Softball Austin Election Code.
Section 2.12 – Eligibility.
a. A candidate for the Board of Directors of Softball Austin must have been a member of Softball Austin for a minimum of one (1) season (the Fall season) prior to the election date.
b. Specifically, a candidate for the position of Commissioner or Assistant Commissioner for either the Open or the Women’s Division must have served on the Softball Austin Board of Directors in another capacity for one (1) full year.
Section 2.13 - Nominations. Candidates for the Board of Directors of Softball Austin may:
a. Submit their name for consideration by submitting the Candidate Biography Form via email to the Election Committee Chair.
b. Be nominated by other League members in good standing.
1. The Election Committee Chair is required to notify the nominee that their name was submitted for position within 24 hours of being received.
2. The Nominee must either accept or decline their nomination within 24 hours of being notified by emailing the Election Committee Chair. Failure to do so within the prescribed time line will result in their disqualification from consideration from that nomination. Said person can be renominated as long as it falls within the nomination period.
c. Write in candidates will be allowed and must declare their intention to run for office at least 2 weeks prior to the election to determine eligibility by Election Chair.
d. If no candidate declares their candidacy for a position prior to the deadline, the position shall be declared “vacant.” (Refer to 2.17 for “Vacancies.”)
Section 2.13.1 - Nominations (including candidate biography) shall be accepted by the Elections Chairperson only and must be submitted in writing (e-mail or otherwise).
As each candidate declares his/her intent to run, the Elections Chair will post the candidates name on Candidates Page on the Softball Austin website. The Elections Committee shall convene as soon as practical thereafter to review candidate’s membership eligibility to run.
If the candidate fails to meet the one (1) season and/or good standing qualification, he/she is deemed ineligible. The Election Chair will send an explanation of the Election Committee’s decision and name will be removed from Candidates page.
Section 2.14 - Elections. Votes will be cast via secret ballot of all Softball Austin members in good standing in attendance at the last week of league play (LWOLP). The Election Committee shall oversee the election process. Candidates who receive a plurality of the vote cast shall be determined the winner.
a. Timeline Deadlines
• Ballot candidate nomination period opens 5 weeks before LWOLP.
• Ballot candidate nominations due 4 weeks before LWOLP.
• Announcement of candidate names 3 weeks before LWOLP.
• Write-In candidate declarations due 2 weeks before LWOLP.
• Announcement of write-in candidate names 1 week before LWOLP.
b. Election during LWOLP between the hours of 9:00 am and 3:00 pm.
c. If LWOLP is Rained Out, elections shall be postponed and held during the rain out make up week or the End-of-Season (EOS) Tournament as determined by the Election Committee.
Dates are to be followed by the Election Chair with regards to current calendar year and league deadlines/schedule. Election Chair will be the final interpreter of deadlines.
Section 2.15 – Commencement of term of office.
Re-elected Board member shall be entitled to exercise the powers and authority and perform the duties of their elected position at the conclusion of election. Newly elected and appointed officers will take office on July 1.
Assistant Commissioner, Open Division –The duties and responsibilities of the Assistant Commissioner shall include, but not be limited to:
A) Performing all duties and responsibilities; exercising all powers of the Commissioner during the Commissioner’s absence or disability.
B) Becoming the Commissioner should the Commissioner resign or be removed from office.
C) Maintaining order at all meetings in the absence of a Sergeant at Arms,
D) Ruling on parliamentary procedures at all formal meetings of the Board.
E) Serving as an authorized signatory on the League’s checking account(s).
F) Accounting to the Board for all general purposes.
G) Serving as the official alternate representative of the League to the meetings of NAGAAA.
NOTE: NAGAAA rules require written approval from the League commissioner if anyone other than League commissioner will serve as the voting representative to NAGAAA.
H) Oversee play and rules of conduct.
I) Providing player ratings (see Appendix One for NAGAAA Player Ratings Guidelines, Appendix
Two for ASANA Player Ratings Guidelines) from the previous year to every team Manager/Coach as well as the Player Ratings Committee (or Board) prior to the start of League play.
J) Be responsible for the handling of all documents scheduled to be sent to NAGAAA, including but not limited to:
1) Non-resident player forms
2) Team rosters
3) List of teams and managers
4) Conference designations (A, B, C, D)
5) Reservations of slots in the GSWS
6) GSWS reservations
7) Player rating formation
Assistant Commissioner, Women’s Division – The duties and responsibilities of the Women’s Assistant Commissioner shall include, but not be limited to, the following:
A) Serve as SA’s liaison to ASANA.
B) Ruling on parliamentary procedures at all formal meetings of the Board.
C) Serving as an authorized signatory on the League checking account(s).
D) Accounting to the Board for all general business.
E) Serve as the primary representative of the League at the meetings of ASANA.
F) Oversee play and rules of conduct.
G) Be responsible for the handling of all documents required by ASANA, including but not limited to:
1) Non-resident player forms
2) Team rosters
3) List of teams and managers
4) Conference team’s designation (A, B, C, D, E)
5) Reservation of slots at the ASANA World Series
6) ASANA Women’s World Series (hereafter referred to as WWS) rosters
7) Player rating information input into the ASANA database
Secretary – The duties and responsibilities of the Secretary shall include, but not be limited to the following:
A) Keeping the minutes of the meetings of the Board, the membership, and of the Manager’s Council. Minutes of meetings of the Board of Trustees must be distributed to each and every Trustee within ten (10) days of said meeting. Minutes of meetings of the Manager’s Council must be distributed to each and every Trustee as well as each and every member of the Manager’s Council within ten (10) days of said meeting. Minutes of meetings of the membership must be distributed to each and every Trustee within thirty (30) days of said meeting, and must be available for distribution upon request to any League member; also, minutes of meetings of the membership must be available for distribution at the next meeting of the membership
B) Maintaining an official record of the IOG, and amendments and changes thereto.
C) Maintaining the official record of League scores and standings.
D) Maintaining a record of all members of the League and their respective current mailing and email addresses.
E) Serving as an authorized signatory on the League checking account(s).
Competition Coordinator – The duties and responsibilities of the Competition Coordinator shall include, but not be limited to the following:
A) Coordinating and providing a League playing schedule.
B) Coordinating the scheduling of umpires for League play with the Umpire In Chief (UIC). He/She will nominate a person for UIC, who must be approved by a vote of the Board. If the
UIC is a member of the League, they will have their dues waived as compensation.
C) Working with the Board to secure balls, scorebooks and lineup cards for League play.
D) Coordinating and overseeing field maintenance and reservations.
E) Coordinating the scheduling of scorekeepers for League play (as directed by the Board).
F) Coordinating the timely and accurate collection and posting of League scores, stats and standings to the web site.
G) Oversee the collection of roster cards each week and ensure the appropriate copies of records are given to the League Secretary.
H) Planning competition with teams that are not members of the League, upon approval by the Board.
I) Overseeing all tournament committees that are authorized by the Board.
J) Serving as authorized signatory on the League checking account(s).
K) Serving as chair of the Protest Committee.
Membership Coordinator – The duties and responsibilities of the Membership Coordinator shall include, but not be limited to the following:
A) Coordinating all League recruitment activities, including serving as chair of the League Recruitment Committee.
B) Collecting and maintaining records for member participation at League events.
C) Serving as the point of contact for potential League members on questions of membership requirements and request for League information.
D) Monitoring and maintain a list of players looking for a team from the web site, recruitment events sign up forms, email contacts, etc., and coordinating with the Manager’s Council on placing these players on exiting teams or assisting in the formation of new team(s).
E) Serving on the Texas Shootout committee as the registration coordinator.
F) Serving as Chair for the Gay Pride Festival and Parade Committee, ensuring entry and overseeing SA Participation.
G) Serving as an authorized signatory on the League checking account(s).