VWFL League Constitution

Updated Sunday May 7, 2017 by Jacquie Scarlett.

VANCOUVER WOMEN'S FASTPITCH LEAGUE CONSTITUTION 2017

  1. NAME

The name of the league is “Vancouver Women’s Fastpitch League” (VWFL).

  1. MEMBERSHIP

The membership of the league has all power and rules by majority of vote. Membership in the league is open to representatives of such organized teams as are approved by the executive of the league.

  1. MEETINGS
    1. Each year the league shall hold one pre-season Annual General Meeting, to be held on the 3rd Monday of January, and is open to all members of good standing. League executive shall determine agendas.
    2. Amendments to the Constitution may be made at the Annual General Meeting or deferred to the special Executive/Team Reps meeting post AGM. The Executive/Team Reps may make amendments to the Special Operating Rules and Regulations of the VWFL, as required.
    3. Each team and/or member in good standing from the previous season’s VWFL league roster shall be entitled to one vote at the General Meetings. Special consideration shall be made for non-team members and members returning from pregnancy or injury. The executive will follow Robert’s Rules of Order when deciding on voting privileges.
    4. League meetings differ from Annual General Meetings (AGM) as it is intended for the team rep and or coach to be in attendance at all League meetings (hereinafter referred to, and interchangeable with, Team Rep meetings). League meetings such as these will be scheduled as required during ball season (February through August). Each team shall have one vote at each league meeting. Attendance by a team representative is required at all league meetings. The only exception is if regular season play is scheduled.
    5. A quorum for Team Rep/League meetings has representation totaling 50% of eligible teams plus one team in order to have a viable vote. Should an Executive member be the only representative from their team, they may represent and vote on their team’s behalf. However, they may only cast one vote, and shall remove themselves from any executive vote should one be necessary.
    6. At Team Rep/League and General Meetings, the executive will present information to the league that is tabled for voting. At League meetings, the executive shall not cast a vote unless there is a tie amongst the league. The executive acts as a one-vote body, and if necessary, will take a vote amongst themselves and present their final vote to the group. The President does not cast a vote in this circumstance, and only votes if there is a tie among the executive.
  2. There are two types of meetings, General Meetings and Team Rep/League meeting.

At General Meetings all members in good standing in attendance are eligible to cast a vote, with the exception of the President. He or she may only cast a vote in the event of a tie.

Team Rep Meeting – where only one vote is cast per team, in the event of a tie the Executive acts as a one-vote body and adheres to the above stated conditions.

  1. EXECUTIVE
    1. The executive as a body, are the elected representation of the league, to carry on the operation of the league. They are empowered to act upon all business of the league, which must be addressed between scheduled team rep meetings. Extraordinary meeting of the executive may be called at the discretion of the President to address such issues with due notice of 1 week being given. Minutes will be taken at every meeting. A vote taken at these meetings is binding and held in force and effect until ratified or defeated by league vote at the next league meeting. The President will only vote in the event of a tie.
    2. An attempt will be made to have a representative from each team on the executive.
    3. In the event that any position is not filled at the Annual General Meeting, the President may appoint a league member in good standing, to fill the open position for the remainder of the term.
    4. A signing member of the executive may not be one of the signatories on the cheque if the cheque is made out to them. There must be two signing officers at all time.
    5. No signing officer can have declared bankruptcy within the last 7 years.

 

  1. DUTIES OF THE OFFICERS
    1. President
      1. Chairs all league meetings.
      2. Acts as league liaison with Softball BC and any, or all, outside groups.
      3. Oversees the rest of the executive. In case of the President’s absence, he/she will designate someone from the executive to act in his/her place prior to the meeting.
      4. The President shall be a signing officer of the league.
      5. Sees and approves all correspondence going out to third parties that are sent on behalf of the executive/league before it is sent out.
      6. Books the fields for the upcoming season on January 1 of that season.
      7. Assists all executive members with whatever they need help with and if is unable to finds someone who can.
    2.  Vice President
      1. Shall be in charge of scoring, scheduling, keeping league standings, and be a web administrator for the league.
      2. Shall be a signing officer of the league.
      3. Receives email of scores, number of umpires and MVP’s for the teams after the game and posts them to the website in a timely manner.
      4. Keeps records of wins, losses and ties.
    3. Treasurer
      1. Shall be a signing officer of the league.
      2. Shall be responsible for the financial records and accounts of the league.
      3. Shall present in writing, a current statement of all funds, including budget figures at General
      4. Shall present in writing, a current statement of all funds at every other league meeting.
      5. Shall receive and issue receipts for all moneys and deposit them with a chartered Canadian
      6. Shall disperse funds in payment of bills.
      7. Shall work with the president to compile the budget for the upcoming season.
    4. Director, Umpires and Scheduling
      1. Shall act as the league liaison with the Umpires Association contracted by the VWFL.
      2. Shall be responsible for rescheduling games, monitoring number of umpires per game, and also reported field conditions.
      3. Shall work with the treasurer to ensure all umpire invoices are correct.
      4. Receives email of scores, number of umpires and MVP’s within 24 hours of game completion.
      5. Keeps records of wins, losses and ties. in schedule book
      6. Works with the treasurer to ensures that all teams get reimbursed at the end of the season for the games where only one umpire was present (and two umpires were supposed to be present).
    5. Director, League Development and Recruitment
      1. Is in charge of handling new players who enter the league, as well as trying to come up with ways to give the league more community recognition. They will be working with the President and Social Director to help achieve this.
      2. Is in charge of advertising for the league.
      3. Works with social director/or anyone else who can help to contact media groups to help advertise for the league.
      4. Emails ALL teams new player information unless they have specified that they do not wish to receive the information. Emails new player information to specific teams, based on team needs. The president will be included on these emails.
    6. Director, Marketing and Social Media
      1. To establish marketing guidelines including print, online and social media for the VWFL.
      2. To create and maintain the VWFL website (including setup of online registration, ensuring the schedule shows accurately and scores and standings are updated).
      3. Create and maintain the VWFL social media platforms.
      4. To assist in maintaining the VWFL website.
    7. Director, Fundraising and Events
      1. Develop a social and fundraising plan and Calendar for the year (January 1 to December 31) for the league to encourage growth and enjoyment for new and current members and provides to Marketing Director to post on the VWFL website.
      2. Shall be in charge of social/fundraising events.
      3. Source out sponsorship for the league.
      4. Assist teams that wish to fundraise on their own with our sponsor(s).
      5. Tries to get donations for league prizing.
      6. Brainstorm ideas for fun social settings for the league.
      7. Trophy engraving (with assistance from anyone else on the executive who offers to help).
    8. Director, Fields and Equipment–Vancouver
      1. Shall be responsible for maintenance of equipment boxes, bases, field liners, etc. at Vancouver parks.
      2. Shall take an inventory of equipment at the beginning and end of the season.
      3. Ensures that there is enough lime and supplies necessary to prep the field at the park.
      4. If there are any issues with equipment, i.e. broken bases, rakes or any other problems they are resolved as soon as possible.
      5. Advises the appropriate people if there is an issue with the field making it harmful or unplayable for players, including grass cutting by Vancouver Parks Board at Connaught. (this does not include advising poor weather conditions on any field – that is the responsibility of the home team during league games).
    9. Director, Fields and Equipment–Alternative Locations
      1. Shall be responsible for maintenance of equipment boxes, bases, field liners, etc. at parks.
      2. Shall take an inventory of equipment at the beginning and end of the season.
      3. Ensures that there is enough lime and supplies necessary to prep the field at the park.
      4. If there are any issues with equipment, i.e. broken bases, rakes or any other problems they are resolved as soon as possible.
      5. Advises the appropriate people if there is an issue with the field making it harmful or unplayable for players, including grass cutting by Vancouver Parks Board at Connaught. (this does not include advising poor weather conditions on any field – that is the responsibility of the home team during league games).
    10. Secretary
      1. Shall take minutes of all meetings and send out the minutes to the executive/league in a timely manner.
      2. Is responsible for compiling all documentation for presentation to membership.
      3. The league and CASA rosters are to be accounted for and kept by the registrar Secretary.
      4. Only the Secretary can take receipt of the rosters.
      5. Shall have authorization to update and assist the web administrator (VP) of the league.
      6. Shall work with the president to ensure all team reps get all league information as it comes up i.e. sending out emails
      7. Collects all the current contact information of the Team reps and Executive and compiles this into a contact sheet to be sent out to the league.
    11. Past President
      1. Shall be a member of the Rules and Protest committee.
    12. Team Reps
      1. Team Reps conduct duties as assigned by the President. (Team Reps are recruited to ensure representation from all teams).

 

  1. STANDING COMMITTEES
    1. Financial Committee
      1. The committee shall be struck at the Annual General Meeting and shall be chaired by the Secretary-Treasurer
      2. Any decisions or votes taken by the league membership shall not be altered by the Financial Committee, but must be presented at a league meeting to be passed.
    2. Rules and Protest Committee
      1. Chaired by the Past President or Member-at-Large and to consist of the President, the Vice President and the Umpire Liaison and Umpire Association representative as required.

 

  1. BANKING
    1. The funds of the league shall be deposited in a Canadian chartered bank or credit union and administered by the Treasurer.
    2. Signing officers of the league shall be the Treasurer, the President, and the Vice President. (removal of Past President)

 

  1. DISPOSITION OF FUNDS
    1. Upon dissolution of the league, any funds remaining after satisfaction of its debts and liabilities shall be disbursed according to executive decision.

 

  1. DISQUALIFICATION
    1. A person or team shall cease to be a member of the league shall cease to be a member of the league for failing to have paid the league fee or any other debt to the league. A person or team may be disqualified from league games for misconduct and this shall be at the discretion of the Rules and Protest Committee.
    2. If a complaint is received about a player/coach or team’s conduct, that player/coach will be notified of the complaint and provided with the opportunity to submit their defense in writing to the Rules and Protest Committee within 48 hours.