2026 Bylaws Revision

The WSSL Board of Directors has proposed a set of changes to the league's bylaws. These changes must be approved by the league membership. An electronic voting process will be followed for this purpose. Only currently active members of the league may vote.

The revision contains eight proposed changes. The Board asks that you vote on each separately. A given change will be approved if a majority of ballots cast during the voting period are in favor of it.

The proposed revision to the WSSL bylaws was previously made available to league members. For your convenience, the text for the changes is reproduced below. The current bylaws were revised and approved December 2023.

Each proposed change listed below is followed by two option buttons that allow you to approve or disapprove the change. To cast your ballot, please make a choice for each of the 8 changes, then press/tap the Submit button.

    Ballot to approve proposed bylaw changes

    1.  Article I, Section 3 – League Fees and Application 
    Current:
    Each player must pay seasonal fees to the League. The amount will be determined by the Board of Directors as part of the annual budget approved by WSSL membership at the annual meeting. In addition to the payment of seasonal fees, each member shall also submit annually a signed application before each season of League play begins.
    Proposed:
    There are three categories of membership in the WSSL: Player, Associate, and Social.
    Players will be eligible to vote in any league elections or other types of league-wide votes.  They will be invited to our social events, can umpire and score keep and will receive a hat.  They also will be covered by our league liability insurance.
    Associate members were not initially drafted onto a team but are interested in playing. These members would serve as our "bench" to replace players who may get injured or must stop playing for some other reason. They will be eligible to vote in any league elections or other types of league-wide votes.  They will be invited to our social events, can umpire and score keep and will receive a hat.  They also will be covered by our league liability insurance.
    Social members would like to be formally part of the league even though they do not plan to actually play.  They will not be eligible to vote in any league elections or other types of league-wide votes.  They will be invited to our social events, can umpire and score keep and will receive a hat.  They also will be covered by our league liability insurance.
    Each player must pay seasonal fees to the League. The amount will be determined by the Board of Directors as part of the annual budget approved by WSSL membership at the annual meeting. In addition to the payment of seasonal fees, each member shall also submit annually a signed application before each season of League play begins.
    2.  Article II, Section 5  –  Board of Director Role Descriptions – Webmaster
    Current:
    The webmaster is responsible for managing and maintaining the WSSL website and domain (wsslva.org). This includes editing the website content throughout the playing seasons to provide status on WSSL schedules, game results, upcoming activities, cancellations, announcements, and news items of interest to the membership. Additional responsibilities include: • Maintain website content that is less time-sensitive such as team rosters, the annual calendar, registration forms, league rules and bylaws, recruiting brochures, presentations from membership meetings, and general background information for prospective members. Also maintain a photo gallery on the website and posts photos of team members, game action and WSSL events or social gatherings. • Ensure that someone is always available to update the WSSL website during softball seasons, which means the content-editing role may be delegated to another individual under the Webmaster’s supervision. May also seek out and develop other social media tools. • Support the Board’s goals using the website and possibly other electronic means to (1) increase public awareness and visibility of the WSSL, (2) attract new players, (3) retain current membership, and (4) help grow the League. • Support our current sponsors by maintaining their logos and web links on the WSSL website. When the Board decides to provide multiple grades of sponsorship, the website content will be treated accordingly, including the noncommercial “Friends of WSSL” sponsorships. • Assist other Board members in carrying out tasks that require IT expertise, if feasible. • Ensure Board meeting minutes are posted in an appropriate place for membership viewing within 30 days of each meeting.

    Proposed:
    Remove the role description as the role is no longer a Board of Directors role but is proposed to be overseen by the Communications Director.
    Other specific Bylaws will also be edited to remove mention of Webmaster as a Board role.
    3.  Article II, Section 5 –  Board of Director Role Descriptions – Social and Events Director (NEW ROLE)
    Current:

    Proposed:
    The Social and Events Director is responsible for identifying, organizing and managing various events and social activities that provide fun and entertainment while also helping to strengthen relationships among league members.  These can include events which also support the community outreach aspect of the league. Specific responsibilities include the following:
    1. Create an annual social/event plan including working with the Treasurer to determine the required budget to support the plan and then present it to the BoD for approval.
    2. Identify and procure any external venues needed for the social activities/events that require them.  This includes working with the Commissioner to identify and procure a venue for the annual meeting. Manage any RSVP processes needed for any of the activities/events.
    3. Manage the league’s participation in the annual Williamsburg Christmas Parade including participating in the City’s planning meetings that pertain to the parade and communicating city requirements for those marching in the parade.  Oversee any decorations, floats, etc. which may be part of the league’s participation.
    4. Manage and oversee any other social activities/events in which the league participates.
    5. Work with the BoD to define annual community outreach goals and then oversee the planning and execution of specific activities to achieve the goals. This includes overseeing the planning and execution of the annual Breast Cancer Game.
    6. Develop a schedule of different area restaurants for members to visit each week after games are completed.  Communicate to members each week the restaurants for that week, and ensure each restaurant is notified of the day we will be coming.
    4.  Article II, Section 6 – Board of Director Role Descriptions – Communications Director
    Current:
    The Communications Director serves the marketing, media, and public relations interests of the WSSL, utilizing their skills to uphold the league brand’s positive image. This director is the Board member responsible for all aspects of communication, marketing, and publicity for the league. They make sure the organization maintains a positive image and that all materials viewed by current and prospective participants follow the brand’s specific messaging guidelines. Along with the WSSL Commissioner, the Communications Director serves as the face of the league at any media event. Specific responsibilities include the following:
    1 Work with the BoD to define and update the WSSL brand and value proposition.
    2 Oversee the league’s new member recruiting efforts and current member retention efforts, utilizing a variety of specific activities aimed at promoting the league and attracting new members and retaining current members.
    3 Develop and maintain relationships with key members of local media to ensure the promotion of the WSSL to enhance our new player recruitment and our position as a member of the community.
    4 Work with the Webmaster to ensure recruit content on the website is accurate and up to date.
    5 Oversee the league’s Facebook page and other social media to ensure content guidelines support both new member recruitment and current member interest. 6 Work with the BoD to define and update the value proposition for our league sponsors.
    7 Oversee the recruitment efforts aimed at attracting new league sponsors.
    8 Work with the BoD to define annual community outreach goals and then oversee the planning and execution of specific activities to achieve the goals.
    9 Support the Commissioner in developing both internal and external communications, as needed.

    Proposed:
    Replace bullet 4 with following:
    Oversee the Webmaster position to ensure overall content is kept current and supports the league brand.  In addition, ensure new recruit content on the website is accurate and up to date.
     
    Remove bullet 8 (moves to new Social and Event Director role)
    5.  Article III, Section 1 – Election of Board of Director Members
    Current:
    The Board of Directors shall be elected by a majority vote of the League members present at the annual general membership meeting. Members will be able to submit their votes electronically. The league Secretary will conduct remote voting. The Secretary will notify the membership of the commencement of a nomination period. The nomination period will be no less than 14 days. Members are encouraged to nominate candidates within the nomination period. Nominations received after the nomination period will be allowed but will not be on the electronic ballot. Nominations are to be submitted to the League secretary. Voting electronically will begin at least 10 days prior to the annual meeting. The voting period will be determined by the League Secretary but will be at least 3 days long. The votes received electronically will be included with the tally received at the annual meeting.

    Proposed:
    The Board of Directors shall be elected by a majority vote of the eligible League members conducted electronically at least 10 days prior to the Annual Meeting. The voting process will be overseen by the League Secretary. The Secretary will notify the membership of the commencement of a nomination period. The nomination period will be no less than 14 days. Members are encouraged to nominate candidates within the nomination period by submitting them via email to the Secretary. The nomination can include a brief, one paragraph candidate statement or nominator endorsement. Other members can also provide a similar candidate endorsement. Any statements/endorsements will be attached to the membership voting notification provided by the Secretary. Nominations received after the nomination period will not be allowed. The voting period will be determined by the League Secretary but will be at least 3 days long.
    6.  Article III, Section 2 – Term of Office
    Current:
    The term of office of all members of the Board of Directors will be for two years commencing immediately after the election and continuing until the next election. The election of officers to the Board will be by ballot or by an acclamation vote. Any officer can be removed for good reason by a two thirds majority vote of the Board of Directors. No Board member, except the webmaster, may serve more than two consecutive terms in the same position. Once a change of position or a break in service has occurred, defined as a full two-year term, then the board member may again be elected for a new term.Current:

    Proposed:
    Remove second sentence
    7.  Article IV, Section 1 – Meetings
    Current:
    An annual WSSL general membership meeting will be held at the completion of the WSSL season and prior to the commencement of the following WSSL season. The date for this meeting will be established by the Commissioner.  All the League members are invited to this meeting. The main purposes of this meeting are to elect directors to the board, to communicate information about the upcoming season and the financial status of the League, and to allow the membership to vote on issues important to them and petitioned to the BoD. These issues will be those which require a membership vote and others identified by the BoD. Members will be able to submit their votes electronically. The league Secretary will conduct remote voting. There will be one ballot for each member. The ballot will include all items to be voted on at the general membership meeting. A member who is nominated to a position outside of the nomination period will not be on the remote ballot. Votes received electronically will be added to the tally of votes received at the annual meeting.

    Proposed:
    An annual WSSL general membership meeting will be held at the completion of the WSSL season and prior to the commencement of the following WSSL season. The date for this meeting will be established by the Commissioner. All the League members are invited to this meeting. The main purposes of this meeting are to announce the newly elected directors to the board, to communicate information about the upcoming season and the financial status of the League.
    8.  Article VI – Organization Bylaw Revisions and Amendments
    Current:
    The organization bylaws may be revised or amended by a majority vote of members present at the annual meeting, and by votes submitted electronically, provided that the proposed revisions or amendments have been submitted in writing at least 14 days prior to the annual meeting and have been posted in advance on the WSSL website.

    Proposed:
    The organization bylaws may be revised or amended by a majority vote of members by votes submitted electronically, provided that the proposed revisions or amendments have been submitted in writing at least 14 days prior to the annual meeting and have been posted in advance on the WSSL website.