Constitution / By-Laws

CAMBRIDGE MINOR SOFTBALL INC. CONSTITUTION

As amended October 7th, 2021

 

Article 1– Name

The name of the association will be ”Cambridge Minor Softball Incorporated” also known as “CMSI”.

 

Article 2– Objectives

The objectives of the association shall be:

  • to promote health and fitness through softball.
  • to maintain a fun, safe and healthy environment for youth to be actively involved in organized sports and learn the fundamentals of softball.
  • to foster growth and encourage older youth to stay active in sports and to be involved in the community through volunteer opportunities.

 

Article 3– Governance

In furtherance of the objects but not otherwise the executive committee may exercise the governance over:

  1. promote the health and well-being of the residents of the area and to work together as residents irrespective of age, sex, ethnicity, ability, religion or political views.
  2. promote environmental improvement and conversation by educating, encouraging and assisting the local population in environment practice, working in partnership with similar associations and organizations.
  3. invite and receive contributions and raise funds where appropriate, to finance the work of the association and to open a bank account to manage such funds.
  4. publicize and promote the work of the association and organize meetings, training courses, events or seminars etc.
  5. employ staff and volunteers (who shall not be members of the executive committee) as are necessary to conduct activities to meet the objectives.
  6. take any form of action that is lawful which is necessary to achieve the objectives of the association.

 

Article 4– Membership

  1. Membership shall be open to anyone who has an interest in assisting the association to achieve its aim and is willing to adhere to the rules of the association.
  2. Where it is considered membership detrimental to the aims and activities of the association, the executive committee shall have the power to refuse membership or may terminate or suspend the membership of any member.
  3. Any member of the association may resign his/her membership by providing the President or Vice-President with written notice.

 

Article 5– Executive Committee

The association shall be administered by an executive committee of no less than 3(three) people and no more than 21(twenty-one) who must be at least 18(eighteen) years of age. Members will be elected for a period of up to 1(one) year but may be re-elected at the association’s Annual General Meeting by the present executive committee.

 

Article 6– Officers

  1. The executive body shall consist of the following officers: President, Vice-President, Secretary, Treasurer, Equipment Manager, Parks Manager, Registration Co-ordinator, Bingo Chair, Events Co-ordinator, Sponsorship Chair, Umpire in Chief, Head Convener, Travel/Select Co-Ordinator and any additional officers the association deems necessary at the meetings required to carry out the required activities.
  2. The election of officers will take place at the Annual General Meeting in October of the current year.
  3. No executive member shall hold more than one elected position when preventable.
  4. No one shall be eligible to stand for an elected position without having served their complete probationary period as a member of the executive committee or upon the vote of the current executive members.
  5. A discipline committee will be made up of 5 (five) current executive members unrelated to the issue.
  6. The advisory council (life members) shall not be required to attend all meetings. They shall have voting rights except during the election of officers. Life members must be present at meetings to receive meeting minutes and to exercise their right to vote.
  7. Each executive member regardless of capacity shall be entitled to a vote at the Annual General Meeting for the election of officers.
  8. A life member is an executive member who has held a position on the executive committee for a period of ten consecutive years or more and upon leaving the committee, has left in good standing as per Cambridge Minor Softball standards. Lifetime membership can be revoked at any time upon incident with a majority vote by the executive committee.

 

Article 7- Meetings

  1. The committee shall meet at least 10 (ten) times a year. Meetings shall enable the association to discuss actions and monitor progress to date and to consider future developments.
  2. All members shall be given at least 14 (fourteen) days notice of when a meeting is due to take place unless it is deemed as an emergency.
  3. 2/3 (two-thirds) of the executive members must be present in order for a meeting to take place.
  4. It shall be the responsibility of the President to chair all meetings, Vice-President in his/her absence. All meetings must have minutes written and accessible to interested parties.
  5. The Annual General Meeting shall take place no later than 3 (three) months after the end of the financial year. At least 14 (fourteen) days notice must be given before the meeting takes place.
  6. All members are entitled to vote at the Annual General Meeting. Voting shall be made by a show of hands or written ballot on a majority basis. In the case of a tied vote the President or an appointed deputy shall make the final decision.
  7. The outgoing executive shall complete the current years business during the last executive meeting of the current year.
  8. The President shall have the power to act on behalf of the association as a whole in all matters pertaining to Cambridge Minor Softball in consultation with the Vice-President or Secretary other than emergency meetings.
  9. The President may call an executive or general meeting of the association at any time but must do so on the request of 3(three) active voting members. Failure of the President to comply with this request will result in the Vice-President or the Secretary calling a special meeting.
  10. Executive members are expected to attend at least 8(eight) meetings during the course of the year.
  11. Any executive member not attending a meeting must provide written notice to the President, Vice-President or Secretary 1(one) day prior to that meeting if they are responsible for anything needed to be updated or discussed during the meeting.

 

Article 8– Finance

  1. Any money acquired by the association including donations, contributions and bequests shall be paid into an account operated by the executive committee in the name of the association. All funds must be applied to the objects of the association and for no other purpose.
  2. Bank accounts shall be opened in the name of the association. Any deeds, cheques etc. relating to the association’s bank account shall be signed by at least 2(two) of the following executive members: President, Vice-President, Treasurer, Secretary or Bingo Chair.
  3. Any income/expenditure shall be the responsibility of the Treasurer who will be accountable to ensure funds are utilized effectively and that the association stays within budget. Official accounts shall be maintained and will be examined annually by an independent accountant who is not a member of the association. An annual financial report shall be presented at the Annual General Meeting. The association’s accounting year shall run from the 1st of October to the 30th of September each year.

 

Article 9– Alteration of the Constitution

  1. Any changes to this constitution must be agreed by a majority vote at a special general meeting.
  2. Amendments to this constitution or dissolution of the association must be conveyed to the President, Vice-President and Secretary formally in writing.
  3. Any amendment or alteration of this constitution must be in acceptance of a 2/3(two-third) majority quorum vote of the executive members present at the Annual General Meeting. A notice of motion must be made 4(four) weeks in advance of any change and executive members must be notified in writing 1(one) week prior to the general meeting.

 

Article 10– Voting Privileges

The executive committee mentioned in Article 6 and life members shall have the only voting power of the association with each executive member and life member to cast 1(one) vote.  The President shall have the deciding vote if necessary.

 

Article 11– Open Meetings

Open meetings to include all members of the association who may be called at the discretion of the Executive Committee.

 

This Constitution was adopted by the elected executive of Cambridge Minor Softball on October 7th, 2021 at the Annual General Meeting and will take effect on October 7th, 2021.

 

Accepted by the following:

  • Craig Hillis– President
  • Kelly Sonntag– Vice-President
  • Pat Lemieux– Treasurer
  • Sass Sonntag– Equipment Manager
  • Mike Moore– Parks Manager
  • Kayla Sonntag– Umpire in Chief
  • Victoria Cavers- Events Co-ordinator, Registration
  • Scott Alley- Bingo Chair
  • Elidio Castro- Travel/Select Co-ordinator

 

Directors – Matt Adeney, Chantelle Milne, Ryan Zander, Tony Geurts

 

 

CAMBRIDGE MINOR SOFTBALL INC. BY-LAWS

Amended as of October 7th, 2021

 

ARTICLE 1– Name and Purpose

  • Section 1– Name
    • The name of the association shall be “Cambridge Minor Softball Incorporated” also known as “CMSI”. It shall be a non-profit association, incorporated under the laws of the province of Ontario.

 

  • Section 2– Purpose
    • CMSI is organized exclusively for non-profit recreational purposes.
    • The purpose of this association is to:
      • promote organized athletics, sports, games and recreation and in particular softball within the community of Cambridge
      • maintain a fun, safe and healthy environment for youth to be actively involved in organized sports and learn the fundamentals of softball
      • encourage healthy active lifestyles, arrange games, matches and competition, awards and distinctions, develop coaches, umpires and volunteers
      • foster goodwill and sportsmanship
      • to encourage older youth to stay active in sports and be involved in the community through volunteer opportunities
      • foster and improve minor softball in accordance with the standards and playing rules prescribed by the Ontario Amateur Softball Association (OASA), Canadian Amateur Softball Association (CASA), Softball Ontario and the by-laws of CMSI
      • to institute and regulate house league competition and OASA/ORSA and/or OSSTA entries leading to Ontario championship play
      • such other complementary purposes not inconsistent with these objects

 

ARTICLE 2– Membership

  • Section 1- Eligibility for Membership
    • Individual membership in CMSI is available to the following:
      • anyone appointed or elected to the executive shall be a member of the association.

 

ARTICLE 3– Governance

  • Section 1– Board of Directors
    • Except as otherwise provided by this by-law, the executive has the power of the association and may delegate any of its duties and functions. Without limiting the generality of the above, the executive may make policies, procedures and regulations for managing the affairs of the association in accordance with this by-law and may employ or engage under contract such persons as it deems necessary to carry out the work of the association.
    • The executive shall have up to 21(twenty-one) but no fewer than 3(three) members. The executive receives no compensation other than reasonable expenses.

 

  • Section 2– Eligibility to Serve on the Executive
    • Any individual who is a member of the executive who is 18(eighteen) years of age or older and who agrees to abide by the by-laws of the association may be appointed as an executive member.

 

 

 

 

 

  • Section 3– Election of Directors
    • Election and Term- the 11(eleven) elected directors will be elected at each Annual General Meeting of members to hold office until the close of the next Annual General Meeting. The election shall be by ballot or show of hands.
    • Nominations- each member may propose nominees for election to the executive.

 

  • Section 4– Term
    • All directors will serve a term of 1(one) year and will hold office until their successors have been duly elected unless they resign, are removed from or vacate their office. There is no limit on the number of consecutive terms that may be served as a director.

 

  • Section 5– Resignation
    • A director/executive member should give due notice by presenting his or her notice of resignation, in writing to the President or Vice-President. This resignation will become effective as noted.

 

  • Section 6– Vacate Office
    • The office of any Director will be vacated automatically;
      • if the director ceases to be a member in good standing of the association
      • if the director fails to carry out the responsibilities of his/her office
      • if the director without reasonable excuse fails to attend 2(two) consecutive meetings of the executive.
    • Outgoing president and/or webmaster must relinquish any passwords or login details relevant to the web hosting site and domain name ownership.

 

  • Section 7– Removal
    • A director may be removed by 2/3(two thirds) vote of the executive at a meeting called for such purpose, but only after giving the director reasonable notice and affording the director an opportunity to respond to the motion of removal.

 

  • Section 8– Vacancy
    • Where the position of a director becomes vacant for whatever reason the remaining directors may appoint another qualified individual to fill the vacancy for the remainder of the directors term.

 

  • Section 9– Chairperson
    • If the President is absent from the meeting the Vice-President or designate will preside over the meeting as determined by the majority of the directors present.

 

  • Section 10– Voting
    • Unless otherwise specified questions will be decided by majority vote where the President carries a vote and where a tie vote will fail. Voting will be by a show of hands unless the majority of the directors approve a secret ballot. Each executive member, regardless of capacity is entitled to a vote (this includes election of officers at the AGM)

 

  • Section 11– Closed Meetings
    • Meetings of the executive will be private, attended only by directors as required. Others may participate in the meeting if invited by the President.
    • The committee will meet at least 10 (ten) times per year. Meetings shall enable the association to discuss actions and monitor progress to date and consider future developments.
    • 2/3 (two-thirds) of the executive members must be present in order for a meeting to take place.
    • It will be the responsibility of the President to chair all meetings and the Vice-President in his/her absence. All meetings must have minutes written and accessible to interested parties.
    • The outgoing executive should complete the current year’s business during the last executive meeting of the current year.
    • The President shall have the power to act on behalf of the association as a whole in all matters pertaining to CMSI in consultation with the Vice-President, other than emergency meetings.
    • The President may call an executive or general meeting of the association at anytime but must do so on the request of 3 (three) active voting members. Failure of the President to comply with this request will result in the Vice-President calling the special meeting.
    • Executive members are expected to attend at least 8 (eight) meetings during the course of the year.

 

  • Section 12– Officers
    • The officers of the association are: President, Vice-President, Treasurer, Parks Manager, Equipment Manager, Registration/Events Coordinator, Bingo Chairperson, Umpire in Chief, Sponsorship Chairperson, Head Convener and Travel/Select Coordinator. All officers are elected by the directors at the Annual General Meeting. In order to be elected as an officer an individual must serve as a director for at least 1(one) complete probationary year.
    • The advisory council (life members) shall not be required to attend all meetings. They shall have voting rights (only when in attendance at meetings) except during the election of officers.
    • A life member is an executive member who has held a position on the executive committee for a period of ten consecutive years or more and who has remained in good standing with the association.

 

  • Section 13– Duties of Officers
    • The duties of the officers are as follows:
      • The President shall:
        • preside over and run all executive meetings and the Annual General Meeting
        • ensure policy, program and financial directions are provided to the association
        • with the Treasurer and/or Vice-President, utilize signing authority on cheques issued by the association
        • set the association/executive calendar for the year
        • prepare house league team schedules
        • appoint any persons that may be required to committees of the league with the approval from the executive (house league, select/travel and budget)
        • attend and vote on motions at executive meetings
        • sit on house league and travel committees
        • participate and assist in bingos at the bingo hall and perform such other duties as described in the “President Duties and Responsibilities”
      • The Vice-President shall:
        • assist the President as required
        • have all powers and perform all duties in the absence of the President
        • with the Treasurer and/or President, utilize signing authority on cheques issued by the association
        • assist with the policy, program and financial direction of the association
        • attend and vote on motions at executive meetings
        • sit on house league and travel committees
        • participate and assist in bingos at the bingo hall and perform such other duties as described in the “Vice-President Duties and Responsibilities”
      • The Treasurer shall:
        • keep financial records on all accounts for the association
        • prepare monthly financial statement and present at meetings
        • deposit all money received from registrations, sponsorships, carding etc. and any fundraising that has been done.
        • pay all invoices received in a timely manner
        • with the President and/or Vice-President, utilize signing authority on cheques issued by the association
        • prepare and submit monthly reports to the City of Cambridge for all monies received and all expenses paid out for the Bingo account and file a yearly report to the city for the bingo account
        • sit on house league and travel committees
        • attend and vote on motions at executive meetings
        • participate and assist in bingos at the bingo hall and perform such other duties as described in the “Treasurer Duties and Responsibilities”
      • The Equipment Manager shall:
        • be responsible for the purchase, maintenance and distribution of all equipment
        • be responsible for the purchase of awards throughout the season
        • purchase, distribute and upkeep all league and tournament trophies
        • maintain, assign and distribute league uniforms
        • suggest and order other items pertinent to the league and ensure recovery of appropriate costs from teams
        • responsible for key distribution and collection
        • sit on house league committee
        • attend and vote on motions at executive meetings
        • participate and assist in bingos at the bingo hall and perform such other duties as described in the “Equipment Manager Duties and Responsibilities”
      • The Parks Manager shall:
        • submit the diamonds required by the association to the city of Cambridge and be the contact for any additional requests throughout the season
        • co-ordinate with the city of Cambridge for field maintenance and upkeep
        • coordinate available dates for tournaments, practices etc with the Travel/Select Coordinator
        • be the contact for coaches in regards to park issues
        • sit on house league committee
        • attend and vote on motions at executive meetings
        • participate and assist in bingos at the bingo hall and perform such other duties as described in the “Parks Manager Duties and Responsibilities”
      • The Registration/Events Co-ordinator shall:
        • register all members of the association
        • set up any in person registration dates at the Cambridge Centre
        • coordinate, review and create advertising for the league (with assistance from the President)
        • accept registration and other funds and remit to the Treasurer
        • track PayPal account and transfer funds when account reaches an acceptable limit
        • be present at all in person registrations and coordinate extra volunteers
        • coordinate with the President/Vice-President any event details and arrange volunteers with executive for all upcoming events
        • process all necessary paperwork/permits for hosting BBQ’s and concession for all CMSI events
        • communicate with travel team managers to ensure all players are paid in full
        • attend and vote on motions at executive meetings
        • coordinate with photographer for photo day and book any required indoor facilities in case of rain
        • participate and assist in bingos at the bingo hall and perform such other duties as described in the “Registration/Events Coordinator Duties and Responsibilities”
      • The Sponsorship Chair shall:
        • secure sponsors for the upcoming season in house league, select and travel
        • co-ordinate with the Equipment Manager for the jersey screening
        • responsible for ordering plaques and delivering sponsor packages at year end (thank you letters/cards and plaques) with assistance from any executive members
        • co-ordinate the collection of all sponsors monies and remit to the Treasurer
        • order banners for travel teams in coordination with travel coaches and Travel/Select Coordinator
        • attend and vote on motions at executive meetings
        • keep sponsors up to date with schedules, list of events and year end events
      • participate and assist in bingos at the bingo hall and perform such other duties as described in the “Sponsorship Chair Duties and Responsibilities”
      • The Bingo Chair shall:
        • be the liaison between CMSI and the Bingo Hall
        • organize the bingo schedule within the executive and assign bingos where necessary
        • send out reminders to all executive/volunteers the day before their upcoming bingo sessions
        • ensure all executive members are trained according to Gaming Association standards
        • fill out proper forms and reports for yearly submissions to set up bingo with assistance from the Treasurer
        • find coverage for bingos in emergency situations
        • attend and vote on motions at executive meetings
        • participate and assist in bingos at the bingo hall and perform such other duties as described in the “Bingo Chair Duties and Responsibilities”
      • The Umpire in Chief shall:
        • Recruit, manage and mentor all umpires for house league and travel
        • Create schedule utilizing referee schedule for all umpires
        • organize training, meetings and clinics for umpires
        • record and submit hours for payment to the Treasurer
        • maintain and coordinate the distribution/collection of umpire equipment in coordination with Equipment Manager
        • organize all umpires for CMSI home tournaments & coordinate pay with the Treasurer
        • sit on the travel committee
        • attend and vote on motions at executive meetings
        • participate and assist in bingos at the bingo hall and perform such other duties as described in the “Umpire in Chief Duties and Responsibilities”
      • The Head Convener shall:
        • recruit new coaches during registration/off season and contact returning coaches to see if they are interested in coaching
        • be the house league contact for coaches and parents
        • communicate with Parks Manager any complaints from coaches about the parks
        • organize the T-Ball and Coach Pitch teams with the house league committee
        • attend and participate in all coaches meetings
        • with the house league committee, make any necessary changes to the rules of play for all levels for CMSI
        • sit on the house league committee
        • attend and vote on motions at executive meetings
        • participate and assist in bingos at the bingo hall and perform such other duties as described in the “Head Convener Duties and Responsibilities”

 

  • The Travel/Select Co-ordinator shall:
  • organize practice times, diamonds for tournaments and rain out games for travel/select teams with assistance from the Parks Manager
  • supply travel/select teams tournament dates/locations for the season
  • book tournaments for each travel/select team
  • promote CMSI travel/select home tournaments on appropriate websites/social media to attract teams
  • organize schedules, convener and grounds crew for all CMSI home tournaments
  • be the liaison between coaches, travel/select leagues and executive
  • communicate with Equipment Manager any equipment needed for home tournaments
  • responsible for fall kick-off with coaches and travel/select orientation
  • promote travel/select home tournaments
  • attend and vote on motions at executive meetings
  • sit on the travel committee
  • participate and assist in bingos at the bingo hall and perform such other duties as described in the “Travel/Select Coordinator Duties and Responsibilities”
  • For a more in depth description of the jobs above, see the job descriptions on file in the CMSI office

 

 ARTICLE 4– No Remuneration

  • An officer, director or member of a committee will serve their term of office without compensation except for reimbursement of expenses in accordance with policies approved by the executive

 

ARTICLE 5– Conflict of Interest

  • An officer, director or member of a committee who has an interest in or who may be perceived as having an interest in a proposed contract or transaction with the associate will
    • disclose full and promptly the nature and extent of such interest to the executive or committee as the case may be
    • will refrain from voting or speaking in debate on such contract or transaction
    • will refrain from influencing the decision on such contract or transaction
    • will comply with the requirements of the Ontario Corporation Act regarding conflict of interest
    • will comply with the signed conflict of interest waiver for CMSI.

 

ARTICLE 6– Harassment Policy

  • We, the executive committee of Cambridge Minor Softball Incorporated or “CMSI” as it will be referred to from hereafter, have a zero tolerance policy in regards to harassment of executive, coaches, parents, players, umpires or other volunteers. We take this policy very seriously and have several committees that will deal with this issue. These committees follow strict guidelines and have the authority to discipline the person/s that are causing the harassment.
  • Guideline
    • Once a case of harassment has been reported to the executive, convener or umpire of CMSI it must be investigated. The house league or travel committee (made up of 5 current executive members unrelated to the issue) will meet to discuss the harassment and then start the investigation by asking parents, coaches, umpires not involved in but who have witnessed the occurrence. Once all information has been gathered the committee will reconvene and determine the course of action required
  • Disciplinary Actions
    • An executive or coach can receive a suspension, demotion or be terminated from their position. An umpire can be removed from the game and an incident report can be filed with the umpires governing body. A parent can be suspended from the park for a minimum of 1(one) game and maximum of the entire season
    • If the severity of the harassment is beyond these disciplinary actions then the proper authority will be called such as the police to deal with the situation

 

 

ARTICLE 7– Finance and Management

  • Section 1– Financial Year
    • Until otherwise ordered by the directors, the financial year of the association shall end on the last day of September in each year

 

  • Section 2– Bank
    • The banking business of the association will be conducted at such Chartered Bank or Trust Company as the directors may designate. Bank accounts must be opened in the name of the association. Any deeds, cheques etc. relating to the associations bank account will be signed by at least 2 (two) of the following executive members: President, Vice-President and/or Treasurer.
    • Any money acquired by the association including donations, contributions and bequests shall be paid into an account operated by the executive committee in the name of the association. All funds must be applied to the objects of the association and for no other purpose.
    • Any income/expenditure shall be the responsibility of the Treasurer who will be accountable to ensure funds are utilized effectively and that the association stays within budget. An annual financial report should be presented at the Annual General Meeting.

 

  • Section 3– Fundraising
    • The only fundraising allowed must be approved prior to any advertising/promotion by the CMSI executive. The only allowable fundraising by CMSI (with prior approval) is those where a buyer receives a service, such as a car wash or a product for sale such as pepperettes, candles, chicken, etc. Failure to have prior approval will result in loss of title and/or privileges. Any fundraising having prizes is considered a raffle. This type of fundraiser will NOT be allowed or approved by CMSI executive

 

  • Section 4- Alteration of the By-Laws
  • Any amendment or alteration of these by-laws must be in acceptance of a 2/3 (two-thirds) majority quorum vote of the executive members present at the Annual General Meeting. A notice of motion must be made 4 (four) weeks in advance of any change.
  • Amendments to this constitution must be conveyed to the President and Vice-President

 

These by-laws were adopted and accepted by the elected executive of Cambridge Minor Softball on October 7th, 2021 at the Annual General Meeting and will take effect on October 7th, 2021.

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Contact Info

Hespeler Minor Softball
101 Holiday Inn Drive
PO Box 29071
Cambridge, ON
N3C 0E6

registrar@hmsoftball.com