►BYLAWS◄
Of the Three Quarter Century Soft Ball Club of St. Petersburg, Florida, Inc.
Also known as “The Kids and Kubs”
Effective March 13, 2025
SECTION I – purpose
ARTICLE I – OBJECT, FUNCTION, CONTRIBUTIONS
Part 1 – Object
The general nature of the object of the club is to promote and play exhibition softball games for the entertainment and pleasure of the members and to entertain visiting tourists and people in the St. Petersburg area.
Part 2 – Function
A function of the club is to receive assistance, money, and any other form of contribution from any person, firm, or corporation to be utilized in the furtherance of the objects of this club, to carry on the work of the club, and to do any and all other things permitted by the State of Florida for a non-profit organization.
Part 3 – Contributions
One purpose of the club is to participate actively in community projects, and to take part in publicity to enhance the reputation of the City of St. Petersburg as a great place to live.
Part 4 – Fiscal Year
The Club’s Fiscal Year begins April 1 and ends March 31.
SECTION II – Authority
ARTICLE I –Authority
The Three Quarter Century Soft Ball Club of St. Petersburg, Florida, Inc., operates exclusively under the authority of its Charter filed with the Secretary of the State of Florida and the By-laws approved by the membership of the club. These By-laws are authorized by Article IX of the Club Charter as last amended on March 14, 2023. This present document supersedes and rescinds all previous Rules, Constitutions or By-laws of any type or title. Membership-approved By-laws of the most recent date shall prevail.
ARTICLE II – MEMBERSHIP (Note: Whenever ‘he’, ‘him’, or ‘their’ or related nouns and pronouns appear in these by-laws as words or parts of words, they are used in the generic sense to include both sexes.)
Part 1 – Probationary Member
Any individual having passed his seventy-fourth (74th) birthday after March 31st, wishing to be considered for membership and agreeing to play in at least two games a week, must secure an application from the club, complete the form, and submit it to the club with photo ID and proof of date of birth. After verifying the information, a club representative shall submit the application to the Board of Directors. The start date for the applicant will be indicated on his application as he begins a two-month probationary period during the regular season. The Board of Directors shall then determine the good character, physical fitness, and playing ability of the applicant. At the end of the two-month probationary period, the Board of Directors must accept or reject the applicant for membership. If the applicant is accepted, and his dues have been paid, he will be issued a player number. At that time, the Probationary Member becomes a Member in Good Standing, and as such, eligible for full membership privileges.
Part 2 – Member in Good Standing
A Member in Good Standing is any member having passed the Probationary Player qualifications successfully, and continues to adhere to the club rules and regulations, including dues paid up to date. Any member with a discipline letter or with disciplinary action in their file shall become a probationary player and lose membership privileges until receiving Member in Good Standing status from the Board.
Part 3 – Playing Member
A playing member is a man or woman who indicates an intention to play softball in at least two games a week, and whose payment of dues is current.
Part 4 – Non-playing Member
A non-playing member is a former active player who pays dues but for any reason does not play, and who wishes to be on the membership roll.
Part 5 – Associate Member
An associate member is a former playing member who wishes to keep his uniform number and stay in touch with the club and pays an annual fee to remain on the mailing list for club news. Associate members do not have a vote on the operation of the club.
Part 6 – Dues
Dues are payable on April 1 for the next season and are delinquent on October 1. Dues of probationary players are payable upon applying to the club. Any playing member not paying dues by October 1 will not be placed on a team roster until their dues are paid. Any member not paying dues one (1) year will be removed from the membership roll. Non-paying members have no privileges until dues are paid. The Board of Directors shall set the amount of dues at their first meeting after the election of officers each year.
ARTICLE III – DUTIES OF OFFICERS AND DIRECTORS
Part 1: Authority
Article VI of the Club Charter as amended states: “The business of this corporation shall be conducted by the Board of Directors and they shall manage all of the business and affairs of this corporation.” However, duly approved motions from the floor at a General Meeting shall be binding on the Board of Directors.
Part 2: Board of Directors
The Board of Director’s is the governing body of the organization, overseeing vision, mission and internal operations. Board members hold overall fiscal and managerial oversight responsibility. They are charged with the supervision and oversight for the organization’s mission and goals. The Board shall appoint standing or ad hoc committees to perform specific tasks, internal operations or functions. Ultimately, all Board members serve as ambassadors for the organization’s mission, inside and outside the organization.
The Board shall consist of four (4) officers, President, Vice-President, Secretary, and Treasurer, and five (5) Directors at Large. The term of office shall be two (2) years. Vacancies in all elected officers, except the President shall be selected by the Board at its next regular or special meeting. The office of the President shall be filled by the Vice-President, with the Secretary second in line should the Vice-President for any reason not succeed to the office. The President may designate, on an acting bases, another Director or officer to perform the duties of an officer because of a temporary absence
Part 3: President
The President shall provide overall leadership and direction to the Board of Directors and General Membership of the organization. The President shall have all powers as may be reasonably construed as belonging to the chief executive in any similar corporation. Consistent with these responsibilities, the President shall preside at all Board and membership meetings, have general supervision of affairs of the corporation, and see that all books, reports and certificates required by law are properly kept and filed in a timely manner. The President shall annually report the status of the organization operations for the past fiscal year and the budget, goals and plans for the upcoming year to the General Membership.
Part 4: Vice President
The Vice President provides assistance and support to the President in fulfilling the plans and goals of the organization. This shall include helping to coordinate board and membership meetings, fund raising, and other special assignments requested by the President. The Vice President shall act as the President in the event the president is absent or unable to serve and perform duties of the president.
Part 5: Secretary
The Secretary shall record, maintain and keep all official records of the organization, including the By-Laws, board and membership meeting minutes, membership information, and state and federal reports and filings. Prepare annual game and event schedule and distribute to members. Annually the Secretary shall file after the annual March election validating current elected Board Officers, to the State of Florida Corporation Department (Sunbiz.org) to maintain corporation status.
Part 6: Treasurer
The Treasurer is the chief financial officer of the corporation and is responsible for maintaining all financial records, bank accounts, investments, including the Trust Fund, of the organization. At the end of the Trust Fund fiscal year, December 31st, 49 percent of the Dividends will be shared with the Kids and Kubs operating funds and 51 percent will be shared with local Charities. The Treasurer shall receive and deposit all monies from dues, fees, special events, and other revenue sources for the corporation. Disbursements shall be made by check signed by the Treasurer. All expenditures of five-hundred ($500) or larger shall have prior approval of the board. In the Treasurers absence, an officer of the corporation may sign an approved disbursement. The Treasurer shall prepare monthly reports for the board of all financial transactions indicating the revenues, expenditures and balances of the organization. Summaries will be provided to the General Membership at their meetings. The Treasurer shall prepare an annual financial report including recommendations and coordinate the annual filing of required IRS Form 990-N (e-Postcard) in April following the March 31 fiscal year end. Prior to the beginning of each fiscal year the Treasurer shall prepare an annual operating budget for review and approval of the President and Board. When requested by the Board the Treasurer shall provide an annual audit review of the financial records.
Form 10110 – Florida Commissioner of Agriculture
Solicitation of Contributions Small Charitable Organizations/Sponsors Application
Part 7: Directors at Large
Directors at large shall actively participate in planning and implementing the organization’s goals.
This includes serving on sub-committees, volunteering for special events, and providing advice and recommendations to the full board and membership.
SECTION III – PROCEDURES
ARTICLE I –Meeting Procedures
Part 1 – Board of Directors meetings are held on game dates in the second week of each month. Meetings of the Board during the off-season may be suspended at the discretion of the Board. Board members are expected to attend all meetings unless excused by the President. All past-presidents are invited to attend board meetings in an advisory, non-voting capacity.
Part 2- General Membership meetings for all members will be held on game dates in the third week of each month unless suspended during the off-season by vote of the Board. The date, time and place of any regularly scheduled meeting may be changed by the Board.
Part 3 – Special meetings of the General Membership may be called by the Board or any group of five (5) or more members in writing for a specific purpose. Special meetings of the General Membership outlining the agenda shall be posted on the bulletin board at the playing field and emailed to the membership a minimum of two (2) playing dates prior to the meeting date. A special meeting of the Board of Directors can be called by any board member.
Part 4 – A quorum for the transaction of business by the General Membership shall consist of not less than twenty-five (25%) percent of the paid-up membership. A quorum for the transaction of business by the Board shall consist of not less than five (5) voting members of the Board of Directors.
Part 5 – Unless otherwise directed in the By-laws, The Standard Code of Parliamentary Procedure by Alice Sturgis will apply at all regular General Membership meetings. The order of procedure shall be: Call to order, a short moment of silence for each member to reflect on his religion or beliefs, roll call if desired, Secretary’s reading or distribution of the minutes of the previous meeting, reports as considered necessary from Treasurer, Directors, Captains, Committees, Correspondence, ad hoc reports, and a discussion of Old Business and New Business. A member proposing a lengthy or complicated motion must put it in writing and present it to the presiding officer. All other motions may come from the floor with no previous announcement. A motion and second to adjourn will end the meeting.
ARTICLE II – ELECTIONS
Part 1 – In the second week in January of each year the Board shall appoint an Election Committee for the March election. The Board will also appoint a Nominating Committee to solicit eligible candidates for Board positions, to replace persons whose terms are expiring or were appointed to fill a vacancy. A notice of “Open Offices” must be posted on the bulletin board at the playing field and emailed to the membership. A member may not be a candidate unless they are a Member in Good Standing. Current members of the Board may stand for reelection.
At the General Membership meetings in February the Nominating Committee chairman shall report the names of the candidates and accept nominations from the floor. Nominations will be closed upon the adjournment of the February General Membership Meeting. A sample of the election slate will be posted on the bulletin board at the playing field and emailed to the membership. The election shall be held at the General Membership meeting the third week of March of each year. No nominations will be accepted the day of the election.
Part 2 – The chairman and members of the Election Committee will conduct the election. The Secretary shall prepare ballots after the close of nominations and shall keep them in his possession until the election. Absentee ballots shall be provided by email and presented to the Team Captain. The ballot will then be given to the chairman of the Election Committee prior to election day and he shall mark the certified list as voted. On election day the Secretary shall provide the Election Committee the ballots, a certified list of the paid-up membership, and a list of those who have previously received absentee ballots. Every effort shall be made to promote secrecy in the balloting. In the event that any member(s) of the Election Committee are on the ballot, those person(s) will be replaced on the Election Committee by the Board.
The president, treasurer, and three (3) directors-at-large shall be elected in odd-numbered years. The vice-president, secretary, and two (2) director-at-large shall be elected in even-numbered years.
The newly elected members of the Board will meet with the outgoing members at the regular Board meeting in April, and will start their term(s) of office after the meeting.
SECTION IV – SPECIAL ACTIVITIES
ARTICLE I – TRUST FUND
Part 1 – Empowering Clause
The members of this club on November 20, 1981, cast an affirmative unanimous ballot for the formation of a trust fund. By terms of the agreement the club is forbidden in perpetuity to spend any part of the principal of the fund.
Part 2 – Administration
The Trust Fund operation will be controlled entirely by the present and future Board of Directors through a reputable financial services firm. The Board shall distribute at least fifty-one (51%) percent of the Trust Fund interest income annually to charitable institutions. The club will engage in charitable, civic, or educational activities as prescribed by the Internal Revenue Service, Section 501c(3) of the Internal Revenue Code.
ARTICLE II – CEREMONIAL EXERCISES
The ceremonial exercises shall be set by the Board. No member of the club shall participate unless in approved uniform.
ARTICLE III – SPECIAL GAMES
The Board must approve scheduling of any game or tournament. Only active members in good standing shall be eligible to participate in special games or tournament play.
ARTICLE IV – COMMERCIAL CONTACTS
If any member is approached by anyone or receives communication of a commercial nature that may involve the corporation, the member must report the incident to the Board. If there could be any monies generated, those funds must become part of the corporation’s assets. Any commercial use of the club uniform or the logo without approval of the Board is prohibited.
ARTICLE V – ENABLING ACT
Part 1 – Conduct
Any member who is physically or verbally abusive on or in the vicinity of a playing field where the members are playing or have played shall be called individually before the Board within thirty (30) days. After the Board has heard the testimony of those involved, the decision of the Board must be given to all parties in writing. The member shall have the option to appeal in writing within fifteen (15) days to the Board. The Board shall then refer the matter to the Grievance Committee.
Part 2 – Rule Violation
If so determined by the Board, any member who knowingly or unknowingly violates the wording or spirit of the Charter, By-laws, or Playing Rules shall be called to appear before the Board. If the member fails to appear, the member shall be summoned by email or mail. If there is no response within ten (10) days, the member shall be immediately suspended from all club activities, and unless resolved earlier, shall be dropped from membership after twenty (20) days. The Playing Rules may not be changed without an affirmative vote of the membership in a regular or special meeting.
ARTICLE VI – AMENDMENTS
Part 1 –The Club Charter Article IX as amended states: “The membership shall have the power to alter, amend, or rescind the By-laws in accordance with the provisions of said By-laws.”
Part 2 –Any amendment(s) to the By-laws must be submitted in writing to the Board for a reading, and if approved by the Board, copies will be given to the membership to review, and at a General Membership meeting the amendment(s), if approved by a majority of the active membership, shall become part of the By-laws of this corporation.
Part 3 – Amendments, changes, revisions or additions submitted for approval to the General Membership by the Board of Directors must be signed and dated by all Board members. After approval by the membership, this final document must be signed in blue ink and initialed on each page using the same blue ink in order to identify the original document. These By-laws were approved by the Board of Directors on March 13, 2025 and by the General Membership on March 20, 2025, and they are approved by the following Board members:
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