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Constitution of Malvern Softball League 
As amended: October 14, 2001

   1. NAME
   1.1 The name of the League shall be "Malvern Softball League".
   2. GOALS
   2.1 The aim of the Malvern Softball League is to provide opportunities to children and young adults, living in the Malvern and outlying areas. They should have opportunities to belong to a team or teams, with proper equipment, coaching, and facilities. This should be provided for a reasonable cost. At all times priority should be made towards the welfare and betterment of the children.
  3. PRINCIPLES - of the Malvern Softball League
  3.1 All Participants regardless of race, creed, colour, status, religion, or gender, shall be given the opportunity to participate.
  3.2 All Participants shall be treated fairly and with respect.
  4. DEFINITIONS AND INTERPRETATION
  4.1 "Executive" means the group of elected officers to be elected at the Annual General Meeting to manage the League for a one-year term.
  4.2 "By-laws" means those by-laws enacted by the General Membership pursuant to the provisions of the Constitution.
  4.3 "Participant(s)" means a child or their parent representative (1)
  4.4 "Rules and Regulations" means those rules and procedures enacted by the Executive by a majority vote at an Executive Meeting
  4.5 “Executive Meeting” is a meeting either in person, or by phone
  4.6 “Quorum” - at all meetings of the league, a quorum shall consist of 50% of voting positions plus one for current term.
  4.7 All meetings, including sub-committees, shall operate under the Roberts Rules of Order.
  5. VOTING MEMBERS - any person who is at least one of the following:
  5.1.1 A Player over age 16
  5.1.2 Parents of Players under age 16
  5.1.3 A Coach, Umpire, or Volunteer from at least two previous league functions
  5.1.4 An Executive member of that or a preceding season
  5.1.5 Has not been suspended, ejected, or otherwise removed from office as per the League constitution or by-laws, or is serving a League Suspension for any reason.
  5.2 MEMBER RIGHTS - any voting member:
  5.2.1 May attend and cast one ballot in any votes held at the Annual General Meeting
  5.2.2 May participate in any League function
  5.2.3 May hold any position on the Executive, as per any constitutional requirements
  5.2.4 Are empowered to elect its own executive and shall have complete control of its own League affairs
  5.2.5 May consider and approve reports from the President, the Treasurer, or any chair, as requested by the Executive
  5.2.6 May elect the Executive members nominated for position, by a simple majority of members votes cast
  5.3 Only Executive Members are eligible to vote at Executive Meetings
  5.4 Only Executive Members may hold themselves out as Managing Representatives of the League.
  6.1 ANNUAL GENERAL MEETINGS - Participation of and voting by members:
  6.1.1 Only Voting Members, as defined in 5 to 5.1.5, shall be eligible for one voting right
  6.1.2 A quorum shall consist of Eight (8) voting members.
  6.1.3 An election will be held for the purpose of electing officers to the Executive of the League for the ensuing year.
  6.1.3a The Executive shall be elected for a one year term of office at the Annual General Meeting by a majority of votes cast by members present at such meeting.
  6.1.4 Annual General Meetings shall be convened by the 31st of October of each year.
  6.1.5 Nominees for the Executive must be Voting Members.
  6.1.6 Nominees must not be serving an Executive suspension from previous season(s).
  6.1.7 Nominees for President, require a minimum two years on the Executive. The Vice President requires one year held in a prior Malvern Executive Position. For Treasurer, requires a minimum two years experience on the Malvern Executive or equivalent accounting background. All require a minimum age of 18.
  6.1.8 For remaining positions on the Executive a minimum age of 16 is required
  6.1.9 If no nominees qualify as above, then and only then may nominees be accepted with lessor qualifications.
  6.1.10 The notice to Members of any special meeting shall be accompanied by a statement of the nature of the business to be transacted at the meeting in sufficient detail to permit the Members to make an informed decision on any such business.
  6.1.11 Proxy votes will not be allowed.
  6.2 EXECUTIVE - Objectives:
  6.2.1 Full representation of the interests and views of Members.
  6.2.3 Mutual and direct regular communication and accountability between the Members and the Executive
  6.2.4 Open and accountable fundraising and financing which provide necessary support to the Leagues activities
  6.2.5 To meet as often as is necessary to carry on efficiently the business of the league, but should try to meet at least monthly.
  6.3 Between Annual General Meetings of the League, the Voting Members vest the management and control of the activities of the League in the Executive, subject to general direction from, accountability to and review by them.
   6.4 EXECUTIVE - Duties of office:
   6.4.1 President; shall preside at all meetings of the league with the usual privilege of the office and is expected to attend all Scarborough Softball Association Meetings. He/she has no vote and will only vote in the event of a tie vote. The president is responsible for the day to day affairs of the league.
Requirement: Two years past experience on Malvern Executive.
   6.4.2 Past-President; (non-voting position) acts as advisor to the President if requested and fills in for the President during his absence at all League Functions including the Annual General Meeting.
   6.4.3 Vice-President; shall be in charge of all league administrative matters relating to teams and will organize the setting-up of balanced teams as well as the specialty awards. He will act as assistant to the President as required, in all other areas. If the President or past President are both absent, the Vice-President steps in and assumes the role of the President.
Requirement: One year past experience on Malvern Executive.
   6.4.4 Treasurer; shall receive all monies paid to the league. Such monies shall be deposited without delay in a financial institution to the account of the Malvern Softball League. The Treasurer shall issue all cheques countersigned by the President or in the absence of the President, by the Vice-President and file a proper receipt for all transactions. The Treasurer shall file a year-end statement. The Treasurer shall oversee completion of a financial report of each fundraising event to the executive following said event.
Requirement: Two years past experience on Malvern Executive.
  6.4.5 Registrar; shall maintain a suitable system of files and records of all documents related to player, coaches, umpires, volunteers, team and league registrations as well as maintain copies of all registrations (Player, Coach, Umpire, Volunteer), and shall ensure collection of all registration fees including delinquent accounts. They shall be responsible for the recommendation of a coach’s list to be ratified by the Executive. The registrar shall set up a clinic(s), for the training of new coaches in consultation with the training sub committee.
Requirement: None (Computer skills an asset)
   6.4.6 League Convenor; shall set up, advertise and administer all league tournaments, including the league’s Campbell tournament responsibilities, and act as a liaison between other softball leagues. Shall arrange field permits, create schedules for all Houseleague. He/She will arrange for tournament trophies. He/She shall promote and advertise all up-coming league events. He/She shall arrange for pictures to be taken for all league teams. He/She shall maintain all Houseleague statistics and determine final standings. He/She shall arrange for statistics and write-ups to be placed in the local newspapers. They are also responsible for development and organization of Divisional Convenors as necessary.
Requirement: None (Computer skills an asset)
   6.4.7 Secretary; shall have the custody of the books and records of the league, keep an accurate report of the proceedings of the league, receive all communications and conduct all correspondence at the direction of the President and/or executive and perform such other duties pertaining to the office as the President may require.
Requirement: None (Computer and typing skills an asset)
  6.4.8 Umpire-In-Chief; shall arrange for umpires. He/she should arrange for umpires for all play-offs and Tournaments. The Umpire-In-Chief shall set up the umpiring rules as presented by the rules committee, and voted in place by the Executive for all Houseleague divisions which should be in accordance with S.S.A., C.A.S.A., O.A.S.A. and P.W.S.A. rules. The Umpire in Chief shall set up a clinic(s), for the training of new umpires in consultation with the training committee. Any new umpire must attend said clinic(s). The Executive, by a majority vote may require a returning umpire to attend such a clinic as additional training
Requirement: None (Computer skills an asset, scheduling experience an asset)
  6.4.9 Fundraising/Special Events Chair; shall be responsible for organizing and administrating the Opening Day snackbars and the year-end banquet. They shall be responsible for all club fundraising events (i.e. bowling nights, product sales, bottle drives, etc.) as well as organizing dance(s). They shall arrange, promote and co-ordinate all special events approved by the league (i.e. Petro Canada Play-Ball Program, Malvern Day, etc.)
Requirement: None
 
  6.4.10 Sponsorship Chair; shall obtain sponsors (including the collection of fees and issuance of receipts) for all Houseleague, Interlock teams. The Sponsor Chair shall handle all sponsor concerns.
Requirement: None (Business Contact and Experience an asset)
 
  6.4.11 Equipment Chair; shall be responsible for obtaining at least 3 quotes for new equipment. After approval from the Executive, he/she shall order and ensure storage space for equipment. He/she will prepare a list of equipment purchases each year with an audit of the budget and actual expenses, prior to the annual general meeting to be entered in addition to the treasurer’s report.
Requirement: None (Large garage and car an asset)
   6.4.12 Uniform Chair: shall be responsible for obtaining at least 3 quotes for new sweaters, hats and full uniforms. After approval from the executive, he/she shall order and ensure completion and delivery of all uniforms prior to the beginning of the season. He/she shall also be responsible for the ordering and delivery of all league jackets.
Requirement: None (Computer skills an asset)
   6.4.13 All executives shall transfer to his/her successor in office, all books, papers, property, and monies in his/her possession immediately after the Annual General Meeting .
  7. Executive Rights - obligations which cannot be delegated:
   7.1 Each member of the Executive Council is entitled to one vote at the executive meetings except the President or Past-President (in the absence of the President), except in the case of a tie-breaking vote.
  7.1.2 The Executive has the power to appoint replacements of any member of the Executive who resigns during their term of office.
  7.1.3 Any person resigning without due cause, shall be restricted form rejoining the Executive for an additional three years following their resignation.
  7.1.4 Members can be removed from the executive for just cause, with a majority vote of the executive. Any person removed from the Executive in this fashion, will be restricted from rejoining the Executive, in any capacity, for an additional three years following their removal.
  7.1.5 The Executive shall be further empowered to make appointments to the Executive to cover specialized duties
  7.1.6 The Executive has the power to enforce the provisions of the constitution, by-laws and playing rules of the Malvern Softball League
  7.1.7 Amendments to any by-laws set up by the Malvern Softball League or to the playing rules may be made at any Executive meeting by a majority vote of members present at such meeting as long as a quorum is present
  7.1.8 The Executive shall authorize all expenditures of the Malvern Softball League
  7.1.9 The Executive is responsible for an auditing of the books of the league.
  7.1.10 The Executive looks after the general welfare of the league.
  7.1.11 The Executive shall establish the annual registration fees.
  8. SUB-COMMITTEES:
The following sub-committees will be called as required by the League in an as timely fashion as is possible. The participants should include the listed Executive Members when possible, as well as the Secretary to record minutes. Additional members may be included as required by the Committee Chair, or excluded when there is a deemed by a majority vote of the named committee members, a conflict of interest:
  8.1 Trophy Sub-Committee will consist of at least the President, Past President, Vice-President, Treasurer and Registrar, and shall order all trophies, banners, crests, etc. for the year-end League Banquet Presentations.
  8.2 Rules Sub-Committee will consist of at least the President, Vice-President, Past President, Umpire-in-Chief and Coach Chair.
  8.3 Discipline Sub-Committee will consist of at least the President, Vice-President, Past President, Coach Chair and Umpire-in-Chief.
  8.4 Team Balance Sub-Committee will consist of the President, Vice-President, Past President, Registrar, Coach Chair and Scheduler.
  8.5 Training Meeting Sub-Committee will consist of the President, Vice-President, Registrar and Umpire-in-Chief.
  9. CONSTITUTIONAL AMENDMENTS:
   9.1 Amendments to the Constitution cannot be made except at the annual meeting of the league and only by a two-thirds majority of the total votes cast
  9.2 Any Member may propose amendments to the Constitution.
  9.3 Any amendments to the Constitution, or By-Laws of Malvern Softball should be made prior to August 15th of that year in writing to the secretary.