See - Appendixes: A, B, C for Executive Job Descriptions

Toronto Sons of Beaches Softball Club

Constitution and By-Laws

 Article 1 - Name

The official registered name is the

Toronto "SONS OF BEACHES ®”Softball Club

and owns the trademark of the above image, "Handlebar Hank". (See appendix B)

Territory

The club’s territory is international in scope but is registered throughout Canada and is based in Scarborough, Ontario.

Affiliation

The club is an affiliated member of SLO-PITCH NATIONAL hereinafter referred to as SPN, and also fosters an ongoing relationship with Slo-Pitch Ontario (SPO). The club reserves the right to make rules and regulations not specifically covered by SPN and /or other affiliates.

Purpose and Objectives are to:

1. Foster, develop and promote amateur softball for seniors regardless of race, sex, creed, or economic status while providing a healthy outlet for recreation and competition.
2. Enter teams in appropriate leagues and tournaments that will emphasize fair play at all times between competitors, umpires, games/tournament officials and spectators.
3. Conduct and promote special games and events within the community for the benefit of charity and the less fortunate.
4. Make grants of funds from the club’s treasury for charitable, patriotic, and/or educational purposes.
5. The TORONTO SONS OF BEACHES SOFTBALL CLUB condemns and refuses to ignore or tolerate any expression of racial, cultural, or religious, bias, by any person involved in the game of softball. Furthermore, we will discipline any club member found to be involved in any incident of a racial, cultural, or religious nature. The severity of the incident will determine the level of disciplinary action taken. This may include suspension and /or dismissal from the club.

Article 2 – Membership categories

Active, Probationary, Associate and life members

Membership is open to anyone 50 years of age or older (in the calendar year they apply for membership) and who have been nominated by two current members in good standing and further approved by a vote of the active members as per our guidelines. One of those nominators will become that person’s sponsor (mentor).

As a condition of membership each member shall agree to abide by the regulation of the club and any rulings by its executive and committees. Any breach of this understanding may be subject to a vote by the general membership to determine an appropriate penalty to be imposed for any such breach.

Active Membership Privileges   (see Article-9)

Probationary Members

New members will be probationary for a period of one full season and their status will be reviewed at the club’s annual Spring general meeting or at a special general meeting. Their acceptance or rejection will be decided by a vote from the active members in the age category that the new player will participate in, plus the attending executives. Rejection will be determined if two (2) or more dissenting ballots are cast.

The applicant is required to play in a minimum of two tournaments and/or team events to be eligible for the acceptance vote.    (see Voting)

Participation Options are:    (See article-7 Guideline for new member voting.)

Practice nights or equivalent – League games or equivalent – Tournament unless filled – SOB hosted tournament or equivalent - Give a sponsorship: or other considerations as deemed appropriate by the executive.

Note: The participation requirement may be waived by executive review.

Probationary members shall have all the rights of Active Membership except nominating new members and voting. These privileges are invoked by a membership acceptance vote at the spring Meeting.

Probationary Members will pay the normal dues as established by the Executive and an additional Uniform fee at a cost to be determined by the Executive.

Life Members

Do not pay dues, but maintain all rights and privileges of active members.

Procedure for Life nomination

Life membership nominations shall be made in writing and submitted to the club president. Any member in good standing may submit a nomination letter/form to the executive.  The executive will evaluate any application and discuss fully. An open vote with a minimum of 75% of the executive in attendance will be held and unanimous executive approval from those in attendance is required to have the vote pass.

Life Member Requirements

Prologue - LIFE MEMBERSHIP into the Toronto SONS of BEACHES is intended to honour a member that has provided significant and long term dedication to the Beaches organization.

Criteria - The following criteria are required to be considered:

        A.    Has been a member for a minimum period of 20 seasons

        B.    Has held an Elected Office for at least three (3) terms.

Benefits - Life Members:

1. Are exempt from any seasonal membership fees.
2. Have full active membership status – including holding offices and voting privileges.
3. A life Member’s number will not be reassigned to other individuals

Associate Member

This is a rare form of membership and each case is subjective to Executive review. Some consideration may be given to:

1. Someone who offers a substantial sponsorship.
2. A person who acts as a board advisor.
3. Age less than 50 yr, but a true SoB supporter.
4. A person supporting the SoB in some other way.

Membership Annual Dues

Membership fees shall be established by the executive and will be payable by May 1^st of each calendar year.

Late payments

If a membership lapsed for one year because the dues were not paid, membership could be fully re-instated by paying the last year dues and the current year dues. A late payment levy of 15 % may be charged to any and all members who fail to pay their fees on time.

Leave of Absence

If a member quietly faded away by means of not keeping current or moving away without notice, he would need to be re-nominated and go through the rejoining process. However, if the member gave a reasonable notice of “leave of absence” intent, he could rejoin by simply paying dues for the current year of his return and would seamlessly regain full active membership status.

Article 3 - Termination or Suspension of Membership

1. I f any member fails to fulfill his obligations to the club, the executive or fails to abide by the rulings of the executive; or neglects to pay assessments levied by the club; the executive may ask for suspension and/or termination of membership privileges. The said offender is to be notified in writing immediately following a review of his case. The disposition of the case will be decided by the executive at its next meeting or by a special meeting to be called by the president.

2. The executive shall have the authority to enforce any agreement, financial or other, entered into by members of the club. Any member refusing or failing to abide by a decision of the executive in such matters shall be liable to forfeit of membership and shall be eligible for reinstatement only upon compliance with a specific directive from the club.

3. All appeals for membership reinstatement must be submitted in writing. The executive will rule on the appeal at its next meeting or may call a special meeting.

Undesirable Current Member

1. Repeated conduct unbecoming a Sons-Of-Beaches member at tournaments.

2. Drunkenness, Swearing / yelling at others.

3. Flagrant abuse to other team members or their family.

4. Non-payment of dues.

  Dismissal Procedure

The EXECUTIVE must be able to demonstrate that they have discussed the problem with the individual on two separate occasions.

The president shall, at any time, convene a meeting to be attended by: if at all possible, the President, Vice President, Secretary, Treasurer, Team convenor for the applicable age group and optionally, the Past President. The timing is to be solely dependent upon the Executive.

Note: The Past President may substitute for any executive member who has a conflict of Interest with the dismissal individual. A UNANIMOUS vote is required to terminate a membership.

Article 4 - Former member wishes to rejoin:

1. If the Past Member was granted a “Leave of Absence” the Past Member may rejoin seamlessly by paying the current dues.
2. If the Past Member was not granted a “Leave of Absence”, he is required to be nominated by 2 current members.
3. Only the appropriate Age Division that the applicant is to play for is to vote, plus the attending executives . (e.g.: if in 50's, then only the 50's can vote.)

A two- thirds majority of votes cast is required to re-obtain membership. (example: If there are 20 members in the age division it will take7 no votes to defeat the application)

        VOTING will take place at the annual SPRING membership meeting.

        VOTING will be done by a show of hands.

Article 5 – Tournament Age Groups

Members shall generally play within their own age groups for tournament competition.  In the event a lower age team wants to enter any tournament and finds they are short of players they may contact the other age group players to offer the openings to whomever they may like to play in the tournament. The intent of this is to ensure teams do not select non-Beaches players before trying in our own group first.

Uniforms for tournament play:

Members are required to wear the current uniform of the day. If there were a design or colour change a member would need a new shirt or hat. This only applies to tournaments and not to any other games, such as league or exhibition.

(See Uniform Description)

Team Refunds:

a team IS NOT eligible for reimbursement for tournament play or operating costs for league play. Each team shall collect and remit to tournament organizers all fees due on their own.  If the club prepays a tournament, the appropriate convenor or team manager, will collect from the players and pass the money on to the treasurer for deposit.

Article 6 – Executive Affairs

Executive members of the club shall consist of the President, Immediate Past President, Vice President, Secretary, Treasurer, F.H.C.A.S.A. representative, Equipment manager, Benevolence Coordinator, and coordinator representing such age groups as a coordinator is determined necessary by the Executive (50+, 55+, 60+, 65+, or 70+).

Each coordinator will manage and represent his age group and hold a position on the executive. In the event the Beaches has more than one team in a specific age division, individual coordinator will be elected or appointed for each team. All conveners will report to the executive and provide a year-end report on their activities. Or any other event coordinators deemed necessary from time to time by the executive.

All the above positions except Immediate Past President will be elected annually by the full membership at an annual general meeting in the fall. In the event an opening becomes available for a coordinator and the election of coordinator is already completed the Executive will appoint a person until the next year’s elections.

The role of the executive will be to:

1. Approve all operating budgets.

2. Provide direction, interpretation, and approval for major policy and program adoption or changes.

3. Sit as the final level of appeal for the club.

4. Deal with all matters that may be presented by at least three of the executive.

5. Shall have the authority to enforce any agreement, financial or other, entered into by club members.

NOTE: Please refer to Appendix A for complete outline of individual responsibilities.

Finances

All funds of the club are to be deposited in the name of the Toronto Sons of Beaches Softball Club. All cheques shall be signed by any two of the three designated financial signing officers. Expenditures made by the president or executive members are subject to approval by the executive. A complete financial report will be available for review at the annual general meeting and at all executive meetings. No single member regardless of their position with the club may unilateral make financial commitments.

The general order of meeting business shall consist of:

Call meeting to order - Present the last meeting minutes – President’s remarks - Correspondence received – Convener’s Reports – Amendments - Notice of Motions - Election of Officers - New Business - Adjournment.

Article 7 - Meetings of the Membership