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Effective January 1, 2002
Article I: Name and Objectives
1. The Name
The name of this organization shall be the Saskatoon Amateur
Softball Association, hereafter called the S.A.S.A.
2. Objectives
The objectives of the S.A.S.A. shall be to foster, improve
and perpetuate the game of softball, and to assist and encourage
all clubs under the jurisdiction of the S.A.S.A. This shall
also be the nature of the business of the S.A.S.A.
Article II: Membership
1. Team membership
a) Team membership shall be granted
by the S.A.S.A. at the discretion of the Executive Council.
b) The term of membership shall begin upon registration
and payment of annually set fees and shall exist until the
next annual registration date.
2. S.A.S.A. Membership
a) S.A.S.A. membership may be
granted to individuals at the discretion of the Executive
Council.
Article III: Officers, Executive Council, Committees, and
Appointees
1. Officers
The officers of the S.A.S.A. shall consist of the following:
President
Vice President
Secretary
Treasurer
Registrar
Past President
2. The Executive Council
The Executive Council shall consist of the following:
President
Vice President
Secretary
Treasurer
Registrar
The Protest Committee
The Finance Committee
3. Committees
The Constitution Committee
The Play downs and Regulations Committee
The Protest Committee
The Finance Committee
4. Appointees
The Nominating Committee
League Coordinators
Article IV: Powers &
Duties
1. Officers
A. The President
i) Preside at all meetings of
the S.A.S.A. and be an active member of all committees.
ii) Establishes agendas in consultation with executive.
iii) Acts as official spokesperson for the Association.
iv) Sets dates for the executive and AGM meetings.
v) Coordinates committees as needed.
vi) Ensures that the objectives of the Association
are carried out.
vii) Passes on all committee records and official
materials gathered throughout the year to the newly elected
President.
viii) Has authority to call a Financial Committee
meeting if situation warrants it.
ix) Have the authority to designate any member of
the Executive Council to carry out his/her duties, in connection
with some specific undertaking. The designated member shall
exercise the duties of the President and his/her decision
shall be final.
x) Acts as a signing authority (cheeses and documents).
B. Vice President
i) Works together with President
to carry out the objectives of the Association.
ii) In absence of the President, have all the powers
and perform all duties of the President.
iii) Acts as a signing authority (cheeses and documents).
C. Secretary
i) Keeps records of attendance
at executive and AGM meetings.
ii) Maintains a current executive and committee list
with telephone numbers.
iii) Distributes copies of the executive minutes
to executive officers.
iv) Passes on the minute's book and all other official
material in his/her care to newly elected secretary.
D. Treasurer
i) Maintains financial records
of the Association as required by law.
ii) Works with the Finance Committee to prepare a
budget of revenues and expenses.
iii) Prepares a financial report for regular meetings
(if unable to attend, Chairperson is responsible for giving
report).
iv) Manages the Association's money by receiving
all monies and dispersing monies as authorized by the Association,
ensuring proper documentation.
v) Maintains an accurate accounting of each event's
revenues and expenditures.
vi) Prepares a year-end financial statement to be
presented at the Annual General Meeting for the previous
year.
vii) Acts as a signing authority (cheeses and documents).
viii) Arranges for new signing authorities for incoming
executive.
ix) Passes on all financial records to the newly
elected Treasurer.
E. Registrar
i) Shall maintain accurate team
and player lists.
ii) Shall document and maintain all team defaults
and forfeitures and notify Treasurer to collect penalties
before team's next game.
iii) Shall document and maintain all suspensions.
iv) Shall be chairperson of the Playoffs and Regulations
Committee.
F. Past President
i) Shall act in advisory capacity
and as such shall be a non voting ex - officio member of
all committees.
2. The Executive Council
i) Shall have all the administrative
powers of the S.A.S.A.
ii) Decisions shall be passed by the majority vote
of the Executive Council in meeting. (The Finance and Protest
committees shall each have only one vote), or a quorum consisting
of the five (5) Officers of the Executive Council.
iii) Shall fill vacant offices of the S.A.S.A.
3. Committees
A. Playoffs and Regulations Committee
i) Chairperson is to be Registrar.
ii) Draw up all league and playoff schedules and
make available to all affiliated teams.
iii) Have the power to amend the Constitution and
Regulations governing play off competitions in case of emergence.
Its interpretations on such matters shall be final.
B. Protest Committee
i) Chairperson is to be Vice
President.
ii) Shall consist of 3 elected members excluding
Chairperson.
iii) Deal with all protests presented to membership.
C. Finance Committee
i) Chairperson is to be Treasurer.
ii) Shall consist of 3 elected members excluding
Chairperson.
4. Appointees
A. Nominating Committee
i) Consists of a coordinator
and two (2) members appointed by the executive officers.
ii) Shall not include members of the current executive.
iii) Maintains a process of nominations.
iv) Seeks out nominations for the elected positions.
v) Presents the list of names of the nominees and
the position that they are running for.
vi) Provides the ballot sheets for the election at
the AGM.
vii) Coordinator to select and supervise three (3)
members at large to tabulate the ballots and report the
results of the election at the annual meeting of the S.A.S.A.
B. League Coordinators
i) Shall consist of one person
from each division.
ii) Shall represent their division at all League
Coordinating Committee Meetings and other meetings at the
call of the Executive.
iii) Shall maintain accurate team and player lists
Article V: Meetings
1. Annual General
Meeting
a) The Annual General Meeting
of the S.A.S.A. shall be held no later than September 30th.
b) Notification shall be made to S.A.S.A. members,
by letter, of the date of the meeting, at least 20 days
before the scheduled date.
c) Order of business shall be:
i) Reading of credentials
ii) Reading of minutes of the last general meeting
and adoption thereof
iii) Business arising from the minutes
iv) Treasurer's report and year end financial statement
v) Registrar's report
vi) Committee reports
vii) President's Report
viii) Reading of correspondence
ix) General business
x) Election of officers
xi) New business
xii) Adjournment
2. Semi - Annual General
Meeting
a) Shall be held no later than
April15th.
b) Notification shall be made to S.A.S.A. members,
by letter, of the date of the meeting, at least 20 days
before the scheduled date.
c) Order of business shall be:
i) Reading of credentials
ii) Reading of minutes of the last general meeting
and adoption thereof
iii) Business arising from the minutes
iv) Treasurer's report and temporary budget
v) Registrar's report
vi) Committee reports
vii) President's Report
viii) Reading of correspondence
ix) General business
x) Election of officers
xi) New business
xii) Adjournment
3. Special General Meetings
A special General Meeting of the S.A.S.A.
may be called by the President as, and when, he considers
it necessary, but he shall always call a Special General
Meeting when requested in writing to do so by at least three
(3) members of the Executive Council. The meeting shall
be called within seven (7) days from receipt of such request.
Notification of such a meeting shall be made to Executive
Council members at least two (2) days before the scheduled
time of the meeting.
4. Executive Council Meetings
An Executive Council Meeting may be
called by the President as, and when, he considers it necessary,
but he shall always call a Special General Meeting when
requested in writing to do so by at least three (3) members
of the Executive Council. The meeting shall be called within
seven (7) days from receipt of such request. Notification
of such a meeting shall be made to Executive Council members
at least two (2) days before the scheduled time of the meeting.
5. Committee Meetings
Committee meetings are to be called
as, and when, required by the committees concerned.
Article VI: Elections
and Appointments
1. Officers
A. The
Annual Meeting of the S.A.S.A. officers shall be elected
as follows:
- In odd numbered years elections
shall be held for President and Registrar.
- In even numbered years elections shall be held for Vice
President, Secretary and Treasurer.
B. The
newly elected officials shall take office on January 1st
of the year following the election.
C. Should
the current President not be re-elected, he shall automatically
assume the office of Past President effective January 1st
of the year following the Annual General Meeting.
2. Committees
A. Constitution
Committee
- Shall consist of the members of the Executive
Council.
B. Playoffs
and Regulations Committee
- Chaired by Registrar.
- Shall consist of the Protest Committee.
C. Protest
Committee
- Chaired by Vice President.
- Shall consist of three (3) members elected at the Semi
-Annual Meeting.
- Shall hold office from the time of their election until
the next Semi-Annual Meeting.
D. Finance Committee
- Chaired by the Treasurer
- Shall consist of three (3) members elected at the Semi
-Annual Meeting.
- Shall hold office from the time of their election until
the next Semi Annual Meeting.
3. Appointees
A. The Nominating Committee
- Shall consist of three (3) members
appointed by the Executive Council as soon after the Semi
- Annual Meeting as possible.
B. League Coordinators
- Appointed by the Executive Council
immediately following registration.
Article VII: Voting Privileges
1. Voting privileges at general meetings
shall be extended on the basis of:
a) One vote per member team.
b) One vote per Executive Council Member.
c) One vote per any individual given this status
by the Executive Council.
2. Under no circumstances shall a person
cast more than one vote.
3. The President shall cast a vote only
in the case of a tie vote.
4. There shall be NO vote by proxy.
Article VIII: Amendments
1. No amendments or alterations shall
be made to the Constitution and Bylaws except at a general
meeting of the S.A.S.A. Notice of any proposed amendments
of the Constitution and Bylaws must be submitted to the Secretary
not later than one month or thirty (30) days before a general
meeting. Copies of the proposed amendments are to be sent
to each member not less than fourteen (14) days before the
general meeting.
2. All amendments or alterations to the
Constitution and Bylaws shall be by two -thirds (2/3) of the
majority vote of the delegates present and authorized to vote
at the S.A.S.A. general meeting.
3. All amendments to the Constitution
and Bylaws shall be forwarded to the registrar of the Saskatchewan
Non Profit Corporation Act, as soon as possible.
Article IX: Suspensions
1. The Executive Council reserves the right to suspend
or terminate any membership in the S.A.S.A.
2. An appeal of suspension or termination
of membership may be made to the President or his designate
within fifteen (15) days of the notice of suspension or termination.
Article X: Borrowing Power
1. For the purpose of carrying out its objectives,
the S.A.S.A. may borrow, raise, or secure the payment of money
in such a manner as it sees fit; but this power shall be exercised
only under the authority of the S.A.S.A. given by a resolution
approved at a properly called meeting of the S.A.S.A. membership.
Article XI: Political
Activity
1. The S.A.S.A. shall not vote any of
its funds for the purpose of supporting any political candidate
or party, nor shall it in any way be connected with any political
candidate or party by its pledge, endorsement or activity.
No political racial or religious test for membership shall
ever be enacted or imposed.
Article XII: Dissolution
1. Subject to the Saskatchewan Non Profit
Corporation Act, on dissolution of the S.A.S.A. its property
and assets shall, after the payment of all liabilities, be
donated for such charitable, benevolent or educational purposes
as may be decided by the S.A.S.A. in general meeting.
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