Grand Valley Ladies Softball League

Constitution and By-Laws

Amended 2009

Constitution

 

  1. The name of this organization shall be “The Grand Valley Ladies Softball League”
  2. The objective of the this league and its’ members are to:
    • Provide for, foster and promote women’s amateur softball within Grand Valley and surrounding area for all age groupings deemed appropriate by the membership.
    • Institute and regulate competition amongst its’ members

 

General By-Laws

 

The following by-laws shall constitute the governing instrument of this organization.

 

1.        Amendments to the constitution and by-laws can only be made at the League’s Annual General Meeting, or a special meeting called for the purpose.  Amendments need only a simple majority to pass.  All amendments MUST be in the hands of the League Secretary by September 15, and copies of the proposed amendments will be mailed out with the Notice of Meeting for the Annual General Meeting.  The Annual General Meeting is to be held no later than the last day of October.

2.        The membership shall consist of any person or team willing to conform to the Constitution and by-laws of the league.  New centres applying for League membership, if accepted by the majority of the executive and centre contacts, are under a one year probation and must reapply for admittance the following year.

3.        The voting membership shall consist of one vote per playing team.  Each Executive member is entitled to one vote, unless otherwise having voted on behalf of a team.  One must be in attendance to register a vote.  

4.        The Executive shall control the affairs of the league and shall have the power to fill any vacancies occurring in its’ numbers until the next Annual General Meeting.

5.        The Executive shall consist of the following:

·         Immediate Past-President

·         Four elected members – President, Vice-President, Secretary, and Treasurer

·         Division Convenors – Appointed by the elected members

·         Area Representatives – for those centres not otherwise represented on the Executive (appointed from within their own community)

 

The elected members of the Executive shall be voted into office at the Annual Meeting with a one year term of office.

 

All centres MUST be represented on the Executive Board of Directors in order for their teams to compete in the league.  Voting power for the Executive Board of Directors will be determined annually.

 

1.        The Executive shall have the right to remove from league play any coach, manager, or player whose actions prove detrimental to the league or are otherwise considered unacceptable behaviour.  In such situations, the President will normally appoint a three person Discipline Committee, excluding him/herself and anyone associated with the team(s) in question.  The Committee will designate on of their members as Chairperson and will have discussions with the involved person(s) and report their decision to the President for communication to the appropriate parties.  Decisions of the Disciplinary Committee can be appealed to the Executive.  Any second such ejection will result in a further one game suspension.  A third ejection will result in an indefinite suspension until such time as a discipline meeting can be convened with the individual in question and the situation rectified (Please note – that rule book ejections i.e. illegal substitution will be involved in this procedure).  Both teams are required to report any and all ejections to the convenor when game scores are reported to the convenor when game scores are reported (within 48 hours).  The convenor will immediately notify the President.

2.        The President shall preside at all meetings of this organization and shall not vote unless in the case of a tie.  He/She will serve as a signing officer, will appoint Protest and Discipline Committees and will generally ensure sound operation of the League and the furthering of its’ objectives.

3.        The President upon due notice (fourteen days), may call an Executive or General membership meeting.  At any Executive Meetings may be called on shorter notice with agreement of all Executive members.  In the absence of the President, the duties of the President may be assigned to either the Vice-President or the Immediate Past-President.

4.        The Vice-President will, if designated, assume the President’s role in his/her absence and is responsible for trophies and medals and their engraving.

5.        The Secretary will keep an accurate report of the proceedings of all General and Executive Meetings, receive and direct all necessary correspondence, and arrange for reprinting letterhead, envelopes and cards for reporting scores.

6.        The Treasurer shall process and keep an accurate record of receipts and disbursements through a chartered bank or trust company, using the bank account as expenses are incurred.  The Treasurer shall serve as one of the signing officers of the bank account, establish new signing officers as the Executive membership changes, reimburse Executive members for expenses incurred, prepare a financial statement for each league meeting, and recommend the amount of the league entry fee.  The Treasurer shall receive league entry fees and performance bond fees from the league centres by April 1 and notify Convenors of any delinquent accounts.

7.        The Division Convenor shall:

·         Receive team entry forms with attached maps by April 1

·         Provide general supervision of division activities and provide a report at the Annual Meeting

·         Develop league and playoff schedules (based on discussion with teams at the Spring Meeting).  Date and location of playoffs are to be finalized by May 15 and coaches are to be notified.

·         Distribute team information, maps, schedules, a supply of game cards and a copy of the constitution to each team as early as possible after April 1.

·         Receive game scores from each team’s coach and email game scores to the Webmaster weekly.

·         Receive copies of PWSA approved team lists by June 30 and distribute copies to each team prior to the playoffs.

·         Record all call-ups during league play.

·         Decide whether to apply or waive the forfeiture rule for cancelled games not played before the playoffs and notify league Treasurer of fines to be levied.

·         Complete all closing tournament arrangements with the host association (i.e. site, posting the draw, fee amount and collection, umpires, grounds crews, trophy presentation, protest handling, etc.)

·         Advise the President during the season of any problems.

·         If possible, individuals convening a league should not be coaching or managing a team in that division.  Where it does occur, the Convenor and President will designate another individual (not affiliated with any team in the event) to deal with issues where there might be a conflict of interest.

8.        The Executive shall prepare and submit to the Annual Meeting their appropriate reports for the approval of the approval of the voting membership.

9.        The President and Treasurer together shall be signing officers of the organization.

10.     The Executive shall be responsible for the league and playoff schedules which are to present to each team prior to the start of the season.

11.     The League will strive to provide competition in the following age categories:

·         Mite (9 years and under)

·         Squirt (11 years and under)

·         Novice (13 years and under)

·         Bantam (15 years and under)

·         Midget (18 years and under)

·         Junior (22 years and under)

·         Open (no age restriction)

The age restrictions above are ages prior to January 1 of the current year.

 

1.        League entry form, entry fee, and performance bond payment must be submitted no later than April 1.  The Executive sets all fees.  All entries received after this date will be considered at the discretion of the Executive.

2.        Trophies are provided to team officials with teams finishing first in league play and medals provided to players and team officials (maximum of 20) to those finishing first, second and third in the playoff competition.

3.        Roberts’ Rules of Order shall be governing parliamentary law of this organization.

4.        Each team participating MUST post a $500.00 performance bond in addition to league fees and team performance bonds.  That amount less fines, will be returned at the Annual General Meeting or held on deposit for the following year.  Fines will include:

a.        Failure of a centre to represented at the Spring Meeting, Annual General Meeting, or any Special Meeting called by the Board of Directors - $20.00 for each meeting.

b.       Failure to have a copy of the PWSA approved team certificate in the hands of the Convenor by June 30 - $25.00 and possible suspension from league play.

c.        Withdrawing from the league schedule will result in loss of performance bond and the team must also pay an amount equal to other teams costs of the closing tournament plus a fine in the amount of the cost of the closing tournament.  Re-entry for the following year for the aforementioned team will be under three conditions:

·         The offending team will be on a one year probation period

·         All previous fines MUST be paid in full

·         Standard entry fee with any excess to be returned at the end of the year if conduct warrants

 

A thirty (30) day appeal process will apply

 

d.     Forfeiture or default of a game – one (1) week advanced notice shall be given for a   

        cancellation and notification to the home centre or the “centres cost” per game will

        apply.   The team cancelling will pay the home centres costs.

e.        Failure to report game scores to the Convenor as required - $5.00 for each occurrence

f.         Failure to submit the team application form and entry fee by April 1 or failure to submit the closing tournament fee by the designated deadline - $25.00

 

All fines will be taken from the team’s performance bond at the AGM.  Any fines in excess of that must be repaid to the Treasurer before the Spring Meeting.  If fines are not paid the association is under suspension until such fines are paid in full.

 

g.       PWSA approved certificates are to be submitted to the Divisional Convenor by June 30.

h.       All scheduled league games are to played prior to the playoffs.  Any league games not rescheduled by the home team or rescheduled dates refused two or more times by the visiting team will result in a forfeiture and fine for the offending team.  When weather or other circumstances acceptable to the convenor make it impossible to reschedule games very late in the season, the convenor may at his/her discretion waive the forfeiture rule (in which case no points are awarded to either team).

i.         Protests must be made at the time of the occurrence to the game umpires who will advise the opposing coach of the protest.   The protesting team must advise the President of their protest by telephone within 24 hours of the game and confirmed by letter within 3 days of playing the game.  A $25 protest fee must accompany the protest.  If the protest is upheld, the fee will be returned.                The President will appoint a protest committee of three persons, excluding him/her self and anyone associated with the teams in question.  The committee will designate one of its’ members as chair-person and will reach a decision within two weeks of receiving the protest.  All game reports (i.e. umpire report, scorebook etc.) must be present and reviewed during the hearing.  Note: Use C.A.S.A protest procedures as reference.       

j.         Release of players/player movement – GVLSA will follow PWSA rules regarding player releases.         Coaches must get a copy of the PWSA release form for all new players to their centre and forward a copy to the convenor with PWSA approved certificate by the deadline of June 30

                               

Playing By-Laws

               

With the exception of the following, all C.A.S.A and P.W.S.A. rules and regulations will apply (with P.W.S.A. rules governing when there is not consistency between the two)

 

1.     Twilight games will start no later than 6:45pm. Games requiring floodlights will start no later than 8:30 pm.                                                                                                                                      

2.     a) All games are to be 7 innings in duration. Games called due to rain, darkness or curfew shall revert to the last completed inning unless the home team is at bat and ahead when called. Five innings will constitute a complete game in all circumstances (4.5 if the home team is ahead).                           

        b) The mercy rule is in effect as per P.W.S.A. rules. In all Divisions, if any team is ahead by 15 or more runs after 3 innings (2.5 if the home team is ahead), or any inning thereafter, the game will be terminated. If any team is ahead by 10 or more runs (7 for Midget) at the end of 5 innings (4.5 if home team is ahead), or any inning thereafter, the game will be terminated. In Squirt, if any team is ahead by 25 or more runs after any complete inning (or .5 inning if home team is ahead) the game will be terminated.                                                                                                                         

3.     Tied games are to be broken by playing extra innings or until stopped because of rain, darkness or curfew. If a game is tied when called, each team will receive one point in the standings. The International Tie Breaker will be used in each extra inning.

                                           

4.     The home team is to provide two umpires who are carded by Softball Ontario or registered with a local umpire’s association.                                                                                                          

5.     The home is to notify the visiting team 1.5 to 3 hours prior to game time (depending upon normal travel time), where possible. If a game is cancelled because of weather or for any other reason.

6.     The home team is to supply two game balls – one new and one good used ball. The balls are to be C.S.A. approved and of the same type (i.e. both Dudley or Spaulding, not one of each).

7.     Both teams are to forward a completed game card, fax or e-mail to the Division Convener no later than 48 hours following the game. Postmarks or fax and email dates will be used to determine compliance. The home team will telephone the game result to the Division Convener within 48 hours of playing the game if game cards are being used to mail in scores.

8.        The re-entry rule will be waived when an injury prevents a player from continuing and application of the normal re-entry rule would mean forfeiture of the game. Any abuse of this rule will result in disciplinary action by the Executive.

9.        The use of the safety base is mandatory in all divisions.

10.     Use of the designated player rule is allowed in those divisions with P.W.S.A allows it.

11.     A team may bring up players from a team of equal or lower status within their Association during league season. Notification of additional players must be reported to the opposing coach prior to the game and to the Convenor when scores are reported. Teams are NOT allowed to bring up players for league play-offs. Only players listed on official P.W.S.A approved certificate will be allowed to participate in play-offs. Exception – if a team is missing players due to Nationals or Easterns, players from a team of equal or lower status within the team Association, but not in the same division, may be called up. Player’s proof of age and their coach’s written consent must be delivered to the Convenor prior to any game in which they are participating. Any other reason(s) for requesting substitution during the play-offs must be approved by the President.

12.     The use of optic yellow balls is recommended during all season and play-off games.

13.     All batting helmets worn by all divisions will have a screen.   Mites, Squirt, Novice, Bantam, Midget.

14.     The following rules will apply when a division opts for open substitution (all players bat).

a.        If a player arrives late to the game, her name will be added to the end of the batting order with no penalty. She will take her turn at bat as if she had been in the lineup from the beginning. No at bat will be made up if she missed any turns due to late arrival.

b.       If a player has to leave the game early, her position in the batting order will be skipped for the remainder of the game without penalty.

c.        If a player is injured and cannot continue to play, her position in the batting order will be skipped for the remainder of the game without penalty.

d.       If a player is injured, but is able to play after recovery, her position in the batting order will be skipped for the period of recovery.

 

 

 

Playoff/Closing Tournament Rules

 

All rules applying to regular league play apply to playoff games with the following exceptions or additions:

 

·         All teams will qualify for and must participate in the playoffs. Exceptions will be permitted for a team participating in P.W.S.A or Softball Canada qualifying or national tournament.

·         For the purpose of determining final league standings and year-end tournament standings, all tied positions will be broken by:

1.        most wins

2.        win/loss record against each other

3.        runs for/against records against each other

4.        win/loss record against next highest placing team. If tie still exists, continue in the same fashion with each of the remaining teams, in order of placement, until tie is broken.

5.        sudden death game. Site to be determined by flip of coin. Home team is to be determined by flip of coin. Host to make all arrangements concerning game i.e. park, umpires etc. Costs to be shared between the teams.

·         Teams are not permitted an infield warm-up.   As per P.W.S.A., all games shall be seven innings. Exception – Squirt and Novice divisions. No innings of any game shall begin after one hour and forty-five minutes. All Championship games shall be 7 innings – no time limit.

·         If game is called due to rain or any other reason during a tournament type playoff, that game, if played that weekend, will continue from the point called. Otherwise a new game will be played.

·         A protest is to be made at the time of the occurrence during playoffs. The protest will be heard by the Convenor or designate, and ruled on before play commences. The decision reached at that point is final.

·         Each team must pay a closing tournament fee and provide two new game balls (closing tournament expenses are not included in the league entry fee). The fee will cover the cost of diamonds, umpires and miscellaneous costs. Unless otherwise indicated cheques should be made payable to the host association, and are to be submitted to the Convenor prior to the first game. The game balls are to be returned to each team at the conclusion of the tournament.

·         Mercy rule is in effect – see playing bylaw 2b).

·         All divisions will play tournament style playoffs. The Executive will provide the closing tournament draw and only that draw will be accepted for use. Other than time changes, there will be no alterations to the official draw posted at the outset of the tournament. Throughout the tournament, the home team is determined by the team with the highest standing in the regular season play. That team has the option of being either the home team or the visiting team.

·         Final league standings will determine the play-off draw, and ONLY the standardized play-off format approved by G.V.L.S.A will be used.

·         Yellow optic balls will be used for all play-off games.

 

 

Those Teams Attending Easterns or Nationals

 

For Teams going to the Easterns and Nationals,  there will be $3000 from GVL  available to split amongst teams attending to a max of  $500 and $1000 respectively.

 

 

 

APPENDIX

 

We encourage all members to foster our sport by refraining from recruiting from other member communities, at the expense of losing teams from those communities and/or creating ill feeling within the League. It does not benefit anyone to have the best team, if you have no one to play.