Post by secretary on Oct 22, 2011 10:23:56 GMT -5
Derek Bergeron wrote:
The 2011 BMFL Annual General Meeting is scheduled for Tuesday, November 15th commencing at 7pm @ the Blackburn Arms. This is the meeting where all positions and old policies are up for review as well as when new policies are implemented. Now is the chance for those who have been busy airing their opinions about the state of the League to step up and make a difference. As per our AGM guidelines any and all proposal forms must be completed and received by our league secretary (Tyler Cox) no later than two(2) weeks before the AGM. That is to say the deadline for ALL proposals is November 1st @ 7PM. Late submissions will not be considered for this years AGM, no exceptions! The Secretary will email out all proposed amendments to the League Board and team reps as well as, make available for pick-up by any League member, seven (7) days prior to the annual meeting (November 8th) .
The AGM is limited to business concerning the election of officers and convenors, constitutional amendments, League bylaws and rules.[glow=red,2,300] It is open to all registered and honorary members of the League who shall also be entitled to vote on any motion considered at the meeting.[/glow] The Constitution of the league may be amended at the AGM by a two-thirds (2/3) vote of all members (of the current year) present.
Team reps, please relay this information to all your team members.
Attached is a blank copy of a proposal form.
Cheers,
Derek
The following is a few Constitutional tid-bits related to the AGM as well as all positions and duties:
ARTICLE 11 - ELECTION OF OFFICERS AND CONVENORS
11.1. All Executive positions shall be eligible for election at the Annual meeting. If more than one individual is interested in filling an Executive or Convenor's position, there shall be an election by secret ballot for the position.
11.2 The Secretary must receive nominations for Executive and Convenor positions at least two weeks prior to the Annual General Meeting. Nominations must be seconded and the person nominated must agree to the nomination. Incumbents need not be nominated, however, if they do not wish to serve another term in their current position they must advise the Secretary no later than September 30. The Secretary will then advertise the position.
11.3 The President of the League shall enter office immediately following the Annual Meeting (unless the post is vacated earlier) and shall remain League President until immediately following the next Annual General Meeting.
11.4 The Vice President shall be directly elected at the League AGM.
11.5 The Executive Vice President shall be directly elected at the Annual General Meeting. Qualifications for standing as Executive Vice President are:
Good standing in the League; and
Minimum of 2 years of service in the League as a Board Member.
11.6 In the event the Presidency cannot be filled by election, the Board will appoint a President from available and interested individuals at the first meeting in the calendar year. The Executive Vice President, or his designate, shall act as President until a new President is appointed.
11.7 All Executive and Convenors who have not been elected at the Annual General Meeting, shall be appointed by the Board at the first Board meeting each calendar year, their position becoming effective December 1 and valid until the next Annual General Meeting.
BYLAW 2 - RESPONSIBILITIES AND DUTIES OF LEAGUE OFFICERS
a) The President shall:
i) Be charged with the general management and supervision of the affairs and operations of the League.
ii) Exercise the power and authority of the Board (should he deem it necessary), subject to ratification by the entire Board at the next meeting.
iii) Be the official spokesman for the League.
iv) Be an ex-officio member of all standing and ad hoc committees.
v) Be responsible for the notification of appropriate individuals of, and preside at, all Board, Executive and Special Meetings.
vi) Prepare an agenda for all such meetings.
vii) In the absence of the Secretary, co-sign cheques signed by the Treasurer.
viii) Remind (when necessary) all officers and convenors of their duties.
ix) Have the authority to delegate any of the above.
x) Not vote except when such a vote is significant (e.g. to create or break a tie vote which passes or defeats a motion or to carry or defeat a two-thirds (2/3) majority vote).
xi) Maintain a waiting list of players seeking entry into the league (in co-operation with the Executive Vice President).
b) The Vice-President shall:
i) Perform the duties of the President (in his absence or at his request) and he shall then have all the powers and rights of the President.
ii) When acting as the President, have voting rights accorded to the President.
iii) Assist the President in performing his duties and may hold the position of chairman of an ad hoc or standing committee.
iv) Act as League statistician while serving as Vice-President utilizing a system of collecting and circulating standings as required to keep all teams well informed. Scores should also be submitted to all local papers and circulars.
v) Be responsible to ensure all league diamonds and adjacent areas (e.g. the "gully" at the Blackburn Diamond) are kept in good playing condition. This may entail organizing a pre-season clean up and weed removal day and regular upkeep.
vi) Establish and maintain good contact with the City works department responsible for the playing fields.
vii) Be responsible to ensure that all League diamonds are clearly and properly marked for all League games, including regular season, make-up and playoffs.
viii) Perform other duties as assigned.
ix) Be a full voting member of the Board.
c) The Secretary shall:
i) Be responsible to maintain complete and accurate records of all Board, Executive and Committee meetings.
ii) Have Board Meeting minutes available for pick-up by board members either at ten (10) days following a board meeting or at the following board meeting.
iii) Ensure that the appropriate league official attends to all correspondence (of which he is made aware) and keep an accurate record of all business transactions of the Board. He shall also have custody of all documents and records, except financial, pertaining to the affairs of the league.
iv) Notify individuals of other meetings as described in Bylaw 5 b) (see page 14).
v) Co-sign cheques signed by the Treasurer.
vi) Be the official liaison between the league and other groups and ensure that all correspondence is brought before the Board.
vii) Be responsible for the proper recording of all league award recipients and the location of all league trophies.
viii) Perform other duties as assigned.
ix) Be a full voting member of the Board.
d) The Treasurer shall:
i) Prepare and submit for ratification, an annual operating budget for the League, including a recommendation of required dues and/or fees. This must be approved or accepted in principal before advertising in the BANAR or other media, therefore the first league meeting will take place before February 1 each year.
ii) Be responsible to see that all accounts are paid by cheque, signed by him and one of either the Secretary or President (or in his absence the Secretary and President).
iii) Keep complete and accurate records of accounts in which shall be recorded all receipts and disbursements of the League, and report at League meetings.
iv) Advise the team responsible for player registration of the required accounting procedure to follow during registration and assist in the process if deemed necessary.
v) Maintain an accurate accounting of all players who have paid dues and accounts receivable chart of outstanding fees.
vi) Retain the record of keys distributed for the "Equipment Box".
vii) Perform other duties as assigned.
viii) Be a full voting member of the Board.
e) The Executive Vice President shall:
i) Act as an advisor to the Board.
ii) Organize and chair the Annual Equalization Draft meeting.
iii) Be responsible to co-ordinate, with guidance from the Treasurer, the registration process in the spring of each year.
iv) Facilitate the assignment of players to teams of 12-15 members. Veteran players have the option of remaining on the team they played with in the previous year or entering the equalization draft. New players shall be equally distributed within the limits identified.
v) Co-ordinate the pre-season "Assessment Camp" and provide assessment forms and summary lists and membership eligibility (as outlined in Article 3.1) of all players who are eligible for the draft in order to allow for a fair and equitable draft meeting.
vi) Ensure the assessment camp takes place in April.
vii) Each fall before the playoffs end; provide each team with a rating form to enter their players' ratings to assist the following seasons' draft process. The ratings are to be supervised by the Executive Vice President and kept as confidential as possible.
viii) Maintain a waiting list of players seeking entry into the league (in co-operation with the President).
ix) Perform other duties as assigned.
x) Be a full voting member of the Board.
BYLAW 3 - CONVENORS
a) The Scheduler shall:
i) Prepare a League schedule for pre-season, regular season, and post season play.
ii) Reschedule all games cancelled or postponed due to weather and mutual conflict.
iii) Present a draft schedule to the Board at the first meeting each calendar year. The schedule must be reviewed and approved prior to pre-season play commencing. The schedule must include spare dates to allow for make up games.
iv) Advise the Treasurer prior to the second meeting each year, of the number of games projected for that year
v) Book all necessary softball diamond space required for the next season prior to the completion of the playoffs each year.
vi) Reschedule playoff games (as required) in consultation with the Team Reps of teams affected.
vii) Be responsible for coordinating the contact with the Umpires Association contracted to cover all League games (regular season and playoffs). He shall also provide the Umpire-in-Chief with a current copy of the League constitution and rules.
viii) Convey to the umpires, if deemed necessary, a formal request that they exercise their option to warn coaches/managers prior to any ejection.
ix) Collect from the umpires, a written account of any ejection of any team participant (regardless of potential follow-up) and submit it to the Board at the next meeting.
x) Coordinate, if requested by the Tournament Convenor, umpires for use during the Annual Tournament.
xi) Prepare a budget indicating the projected costs to the League, and a payment schedule for the Umpires’ services, and submit it to the League Treasurer prior to the second League meeting each year. Close liaison must be maintained with the Treasurer for correct accounts payable disposition.
xii) Correspond with the Umpires Association and maintain accurate records of games covered and payments for services rendered.
xiii) Promote the updating and distribution of the rules.
xiv) Perform other duties as assigned.
xv) Be a full voting member of the Board.
b) The Equipment Manager shall:
i) Be responsible for the records of inventory of all League equipment.
ii) Provide each Team Rep with an equipment inventory form by the end of the playoffs each year.
iii) Prepare an annual inventory of League equipment and projected costs to maintain and/or replace equipment and submit it to the League Treasurer prior to the second league meeting each year.
iv) Establish a relationship with a reputable supplier who provides competitive pricing and purchase equipment as approved in the budget.
v) Make available annually, to each team, a complete outfit of equipment as described in Bylaw 10.
vi) Be provided with a key (on loan) to the "Equipment Box".
vii) Maintain two (2) good sets of bases in the "Equipment Box".
viii) Perform other duties as assigned.
ix) Be a full voting member of the Board.
BYLAW 4 - TEAM REPS.
Team Reps shall:
i) Represent the views of their team to the Board and vote on behalf of their team.
ii) Disseminate information from the Board to their team members.
iii) Be responsible for the equipment issued to their team by the League (all equipment issued to teams shall remain the property of the League).
iv) Encourage responsible use of League equipment (e.g. proper care and basic maintenance), and convey the onus of responsibility to repair or replace any League equipment, which is lost or damaged due to inappropriate use while in their possession.
v) Prepare an annual inventory of equipment to be submitted to the Equipment Manager, and a player rating to be submitted to the Executive Vice President by the Annual General Meeting.
vi) Report game score as soon as practical after each game.
vii) Report to the Umpire Convenor, if only one umpire participates in their game or if no umpires are present.
viii) Record details surrounding any team member ejected or other controversial situations in order to be able to report them to the Board.
ix) Represent their team for a twelve (12) month period from the December meeting to the Annual General Meeting of the following year.
x) Be a full voting member of the Board.
The 2011 BMFL Annual General Meeting is scheduled for Tuesday, November 15th commencing at 7pm @ the Blackburn Arms. This is the meeting where all positions and old policies are up for review as well as when new policies are implemented. Now is the chance for those who have been busy airing their opinions about the state of the League to step up and make a difference. As per our AGM guidelines any and all proposal forms must be completed and received by our league secretary (Tyler Cox) no later than two(2) weeks before the AGM. That is to say the deadline for ALL proposals is November 1st @ 7PM. Late submissions will not be considered for this years AGM, no exceptions! The Secretary will email out all proposed amendments to the League Board and team reps as well as, make available for pick-up by any League member, seven (7) days prior to the annual meeting (November 8th) .
The AGM is limited to business concerning the election of officers and convenors, constitutional amendments, League bylaws and rules.[glow=red,2,300] It is open to all registered and honorary members of the League who shall also be entitled to vote on any motion considered at the meeting.[/glow] The Constitution of the league may be amended at the AGM by a two-thirds (2/3) vote of all members (of the current year) present.
Team reps, please relay this information to all your team members.
Attached is a blank copy of a proposal form.
Cheers,
Derek
The following is a few Constitutional tid-bits related to the AGM as well as all positions and duties:
ARTICLE 11 - ELECTION OF OFFICERS AND CONVENORS
11.1. All Executive positions shall be eligible for election at the Annual meeting. If more than one individual is interested in filling an Executive or Convenor's position, there shall be an election by secret ballot for the position.
11.2 The Secretary must receive nominations for Executive and Convenor positions at least two weeks prior to the Annual General Meeting. Nominations must be seconded and the person nominated must agree to the nomination. Incumbents need not be nominated, however, if they do not wish to serve another term in their current position they must advise the Secretary no later than September 30. The Secretary will then advertise the position.
11.3 The President of the League shall enter office immediately following the Annual Meeting (unless the post is vacated earlier) and shall remain League President until immediately following the next Annual General Meeting.
11.4 The Vice President shall be directly elected at the League AGM.
11.5 The Executive Vice President shall be directly elected at the Annual General Meeting. Qualifications for standing as Executive Vice President are:
Good standing in the League; and
Minimum of 2 years of service in the League as a Board Member.
11.6 In the event the Presidency cannot be filled by election, the Board will appoint a President from available and interested individuals at the first meeting in the calendar year. The Executive Vice President, or his designate, shall act as President until a new President is appointed.
11.7 All Executive and Convenors who have not been elected at the Annual General Meeting, shall be appointed by the Board at the first Board meeting each calendar year, their position becoming effective December 1 and valid until the next Annual General Meeting.
BYLAW 2 - RESPONSIBILITIES AND DUTIES OF LEAGUE OFFICERS
a) The President shall:
i) Be charged with the general management and supervision of the affairs and operations of the League.
ii) Exercise the power and authority of the Board (should he deem it necessary), subject to ratification by the entire Board at the next meeting.
iii) Be the official spokesman for the League.
iv) Be an ex-officio member of all standing and ad hoc committees.
v) Be responsible for the notification of appropriate individuals of, and preside at, all Board, Executive and Special Meetings.
vi) Prepare an agenda for all such meetings.
vii) In the absence of the Secretary, co-sign cheques signed by the Treasurer.
viii) Remind (when necessary) all officers and convenors of their duties.
ix) Have the authority to delegate any of the above.
x) Not vote except when such a vote is significant (e.g. to create or break a tie vote which passes or defeats a motion or to carry or defeat a two-thirds (2/3) majority vote).
xi) Maintain a waiting list of players seeking entry into the league (in co-operation with the Executive Vice President).
b) The Vice-President shall:
i) Perform the duties of the President (in his absence or at his request) and he shall then have all the powers and rights of the President.
ii) When acting as the President, have voting rights accorded to the President.
iii) Assist the President in performing his duties and may hold the position of chairman of an ad hoc or standing committee.
iv) Act as League statistician while serving as Vice-President utilizing a system of collecting and circulating standings as required to keep all teams well informed. Scores should also be submitted to all local papers and circulars.
v) Be responsible to ensure all league diamonds and adjacent areas (e.g. the "gully" at the Blackburn Diamond) are kept in good playing condition. This may entail organizing a pre-season clean up and weed removal day and regular upkeep.
vi) Establish and maintain good contact with the City works department responsible for the playing fields.
vii) Be responsible to ensure that all League diamonds are clearly and properly marked for all League games, including regular season, make-up and playoffs.
viii) Perform other duties as assigned.
ix) Be a full voting member of the Board.
c) The Secretary shall:
i) Be responsible to maintain complete and accurate records of all Board, Executive and Committee meetings.
ii) Have Board Meeting minutes available for pick-up by board members either at ten (10) days following a board meeting or at the following board meeting.
iii) Ensure that the appropriate league official attends to all correspondence (of which he is made aware) and keep an accurate record of all business transactions of the Board. He shall also have custody of all documents and records, except financial, pertaining to the affairs of the league.
iv) Notify individuals of other meetings as described in Bylaw 5 b) (see page 14).
v) Co-sign cheques signed by the Treasurer.
vi) Be the official liaison between the league and other groups and ensure that all correspondence is brought before the Board.
vii) Be responsible for the proper recording of all league award recipients and the location of all league trophies.
viii) Perform other duties as assigned.
ix) Be a full voting member of the Board.
d) The Treasurer shall:
i) Prepare and submit for ratification, an annual operating budget for the League, including a recommendation of required dues and/or fees. This must be approved or accepted in principal before advertising in the BANAR or other media, therefore the first league meeting will take place before February 1 each year.
ii) Be responsible to see that all accounts are paid by cheque, signed by him and one of either the Secretary or President (or in his absence the Secretary and President).
iii) Keep complete and accurate records of accounts in which shall be recorded all receipts and disbursements of the League, and report at League meetings.
iv) Advise the team responsible for player registration of the required accounting procedure to follow during registration and assist in the process if deemed necessary.
v) Maintain an accurate accounting of all players who have paid dues and accounts receivable chart of outstanding fees.
vi) Retain the record of keys distributed for the "Equipment Box".
vii) Perform other duties as assigned.
viii) Be a full voting member of the Board.
e) The Executive Vice President shall:
i) Act as an advisor to the Board.
ii) Organize and chair the Annual Equalization Draft meeting.
iii) Be responsible to co-ordinate, with guidance from the Treasurer, the registration process in the spring of each year.
iv) Facilitate the assignment of players to teams of 12-15 members. Veteran players have the option of remaining on the team they played with in the previous year or entering the equalization draft. New players shall be equally distributed within the limits identified.
v) Co-ordinate the pre-season "Assessment Camp" and provide assessment forms and summary lists and membership eligibility (as outlined in Article 3.1) of all players who are eligible for the draft in order to allow for a fair and equitable draft meeting.
vi) Ensure the assessment camp takes place in April.
vii) Each fall before the playoffs end; provide each team with a rating form to enter their players' ratings to assist the following seasons' draft process. The ratings are to be supervised by the Executive Vice President and kept as confidential as possible.
viii) Maintain a waiting list of players seeking entry into the league (in co-operation with the President).
ix) Perform other duties as assigned.
x) Be a full voting member of the Board.
BYLAW 3 - CONVENORS
a) The Scheduler shall:
i) Prepare a League schedule for pre-season, regular season, and post season play.
ii) Reschedule all games cancelled or postponed due to weather and mutual conflict.
iii) Present a draft schedule to the Board at the first meeting each calendar year. The schedule must be reviewed and approved prior to pre-season play commencing. The schedule must include spare dates to allow for make up games.
iv) Advise the Treasurer prior to the second meeting each year, of the number of games projected for that year
v) Book all necessary softball diamond space required for the next season prior to the completion of the playoffs each year.
vi) Reschedule playoff games (as required) in consultation with the Team Reps of teams affected.
vii) Be responsible for coordinating the contact with the Umpires Association contracted to cover all League games (regular season and playoffs). He shall also provide the Umpire-in-Chief with a current copy of the League constitution and rules.
viii) Convey to the umpires, if deemed necessary, a formal request that they exercise their option to warn coaches/managers prior to any ejection.
ix) Collect from the umpires, a written account of any ejection of any team participant (regardless of potential follow-up) and submit it to the Board at the next meeting.
x) Coordinate, if requested by the Tournament Convenor, umpires for use during the Annual Tournament.
xi) Prepare a budget indicating the projected costs to the League, and a payment schedule for the Umpires’ services, and submit it to the League Treasurer prior to the second League meeting each year. Close liaison must be maintained with the Treasurer for correct accounts payable disposition.
xii) Correspond with the Umpires Association and maintain accurate records of games covered and payments for services rendered.
xiii) Promote the updating and distribution of the rules.
xiv) Perform other duties as assigned.
xv) Be a full voting member of the Board.
b) The Equipment Manager shall:
i) Be responsible for the records of inventory of all League equipment.
ii) Provide each Team Rep with an equipment inventory form by the end of the playoffs each year.
iii) Prepare an annual inventory of League equipment and projected costs to maintain and/or replace equipment and submit it to the League Treasurer prior to the second league meeting each year.
iv) Establish a relationship with a reputable supplier who provides competitive pricing and purchase equipment as approved in the budget.
v) Make available annually, to each team, a complete outfit of equipment as described in Bylaw 10.
vi) Be provided with a key (on loan) to the "Equipment Box".
vii) Maintain two (2) good sets of bases in the "Equipment Box".
viii) Perform other duties as assigned.
ix) Be a full voting member of the Board.
BYLAW 4 - TEAM REPS.
Team Reps shall:
i) Represent the views of their team to the Board and vote on behalf of their team.
ii) Disseminate information from the Board to their team members.
iii) Be responsible for the equipment issued to their team by the League (all equipment issued to teams shall remain the property of the League).
iv) Encourage responsible use of League equipment (e.g. proper care and basic maintenance), and convey the onus of responsibility to repair or replace any League equipment, which is lost or damaged due to inappropriate use while in their possession.
v) Prepare an annual inventory of equipment to be submitted to the Equipment Manager, and a player rating to be submitted to the Executive Vice President by the Annual General Meeting.
vi) Report game score as soon as practical after each game.
vii) Report to the Umpire Convenor, if only one umpire participates in their game or if no umpires are present.
viii) Record details surrounding any team member ejected or other controversial situations in order to be able to report them to the Board.
ix) Represent their team for a twelve (12) month period from the December meeting to the Annual General Meeting of the following year.
x) Be a full voting member of the Board.