Dates and Info
Association Info
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WHALLEY MINOR FASTPITCH ASSOCIATION POLICIES AND
CONSTITUTION Policies updated January 2009
Discipline and Complaints Policy CONSTITUTION AND BYLAWS CONSTITUTION Article 1: NAME This organization shall be known as Whalley Minor Fastpitch Association
(WMFA). (This name change from Fastball to Fastpitch was adopted at the
Annual General Meeting on June 18, 2007.) This is a non-profit organization. Article 2: PURPOSE The purpose of this Association is to promote softball and to organize
teams and leagues to perpetuate (fastpitch) softball in the interest of the
development of the bodies, minds and characters of the players. Article 3: DISSOLUTION Upon winding up or dissolution of the Association, the assets which
remain after payment of all costs, charges, and expenses which are properly
incurred in the winding up shall be distributed equally to any remaining
District 7 Minor Softball Associations. If
District 7 Associations no longer exist upon dissolution, then the assets
will be dispersed to Softball BC. This provision shall be unalterable. BYLAWS BYLAW#1: MEMBERSHIP The following shall become members of this Association: Any parent or guardian of any player registered with the
Association. Any person actively involved in the general work of the
Association. No membership fees will be charged. A member may, at the discretion of the Executive, cease to be a
member of Whalley Minor Fastball Association upon written notification
from the Executive for conduct deemed to be improper, unbecoming, or
likely to endanger the interest or reputation of the Association, or who
willfully commits a breach of the Constitution or Bylaws of the
Association. All members in good standing shall be subject to the regulations and
directions issued by the Executive. All members will remain a member of the Association until their child
or ward is no longer registered with the Association or the member is no
longer actively involved with the Association in any capacity. BYLAW #2: ANNUAL GENERAL MEETING The Annual General Meeting shall be held during the month of JUNE each
year. The members of the Association shall receive notice of the Annual
General Meeting 14 days in advance of the meeting time indicating time and
place. Failure to notify an individual of the AGM will not invalidate the
proceedings of the meeting. A current financial statement will be presented
to all those present at the Annual General Meeting that properly and fairly
discloses the financial situation of the Association. BYLAW#3: SPECIAL MEETINGS Special General Meetings may be called at any time during the year by a
majority vote of the Executive. In addition to the Annual General Meeting,
there will be at least one coach and parents meeting organized by the
Executive during the season. BYLAW#4: FISCAL YEAR The fiscal year of WMFA is from September 1 to August 31 of the following
year, commencing with fiscal September 1, 2002 to August 31, 2003. BYLAW#5: EXECUTIVE MEETINGS The Executive of the Whalley Minor Fastball Association shall meet at
least once each month as determined by the President and any other meetings
requiring the attendance of the Executive may be called by the President or
a quorum of the Executive when business of the Association so requires. A
chairperson of a committee (if any) may attend the Executive meetings when
requested by a member of the Executive. BYLAW#6: QUORUM A quorum for an Executive Meeting shall consist of a minimum of four (4)
Executive members. A quorum for an Annual General Meeting shall consist of a
minimum of eight (8) members. BYLAW#7: DIRECTORS AND OFFICERS The Officers of the Association shall be the President,
Vice-President, Registrar, Treasurer, and Secretary. The balance of the
Executive is made up of the following positions: Training Coordinator,
Tournament Director, Park Maintenance Manager, Park Scheduler, Uniform
Manager, Equipment Manager, Webmaster, Trophies and Pictures
Coordinator, Learn to Play Coordinator and Volunteer Coordinator.
The immediate Past President shall remain a voting member of the
Executive. The Umpire in Chief and the Concession Manager shall have
non-voting positions on the Executive of Whalley Minor Fastpitch
Association. It shall be the duty of the Executive, by a 2/3-majority vote of the
Executive, with all members invited to the meeting, to forthwith remove
from office any officer or director who is being remiss or neglectful of
his/her duties or by conduct tending to impair his/her usefulness as a
member of the executive. It is at the discretion of the Executive to
define remiss, neglect, conduct, etc. BYLAW #8: REMUNERATION Duly elected, voting members of Whalley Minor Fastpitch Executive shall
not receive remuneration or other financial benefits for their services to
the organization, regardless of the type of service performed. BYLAW#9: PLAYERS & COACHES Admission of players is open to any and all girls and boys ages four
to eighteen for minor teams (as of December 31st), provided a
registration form is completed for insurance purposes. Junior or senior
teams for adults over nineteen years of age may be sponsored by Whalley
Minor Fastpitch Association but will not consist of more than 25% of the
players in the association. All players will be insured by and members
in good standing of Softball B.C. Admission of a coach or assistant coach shall be at the sole
discretion of the Executive. A player or coach may cease to be in good standing with the
Association if the player or coach while playing or coaching: Has possession of drugs Has possession of alcohol Is visibly under the influence of alcohol or drugs during games
or practices. Conducts themselves in a way which physically or emotionally can
endanger another person The termination or suspension of a player or coach shall be
determined solely by the Executive. BYLAW#10: ELECTION OF OFFICERS All Executive officers shall be democratically elected at the Annual
General Meeting and shall assume office immediately. The term of office
will be for two years. Should an officer or director resign or a position not be filled, a
quorum of the Executive may appoint a replacement. (c) In the case of more than one person volunteering or being
nominated for an Executive position, a vote by secret ballot shall be
conducted. (d) All nominees must either be present to affirm a nomination or
send a letter of consent in order to be nominated from the floor. (e) An ad hoc Nominating Committee, chaired and consisting of
non-executive members, may be struck at least one month prior to the
Annual General Meeting to propose nominations and volunteers for
Executive positions. BYLAW#11: DUTIES OF OFFICERS The Past-President shall be an honorary member of the
Executive and will be expected to assist the President in his/her duties
as required. It shall be the duty of the President to chair all meetings of
the Association and to perform all such functions that pertain to this
office. In the absence of the President, the Vice-President may perform
all of the duties of the President. The Vice-President shall be responsible for the day-to-day
operation and decorum of all of the divisions and will assist the
President in the duties of that position as required including attending
District meetings, etc. The Secretary’s duties shall be to record the minutes of all
meetings of the Association. The Secretary shall be responsible for all
correspondence. The Secretary is also responsible for keeping custody of
minutes of all membership and Executive meetings and all matters related
to the organization. The Treasurer shall receive all monies due to the Association
and shall be responsible for the safekeeping of it. The Treasurer is
responsible for keeping track of the financial situation of the
Association and ensuring that any and all bills are paid in a timely
manner. The Treasurer shall maintain appropriate records. The Registrar’s duties shall be to maintain proper records of
player registrations and liaison with the Treasurer to account for all
monies collected for registration. The Tournament Director shall be responsible for the planning,
organizing, scheduling and budgeting of all tournaments and staffing it. The Park Maintenance Manager will be responsible for
maintenance of the fields and field equipment. The Park Scheduler shall be responsible for scheduling all
games in the park and for allocating fields as deemed appropriate to the
division. The Equipment Manager shall be accountable to remain within
budget allocations for the purchases and maintenance of game equipment
for the Association and be accountable for the inventory of equipment of
the Association. The Uniform Manager shall be accountable to remain within
budget allocations for the purchases and maintenance of uniforms for the
Association and be accountable for the inventory of uniforms of the
Association. The Training Co-coordinator shall be responsible for coaches
training, communications and liaison between coaches, members, and
players, and to make recommendations to the Executive regarding clinics,
etc. The Trophies and Pictures Coordinator shall be accountable to
remain within budget allocations for the purchase of medals, trophies
and pictures as well as scheduling teams for picture days and ensuring
retakes if necessary. The Webmaster shall be responsible for the creation,
maintenance and updating of the website www.wmfa.net and to make
recommendations regarding the site. The Volunteer Coordinator shall be responsible for staffing
the concession with volunteers, keeping track of volunteer hours and
returning the volunteer deposit cheques once the required hours have
been completed. The Learn to Play Coordinator shall be responsible for
coordination of Learn to Play teams and assist in recruiting and
training volunteer coaches as well as liaison with Softball BC. The Umpire in Chief shall oversee the training and placement
of umpires for the association and be accountable for arranging for or
providing payment to umpires for services rendered. The Concession Manager shall be responsible for the operation of
the concession and for maintenance and cleaning of the washrooms and
facility as required. Each Executive member (except the Umpire in Chief and Concession
Manager) with the exception of the President (Chairperson) shall be
entitled to cast one vote at meetings. In case of a tie, the President
shall have the deciding vote. BYLAW#12: ORDER OF BUSINESS At all meetings of the Association, the following shall be the order of
business. Call To Order (Chairperson) Approval of the Agenda Reading and approval of the minutes of the previous meeting Treasurer’s Report Reading of Correspondence President’s Report (General Meeting Only) Reports of Committees (if any) Business Arising from the Minutes Unfinished Business Elections (General Meeting Only) New Business Adjournment BYLAW#13: VOTING All members in good standing over the age of sixteen (16) in the
Association shall be entitled to one vote each. The Chairperson shall cast a vote only in the event of a tie. No proxies shall be allowed. A member must be present at the time a
vote is taken; absentee voting is prohibited. Voting shall be by a show of hands unless two or more members are
running for a position. The vote is then conducted by secret ballot. Decisions shall be by a simple majority of votes. BYLAW#14: FINANCIAL RESPONSIBILITY The Association shall not exercise the power to borrow money, however it
may purchase goods or services on credit or to be paid for in the future,
provided that it has sufficient funds to pay for the goods or services at
the time they are purchased or a liability for them is incurred. BYLAW #15: CHEQUE SIGNING AUTHORITY Two executive members must sign all cheques issued by WMFA, at least one
of which is the president or the treasurer. BYLAW#16: AMENDMENTS This constitution and/or bylaws may be amended at any General or Annual
Meeting of the Association by a special resolution of at least 60% support
of the members at a meeting with a quorum being present.