Constitution
and By-Laws
Amended
2009
Constitution
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
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
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
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
·
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.