Bylaws

AIRDRIE LADIES’ FASTBALL LEAGUE

BY-LAW

A bylaw relating generally to the conduct of the affairs of the AIRDRIE LADIES’ FASTBALL LEAGUE.

SECTION 1 - INTERPRETATION

Definitions

Unless otherwise defined herein, the following capitalized terms used in this By-Law shall have the
following meanings:

• “AGM” means Annual General Meeting of the Members
  “Board of Members or Board” means the elected Executive and two (2) Team Representatives
  from each team participating in the League.
• “Committee” means ad hoc groups created by the Executive to assist with the conduct of
  business of the League.
• “Executive” means the collective of Executive Officers.
• “Executive Officer or Officer” means an individual holding an elected position of the Executive.
• “League” means the Airdrie Ladies’ Fastball League or ALFL.
• “League Meeting” means any meeting of the Members for the conduct of business.
• “League Minute Book” means the record book for all matters conducted by the League,
  including, but not limited to, minutes and decisions rendered.
• “League Rules” means the rules as passed by the Board at any given time.
• “Member” means any approved subscriber of the application and By-Laws of the League.
  Approved subscribers include players and coaches in good standing at any given time.
• “Rules & Regulations” means the “League Rules”.
• “Team Representatives” means any Member of a team participating in the League present at a
  meeting to represent their team.
• “Waiver and Release” means the form required to be signed by each Member and Umpire prior
  to the start of each season.

Name of the Association

The name of the Association shall be the Airdrie Ladies’ Fastball League (“ALFL or League”)

Financial Status of the Association

The financial status of the association will be considered as a non-profit organization.

Object of the Association

The object of this association shall be to promote and administer ladies softball in the City of Airdrie.
The Executive and Board for each year will act in the best interests of the League and any changes or
major decisions concerning the League will be voted on by the Board.

SECTION 2 - EXECUTIVE

Number of Executive Officers: The Executive shall consist of no more than eleven (11) Officers. At any
time, the Executive must consist of at least, President, Vice President, Secretary, Treasurer and
Operations Coodinator. At the time of election and throughout the term of office the Officer shall be a
Member of the League.

Election and Term: Officers are elected by the Members at the AGM. The term of each Officer shall be
one (1) year, except with respect to the President, who shall hold office for a term of two (2) years and
act as Immediate Past President for the next term, if not re-elected.

Executive Conduct: The Executive shall have full control and management of the business and affairs of
the League. The conduct of business by the Executive is subject to the By-Laws or directions given to
them by a majority vote at any meeting properly called and constituted.

Financial Authority: The Executive shall appoint three (3) signing officers from the elected Executive
during any given term. Two (2) signing authorities are required for financial transactions.

Meetings: Executive Meetings shall be called by any Officer as business of the League is required.
Minutes of the meeting will be taken by the Secretary, should the Secretary be unavailable the President
may appoint another Officer to take minutes.

Voting: All motions will be approved by simple majority vote, unless otherwise stated in the By-Laws.
With exception to the President, all Officers will have the power of one (1) vote. The President may only
vote in the event of a deadlock.

Responsibilities of Officers: All Officers are expected to have knowledge and understanding of the By-
Laws and League Rules. Officer responsibilities listed below include but are not limited to:

President:

• oversees that all League business is conducted in accordance with the By-Laws and League
  Rules;
• accepts all concerns and complaints from the Members of the League and any outside parties;
• deals with all concerns with the City of Airdrie including booking diamond times;
• will preside as the Chair of all AGM and League meetings;
• collects all executed documents at start of each season; and
• assists any Executive Officer as required

Immediate Past President:

• assist the current President in transition as required; and
• assist any Executive Officer as required

Vice-President:

• submit all required documents of insurance and registration to Softball Alberta;
• accepting responsibility of any/all League issues if the President is unavailable;
• assisting the President in any capacity as requested; and
• preside as Chair of any meeting if the President is not in attendance

Secretary:

• maintains records and documents of the League, including By-Laws and League Rules;
• records and documents the minutes of all AGM and League Meetings;
• prepares each season opening package; and
• ensures meeting notices are communicated to all members

Treasurer:

• provides all accounting functions for the League in a timely manner, including but not limited to:
  o banking transactions - all deposits to be made within 7 days of receiving any monies;
  o payment of submitted invoices - payments to be made Net 15 days or sooner;
  o provide all documentation, including a breakdown of all invoices paid and deposits made;
  o balancing of accounting records, including bank statements
• has knowledge of bookkeeping procedures; completes spreadsheet detailing income and
  expenses and is linked to the income and cash flow statement;
• access to a computer;
• prepares the fiscal budget and year-end financial statements;
• collects all fees from each player
• distributes payment to the umpires in a timely manner; and
• updates President & Vice President of any outstanding fees, forfeits or NSF items

Operations Coordinator:

• Review and/or secure contract with the umpires, including a signed Waiver and Release;
• ensures each scheduled game has an umpire which includes:
  o maintaining a current list of umpires contact information including mailing address;
  o ensure that base umpires are provided for playoffs;
  o communicate with Executive should an umpire become unavailable;
  o prepare a schedule and provide soft copy and updates to the Executive;
  o track changes of umpires to games throughout the season; and
• ensure consistency of scheduling records between the league and umpires for payment as per contract
• prepares league play schedules
• submits schedule for communication on the website; and
• reschedule rainout/smoke cancelled games
• collects roster game cards once a week;
• ensures scores are recorded on the website;
• confirms player eligibility for final playoffs
• has access to a computer and compiles statistics for playoff standings

Website & Marketing Coordinator:

• responsible for website maintenance and administration;
• ensures all League documents are available on the website; and
• ensure schedule and communications are posted on the website.
• lead advertising efforts to promote the league, including both paid and free advertising;
• coordinate the creation of marketing materials for use in promoting the league, as requested;
• prepare advertising proposal and budget for review and approval of the executive, as requested;
• on-going promotion of the league via online/social media accounts throughout the year; and
• coordinate intraleague communications and feedback mechanisms as needed

SECTION 3 - COMMITTEES

Number of Committees: There is an unlimited number of Committees that can be formed. Committees
are formed or disbanded on an as needed basis, as determined by the Executive.

Committee Structure: Committees will be led by a Chairperson. Committees shall have a minimum of
one (1) member and an unlimited maximum to conduct the responsibilities of the Committee.

Chairperson Appointment and Terms: Committee Chairs are appointed on a volunteer basis. Should
more than one volunteer express an interest in the position, the Chair will be determined by a vote of
the Members at the AGM. The term for each Chair shall be for a minimum of (1) year. Committee Chair
appointments will be reviewed at each AGM.

Responsibilities of Committee Members: All Committee Members are expected to have knowledge and
understanding of the By-Laws and League Rules. Committee Chairs do not hold voting power.

Meetings of Committees: Meetings of Committees will be called as required by the Committee Chair.
Minutes of the meeting can be taken by any member of the Committee and forwarded to the Secretary
for filing.

SECTION 4 -MEMBERSHIP & MEMBERS

Number of Members and Teams: There will be no limitation to the number of teams in the League.

Privileges of Membership: The Members of the association shall remain “in good standing” and receive
all the privileges of membership so long as:

a. their membership fees and outstanding fines remain paid;
b. there are no conflicts of interest with other leagues or umpires;
c. their association with the League was supported by the membership; and
d. the Waiver and Release is signed

Refusal of Membership: The League reserves the right to refuse membership and/or revoke the
membership of any Member by resolution of the Board with a reason being provided. In order to
revoke membership, the vote by the Board must be supported by 75% of the total vote.

Responsibilities of Members:
a. to be familiar with the Canadian Softball Rule Book;
b. to consider the business of the League as presented and to vote;
c. to elect Executive for the upcoming year;
d. to honor all financial obligations incurred by the League throughout the current season as
prescribed in the Rules & Regulations;
e. to attend League meetings and have two (2) Team Representatives in attendance; and
f. to notify the Executive by March 1 st of each season as to their teams participation in the League
for the upcoming season.

SECTION 5 - MEETINGS

The location for all meeting shall be Airdrie, unless otherwise agreed upon by attendees.

Annual General Meetings

The Annual General Meeting shall be held prior to the start of the current season.

Notice: All Members of the League shall receive notice of the AGM no later than twenty-one (21) days in
advance of the meeting.

Business of Meeting: The business required for conduct at the Annual General Meeting includes, but is
not limited to:
a. Approval of previous AGM Minutes;
b. Amendment to By-Laws;
c. Approval of previous year’s financial statements;
d. Approval of upcoming year budget; and
e. Election of Executive

Voting: All voting shall be by a show of hands, unless a motion demanding a ballot is brought forth. All
Members present will be allowed a vote. All motions shall be passed by a simple majority.

Minutes: Minutes of the meeting will be taken by the Secretary and filed in the League Minute Book.

League Meetings

Notice: The current Executive may call League Meetings at any time for the conduct of business. All
Member of the League shall receive notice and may be present.

Voting: All voting shall be by a show of hands, unless a motion demanding a ballot is brought forth.
Voting will be done by the Board (with no team having more than 2 Team Representatives).