Dundas Women's Softball Association Constitution

Articles

Article I Name

The name of this organization shall be the "Dundas Women's Softball Association" and shall be referred to as the League.

Article II Purpose

The purpose of the League shall be:

To foster the qualities of good sportsmanship between member teams and between individual members;
To provide an opportunity for competition and social contact between teams and individual players;
To encourage softball skills at a recreational level.

Article III Membership

Membership in this League shall be open to such persons as agree to abide by and comply with the Constitution and By Laws of the League.

Article IV Officers

1. The Executive will consist of League Officers and Team Reps.
2. The League Officers shall be President; Vice President; League Statistician; Treasurer; Secretary; Equipment Convenor; Social Convenor and Fund Raising Chair. In the event that there are only 7 teams the duties of the fundraising chair will be distributed among the other executive positions.
The Executive shall perform their duties as defined by By Law Two.
All League officials elected and appointed shall serve a term of two years commencing the November turnover meeting following the Annual General Meeting.
1. Each member team of the League be responsible for one of the positions on the Executive Committee. These positions would rotate every two years, as per the prepared schedule, such that a team would not be responsible for the same position in each term.
2. In the event a team does not provide a league officer (for the position they are responsible for) and a team rep, the team will forfeit games until these positions are filled. Further disciplinary action will be at the League Executives discretion.
An Executive member may be removed from office at any time for dereliction of duties or incompetence, by a majority vote of all members of the League.
Executive positions shall be held by members of the League.
In the event of prolonged illness or absence of an Executive member, her duties must be assumed by a replacement appointed by the team.
A person will be elected by the membership to sit as an advisor to the league. She must have played in the League for a minimum of 5 years and sat on the executive for a minimum of 1 year. Nominations to be accepted at the Annual General Meeting and voted on yearly by the membership.
Each team will nominate one representative to attend all meetings. Reps will act as agents for their teams at all League functions and as agents for the league in conveying information to their respective teams. When a team rep is elected to an Executive office, she must resign the position of team rep. Team reps have a vote.

Article V Annual Meeting

The league shall have an annual general meeting held in the fall of that season.
At this Annual Meeting, the Executive shall present a financial statement and such reports as are deemed necessary.
Articles of the Constitution and appending By Laws may be amended at the Annual General Meeting only. Proposed amendments will be voted on by a majority vote of all registered players of the league present.
Also at this meeting teams are responsible for providing the person to represent the following years Executive.

Article VI Amending Procedures

Proposed amendments to these articles of the Constitution and By Laws must be presented in writing to the Executive by the last league game. They are to be circulated in written form to all member teams no later than one week prior to the annual meeting.
Amendments must be seconded by a member of another team before being brought to the Executive for a majority vote.
An amendment to any article of the Constitution or the appended By Laws must be sponsored by a majority vote of the Executive.

BYLAWS

Bylaw One Eligibility and Membership

Section I Members

An individual will be eligible to be a member of the league if:
1. they are nineteen years of age prior to January 1 of that playing year. Proof of age must be provided upon request.
2. they are of the female gender.
Any new player will be eligible to "register" the team of their choice at open registration. If there are no openings on the team of their choice, they may select another team or be put on the original teams waiting list. An individual will be considered an active member of the league if:
1. they have completed an annual registration form;
2. they have paid the annual registration fee (as set by the executive).
If a registered player misses five (5) consecutive games and/or practices, the team rep must contact the social convenor who will contact the player to determine if there is just cause for a replacement. An individual will be considered an inactive member of the league if:
1. they have not completed an annual registration form;
2. they have not paid the annual registration because they are on the wafting list as either a pregnant or injured player, or a leave of absence player.
Members who have registered the previous year will be eligible to pre register (by date set by the executive) for the league. At this time, the member will be able to register for their team or request a transfer to another team or request placement on the pregnancy/injury or leave of absence waiting list. If a player is pregnant and wishes to rejoin her team later in that season, a spot will be held for her on that team. The team must not exceed their maximum player limit when that player rejoins. No transfers are allowed once a paid registration has been completed and submitted to the league except under extenuating circumstances, which must be brought to and approved by the executive. A registration form must be completed and active members must pay the registration fee at this time. If a member fails to pre register, they will be considered a new player. They will have the option of registering at open registration.
Players must play 1/2 of their regularly scheduled games for which they are eligible, commencing at the date of their paid registration or forfeit their eligibility to play in the play offs and pre register. If a player misses more than 1/2 of her regular scheduled games she is not eligible to play in the play offs, her team may request a new player from the waiting list.
If a player becomes injured during the regular season they may go on an injury list. If that player's spot has not been filled when they are able to come off the injury list, they may resume their spot on the team. During their time on the injury list a player is not considered "eligible" to play. Thus to play in the playoffs they need only have played 50% of the games scheduled during the time they were not on the injury list.
In the event that a team cannot field a nine (9) player roster during the regular season or playoffs, the team rep will contact the Social Convenor, who will contact the Deb Convenor and the Running Rebels Softball Club for a rotating call up. A team may call up from these two groups to make a ten (10) player roster. All call ups shall play any number of innings (minimum of three (3) innings), at the coach's discretion, provided they do not play in more innings than any of the active members on the team. The exception occurs in the playoffs where, in the event that a team fields a nine (9) player roster of their own D.W.S.A. active players, the call ups will only play a maximum of three (3) innings. In the event that the call-up is a catcher and the only catcher available to the team, she may play the entire game as a catcher. In addition, the call-up player cannot play the position of pitcher.
The league's refund policy will be: After your team's season has started, if you have not played a game you will be refunded 50% of your registration fee upon the return of all unsold 50/50 tickets. If you have played a game you will be refunded 50% of the $50.00 portion of registration for the first two weeks of the season. No refunds shall be provided after this two-week period.
No players of the D.W.S.A. can be used as replacement players for teams who are unable to field team.
In considering a member's eligibility for the playoffs, in the event of a rained out game it will be considered that all members of the team roster were present. Attendance at the make-up game will then not be counted towards eligibility.

Bylaw Two Executive Duties

Section 1 - President

Shall preside at all meetings of the League.
Shall call all meetings as deemed necessary or required.
Shall oversee all functions of the League and assist any operation that requires or requests help.
Shall have signing authority, along with the Treasurer and the Secretary for all cheques issued on behalf of the League.
Will be the alternate contact person for the waiting list in the Social Convenors absence.
Shall have voting power only to break a tie.

Section 2 - League Advisor

Shall act in an advisory capacity.
Shall participate in the deliberations of the League with no voting power.

Section 3 - Vice President

Shall perform such duties as are assigned by the President and substitute for her as required.
Shall be responsible for the scheduling of games, practices, and play offs; and for umpire liaison.
Shall be required to attend all scheduled meetings and shall have voting power.

Section 4 - League Statistician

Shall assume the duties of the Vice President in her/his absence or such duties as the President sees fit.
Shall be responsible for public relations, publicity and League statistics.
Shall be required to attend all scheduled meetings and shall have voting power.

Section 5 - Treasurer

Shall collect and record all finances involving the League.
Shall submit a verbal monthly report at monthly meetings and a written report at the AGM and at the November turnover meeting.
Shall have signing authority, along with the President, and the Secretary for all cheques issued on behalf of the League.
Shall have available, for audit, the records of the League for the current playing season, when called for by the President.
Shall be required to attend all scheduled meetings and shall have voting power.

Section 6 - Secretary

Shall keep an accurate record of the proceedings of the League and maintain an up to date record of all Officers, Executive Committee members, Coaches and Team Members.
Shall conduct all correspondence of the League, its Officers and the Executive committee, keeping a record of the latter.
Shall notify all Officers and Executive Committee members of their duties as assigned.
Shall issue all notices of meetings and shall regularly issue a record of the items discussed at the meeting.
Shall have signing authority along with the President, and the Treasurer for all cheques issued on behalf of the League.
Shall be responsible for sponsors in conjunction with team reps.
Shall be required to attend all scheduled meetings and shall have voting power.

Section 7 - Equipment Manager

Shall look after all equipment owned by the League.
Shall be responsible for: cleaning and repairing same, purchasing and replacing same, maintaining inventory of equipment and supplying the Secretary with an up dated copy of this inventory.
All major purchases must be approved by the Executive.
Shall be required to attend all scheduled meetings and shall have voting power.

Section 8 - Social Convenor

Shall be responsible for all aspects of organizing the dance, i.e.: door prizes, DJ, hall rental, etc. The date of the dance and the venue shall be finalized at the turnover meeting in November.
Shall organize pre registration snd open registration.
Shall be responsible for the maintenance and disbursement of the waiting list and in case of holidays, etc., the President to receive a copy of the current waiting list.
Shall be required to attend all scheduled meetings and shall have voting power.
Shall be the contact person when teams require call up players. The Social Convenor will call up contact person then notify the team rep that made the request, of the player's name.

Section 9 - Fundraising Coordinator

Attend all meetings
Have voting power
Have a working understanding of the League Constitution
Assist League Secretary with sponsor solicitation
Organize and oversee all Fund Raising activities (Annual Slo Pitch Tournament, Car Wash, 50/50 draw, etc.) assisted by a Fund Raising Committee consisting of members from the League

Section 10 - General

The League shall maintain a bank account in its name and this account will need any two of the three signatures, those of the President, Treasurer or Secretary.
The League shall pay for all legitimate expenses, supported by invoice, receipt or bill, incurred by the Executive.

Bylaw Three Fees and Fines

Each player shall pay the League an annual registration fee to be set prior to the registration date.
This registration fee and completed form must be given to the Social Convenor prior to playing any games.
Fines shall be in the form of a point system. Each team shall start the season with 100 points.
Points shall be deducted for the following infractions:
- Incomplete Game Report 15 Points
- No Game Report 15 Points
- Not Attending Meetings (Both Executive & Team Rep.) 10 Points
- No Collections 10 Points
- Each Ejection 10 Points
- Each Item of Equipment Lost 10 Points
- Diamond Not Chalked 05 Points
- Outstanding monies, forms receipts not submitted to Treasurer at next DWSA meeting 10 Points
In addition, points will be deducted from teams for not participating in League activities as agreed upon by the Executive.
In addition, teams will be awarded or deducted points depending on their player attendance at the Annual General meeting such that the number of players present minus the number of players absent shall be added or subtracted to their point total. At the end of the season first, second and third place cash awards shall be presented subject to the financial stability of the League, as agreed to by the Executive.
If money raised from a fund-raising activity is to be given out to individual teams, it will only be distributed to those teams that participated in the activity

By Law Four Nominations and Voting Procedures

At the Annual General Meeting, each team will announce the person who will be filling their League Officer position (as designated for the following year) and the person who will be representative for their team.
For all League business each Executive member shall have one vote. A quorum for League meetings shall be 2/3 of voting members of the League, with a simple majority of those voting members present required to carry a motion.
In the event of a tie in a League vote, the President or Chairman of the meeting will cast the deciding vote.
A team may vote by written proxy, delegating their vote to either another team member or to the Executive as a body, in matters of the Constitution on By Laws, but not in the election of Officers.
Any Executive member who becomes a coach or umpire shall be removed from office.

Bylaw Five Suspensions and Disciplinary Powers

If a player or coach is ejected from a game by an umpire, for any reason, he/she is automatically suspended from his/her next regularly scheduled game. A second offence receives a two game suspension, a third Receives a three game suspension, and so on.
For any major offence, a player or coach may be suspended at the discretion of the executive committee including the team reps, following the appeal or protest procedure set forth in By Law Section 2(a) with no points lost.
If a team or player wishes an appeal or protest heard, they must hand in a written notice directly to an Executive member within three (3) days of the disputed incident. A hearing will be held within seven (7) days of an Executive member receiving written notice. Umpire decisions will not be appealed. Each team calling for the hearing will put up a 15 point bond, which will be deducted from their total if their case is lost.
If a player or coach is ejected from a game and submits a written appeal, only the Executive will have a vote.

Bylaw Six Field and Game Rules

In general, all League games shall be conducted using the latest rules published by C.A.S.A. with the following exceptions:

All League games shall consist of seven (7) innings.
In the event of rain, etc., four (4) innings constitute a complete game. (3 1/2 innings if the home team is leading at that point).
Mercy Rule: No more than six (6) runs may be scored by a team in one inning. This rule is to be waived in the last inning. The last inning will start at the first complete inning after one hour and 30 minutes - both teams at that time will be notified by the umpire prior to the start of the last inning
All players must play three (3) fielding innings and they must have these innings in before the start of the seventh inning. The only exception is for players who arrive late or have to leave early.
Providing the opposing team is notified prior to the start of the game, a player who arrives late will only be permitted to play if she arrives before the 3rd complete inning and will be placed at the bottom of the batting line up. A player who leaves early must complete three (3) innings of play.
Every player must take her turn at bat.
There is unlimited substitution, but a team may not alter its batting order once the game has begun.
Where a courtesy runner is required and there are two out and the last out is the catcher for the next inning, the last previous out will be used as the courtesy runner. In the event that a runner is required and the previous out is already running for a player or has just finished running, then the next prior out may be used. If there is no out in that inning the last out from the previous inning will run. A courtesy runner may only be used for an injured player as long as that is declared to the other team before the game begins and that player must use a courtesy runner for the entire game. If a player becomes injured during the game a courtesy runner may be used for the balance of the game. The player requiring a courtesy runner may proceed no further than first base during their at bat.
All games are to begin promptly according to the times listed on the schedule, with no new inning beginning one hour and forty-five minutes after the first pitch.
A playoff game will consist of 7 innings. In the event that a game cannot be completed (because of rain, lightning, etc.), the game will continue where it left off, on the next available night. Each team may only field the same amount of players for the rescheduled finish and every attempt must be made to field the same players with the batting order remaining the same as the original game.
Teams will be given fifteen minutes grace to field a team. If unable to field a team in that time frame they shall forfeit the game to the opposing team. In the event that neither team is able to field a team neither team receives points for said game. (I.e. they will not split the points and each gets one. The time of the first pitch for the game is the time of the arrival of the eighth player, not the original start time of the game.
The visiting team shall have the infield 1/2 hour prior scheduled start time.
All players must wear a uniform shirt supplied by the League unless inclement weather, and the umpires permission, be allowed to wear adequate clothing due to weather conditions or forfeit the game thus transfer of game points.
Home team is responsible for ensuring that the diamond is prepared 1/2 hour prior to the scheduled start time of the game. Home team and visitors are responsible for reporting scores and highlights to the League Statistician.
When a coach or player is ejected from a game, he/she must leave the ball park. There must be no further contact with the teams. Any team not adhering to this rule shall forfeit the ball game.
Teams are limited to a minimum of 13 players and a maximum of 17 players. It is not compulsory to replace a lost player once the season has started.
Teams are required to maintain a complement of 13 players. A team may pre register a maximum of 15 players from the previous season, but, once their number of registered player drops to 13, they may not increase their numbers after the season starts. Replacement players to maintain a 13 player roster must come from the official wafting list, if existing, maintained by the Social Convenor or President in Social Convenor's absence.
Only running shoes or soccer type plastic (rubber) cleats are allowed. Bare feet are not allowed. Impact resistant plastic cleats are not allowed.
If a game is tied at the end of seven innings, it shall remain a tie. Two points are awarded for a win, and one point each for a tie. This rule will be waived in the playoffs. During playoffs, in the event of a tie after 7 complete innings, the teams will continue to play normally for an additional 2 innings until the tie is broken (in the 8th or 9th). In the event the game is still tied after 9 complete innings, the International Tie Breaker rule will come into effect. Starting at the top of the 10th inning and each subsequent inning while the game is still tied, each team will start a runner (the last completed batter from the previous inning) at 2nd base with no out.
In the event of rain or unplayable field conditions or a humidex reading of higher than 38ºC, the home team shall be responsible for calling the game no later than one hour prior to the scheduled start. The home team is responsible for contacting the team representative of the opposing team and the umpire representative. Leaving a voice mail message is not considered adequate contact. The second game of the evening is to be called separately, ie. cancellation of an early game does not automatically cancel a late game.
The regular fee for players joining the League after the first game will be prorated.
No removable jewellery to be worn with the exception being a medical alert bracelet or a necklace. Any jewellery that cannot be removed MUST be taped.
Non compliance with any of the rules, sub section 4, 5, 6, 7, 15 and 16 will result in the forfeit of the game thus transfer of game points.

Bylaw Seven General

The League shall supply the catcher's equipment (mask, chest protector and shin pads) and uniforms. Minimum uniforms shall consist of matching shirts or sweaters complete with sponsor's names.
All teams shall be given three calendar days notice of League meetings.
The League schedule shall be based on each team playing an equal number of games.
1. The League Championship shall be awarded to the team with the most points at the end of the regular season.
2. The League's playoff format for the season shall be determined by that year's executive, prior to the start of regular play. A detailed playoff schedule shall be provided, by the vice-president, for a majority approval of the executive at their July meeting. A final playoff schedule will be distributed to the general membership within a week of that meeting.
3. The League shall annually award trophies to the winners of the League and Playoff Championships. These perpetual trophies are to remain the property of the League and are to be returned to the Executive at the end of the regular season the following year.
4. Ties in League standing will be decided in favour of the team with the best win record when only games between the tied teams are considered. If the win/loss record between the teams is tied, there shall be a sudden death game played at the end of the season to determine final standings.
The onus is on member teams to inform the Secretary of any change in Team Executives, their phone numbers and addresses.
In the event of a rained out game, teams will be given at least one weeks notice of the rescheduled date. Anything earlier can be refused by either team except during the last three weeks of the season.
1. A person who is pregnant is not allowed to play in the league. She has the option of enrolling on the pregnancy list placing her at the top of the waiting list for her team. A person known to be playing while pregnant will cause her to forfeit her eligibility for the next season.
2. If a girl is pregnant or injured at pre registration and cannot complete 50% of league games from the time of registration, she must call the Social Convenor to get her name put on the waiting list when she is capable of playing. Her name would go to the top of the waiting list.
3. Those who are not playing an entire season due to pregnancy or injury are required to fill out a registration form if they wish to be called for pre registration the following season.
That there will be a "leave of absence" list for those players who would like to sit out one year. This person would go to the top of the waiting list for her team and be able to pre register the following year (if any spaces were available). She would follow (in line) after any player that had to leave because of pregnancy or injury. They must fill out a pre registration form for that season to be eligible for pre registration for the following season.

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