LAZERS MINOR GIRLS SOFTBALL ASSOCIATION INC.
CONSTITUTION OF BYLAWS
OCTOBER 2009
LAZERS MINOR GIRLS SOFTBALL ASSOCIATION INC.
CONSTITUTION OF BYLAWS
CONTENTS
Article Page
CONSTITUTION OF BYLAWS 3
1.0 NAME 3
2.0 BOUNDARIES 3
3.0 OBJECTIVES / PURPOSE 3
4.0 MEMBERSHIP 4
5.0 FEES 5
6.0 MEETINGS, NOTICES, QUORUMS 5
7.0 BYLAW AMENDMENTS 7
8.0 ASSOCIATION MANAGEMENT 8
9.0 ELECTION OF OFFICERS TERMS / VACANCIES NOMINATIONS 9
10.0 OFFICES AND DUTIES 9
11.0 COMMITTEES 14
12.0 SERVICEs/LIABILITY/DISSOLUTION 14
13.0 PARLIAMENTARY AUTHORITY 15
14.0 AMENDMENT OF BYLAWS 15
15.0 RATIFICATION 15
LAZERS MINOR GIRLS SOFTBALL ASSOCIATION INC.
October 2009
1.1 The name of this organization is the Lazers Minor Girls Softball Organization, herein referred to as "Lazers".
2.1 The Lazers shall operate within the boundaries of Zone 1.
2.2 The boundaries of Zone 1 are generally determined as an area in the City and are specifically determined and defined by the affiliated league, the Regina Minor Girls Softball League.
2.3 In the absence of an affiliation agreement with any league, the boundaries will be determined by the Lazers Executive.
3.1 To generate, provide, organize, arrange, and administer community resources for the purpose of fostering access and participation by youth under the age of 19 as of registration cutoff within our boundaries in the sport of softball.
3.2 To promote the concepts of teamwork, cooperation, friendship, sportsmanship, fair play and the development of physical, mental and game skills through the sport of softball.
3.3 To promote family participation and involvement.
3.4 To liaise and cooperate with all other quality associations of like goals and concept.
3.5 To promote equitable playing time throughout the season, including playoffs.
3.6 To operate in accordance with the rules of Softball Canada - Newly Revised, and registration procedures as Outlined by Softball Saskatchewan - Newly Revised.
4.1 The membership shall consist of the following
4.1.1 Registered youth playing on teams formed by the Lazers
4.1.2 Legal parent(s) / guardian(s) of registered player(s) of the Lazers.
4 1.3 Coaches of teams formed by the Lazers
4.1.4 Complementary, Honorary or Life Membership:
4.1.4.1 Shall be non-voting members when no player, parent or current coaching relationship exists.
4.1.4.2 May be assigned on a yearly term in the Honorary category and perpetually for the Life Category by the Executive upon approval of the membership, for distinguished service to Zone 1.
4.1.4.3 Complimentary memberships for the period of one year in any membership category may be granted by the Executive where special circumstances deem this category appropriate.
4.1.4.4 Complimentary, honorary and life memberships will be provided in lieu of fee payment.
4.2 Resignations from membership may be made at any time by written notice to the President and is in effect from the date of notice Rebate of fees in whole or in part may be provided at the discretion of the Executive.
4.3 Any member may be disciplined, suspended, or removed from membership office for cause or conduct detrimental to the interest, objectives, or Purpose of the Lazers, but only in accordance with the following procedure.
4.3.1 Written complaint to the Executive, signed by a minimum of three (3) members, with specifics of the alleged charges.
4.3.2 Executive to review charges and provide opportunity to hearing of accused in presence of an Executive quorum and at least three (3) accusing members. Executive to pass judgment on charges and may dismiss charges, impose reasonable disciplinary action, suspend, or recommend expulsion.
4. 3.3 Special meeting of membership will be called for vote on expulsion, in accordance with Section 6.3, not withstanding Section 4.3.5.
4.3.4 In the event of expulsion, there shall be no refund of fees.
4.3.5 In instances where deemed appropriate by the Executive, they may exercise the right to immediately suspend any member indefinitely, for cause, until such time as the hearing process is complete.
4.3.6 When any member of the Executive is the object of the disciplinary process, a disciplinary committee comprised of at least five (5) non-executive members will be formed to review charges and make recommendations to the Executive.
5.1 Fee amount to be set annually by the Executive, in accordance with the Lazers operating budget, league registration costs, and other special levies necessary for ongoing operation.
5.2 Fees set are for the exclusive and direct use of the Lazers and no variance of any type or manner by teams, coaches, or individuals will be allowed without prior approval of the Executive.
5.3 Teams may raise funds separately for team objectives; however, each team is responsible for management, dispensation, and accountability of all funds collected.
6.1 The Lazers will provide for and conduct the following categories of meetings:
6 .1.1 Annual
6.1.1.1 The Annual Meeting will be called yearly on or before October 31st.
6.1.1.2 A quorum consisting of eight (8) members in good standing must be present.
6.1.1.3 Acceptance of all issues called to vote must be approved by a minimum of 50% plus one (1) vote of all eligible members in attendance at meeting.
6.1.2 Executive
6.1.2.1 The Executive will meet a minimum of four (4) times per year at the call of the President.
6.1.2.2 A quorum consisting of 50% of the elected Executive voting members present, with agreement of a minimum of 50% plus one (1) vote of eligible voting members required for acceptance.
6.1.2.3 All assistant positions have the power to vote.
6.1.2.4 The registrar will maintain a list of voting members.
6.1.3 Special / General
6.1.3.1 A Special / General meeting of the membership may be called at any time by the President, or any three (3) members of the Executive, or by the representation of a petition of five (5) members in good standing to the Executive. Notice of all Special / General meetings must be provided in accordance with Section 6.2. Only issues of the petition will be dealt with at that meeting.
6.1.3.2 Acceptance of all issues called to a vote must be approved by a minimum of 50% plus one (1) vote of all eligible members in attendance at meeting.
6.2 Notice
6.2.1 Announcement notice of date, time, and location ten (10) days prior to any Special / General meeting must be provided by way of a phoning committee or email distribution and possible inclusion in any local form of radio broadcast, community cable television, newspaper, or portable signage.
6.3 Agenda
The agenda for Annual meetings will be set by the Lazers Executive and will include, but not be limited to:
Call to Order
Adoption of Minutes with Power to Add
Business Arising Out of Minutes
Reports:
President
Vice President
Treasurer
Registrar
Secretary/Advertising Coordinator
Other Business
The election of officers will be included in the Annual meeting agenda.
Members wishing to have items included in any meeting agenda should provide same in writing to the Lazers Secretary a minimum of six (6) days prior to the date of that meeting.
6.4 Eligibility
6.4.1 Members, being a minimum of eighteen (18) years of age, will be entitled to cast one (1) vote.
6.4.2 Teams will be provided one (1) vote per team to a verified coach, assistant, or manager registered as such with the Lazers, where that person is not in conflict with the above.
6.5 Proxies
Proxies are not allowed in any meeting of the Lazers, its Committees, or Executive.
Refer to Section 14.0 Amendment of
Bylaws.
8.1 The Management of the Lazers shall be vested in the Executive consisting of President, Vice President, Treasurer, Secretary/Advertising Coordinator, Registrar, Equipment Manager, Coach/Player Development Coordinator, Uniform Manager, Clothing Coordinator, Webmaster, Midget Coordinator, Bantam Coordinator, Pee Wee Coordinator, Squirt Coordinator, Learn To Play Coordinator and Past President. Executive members shall be duly elected and reside within the defined boundaries of the Lazers.
8.2 The Executive will be responsible for the successful conduct of all Zone 1 affairs and while it may delegate powers and responsibilities; authority and accountability for all official actions specified within these bylaws or not, shall reside with the Executive.
8.3 The Executive shall establish policies, initiate activities, determine, review and select coaches according to qualifications, knowledge, and personal suitability, enter into contracts, form committees, purchase equipment, and make recommendations to the membership that they may deem proper to advance interests of the Lazers.
8.4 The Executive may establish and maintain incorporation in accordance with "The Non-Profit Corporation Act" of the Province of Saskatchewan.
8.5 The Executive will establish and maintain yearly a suitable level of "Directors Liability Insurance" in accordance with the scope of the Lazers business.
8.6 Financial transactions must be conducted by cheque and validation of all cheques must bear the signature of any two (2) designated signing officers. There must be a minimum of three (3) designated signing officers, all must be members of the elected Executive. All signing offices must be at arms length. Where arms length conflict arises, one (1) of the conflicting members must appoint an alternate from any other member of the elected Executive.
8.7 Affiliation
8.7.1 Members wishing to propose changes in affiliation must submit recommendations to the Executive for their deliberation. Upon approval of the Executive, the President will include the proposed affiliation change in the annual meeting's agenda.
8.7.2 Voting on affiliation changes must pass by a 75% majority vote of eligible voting members in attendance.
9.1 Officer Election
Election of all Executive officers, Past President excepted, shall be by simple majority vote of quorum members present at the Annual meeting.
9.2 Terms
9.2.1 The President and Treasurer shall be elected for a term of two (2) Years, beginning and ending on even number years
9.2.2 The Vice President, Secretary and Registrar shall be elected for a term of two (2) years, beginning and ending on odd numbered years.
9.2.3 All other officers shall be elected on an annual basis at the Annual meeting.
9.3 Vacancies
Vacancies of any office at any time may be filled for the term by appointment of a suitable membership candidate approved by majority vote of the Executive.
9.4 Nominations
Each year prior to the Annual meeting, the Executive will appoint a Nomination Committee consisting of three (3) members, for the purpose of obtaining a slate of candidates for the elections.
10.1 President
Shall be the Lazers’ Chief Executive Officer, will preside over meetings, have signing authority for all Lazers business, provide a written report of Lazers activities at the Annual meeting and be an ex officio member of all committees. The President will be the official Lazers designated representative on all boards or committees of agencies or organizations outside of Zone 1. Where the President is unable to represent the Zone, the President may appoint a suitable candidate from the membership subject to the approval of the Executive.
10.2 Vice President
Shall carry out duties as assigned by the President, have signing authority for all Zone 1 business arising in the absence of the President, or in the event of the President's inability to serve, shall perform the duties of the President. Shall attend Executive meetings and provide a written report at the Annual meeting.
10.3 Treasurer
10.3.1 Shall be custodian of all funds belonging to the Lazers, collect and account for all receivables, make deposits, and keep an accurate and current accounting of all Lazers transactions.
10.3.2 Will make all disbursements for which funds have been approved by the Executive.
10.3.3 Will have signing authority for all business transactions.
10.3.4 Will establish budget forecasts annually for the Lazers and provide a written report of financial activities at the Annual meeting.
10.3.5 Will make available, during normal business hours, all Lazers books and records for viewing by any member, providing notice of intention to inspect is given to the Executive by the intending member.
10.3.6 Shall comply with and submit annual renewal fees and registration documents.
10 3.7 Shall comply with all documentation required to maintain registration with the "Non-Profit Corporations Act" legislation.
10.3.8 Will adhere to generally accepted accounting methods and include use of accrual accounting methods.
10.3.9 Shall prepare yearly financial statements with the fiscal year end being September 30 in any year and shall submit by November 30 of each year a copy of such financial statements to the Regina Minor Girls Softball League.
10.4 Secretary/Advertising Coordinator
10.4.1 Shall record minutes of meetings, issue notice of meetings, prepare and distribute an agenda, as well as establish, maintain and update Lazer records and archives, receive/ distribute all mail and other correspondence.
10.4.2 Shall be responsible for all advertising/publicity of Lazer activities and provide a written report of the same for the Annual meeting.
10.5 Registrar
10.5.1 Shall be responsible for registration of players, provide listing of members, develop and arrange distribution of registration notices, provide substantiation of membership for the purpose of verifying quorum and preside at all registrations.
10.5.2 Shall be responsible for the collection and tabulation of all player evaluation results and distribution of such results to the appropriate Division Coordinators.
10.5.3 Shall attend Executive meetings and provide a written report of all activities at the Annual meeting.
10.6 Equipment Manager
10.6.1 Shall distribute, maintain, and secure off-season storage of all Lazer equipment, maintain a current inventory list of all equipment noting its location and file same with the Secretary, purchase new equipment upon approval of the Executive, and establish, maintain, and update a suitable level of equipment insurance.
10.6.2 Shall attend Executive meetings and provide a written report of all activities at the Annual meeting.
10.7 Coach/Player Development Coordinator
10.7.1 Shall develop and implement programs to improve coach and player skills and abilities, which may include, but are not limited to: skills camps, pre-evaluation camps, pitching/catching clinics and coaching clinics.
10.7.2 Once yearly, shall organize registration of coaches to the appropriate coaching certification clinics.
10.7.3 Shall schedule, coordinate and execute evaluation of Lazer players prior to the start of each season.
10.7.4 Shall attend Executive meetings and provide a written report of all activities at the Annual meeting.
10.8 Uniform Manager
10.8.1 Shall distribute, maintain, and secure off-season storage of all Lazer uniforms, maintain a current inventory list of all uniforms noting their location and file same with the Secretary, purchase uniforms as required within budget guidelines set out by the Executive prior to the start of each season and liaise with the Treasurer before any purchase is made.
10.8.2 Shall attend Executive meetings and provide a written report of all activities at the Annual meeting.
10.9 Clothing Coordinator
10.9.1 Shall collect, place and distribute orders for Lazer clothing on behalf of members, collect payment for such orders and liaise with the Treasurer.
10.9.2 Shall research and select available clothing items and suitable suppliers.
10.9.3 Shall attend Executive meetings and provide a written report of all activities at the Annual meeting.
10.10 Webmaster
Shall maintain and update the Lazers website; www.lazers.ca with timely and appropriate information as directed by the President and provide a written report of all activities at the Annual meeting.
10.11 Midget Coordinator
10.11.1 Shall assist the Coach/Player Development Coordinator with the evaluation of all Midget-age players; determine the appointment of coaches to teams within the Midget Division and assist the coaches in the selection of players allocated to each team.
10.11.2 Shall attend Executive meetings and provide a written report of all activities at the Annual meeting.
10.12 Bantam Coordinator
10.12.1 Shall assist the Coach/Player Development Coordinator with the evaluation of all Bantam-age players; determine the appointment of coaches to teams within the Bantam Division AFTER evaluations are complete and evaluation results have been tabulated; assist the coaches in the selection of players allocated to Level A, Level B and Level C teams.
10.12.2 Shall attend Executive meetings and provide a written report of all activities at the Annual meeting.
10.13 Pee Wee Coordinator
10.13.1 Shall assist the Coach/Player Development Coordinator with the evaluation of all Pee Wee-age players; determine the appointment of coaches to teams within the Pee Wee Division AFTER evaluations are complete and evaluation results have been tabulated; assist the coaches in the selection of players allocated to Level A, Level B and Level C teams.
10.13.2 Shall attend Executive meetings and provide a written report of all activities at the Annual meeting.
10.14 Squirt Coordinator
10.14.1 Shall assist the Coach/Player Development Coordinator with the evaluation of all Squirt-age players; determine the appointment of coaches to teams within the Squirt Division AFTER evaluations are complete and evaluation results have been tabulated; assist the coaches in the selection of players allocated to Level A, Level B and Level C teams.
10.14.2 Shall attend Executive meetings and provide a written report of all activities at the Annual meeting.
10.15 Learn To Play Coordinator
10.15.1 Shall assist the Coach/Player Development Coordinator with the evaluation of all Learn To Play-age players (for the purpose of distributing talent evenly throughout teams in each Learn To Play Division) and appoint coaches to teams within the Learn To Play Division.
10.15.2 Shall organize and chair a meeting of all Learn To Play coaches prior to the start of each season to review the Learn To Play Program.
10.15.3 Shall attend Executive meetings and provide a written report of all activities at the Annual meeting.
11.1 Special Committees
Shall be formed and appointed by the Executive as an advisory or working body, as needed, to address specific questions or initiate programs.
11.2 Standing Audit Committee
Shall consist of three (3) Lazer members appointed yearly by the Executive to review and verify the financial activity of the Lazers. The Audit Committee will present its findings at the Annual meeting following the Audit period. All Executive members are to be excluded from this committee.
12.1 Compensation
No compensation will be provided to members of Executive, with the exception of the reimbursement of reasonable out-of-pocket expenses by the Executive.
12.2 Liability
12.2.1 With the exception of the payment of fees, no member shall, by reason of membership with the Lazers, be liable in any manner pertaining to or growing out of Lazers activities.
12.2.2 In accordance with Section 8.5, the Executive may establish a suitable level of “Directors Liability Insurance".
12.3 Conduct
Zone 1 will conduct its affairs and direct its funds exclusively to accomplish its objectives and purpose as outlined within the bylaws.
12.4 Dissolution
On dissolution of Zone 1, the Executive will select and distribute any remaining funds or assets to the Regina Minor Girls Softball League (RMGSL). In the event the RMGSL does not exist at the time of dissolution, any remaining funds or assets shall be distributed to one (1) or more regularly organized and legally qualified charitable, educational, or scientific organizations.
'Robert's Rules of Order, Newly Revised' shall be the authority governing Zone 1 meetings, where not in conflict with these bylaws or adopted amendments.
14.1 Amendments to the Bylaws shall be made by resolution from a member or from members of the Executive.
14.2 A Notice of Motion to amend the Lazers Bylaws must be received in writing by the Secretary by September 1st. Copies of all "Notice of Motion" shall be forwarded to the membership at least fourteen (14) days prior to the Annual General Meeting.
14.3 A two-third (2/3) majority is required to enact or repeal Bylaws at any Annual General Meeting.
14.4 Supplemental resolutions will be dealt with after the written resolutions.
These bylaws shall be in effect from the date of adoption at a duly called meeting of members. Adoption of same shall revoke and annul any constitution of bylaws heretofore adopted.