DOLLARD-DES-ORMEAUX EXECUTIVE SOFTBALL LEAGUE BY-LAWS
(Revised February 2016)
ELIGIBILITY FOR EXECUTIVE
a) Any person who is a member in good standing on the date of the General Meeting, called for the purpose of electing the Executive for the next playing season, is eligible to be an elected member of the Executive.
b) The office of a member of the Executive shall be automatically vacated if he shall resign his office by delivering a resignation to the Secretary or President of the Executive.
c) A member of the Executive may be removed from office by a resolution passed by not less than two-thirds (2/3) of the executives at an Executive meeting called for that purpose. A quorum must be present.
d) The Executive, shall by resolution, fill any vacancy with a member in good standing.
a) The Executive shall select a Nomination Committee who shall draw a slate of the proposed Executive for the following year.
b) Any person who is eligible to vote at the General Meeting in accordance with the provisions of By-Law 3a ("Eligible Voter") may nominate one or more persons to the Executive. A person's name will appear on the nomination list only if his nomination is seconded by another "Eligible Voter".
c) The nomination process shall not terminate until it is clear that there are no more "Eligible Voters" present at the meeting who are desirous of making further nominations.
a) Any person, with the exception of spares, who has played in the "League" during the immediate past season, is considered an "Eligible Voter" and may vote at the General Meeting called for the purpose of electing the Executive.
b) Voting for members of the Executive shall be done by secret ballot.
c) Voting by secret ballot shall be done by mail-in vote in the following manner:
i) Ballots shall be mailed to all "Eligible Voters" within fifteen (15) days of the date of the General Meeting; or, will be transmitted to all “Eligible Voters” through utilization of “The League’s” website, which will have the following attributes: The list of all open positions on the Executive as well as the names of all members in good standing who have been nominated for stated position.
ii) All ballots shall indicate that only those ballots received on or before the deadline date designated by the Executive will be considered valid.
a) The officers of the Executive shall consist of the President, Secretary, and Treasurer.
b) The balance of the Executive shall consist of the following positions:
ii) Chairman of Rules & Regulations
iii) Chairman of Registration
iv) Chairman of Scheduling and Parks.
v) Chairman of Equipment
vi) Spares Convener
vii) Events Coordinator
viii) Statistics & Technology
ix) Immediate Past President
c) A Vice-President shall be chosen from the Executive at it's first meeting who shall, in the absence of the President, perform the duties and exercise the powers of the President and such other duties as shall from time to time be imposed upon him by the Executive.
DUTIES OF OFFICERS
a) The President shall be the Chief Executive Officer of the Executive. He shall preside at all meetings of the Executive. He shall see that all orders and resolutions of the Executive are carried into effect and he or the Vice-President with the Secretary or other officer appointed by the Executive for the purpose shall sign any documents requiring signature of the officers of the Executive.
b) The Secretary shall record the minutes of each of the meetings of the Executive.
c) The Treasurer shall prepare a budget which must be presented to the Executive for approval and shall generally oversee the financial affairs of “The League". A written Financial Statement shall be prepared by the Treasurer, and submitted to the membership at the General Meeting held in March on the date designated by the Executive. All cheques over $5000 shall be signed by the Treasurer and one additional person from among the President, Vice-President and Secretary. Any other cheques shall be signed by the Treasurer acting alone.
a) There shall be two (2) scheduled General Meetings held per calendar year; one in March and the other within thirty (30) days of the completion of the playing season. A notice of these meetings shall be mailed to each member of “The League" at least ten (10) days prior to the date designated by the Executive for the meetings.
b) All meetings of the Executive shall be held at the call of the President, except as outlined in paragraph c) of this By-Law. The Executive shall meet at such times and intervals as may be deemed necessary by the President of the Executive; however, the President must call at least two (2) meetings during the course of the playing season.
c) At the written request of any three (3) members of the Executive, The President shall call a "Special Executive Meeting". No subject shall be discussed or considered at any "Special Executive Meeting" except that specified in the notice.
d) Seven (7) members of the Executive present in person at an Executive meeting shall constitute a quorum. Each member present at a meeting shall have the right to exercise one (1) vote. There shall be no proxy votes.
VOTING AT MEETINGS AND AMENDMENT OF BY-LAWS
a) At all meetings of the Executive, every question shall be determined by a majority of votes unless otherwise specifically provided by these By-Laws of the Constitution. In the event of a split vote (tie), the executive will further debate the topic to try and reach a consensus. If they can not get a majority of votes then the issue is to be tabled.) A By-Law of the Executive may be repealed, amended, or enacted with the approval of not less than two-thirds (2/3) of the members at a "Special Executive Meeting" called for the purpose of considering said By-Law.
a) The Executive may appoint other chairmen who, upon such appointment, shall be non members of the Executive.
b) The Executive shall appoint from among its elected members a Disciplinary Committee consisting of five (5) members of which a quorum shall be three (3). This committee shall have the power, after a duly convened hearing, to suspend or discipline any coach, player, umpire, or other official connected with “the League".
c) Officials appointed pursuant to Paragraph a) above shall not be entitled to vote at meetings of the Executive.
a) At all meetings of the Executive, the order of business shall be as follows:
i) Statement of Quorum and Call to Order
ii) Approval of Agenda
iii) Approval of minutes of previous meeting
iv) Chairmen's reports
vi) New Business
vii) Statement of next meeting
b) The minutes of all meetings shall be kept by the Recording Secretary and mailed to each member of the Executive within fifteen (15) days of the meeting.