Constitution (Camlachie Athletic Association)

Camlachie Athletic Association

Constitution

2018 - 2019

1. NAME

i)

The official name of the association shall be Camlachie Athletic Association (CAA) serving Plympton/Wyoming and surrounding area.

2. PURPOSE

i)

The purpose of the Association shall be to foster, promote and teach amateur baseball and fastball within the recreational boundaries of Plympton-Wyoming and surrounding area to provide maximum opportunity to all amateur athletes.

ii)

The Association will provide a wholesome baseball and fastball experience for players, coaches, officials and parents.

iii)

The Association will schedule the use of baseball and fastball facilities for children and adults.

3. ELECTION OF BOARD OF DIRECTORS & COORDINATOR APPOINTMENTS

i)

All elections shall take place at the annual general meeting in September.

ii)

Elections shall be open to all legal guardians & volunteers from Camlachie Athletic Association. All legal guardians & volunteers from Camlachie Athletic Association will be allowed to run for positions and vote. Those who have children registered get one vote per parent/guardian.

iii)

Election shall be administered by the Past President and two appointees as determined by the Board of Directors.

iv)

All duties and voting privileges of the newly elected Directors begin immediately following the annual meeting.

A. BOARD OF DIRECTORS – ELECTED

i)

Board of Directors will consist of the Executive – (President, Past President, 1^st Vice President, 2^nd Vice President, Treasurer, Secretary) and Directors (6)

ii)

Election of Executive and Directors shall be held prior to appointment of coordinator positions.

iii)

The immediate Past President automatically becomes one of the voting members of the Board of Directors

iv)

New Directors /Directors will be elected for a two year term. Some vacancies may be filled for the duration of the term at the discretion of the Board of Directors.

v)

The appropriate number of Directors are elected to ensure the successful operation of the association.

vi)

The President will not vote unless required to break a tie vote.

vii)

All members of the Board of Directors shall obtain a criminal background check.

B. COORDINATOR POSITIONS - APPOINTED

i)

The Board of Directors will determine the coordinator positions. Example: umpire coordinator, equipment coordinator etc. Individuals will be allowed to submit their names for consideration for these positions.

ii)

The Board of Directors will fill the coordinator positions from those who volunteered within a reasonable time period.

iii)

Each of the positions is responsible and accountable to the Board of Directors.

iv)

All coordinators shall obtain a criminal background check.

4. MEETING GUIDELINES

i)

Board of Director meetings shall be held monthly excluding ball season - May, June, July, August unless needed. The President, or in his/her absence, the First Vice President will call the meeting.

ii)

A quorum of the meetings shall be one more than half of the members of the Board of Directors.

iii)

A quorum for the annual general meeting should be one more than half of the members of the Board of Directors and coordinators.

iv)

30 days notice must be given for the annual general meeting with a reminder the week prior.

v)

People who are not on the Board of Directors who would like to participate in a meeting are required to submit in writing 10 days prior to the meeting date to be added to the agenda.

vi)

Voting will be conducted in the presence of the Board of Directors only.

5. TEAM OFFICIALS

i)

The Board of Directors will appoint the coaches of all teams on recommendation of the Coaching Committee. Potential coaches who sit on the Board, will be omitted from discussions and voting during their team appointments.

ii)

Coach Numbers per team will be limited to: Rookie/Mite (Head Coach, 2 Coaches, 2 Helpers), all remaining House League teams (Head Coach, 2 Coaches, 1 Helper). OBA (Head Coach, 3 Coaches, 1 Helper/First Aider)

iii)

The Board of Directors shall maintain the right to replace any coach or helper or any other personnel associated with any team at any time.

iv)

Team Officials are responsible for the general conduct and behaviour of the team whenever they are together for the purpose of playing or practicing. Coaches have the right to take corrective action by benching players or recommending suspensions.

v)

Team Officials shall at all times conduct themselves in accordance with the requirements of this constitution and the coaching guidelines established by Camlachie Athletic Association, and in such a fashion to be positive role models for their players, and to further the interests of the association, the team sponsor, and the community as a whole. Any conduct or behaviour not in keeping with this obligation shall be grounds to suspend temporarily or permanently the rights of any team official.

vi)

In the event of the imposition of suspension, the Board of Directors shall give written notice of the complaint (s) to the team official (s) involved. Upon receipt of each notice, the team official (s) involved may request the right to appear before the Board of Directors within 10 days of receipt of such notice to address the complaint (s). Notwithstanding the receipt of a request to appear before the Board of Directors, the rights of any team official maybe suspended pending the outcome of such an appearance.

vii)

All coaches and team helpers must follow the code of conduct of the Camlachie Athletic Association.

viii)

All coaches and team helpers involved with Camlachie Athletic Association must obtain a criminal background check. All coaches must have the basic online coach course through NCCP and the appropriate OBA courses if required. All of the above requirements must be in place PRIOR to working with any team or on the field.

viiii)

No correspondence from coaches to players or parents until after teams are selected and approved by the Board of Directors.

6. RULES FOR TEAMS

i)

With respect for OBA and ORSA Teams, coaches shall have full authority through try outs to select eligible players for their teams. Eligibility is defined by birth date as outlined by OBA Manual of Operations and Softball Ontario Rules & Regulations.

ii)

All teams must carry a minimum of 12 players and a maximum of 15 players unless registration warrants otherwise. Board of Directors has the right to adjust team numbers as they see fit.

iii)

All players and legal guardians must follow the code of conduct of the Camlachie Athletic Association.

iv)

No association team member shall contribute to or participate in any fundraising or sponsorship effort unless approval has been obtained from the Board of Directors.

7. DISIPLINE

i)

The Association will honour all suspensions of players and team officials regardless of whether they are incurred at home or by any other governing body.

ii)

Offensive conduct shall be grounds for the team officials to recommend suspension for one or more players for up to, but not exceeding a one game suspension. The matter must be referred to the Board of Directors for their consideration and decision. All suspensions must be reported to the players legal guardians by the Board of Directors by telephone or personal contact (no emails).

8. GRIEVANCES

i)

Any complaint to the Association by coaches, legal guardians, players or volunteers must be completed online at www.camlachieathleticassociation.ca Upon submission, the form will be sent to the Grievance Committee for review and contact will be made within 72hours.

ii)

It is expected that the Grievance/ Board of Directors will be objective and fair in their assessment and that the activity will be deemed as constructive by both the organization and the complainant.

9. REGISTRATION

i)

Registration Fees will be set by the Board of Directors prior to each ball season.

ii)

Registration Fees will be paid according to the level of play and age of players. The fees for younger players will be kept to a minimum so as to encourage participation in our baseball and fastball program.

10. RELEASES

i)

Wherever practical, Camlachie Athletic Association will allow releases to their players under the guidelines of OBA and Softball Ontario rules.

ii)

Refer to Release Guidelines as to release procedure.

11. CONSTITUTION EFFICACY

i)

This constitution prevails over any previous constitutions, including any amendments.

ii)

This constitution is intended by every provision and term herein to be binding upon the members of the Camlachie Athletic Association.