4.5 Secretary/Registrar

1. record minutes and motions for all general, special and Executive meetings of the Association and ensure copies are available as required;
2. prepare materials for all general, special and Executive meetings as requested by the President or his/her designate;
3. update the Constitution and Bylaws as amended and register amendments with the Registrar of Societies;
4. register all individuals and teams, ensuring collection of rosters and fees;
5. ensure proper registration with any other association designated at the Annual General Meeting;
6. maintain and update team rosters as required;
7. take attendance at general and special meetings;
8. chair the bylaws committee and coordinate all matters pertaining to the Constitution and Bylaws;
9. inform the Registrar of Societies of new Executive officers within fourteen (14) days of their appointment.

4.6 Treasurer

1. keep full and proper records of all financial transactions of the Association;
2. supervise all financial transactions;
3. ensure that all Association funds are deposited in a local Canadian chartered bank;
4. maintain a separate account for lottery income or any other income, as required by law;
5. maintain accounts for each league, as required;
6. present regular financial statements and/or reports to Executive, general and special meetings;
7. give financial advice to the Executive;
8. prepare and supervise the annual budget;
9. develop plans for controls, credit and collection;
10. chair the finance committee.

4.7 Umpire-in-Chief

1. shall be an umpire certified with a national body;
2. organize rules and umpires' clinics;
3. participate in the disciplinary and chair the protest committee;
4. coordinate umpires' schedule;
5. provide liaison with NWT officials' associations;
6. maintain list of Association members who are certified umpires, and their levels of certification;
7. postpone or cancel games due to poor weather conditions.

4.8 One League Coordinator for Commercial and one for Recreational slo-pitch leagues

1. provide liaison between the Executive and teams represented;
2. organize and coordinate tournaments or events hosted by league represented;
3. determine composition of league or division, as appropriate, subject to approval by the Executive. The coordinator(s) shall consider the request of each team and its prior record, if relevant;
4. shall call and chair league meetings as deemed necessary, and appoint divisional representatives in the event of a vacancy;
5. provide minutes to the Executive of all league meetings.

4.9 One Member at Large

4.10 The Executive shall be elected at the Annual General Meeting.

4.11 Vacancies on the Executive shall be appointed by the remaining Executive and approved by a simple majority. Such appointments shall be ratified by simple majority at the next general or special meeting.

4.12 No member of the Executive shall receive payment for any of his/her efforts on behalf of the Association.

4.13 An Executive officer may be removed from office by a 2/3 vote in an Executive meeting, or by a simple majority in a general or special meeting.

4.14 The Executive shall make decisions it believes are in the best interests of the Association and its members, and for the proper administration of the Constitution, Bylaws, Operating Rules and Special Operating (House) Rules.

4.15 The Executive may appoint any person to carry out specific duties as required to ensure the continued operation of the Association.

1. Such an appointee:
2. need not be a member of the Association
3. may be required by the Executive to attend Executive meetings
4. will not be a member of the Executive and will not have a vote at Executive meetings
5. shall not be paid for their services

b) This does not preclude the Executive from hiring a person for specific duties not obtainable on a volunteer basis.

ARTICLE 5- MEETINGS

5.1 The Annual General Meeting of the Association shall be held in April or May of each year.

5.2 General or special meetings may be called by the President, a majority vote of the Executive, or by petition to the Executive of 50 per cent of Association members.

5.3 All members in good standing have the right to attend general or special meetings, shall be entitled to make or second motions, address the assembly upon recognition of the chair, and to vote.

5.4 All voting shall be based on one vote for each of two attending members of teams in good standing at general meetings, and one vote for each of one or two members of teams in good standing at special meetings, with the exception of extraordinary resolutions, and election and removal of officers.

5.5 Extraordinary resolutions must be passed by a 3/4 majority vote of individual members present and in good standing

5.6 An extraordinary resolution is required to amend the constitution.

5.7 All extraordinary resolutions shall give written notice in advance of the meeting.

5.8 Election of officers (at the Annual General meeting) and removal of officers (at a general or special meeting) shall be by motion and simple majority vote of individual members.

ARTICLE 6- QUORUM

6.1 A quorum at a general meeting shall consist of at least 51% of the current Executive members, plus at least two representatives from each of a simple majority of registered teams in good standing.

6.2 A quorum at special meetings shall consist of at least 51% of the current Executive members, plus at least one representative from each of a simple majority of registered teams in good standing.

6.3 A quorum at Executive meetings shall consist of at least 51% of its members.

ARTICLE 7- AUDIT OF RECORDS

7.1 The books and records of the Association shall be kept by the Treasurer and may be audited by an independent party upon the request of a simple majority of the Executive or by a simple majority of the members at a general or special meeting.

7.2 All the books and records of the Association shall be open to the inspection of members at the annual general meeting, or by appointment with the President.

ARTICLE 8- AMENDMENT OF CONSTITUTION AND BYLAWS

8.1 The Constitution may be amended with written notice by extraordinary resolution (3/4 vote of members in good standing) at a general or special meeting.

8.2 The bylaws may be amended with written notice by extraordinary resolution (3/4 vote of members in good standing) at a special meeting; or at the annual general meeting by a simple majority vote of members in good standing.

8.3 Constitutional and Bylaw amendments shall be provided to the Registrar of Societies within thirty (30) days of passage and shall not go into effect until registered by the Registrar.

ARTICLE 9- MEMBERSHIP TERMINATION

9.1 Any member or team may be suspended or expelled from the Association by a simple majority vote in an Executive meeting. Affected member(s) or team(s) shall be informed in writing of such a vote.

9.2 Any member may withdraw from the Association by written notice to the Registrar or designated person.

9.3 If a member is suspended by the Association, notice of withdrawal shall not alter the terms of the suspension.

9.4 Termination of membership for any reason does not entitle the member to any refund of membership or other fees.

ARTICLE 10 - BORROWING

Funds may be borrowed and lines of credit may be obtained for capital expenditures or current operations, with approval of two-thirds (2/3) of the Executive.

ARTICLE 11 - INVESTING

Funds may be invested in Guaranteed Investment Certificates or Treasury Bill accounts at any institution approved for such transactions in Canada., with approval of two-thirds (2/3) of the Executive.

ARTICLE 12 - SEAL AND SIGNING AUTHORITY

12.1 The President or her/his designate and the Secretary shall have authority to sign instruments or documents on behalf of the Association.

12.2 The seal shall consist of the word "seal" in a circle formed by the full name of the Association. It shall be kept by the Secretary and affixed to instruments or documents only on approval of the Executive and in the presence of the Secretary and at least one member at large.

ARTICLE 13 - OPERATING RULES

The Association will establish and maintain operating rules governing the operation of the Association, league play, all Association tournaments, and any other rules or regulations that the Association deems necessary. These operating rules shall be reviewed at the annual general meeting. Changes can be made at any general or special meeting by simple majority vote of the members.

ARTICLE 14 - FISCAL YEAR

The fiscal year of the Association shall end on August 31 in each year.

YELLOWKNIFE SLO-PITCH ASSOCIATION

Operating Rules

ARTICLE 1- REGISTRATION

1.1 Teams not submitting the proscribed registration forms and any fees assessed in addition to team registration fees, by June 30th of the playing year shall be deemed not in good standing and may be removed from the remainder of the playing schedule for that year only. For every day after June 30th that the proscribed registration forms and any fees assessed in addition to team registration fees are not submitted there will be a $5.00 per day penalty fee charged to the team. After two weeks of non-payment teams may be suspended from League play until payment is received (this will also include the $5.00 per day penalty fee).

1.2 Teams not paying all fees owing at registration time (including any fees owed from the previous season) of the playing year shall be deemed not in good standing and may be removed from the remainder of the playing schedule for that year only.

1.3 Teams deemed not in good standing under items 1.1 and 1.2 above shall not be able to enter a team in the following playing year.

1.4 Teams shall register at the appointed date for registration in the Spring. Team Rosters (this is not the proscribed registration form) should be submitted to the Registrar or designated person by June 30th. New players can be added after this date as long as the Registrar or designated person is advised in writing. If there are more teams than can be accommodated, teams in good standing from the previous playing year shall be registered first. A draw shall be held if there are any remaining openings in the schedule.

1.5 Players previously not registered with any team may join a team at any time, upon written notice and any prescribed fees being submitted to the Registrar or designated person. An exception to this rule is for league tournaments and playdowns, as outlined in these rules under Article 4 - Movement of Members.

1.6 The Executive may, at its discretion, invoice individual members of a team a proportionate amount of any fees owed by that team. The Executive may also require such monies so owed be paid before these individual members register with another team.

1.7 The maximum number of teams in the Association shall be determined by the Executive, and shall be based on playing time available over the course of the summer.

1.8 Players may be registered on only one (1) team, with the following exceptions:

1. men's and women's teams may contain players from mixed teams, and vice versa;
2. teams may, upon written notice being received by the Registrar or designated person, release any or all of its players to another team for participation in any tournament in which the releasing team is not playing, except League playdowns (year-end championships).

1.9 Fastball players may join the Association, providing they abide by its constitution, bylaws and operating rules. There shall be a maximum of two fastball players allowed on each recreation slo-pitch team. These two players shall be indicated as such on the registration form submitted by June 30th of the playing year. There is no such limit in commercial slo-pitch.

ARTICLE 2- TEAM AND LEAGUE FORMAT

2.1 Teams shall be organized into leagues, consisting of at least three (3) teams.

2.2 Provided the requirements of 2.1 are met, there shall be leagues for competitive and recreational mixed slo-pitch, and for men's and women's slo-pitch.

2.3 A league shall consist of no more than ten (10) teams.

2.4 Each league may recommend "Special Operating Rules" ("House Rules") for their league. Such rules cannot conflict with the Constitution, Bylaws and Operating Rules of the Association, and must be approved by the Executive.

ARTICLE 3- PLAYING OF GAMES

3.1 All games will commence no later than five (5) minutes after the scheduled start time. Failure to do so will result in a forfeit for the offending team(s).

3.2 No teams shall start another inning ten (10) minutes or less before the next game is scheduled to start during all games.

3.3 A team may score a maximum of eight (8) runs per inning and unlimited runs in the seventh (₇th) inning during regular league games. If a game ends in less than seven innings for any reason (i.e.: time, weather, etc.) unlimited runs shall not be allowed in the last playable inning.
EXCEPTION: This rule does not apply in the Commercial Co-Ed league.

3.4 A game shall be called on account of the Mercy Rule, if the home team is ahead by 10 runs or more after 4 1/2 complete innings, or if the visiting team is ahead by 10 runs or more after 5 complete innings.
EXCEPTION: This rule does not apply in the Commercial Co-Ed, Men's and Ladies' leagues.

3.5 The minimum number of players to constitute a team for all games will be nine (9) players. Teams must play the full game with the same number of players as at the beginning of the game. The only exception to this rule is in the case of an injury to a player, when a team starts with 10 and because of injury, cannot continue to field 10 players (including substitutions). The minimum number of players remains nine - i.e.: a game may not be played with less than 9 players. If an injury causes a team to have less than 9 eligible players remaining, that team shall forfeit the game.

3.6 In any Association-sanctioned game with official umpires, it is the plate umpire's sole discretion whether an injured player is able to return to the game.

3.7 Score slips must have the signatures of both captains, the umpire and full names of both MVP's. If only one captain has signed the score slip, the score will stand but the MVP's will not be recorded. Please make sure that the MVP's names are printed and legible for reading. The winning team is responsible for depositing the score slip in the boxes provided no later than 48 hours after the completion of the last game on Friday.

3.8 Rainouts are ties. There are no make-up games for rainouts except for tournaments and playoffs. Winning percentage determines standings.

3.9 All regularly scheduled games must be played unless weather does not permit, in which case the Executive must be notified by a deposited score slip of the game that is a tie. In the case of cancellation by poor weather an announcement shall be made by 4:00 p.m. of game day by way of the radio and the web site.

3.10 Teams cannot request a make-up game for a game missed for any other reason than to play in out-of-town softball tournaments. Make-up games must be played within two weeks of the originally cancelled game. If this game is not made up then both teams will be awarded a loss.

3.11 No alcoholic beverages are allowed on the field or in the stands/grounds area. Alcohol is only allowed in the designated area of a licensed beer garden, under the rules and regulations pertaining to that license.

3.12 There is no smoking allowed on the field.

3.13 All jewelry must be removed or covered up with tape. If it cannot be removed, it must be covered or taped to your skin surface. Compliance or non-compliance with this rule shall be the sole decision of the plate umpire.

ARTICLE 4- MOVEMENT OF MEMBERS

4.1 Players wishing to transfer from one team to another shall provide WRITTEN NOTICE to the Registrar or designated person, signed by a designated representative of each team.

4.2 To play in any Association Tournament, including League playdowns, a player must have been registered with his/her team for at least THREE (3) games prior to the playdowns or tournament.

4.3 A member may withdraw from the Association by tendering his/her resignation in writing to the Registrar or designated person, or by non-payment of membership fees.

4.4 A member may be suspended or expelled from the Association by a simple majority vote of the Executive in a meeting.

4.5 An executive officer may be removed from office by a 2/3 vote in an executive eeting, or by a simple majority in a general or special meeting.

4.6 Any member who resigns, withdraws or is expelled from the Association shall forthwith forfeit all rights, claims and interests arising from or associated with membership in the Association. This includes, but is not limited to, no refunds being given for any fees submitted.

4.7 If a member is suspended by the Association, notice of withdrawal shall not alter the terms of the suspension.

4.8 A member, team or official may be suspended or disqualified from participation in Association-sanctioned activities, tournaments or league play by means set out in the Constitution, By-Laws and Operating Rules
(see also Operating Rules Article 6 - Suspension and Disqualification).

ARTICLE 5- REQUIRED ATTENDANCE AT MEETINGS/CLINICS

5.1 To remain in good standing, teams must provide at least two representatives to the following meetings and clinics:

1. Spring Annual General Meeting;
2. Rules and/or Umpire's Clinic.

5.2 Attendance may be taken before and after all meetings.

5.3 Teams not providing at least two representatives as indicated in this article above shall be deemed to be not in good standing. They may not be allowed to field a team in that playing year only, except for the following condition:

1. For not attending the Spring General Meeting only, the team shall have second priority when registering if there are more teams than can be accommodated.
2. Players on such a team shall be allowed to register with another team, provided the new team is in good standing.

ARTICLE 6-SUSPENSION AND DISQUALIFICATION

6.1 A member, team or official may be suspended or expelled from the Association, or disqualified from participation in Association-sanctioned activities, tournaments or league play, for reasons and by means as set out in the Constitution, By-Laws, Operating Rules and Special Operating Rules.

6.2 A member, team or official may be suspended or expelled from the Association, or disqualified from participation for, but not limited to, the following actions:

1. conduct detrimental to the game of slo-pitch;
2. verbal abuse or physical violence, such as an attack on an official, umpire, player or spectator, before, during or following a game or sanctioned activity;
3. drinking alcoholic beverages or drunken behaviour outside a licensed beer garden;
4. leaving cigarette butts on the field;
5. commission of fraud, such as giving false information to tournament officials, falsifying a roster or affidavit, or misuse of funds;
6. participating in any sanctioned activity while knowingly in eligible, suspended or disqualified;
7. failure to pay annual or prescribed fees by June 30th;
8. representing the Association or a league without knowledge and permission of its Executive.

6.2 Suspension and Disqualification procedures

1. Ejection of a player, coach or any other Association member from a game or sanctioned tournament shall be reported by the game umpire to the Umpire-In-Chief, who shall then report it to the President or his/her designate, within 48 hours. Inappropriate behaviour not resulting in an actual ejection may also be reported in the same manner.

1. The President shall bring all such reports to the Executive, who shall determine whether a review is necessary.

1. If a review is deemed necessary, the President (or his/her designate) shall chair a committee also consisting of the Umpire-In-Chief (or his/her designate) and one other Executive member. They shall review the case within seven (7) days of the incident, to determine if further action should be taken. This committee shall also review any matter it feels is relevant to the case. The committee may request the presence of any individual it feels is necessary to arrive at a decision.

1. The chair of the committee shall notify the teams and/or individuals involved in advance, of the review to be held. Any team or individual shall be allowed to make written submissions to the committee for consideration during the review.

1. During tournaments and playoffs this review shall take place within a maximum of 24 hours.

1. The teams and/or individuals involved shall be notified in writing as soon as possible, of the decision of the review.

1. A member, team or umpire may appeal a suspension or disqualification in writing within seven (7) days of the committee having given its written notice of its decision. This appeal shall be directed to a full meeting of the Executive, which shall review the case at its next regular meeting, no later than two weeks from the date of appeal. At this meeting, two (2) members of each affected team, and any individual not represented by a team, may give presentations.

1. The decision of the Executive shall be final.

1. No refunds of fees shall be made to disqualified or suspended individuals or teams.

6.3 Complaint Procedures

1. Any individual member, team or member of the public may bring a complaint in writing to any Executive member within 48 hours of the relevant incident. Accompanying the written complaint must be a cheque for $50.00, which will be returned if the complaint is upheld. (A deposit is not required of members of the public bringing a complaint).

1. The Executive member receiving the complaint shall bring it to the Executive, who shall review the complaint.

1. The Executive shall either deal with the complaint immediately, or, if it deems further investigation is necessary, it shall refer the matter to a complaint committee.

1. If further investigation is deemed necessary, the President (or his/her designate) shall chair a committee also consisting of the Umpire-In-Chief (or his/her designate) and one other Executive member. They shall review the case within seven (7) days of the incident, to determine what, if any, action should be taken. This committee shall also review any matter it feels is relevant to the case. The committee may request the presence of any individual it feels is necessary to arrive at a decision.

1. The chair of the committee shall notify the teams and/or individuals involved in advance, of the review to be held. Any team or individual shall be allowed to make written submissions to the committee for consideration during the review.

1. During tournaments and playoffs this review shall take place within a maximum of 24 hours.

1. The teams and/or individuals involved shall be notified in writing as soon as possible, of the decision of the committee.

1. A member, team, umpire or member of the public may appeal the decision of a compliant committee in writing within seven (7) days of the committee having given its written notice of its decision. This appeal shall be directed to a full meeting of the Executive, which shall review the case at its next regular meeting, no later than two weeks from the date of appeal. At this meeting, two (2) members of each affected team, any individual member not represented by a team, and any member of the public involved in the complaint, may give presentations.

1. The decision of the Executive shall be final.

1. No refunds of fees shall be made to disqualified or suspended individuals or teams.

6.4 Players/Teams Under Suspension

1. Any player under suspension is ineligible for any Association-sanctioned tournaments, events or regular games.
2. Depending on the severity of the offense, the player(s) may be suspended for more than one playing year.
3. Players under suspension may not play for any other team while they are under suspension.
4. If an entire team is suspended, each player on that team shall be considered individually suspended, with the restrictions of this article applying.

6.5 External Affiliation Reviews

1. A review by an exernal organization with which the Association may be affiliated, may also be held on any incident that occurs in the YK Slo-Pitch Association.
2. A suspension of a team or individual by such an organization may have similar or different application than a suspension by the YK Slo-Pitch Association.
3. A lesser suspension by such an organization will not alter or reduce the term of a suspension by the YK Slo-Pitch Association.

ARTICLE 7- LEAGUE MEETINGS

7.1 All league meetings shall be called and chaired by the league coordinator.

7.2 League meetings may recommend "Special Operating Rules" ("House Rules") pertaining to their league only, to the Executive. If approved by the Executive, these rules shall be included in the shall be included in the Special Operating Rules for that league.

7.3 If a league forms divisions, a representative to provide liaison between the teams and the league coordinator shall be elected from and by members of each division.

7.4 A quorum at league meetings shall consist of one member from each of a majority of teams.

7.6 Each team shall have one vote at league meetings. The league coordinator shall not vote unless it is to break a tie.

7.7 Minutes of league meetings shall be submitted to the Executive in a timely manner.

ARTICLE 8 - FUNDRAISING

8.1 Teams wishing to work a bingo, concession or beer garden must apply in writing to the Executive. The Executive may place a deadline for receiving such applications.

8.2 The Executive, on behalf of the Association, shall be the only one to make application for bingo's. Upon the awarding of one or more bingo's to the Association, the Executive shall, in their sole discretion, determine the use of the funds from such bingo's.

8.3 The Executive shall also review and approve all beer gardens and concessions to be held at Association sponsored events, including but not limited to league playdowns, tournaments, Territorial championships and play-offs.

8.4 The Executive may require an agreement be signed with any team operating a bingo, concession stand, or beer garden. This agreement may include a deposit, and the fulfilment of certain obligations (possibly including, but not limited to, product brands to be sold and cleanup to be done).

8.5 In the event of competing applications for beer gardens or concessions, the Board shall award such fund-raising options on the following factors:

1. Teams applying who have not already had a beer garden or concession opportunity in the season shall be given higher priority than those teams who have;
2. Teams applying who are planning on travelling outside of Yellowknife for a tournament shall have higher priority. If the team has submitted its bond for such a tournament, it will be given higher priority over other teams applying; and
3. Among the teams applying, if more than one, or all, are planning on travelling outside of Yellowknife for a tournament, priority will be given to teams as follows:
4. first priority - the affiliated organization's Territorial Slo-Pitch Championships if it exists - Men's, Ladies' or Mixed
5. second priority - the affiliated organization's Western Slo-Pitch Championships if it exists - Men's, Ladies' or Mixed
6. third priority - the affiliated organization's National Slo-Pitch Championships if it exists- Men's, Ladies' or Mixed
7. fourth priority - any other tournaments

8.6 If a team's application for a fundraiser includes travel to an out-of-town tournament or championship and they do not attend that event, the Executive may request the return of proceeds from the fundraiser.

8.7 A team that wishes to change the event to which they wish to travel, must notify the Executive in writing as soon as possible, at which time the Executive will decide if the team still should have the fundraiser or retain the funds allocated. If this notification does not happen and the team travels to another event, the Executive may deem them to have not travelled.

8.8 Teams do not require the Executive's permission to participate in any other fundraising efforts.

ARTICLE 9 - FUNDING

9.1 Teams who are planning on travelling outside of Yellowknife for a tournament may be entitled to additional funding available through the league. Those teams who are planning on travelling and have submitted their bond for such tournament MUST apply in writing to the Executive on or before June 15^th of each year, requesting travel aid.

9.2 Priority for funding will be given on the following criteria:

1. first priority - the affiliated organization's Territorial Slo-Pitch Championships if it exists - Men's, Ladies' or Mixed
2. second priority - the affiliated organization's Western Slo-Pitch Championships if it exists - Men's, Ladies' or Mixed
3. third priority - the affiliated organization's National Slo-Pitch Championships if it exists- Men's, Ladies' or Mixed
4. fourth priority - any other tournaments

9.3 Each application will be ranked by the appropriate priority and teams will be selected on the basis of highest priority in each of the categories of men's, ladies' and mixed.

9.4 The Executive may determine that funding should be split between applying teams in the same category.

9.5 The Executive may determine that no direct funding for travel is available in a given year.