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Constitution: By-Laws

By-Law One: MEMBERSHIP

1.1 Membership is open to all parents and players aged 18 and over who are residents within Saskatoon A’s Baseball Association boundaries.

1.2 Membership is also open to those residents residing elsewhere but who have a player playing with the designated zone with the full approval of the Leagues in question and/or the Saskatoon Baseball Council Inc..

1.3 The registered coach, manager or assistant coach (trainer) of a team operating within or sponsored by the Saskatoon A’s Baseball Association shall be members of this organization.

1.4 The executive shall be members of this organization and have terms of two (2) years.

1.5 All members of the organization shall be entitled to vote at any annual, general or special meeting.

1.6 No one shall be represented by proxy or carry more than one vote.

By-Law Two: ORGANIZATION

2.1 The Saskatoon Athletics Baseball Association shall operate through an executive consisting of:

  • President
  • Past President
  • Vice President
  • Secretary
  • Treasurer x 2 (general and bingo)
  • Registrar
  • Special Events Coordinator
  • Equipment / Uniform Manager (can be separate positions)
  • Jr. Rally Cap Coordinator
  • Sr. Rally Cap Coordinator
  • 11U Coordinator
  • 13U Coordinator
  • 15U Coordinator
  • 18U Coordinator (if applicable)
  • Bingo Coordinator (paid, non–voting position)
  • Communications Coordinator (paid, non-voting position)
  • Criminal Record Check Compliance Coordinator

Up to 3 Members at Large may be appointed by the executive to represent areas of the A’s Baseball Association where there are few children playing baseball and no Zone executive representation. These members will have full voting rights.

2.2 The executive shall have the power to suspend or discipline any coach, manager, trainer or other team official connected with any team and shall have the power to report any player to the Leagues and/or the Saskatoon Baseball Council Inc. for suspension or discipline.

2.3 The executive shall be elected or appointed at the Annual General meeting of the organization in accordance with By-Law Three.

2.4 The executive is responsible to see that not all members resign at the same time. Where practical to ensure continuity, a minimum of any five must remain in any executive position.

To ensure the above continuity, the following positions will come due in odd numbered years:

  • President
  • Secretary
  • Bingo Treasurer
  • Registrar
  • Equipment Manager
  • Jr. Rally Coordinator
  • 11U Coordinator
  • 15U Coordinator
  • 1 Member at Large

The following positions will come due in even numbered years:

  • Vice President
  • General Treasurer
  • Special Events
  • Uniform Manager
  • Sr. Rally Coordinator
  • 13U Coordinator
  • 18U Coordinator
  • 2 Members at Large
  • Criminal Record Check Compliance Coordinator

2.5 Executive members will submit to Criminal Records Check. This will be paid for by the individual and reimbursed by the zone.

By-Law Three: NOMINATION AND ELECTION OF OFFICERS

3.1 A nominating committee of at least two people appointed by the Zone President shall seek nominations for each position at least one month prior to each Annual General meeting.

3.2 The names of candidates for the positions to be filled shall be presented to the Annual General meeting of the A’s Baseball Association.

3.3 Candidates must have agreed to allow their names to stand prior to or at the Annual General meeting.

3.4 All officers may stand for re-election.

3.5 A vacancy on the executive shall be filled by appointment by the Zone President after approval has been obtained by the executive.

3.6 When a new President is to be elected, the candidate(s) must be a member of the current executive board.

By-Law Four: MEETINGS

4.1 Meetings shall be called only by the Zone President. The secretary shall notify the zone membership through the email at least seven days prior to such meeting.

4.2 The Annual meeting of the A’s Baseball Association shall be called in the fall and held prior to October 30. Notification of such meeting will be sent out to zone membership on Ramp by Registrar.

4.3 All executive elections shall be by secret ballot.

4.4 The semi-annual meeting shall be called in the spring prior to the commencement of player registration, the third or fourth week in January.

4.5 Special meetings shall be required to be called by the Zone President upon request in writing to the secretary by any member, provided such request is signed by at least twenty members of the A’s Baseball Association and the cause for holding such meeting is clearly stated.

4.6 Executive meetings shall be held every month or less during the baseball season.  Executive meetings may be held in person or on a web-based communication platform. Executive members must be present to be considered in attendance. Meetings may be voice-recorded only with prior approval from the President and used only for the purpose of zone matters.

4.7 The order of business at the Annual, Semi-annual, Special, or General and Executive meetings, if applicable, be as follows:

  • (a) Notice of meeting
  • (b) Approval of Agenda
  • (c) Approval of Previous Meeting Minutes
  • (d) Report of Treasurers and presentation of financial statement
  • (e) Report of Bingo Coordinator
  • (f) Report of Registrar
  • (g) Report of Special Events
  • (h) Report of Uniform Manager
  • (i) Report of Equipment Manager
  • (j) Report of Communications Coordinator
  • (k) Criminal Record Check Compliance Coordinator
  • (l) Report of Jr./Sr. Rally Cap, 11U, 13U, 15U, and 18U Coordinators
  • (m) Report of Zone President
  • (n) Notice of Motion
  • (o) New business
  • (p) Next Meeting Date/Adjournment

By-Law Five: DUTIES OF OFFICERS

5.1 Zone Executive

  • a) To be in charge of equipment and the purchasing of such equipment as they deem necessary for any teams that the Zone sponsors.
  • b) Have the power to appoint persons to such positions as they deem necessary to carry our various duties within the zone.
  • c) To set registration fees.
  • d) To determine fundraising activities
  • e) To ensure that the final obligation of their respective offices is the orderly succession of duties
  • f) To receive a free registration for one child playing in the A’s zone if duties a) to e) are performed plus applicable duties outlined in 5.3 to 5.12 and at least 75% attendance at executive meetings. If the child qualifies for 15U or 18U AAA league, the zone will pay fees equivalent to the respective division in the zone and the member will be responsible to pay the difference.

5.2 Coaches Selection Committee

  • a) The Zone President (or designate), Zone Vice President and each Coordinator will review all applications and make recommendations to the committee which will consist of the Zone Executive.
  • b) Applications in writing for coaching positions shall be accepted by the Coordinators and forwarded to the chairman of the coaches’ selection committee prior to March 31.
  • c) Tentative coach selection shall be completed by latest date of April 15 with finalization of the respective coaches on team formation. Every effort will be made to meet this date but circumstances may arise that makes it impossible.
  • d) All coaches and assistant coaches must submit to a Criminal Record Check. This will be paid for by the individual and reimbursed by the zone. Failure to do so will result in removal of coaching
    appointment until completed and received.

5.3 Past President

  • a) To provide continuity from year to year.
  • b) To act in an advisory capacity to the current executive.

5.4 Zone President

  • a) To administer the Zone as set out by its Constitution, By-Laws, Rules and Regulations.
  • b) To be sure the Zone is being administered uniformly in all respects.
  • c) To be the only official spokesman for the Zone to the Media, Leagues and the Saskatoon Baseball Council Inc..
  • d) To ensure that the annual, semi-annual, and executive meetings are held regularly.
  • e) To preside at all annual, semi-annual, special, division, general and executive meetings.
  • f) To give notice of all meetings and have all concerned notified.
  • g) To oversee all members of the executive.
  • h) To perform such duties as are usually performed by a Zone President and to generally oversee the business of the Zone.
  • i) To vote only in case of a tie.
  • j) To be responsible for all appointments of officers in the Zone.

5.5 Zone Vice President

  • a) To perform the duties of the Zone President when he or she is absent from a meeting.
  • b) To be in charge of receiving and reviewing all coaching applications.
  • c) To be responsible for distribution of information to all coaches, managers and schools.
  • d) To perform such other duties as may be designated by the Zone President.

5.6 Secretary

  • a) To keep an accurate record of the proceedings of all meetings of the Association.
  • b) To take care of such correspondence as is delegated to him or her by the Executive.
  • c) To distribute a copy of minutes to the executive as soon as possible after each meeting preferably before next meeting together with agenda for that next meeting.
  • d) To carry out duties relative to his or her office.

5.7 Treasurers

  • a) To keep an accurate record of all moneys received and disbursed and report same at executive, semi-annual and annual meetings.
  • b) To present a financial statement at the fall semi-annual meeting.
  • c) To carry out duties relative to his or her office.
  • d) To be on all committees related to revenues and expenditures.

5.8 Registrar

  • a) To be responsible for all team and player registration and to ensure all deadlines for the registration of players and the registration of teams are met.
  • b) To carry out duties relative to his or her office.
  • c) To incur discretionary expense as deemed necessary for proper execution of office.

5.9 Bingo Coordinator

  • a) To be in charge of all Bingo activities.
  • b) To carry out duties relative to his or her office.

5.10 Equipment and or Uniform Managers

  • a) To be in charge of all equipment of teams sponsored by the A’s Baseball Association.
  • b) To purchase equipment and uniforms for teams sponsored by the A’s Baseball Association.
  • c) The equipment manager may purchase equipment / uniforms up to the value of $500.00 without prior approval.

5.11 Events Coordinator

  • a) To be in charge of all events sponsored by the A’s Baseball Association.
  • b) Shall be responsible for organizing and administrating evaluations and tryouts (in conjunction with the Executive committee) and booking the required facilities/fields for such events.
  • c) Responsible for organizing and administrating any Zone sponsored player and coaching clinics

5.12 Zone Coordinators

  • a) Shall be members of their respective League and/or Saskatoon Baseball Council Inc. committee and participate in the running of the League.
  • b) Shall operate and administer their respective division under provisions of the A’s Baseball Association Constitution, By-Laws, Rules and Regulations under the direction of the Zone President.
  • c) Shall serve as a line of communication between coaches, assistant coaches and managers in their respective division and the Zone Executive.
  • d) Shall be responsible for organizing, in coordination with the events coordinator, tryouts for their respective Division.
  • e) Shall receive all tryout evaluation forms and in conjunction with selection committee, roughly divide players into appropriate tryout groupings.

5.13 Members at Large

  • a) To attend zone meetings and be an active member of executive.
  • b) To aid and participate with duties of Special Events, Uniforms, Equipment, and/or Coordinators as needed.
  • c) To carry out duties as is delegated to him or her by the executive.

5.14 Communications Coordinator

  • a) To update and maintain Saskatoon A’s website.
  • b) To be responsible for external communication on social media as directed by Executive.

5.15 Criminal Record Check Compliance Coordinator

  • a) To be responsible for and oversee compliance of all criminal record checks required in the zone.
  • b) To compile a list of all coaches in the zone for the current year from each division coordinator.
  • c) To set a date in consultation with the executive when criminal record checks for the current year are due to be submitted. 
  • d) To confirm and record every coach, assistant coach, and board member in the zone has received and returned their criminal record check for the current year.
  • e) To report to the executive with completed and outstanding criminal record checks for the current year. When a required criminal record check is not received by the prescribed deadline they must communicate with that person or persons that they are no longer eligible to continue with their role until the criminal record check is completed and received.
  • f) To retain completed criminal record checks until no longer required. 
  • g) To report to Baseball Saskatoon when a coaching criminal record check audit occurs. 

When the Criminal Record Check Compliance Coordinator is vacant and cannot be filled The duties will be the responsibility of the members at large or the President's delegate.

By-Law Six: FINANCES

6.1 All funds earned by the A’s Baseball Association from all sources shall be credited to the Zone account.

6.2 All expenditures shall be covered by an invoice.

6.3 Bank signing officers shall be two of the following: the general treasurer, the bingo treasurer or the Zone President.

6.4 All players playing on Saskatoon Baseball Council Inc. sponsored teams shall pay a registration fee to the Zone, however, no individual wishing to play shall be prevented from doing so for financial reasons.

6.5 All teams, coaches, managers, parents and players sponsored by the A’s Baseball Association must inform the Zone executive of their fundraising activities.

By-Law Seven: DISSOLUTION

7.1 Upon dissolution or liquidation of the Association, all the remaining assets of the Association after payment of all debts and liabilities shall be donated for such charitable, benevolent or educational purpose as may be decided by the Association at its last general meeting.

By-Law Eight: GENERAL

8.1 In the event of any dispute as to the meaning of any article, by-law, rule or regulation, the interpretation of the Executive shall be final and conclusive.

By-Law Nine: RULES OF CONDUCT FOR MEETINGS

9.1 Voting majority will be determined by the number of voting members present.

9.2 Motions

  • a) Written (mover/seconder)
  • b) Verbal (mover/seconder)

9.3 Speak to a motion (Debate)

  • a) can speak only once to a motion
  • b) other speakers - affirmative and/or negative

9.4 Vote on the motion.

9.5 Order to follow during debate before the call for the question.

  • (1) Amend - add, strike out, replace or substitute words, or divide the question into parts. (NOTE: YOU CAN AMEND A MOTION, CANNOT AMEND AN AMENDMENT.)
    • Debate amendment.
    • Vote on amendment.
  • (2) Rescind (remove, cancel, repeal)
  • (3) Refer to committee.
  • (4) Defer for a certain time.
  • (5) Table (NON-DEBATABLE).

9.6 Challenge Chair on all above procedures.