Excerpts from the WSSA Bylaws Describing the Duties of Officers

 

Article II
Section 3
Deputy Commissioner

The deputy commissioner replaces the commissioner as chairperson in the commissioner’s absence. He maintains the Association’s insurance policy. He recommends the umpires, and negotiates a contract with them subject to the approval of the Board of Directors. He functions as a liaison with the City of Wilmington and New Hanover County and secures the permits for the use of all softball fields. He coordinates the communications with city and county field crews on game days, cancels games due to weather or field conditions, informs the webmaster,the three division presidents, and the umpires.

The deputy commissioner is responsible for organizing and facilitating the annual WSSA Hall of Fame selection process. Each year, the deputy commissioner should ensure that the board of directors vote to determine the maximum number of inductees to be selected in the given year. The selection of the inductees for the year should be completed by September 1 of each year. The Hall of Fame process which has been approved by the BOD is prescribed in Section 5 of the Manual.

 

Article II
Section 5
Treasurer

The treasurer maintains all financial records of the Association. He collects the annual Association fee from the membership and deposits the proceeds into the Association’s bank account and will ensure that all usual and customary obligations of the WSSA Association are paid on a timely basis. The treasurer shall ensure proper documentation accompanies any request for reimbursement or payment to a vendor. Expenditures shall be made in accordance with the annual budget. He shall exercise due care when determining when additional expenditure approval from the applicable board director(s) is appropriate. He is responsible for compiling a member payment register that will then be transformed into a working roster of all paid members that will be used by divisional presidents for the formation of individual team rosters through a draft or some other method. The treasurer will also maintain all original application forms which may be scanned for archival purposes. He reports all expenditures and receipts at regular meetings presented in a traditional accounting format of a Balance Sheet and Income Statement. He formulates an annual budget, which after approval by the Board of Directors, is presented for approval at the annual general membership meeting. He will present the past year’s results and the next year’s budget to the membership at the annual meeting. He will be responsible for all annual filings (990N) with the IRS and issuing of 1099ʼs as prescribed by the tax law. He will be authorized to sign checks. The BOD will follow the IRS rules supporting the 501c-7 tax exempt status to ensure the WSSA is in full compliance.

 

Article II
Section 6
Division Presidents

Division Presidents Division presidents have the following responsibilities:
Division Administration–Each division president is responsible for selection of team managers each year within their divisions (with BOD approval), setting the team levels each year and the balancing of teams. They are also empowered to develop/implement the process to distribute players across all teams (formerly known as the draft). They will compile all team rosters, administer to additions or deletions during the season with the treasurer’s assistance. They will be responsible for maintaining and reviewing Association rules.They will advise the Board of any major injuries. They will be a liaison between the teams should a player ask for his release from a team and arrange for an agreeable trade between teams so as to not upset the balance of the division. No player trades between teams or managers will be allowed unless authorized by the appropriate division president. The division president may temporarily assign a released player to a team if a trade is unsuccessful. The division presidents and the deputy commissioner will work together to prepare the Association’s schedule. All canceled/postponed games will be rescheduled by the division presidents and deputy commissioner. All rescheduled games must be played on the assigned rain dates or lose by a forfeit. The Manual provides the policies and procedures governing team managers selection, communication, disputes, disciplinary action, training, and player assignments which are the responsibility of the division presidents.

 

Article II
Section 7
Director of Marketing and Public Relations

Responsible for managing WSSA public relations through a variety of media, resources, tools and outlets to (1) increase public awareness and visibility of WSSA, (2) attract new players, (3) retain current membership, and (4) help grow the three divisions. Develop message content and ensure it is consistent, timely and relevant to promote, recruit, retain and advertise senior softball. Maintain and manage the WSSA website (webmaster), which may be delegated to another individual under his supervision. In addition,he may seek out and develop other social media tools. He will oversee all WSSA communication strategies to maintain a consistency that reflects the organization’s visions and goals. All communications by any member to the media must be sanctioned by the director of marketing and public relations. He will create and publish timely Association information such as press releases, brochures, game scores, announcements and schedules, tournaments, special events, and other materials. Manage all relationships with media outlets. Conduct informational meetings and participate in festivals, parades, and special events. He will be accountable to the BOD for all activities. He will chair a sponsorship committee made up of the division presidents or their designees. The committee is charged with assisting managers in obtaining a sponsor as needed, and maintaining good relationships with our current sponsors. This committee will also seek to promote the WSSA through the “Friends of WSSA” sponsorships.