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MARTINGROVE BASEBALL INC.
REVISED OCTOBER, 2007
1. The name of this organization shall be Martingrove Baseball Inc., (hereinafter referred to as “Martingrove”).
2. AIMS AND OBJECTIVES
The purpose of Martingrove shall be:
a) To foster, promote, govern and improve a Baseball, T-Ball, Rookieball or Softball program for youth.
b) To provide all duly registered players an equal opportunity to participate regardless of ability.
c) To develop and encourage sportsmanship and good fellowship among members, supporters, and players for the betterment of their physical, mental, and social well being.
d) To sponsor and promote social and other activities as may contribute to the moral and financial welfare of Martingrove.
3. MEMBERSHIP
The membership of Martingrove shall consist of:
a) The present Executive Committee members, registered coaches, assistant coaches, team manager, game officials, and all parents of registered players. These members shall be classified as voting members, provided they have reached the age of majority.
b) All youth registered for play during the current baseball season. These members will be classified as non-voting members, unless they have reached the age of majority.
c) The Executive Committee has the authority to award a Lifetime Membership to those whose service is considered exemplary. The Lifetime member will have full voting privileges. No member with less than 5 years service will be eligible.
4. COLOURS
The official colours of Martingrove are Black/Grey and White. These colours must be worn by all representative teams under the auspices of Martingrove using the fields under permit to Martingrove Baseball Inc., unless justifiable reason to use other colours is approved by the Executive Committee.
5. INSIGNIA
The official insignia to be used by Martingrove will be a circle with the words ‘Baseball, Softball, since 1958’. Martingrove will be scripted across the front, and the word ‘Baseball’ in the tail. The colours will be Black/Grey and White. Red will be used to highlight scripted ‘Martingrove” and ‘Baseball”. This logo will be used as approved by the executive committee.
6. EXECUTIVE COMMITTEE
The Executive Committee shall consist of the Immediate Past President and the following elected officers:
President
General Manager, Rep
Umpire-in-Chief
VP Baseball, Mosquito Operations
Treasurer
Registrar
VP Baseball, Pee Wee Operations
Webmaster
VP Baseball, Sr. Level Operations
Equipment Manager
Secretary
VP Softball Operations
Uniform Manager
Volunteer Co-Ordinator
VP Rookie Ball Operations
Field Director
Sponsor Co-Ordinator
VP T-Ball Operations
VP Blastball
7. AUTHORITY
The authority to manage and administer the affairs of Martingrove shall be vested in the Executive Committee with the officers having full power to take action and set policy within the tenants of this Constitution and its By-Laws. The Executive Committee shall decide on any matters not covered in the Constitution and its By-Laws.
POSITIONS
a) President
Shall have the power to appoint a chairperson to preside over and direct the meetings.
Shall attend the Executive Meetings as deemed necessary or when requested to do so by majority of the Executive Committee members.
Shall act as one of the six signing officers.
Shall call, attend or designate an alternative to attend, any subcommittee meetings at his/her discretion.
Shall represent Martingrove or appoint a representative at such functions deemed necessary for the promotion, protection, and prestige of Martingrove.
Shall be responsible for the appointment of non-elected positions on the Executive Committee. The size of the committee shall be commensurate to the needs of the organization.
Shall be responsible, in conjunction with the General Manager of Rep, to execute any releases for Rep players registered in Martingrove.
Shall be responsible for reporting the decisions and direction taken by the Executive Committee to the members on a timely and regular basis.
Shall be responsible for the strategic long-term planning and development of Martingrove.
b) Vice President Baseball, Mosquito Operations
May perform the duties of the President in his/her absence.
May be designated as one of the six signing officers.
Shall be responsible for all the on-field activities of the Baseball House League Mosquito teams and operate baseball within the League Constitution and By-Law guidelines.
Shall be responsible for the recruitment and conduct of coaches for the Baseball House League Mosquito teams and other on-field Junior baseball volunteer positions.
Shall be responsible for drafting of players on the Baseball House League Mosquito teams.
Shall be responsible for calling required Mosquito House League level coaches’ meetings.
Shall be responsible for convenors at the Mosquito House League levels.
Shall be responsible for reviewing the Uniform and Umpire-in-Chief budgets relating to their respective division and signing off same in a timely manner.
Shall be responsible for having a Tournament Chairperson in place for any tournaments at this level and such person will be given a copy of the Tournament Guidelines which he/she will be expected to follow.
c) Vice President Baseball, Pee Wee Operations
May perform the duties of the President in his/her absence.
May be designated as one of the six signing officers.
Shall be responsible for all the on-field activities of the Baseball House League Pee Wee teams and operate baseball within the League Constitution and By-Law guidelines.
Shall be responsible for the recruitment and conduct of coaches for the Baseball House League Pee Wee teams and other on-field Junior baseball volunteer positions.
Shall be responsible for drafting of players on the Baseball House League Pee Wee teams.
Shall be responsible for calling required Pee Wee House League level coaches’ meetings.
Shall be responsible for convenors at the Pee Wee House League levels.
Shall be responsible for reviewing the Uniform and Umpire-in-Chief budgets relating to their respective division and signing off same in a timely manner.
Shall be responsible for having a Tournament Chairperson in place for any tournaments at this level and such person will be given a copy of the Tournament Guidelines which he/she will be expected to follow.
d) Vice President Baseball, Senior Level Operations
May perform the duties of the President in his/her absence.
May be designated as one of the six signing officers.
Shall be responsible for all the on-field activities of the Baseball House League Bantam & Midget levels and operate baseball within the League Constitution and By-Law guidelines.
Shall be responsible for the recruitment and conduct of coaches for the Baseball House League Bantam & Midget levels and other on-field Senior baseball volunteer positions.
Shall be responsible for drafting of players on the Baseball House League Bantam and Midget teams.
Shall be responsible for calling required Senior Baseball Hose League levels coaches’ meetings.
Shall be responsible for convenors at the Baseball House League levels.
Shall be responsible for reviewing the Uniform and Umpire-In-Chief budgets relating to their respective division and signing off same in a timely manner.
Shall be responsible for having a Tournament Chairperson in place for any tournaments at this level and such person will be given a copy of the Tournament Guidelines which he/she will be expected to follow.
e) Vice President Rookieball Operations
May perform the duties of the President in his/her absence.
May be designated as one of the six signing officers.
Shall be responsible for all the on-field activities of the Rookieball House League teams and operating Rookieball within the League Constitution and By-Law guidelines.
Shall be responsible for the recruitment and conduct of coaches for all Rookieball House League teams and other on-field Rookieball volunteer positions.
Shall be responsible for drafting of players on teams.
Shall be responsible for a convenor at this level.
Shall be responsible for calling required coaches’ meetings for Rookieball.
Shall be responsible for reviewing the Uniform and Umpire-In-Chief budgets relating to their respective division and signing off same in a timely manner.
Shall be responsible for having a Tournament Chairperson in place for any tournaments at this level and such person will be given a copy of the Tournament Guidelines which he/she will be expected to follow.
f) Vice President T-Ball Operations
May perform the duties of the President in his/her absence.
May be designated as one of the six signing officers.
Shall be responsible for all the on-field activities of the T-Ball House League teams and operating T-Ball within the League Constitution and By-Law guidelines.
Shall be responsible for the recruitment and conduct of coaches for all T-Ball House League teams and other on-field T-Ball volunteer positions.
Shall be responsible for drafting of players on teams.
Shall be responsible for a convenor at this level.
Shall be responsible for calling required coaches’ meetings for T-Ball.
Shall be responsible for reviewing the Uniform and Umpire-In-Chief budgets relating to their respective division and signing off same in a timely manner.
Shall be responsible for having a Tournament Chairperson in place for any tournaments at this level and such person will be given a copy of the Tournament Guidelines which he/she will be expected to follow.
g) Vice President Blastball Operations
May perform the duties of the President in his/her absence
Shall be responsible for all the on-field activities of the Blastball House League teams and operating Blastball within the League Constitution and By-Law guidelines.
Shall be responsible for the recruitment and conduct of instructors for all Blastball House League activities and other on field Blastball volunteer positions.
Shall be responsible for drafting of players on teams.
Shall be responsible for calling required instructors meetings for Blastball
Shall be responsible for reviewing the Uniform budget relating to the division and singing off same in timely manner.
h) Vice President Softball Operations
May perform the duties of the President in his/her absence.
May be designated as one of the six signing officers.
Shall be responsible for all the on-field activities of the Softball House League, All-Star, and Select teams and operate Softball within the League Constitution and By-Law guidelines.
Shall be responsible for the recruitment and conduct of coaches for all Softball House League, All-Star, and Select teams and other on-field Softball volunteer positions.
Shall be responsible for drafting of players on teams
Shall be responsible for convenors at each level.
Shall be responsible for calling required coaches’ meetings.
Shall be responsible for reviewing the Uniform and Umpire-In-Chief budgets relating to their respective division and signing off same in a timely manner.
Shall be responsible for having a Tournament Chairperson in place for any tournaments at this level and such person will be given a copy of the Tournament Guidelines which he/she will be expected to follow.
i) General Manager Rep
Shall recruit suitable coaching candidates and make recommendations to the Executive Committee for approval. In situations where competition exists for a head coaching position the General Manager will work with a selection committee comprised from members of the Executive Committee to recommend the best candidate.
Shall be responsible for all on-field activities of the Rep, All-Star, and/or Select Programs and operate Rep Baseball within Martingrove's Constitution and By-Law guidelines.
Shall be responsible for the carding of players and coaches/managers.
Shall work with the coaches in acquiring coaches’ certificates (as required by Martingrove).
Shall be responsible for calling meetings of Rep coaches/managers.
Shall work closely with the Field Manager to help maintain the facilities of Martingrove.
Shall work closely with the Field Manager to arrange training of Rep coaches where needed.
Shall create a code of conduct for Rep coaches/managers and players and enforce the policies of Martingrove.
Shall bring any issues of conduct by a coach, player, umpire, parent, etc. to the Executive Committee.
Shall ensure coaches are aware of and follow League rules.
Shall arrange for proper carding of players and submit cards to the Registrar for each level of play.
Shall, if requested, assist coaches with player selections.
Shall recommend to the Executive Committee the tournaments Martingrove will host, and work with the Host Team parents to ensure that the Constitution and By-Laws of Martingrove are followed.
Shall be responsible to have a Tournament Chairperson in place for any tournaments or play-off series Martingrove hosts at the Rep level, and that such person is given a copy of the Tournament Guidelines which he/she will be expected to follow.
Shall assist head coaches with tournament selection and tournament registrations.
Shall recommend to the Executive Committee the policy regarding player purchases, up-charges, year end hand-ins of uniforms, etc.
Shall recommend to the Executive Committee, after consulting with the Uniform Manager, changes to Rep, All Star, and/or Select uniforms.
Shall recommend to the Executive Committee, after consulting with the Umpire-In-Chief, any special requirements needed to remain consistent with the leagues in which our teams play.
Shall represent Martingrove at Rep, All-Star, and/or Select association meetings and inform the Executive Committee of all issues arising from such meetings.
Shall be responsible to recruit and assign convenors to assist with any duties for the Rep, All Star, and/or Select levels; however, responsibly rests with the General Manager.
Shall be responsible for reviewing the Uniform and Umpire-In-Chief budgets relating to the Rep Division and signing off same in a timely manner.
Shall work with the Registrar and Treasurer to ensure that any additional Rep fees and/or up-charges are received by Martingrove prior to the team uniforms being distributed.
j) Volunteer Co-Ordinator
Shall be responsible to create a sub-committee and work with the Executive Committee to obtain volunteers to fill volunteer positions such as Picture Co-Ordinator, Fun Day/Championship Day Co-Ordinators, Tournament Co-Ordinator(s), Trophy Co-Ordinator, Sponsorship Chairperson, Blue Jay Day Co-Ordinator, Advertising Co-Ordinator (newsletter, league scores/standings, reporting of events), Fundraising Co-0rdinator (cash or product donations).
k) Secretary
Shall record the Minutes of all duly constituted meetings of Martingrove.
Shall handle all correspondence pertaining to general business of Martingrove.
Shall maintain an accurate record of all voting members of Martingrove.
Shall be responsible for filing all information to any government agency as required.
Shall notify all officers of forthcoming meetings.
Shall be responsible for the preparations and issuance of all newsletters of the Executive Committee.
l) Treasurer
Shall collect and properly record all monies of Martingrove.
Shall pay all accounts within the approved Executive Committee Budget.
Shall issue and sign all cheques, countersigned by the President or one of the other designated signing authorities.
Shall file a proper receipt for each cheque.
Shall report on all significant financial matters to the Executive Committee at each meeting
Shall submit a listing of all Accounts Payable and Receivable outstanding to the Executive Committee.
Shall be responsible for the submission to the Executive Committee of a budget prior to the commencement of the season.
Shall prepare a detailed Financial Statement for presentation at the Annual General Meeting which will be distributed to the members present. The Financial Statement presented at the Annual General Meeting must be approved by an independent auditor.
Shall maintain an account in a financial institution as designated by the Executive Committee. The account will be registered in the name of Martingrove.
Shall maintain a control of any subsidiary accounts, if any such accounts are set up.
Shall maintain a monthly Financial Report for each Executive Committee meeting.
Shall be responsible for a separate record of special events, such as: Tournaments, fund-raising or any other events deemed necessary by the Executive Committee.
Shall be responsible to confirm the receipt from the Rep coaches of the return of any and all advances which have been paid out to the coaches.
m) Registrar
Shall be responsible for the registration of all youth who play baseball in Martingrove.
Shall be responsible for maintenance of registration files.
Shall be responsible for the collection of additional registration fees.
Shall be responsible for advertising with respect to registration.
Shall be responsible for receipt, collection and depositing of all funds connected with the registration of House League and Rep players.
n) Equipment Manger
Shall be responsible for the creation of an equipment budget that comprises all League purchases of equipment and equipment repairs.
Shall be responsible to the Executive Committee for any equipment budget.
Shall be the sole authorized purchaser of equipment and balls for the league unless otherwise directed by the Executive Committee.
Shall be responsible for all keys allocated to coaches.
Shall be responsible for issuance and return of all equipment bags.
o) Uniform Manager
Shall be responsible to prepare a budget for the year based on input from each Vice-President, which budget will be signed off by the said Vice-President in a timely manner.
Shall be responsible for purchase and maintenance of all uniforms used by all Baseball, T-Ball, Rookieball, and Softball teams.
Shall be responsible to the Executive Committee for a uniform budget.
Shall be responsible for the issuance and return of all uniforms for the Baseball, T-ball, Rookie ball and Softball All-Star and Rep teams.
p) Field Director
Shall take direction from and work closely with the President and the Vice-Presidents.
Shall ensure that all fields and facilities permitted to Martingrove are properly maintained by the Etobicoke Parks & Rec.
Responsible for notifying the Executive Committee of all significant deficiencies so that the Executive Committee may decide upon ways to remedy substandard conditions.
Shall work closely with the Scheduler so that fields are designated to appropriate Divisions and for appropriate use (games or practice).
Shall on an on-going basis lobby the City of Etobicoke and the Parks & Rec. for additional playing fields.
Shall be responsible for securing the permits for all playing fields and indoor facilities.
Shall assess and develop cost analysis relating to facility upgrades or maintenance projects for approval by the Executive Committee.
Shall be responsible for the arranging of training for players and coaches.
q) Umpire-In-Chief
Shall be responsible for obtaining umpires for the league.
Shall be responsible for the on-going training and coaching of umpires in the league.
Shall be responsible for umpire co-ordinators in each division.
Shall, in consultation with the Vice-Presidents of each division, assist in the establishment of rule books for all levels of ball.
Shall be responsible to prepare a budget for the year based on input from each Vice-President, which budget will be signed off by the said Vice-Presidents in a timely manner.
r) Sponsor Co-Ordinator
Shall be responsible for recruiting sponsors and collecting money under approved sponsorship guidelines.
Shall work to establish a corporate sponsorship program and guidelines within League needs.
Shall be responsible for establishing a means to recognize sponsors such that the lowest cost alternatives to the League are explored.
s) Immediate Past-President
Shall participate in the deliberation of the Executive Committee with voting power and generally act in an advisory capacity.
May advise the Executive Committee in the strategic long term planning and development of the league.
t) The Executive Committee
Shall be responsible for a set of (playing) rules and regulations which are supplementary to the By-Laws of this Constitution. Changes must be approved by an authorized Rules Committee.
9. EXECUTION OF DOCUMENTS
Contracts, engagements, and payments on behalf of Martingrove must be signed by the Treasurer and one of the designated officers.
10. EXAMINATION (OUTSIDE)
The Executive Committee shall appoint an independent auditor whose duty shall be to review the Treasurer’s annual detailed financial statement and approve the statement for presentation at the fall Annual General Meeting of Martingrove.
11. AFFILIATION
Martingrove shall annually affiliate with the Etobicoke Baseball Association or its replacement organization (s), the Mississauga Girls Houseleague Softball Association, Toronto Baseball Association, Central Ontario Baseball Association and Select Ontario Baseball Association. Where the Etobicoke Baseball Association or its replacement organization (s) does/do not provide in Martingrove’s viewpoint a satisfactory program for future re/select play in terms of coaching, player selection, and development, or cannot assure Martingrove of non-interference in running of houseleagues, Martingrove will seek alternative level of play from that of the Etobicoke Baseball Association that protects Martngrove’s interests.
12. AMENDMENTS TO THE CONSTITUTION
This Constitution may be amended or revised only when such proposed amendment or revision is approved by two-thirds of the eligible voting members present at the General Meeting. The gist and purpose of any proposed amendment(s) or revision(s) must be received in writing by the Martingrove Secretary at least thirty days prior to the Annual General Meeting at which meeting the proposal will be voted upon. Proposed amendments and revisions may only be submitted by a voting member and the written proposal must bear the signatures of the mover and at least one seconder.
13. AMENDMENTS TO THE BY-LAWS
The By-Laws may be amended or revised at any Annual General Meeting by a majority vote of the members present and voting. Advance written notification of any proposed change is not required.
14. FUNDRAISING
No team or individual connected with Martingrove shall be permitted to raise funds in the name of Martingrove without permission from the Executive Committee.
15. ANNUAL GENERAL MEETING
a) One Fall Annual General Meeting will be held in each calendar year. The date and site to be determined by the Executive.
b) Notification of the Annual General Meeting will be announced in a manner approved by the Executive Committee.
c) All meetings shall be conducted in accordance with recognized democratic procedure.
d) All voting shall be done by a show of hands unless a vote by ballot be demanded by any member.
e) Each voting member of Martingrove shall have a single vote. The President shall cast a second and deciding vote in the event of a tie.
f) Twenty-five (25) voting members in attendance shall constitute a quorum for such meetings. Proxy votes will not be permitted.
g) The order of business at such meetings will be as follows.
1. Call to order – President welcome
2. Registration of voters
3. Reading of Minutes of the last Annual General Meeting
4. Business arising from Minutes
5. President’s report
6. Treasurer’s report
7. Reports form Vice Presidents
8. New Business
9. Election of Officers
10. Closing remarks –adjournment
16. EXECUTIVE MEETINGS
a) Executive Committee Meetings will be held as necessary. The dates and sites will be determined by the President.
b) Two-thirds of the Executive Committee shall constitute a quorum for any such meeting.
c) Questions arising at any meeting shall be decided by a majority vote. Each member of the Executive Committee shall have a single vote. The President shall cast a second and deciding vote in the event of a tie.
d) A declaration by the President that a resolution has been carried and an entry to that effect in the minutes shall be prima facie evidence of the fact without proof o the number or proportion of the votes recorded in favour of or against such resolution. An Executive Committee member has the right to be recorded in the minutes as being opposed to a carried motion.
e) The order of business at such meetings may be as follows:
1. Minutes of previous meeting
2. Business Arising from Minutes
3. Correspondence
4. Treasurer’s Report
5. Registrar’s Report
6. Sub-committee Reports
7. V.P. reports
8. Unfinished business
9. New business
10. Information items
11. Adjournment
17. REMUNERATION
The officers and members of Martingrove will not receive any financial remuneration for acting as such, with one exception: If an executive member umpires a game, he/she will be paid for their services as an Umpire.
18. NOMINATIONS AND ELECTION OF OFFICERS
a) All officers shall be elected at the Fall General Meeting.
b) All officers will hold their elected positions for a period of twelve(12) months and all officers may stand for re-election.
c) No officer shall hold more than one office on the Executive Committee at any one time.
d) Should any vacancy occur during a term of office, the Executive Committee shall have the power to fill that vacancy.
e) An officer who is absent from three consecutive meetings without sufficient cause shall automatically cease to be a member of the Executive Committee. The Executive Committee has the power and authority to reinstate any such member.
f) The Executive Committee shall have the power to increase the number of officers between terms, recruiting from its membership first. One year of service to the League is required prior to becoming an
Executive Member. If the number of officers is increased between terms, the increase in the elected positions will be filled at the next Annual General Meeting in the due process of election of officers.
g) The President will appoint a nominating committee whose duty shall be to select a slate of candidates for the election of offices. The name of any member wishing to stand for a position on the Executive Committee, with the exception of the position of the President, may be put forward as a candidate regardless of whether the position is currently occupied by another member. At the election, the President or his-her delegate, upon receiving all nominations from the floor shall conduct the election. The membership body will upon request be notified of the names appearing on the slate of candidates. A simple majority vote will carry.
h) A nomination for the office of President will not be accepted unless that nominated person is currently serving on the Executive Committee.
A nomination for any position on the Executive Committee will not be accepted if the nominee is under suspension.
No member shall be nominated to stand for election to the Executive Committee unless he/she is present in person at the Annual General Meeting at which his/her name is proposed or he/she signifies his/her intention in writing, addressed to the Secretary that he/she consents to stand for election to the Executive Committee.
Revised October 2007
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