WAC By-Laws

Waukee Athletic Club – Softball

Article I
Organization Name

The name of this Corporation shall be the Waukee Athletic Club. These by-laws are for
the Waukee Athletic Club – Softball.

Article II
Organization Purpose

The Waukee Athletic Club (WAC) is organized exclusively for educational purposes
within the meaning of section 501(c)(3) of the Internal Revenue Code. The organization
shall promote the education, training and skills development of fast pitch softball for girls
aged 7 and older attending a school within the Waukee Community School District.

Article III

The mission of the corporation shall be:

“The Waukee Athletic Club – Softball mission is to develop a championship girl’s softball
program for the Waukee Community School District that encourages participation,
excellence, sportsmanship, pride and fun. We will accomplish and sustain this through
player, coach and facility development as well as fundraising and marketing with the
assistance and cooperation of the parents, high school softball program and community.”

Article IV

Section 4.1 Members

A. Participation in the WAC is open to all girls attending a school
within the Waukee Community School District and shall not be restricted on
the basis of race, creed, or national origin.

B. The WAC may allow a girl not attending a school within the Waukee
Community School District to participate, provided a majority of the Board
of Directors approves the exception and participation meets the WAC

C. Participation in WAC-Softball will be determined by the ages of the girls as
prescribed by the United States Specialty Sports Association (USSSA).

Section 4.2 Participation Fees

A. Participation fees shall be determined annually by the Board of Directors.
Fees may vary based on age groups, number of tournaments scheduled and
other factors.

B. Each participant may also be required to purchase uniforms and other
equipment as specified by the Board of Directors for the participant’s age

C. No player shall be denied the right to participate due to financial hardship.
Any parent claiming financial hardship may present their situation to the
President and Treasurer for review. The President and Treasurer, after a
review of the facts, may agree to reduce or waive participation fees for
specific individuals based on hardship. Each situation shall be reviewed on
its own merit. The President and Treasurer shall have the sole discretion to
make this decision. All decisions shall be confidential.

D. All registration fees must be paid at the time of registration and are considered non-refundable once the player has accepted her spot on a team. Late registrations are subject to team availability and subject to the approval of the Board. The President and Treasurer may review refund requests and approve or deny the requests based on the merits of the situation. If the request is denied, the participant’s parents may appeal to the Board of Directors for further review.

E. Payment of fees is required at registration, unless previously waived under
the provisions of financial hardship. All participants must be in good
standing with the WAC to be eligible for team tryouts or placement on team

Article V
Board of Directors

Section 5.1 Director Positions:

A. The Waukee Athletic Club Board of Directors shall be comprised of the
following positions:

I. President
II. Vice President
III. Treasurer
IV. Secretary and Communications
V. 8U Director
VI. 10U Director
VII. 12U Director
VIII. 14U Director
IX. Facilities/Equipment Director

X. Marketing Director

B. The terms of office for each director shall be a voluntary commitment with a
minimum of one year and a maximum of three years. Terms shall be
staggered to provide for continuity of the management of the organization.
All members of the board are voting members.

C. Each elected term of office shall commence on December 1st following

Section 5.2 Director Responsibilities:

President: The President is chairman of the Board of Directors. The President
manages interface between board and other organizations, coordinates activities
of the directors. The president executes all policies and decisions made by the

Board. The president has check signing authority. The president is the tiebreaking
vote in all board matters.

Vice President: The Vice President is next in line to serve as President of the
Board of Directors. All sub-committees report to the Vice-President which in
turn The Vice-President reports to the Board of Directors with the monthly

Treasurer: The Treasurer ensures that all monies received are promptly and
properly deposited. The Treasurer pays all bills approved by the board. The
Treasurer ensures that all funds are properly safeguarded and maintains a proper
record of all account activities. On a quarterly basis, the Treasurer will provide an
accounting of all activities for the WAC board and the individual teams. The
Treasurer is responsible for filing all required documents with the state and
federal agency guidelines.

Secretary and Communications: The secretary is responsible for complete and
accurate minutes of all meeting of the board. The secretary will provide copies of
all minutes and maintain an archive of all board approved documents, including
approved minutes, articles of incorporation, by-laws, annual financials, grievances
and any other pertinent documents that the board deems necessary.

Facilities and Equipment Director: The director is responsible for field
maintenance of the WAC fields and Indoor Hitting Facility. The Director is also
responsible for keeping an inventory of all WAC equipment and assigning
equipment to the teams as necessary. The director will work with equipment
vendors to purchase any necessary equipment for needs of the WAC. The
director is responsible for obtaining board approval for all equipment purchases.
The Facility and Equipment director is responsible for coordinating uniform
fittings and working with the vendor to fulfill these uniform orders. The director
is also responsible for bringing any additional equipment needs noted by coaches
to the board’s attention. At the end of the season, the equipment director is responsible for retrieving all equipment assigned to the teams and securely storing the equipment. The WAC President may assign a Sub-Committee to assist the Director in these duties.

8U, 10U, 12U and 14U Directors: The directors will represent the interest of each
player and ensure that all actions taken by the coaches, WAC Board, and general
membership are taken for the well being and welfare of the players. The director
is the first level of communication with the coaches and players parents for the
respective age groups. The director should coordinate all communications with
coaches and players. There should be a minimum of 3 meetings of the director
with the respective coaches. The meetings should be scheduled before practices
start in the spring, after the first tournament and near the end of the season. The
director handles all grievances and conflicts in accordance with the By-laws.

Section 5.21 Sub-Committee Responsibilities:

Website Sub-Committee: The Website Sub-committee is responsible for timely
updates and maintenance to the WAC Website. All information posted needs to
be posted with approval of the Board of Directors or the current WAC Vice

Marketing/Public Relations Sub Committee: The Committee is responsible for
building relationships between parents, coaches, players and community to
maintain the theme of a united Waukee Softball Program.

Tournament Committee: This Sub-Committee is responsible for all facets of
organizing the annual WAC tournament. The Committee is responsible for
development and oversight of tournament committees for volunteers, fields,
umpires, vendors, tournament t-shirts and advertising. Tournament director is the
liaison with city and other local officials. The tournament Committee has
ultimate decision-making authority over tournament structure, setup and team
participation. Tournament fees and date will be established by the vote of the
WAC board.

Fundraising Director: The fundraising director is responsible for all corporate and
team fund raising efforts.

Section 5.3 Annual Meeting:
The Board of Directors shall select a day in the month of August* for the
Annual Meeting. The date must be communicated by mail or email to all
participating families at least 21 days prior to the meeting. Nominees for office
may address the attendees at the Annual Meeting. Any player’s parent may
request the Secretary to include an item for the agenda of the Annual meeting
prior to the meeting. Parents may also address issues to the Board of Directors at
the meeting. *Effective August 2017

Section 5.5 Election:

A. Nominations to fill offices of the WAC Board of Directors must be made in
writing to the Secretary. Nominees must be a parent(s) or legal guardian(s) of
current WAC players. Nominees must also be at least 18 years of age, and in good
standing with the association. All membership fees, if applicable, must be paid in
full in order to be placed on the ballot for consideration. In addition, a candidate
who does not meet the eligibility requirements previously stated may become an
eligible nominee by receiving “Board Endorsement”. A candidate requesting
“Board Endorsement” must do so in writing to the President of the Association at
least 10 days prior to the annual board meeting. The Board of Directors may
“endorse” any candidate by a 60% affirmative vote. A written response will be
provided to candidates seeking endorsement prior to the annual meeting. The
secretary shall make a membership address and phone list available to any eligible
nominee upon request.

B. The Secretary and Treasurer shall prepare ballots listing all nominees for each
office. Each family may vote at the Annual Meeting or by absentee ballot.
Absentee ballots must be requested within 7 days of the Notice of the Annual
Meeting and returned to the Secretary prior to the Annual Meeting. All other
ballots will be distributed at the Annual Meeting. All nominees must be listed on
the official ballot. There are no provisions under the current bylaws for write in

C. The Board of Directors shall select election judges from among their members.
The election judges shall count votes cast at the Annual Meeting and the results
announced at the Annual Meeting. The election judges will pass out ballots to
each valid voter in attendance at the Annual Meeting – one vote per family
regardless of the number of children participating in the WAC. The nominees
receiving the most votes as a result of the election will fill the open positions.

D. Should a director resign from office before the end of the term, the Board of
Directors will select a replacement to serve the balance of the term.

E. The Board of Directors may remove any current board member from office for
failure to perform their duties by a 60% affirmative vote.

F. An election of board members will only occur if there are more candidates
than open board positions.

Section 5.6 Board Meetings:

A. After the Annual Meeting, the President will set the date for the first meeting
of the Board of Directors. At the first meeting of the Board of Directors, the
Board shall agree upon a schedule for regular Board Meetings. This schedule
shall be communicated to all participating families.

B. The first 30 minutes of regularly scheduled Board Meetings are open to all
parents and players who are in good standing with the Association.

Section 5.7 Board Committees:

A. The President may create committees as needed to meet the needs of the WAC.

B. The President shall appoint the leader of each committee, subject to approval
from the Board of Directors.

Article VI

The Bylaws of the WAC may be amended by a 60% affirmative vote of the Board
of Directors.

Article VII

Coaches, Teams, Try-Outs and Players

Section 7.1 Coach Obligations:

Coaches will be required to teach and develop all players and support the entire
WAC program based on the current philosophy of the program.
Coaches who fail to meet these obligations may be removed by majority vote of
the Board. Parents with a grievance against a coach or the WAC are encouraged
to follow the processes outlined in Article IX.

Section 7.2 Roster Sizes:

The board recognizes that WAC has an obligation to our players to keep roster
sizes to a manageable level, thereby providing maximum playing time for all
participants. WAC rosters will be limited to a maximum of twelve (12) players
per team for 10U and 12U and thirteen (13) players per team for 8U. A
minimum of 9 spots will be filled on the rosters after the tryout process. Variation
of these rosters sizes must be approved by the WAC Board at the team formation

Section 7.3 Team Formation Policy:

(A) Age Requirement
WAC forms teams based on USSSA age regulations. The age brackets are as

8U Coach Pitch: Girls must be 8 or under by end of calendar year

10U:  Girls must be 9 or 10 by end of calendar year

12U:  Girls must be 11 or 12 by end of calendar year

14U and older:  Girls must be 13 or older by end of current year

* If you feel your child has the development and skill to play up, and has already played one full year at their current age level, you may submit in writing to the board no later than 5 days before tryout registration deadline that you would like your child to be considered to be moved up an age level.  The board will then review the submission.

(B) Eligibility
Players must be properly registered, fees paid, and in good standing with WAC to
be eligible for tryouts and placement on a WAC roster. Late registrations and/or
fee payments (after the formal registration dates) are subject to roster availability
and will be assigned to teams at the discretion of the selection committee.

(C) Team Formation.
Prior year coaches evaluations will be the primary analysis tool used to form
teams. The evaluations will be supplemented by Tryouts for all age levels except
8U. The Tryouts will be held at a time and place determined by the WAC Board.
All girls must tryout to be assigned a team. After tryouts, teams will be formed
by members of the WAC Board with subsequent Board approval. It is the WAC’s
intent for teams to remain together through the Fall and Spring seasons. Any
requests for adjusting the established teams after the Fall season will be reviewed
by the WAC Board to determine the appropriate course of action based on the
best interest of the program.

(D) Tryout Process
Within the limits of a volunteer organization, WAC strives to make the tryout
process as impartial as possible. During tryouts, evaluators judge each player at
each skill level including: hitting, bunting, fielding grounders, fielding fly balls,
sliding and base running. Ideally, evaluators should not have any connection to
players in the WAC program. However, the WAC Board reserves the right to use
any evaluator available to keep the tryout process on schedule. No adjustments to
the tryout tests or procedures are to be made once the tryout begins.

(E) Tryout attendance
Players are required to attend the full tryout process. Illness, injury, or
extraordinary personal circumstances may cause players to request an exemption from tryouts.

Requests must be made prior to the start of tryouts unless an injury

or illness occurs during the tryouts. Submission of supporting documents,
including doctor’s reports, etc. are highly recommended and should be submitted
prior to the end of tryouts for anyone requesting a waiver from tryouts. The WAC
Board will review the request for exemption and determine the appropriate course
of action based on the best interest of the program. Anyone unable or choosing
not to participate in tryouts will be placed on rosters at the discretion of the WAC
Board and the best interests of the program.

(F) Player / Team Reassignments
The purpose of this section is to provide direction and clarity for WAC board
members & coaches as it relates to reassigning players to a different team, for any
reason, after the tryout selection and team formation process has been complete.
This section will also help to ensure that the process by which players are
reassigned offers some consistency, is objective, and is based on player(s) ability
and potential to perform at a level equal to or greater than the team which they are
being reassigned to.

Coaches Responsibility (ies)
1. Coaches are required to immediately notify their respective Age
Director upon knowledge that a player is not going to complete the
season. The coach should not discuss with other WAC coaches,
players, or parents the potential need for filling this vacancy as the
WAC board will facilitate this process

Age Director / WAC Board Responsibility (ies)
1. If necessary the respective Age Director should reach out to the
parent (s) of the player who has decided not to complete the season
and discuss any concerns, resolutions, and/or the possibility of
finishing out the season

2. If after these initial discussions a void remains and the
respective team is left with an insufficient number of players (8 or
fewer as noted in WAC Bylaws Section 7.2 “Roster Sizes”) the
Age Director is to notify the WAC Board members to discuss the
need for a replacement player.

3. To ensure ALL players within the respective age group have
been considered equally and objectively the WAC board members
will refer to and consider the following points and process when
deciding on a replacement player.

a. Competitiveness / talent level (Gold, Purple, Black, etc)
of the team that needs a replacement player

b. A review of the season’s tryout notes/material, by the
WAC Board, to help determine the player (s) best qualified,
based on talent, potential, leadership/spirit, & position, for
the team that needs a replacement player

c. Based on the above analysis, the potential replacement
group (all players within the respective age group) should
be narrowed down, by the WAC Board, to a few (~5 or
less) best qualified candidates

d. The final selection process will be based on a
collaboration of the WAC board and the coach(es) involved
in the reassignment and should result in the best qualified
candidates, previously selected by the WAC Board, being
ranked on a 1-5 scale (1 being most qualified).

e. The player notification method will vary based on the
outcome of the WAC board and coach collaboration
process and the medium best suited for the player(s)
involved. However, the best qualified candidate, based on
the ranking scale previously established, should be given
the first opportunity to fill the opening. If the best qualified
candidate elects not to be reassigned to a new team the
second qualified candidate will be contacted and given the
same opportunity. This will continue until the void is filled.

4. When determining the player (s) best suited to fill a team void
special consideration should be given to all teams and player (s)
involved ensuring a team or player is not inadvertently left at a
significant competitive disadvantage due to a lack of or an
abundance of specialty position players (pitchers/catchers).

5. The player chosen to replace a void must have a talent level at
or above the talent level of the respective color designation (Gold,
Purple, Black, etc) given to the team being joined. Only under
special circumstances can a player from a lower age group be
selected to fill a needed void within a higher age group.

Article VIII

Conflict Management

Section 8.1 Conflict Management

WAC coaches are volunteers. They are not expected to tolerate disruptive or
disrespectful behavior by players or parents. Profanity, verbal abuse, or physical
abuse will not be tolerated. Discipline for detrimental behavior conducted during
any WAC sponsored event, or events where WAC is a participant, is the
responsibility of the head coach.

If a player does not respond to a coach’s verbal warning(s), the WAC Board of
Directors grants its coaches the right to dismiss a player from practice or a game
for conduct deemed detrimental to the team. The interpretation as to what
constitutes insubordinate or otherwise inappropriate behavior at the time of the
incident will rest on the judgment of the coach.

First Offense – Suspension from current practice or game. The coach shall inform
the player’s parents of the incident and the player will return to the next scheduled
practice or game, but must first meet with the coach prior to the start of the next
practice or game.

Second Offense – Suspension from practice or game. A mandatory telephone
conference or meeting between the coach, the player and her parent(s) must take
place before the player can resume participation with the team.

Third Offense – The player is automatically suspended from further participation
until a mandatory meeting can be scheduled with the player, the player’s parents,
coach, and WAC age group Director.

The coach may recommend disciplinary action above and beyond these guidelines
to the WAC President and appropriate age group Director, if the severity of the
situation warrants. Any deviation from the recommendations stated above is
subject to the approval of the WAC Board of Directors. In all cases, notice of
suspensions will be communicated to the player’s parent(s), the age group

Director, and the WAC President.
A player, parent, coach, manager, or WAC board member who violates any
federal, state, local statute, code, ordinance, regulation or guideline during any
WAC sponsored event or events in which WAC is a participant, may be
temporarily suspended by the Board from further participation and will not be
reinstated until being heard before the WAC Board of Directors and may face
additional sanctions as deemed appropriate by the Board.

Article IX
Grievance Procedures

Section 9.1 Grievance Procedures

While WAC works diligently to address issues before they become problems, we
recognize that parents and players need to know how to proceed should they wish
to seek resolution to an unresolved problem. If there is a complaint, the following
steps may be taken:

The parents and players are encouraged to work with coaches to resolve their
differences. Parents and players should wait to address their concerns until they
can approach the coach in a private setting where other parents and players are not

If the problem remains unresolved after discussing the matter with the coach,
contact the appropriate age group Director. The Director will facilitate an
informal meeting between the parents and/or player, the coach, the age group
Director and one at-large Board member. At this meeting, the participants will
discuss possible resolutions of the problem short of a formal complaint to the
Board. If a resolution is reached which is satisfactory to both parties, a summary
of the outcome will be presented to the Board for approval, if deemed necessary
by any Board member present at the meeting.

If the matter is not resolved at the informal meeting and someone wishes to
pursue the matter further, a written complaint or question should be directed to the
attention of the WAC President. The letter must be signed, contain a return
address and a phone number. The coach or other individual(s) involved will be
given an opportunity to respond, in writing, to the statement. The complaint and
response will then be brought before the WAC Board of Directors as soon as
possible. If deemed necessary by the Board, the parties involved request to appear
before the Board to answer questions. Written correspondence stating the final
decision and action taken by the Board of Directors, if any, will be mailed to both
parties within 30 days.

It is anticipated that the majority of problems should be resolved without Board
involvement. Submitting a concern to the Board of Directors should only be
considered when all other means of resolving the complaint or issue have failed.