Regina Ladies Softball Association: Constitution & Bylaws as of November 12, 2019
The association shall be known as Regina Ladies Softball Association. For the purpose of the constitution it shall be referred to as the Association.
The objective of the Association is to foster, improve, and perpetuate ladies softball in Regina.
A) The membership of this Association shall consist of the members of all affiliated teams, and members of the executive.
An application for team membership shall be received by the executive and acceptance or rejection of the application will be voted on by the membership at the spring organizational meeting.
An application for team membership must include funds equal to the amount of the performance bond. If the application is accepted, the funds will be retained as the performance bond. If the application is rejected, the funds will be refunded to the applicant.
The Executive will designate the division a new team will enter based on the analysis of the information provided in the application. Every effort will be made to make each division competitive within itself.
B) A team may withdraw from the Association at any time by notice to the Association.
If a team commits to participate in the regular season on the Schedule Deadline Date then subsequently withdraws from the Association prior to the start of the regular season, the team will be fined the amount of the performance bond and have this amount deducted from their performance bond. The Schedule Deadline Date is the date teams must have their schedule requests to the Scheduler/Tournament Coordinator. This date will be set at the Spring Organizational meeting.
If a team withdraws after the start of the regular season, the team shall not be entitled to a refund of any portion of the league fee.
A league fee will be set at the spring organizational meeting with the fee being due in its entirety 24 hours prior to the start date of the regular season. The fee will cover Association operating costs, Softball Saskatchewan affiliation costs, and costs to provide the required number of bingo workers for the bingo year. The bingo worker cost will be reimbursed by the Association based on the number of workers provided by a team.
A team will be suspended from the Association for nonpayment until reinstated by the executive. A team that has a regular season game defaulted against them will be reimbursed $50 per game by the Association, to be paid at the fall annual general meeting. If the team does not attend the fall annual general meeting, the reimbursement will be retained by the Association.
Each team will have to pay a performance bond. The performance bond amount will be set at the fall annual general meeting. Each team must have a fully paid performance bond at the spring organizational meeting.
For each game night a team defaults, fifty percent of the performance bond will be deducted from their performance bond. A team that defaults two game nights will be suspended from the Association until reinstated by the Executive.
A team may request a leave of absence for one year during which time the performance bond will be held by the Association. After the one year leave of absence, the Association will refund the performance bond upon written request. If a refund is not requested within two years of the leave of absence taking effect, the performance bond shall be absorbed by the Association.
5. ADMINISTRATION OF THE ASSOCIATION
A) The affairs of the Association shall be governed by the elected executive and they shall have all the powers of the Association and shall be accountable to the membership at large.
B) The executive shall consist of a President, Vice President, Treasurer, Secretary, Registrar, Statistician, Scheduler/Tournament Coordinator, Facilities Coordinator and a Communications Manager. All executive positions will be elected at the fall annual general meeting.
C) The tenure of office for the executive shall be two years. The President, Secretary, Registrar, and Communications Manager will be elected on even numbered years; the Vice President, Treasurer, Statistician, Scheduler/Tournament Coordinator and Facilities Coordinator will be elected on odd numbered years. Any executive may be re-elected.
D) The executive shall meet from time to time as business presents itself. The president shall call the meetings and give three days notice of such meetings. An emergency meeting can be called by unanimous consent at any time.
E) A majority of executive members present constitutes a quorum for the purpose of conducting a meeting.
F) Each team shall have no more than three members on the executive.
6. POWERS AND DUTIES OF THE EXECUTIVE
• shall preside at all meetings of the executive and the Association.
• shall be an ex officio member of all committees.
• shall generally perform the duties usual to the office of president, and may at her/his discretion, order the calling of special meetings of the Association or its committees.
• shall vote in the case of a tie.
B) Vice President
• shall in the absence of the president have all the powers of the president and perform the duties of the president.
• contact for arranging diamonds, umpires, and groundskeeper for rescheduled games.
• shall record and report the minutes of all meetings of executive and the Association.
• shall give notice of at least seven days prior to Association meetings to all registered members.
• shall keep a complete record of the members of the Association.
• responsible for the registration of all teams and players.
• shall keep complete records of all receipts, vouchers, books and other evidence of income and expenditures up to date.
• no expenditure shall be undertaken by the treasurer unless previously approved by a majority of the executive.
• shall keep complete game/league statistics.
• shall notify the media of all Association events and game/league statistics.
• shall keep all official game sheets on file.
G) Communications Manager
• Administrator of Association website
• Administrator of Association email box
• Administrator of Association social media platforms, if any
• Contact with media
• Division Representative to liaise between teams and the executive & make appropriate contacts when games have been postponed.
H) Scheduler/Tournament Coordinator
• create regular season schedule according to the format decided at the spring organizational meeting. The schedule is to be completed prior to May 1st of the current year.
• coordinate the League tournament
> in consultation with other Executive members, determine the tournament dates, format, entry fees, prize money, and rules.
> advise Softball Saskatchewan of the dates and request they add the tournament to their website.
> contact the Umpire-In-Chief to arrange umpires.
> contact the Groundskeeper to arrange for diamond preparation and maintenance.
> communicate the tournament to league teams and other outside teams that may be interested in participating in the tournament.
> be the contact for team applications, including the entry fees, and general inquiries.
> create the tournament draw and distribute to the participating teams and the league Umpire-in-Chief, Groundskeeper, and Publicity Director/Statistcian.
I) Facilities Coordinator
• diamond maintenance - collaborate with groundskeeper, Provincial Capital Commission, City of Regina & supply vendors in relation to general upkeep of the diamonds and Association building.
• liaison with groundskeeper, Provincial Capital Commission, City of Regina & supply vendors for potential projects at the diamonds
• research potential purchases (ie. equipment, supplies, shale) and projects to bring back to the executive for approval.
• liaise with outside groups wanting to use the diamonds, Association groundskeeper, building, equipment or supplies.
7. GENERAL MEETINGS
Two general meetings shall be called; one spring organizational meeting and one fall annual general meeting.
A) A majority of the executive members and 75% of the teams represented will form a quorum.
B) Each individual member shall have one vote. Each division will vote on their own playoff structure.
C) An individual seeking election must be present at the meeting or submit a signed statement agreeing to stand for nomination for a specific office.
D) A team not represented at a meeting will be assessed a penalty amount of $50.00. For the spring organizational meeting, the penalty will be added to the current year's league fee. For the fall annual general meeting, the penalty will be due at the following year's spring organizational meeting.
8. EMERGENCY MEETINGS
On petition of three or more members of the Association, the president shall call an emergency meeting of the Association within seven days. No other business than that stated in the call shall be considered.
9. SIGNING OFFICERS
The signing officers for the Association shall be the treasurer AND the president or vice-president.
10. PLAYING RULES
The current Canada Softball official rule book shall govern all play except where special Association rules supersede.
A) Amendments to the constitution may be made at the fall annual general meeting. A 75% majority is required to effect any change.
B) Amendments to general operating rules may be made at any spring organizational, fall annual general, or special meeting. A simple majority only is required to effect any changes.
12. SOFTBALL SASKATCHEWAN AFFILIATION
For the protection of the executive, coaches, and players of the Association, the Association will affiliate every year with Softball Saskatchewan.