Part 1 – Interpretation
Part 2 – Membership
The members of the society are the applicants for incorporation of the society, and those persons who subsequently have become members, in accordance with these bylaws and, in either case, have not ceased to be members.
The amount of the
annual membership dues shall be determined by the Directors.
Every member shall uphold the constitution and comply with these bylaws.
The admission of members, their rights and obligations and when they cease to
be in good standing.
The conditions under which membership ceases and the manner, if any, in which
a member may be expelled.
5. A person shall cease to be a member of the society.
By delivering his
resignation in writing to the secretary of the society or by mailing or delivering
it to the address of the society;
On his death or in the case of a corporation on dissolution
On being expelled; or
On having been a member not in good standing for 12 consecutive months.
6. A member may
be expelled by a special resolution of the members passed at a general meeting.
The notice of special resolution for expulsion shall be accompanied by a brief
statement of the reason or reasons for the proposed expulsion.
The person who is the subject of the proposed resolution for the expulsion shall
be given an opportunity to be heard at the general meeting before the special
resolution is put to a vote.
7. All members are in good standing except a member who has failed to pay his current annual membership fee or any other subscription or debt due and owing by him to the society and he is not in good standing so long as the debt remains unpaid.
Part 3 – Meeting of Members
8. The Annual General Meeting (AGM) of the association shall be held during the second (2nd) week of July each year. Newly elected executive to take office on September 1st.
9. The executive has the power to appoint a nominating chairperson prior to the AGM present a slate of potential officers.
10. At the Annual General Meeting any person in attendance may speak on a topic of discussion. Any person with a registered child with CMFA, registered coach, registered umpire, or executive member has a single vote.
11. Every general meeting other than an annual general meeting is an extraordinary general meeting. The Executive may, whenever it thinks fit, convene an extraordinary general meeting.
12. Notice of a general meeting shall specify the place, the day and the hour of the meeting, and in the case of special business, the general nature of that business. Such notice shall be given not less than 14 days prior to the meeting. The accidental omissions to give notice of a meeting to, or the non-receipt not invalidate proceedings at that meeting.
Part 4 – Proceedings at General Meeting
13. At any annual general meeting, in addition to any other business that may transact, the following shall be the order of business.
identification
of those present.
Credentials
The adoption of rules of order.
Reports of the directors.
Financial statement.
The election of the executives.
Other business, or under these by-laws and ought to be transacted at the annual
general meeting, or business which is brought under consideration by the report
of the executive issued with the notice convening the meeting.
14. Annual General Meeting shall be held during the fourth (4) week of June
each calendar year.
15. Amendments to the constitution must be passed by a 75% majority of eligible delegates in attendance.
16. Notice of any proposed altercations(s) or amendment(s), or change of rules must be filed with the secretary, in writing, 14 days in advance to be brought up at the Annual General meeting.
17. In case of an equality of votes, the President shall not have a casting or second vote, in addition to the vote, which he may, entitled or a member and the proposed resolution shall not pass.
18. a) Each voting member in good standing shall be entitled to one vote on each question rising at the AGM.
Voting is by a
show of hands.
Voting by proxy is not permitted.
19. The president of CMFA or, in his absence, one of the Directors present,
shall preside as Chairman of the general meeting.
Part 5 – Director and Officers
20. The executive shall be elected at the annual general meeting and its term of office shall begin September 1st of the current year.
21. The Officers shall include of the President, First Vice-President, Second Vice-President, Secretary, and Treasurer and shall be elected at the Annual General Meeting by the voting members. Upon the election of a member to any of the offices of President, First Vice-President, Second Vice-President, Secretary and Treasurer, the member shall be deemed to be elected as Officers to the Board of Directors.
22. The affairs of CMFA shall be managed by a Board of Directors of that consist of the five (5) officers and a executive including past presidents, Umpire in chief, Sponsorship Coordinator, Equipment /Uniform Managers, Registrar Coordinator, Tournament Director, Rep Coordinator and Publicity Coordinator.
23. Each Director shall be elected to hold office for 2 calendar years after he shall have been duly elected and qualified and shall be eligible for re-election if other wise qualified.
24. If any member of the Board of Directors shall resign his office, or without reasonable excuse absent himself from three or more directors’ meetings, or be suspended or expelled from the Society, the directors may declare his office vacated any may appoint a successor in his place to hold office until the next Annual General Meeting which the directors for the ensuing year are elected.
25. The Executive shall be responsible for managing and/or supervising the management of the affairs of the Association and may exercise any and all the powers of the Association and shall remain in office until their successors take office.
26. The Executive shall be subject to:
all the laws affecting
the Association.
The By-Laws; and
Any resolutions adopted at any general meeting.
27. No decision made by the Association in a general meeting invalidates a prior
act of the Executive, which would have been valid, if that decision had not
been made.
28. The officers forming the original Executive are those members subscribing to the Constitution and By-Laws. Subsequent officers shall be those who are elected at a general meeting, or appointed to vacant offices which are unfilled following an annual general meeting, or which become vacant during the term of office, shall comprise the Executive of the Association.
29. The Executive may, at any time, appoint a member as an officer to fill a vacancy in the Executive. The officer so appointed holds office until the next annual general meeting of the Association, but is eligible for election at said meeting subject to all the provisions herein contained.
30. The Executive may, by a two-thirds majority vote, remove an officer before the expiration of their term of office and may appoint a successor from the Association membership to the office until the next annual general meeting.
31. Nominations for officers will be accepted from the floor at the annual general meeting, in addition to the slate of candidates submitted by the nominating committee. In the event two or more persons are nominated for any position with the Association, the successful candidate shall be required to poll at least a majority of the total votes cast. If necessary, this will be established by elimination voting, whereby the nominee receiving the least votes shall be dropped successively until a nominee shall have the required number of votes.
32. No person shall be eligible for election as an officer unless he is a member in good standing.
33. No director shall be remunerated for being or acting as a director but a director shall be reimbursed for all expenses necessarily and reasonably incurred by him while engaged in the affairs of the society.
Part 6 Proceeding of the Executive
34. The President or the Vice-President or, in the absence of both, one of the other officers present, shall preside as chairman at any meeting of the Executive.
35. The President any five officers, may, and the Secretary on the requisition of the President or any five officers, shall at such times and places as they think fit, summon a meeting of the Executive.
36. A quorum at any Executive meeting shall consist of a majority of the members of the Executive holding office at the time of the meeting.
37. The Executive shall have the power to make and enforces rules and regulations governing the affairs of the Association and the suspension of member or players. A copy of such rules and regulations shall be made available, without charge, to the members and players of the Association.
38. Questions arising at any meeting of the Executive or committees shall be decided by a majority of votes. In the case of an equality of votes, the chairman shall have a tie-breaking vote.
39. The Executive may designate any of their powers to committees consisting of such member or members of the Association as they think fit and appoint the chairman thereof. Any committee so formed shall, in the exercise of the powers so delegated, conform to ny terms of reference or regulations that may be imposed on them by the Executive. The chairman of such committee so appointed shall be required to attend Executive meetings upon request and to report plans, which must be approved by the Executive.
Part 7 – Duties of Officers
40. The President shall:
Coordination of
the Executive Committee.
Develop and Maintenance of an Executive and Coordinator Management Structure.
Ensuring the League meets responsibilities under the BC Society Act.
Scheduling Executive Committee meetings.
Chairing Executive meetings and development of agenda.
Support division coordinators in conflict resolving and game related problem
solving.
Contracting for field usage with the City of Chilliwack.
Speak on behalf of Chilliwack Minor Fastpitch Association with media or other
required business.
Participate on behalf of CMFA (District 8 and Softball BC).
Chair/Coordinate process of conflict resolution with the Executive Committee.
41. The First Vice President Shall:
Exhibit leadership
and support within all functions of Chilliwack Minor Fastpitch.
Chair Executive meetings if the president is unable to participate.
Knowledgeable of all functions and commitments of the league: i.e. financial,
scheduling/problem solving, community communication.
Signing authority for the association.
Liaison between girl’s league coordinators and executive.
42. The Second Vice President shall:
Exhibit leadership
and support within all functions of Chilliwack Minor Fastpitch.
Chair executive meetings if the president in unable to participate.
Knowledgeable of all functions and commitments of the league: i.e. financial,
scheduling/problem solving, community communication.
Signing authority for the association.
Liaison between boy’s league coordinators and executive.
43. The Secretary shall:
Documentation of
all executive minutes/typing and circulation to all Executive Committee members.
Booking of Executive meetings with the City of Chilliwack (Parks and Recreation
Department).
Maintenance of Association post office box. Attending to post office weekly.
Distribute mail to appropriate Executive member.
In the absence of the Secretary, the president shall appoint any member to act
as a recording secretary at any meeting.
44. The Treasurer shall:
Maintenance of
an accounting receivable/expenditure ledger.
Follow according practices in respect to integrity of position and financial
accountability.
Produce cheques for signature if approved by the executive and invoices are
provided.
Distribute cheques or mail in a timely fashion.
Provide financial report at scheduled executive meetings.
Notify Executive Committee if financial issues develop.
Advise the Executive Committee in respect to the financial capacity of CMFA
to support motions that have a financial implication.
Produce a financial statement for the CMFA AGM identifying all income and expenditures
with a comparison to the previous financial year.
45. The Past President shall:
Attend all executive
and Adhoc meetings as arranged by the president or delegate.
Exhibit leadership and support within all functions of CMFA.
46. The Umpire in Chief shall:
Attend Executive
meetings and Adhoc meetings as arranged by president.
Recruit and individual with primary duties of umpire scheduling.
Develop an annual recruitment process, so to confirm the actual number of umpires
required.
Coordinate training and professional development of umpires.
Arranging for Certification Training.
Promoting the enhancement of skills and encouraging advancement in Certification
training.
Maintain communication with each umpire.
Develop an umpire evaluation process. Complete an evaluation on every umpire
during the fastpitch season.
Attempt to resolve issues of game conflicts brought to your attention by umpires
and coaches.
Notify the appropriate division coordinator of issue or complaint and direction
of resolving it.
Report to the Executive Committee any matter that would effect the league schedule
or integrity.
Communicate with District 8 Umpire in Chief or Softball BC Umpire in Chief as
required.
Develop a year end financial statement with assistance of the Treasurer. Present
statement and year end summary and recommendations at the CMFA Annual General
Meeting.
Coordinates umpire allocation for league and tournament play.
Facilitates payment of umpires.
47. The Publicity Coordinator shall:
Develop a process
and documentation to obtain CMFA game scores in a timely manner.
Develop a communication strategy with the Times and Progress community newspapers
for publication of CMFA game statistics.
Develop documentation for weekly submission of divisional statistics to the
Times and Progress community newspapers.
Notify community newspapers of special events: i.e. invitational tournaments,
year end tournaments, district play-offs and provincial play-offs.
Develop other communication material as per request from the Executive Committee.
48. The Equipment/Uniform Managers shall:
Attend all Executive
and Adhoc meetings arranged by the President.
Maintenance of Townsend Park storage building.
Development and maintenance of a documentation system to inventory equipment
and uniforms.
Equipment and uniforms are inventories annually and documented for the Executive
Committee.
Development of a system and documentation of issuing equipment and uniforms
to team coaches at start of the season.
Repairing equipment as required.
Communication of a process for coaches to exchange or upgrade equipment.
Coordinate with division coordinators the return of equipment and uniforms at
the end of the season.
Develop a pre-season equipment/uniform purchase request annually by January
15th. Submit it to the Executive Committee with explanation. Once approved the
purchasing agent will fulfill order.
Monitor equipment/uniform inventory status and make requests through the Executive
Committee to the purchasing agent as required.
Submit a report at the Annual General Meeting with recommendations for the next
season.
Duties of purchasing agent for CMFA:
Authority to purchase equipment/uniforms on behalf of the CMFA.
Any requests from the equipment/uniform manager, division coordinators, umpire
in chief and/or coaches must be approved before purchase by the Executive Committee.
The purchasing President of the CMFA Executive Committee will produce written
authorization for agent so to indicate the authority.
The purchasing agent will attempt to obtain the lower cost and also shop within
the City of Chilliwack, if possible.
49. The Divisional Coordinators shall:
Develop with the
Executive Committee to determine the annual level of financial sponsorship support.
Developing an annual list of sponsors to CMFA and sponsorship fees paid the
past year.
Develop and document for contract agreements and promotional letter for all
sponsors.
Coordinate with uniform manager and scheduler as to registered number of teams
per division.
Development of list of potential new sponsors.
Coordinate a process with the assistance of the Executive Committee to personally
contact each sponsoring agency representative. A review of the contract agreement
and confirmation of financial support would occur.
Report to the Executive Committee updates on the sponsorship recruitment.
Report to the Executive Committee any issues as to non-payment of committed
sponsors.
Post season development of an appreciation letter to be forwarded to all sponsors.
Coordination of distribution of team picture for sponsors.
Coordination of sponsorship plaques and plaque annual crests recognition.
50. The Tournament Coordinator shall:
be responsible
for coordinating all tournaments held in Coquitlam comprising the scheduling
of dates and fields for both house tournaments and District #8 Invitational
Tournaments;
be responsible for the obtaining of field use permits as required from the Parks
and recreations Department and / or School Board; and
carry out such other duties as prescribed by the Executive.
51. The Sponsorship Coordinator shall:
Develop with the
Executive Committee to determine the annual level of financial sponsorship support.
Developing an annual list of sponsors to CMFA and sponsorship fees paid the
past year.
Coordinate with uniform manager and scheduler as to registered number of teams
per division.
Development of list of potential new sponsors.
Coordinate a process with the assistance of the Executive Committee to personally
contact each sponsoring agency representative. A review of the contract agreement
and confirmation of financial support would occur.
Report to the Executive Committee updates on the sponsorship recruitment.
Report to the Executive Committee any issues as to non-payment of committed
sponsors.
Post season development of an appreciation letter to be forwarded to all sponsors.
Coordination of distribution of team picture for sponsors.
Coordination of sponsorship plaques and plaque annual crests recognition.
Part 8 – Committees
52. The Executive have authority to appoint committees and define terms as deemed necessary.
Part 9 – Banking/Accounts
53. The directors shall see that all necessary books and records of the society required by the by-laws of the Society or by an applicable statute or law are regularly and properly kept.
54. The Secretary shall maintain and have charge of the minute books of the Society and shall record or cause to be recorded therein minutes of proceedings of all meetings of members and directors.
The Secretary shall keep or cause to be kept a book or books wherein shall be kept properly recorded:
A copy of the constitution
of the Society and any special resolutions altering or adding to the same, and
a copy of the by-laws of the society and any resolution altering or adding thereto.
Copies or originals of all documents, registers and resolutions as required
by law:
55. The Board of Directors shall cause true accounts to be kept of all the receipts,
credits, payments, assets, and liabilities of the Society and all other matters
necessary for showing the true state and condition of the society, and the accounts
shall be kept in such books and in such a manner as the Board of Directors shall
deem fit and to the satisfaction of the auditors. The books of accounts shall
be kept at such place or places as the Board of Directors shall appoint and
shall be open to the inspection of members of the Society.
56. Accounts shall be kept in the name of the Association at a band, credit union or trust company selected by the Executive.
57. All cheques shall be signed by any two signing officers. The signing officers shall be 2 of the following: Vice Presidents, Treasurer or Secretary.
58. The financial year of the Association shall be from September 1 to August 31.
Part 10 – Fees
59. The annual registration fees shall be confirmed at the November Executive meeting before registration.
60. All remittances of registration fees shall be made to the CMFA treasurer.
61. Registration fees are not refundable after the commencement of the first league game, unless for medical reasons or exceptional circumstances. Any refund will be assessed an administration levy set by the Executive committee.
62. A monetary penalty, set by the executive, may be imposed for late registration, re: after the open registration in February.
63. Registration fee shall include individual player insurance and player/team photo.
Part 11- Borrowing
64. In order to carry out the purposes of the society the directors may, on behalf of and in the name of the society, raise or secure the payment or repayment of money in the manner they decide, and in particular but without limiting the foregoing, by the issue of debentures.
65. No debenture shall be issued without the sanction of a special resolution.
66. The members may by special resolution restrict the borrowing powers of the directors but a restriction imposed expires at the next annual general meeting.
Part 12 – Protects
67. Protests arising out of a league or play-off game must be in writing and given to the President within 48 hours of the game’s conclusion.
68. All protests will be in accordance with Softball BC operating rules.
Part 13 – Suspensions
69. An umpire ejecting a player, coach, manager or parent from a game shall file a written report to the association’s president within 24 hours of the incident.
70. Based on a written complaint, the executive has the authority to suspend a player, coach or manager for a maximum of three games.
71. Any suspensions of more than three games must be handed down by either the executive at the next regularly scheduled executive meeting or in the event that the next scheduled meeting is set for a date which would be after the three game suspension would have ended- then an executive committee made up of at least five executive members would have the power to further suspend the person (s) in question up until the next regularly scheduled executive meeting.
72. Any member of the executive who is under suspension or is disciplined by the executive may forced to resign.
73. In order that the game of softball, as controlled by Chilliwack Minor Fastpitch Association and affiliated associations, shall not be affected by financial interest, any appeals to courts of law or through lawyers before all processes of appeal through CMFA and affiliated associations are exhausted, shall be deemed unsportsmanlike and members appealing to courts of law or through lawyers shall automatically and immediately be suspended from all privileges.
Part 14 – Playing Rules
74. The executive shall have the power to make, amend and/or alter the regulations governing league competition.
75. No one is allowed to use the Chilliwack Minor Fastpitch Association name or logo, or conduct activities under the auspices of Chilliwack Minor Fastpitch Association, or represent themselves or their endeavors or goods under the auspices of Chilliwack Minor Fastpitch Association Board of Directors. Violation of the rule will be dealt with by the Chilliwack Minor Fastpitch Association Board of Directors.
Dated: November 15, 2000.
WITNESS APPLICANTS FOR INCORPORATION
Cameron
Baird___________________ 1. President_____________________
8562 Broadway St. Dan Bibby
Chilliwack, BC V2P 5V5 10209 Crystal Drive
Chilliwack, BC V2P 7B8
2. Cameron Baird __________________ 2. Vice President _________________
8562 Broadway St. Steve Henrotte
Chilliwack, BC V2P 5V5 46440 Brice Rd.
Chilliwack, BC V2P 3V5
3. Cameron Baird ___________________ 3. 2nd Vice President _________________
8562 Broadway St. Paul Hurley
Chilliwack, BC V2P 5V5 47035 Quarry Rd.
Chilliwack, BC V2P 7X5
4. Cameron Baird ____________________ 4. Treasurer ________________________
8562 Broadway St. Debbie Bibby
Chilliwack, BC V2P 5V5 10209 Crystal Drive
Chilliwack, BC V2P 7B8
5. Cameron Baird ____________________ 5. Secretary _______________________
8562 Broadway St. Anne MacVicar
Chilliwack, BC V2P 5V5 46259 McCaffrey Blvd.
Chilliwack, BC V2P 1E2