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MANDATE:

The mandate of The Tottenham Old-timers Slo-Pitch League is to provide recreational baseball in a manner that promotes the ideals of sportsmanship and friendship while minimizing the potential for injury.

Article 1: EXECUTIVE BOARD

The Executive Board shall consist of the President, three () Vice President(s), Immediate Past President, Secretary- Treasurer and the Captain and Co-Captain of each team in the league. The Executive Board will manage the affairs of the league. The President, Vice-Presidents, and Secretary-Treasurer will be elected annually at the Annual General Meeting. Individuals who wish to stand for positions but cannot attend the Annual General Meeting must indicate their acceptance of an Executive Board position(s) in writing prior to the meeting. An individual present at the meeting must second the written declaration.

The Captains and Co-captains will be selected and approved by the elected Executive Board.

The Statistician, Substitution Controller, and other volunteer positions are considered to be ex-officio (i.e., non voting) members of the Executive Board.

 

Article 2: VOTING

Each elected member of the Executive Board with the exception of the President and past President will have one vote. In addition, each team shall have one vote. Someone who is not an elected member must make the team vote.

If a Captain or Co-captain cannot attend an Executive Board meeting they may delegate a registered player from their team to attend for voting purposes.

A motion must be passed by a majority of those present. Dissenting votes will be recorded if requested. The President will vote in the event of a tie vote.

Article 3: QUORUM

No motion may be passed at any Executive Board meetings where a quorum of members is not present. A quorum is duly constituted when a majority of teams plus one is represented and three elected Board members are present. (See Article 1)

Article 4: ANNUAL GENERAL MEETING

The Annual General Meeting of the League will be held on the third Saturday of November each year at a time and location to be determined by the Executive Board.

 

 

Article 5: FEES

The Executive Board will set the annual enrollment fees.

Player registrations are considered to be complete only when fee payment has been made (post-dated cheques are only permitted up to the final date of registration). All players who do not end up on a team roster will have their fees reimbursed.

Requests for team sponsorships will be accepted up to the day of the draft, only if the artwork and payment is included with the application.

Additional team sweaters can be ordered up to the day of the draft, only if the sweater details and payment are submitted to the captain.

Article 6: PLAYER ELIGIBILITY AND SELECTION PROCESS

In order to be eligible for membership in the league a player must be male and reach their 35th birthday by December 31st in the current playing year.

The Executive Board will annually determine the number of teams and the number of players per team. New teams will be drafted each playing year.

The Executive Board will determine a process to attempt to notify all current players of their eligibility for participation in the next seasons league play. In the event that an excess number of applications are received then the following shall be the order of selection:

i.        Previous year’s players

ii.      Players on leave from last season

iii.     Waiting list players.

Players from previous years may only be on leave to a maximum of one (1) year after which they revert to the new player waiting list. New players and existing players who missed the registration deadline, will be added to the waiting list based of their registration date. If a previous year’s player chooses to have his name removed from the draft for the current year and subsequently wishes to return after the draft is completed, he will be placed at the bottom of the waiting list.

No new player will be assigned to a team on or after August 1st each season. Any player(s) remaining on the waiting list as of August 1st will no longer be eligible to play in the current season. Any player(s) remaining on the waiting list as of August 1st (i.e., ineligible to play in the current season) and who register the next season will be placed at the top of the next season’s waiting list.

When possible, players will be classed by their individual ratings from their previous year’s performance. A ratings subcommittee will submit a ratings list for approval by the Executive Board. Once approved, a random draft will be held to determine team membership.

If, for any reason, a player must be removed from a team roster for the remainder of the season BEFORE August 1st, then the affected team will be assigned a Replacement Player from the waiting list, if there is one available. Replacement players will be ranked (A) (B) (C) by the ratings committee and a team will receive a replacement player as close to the rating of the exiting player as possible, based on their priority on the waiting list. For the remainder of the season the Replacement Player will assume the rating of the player they are replacing.

Article 7: SUB-COMMITTEES

The Executive Board can approve such sub-committees and ad hoc committees, as it deems necessary to operate efficiently and effectively throughout the year.  A Vice-President shall chair all sub-committees.

The President is considered to be a member of all approved committees.

Article 8: EXPENSES AND SIGNING AUTHORITY

The Executive Board will approve all invoices and expenses. All cheques and payments must be authorized by a minimum of two of the three following individuals: President, 1st Vice President, and the Secretary Treasurer. The Secretary Treasurer will provide regular and current financial statements to the Executive Board.

A comptroller will be elected annually at the AGM whose responsibility is to review the financial transactions of the Tottenham Old-timers as a method of oversight to the financial records. The comptroller will provide a report at the AGM. The comptroller cannot have bank signing authority for either organization. The review must be completed before the financial statements are presented to the AGM.

The scope of the review is to:

i.        Audit the final bank reconciliations

ii.      Validate that all cheques have two authorized signatures

iii.     Validate that the financial statements reasonably reflect the financial status of the organization

Article 9: EXECUTIVE BOARD MEETINGS

The Executive Board will meet on an approved schedule throughout the year. These meetings are open to all league players and invited guests. Non-executive members must submit their request to address the Executive Board prior to the meeting. The President (or his delegate) must authorize and approve any unscheduled Executive Board meeting.

Article 10: TEAM CAPTAINS

It is the responsibility of all Captains and Co-Captains to:

i.        Conduct their teams in a manner that effectively promotes the philosophy of the league.

ii.      Provide an effective conduit for communications between the players and the league executive.

iii.     Provide timely submissions of game sheets and player ratings.

iv.     Effectively manage their teams with respect to league communications, scheduling, line-ups, spares and make-up games.

v.       Attend all league meetings and if not able to attend to appoint an alternate.

 

vi.     All players are encouraged to bring any team or league issues forward to their captains for consideration by the captains, or as necessary, by the league executive. In the event that the player feels they do not get an adequate or timely response they should bring the issue forward directly to the league president.

Article 11: PLAYER BEHAVIOUR

The Executive Board has the right to review the behavior of any player/captain in the league to ensure that the philosophy of the league is being upheld. This authority is not limited and can include suspension of the player/captain from the league for any period of time.

Captains and Co-Captains have the right to issue a warning to a player if a player demonstrates behaviour contrary to the league philosophy of fun, fair play, and sportsmanship. If a warning is issued, the Captain must advise the President of the incident within 24 hours.

A player/captain’s attendance at all ballgames is a key element to a successful ball league. The Executive Board has the authority to review the attendance at any time to determine what action needs to be taken with respect to a player’s attendance.

Article 12 AMENDMENTS

This Constitution shall only be amended at the Annual General Meeting. All potential amendments must be duly motioned and seconded. A simple majority of those present is sufficient to pass a motion. Proxy amendments or votes shall not be accepted.

Article 13: NEW CAPTAIN SELECTION PROCESS

New captains will be approved by a majority at an executive meeting. The captains will be approved by the executive board as a group of 2. Prior to the meeting for approving captains a notice will go out to all the players in the league indicating that new captains are required.

Any two players can put their name forward and all captains will be considered.

Some of the things that will be considered in selecting the captains will be as follows:

·        Previous experience

·        Demonstrated league qualities as a player, as defined in our mandate

·        Have a demonstrated history of volunteering in the league

·        Good understanding of baseball 

Captain applicants will submit to the executive a one page document explaining why they would make good captains. The template of this document will be approved by the Executive Board at the beginning of each season.

If multiple captains apply, the voting process will be as follows:

 

·        All executive board members will be provided with each set of captains submissions at least one week prior to the decision making meeting.

·        The decision making meeting will be a closed meeting restricted to the Executive Board only.

·        All applicants will be included in the voting process. If a clear majority does not occur on the first ballot, the applicant captains with the lowest count will be eliminated. The process will continue until a set of captains have a majority count.

CO-CAPTAIN REPLACEMENT /SELECTION PROCESS:

·        In the case of a single (co)captain stepping down, the replacement captain & existing captain should submit an application using the same criteria as stated in Article 13.

·        Once the application is submitted, it would allow for a vote for approval as per Article 13 at the next scheduled Captain's meeting.

·        This newly selected individual will remain captain of this team as long as the original captain remains a co-captain of the team. If both original captains have stepped down, this team will be removed and a new set of captains will be selected using the criteria in Article 13.

Article 14: DIVISIONS:

·        TOT can be comprised of multiple divisions for players to choose from.

·        Divisions are offered based on a player’s age eligibility and desired level of play.

·        Divisions follow and obey the TOT Mandate and constitutional guidelines.

·        Rules of Play for either division may vary and could be modified at an executive meeting