Constitution (Ancaster Baseball)

PrintConstitution

Ancaster Township Little League Incorporated 1965

CONSTITUTION

October 2014

ARTICLE 1 - NAME

This organization shall be known as the Ancaster Township Little League Baseball Incorporated, hereinafter referred to as "The League." The league will also operate and be known as "Ancaster Baseball Association", "Ancaster Girls Fastpitch Softball" and "Ancaster Baseball and Softball Association."

ARTICLE II - OBJECTIVE

SECTION 1

The objective of the Local League shall be to implant firmly in the children of the community the ideals of good sportsmanship, honesty, loyalty, courage and reverence, so that they may be well adjusted, stronger and happier children and will grow to be good, decent, healthy, and trustworthy adults.

SECTION 2

To achieve this objective the Local League will provide a supervised program of competitive baseball(and softball) games under the rules and policies of Little League Baseball, Incorporated, Little League Canada and Baseball Ontario and all other affiliated associations. All Directors, Officers and Members shall bear in mind that the attainment of exceptional athletic skill or the winning of games is secondary, and the molding of future citizens is of primary importance. 

The Local League shall operate exclusively as a non-profit educational organization providing a supervised program of recreational and competitive baseball. No part of the earnings shall inure to the benefit of any private shareholder or individual; no substantial part of the activities of which is carrying on propaganda, or otherwise attempting to influence legislation, and which does not participate in or intervene in any political campaign on behalf of any candidate for public office.


ARTICLE III - MEMBERSHIP

SECTION 1 Eligibility. 

Any person sincerely interested in active participation to effect the objective of this Local League may apply to become a member. 

SECTION 2 Classes. 

There shall be the following classes of Members: 

(a) Player Members.

Any child meeting the requirements of Little League Regulation III and who resides within the authorized boundaries of the Township of Ancaster shall be able to compete for participation but shall have no rights, duties or obligations in the management or in the property of the Local League.

(b) Regular Members.

Any person actively interested and engaged in the actual operation of the league may become a regular member.

All Officers, Board Members, Committee Members, Managers, Volunteers, Umpires and other elected or appointed officials must be active Regular members in good standing.

(c) The Board of Directors, by a two-thirds vote of those present at any duly constituted meeting, shall have the authority to discipline or suspend or terminate the membership of any member of any class when the conduct of such person is considered detrimental to the best interests of the League and/or Little League Baseball and other affiliated organizations.

The Member involved shall be notified of such meeting, informed of the general nature of the charges and given an opportunity to appear at the meeting to answer such charges.

The Board of Directors shall, in the case of a Player Member, give notice to the manager of the team of which the player is a member. Said manager shall appear in the capacity of an advisor, with the player, before a duly appointed committee of the Board of Directors, which shall have full power to suspend or revoke such player's right to future participation.

ARTICLE IV - DUES

SECTION 1

Dues for Regular and/or Associate Members may be fixed at such amounts as the Board of Directors shall determine prior to the beginning of any membership period.

SECTION 2

Members who fail to pay their dues within thirty (30) days form the time same become due, may by vote of the Board may be dropped by the membership rolls and shall forfeit all rights and privileges of membership.

ARTICLE V - MEETINGS

SECTION 1 Annual Meeting.

Notice of each meeting of the members shall be mailed or otherwise delivered to each Member at his last recorded address at least five (5) days in advance thereof setting forth the place, time and purpose of the meeting; or in lieu thereof, notice may be given in such form as may be authorized by Members following closing day.

Notice of the Annual General meeting shall be advertised in the local community newspaper at least fourteen (14) days in advance of said Annual General Meeting and/or given in another form as may be authorized by the Board of Directors, from time to time, at a regularly convened meeting.

SECTION 2 Special Meetings. 

Special meetings of the members may be called by the Board of Directors or by the Secretary or President at their discretion. Upon the written request of ten (10) Members, the President shall call a special meeting to consider a specific subject. No business other than that specified in the notice of the meeting shall be transacted at any special meeting of the Members. 

SECTION 3 Quorum

The presence of twenty (20) of the Members shall be necessary to constitute a quorum.

SECTION 4 Voting. 

Only Regular Members in good standing shall be entitled to vote at any meeting of the Local League. No votes by proxy will be allowed.

SECTION 5 Rules of Order.

Parliamentary procedure shall govern the proceedings of all meetings, except where same conflicts with the Constitution or By-Laws of the League.

ARTICLE VI - BOARD OF DIRECTORS

SECTION 1 Board and Number. 

The management of the property and affairs of the Local League shall be vested in the Board of Directors. The number of Directors shall be twenty (20). The Directors shall upon election immediately enter upon the performance of their duties and shall continue in office until their successors shall have been duly elected and qualified.

SECTION 2 Annual Election and Term of Office. 

At each Annual Meeting, the Members shall elect nineteen (19) directors and these individuals, in addition to the Past President, shall fill the specific positions outlined in Article VIII, Section 2. At least two weeks prior to the annual meeting provide a complete list giving the position of each executive and their names, stating the intent of the incumbent or the name or names of those seeking election to each and every position and such list be published in the local press in accordance with the time frame previously mentioned. There will be no nominations accepted from the floor at the Annual Meeting.

SECTION 3 Vacancies. 

If any vacancy occurs in the Board of Directors, by death, resignation or otherwise, it may be filled by a majority vote of the remaining Directors at any regular meeting or any special meeting called for that purpose.

SECTION 4 Meetings, Notice and Quorum. 

Regular meetings of the Board of Directors shall be held immediately following the annual election and on such days thereafter as shall be determined by the Board. The President or the Secretary may, whenever they deem it advisable, issue a call for a special meeting of the Board, or the Secretary shall, at the request in writing of five (5) Directors, issue a call for a special meeting of the Board. Notice of each meeting shall be given by the Secretary to each Director either by mail, at least three (3) days before the time appointed for the meeting to the last recorded address of each Director, or by telephone, or by telegraphic, or by fax, or by electronic mail or personal notice twenty-four (24) hours preceding the meeting.

SECTION 5 Duties and Powers. 

The Board of Directors shall have the power to appoint such standing committees as it shall determine appropriate and to delegate such powers to them as the Board shall deem advisable and which it may properly delegate.

The Board may adopt such rules and regulations for the conduct of its meetings and the management of the Local League as it may deem proper. 

The Board shall have the power by a two-thirds vote of those present at any regular or special meeting to discipline, suspend or remove any Director, Officer or Committee Member of the Local League in accordance with the procedure set forth in Article III, Section 2.

The Board shall receive at the annual meeting of the Members of the League a detailed financial report from the Treasurer, verified by the President, which report shall be filed with the records of the League and an abstract thereof entered of the minutes of the proceedings of the annual meeting.

SECTION 6

Seven (7) members of the Board of Directors shall constitute a quorum for the transaction of business.

ARTICLE VII - OFFICERS, DUTIES AND POWERS

SECTION 1 Election. 

Immediately following the Annual Meeting, the Directors present, provided there is a quorum, shall meet for the purpose appointing committees for the ensuing year.

SECTION 2 Officers. 

The Officers of the League shall number eighteen (18) and consist of a President, a Past President, VP Baseball Operations 12 and under, VP Rep Baseball & Over 13, VP Softball Operations 12 and under, VP Rep Softball & Over 13, VP Blastball, VP T-ball, VP Rookie Ball, Secretary, Treasurer, Equipment Manager, Grounds and Diamond Scheduling, Sponsorship and Fund Raising, Umpire Consultant, Auxiliary Committee Representative, Registrar/Player Agent, Promotions and Special Events, Tournament Coordinator and Liaison, Player Development and Clinics.

SECTION 3 President. 

The President shall be responsible for conducting the affairs of the League and executing the policies established by the Board of Directors.He shall present a report on the condition of the Local League at the Annual General Meeting and at such other times as he or the board shall deem appropriate he shall communicate to the Board of Directors, such matters and make such suggestions as may tend to promote the welfare of the Local League.

He shall be responsible for the conduct of the Local League in strict conformity to the policies, principles, Rules and Regulations of Little League Baseball, Incorporated and Little League Canada as agreed to under the terms and conditions of charters issued to the League by that organization.

He shall preside at all meetings of the Members, and Board of Directors and assumes full responsibility for the operations of the League. He receives all mail, supplies and other communications from Little League Headquarters. The League president is the contact between his organization and Little League Headquarters and all other affiliated organizations unless otherwise delegated.

The President, or other such Officers as he may designate in writing, shall have the power to make and execute for/and in the name of the League such contracts and leases they may receive and which have had prior approval of the Board of Directors.

He shall investigate complaints, irregularities and conditions detrimental to the League and report thereon to the Board as circumstances warrant.

With the assistance of the Registrar, examine the application and support proof-of-age documents of every player candidate and certify as to residence and age eligibility before the player may be accepted for tryouts and selection.

SECTION 4 Vice Presidents

VP Baseball Operations 12 and under, VP Rep Baseball & Over 13, VP Softball Operations 12 and under, VP Rep Softball & Over 13, VP Blastball, VP T-ball, VP Rookie Ball.

Each of the above named vice presidents shall assume responsibility for all matters concerning the operation of his own section of the league. He shall act within the framework of this constitution and the regulations of Little League Incorporated. He shall bring before the Board of Directors only those matters which affect the league as a whole, or those on which he is unable to make a decision.

Each of the above named Vice Presidents shall act as Safety Officer for the diamonds under their charge.The Safety Officer shall be responsible for: 

(a) Ensuring all baseball diamonds used by the Local League are considered safe for use in cooperation with the Grounds Manager.

(b) Ensuring all baseball equipment is considered safe for use in co-operation with the Playing Equipment Committee.

(c) Ensuring all baseball diamonds and/or equipment bags are equipped with First Aid Kits in co-operation with both the Grounds Manager and Equipment Manager. 

(d) Assisting and promoting the establishment of emergency procedures that include a pre-game check/plan in the event of an accident/incident.

This task may be assigned to an individual Officer.

SECTION 5 Secretary

The Secretary shall: 

(a) Be responsible for recording the activities of the Local League and maintain appropriate files, mailing lists and necessary records.

(b) Perform such duties as are herein specifically set forth, in addition to such other duties as are customarily incident to the office of Secretary or as may be assigned by the Board of Directors.

(c) Maintain a list of all Regular Members, Directors and committee members and give notice of all meetings of the Local League, the Board of Directors and Committees.

(d) Keep the minutes of the meetings of the Members and the Board of Directors , and cause them to be recorded in a book kept for that purpose or other electronic means.

(e) Shall conduct all correspondence not otherwise specifically delegated in connection with said meeting and shall be responsible for carrying out all orders, votes and resolutions not otherwise committed.

(f) Notify Members, Directors, Officers and committee members of their election or appointment.

(g) Be responsible for ensuring Annual General Meeting (AGM) notices are published in the local newspapers in accordance with the guidelines outlined herein.

SECTION 6 Treasurer

The Treasurer shall: 

(a) Perform such duties as are herein set forth and such other duties as are customarily incident to the Office of Treasurer or may be assigned by the Board of Directors.

(b) Receive all monies and securities, and deposit same in a depository approved by the Board of Directors.

(c) Keep records for receipt and disbursement of all monies and securities of the Local League, including the Auxiliary, approve all payments from allotted funds and draw cheques therefore in agreement with policies established in advance of such action by the Board of Directors. All disbursements by cheque must have dual signatures.

(d) Prepare an annual budget, under the direction of the President, for submission to the Board of Directors.

(e) Prepare an Annual Financial Report, under the direction of the President, for submission to the Membership and Board of Directors at the Annual Meeting. 

SECTION 7 Registrar/Player Agent. 

The Registrar /Player Agent shall: 

(a) Record all player transactions and maintain an up-to-date record thereof.

(b) Receive and review application for player candidates and assist the President in checking residence and age eligibility.

(c) Prepare a players list of all registered players for each of the VP's.

(d) Prepare for the President's signature and submission to Little League Canada or Baseball Ontario, team rosters, including players' claimed, and the tournament team eligibility affidavit.

(e) Notify Little League Canada or Baseball Ontario of any subsequent player replacements or trades.

SECTION 8 Past President. 

The Past President shall share his/her knowledge and guidance in the general operation of the Local League as requested by the President or the Board of Directors.

SECTION 9 Umpire Consultant

The Umpire Consultant shall:

(a) provide clinics and evaluation for umpire development with the support of the Little League District Umpire Consultant.

(b) ensure a continuous supply of qualified umpires for League needs

(c) be a member of the protest committee, and be the final word on rule interpretation

(d) direct the umpire scheduler as required

SECTION 10 League Auxiliary Representative

The League Auxiliary Representative's shall:

(a) establish a committee of volunteers for concession activities in the League

(b) operate and/or sanction all concession activities at Little League Park, unless otherwise directed by the Board of Directors.

(c) establish good communication and cooperation between the League and the Auxiliary. 

(d) present a general and financial report on the activities of the Auxiliary.

SECTION 11 Equipment Manager

The Equipment Manager shall:

(a) purchase all playing equipment and uniforms necessary for annual needs 

(b) inventory and keep in a good state of repair all equipment

(c) establish yearly needs and budget requirements and work within that framework

SECTION 12 Grounds Manager and Diamond Scheduling

The Grounds Manager and Diamond Scheduler shall:

(a) maintain all diamonds in a playable and safe condition

(b) establish and supervise a seasonal grounds crew

(c) establish as necessary a grounds committee

(d) prepare an annual budget and work within that framework

(e) prepare schedules for all games and practice diamonds and maintains an availability list of unused diamonds

(f) act as liaison with recreation department for necessary rental permits.

SECTION 13 Sponsorship and Fund Raising

The Director Of Sponsorship and Fundraising shall:

(a) maintain existing list of League sponsors and actively solicit new sponsors for the League

(b) Keep a documented list of all sponsors as well as a statement of funds received as sponsorships

(c) develop and implement creative fund raising for capital fund growth and capital projects

SECTION 14 Promotions and Special Events

The Director of Promotions and Special Events shall:

(a) plan and implement social activities and events for the League

(b) actively promote the visibility of the League through the media and community involvement

(c) maintain a newsletter for the league members

SECTION 15 Tournament Coordinator and Liaison

The Director of Tournament Coordination and Liaison shall:

(a) establish a committee and work in cooperation with the League Auxiliary to coordinate all tournaments held through the League

(b) develop a volunteer base sufficient for the successful implementation of each event

(c) provide budgets and financial reports for each events

(d) develop and maintain a list of out-of-town tournament contacts

SECTION 16 Player Development and Clinics

The Director of Player Development shall:

(a) plan and implement coach and player clinics

(b) develop and maintain resource information for the education of league members

ARTICLE VIII - COMMITTEES

SECTION 1 Special Committees

Special Committees may be appointed by the Board of Directors as the need arises.

SECTION 2 League Auxiliary 

The League Auxiliary shall be composed of adults interested in assisting the league and shall have their own executive, elected annually as soon as possible following the annual meeting of the Little League.

The Auxiliary shall also be at liberty to raise funds for their own treasury subject to the approval of the Board of Directors

At the termination of the season all profits from the Auxiliary shall be turned over to the Board of Directors with the exception of an amount deemed necessary by the Board of Directors, to be a reasonable amount of monies which which will be left in the treasury of the League Auxiliary to purchase stock to start the next season. 

SECTION 3 Nomination Committee
Nominating Committee or Nominations Officer. The Board of Directors may appoint a Nominating Committee consisting of three (3) Directors and other appointed Regular Members.

The Committee shall investigate and consider eligible candidates and submit at the Annual Meeting a slate of candidates for the Board of Directors.

This task may be assigned to an individual Officer.

SECTION 4 World T-ball Tournament Committee

The World T-ball Tournament Committee shall have its own elected executive and may assume all responsibility for the operation of the Tournament. 

The T-ball Tournament Representative is to report to the Board of Directors on the financial and other activities of the T-ball Tournament Committee and to bring forward such matters for approval as are deemed necessary by the League. 

Within thirty (30) days of completion of the tournament a financial statement shall be provided to the League Board of Directors and all profits turned over to the League Board of Directors except for an amount deemed necessary for continued operation of the committee start-up capital for the following year.

That a member from the Little League executive be appointed annually to the World T-ball Committee.

ARTICLE IX - MANAGERS

SECTION 1

As chief administrator, the President selects and appoints managers, coaches, umpires and committees. All appointments are subject to the approval of the League's Board of Directors.

SECTION 2 

While holding such office, the President and Player Agent shall not manage or coach a team at any level of competition. A Vice President shall not coach in his/her respective division.

SECTION 3

House League Coaches.
Coaches: 

(a) shall be responsible for the actions of their teams on the field. 

(b) should continuously improve their skills by attending baseball clinics offered by the Local League.

ARTICLE X - AFFILIATION

SECTION 1 Charter. 

The Local League shall Annually apply for a charter, if required, from Little League Baseball, Incorporated, and/or any other organization and shall do all things necessary to obtain and maintain such charter.

SECTION 2 Rules and Regulations. 

The Official Playing Rules and Regulations as published by: 
Little League Baseball, Incorporated, Williamsport, Pennsylvania, or amended by Little League Canada or any other affiliated organization, shall be binding on this League.

In the case where there are contradictions between, Little League Baseball, Incorporated Rules and Regulations, or Little League Canada Rules and Regulations or any other affiliated organizations rules and the Local Leagues Constitution, Resolutions and/or By-Laws, the Local Leagues Constitution, Resolution and/or By-Laws shall take precedence.

SECTION 3 League Rules. 

The local rules of this Local League shall be adopted by the Board of Directors at a meeting to be held prior to the first scheduled game of the season, but shall be in keeping with the Rules and Regulations of Little League Baseball, Incorporated, Little League Canada or any other affiliated organizations.

ARTICLE XI - AMENDMENTS

SECTION 1

The Constitution may be amended, repealed or altered in whole or in part by a majority vote at any organized meeting of the members provided notice of the proposed change is included in the notice of such meeting.

SECTION 2

Notice of all amendments shall be forwarded to Little League Baseball, Inc.


ARTICLE XII – LEAGUE IDENTITY

The Local League may adopt a logo for both the league and its competitive teams as agreed to by the Board of Directors.

The Local League colours shall be agreed to by the Board of Directors.

The Competitive Teams shall be known as the "Ancaster Diamondbacks" for all levels.

ARTICLE XIII - FINANCIAL AND ACCOUNTING

SECTION 1

The Board of Directors shall decide all matters pertaining to the finances of the League and it shall place all income including Auxiliary funds, in a common league treasury, directing the expenditure of same in such a manner as will give no individual or team an advantage over those in competition with such individual or team.

SECTION 2

The Board shall not permit the contribution of funds or property to an individual team but shall solicit same for the common treasurer of the League, thereby to discourage favouritism among teams and to endeavour to equalize the benefits of the League.

SECTION 3

The Board shall not permit the solicitation of funds in the name of Ancaster Little League Baseball or in the name of the League unless all the funds so raised be placed in the Local League treasury.

SECTION 4

The Board shall not permit the distribution of League funds for other than the conduct of League activities.

SECTION 5

No Director, Officer or Member of the League shall receive, directly or indirectly any salary compensation from the League for services rendered as Director, Officer or Member. 

As required, the League may elect to pay for umpires on a per game basis to be reviewed annually.

SECTION 6

All monies received, including Auxiliary Funds, shall be deposited to the credit of the Local League, and all disbursements shall be made by cheque. The League Treasurer and such other Executive Member shall sign all cheques or officers or person or persons as the Board of Directors shall determine.

SECTION 7

The fiscal year of the League shall begin on the 1st day of January and shall end on the 31st day of December.

SECTION 8

Distribution of Property upon Dissolution. 

Upon dissolution of the League and after all outstanding debts and claims have been satisfied, the Members shall direct the remaining property of the League to another entity which maintains the same objectives as set forth herein.

The passing of this constitution repeals and renders null and void any previous constitution of Ancaster Little League.

ENACTED by the Members at the Annual General Meeting (AGM)

on the 9th day of October, 2014
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Printed from ancasterbaseball.ca on Sunday, December 17, 2017 at 8:59 AM