipulated by the board before participating in any game or pre-season outdoor practice. Once paid, fees shall not be returned, unless by approval of the Commissioner, for player withdrawal due to illness, injury, or personal reasons
(C) Each BVSSA team shall be under the charge of a Team Manager (and in his absence, an Assistant Manager), who shall represent that team in scheduled BVSSA play and be answerable to the Executive Board.
(1) Failure to comply with the BVSSA approved rules of play and code of ethics by any Team Manager, Assistant Manager, or a Player shall be assessed the following:
For the first offense, the individual shall be given a documented verbal and written warning by the Commissioner. The said individual shall be given an opportunity to be heard in his defense of such reason to do so.
For the second offense, not necessarily of the same actions, but of the Code, the individual shall be suspended, by a majority of affirmative votes of the Executive Board, for five (5) games for the second offense. The said individual shall be given an opportunity to be heard in his defense of such reason to do so.
On the third offense of the Code, the individual shall be indefinitely suspended, by a majority of affirmative votes of the Executive Board. The said individual shall be given an opportunity to be heard in his defense of such reason to do so.
(2) If the offense is egregious, the Executive Board has the right to take whatever action it deems appropriate.
(D) Player Draft : Prior to each new season, new teams will be formed to begin the new season of play. The objective of the draft process is to achieve balance and parity among the teams in the BVSSA.
(1) The Draft procedure will be developed by the Board of Commissioners.
Section 2. Player Eligibility:
(A) The requirement for eligibility of BVSSA players shall be male, 60 years of age. Players, whose 60th birthday occurs in the year of scheduled play, are considered eligible. Exceptions must have Executive Board approval.
(B) There are no residency requirements for BVSSA Players, Team Managers, or Assistant Managers.
(C) Waiting List Players and ‘Out for the Season’ Players:
1. Late registrants for BVSSA will be added to a waiting list for possible team placement if spots are available.
2. The assignment of a late registrant to a particular team shall be approved only by the Executive Board.
3. Late registrants, who are assigned to a team, may not play in a game until they are appropriately registered.
4. It is the Team Manager’s responsibility to document when an injured player is officially ‘out for the season’.
ARTICLE V: Amendments
Proposals to amend any portion of this Constitution may be submitted, by any player in writing, to the Commissioner at least seven (7) calendar days prior to the regular meeting of the Executive Board or a special meeting called for that purpose. If approved by three-fourths affirmative votes of the Executive Board, the amendment shall be adopted and become part of the constitution.
ARTICLE VI: Dissolution Clause
In the event of the dissolution of the BVSSA, all assets and properties, which remain after the discharge of the BVSSA’s liabilities, shall be used and distributed by the Executive Board through donations to one or more 501c charitable organization of their choice.
ARTICLE I EXECUTIVE BOARD
Section 1. Management
(A) The governing and management of the BVSSA, except as otherwise provided in the Constitution or these Bylaws, shall be vested in and controlled by the Executive Board. Leadership personnel are listed in Appendix I.
Section 2. Appointment, Term of Office
All Executive Board positions, whose term has expired, shall be filled by appointment to those positions at the annual BVSSA Meeting or a special meeting called for that purpose.
Terms of Office shall be one-year terms as determined by the Commissioner.
Executive Board members may be re-appointed to consecutive terms of office.
Section 3. Vacancy:
(A) Whenever a vacancy of office exists, the Executive Board shall make an appointment from the general seasonal membership to fill that vacancy until that term expires.
Section 4. Duties of the Executive Board:
(A) Serve as the official governing and management body of the BVSSA.
(B) Conduct all business affairs of the BVSSA.
(C) Enforce the BVSSA Constitution and Bylaws.
(D) Amend the Constitution and Bylaws in conjunction with the official BVSSA procedures in accordance with the procedures contained therein.
(E) Establish annual BVSSA fees, special charges or assessments, and due dates.
(F) Review and approve the annual BVSSA budget submitted by the Treasurer.
(G) Arrange and schedule BVSSA play and ensure compliance with BVSSA’s established playing rules and regulations.
(H) Establish bank accounts as necessary to accomplish BVSSA financial activities in accordance with the provisions contained in Article IV FINANCES.
(I) The Executive Board shall appoint team managers prior to the start of the next season.
(J) If a team does not have an appointed team manager, then the players of that team will select a manager from their team roster.
Section 5. Duties of the Commissioner:
(A) Serve as the official representative of the BVSSA.
(B) Attend and preside at all regular and special BVSSA meetings, and rule on questions of order.
(C) Sign all official BVSSA documents issued on behalf of the BVSSA.
(D) Serve as ex-officio member of all committees.
(E) Appoint Executive Board members.
Section 6. Duties of the Gold Division and Silver Division Commissioners:
(A) Assume the duties of the Commissioner in case of his absence.
(B) Advise and consult with the Commissioner and assume other duties as assigned by the Executive Board.
(C) Oversee the communications of routine BVSSA-wide information (rainouts, game results, phone hotline, etc.)
(D) Coordinate activities with the Fall League Coordinator.
Section 7. Duties of the Treasurer:
(A) Function as the custodian for all BVSSA funds and deposit them in a BVSSA-named account, with a financial institution approved by the Executive Board and in accordance with these Bylaws.
(B) Recommend an annual BVSSA budget to the Executive Board, collect all fees and assessments, and disburse funds as approved by the Commissioner.
(C) Maintain income and disbursement records and receipts for all BVSSA financial transactions, and balance and certify bank accounts monthly.
(D) Submit a financial report to the Executive Board at each regular BVSSA meeting.
(E) Cooperate fully in an annual audit of accounts by a committee appointed by the Executive Board.
(F) Perform other duties incidental to the office or as assigned by the Executive Board.
Section 8. Duties of Team Managers
(A) Team Managers will select one or more Assistant Managers.
(B) Team Managers, or their designee, will perform the following:
Post a lineup and positions to be played by each player during the game.
Keep an accurate score book.
Send or post game results to the person collecting the information by the next morning at the latest, preferably by that night when the game was played.
Listen to all comments, complaints, and concerns of players and deal with them fairly and appropriately.
Be the team’s representative and voice on the field when it comes to questions of rules and questions with the umpires. This means knowing the rules.
Be prompt in answering all emails from members of the executive board and for checking emails daily.
Be a responsible participant as a member of the managers group as it reviews the rules at the end of the season.
At the end of the season, turn in the electronic spreadsheet with the player stats to the person who is coordinating the collection of these stats.
Assure that all players get fair and appropriate playing time in the field.
Section 10. Removal of an Officer:
(A) An officer may be removed from office for cause, as determined by a 3/4 affirmative votes of the Executive Board, providing that the officer has been given an opportunity to be heard in defense of such reason to do so. Said removal shall then be considered a vacancy of office.
ARTICLE II STANDING, AD HOC AND SPECIAL COMMITTEES
(A) Standing, ad hoc, and special committees, as determined appropriate, shall be identified and appointed by the Executive Board for the purposes of planning, playing rules, regulations, season schedules, public relations, nominations, audit, and any other activity consistent with and in accordance with the Constitution and Bylaws. Committees and committee members are listed in Appendix I.
ARTICLE III ANNUAL AND SPECIAL MEETINGS
Section 1. ANNUAL BVSSA MEETING:
(A) An annual BVSSA meeting shall be held as scheduled by the Executive Board.
(B) Quorum for a regular meeting shall be a simple majority of the Executive Board. If a quorum is not present, the meeting shall be adjourned and no BVSSA business transacted. Voting shall be by voice, show of hands, or ballot. Proxy votes are not permitted.
(C) Meetings shall be presided over by the Commissioner or by another Executive Board member named by him.
(D) The order of business shall include, but not be limited to the following:
Call to order,
Affirmation of quorum,
Approval of previous meeting minutes,
Approval of financial report,
Report of the Commissioner,
Report of committees,
Unfinished business,
New business,
Adjournment.
(E) Attendance at regular BVSSA meetings is open to the BVSSA membership as defined in the Constitution.
Section 2. Special Meetings
(A)Special meetings may be called by the Commissioner or by a majority of the Executive Board. Notice of special meetings shall be emailed to the members at least 7 days, but no more than 21 days before the meeting.
ARTICLE IV FINANCES
Section 1. Bank Accounts:
(A) The BVSSA shall establish an account into which all funds derived from BVSSA seasonal membership fees, sponsor or player donations, fundraising events, projects, etc., shall be deposited.
(B) The account shall be balanced monthly and certified by the Treasurer.
(C) Numbered checks, signed by the Treasurer and filed for audit, shall be used for reimbursement for expenditures made on behalf of the BVSSA.
Section 2. Records:
(A) The Treasurer shall keep records of all financial transactions and submit a written report to the Executive Board at each regular BVSSA meeting.
Section 3. Audit:
(A) An Audit Committee, appointed by the Executive Board, shall annually complete an audit of BVSSA finances.
Section 4. Compensation:
(A) No officer shall receive, directly or indirectly, any salary or compensation from the BVSSA for serving as an officer. However, nothing contained herein shall be construed to prevent any officer from being reimbursed for reasonable and necessary expenses incurred while conducting activities on behalf of the BVSSA.
ARTICLE V AMENDMENTS
Section 1 Procedure
(A)Proposals to amend any portion of these Bylaws may be submitted, in writing, to the Commissioner at least seven (7) calendar days prior to the regular meeting of the Executive Board or a special meeting called for that purpose. If approved by three-fourths affirmative vote of the Executive Board it shall be adopted.
Appendix I BVSSA Leadership
League Commissioner: Lee Hartwig
Gold Division Commissioner: Eric Carlson
Silver Division Commissioner: Mike Azzarano
Treasurer: Tom Crawford
Rules Committee: Joe McFadden, Rules Director
Pete Sloa,n Assistant Rules Director
Fields Committee: Pete Sloa,n Fields Director
