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Constitution of the East Central Softball Association

The name of this organization shall be the East Central Softball Association, hereinafter referred to as ECSA.

The ECSA is an affiliate association with Softball Saskatchewan


Article I: Purpose

The purpose of ECSA is to promote and develop the sport of softball in the East Central region, fostering a positive and inclusive environment for players, coaches, officials, and fans.

ECSA will facilitate and govern all U15 and higher female youth softball teams which operate within the communities of Humboldt and Muenster. The teams will be recognized as the ECSA Wolverines.


Article II: Membership

                Section 1: Eligibility

Membership in ECSA is open to any individual, team, or organization that supports the objectives of the association. All members must adhere to the rules and regulations set forth by ECSA.

Section 2: Membership Eligibility

  1. Active Player Membership: Individuals actively participating on an ECSA Wolverines team.
  2. Prospective Player Membership: Players currently playing on a U13 Humboldt thunder or U13 Muenster A’s team that will be graduating into the ECSA program in the following season.
  3. Coach Membership: All coaches assistant and head for any ECSA Wolverine teams
  4. Parent of Player Membership: Parents/Guardians of active and prospective ECSA players
  5. Public Membership: Residents of the community(s) ECSA serves who hold interest in Softball and actively support ECSA’s purpose and initiatives.


Article III: Governing Body

                Section 1: Board of Directors

  1. Composition: The governing body of ECSA shall be the Board of Directors, consisting of 5 elected officers and appointed representatives.
  2. Responsibilities: The Board of Directors is responsible for setting policies, holding team tryouts, assisting coaching staff in assigning players to teams, managing finances (note: individual team finances will be handled by the team), and overseeing the general operations of ECSA.
  3. Term: The term of office for elected officers shall be 2 years (this two year term will take place following the first official election at the 2024 agm).
  4. Meetings: The Board of Directors shall meet regularly to discuss and make decisions on matters relevant to ECSA. If a face to face meeting can not occur, any decisions made electronically will be recorded in the minutes.


They will also host an AGM prior to the end of player registration each year. The AGM date and location must be made public two weeks prior to the meeting taking place. Location of the meeting must alternate between the communities of Humboldt and Muenster annually.


The AGM will be open to the public and all membership and be where officers of the board are elected.

Section 2: Officers

  1. President: The President shall preside over meetings, represent ECSA, provide leadership, act as the try breaker in the voting process and oversee the general operations of the ECSA.
  2. Vice President: The Vice President shall assist the President and assume responsibilities in their absence.
  3. Secretary: The Secretary shall maintain records of meetings and handle general correspondence.
  4. Treasurer: The Treasurer shall oversee financial matters, including budgets and financial reports.
  5. Member at large: will assist in the above duties as well as help manage the association website and recruitment procedures.
  6. The Board of Directors, upon majority vote, can add positions as deemed necessary.


Article IV: Committees

The Board of Directors may establish committees as needed to address specific areas such as rules, tournaments, membership, discipline etc. Committees shall be chaired by Board members or appointed individuals and report to the Board.


Article V: Rules and Regulations

ECSA will operate under the guiding rules of Softball Saskatchewan.


Article VI: Amendments

This constitution may be amended by a two-thirds vote of the Board of Directors. Proposed amendments must be submitted in writing and distributed to all Board members at least 48 hours prior to the vote.


Article VII: Dissolution

In the event of dissolution, any remaining assets of ECSA shall be distributed to the Softball associations within Humboldt and Muenster.


Article VIII: Voting Procedures for New Elected Positions

Section 1: Nominations

  1. Annual General Meeting: An Annual General Meeting (AGM) shall be held before final registration each year as reference in Article III, Section 1 of this constitution, during which open public nominations for elected positions shall take place.
  2. Nominating Committee: In addition to open public nominations, the President, with the approval of the Board of Directors, may appoint a Nominating Committee to present a slate of candidates for each elected position.
  3. Nomination Process: Members over the age of 18 and present at the AGM may submit nominations from the floor, or self-nominate, during a designated period of the meeting.

Section 2: Elections

  1. Election Timing: Elections for new officers shall be conducted at the AGM.
  2. Voting Eligibility: All members in good standing and over the age of 18 who attend the AGM are eligible to vote in elections.
  3. Voting Methods: Voting may be conducted in person or by written proxy by the raising of a hand.
  4. Majority Vote: Candidates for elected positions shall be elected by a simple majority vote of the members present or voting.

Section 3: Tie-Breaker

In the event of a tie in the voting for an elected position, a runoff election shall be conducted between the tied candidates. If a tie persists, the President shall cast the deciding vote.

Section 4: Announcement of Results

The results of the elections shall be announced promptly following the conclusion of the vote and the announcement will be made by the appointed election official. Newly elected officers shall assume their positions at the close of the AGM.

Section 5: Vacant Position

If positions are left vacant following the election process. The board of directors may appoint an individual to this position. The appointment will not follow the rule of terms of service but rather the position will be up for election at the next AGM.

Section 6: Recusal

Board members running for elected positions must recuse themselves from the deliberations and voting process during the election for the respective position.


Article IX: Disciplinary Action of Members

Section 1: Grounds for Disciplinary Action

      1. Violation of Rules: Members may be subject to disciplinary action for violating the rules and regulations of ECSA and/or Softball Saskatchewan.
      2. Conduct Unbecoming: Any member engaging in conduct deemed detrimental to the integrity and reputation of ECSA may be subject to disciplinary action.
      3. Non-Compliance: Failure to comply with decisions, policies, or directives of ECSA may result in disciplinary action.


Section 2: Disciplinary Procedures

      1. Complaints: Any member may file a complaint against another member alleging a violation of the rules. Complaints should be submitted in writing to the Board of Directors.
      2. Investigation: The Board of Directors shall conduct a fair and impartial investigation into the allegations. The member accused of wrongdoing shall be given an opportunity to respond to the allegations.
      3. Hearing: If the Board determines that a formal hearing is necessary, the accused member shall be given notice of the hearing and an opportunity to present their case.
      4. Decision: Following the hearing or investigation, the Board of Directors shall make a decision regarding disciplinary action. The decision may include, but is not limited to, a warning, suspension, or expulsion from ECSA.

Section 3: Confidentiality

Disciplinary proceedings and decisions shall be kept confidential to the extent possible, with information disclosed only to those who have a legitimate need to know.

Section 4: Emergency Action

In cases where immediate action is necessary to protect the well-being of ECSA or its members, the Board of Directors may take emergency disciplinary action. The affected member shall have the opportunity for a prompt follow-up hearing.

Section 5: Discipline deemed outside or beyond the scope of the Board

In certain cases, if the discipline is deemed to fall into the jurisdiction of Softball Saskatchewan the complaint and the decision of the board will be passed along to Softball Saskatchewan.


Article X: Tryout and Team Selection Process

Section 1: Purpose

The tryout and team selection process is designed to ensure fairness, transparency, and equal opportunity for all players aspiring to participate in ECSA-sanctioned teams.

Section 2: Tryout Announcements

    1. Notification: ECSA shall provide advance notice of tryouts through its official communication channels, including the website, social media, and other relevant platforms.
    2. Eligibility: Tryouts are open to all eligible players meeting the specified criteria outlined by ECSA and Softball Saskatchewan.

Section 3: Tryout Procedures

    1. Evaluation Criteria: The ECSA board along with the appointed coaches shall establish clear and objective criteria for evaluating players during tryouts. These criteria may include skills assessment, teamwork, attitude, and sportsmanship.
    2. Tryout Panels: Tryouts shall be overseen by the board of directors and designated individuals, including but not limited to coaches. The board reserves the right to decide to hire external evaluators. Panel members should be knowledgeable about the game and adhere to the principles of fair evaluation.
    3. Conflict of Interest: No one evaluator or board member who holds a direct conflict of interest such as being a guardian or parent to a player attending the tryout shall be influential in determining said players team assignment.
    4. Evaluation Exemptions: No player shall be exempt from tryouts, and ALL players will be given an equal evaluation to make the team whereby returning players are not guaranteed a place on the same team as previous years.

In the event a player can not attend a group tryout alternate private tryout dates may be provided by the board.

Section 4: Team Selection

    1. Criteria Consideration: The selection of players for ECSA-sanctioned teams shall be based on the evaluation criteria established for tryouts.
    2. Transparent Process: The team selection process shall be transparent, and information regarding the selection criteria, process, and results shall be made available to participants.
    3. Notification: Players selected for ECSA-sanctioned teams shall be notified in a timely manner following the completion of tryouts. The notification should include details about the team, expectations, and any required commitments.
    4. Tryouts: A team tryouts will be open to all eligible players providing they have the proper releases. B team tryouts will give priority to any previous Humboldt and Muenster associated players.

Section 6: Equal Opportunity

ECSA is committed to providing equal opportunities for all players and will abide by the Softball Saskatchewan Inclusion Policy.  ECSA will in its best judgement assign players to the team they will excel and gain the most personal growth.

Section 7: Confidentiality

Details regarding individual player evaluations and the team selection process shall be kept confidential to the extent possible, with information disclosed only to those who have a legitimate need to know.

               

Article XII: Appointment of Coaches

The appointment of coaches within ECSA is essential to fostering a positive and developmental environment for players. This section outlines the procedures for the selection and appointment of coaches for ECSA teams.

Section 2: Coaching Positions

ECSA may have various coaching positions, including head coaches, assistant coaches, and other coaching staff, as deemed necessary for the effective operation of the teams.

Head Coaches will be the only ones directly appointed by the board, all other coaches will be appointed by the Head Coach upon approval of the Board.

Section 3: Qualifications

   Coaches must meet the minimum requirements set out by Softball Saskatchewan for the level of play they will be involved with.

Section 4: Appointment Process

    1. Application: Individuals interested in a coaching position within ECSA shall submit a coaching application to the Board of Directors prior to the deadline.
    2. Review of Applicants: The Board of Directors or a designated coaching selection committee may conduct interviews with coaching candidates to assess their qualifications, coaching philosophy, and commitment to ECSA's values.

Interviews are not necessary, and the board may choose to review and determine the coach through information provided in the application alone.

    1. Selection: Coaches shall be appointed based on a comprehensive evaluation of their qualifications, experience, and alignment with ECSA's goals.

Section 5: Coaching Expectations

    1. Code of Conduct: Coaches shall adhere to a level of conduct that promotes sportsmanship, fair play, and positive leadership. While conducting themselves in a professional manner as a representative of ECSA.
    2. Player Development: Coaches are expected to prioritize the development of players' skills, teamwork, and character.
    3. Communication: Coaches shall maintain open and transparent communication with players, parents, and ECSA officials.
    4. Assistant Appointment: Head coaches are responsible for getting approval from the board and appointing all team supporting positions including, manager, and assistant coaches
    5. Finances/Season Planning: Season planning and budgeting as well as the management of team funds will be run through the team by the coach or their appointed manager. The boards treasurer can assist with handling of funds but all collection and determination of specific team fees will be managed by the team.