LADIES OF UNIONVILLE RECREATIONAL LEAGUE                                        

https://leagues.teamlinkt.com/lourl

 

This league shall be known by the title of the “Ladies of Unionville Recreation League” and referred to in this document as LOURL.  The object of the LOURL will be to provide the members with enjoyment and fellowship through the game of slow pitch.  The control and management of the LOURL shall be vested in an Executive Committee (referred to in this document as the Executive).

1. DUTIES OF THE EXECUTIVE:

The President shall be responsible for:

• The convening and chairing of all meetings
• The league funds and be an authorized co-signer with the Treasurer of cheques for league expenses.
• Purchasing of all equipment (balls, strike mat, first aid kits, etc)
• Hiring of umpires for regular season and playoffs in conjunction with the Treasurer
• Secure venue/food and beverages as required for Banquet, AGM
• Handling of all communications “to” and “from” the Executive committee and the Captains/Co-Captains
• Provide feedback and approve all LOURL player communications.
• Holding meetings with the Captains and Co-Captains to air grievances, protests etc arising from any LOURL activities
• Reporting to the Captains and the Co-Captains any decisions of the Executive Committee
• The advertising of new players, if required
• The welfare and well-being of the LOURL in general
• Review league rules with all Captains at the Captain’s meeting
• SPN related tasks (online waivers – with team Captains, prizes, etc)
• Work with the VP and Treasurer to purchase team shirts for the season

 

The Vice President shall be responsible for:

 

• Arrange diamond permits and insurance certificate (submit previous years’ roster)
• Secure overall league and social night sponsors (if this event occurs which will be based on discretion of Executive) and work with the Treasurer to ensure payment is received in a timely manner (obtain updated sponsor logos as required)
• Secure venue/food and beverage as required for Registration Night and Meet and Greet Night (if these events occur which will be based on discretion of Executive), work with Treasurer to ensure prompt vendor payment
• Co-ordinate player draft pick with President, Treasurer and Secretary at Captain’s meeting
• Provide feedback on all LOURL player communications
• Update league website and/or league app (if using) with scheduled games, rain outs and scores as well as posting announcements, etc as required
• Designate photographer for playoffs and sponsor photos including printing/framing
• Co-ordinate team rankings for regular season/playoffs with Treasurer
• Acting as President in the President’s absence or resignation

 

 

The Secretary shall be responsible for:

• Recording minutes of all LOURL meetings
• Writing and sending out all LOURL email correspondence
• Preparing all meeting agendas
• Maintaining the files of LOURL business
• Maintaining a complete list of members and their ratings
• The registration of both returning and new players
• Maintaining the waiting list and substitution list
• Determine replacements as required during the season, using the rated waiting list
• Updating player registration form template
• Co-ordinate player draft pick with President, VP and Treasurer
• Ensure rules and constitution are updated based on approved items from the AGM

 

The Treasurer shall be responsible for:

• The LOURL funds. She is an authorized co-signer of cheques for LOURL expenses with the President for paying all expenses incurred by the LOURL
• Maintaining all league financial records and reporting on same
• Prepare and present a proposed budget at the fall meeting which will include a recommendation for the fee structure for the next season
• Responsible for paying the Umps
• Secure special occasion permit, rentals, insurance, and liquor license for Social Night (if this event occurs which will be at the discretion of the Executive)
• Paying all vendors in a timeline manner
• Co-ordinate player draft pick with President, VP and Secretary
• Provide feedback on all LOURL player communications
• Co-ordinate team rankings for regular season/playoffs with VP
• Work with the President to purchase team shirts for the season
• Hiring of umpires for regular season and playoffs in conjunction with the President

 

The Player Liaison shall be responsible for:

• Will act as a go between for the players and the Executive
• Answer general questions from the players
• Gather opinions, suggestions, and criticisms from the players and bring them to All Executive team members in a timely manner for review/action
  • In situations when a LOURL player is not sure if she should contact the LOURL Executive Board with an issue or concern, the player(s) may discuss their issue/concern with the Player Liaison who can then contact the Executive on behalf of the player(s). i.e. “I think I’m pregnant but want to wait until I see my doctor in 2 weeks before I quite the league”. The Player Liaison can notify the LOURL Executive of the situation without using the player’s name to maintain confidentiality until the player confirms the information.
• Assist the Executive in the running of the league in any of the above tasks as required
• Upload LOURL correspondence to the LOURL Facebook page
• Hire smart serve bartender for social night (if this event occurs which will be at the discretion of the Executive)
• Reach out to all players throughout the season to ensure inclusivity (especially new players)
• Encourage players to utilize the social zone on the bleachers

 

 

The Executive shall be responsible for:

• Meeting as a team prior to, throughout and post season as required (busiest times are May and September)
• Designating (an) executive member(s) to check the condition of the diamond(s) and decide (in consultation with the umpire where possible) whether the games should be called because of rain or other concerns and then for notifying the Captains and Co-Captains and Umpire
• Scheduling of all games played by LOURL
• The organization of the rating of new players
• Player allocation and team balancing
• Creating and managing fundraising initiatives throughout the season
• Ensuring all equipment is locked in the equipment box prior to opening night
• Review proposed league and constitution changes for the following year
• Work as a cohesive team to organize and run the following league events
  • Registration Night
  • Meet and Greet
  • Opening Night
  • Social Night
  • Banquet
  • AGM

 The AGM is designated at the ONLY MANDATORY annual league event. All other events are held at the discretion of the Executive.

 

2. CAPTAINS/CO-CAPTAINS

A request for volunteers for Team Captains and Co-Captains will be made by the LOURL Executive.  From these names, the LOURL executive committee will appoint the team captains and co-captains.

 

Captain/Co-Captains shall be responsible for:

• Creating your team’s weekly line-up and ensuring that all players play and sit equally.
• Supporting all players (on their team) in understanding the rules of LOURL.
• Reinforcing to all players that in the event of a disagreement with a call, only the captain/co-captain are to approach the Umpire.  If any member sees fit to argue with the umpire, they may be asked to leave the game.
• Ensuring your batting line-up and positions are ready upon start of the game.
• Sending an email to the spares list and cc the executive members in weeks that you will have less than 10 of your own players and need to recruit.
• Encouraging your teammates and providing support, especially to new players.
• Communicating with your team – in the event of cancellation due to rain or diamond conditions, captains will be notified and need to share the information with their team.
• Communicating with the Exec – any issues, concerns, feedback – both positive and negative.
• Before the early games, removing equipment from the equipment box located at the diamond 15 minutes prior to the start of the game (when applicable).
• After the last game of the evening, ensuring all equipment is returned and locked inside the equipment box at the diamond.  Key must be put back inside the lockbox (when applicable).
• Reporting to the secretary if any equipment is missing or needs replacing.
• Ensuring you record the final score, and each team captain is to email or text the score to the designated executive member each week for upload on the app.
• Reminding all players this is a recreational league and we want to have FUN!

3. TERM OF THE EXECUTIVE

The Executive shall be elected for a term of one year.  This shall be done at the annual general meeting.  Consecutive terms may be served by re-election only.

4. ELECTION OF THE EXECUTIVE

To be eligible for election a person must be a registered player with the LOURL.  Nomination must be made in writing and submitted to the LOURL Executive 2 weeks prior to the Annual General Meeting (AGM).  Nomination forms must include a nominator and seconder.  If required, elections will be held at the AGM by the way of a closed ballot.  An election will be run by an Election Committee selected by the LOURL Executive to compile the votes and announce the election results.  In the event of a tie, a run-off election (for the tied candidates only) will immediately be held by closed ballot.  If an Executive position is not filled at the AGM or a position becomes available after the AGM, an interim election may be held by closed ballot at a time, date and location determined by the LOURL Executive.

5. GENERAL MEETING

There shall be one general meeting every fiscal year.  This meeting will include election of officers and any other appropriate business

6. MEMBERSHIP FEES

The LOURL membership fee as set by the Executive, shall be payable on registration by all league members. 

7. ALLOCATION OF FUNDS

The revenue obtained from the membership fees shall be applied in whole toward the general operation expenses of the LOURL.  Any deficiency in “funds available” shall be made up by an appropriate levy or fund-raising mechanism.

8. REGISTRATION

Registration of Existing and new players will precede the Team-Selection Meeting, with every effort made to maintaining a high proportion of Markham/Unionville players.  All existing LOURL members will be contacted by email prior to registration.  All members must register and PAY their fees by the registration date.  Minimum player age is 19.

Waiting List – After teams have been filled, a waiting list will be compiled in the order of receipt of registration forms.  Members (and potential members) are required to fill out a registration form (including a self- rating for new players) to be placed on the waiting list.  This will be handled by the Secretary.  Registration fee for wait listed players will be prorated based on start date.

Sabbatical - Players may be granted a 1 season sabbatical after which they may return to the league as a Returning player.  If the leave extends past 1 season, they will be considered a “New Player”.

 

Refund Policy:

The refund amount will be based on the time when the player withdraws from the league.

 

• If registration is still ongoing – eligible for full refund.
• After registration has closed, but before the team selection meeting has taken place – eligible for a refund of the registration fee minus a $25 administration fee.
• After team selection meeting, but prior to order of team shirts – eligible for refund of the registration fee minus a $25 administration fee.
• After team shirt order – eligible for refund of the registration fee minus the shirt cost and a $25 administration fee.
• After opening night – eligible for a pro-rated refund based on number of games that have been played at the time the refund is requested minus the shirt cost and $25 administration fee. Prorated amount = Registration fee minus Games played x Registration Fee/ # games in the season.
• Once the Season is halfway, there will be no refunds issued and replacements may be brought in as needed by the Executive in consultation with captain/Co-captains (depending on the availability of appropriately-rated players).

9. HEALTH AWARENESS:

All players must understand the LOURL is a recreational league and as such takes the health of its member very seriously. 

• If it is evident and /or confirmed to an official that a player is pregnant, then for reasons of safety and for possible detrimental effect that such participation may have on players performance, LOURL will not knowingly allow pregnant women to participate.  The player will be requested to remove herself from the game.
• Any player who has had a pre-existing physical injury prior to a game, must have 100% medical clearance before returning to play.

 

10. PLAYER ALLOCATION:

New Season Picks

The Executive will be responsible for player allocation in the following manner:

• The number of teams drafted will be dependent on the number of registered players for that season
• On each of the teams, players are assigned to a number 1 - 14 (or the maximum number of groupings

        based on the number of registrants that season) based on their peer group number

• Captains will be randomly drawn and assigned to the teams. Captains and co-captains will be slotted into

        their applicable peer group on their assigned team along with their mutual(s), if applicable

• Pitchers will be randomly drawn and assigned to the teams. If a Pitcher is drawn to a team that already

        has a player in the same peer group, the pitcher will be moved to the next team

• Remaining players will be randomly drawn and assigned to the teams in the order drawn, one peer group

        at a time, starting with Peer Group 1.

• Mutuals will be matched to players and placed on the same randomly assigned team

 

*** The following mutual requests will be considered by the Executive, however, not all requests may be granted if it results in an uneven balance of players on the teams

 

• Each player is entitled to a maximum of (1) mutual friend on their registration form. Both players MUST be

        listed as the other’s mutual on their respective registration forms in for order for the “mutual friend” factor to

        be valid.

• Captains and co-captains do not have to be each other’s mutual.
• Any daughter(s) will be allowed to play on the same team as her mother if they are registered as each

        other’s mutual. Daughters may join the league at age 18 if they play with their mother.

• Any new player to LOURL may request to play with an existing LOURL member. Doing so will still allow that

        existing LOURL member a first mutual, however, any player groupings exceeding FOUR will be assessed by the Executive for accommodation based on fair balancing of team.

11. SEASONAL REPLACEMENTS

If a playing member leaves her team prior to August 1, every attempt will be made to replace her from the waiting list by an individual with a comparable rating.  After August 1^st, the replacement of players is at the discretion of the Executive in consultation with the corresponding team captain & co-captain.

 

12.  PLAYOFF ELIGIBILITY

 

All players are eligible to play in the playoffs. However, captains will have the sole discretion to adjust the line-up and fielding positions based on regular season attendance.

13. GRIEVANCES

The LOURL executive will be responsible to resolve all grievances or protests submitted by a Team Captain and Co-Captain.  Grievances must be received in writing within 24 hours of the time the game in question was played. 

14. BANK ACCOUNT LOCATION

The LOURL bank account shall be located at a bank and branch most convenient for the Treasurer and President and may be transferred at any time subject to approval of the Executive Committee.

 

15. CO-SIGNERS

The LOURL bank account shall allow the Treasurer to issue payments by e-transfer.  However, all disbursements must first be approved in writing by the President. In addition, the Treasurer must sign a legal document saying she will be personally liable for any unauthorized disbursements.

16. AMENDMENTS TO THE CONSTITUTION

The LOURL Constitution may only be amended by a majority vote of members present at General Meetings.  The amendment must be received by LOURL Executive, in writing, 2 weeks before the LOURL General Meeting.  Amendments must be in the form of a “resolution” and passed by a majority vote at the LOURL General Meeting.

17. EMERGENCY LOURL DECISIONS

Emergency LOURL decisions will be made by the Executive Committee if conditions permit.  If not, the President will be given interim sole decision –making powers.

18. LEAGUE RESPONSIBILITIES

The league shall provide:

• One umpire for all regular season and playoff games.
• 3 bases and 1 strike board to the games. 
• All game balls for both regular season and playoffs.
• Liability insurance to cover the league officials and teams.