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Saskatoon Zone 3 Lasers Softball Bylaws

1. Name

The organization shall be known as “Saskatoon Zone 3 Lasers Softball” and is referred to in these Bylaws as the Association.

2. Purpose

The purpose of the Association shall be to:

(a) promote, govern and improve organized softball within Zone 3;

(b) foster and promote sportsmanship, citizenship and leadership;

(c) exercise general supervision and direction over the interests of Zone 3 players, coaches, managers and Zone Executive; and

(d) carry out such other things as may, from time to time, be deemed appropriate by the Zone Executive in furtherance of these objectives.

3. Definitions

In these Bylaws, unless the context otherwise requires:

(a) “member in good standing” means any parent, coach, manager or Zone Executive member who has:

(i) paid fees in full to the Association or been approved by the Zone Executive as a team coach or manager in the current season; and

(ii) not been sanctioned by the Association;

(b) “Officer” means the Commissioner, Junior Coordinator, Secretary and Treasurer;

(d) “registration documents” includes criminal record checks, commitment letters, photo releases and player, parent and coach pledges;

(e) “residence” means the primary residence of any parent at the time of registration;

(f) “SMSL” means Saskatoon Minor Softball League;

(g) “year” means the period from September 1 in any calendar year to August 31 in the following calendar year and fiscal year shall mean the same;

(h) “Zone” or “Zone 3” means the geographic area of the City of Saskatoon designated as Zone 3 by SMSL.

3. Membership

(1) There shall be one class of membership.

(2) Membership shall be open to:

(a) any parent of a player who:

(i) resides within Zone 3;

(ii) is not affiliated with any other zone; and

(iii) files a registration form accompanied by payment in full of such registration fee as may, from time to time, be set by the Zone Executive;

(b) any parent of a player who:

(i) resides outside of Zone 3;

(ii) is not affiliated with any other zone;

(iii) files a registration form accompanied by payment in full of such registration fee as may from time to time be set by the Zone Executive; and

(iv) obtains approval from the Zone Executive and SMSL; and

(3) Membership shall be on an annual basis commencing September 1 in any calendar year and ending on August 31 in the following calendar year.

(4) Members may withdraw from the Association at any time. Refunds will be considered on a case by case basis in accordance with the Association’s Refund Policy.

4. Officers and Executive

(1) The Association shall operate through a board of directors known as the Zone Executive.

(2) A Zone Executive position can be held by any person who is at least 18 years of age and is a member in good standing.

(3) The Zone Executive shall be comprised of the:

(a) Commissioner;

(b) Junior Coordinator;

(d) Treasurer;

(e) Communications Coordinator;

(f) Facilities, Evaluations and Training Coordinator;

(g) Equipment and Diamond Maintenance Coordinator;

(h) Web Coordinator;

(i) Bingo Coordinator;

(j) Tim Bit Coordinators (2);

(k) Tim Bit Equipment Coordinator;

(l) Past Commissioner;

(m) Members at large (up to a maximum of 4).

(4) The term of office for the Commissioner and the Junior Coordinator shall be two (2) years. The Commissioner shall be elected in odd years and the Junior Coordinator shall be elected in even years. These positions will be recommended to the SMSL.

(5) The term of office for the Past Commissioner shall be two (2) years or the length of office of the current Commissioner. The Past Commissioner shall be elected in odd years.

(6) The term of office for all other Zone Executive positions shall be two (2) years as follows:

(a) Secretary – elected in even years;

(b) Treasurer – elected in odd years;

(d) Facilities, Evaluations and Training Coordinator – elected in even years;

(e) Equipment and Diamond Maintenance Coordinator – elected in odd years;

(f) Web Coordinator – elected in even years;

(g) Bingo Coordinator – elected in odd years;

(h) Tim Bit Coordinators – elected in odd years;

(i) Tim Bit Equipment Coordinator – elected in even years;

(j) Members at large – two (2) in even and two (2) in odd years.

(7) In the event that a position on the Zone Executive is not filled at the Annual General Meeting, such position may be filled by appointment of the Zone Executive.

(8) Any vacancy occurring on the Zone Executive during the term of office may be filled for the balance of the term of office by appointment of the Zone Executive.

(9) There shall be no maximum number of terms during which a member of the Zone Executive may hold office.

(10) No member of the Zone Executive may hold more than one (1) Zone Executive position per term, except upon approval of the Zone Executive.

(11) A member of the Zone Executive ceases to hold office upon death, removal from office, becoming unqualified, expiration of term of office or submission of a resignation.

(12) Removal from office of a member of the Zone Executive, for cause, shall occur in accordance with the Saskatoon Zone 3 Lasers Softball Board of Directors Code of Conduct.

5. Powers and Duties of the Executive

(1) All members of the Zone Executive shall:

(a) carry out the objectives of the Association identified in Article 1;

(b) suggest and coordinate activities to further the common interest of the Zone teams;

(d) establish and interpret operating guidelines for the purpose of carrying out its duties;

(e) regularly attend meetings of the Association and fully participate in activities of the Zone; and

(f) remain members in good standing.

(2) The Commissioner shall:

(a) preside at all annual, special and Zone Executive meetings;

(b) ensure that the day to day business of the Association is carried out in accordance with these Bylaws;

(d) attend SMSL meetings and be the official spokesperson for the Association with SMSL;

(e) assist SMSL in arranging the playing schedule of all softball leagues;

(f) assist in the registration of players;

(g) ensure that all Zone Executive members are fulfilling the duties of their Executive positions and in accordance with the Saskatoon Zone 3 Lasers Softball Board of Directors Code of Conduct;

(h) report the discipline of players, parents, coaches and managers to SMSL upon approval of the Zone Executive.

(3) The Junior Coordinator shall:

(a) have all of the powers and duties of the Commissioner when the Commissioner is absent;

(b) coordinate Zone-wide registration for all junior league divisions, U13 through U17, including ensuring that all deadlines for player and team registrations are met;

(d) preside as chair of the Coach Selection Committee;

(e) coordinate communication with coaches and managers of softball teams in other zones;

(f) distribute and coordinate the collection of registration documents with assistance from members at large;

(g) coordinate junior league address verification of parents and players with assistance from members at large;

(h) in accordance with SMSL Bylaws, attend SMSL meetings and, with the Commissioner, act as a liaison between SMSL and the Zone Executive in organizing softball in Zone 3;

(i) perform such other duties as may be assigned from time to time by the Commissioner.

(4) The Secretary shall:

(a) keep an accurate record of all meetings of the Association and all meetings of the Zone Executive;

(b) ensure that all meetings are appropriately advertised;

(d) perform such other duties as may be assigned from time to time by the Commissioner.

(5) The Treasurer shall:

(a) keep an accurate record of all monies received and disbursed by the Association and report on same at Annual General Meetings;

(b) handle all correspondence on behalf of the Association related to invoices and the payments of bills;

(d) make appropriate arrangements for the preparation of annual financial statements;

(e) perform such other duties as may be assigned from time to time by the Commissioner.

(6) The Communications Coordinator shall:

(a) handle correspondence, as required;

(b) coordinate all internal and external communication from the Association;

(d) publicize the Zone and its teams to local and other media;

(e) perform such other duties as may be assigned from time to time by the Commissioner.

(8) The Facilities, Evaluations and Training Coordinator shall:

(a) coordinate training clinics for Zone 3 players, coaches and parents;

(b) coordinate player evaluations;

(9) The Equipment and Diamond Maintenance Coordinator shall:

(a) purchase equipment and uniforms as required by the Association and as approved by the Zone Executive;

(b) coordinate the disbursement, collection, inventory and maintenance of equipment and uniforms for the use of Zone 3 teams;

(d) perform such other duties as may be assigned from time to time by the Commissioner.

(10) The Web Coordinator shall:

(a) maintain the Association’s website and social media pages;

(b) perform such other duties as may be assigned from time to time by the Commissioner.

(11) The Bingo Coordinator shall:

(a) coordinate with the external bingo coordinator to ensure that all available bingo opportunities have been communicated to parents in the Zone;

(b) maintain a schedule of Zone bingo opportunities including a record of who will be performing the volunteer duties and coordinating for the payment of workers where volunteer opportunities are not filled by members;

(12) The Tim Bits Coordinators shall:

(a) promote and coordinate Tim Bit league activities in the Zone;

(b) coordinate Zone-wide registration for Tim Bit league programs U7 through U11 for boys and girls, including ensuring that all player and team registration deadlines are met;

(d) build teams and assign coaches annually;

(e) schedule coach mentors and develop coaches;

(f) in accordance with SMSL Bylaws, attend SMSL Tim Bit meetings and act as a liaison on behalf of the league with Softball Saskatchewan;

(g) coordinate Tim Bit league address verification of players and parents with assistance from members at large;

(g) perform such other duties as may be assigned from time to time by the Commissioner.

(13) The Tim Bit Equipment Coordinator shall:

(a) purchase equipment as required by the Tim Bit Coordinators and as approved by the Zone Executive;

(b) coordinate the disbursement, collection, inventory and maintenance of equipment for the use of Zone 3 Tim Bit teams;

(d) perform such other duties as may be assigned from time to time by the Commissioner.

(14) The Past Commissioner shall:

(a) provide continuity to the Zone Executive;

(b) support the Commissioner in the exercise of their duties and act in an advisory capacity to the current Zone Executive to ensure appropriate succession planning.

(15) The members at large shall:

(a) support league hosted events and provide support to the Zone Executive, as required;

(b) assist the Junior Coordinator with the distribution and collection of registration documents;

(d) coordinate and support the Equipment and Diamond Maintenance Coordinator and the Tim Bit Equipment Coordinator to maintain an adequate inventory of jerseys and store jerseys in the off season;

(e) support the Equipment and Diamond Maintenance Coordinator to organize jersey pick up and drop off;

(f) perform such other duties as may be assigned from time to time by the Commissioner.

6. Committees

(1) The Zone Executive may create ad hoc committees of the Executive and

delegate to any such committee powers of the Zone Executive.

(2) The Zone Executive shall elect annually from among its directors a

Coach Selection Committee.

(3) The Coach Selection Committee shall:

(a) be appointed annually by the Zone Executive;

(b) be chaired by the Junior Coordinator or their designate;

(d) be responsible to review all applications for coach positions and select head coaches for all U13 to U17 Zone 3 teams for the current season.

7. Meetings

Zone Executive Meetings

(1) All Zone Executive meetings shall be held at the call of

the Commissioner. There shall be at least four (4) Zone Executive

meetings annually.

(2) Notice of Zone Executive meetings shall be provided to all Zone

Executive members at least one week in advance of the meeting and the

meeting date shall be posted on the Association’s website.

(2) A majority of members of the Zone Executive then in office shall

constitute a quorum.

(3) Notwithstanding vacancies on the Zone Executive, the continuing

members of the Zone Executive may exercise all of the powers of the

Zone Executive.

(4) At all meetings of the Zone Executive, each member of the Zone

Executive shall have one vote. The Commissioner shall only vote in the

case of a tie. Every question shall be decided by a majority of votes cast

on the question.

(5) In the event that it is inconvenient to call a meeting of the Zone

Executive, the Commissioner may conduct a vote by electronic means

and any motion voted on by this method shall be deemed passed if a

majority of the members of the Zone Executive then in office vote in

favour of the question.

Annual General Meetings and Special Meetings

(6) An annual meeting of the members shall be held at the call of the

Commissioner within ninety (90) days of year end.

(7) Notice of the time and place of the Annual General Meeting shall be

provided not more than fifty (50) days and not less than fifteen (15) days

prior to the meeting.

(8) Notice of the Annual General Meeting shall be provided by electronic

mail to each member entitled to vote at the meeting, to each member of

the Zone Executive and to the auditor, if any, or by posting on the

Association’s website.

(9) Special meetings of the membership shall be called by the Zone

Commissioner upon written request to the Zone Commissioner provided

that such request clearly states the purpose of the meeting and is signed

by a minimum of twenty-five (25) percent of the members of the

Association.

(10) At all annual general and special meetings of the members, each

member shall be entitled to one vote. No member shall be entitled to

vote by proxy. The Zone Commissioner shall vote only in the case of a

tie.

(11) Quorum at all annual general and special meetings of the members

shall be a minimum of seven (7) members in good standing who are in

attendance at the meeting.

(12) A member of the Association who wishes to have a matter placed on the agenda

of the Annual General Meeting shall, at least seven (7) days prior to the Annual General Meeting, give to the Commissioner notice in writing of the matter to be placed on the agenda in sufficient detail to permit reasoned consideration of the matter.

(13) Motions at the Annual General Meeting or any special meeting of the

membership shall be decided by a majority of votes cast in favour of the

motion, excepting a motion to amend or repeal the Bylaws of the

Association, which shall require a majority vote of two-thirds (2/3) of the

voting membership present at the Annual General Meeting or special

meeting to carry.

(14) Robert’s Rules of Order shall govern all meetings.

8. Financial

(1) The fiscal year of the Association shall be as defined in clause 3(h).

(2) All funds earned by the Association shall be credited to the account of

the Association maintained by the Association under the name

Saskatoon Zone 3 Lasers Softball Association with a financial institution.

(3) All expenditures shall be evidenced by invoices.

(4) The signing officers of the Association with such financial institution shall

include the Commissioner or the Junior Coordinator, or both, in addition

to any others approved by the Zone Executive.

(5) A financial statement prepared by the Treasurer shall be presented at

the Annual General Meeting.

9. Coaches

(1) There shall be a public call for interest for anyone wishing to become a

head coach of a Zone 3 team.

(2) The Coach Selection Committee, chaired by the Junior Coordinator shall

coordinate the process and select head coaches for all U13 to U17 Zone

3 teams, subject to approval by the Commissioner.

(3) All head coaches of Zone 3 teams shall have or be in a position to obtain

the minimum National Coaching Certification Program (NCCP) Coaching

Levels required by Softball Saskatchewan prior to the end of the season

for which they have been selected. Season means the start and end

dates set by SMSL for the year in which the applicant is applying to

coach. Failure to obtain the appropriate certification may result in

disqualification of the coach for the following year.

(4) All coaches and assistant coaches shall complete Respect in Sport

certification and submit a current Criminal Record Check prior to the

start of the season.

10. Discipline

(1) Coaches, players and parents shall conduct themselves in accordance

with the Coaches Pledge, Players Pledge and Parent Pledge,

respectively.

(2) Discipline of players is the responsibility of head coaches, assistant

coaches and managers. The Junior Coordinator shall be advised of any

discipline imposed.

(3) Players, parents, coaches, managers or members who engage in

inappropriate conduct, on or off the field may be subject to discipline.

Any disciplinary action imposed shall be taken by the Zone Executive

and reported to SMSL.

11. Western and National Championships

(1) A Zone 3 player approached by another zone team to attend a Western

or National Championship with their team may be entitled to financial

assistance from the Association. Any request for financial assistance

shall be subject to approval by the Zone Executive in consideration of

the Association’s financial position at the time the request is made.

Under no circumstances shall the amount of financial assistance exceed

$1,000.

(2) A Zone 3 team that qualifies to participate in a Western or National

Championship may be entitled to financial assistance from the

Association. Any financial assistance shall be subject to approval by the

Zone Executive in consideration of the Association’s financial position at

the time. Under no circumstances shall the amount of financial

assistance exceed $4,000.

12. Honorariums

Honorariums to a maximum of the equivalent of the cost of one junior league

registration fee may be paid from the Association to members holding the

Zone Executive positions identified in subsection 4(3). The disbursement of

honorariums shall be subject to approval by the Zone Executive annually, in

consideration of the Association’s financial position at the time and members

holding Zone Executive positions from the same family shall only be eligible for

the equivalent of one junior league registration fee. Honorariums may be paid

out anytime up to ninety (90) days after the end of the current season.

13. Policies

All Zone policies shall be posted on the Association’s website.

14. Bylaws Complementary to SMSL Bylaws

These Bylaws are intended to be complementary to the SMSL Bylaws. To the

extent that there is any inconsistency between these Bylaws and the SMSL

Bylaws, the SMSL Bylaws shall prevail.

15. Amendment of Bylaws

(1) The Bylaws of the Association may be amended, repealed or replaced

by resolution passed by a majority of not less than two-thirds (2/3) of the

voting members present at an Annual General Meeting or at a special

meeting called for that purpose. Thirty (30) days prior notice in writing of

any proposed amendment or repeal shall have been given to the

Commissioner or in the absence of the Commissioner, to another

member of the Zone Executive.

(2) Bylaws of the Association may be made, amended or repealed by the

Zone Executive. Any such bylaw, amendment or repeal of a bylaw

made by the Zone Executive must be submitted to the members of the

Association at the next meeting of members and the members, by a

resolution passed by a majority of votes cast by the members who voted

in respect of that resolution, may confirm, reject or amend the bylaw,

amendment or repeal.

(3) A bylaw, amendment or repeal of a bylaw by the Zone Executive is

effective from the day of the resolution of the members of the Zone

Executive until it is confirmed, confirmed as amended or rejected by the

members of the Association, and where the bylaw is confirmed or

confirmed as amended, it continues in effect in the form in which it was

confirmed.

(4) If a bylaw, amendment or repeal is rejected by the members of the

Association, or if the member of the Zone Executive do not submit the

bylaw, amendment or repeal to the members, the bylaw, amendment or

repeal ceases to be effective and no subsequent resolution of the

members of the Zone Executive to make, amend or repeal a bylaw

having substantially the same purpose or effect is effective until it is

confirmed or confirmed as amended by the members of the Association.

15. Effective Date

These Bylaws shall come into effect upon approval at an Annual General

Meeting or a special meeting called for that purpose.

Enacted by the Zone Executive of the Association this 19th day of October, 2021.

Steve Prokopchuk Jennifer Gustafson Hennings

Commissioner Secretary

Approved by the members of the Association this 19th day of October, 2021.

By-Laws