CGSA Constitution, By-Laws, & Operating Rules
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Cambridge Girls Softball Constitution, By-Laws & Operating Rules
Cambridge Girls
Softball
Association
Constitution, By-Laws
And Operating Rules
Amended
October 6th, 2015
A by-law relating generally to the transaction of the affairs of Cambridge Girls Softball
Association (hereinafter called the Association)
1. HEAD OFFICE
The Association shall have its head office at the place in Ontario where the letters patent provide
that the head office is to be situate provided that the head office may be changed as permitted by
the Corporations Act.
2. SEAL
The seal, an impression whereof is stamped in the margin hereof, shall be the corporate seal of
the Association.
3. OFFICERS OF THE ASSOCIATION - Amended September 26, 2011 Oct 6, 2015
The affairs of the Association shall be managed by a Board of Officers ranging between three
and six, and 5 appointed Directors. Each of whom at the time of their election or within ten (10)
days thereafter and throughout their term of office shall be a Member of the Association. Each
Officer shall be elected to hold office until the first annual meeting after he/she shall have been
elected or until their successor shall have been duly elected and qualified. The whole Board shall
be retired at each annual meeting, but shall be eligible for re-election if otherwise qualified. The
Members of the Association shall elect the Officers. The Officers of the Association shall
appoint the Directors. The election may be by a show of hands unless a ballet is called for. The
Members of the Association may, by resolution passed by at least two-thirds (2/3) of the votes
cast at any meeting of which notice specifying the intention to pass such resolution has been
given, remove or add any Officer or Director before the expiration of their term of Office, and
may, by a majority of two-thirds (2/3) of the votes cast at any meeting, elect any person in their
stead for the remainder of their term.
4. VACANCIES, BOARD OF DIRECTORS
Vacancies on the Board of Directors, however caused, my so long as a quorum of Directors
remain in office, be filled by the Directors from among the qualified Members of the
Association, if they shall see fit to do so, otherwise such vacancy shall be filled at the next
annual meeting of the Members at which the Officers and Directors for the ensuing year are
elected, but if there is not a quorum of directors, the remaining Directors shall forthwith call a
meeting of the Members to fill the vacancy. If the number of Directors is increased between the
terms, a vacancy or vacancies, to the number of the authorized increase, shall thereby be deemed
to have occurred, which may be filled in the manner above provided.
5. QUORUM AND MEETING, BOARD OF DIRECTORS - Amended September 22, 2009 Oct
6, 2015
One half 1/2 of the Directors shall form a quorum for the transaction of business. Except as
otherwise required by law, the Board of Directors may hold its meetings at such place or places
as it may from time to time determine. No formal notice of any such meeting shall be necessary
if all the Directors are present, or if those absent have signified their consent to the meeting being
held in their absence. Directors’ meetings may be formally called by the President or Vice-
President or by the Secretary on direction of the President or Vice-President or by the Secretary
on direction in writing of two (2) Directors. Notice of such meetings shall be delivered,
telephoned or e-mailed to each Director not less than one (1) day before the meeting is to take
place or shall be mailed to each Director not less than two (2) days before the meeting is to take
place. The statutory declaration of the Secretary or President that notice has been given pursuant
to this by-law shall be sufficient and conclusive evidence of the giving of such notice. The Board
may appoint a day or days in any month or months for regular meetings at an hour to be named
and of such regular meeting, no notice need be sent. A Directors’ meeting may also be held,
without notice, immediately following the annual meeting of the Association. The Directors may
consider or transact any business either special or general at any meeting of the Board.
6. ERRORS IN NOTICE, BOARD OF DIRECTORS
No error or omission in giving such notice for a meeting of Directors shall invalidate such
meeting or invalidate or make void any proceedings taken or had at such meeting and any
Director may at any time waive notice of any such meeting and may ratify and approve of any or
all proceedings taken or had thereat.
7. VOTING BOARD OF DIRECTORS - Amended September, 22, 2009
Questions arising at any meeting of Directors shall be decided by a majority of votes. In case of
an equality of votes, the President shall have the tie breaking vote. All votes shall be taken by
ballot if so demanded by any Director present, but if no demand be made, the vote shall be taken
in the usual way by assent or dissent. A declaration by the President that a resolution had been
carried and an entry to that effect in the minutes shall be admissible in evidence as prima facie
proof of the fact without proof of the number or proportion of the votes recorded in favour of or
against such resolution. In the absence of the President, their duties may be performed by the
Vice-President or such other Director as the Board may from time to time appoint for the
purpose.
8. POWERS - Amended September 22, 2009 Amended October 6th, 2015
1) All Directors shall transfer to their successor in office, all books, papers, property, and monies
in their possession immediately after the Annual General Meeting.
2) The Executive has the power to appoint replacements of any Director who resigns during their
term of office.
3) Any Director resigning without due cause, shall be restricted from becoming a Director for an
additional one (1) year from the time of their resignation.
4) Directors can be removed from the Executive for just cause, with a majority of two thirds
(2/3) of the votes cast. Any Director removed from the Executive for this reason shall be
restricted from rejoining the Executive, in any capacity, for an additional one (1) year.
5) The Executive shall be further empowered to make appointments to the Executive to cover
any specialized duties.
6) The Executive has the power to enforce the provisions of the Constitution, By-laws and
playing rules of the Association.
7) Amendments to any by-law may be made by a majority of the votes of the Directors present,
provided a quorum is present at any meeting. Such amendments must be approved by the
membership at the scheduled board meeting.
8) The Executive shall authorize all expenditures of the Association.
9) The Executive shall be responsible for the financial audit.
10) The Executive shall establish annual registration fees and is responsible for the general
welfare of the Association.
11) The Executive is expressly empowered to purchase, lease, or otherwise acquire, alienate, sell,
exchange or otherwise dispose of shares, stocks, rights, warrants, options and other securities,
lands, buildings, and other property, movable or immovable, real or personal, or any right of
interest therein owned by the Association for such consideration and upon such terms and
conditions as they may deem advisable.
12) Only Executive members are eligible to vote at Executive meetings.
13) Each director (excluding the President who only has a tie breaking vote) shall have one (1)
vote on all matters requiring a vote. Any Director responsible for more than one position is not
entitled to more than one (1) vote.”
REMUNERATION OF DIRECTORS
9. The Directors shall receive no remuneration for acting as such.
10. OFFICERS OF THE ASSOCIATION AND APPOINTED DIRECTORS - Amended
September 26. 2011
Officers:
President Vice-President/Registrar
Past President
Secretary/Treasurer
Appointed Directors:
Equipment Manager
UIC
Director of PWSA
Director of Inter-County
Director if Bingo/Nevada/Public Relations
11. DUTIES OF PRESIDENT - Amended September 26, 2011
The President shall:
1) Be charged with the general management and supervision of the affairs and operations of the
Association and its Directors, and assist in any operation that requires his assistance
2) Exercise the power and authority of the Executive should he/she deem it necessary, subject to
ratification by the entire Executive at the next meeting.
3) Be the official spokesperson for the Association.
4) Be an ex-officio member of all standing and ad hoc committees.
5) Call meetings as deemed necessary or required.
6) Be responsible for the notification of appropriate individuals of, and preside at Executive and
Special meetings.
7) Prepare an agenda for all such meetings.
8) Act as signing officer on all documents pertaining to the operations of the Association when
necessary.
9) Act as signing officer along with the Treasurer and/or Vice President on all cheques pertaining
to the Association.
10) Remind, when necessary, all members of the Executive of their duties.
11) Only have voting privileges where a vote is significant (i.e. to break a tie vote to carry or
defeat a motion or to carry or defeat a two-thirds (2/3) majority vote).
12) At the Annual General Meeting, be responsible for submitting a report on league activities.
13) Shall be eligible to serve as President for as many terms as the Association members
determines, providing he/she is able and fit to do so.
14) Any of the two signing authorities cannot be related.
15) Establish a good rapport with the City of Cambridge and the Waterloo Region District
School Board.
16) Be responsible for booking diamonds for travel teams and any tournaments hosted by the
Association.
17) Be responsible for booking rooms for annual and monthly meetings and player registration
and an arena for Skills Day.
18) Be responsible for booking gymnasiums for pitching and umpire clinics, the annual House
League coaches draft meeting and travel team work outs during the off season.
19) Must sit on Coaches Selection Committee.
Eligibility: Must have served on the Association’s Executive for a minimum of one (1) year
during the previous four (4) years
12. DUTIES OF VICE-PRESIDENT/REGISTRAR - Amended September 26, 2011
The Vice- President shall:
1) Perform the duties of the President, in their absence or at their request, and will have all power
and rights of the President during their absence.
2) When acting as President, will retain voting rights.
3) Assist the President in performing their duties and may hold the position of Chairperson of an
ad hoc or standing committee.
4) Attend all Executive and/or Special meetings.
5) Act as signing officer along with the President and/or Treasurer on all cheques pertaining to
the Association.
6) In the event that the President is unable to fulfill their duties for the remainder of their term for
whatever said reasons; the Vice-President shall act as President, with the privileges of the
President as described above, for the remainder of the President’s current term.
7) Perform other duties as assigned by the President or their designate.
8) Be a full voting Member of the Executive.
9) Be responsible for the registration of all players, on a date as determined by the Executive,
and ensure the location of the registration has been booked.
10) Ensure that all registration forms have been ordered, received and have the correct
information.
11) Ensure Executive approved advertising for player registration has been edited for accuracy
and that such advertising will be in the proper media on the proper dates.
12) Ensure that a schedule of volunteers is complete and any and all pertinent information for
players and parents is in place and available at the registration location (i.e.: each team of the
Association must submit two names to volunteer with the bingo fundraiser).
13) Solicit for coaches and volunteers for various committees from parents during registration
and submit a list of these volunteers to the appropriate Officer and or Director.
14) Ensure the collection of all registrations and applicable travel fees, including delinquent
accounts, and forward these fees on to the Treasurer for deposit.
15) Maintain an accurate system of files and records of all documents related to players, coaches,
umpires and volunteers.
16) Update the Associations web site with applicable and required information.
17) Must sit on Coaches Selection Committee.
Eligibility: Must have served on the Association’s Executive for a minimum of one (1) year
during the previous four (4) years.
13. DUTIES OF PAST PRESIDENT - Amended September 26, 2011
The Past President shall:
1) Be the retiring President who shall serve in an advisory capacity.
2) Perform other duties as assigned by the President or his/her designate.
3) Shall attend all regular and other meetings as requested by the President
4) Be a full voting Member of the Executive.
5) The Immediate Past President shall only be a position on the Executive when there is a newly
elected President at the Annual General Meeting.
14. DUTIES OF SECRETARY/TREASURER - Amended September 26, 2011
The Secretary shall:
1) Attend all meetings of the Executive and ensure and maintain complete and accurate records
of all Executive and Committee meetings.
2) Have all meeting minutes completed and sent to all members of the Executive (via e-mail or
pick up) within 10 days of said meetings.
3) Be the custodian of the seal of the Association, the treasury report and of all books, papers,
records, correspondence, contracts and other documents belonging to the Association.
4) Act as liaison between the Association and other groups and ensure that all correspondence is
brought before the President and/or Executive for information and/or any required action.
5) Ensure that any correspondence directed by the President and/or Executive is executed in a
prompt and timely manner.
6) Perform other duties as assigned by the President or their designate.
7) Shall be a full voting Member of the Executive.
8) Keep full and accurate accounts of all receipts and disbursements of the Association in proper
books of account.
9) Deposit all monies within 5 business days as well as other valuable effects in the name and to
the credit of the Association in a financial institution as determined by the Executive.
10) Be one of three authorized signing authorities of cheques authorized by the Executive.
11) Ensure payment of all authorized expenses in a timely manner.
12) Verify receipt of all player registration and travel fees where applicable.
13) Submit current financial report at all monthly meetings.
14) Prepare and submit a financial report at the Annual General Meeting
15) Submit books for auditing if applicable.
Eligibility: Any Member of the Association, in good standing.
15. DUTIES OF EQUIPMENT MANAGER -Amended September 26, 2011
The Equipment Manager shall:
1) Be responsible for the records of inventory and storage of all Association equipment. Such
equipment shall include but not be limited to all equipment required to play the game of softball
(i.e.: bats, balls, protective equipment) and all House League and Travel Team uniforms.
2) Where possible, submit two quotes for the purchase of any required
3) Prepare an annual inventory of Association equipment and project cost to maintain and/or
replace equipment and submit it to the Treasurer prior to the second Executive meeting of the
year.
4) Schedule a time, date and place for Travel Team coaches/managers to pick up and drop off
equipment at the start and end of the playing season. Will confer with the Director of Coaches in
regards to scheduling a time, date and place for House League coaches/managers to pick up and
drop off equipment at the start and end of the playing season.
5) Along with the Vice-President, be the only two members of the Executive with keys to any
unit used as storage for Association equipment.
6) Be responsible for the security, issuing and collection of all keys for the Association’s batting
cage and the scheduling of teams wishing to use the batting cage during the season.
7) Perform other duties as directed by the President or their designate.
8) Be a full voting Member of the Executive.
Eligibility: Any Member of the Association, in good standing.
16. DUTIES OF UMPIRE IN CHIEF -Amended September 26, 2011
The Umpire in Chief shall:
1) Schedule umpire(s) for each regular season and playoff game.
2) Ensure all umpires are issued the most current and/or updated copies of CGSA specific
playing rules and current CASA playing rules.
3) Ensure all umpires are issued the most current and/or updated copies of PWSA and ISA
Divisional rules.
4) Confer with the Equipment Manager to ensure each umpire is issued the required equipment
for the upcoming season.
5) Perform other duties as directed by the President or their designate.
6) Shall be a full voting Member
Eligibility: Any Member of the Association, in good standing.
17. APPOINTED DIRECTORS BY THE OFFICERS OF THE ASSOCIATION
DIRECTOR(S) OF PWSA AND INTERCOUNTY TRAVEL -Amended September 26, 2011
The Director of PWSA Travel and Director of Inter-county Travel shall:
1) Represent Cambridge at Grand Valley and Inter-County League meetings.
2) Work with coaches/managers to ensure all documentation (i.e.: affiliation forms, registration)
has been completed by each team they represent.
3) Act as liaison between team representatives (coaches/managers) and the Association in
regards to information for regular season games and year-end and other tournaments.
4) Be responsible for providing the Umpire In Chief a copy of all division schedules within two
days of their completion, to ensure coverage for all games.
5) Confer with the Equipment Manager to ensure the needs of their appropriate teams are
addressed.
6) Inform their teams of the schedule and date of team pictures.
7) Perform other duties as directed by the President or their designate.
8) Both Director of PWSA and Inter-County will sit on the Coach’s Selection Committee
9) Be a full voting Member of the Executive.
Eligibility: Any Member of the Association, in good standing. Preference would be given to
those with P.W.S.A. experience.
18. DIRECTOR OF BINGO/NEVADA/PUBLIC RELATIONS -Amended September 26, 2011
October 6th, 2015
The Director Bingo/Nevada/Public Relations shall:
2) Assign Stingers, Coyotes bingo assignments by month and confer with the Directors of PWSA
and Inter-County Travel to ensure all teams are aware of their responsibilities and the Director of
Bingo/Nevada/Public Relations is given the list of volunteers with contact information.
3) Perform other duties as assigned by the President or their designate.
4) Be responsible for all advertising for the Association with radio, newspaper and television, or
any marketing vehicle.
5) Be responsible for any additional information packages i.e.: flyers, etc. and shall also ensure
that all printing has been edited for errors and any necessary corrections are made.
6) Receive Executive approval prior to the finalization of any advertising. The Executive may
delegate the responsibility of this approval to the President or Vice President where time
restraints exist.
Eligibility: Any Member of the Association, in good standing.
19. SUB-COMMITTEES -Amended September 26, 2011
1) CONSTITUTION AND BY-LAW COMMITTEE – To consist of three Members of the
Executive, appointed by the President, to review any proposed amendments to the Association
Constitution and By-Laws, as submitted by any Member of the Sub-Committee, Executive or
Association Member. These proposed amendments must be presented to the Members of the
Association, to be voted on at the Annual General Meeting or any such meeting called for that
purpose.
2) SOFTBALL PARENTS AND VOLUNTEERS – amended October 6, 2015 - to consist of a
minimum of one (1) Association Member, but no more than three (3) Association Members, as
assigned by the President. This subcommittee shall be responsible for scheduling, obtaining
supplies and managing the concession booth in Victoria Park for any tournament hosted by the
Association.
3) DISIPLINARY COMMITTEE: amended October 6, 2015 - to consist of the Vice-President,
and one other Executive Members, as appointed by the Executive. If it is deemed that the Vice-
President has any personal involvement with the issue being addressed the Executive shall
appoint a replacement Executive Member. The Committee shall review situations pertaining to
unacceptable behavior by Association Members and/or participants, whether it be physical or
verbal, and submit their findings and recommendations in writing to the Executive for final
disposition. Only those Members of the Association and/or participants directly involved, with
the issue to be addressed will be allowed to attend the disciplinary meeting. The Executive will
be the sole deciding body in determining those who are directly involved with the issue to be
addressed.
20. DUTIES OF OTHER OFFICERS
The duties of all other Officers of the Association shall be such as the terms of their engagement
call for or the Board of Directors requires of them.
21. EXECUTION OF DOCUMENTS
Deeds, transfers, licenses, contracts and engagements on behalf of the Association shall be
signed by any two (2) of the Officers and Directors together upon the direction of the Board of
Directors. Contracts in the ordinary course of the Association’s operations, may be entered into
on behalf of the Association by the President, Vice-President, Treasurer or by any person
authorized by the Board. Notwithstanding any provisions to the contrary contained in the bylaws
of the Association, the Board of Directors may at any time by resolution direct the manner
in which, and the person or persons by whom, any particular instrument, contract or obligations
of the Association may or shall be executed.
22. BOOKS AND RECORDS
The Officers shall see that all necessary books and records of the Association required by the bylaws
of the Association or by any applicable statute or law are retained for the requisite period of
time and are regularly and properly kept.
23. MEMBERSHIP - Amended September 22, 2009
The Membership will be all persons in good standing, with children registered or directly
involved with C.G.S.A. (i.e.) coaches, volunteers or current Directors signing the sign-in sheet at
the Annual General Meeting of Cambridge Girls Softball Association, on date specified as the
Annual General Meeting, are to be admitted as Members of the Association and are entitled to
one (1) vote per attendee. Persons wishing to attend that do not have standing or direct
involvement either as a coach or volunteer or current Director, are welcome to attend and sign in
as a guest, but shall not have a vote or be allowed to address the AGM unless written request has
been received through proper channels and are on the agenda. To recognize special contributions
to the Association, Honorary Members may be appointed to the Association by the Executive.
An Honorary Member shall have all the rights and privileges of a regular Member of the
Association.
24. DUES
There shall be no dues or fees payable by Members except such, if any, as shall from time to
time be fixed by majority vote of the Board of Directors, which vote shall become effective only
when confirmed by a vote of the Members at an annual or other general meeting. The Secretary
shall notify the Members of the dues or fees payable by them and, if any are not paid within
thirty (30) days of the date of such notice, the Members in default shall thereupon automatically
cease to be Members of the Association, but any such members may on payment of all unpaid
dues or fees be reinstated by the unanimous vote of the Board of Directors.
25. ANNUAL AND OTHER MEETINGS OF MEMBERS - Amended September 22, 2009
The annual or any general meeting of the Members shall be held at the head office or the
Association or elsewhere in Ontario as the Board of Directors may determine and on such day as
the said Directors shall appoint. At every annual meeting, in addition to any other business that
may be transacted, the report of the Directors, the financial statement and the report of the
auditors, if applicable, shall be presented and a Board of Directors and Officers elected and
auditors, if applicable, appointed for the ensuing year and the remuneration of the auditors, if
applicable, shall be fixed. The Members may consider thereof at any meeting of the Members
provided that any amendments or general meeting through a notice of motion and voted on at the
following general meeting, or a special meeting called for the purpose. The Board of Directors or
the President or Vice-President shall have power to call at any time a general meeting of the
Members of the Association. No public notice nor advertisement of Members meetings, annual
or general, shall be required, but notice of the time and place of every such meeting shall be
given to each Member by sending the notice by prepaid mail, or e-mailed ten (10) days before
the time fixed for the holding of such meetings: provided that any meetings of members may be
held at any time and place without such notice if all the members of the Association are present
thereat and at such meeting any business may be transacted which the Association at the annual
or general meetings may transact. Various types of meetings shall be used to conduct the affairs
of the Association and these meetings are as follows:
1) Annual General Meeting - open to all regular and Honorary Members and is to be held every
year for policy setting purposes.
2) Executive Meeting – open to all regular and Honorary Members. Voting privileges to
Executive Members only and is for general and administrative purposes.
3) Special Meeting – open to all Executive Members and is for rule and by-law changes. Notices
of meetings shall be made in the following manner and time frame:
4) Annual General Meeting – date set by President. All Executive Members to be notified by
phone, e-mail or in person by the President or Secretary, no later than three weeks (21 days)
prior to the meeting and is to be advertised in the local paper, and/or e-mailed to all regular and
Honorary Members and/or posted on the C.G.S.A. web site two weeks prior to the meeting date.
This meeting is for the nomination and election of Officers for the coming year.
5) Executive Meetings must be rescheduled not cancelled. Executive meetings are to be held on
the second Tuesday of each month. The January and September meetings are mandatory.
26. AMENDMENTS:
1) Articles of the Constitution and By-laws amendments may be submitted by any Member of
the Association. Submission of the proposed amendments should be submitted, in writing or by
e-mail to the Secretary two weeks prior to the Annual General Meeting. The Secretary will
arrange for all proposed amendments to be available for pick-up or e-mailed by any Association
Members seven (7) days prior to the annual meeting. Proposed amendments will only be
approved by a two third (2/3) majority of the votes submitted by the Members present at the
Annual General Meeting.
2) Constitution, By-law and Operating Rules of the Association may be amended at any time by
a majority of two thirds (2/3) of the votes cast by the Executive present at a Special Meeting
called for this purpose only. In order for a Special Meeting to take place three-quarters (3/4) of
the Executive Members present must agree to allow the amendments to stand for consideration.
Any such changes made must be ratified at the subsequent Annual General Meeting.
3) No proxy vote shall be recognized at any Executive, Special, or Annual General meeting, nor
shall any Member ever have more than one vote.
4) Members of the Executive may be recognized by the Chair and may address issues on the
floor. Other registered Association members may also be recognized by the Chair to speak to
issues being tabled, however, they will have no vote.
27. ERROR OR OMISSION IN NOTICE
No error or omission in giving notice of any annual or general meeting or any adjourned
meeting, whether annual or general, of the members of the Association shall invalidate such
meeting or make void any proceedings taken thereat and any member may at any time waive
notice of any such meeting and may ratify, approve and confirm any or all proceedings taken or
had thereat. For the purpose of sending notice to any member, Director or Officer for any
meeting or otherwise, the address of any member, Director or Officer shall be their last address
recorded on the books of the Association.
28. ADJOURNMENTS
Any meetings of the Association or of the Directors may be adjourned to any time and from time
to time and such business may be transacted at such adjourned meeting as might have been
transacted at the original meeting from which such adjournment took place. No notice shall be
required of any such adjournment. Such adjournment may be made notwithstanding that no
quorum is present.
29. QUORUM OF MEMBERS
A quorum for the transaction of business at any meeting of members shall consist of not less than
50% of the members present.
30. ELECTION OF OFFICERS AND/OR DIRECTORS AMENDED: September 22, 2009
1) All Executive positions shall be eligible for election at the Annual meeting. If more than one
individual is interested in filling an Executive position, there shall be an election by secret ballot
for the position.
2) The Secretary must receive nominations for the Executive positions at 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.
3) The President of the Association shall enter office immediately following the Annual General
Meeting, unless the post is vacated earlier and shall remain Association President until
immediately following the next Annual General Meeting.
4) The Vice-President shall be directly elected at the Association Annual General Meeting.
5) In the event the Presidency cannot be filled by election, the Executive shall appoint a
President from available and interested individuals at the first meeting in the calendar year. The
Vice-President, or his designate, shall act as President until a new President is appointed.
6) All Executive and Convener positions that have not been filled by election, at the Annual
General Meeting, shall be appointed by the Executive at the first Executive meeting of the
calendar year. Their position will be valid until the next fiscal year.
31. FISCAL YEAR - Amended September 22, 2009
Unless otherwise ordered by the Board of Directors, the fiscal year of the Association shall
terminate on the day of September 30th in each year.
32. CHEQUES, ETC.
All cheques, bills of exchange or other orders for the payment of money, notes or other evidence
of indebtedness issued in the name of the Association, shall be signed by such Officer or
Officers, Agent or Agents of the Association and in such manner as shall from time to time be
determined by resolution of the Board of Directors and any one of such Officers or Agents may
alone endorse notes and drafts for collection on account of the Association through its bankers,
and endorse notes and cheques for deposit with the Corporation’s bankers for the credit of the
Association, or the same may be endorsed “for collection” or “for deposit” with the bankers of
the Association by using the Corporation’s rubber stamp for the purpose. Any one of such
Officers or Agents so appointed may arrange, settle, balance and certify all books and accounts
between the Association and the Corporation’s bankers and may receive all paid cheques and
vouchers and sign all the bank’s forms or settlement of balances and release or verification slips.
33. DEPOSIT OF SECURITIES FOR SAFEKEEPING
The securities of the Association shall be deposited for safekeeping with one or more bankers,
trust companies or other financial institution to be selected by the Board of Directors. Any and
all securities so deposited may be withdrawn, from time to time, only upon the written order of
the Association signed by such officer or officers, agent or agents of the Association, and in such
manner, as shall from time to time be determined by resolution of the Board of Directors and
such authority may be general or confined to specific instances. The institutions which may be so
selected as custodians of the Board of Directors shall be fully protected in acting in accordance
with the directions of the Board of Directors and shall in no event be liable for the due
application of the securities so withdrawn from deposit or the proceeds thereof.
34. NOTICE - Amended September 22, 2009
Whenever under the provisions of the by-laws of the Association, notice is required to be given,
such notice may be given either personally, by telephone, e-mailed or mailed through the post
office, addressed to the Director, Officer or Member at their address as the same appears on the
books of the Association. A notice or other document so sent by post shall be held to be sent at
the time when the same was deposited in a post office or public mail box as aforesaid. For the
purpose of sending any notice, the address of the Member, Director or Officer shall be their last
address as recorded on the books of the Association.
35. BORROWING
The Directors may from time to time:
(1) Borrow money on the credit of the Association; or
(2) Issue, sell or pledge securities of the Association; or
(3) charge, mortgage, hypothecate or pledge all or any of the real or personal property of the
Association, including book debts, rights, powers, franchises and undertakings, to secure any
securities or any money borrowed, or other debts, or any other obligation or liability of the
Association.
36. DEFINITIONS AND INTERPRETATIONS - Amended September 22, 2009
In these by-laws and in all other by-laws of the Association hereafter passed unless the context
otherwise requires, words importing the singular number or the masculine gender shall include
the plural number or the feminine gender, as the case may be, and vice versa, and references to
persons shall include firms and associations.
DEFINITIONS ARE AS FOLLOWS:
1) “Executive” means the group of elected officers to be elected at the Annual General Meeting
to manage the Association for a one (1) year term.
2) “By-Laws” are those by-laws enacted by the General Membership pursuant to the provisions
of the Constitution.
3) “Executive Meeting” is a meeting that consists of all Executive Officers.
4) “Quorum” is the minimum number of Executive members required at a meeting to conduct
business on behalf of the Association.
5) “Participant” means a child / player or their parent representative.
37. AWARDS - Amended September 26, 2011
The Association shall:
1) Provide trophies for winners in any Association sponsored tournament. The cost of said
trophies is to be included in the tournament budget.
2) Endeavour to provide an annual award to a deserving volunteer within the Association.
3) Be empowered to provide other awards from time to time to recognize various groups or
individuals.
38. WEBSITE
The Association’s website shall include recruitment information for new players who may wish
to become part of the Association. The message shall include wording that explicitly states that
the Association welcomes new players of all ages and skill levels. The message shall include the
contact information of the Vice-President and Registrar. This link shall be located in a prominent
spot on the home page, highly visible to first time visitors to the website. This website should be
current and available 365 days of the year.
39: DISSOLUTION of the ASSOCIATION: Amended September 22, 2014
1) General Dissolution - In the event of the dissolution of CCSA, the distribution of the
organizations assets and property after all debts are paid will be donated to Hespeler Minor
Softball Association.
2) Proceeds of Licensed Lottery Events - in the event of the dissolution of CGSA, the
distribution of assets acquired from the proceeds of licensed lottery events (i.e. Nevada/Bingo
trust accounts or property purchased with proceeds will go to the Optimists Club of Hespeler.
Should they no longer exist or be eligible to receive lottery proceeds in Ontario then proceeds
must go to any charitable organizations that are eligible to receive lottery proceeds in Ontario.
ARTICLE 1 -
AIMS AND OBJECTIVES: – Amended September 22nd, 2014
1.1. To provide an opportunity for girls, primarily from the city of Cambridge, to participate in the
sport of fast pitch softball in an organized recreational League.
1.2. To foster fair play and sportsmanship.
1.3. To organize and support its players, umpires and organizers.
1.4. To fully support the role and authority of umpires on the field of play and adjacent areas
before, during, and following all games.
1.5. To ensure that all Members have the opportunity to present their views and have them heard.
1.6. To adhere to, as much as possible, the objectives and policies of the Provincial and National
Associations for Softball.
1.7. To operate a non‐profit organization this adheres to the principles of volunteerism to benefit
the Association’s membership.
OPERATING RULES– Amended September 22nd, 2014
All rules shall be in accordance with the current Official Rulebook of Softball Canada with
the following additional rules, clarifications, emphasis or amendments.
Within CGSA:
1. Complaints regarding Association organization, function, operations, personnel, etc. shall be
made in writing to the President.
2. Complaints regarding umpires shall be made in writing to the Umpire‐in‐Chief and the President.
3. Depending on which League Cambridge teams play regular season games, their official rules will
be followed. I.e. Grand Valley, Inter County, PWSA.
ADMINISTRATIVE RULES– Amended September 22nd, 2014
1. All divisions will have their own specific playing rules which are to be followed.
2. Equal opportunity to play
i) All players should be given an opportunity to play during regular season games.
Tournaments/Qualifiers/Provincials are at the discretion of the Division coach(s).
3. PLAYOFFS OR TOURNAMENTS
i) The executive shall try to arrange suitable diamonds to host start up and playoffs if hosting, and
our own John Cross Memorial Tournament.
SAFETY RULES– Amended September 22nd, 2014
1. Helmets
a. All batter/base runners must wear an approved batting helmet.
b. All catchers must wear a League-approved catcher's helmet while playing catcher.
2. All games must to be played with a safety base at first.
REGISTRATION AND CLASSIFICATION OF PLAYERS– Amended September 22nd, 2014
1. All players must be registered with the respective Division (Team) before first indoor practice
during winter training and more specifically, before playing any games. Forms can be obtained
on the CGSA website or through Registrar.
2. All players in the Association must provide a copy of birth certificate or similar proof of age
when registering. The copy is to be given to the Head Coach for PWSA affiliation.
3. Any potential player for any team after winter training has begun in any division in CGSA, must
have a fully completed registration form on file before attending any practices.
4. All registration fees must be paid in full to the Association by deadline dates specified (subject to
change from year to year) before any player participates in any game. Failure to pay registration
in full, will result in a suspension of practices and playing time until fees have been paid.
5. Should a registered Travel player "quit" the team to which she has signed, she will also serve a
one year suspension from C.G.S.A.
6. Travelling Team players who sign P.W.S.A. or C.G.S.A rosters may be called up to play in a higher
division on travelling (rep) teams. This can only be done if the team roster for a specific game
drops below ten (10) players. Permission must be obtained from players, parents, both coaches
and Travel Convener.
7. No player may play for two teams ‐ i.e. Coyotes and Stingers.
EXCEPTION: As an additional signed player, as to avoid forfeiture of a specific game, on
condition that it does not interfere with the player's own league game or practice.
8. Travel Rep teams must apply to the Executive for permission to participate in any Association
other than Grand Valley Ladies Softball Association or Inter County.
TRAVEL DIVISION POLICIES– Amended September 22nd, 2014
1) The purpose of the travel divisions is to provide an opportunity for girls from C.G.S.A. to compete
at a higher level.
2) The travel division will host teams from each age bracket if there are enough participants. This
will include Mites through Midget level and may include Junior or Intermediate if applicable.
3) Travel team formations will occur through formal tryouts as announced by CGSA and will be held
in the fall following Labour Day for the following spring/summer season to allow for practice during the
winter months. Girls will be placed on a team after tryouts and must play in their current age bracket
unless there are not enough players to form a team in a certain division. They will be considered to play
on a team above their age bracket if there is space left. Players cannot be placed in a lower age bracket.
4) Coach Selection: Travel Coach Candidates shall be selected once all applications have been
received by specified deadline by the Coach’s Selection Committee made up of the President, VicePresident,
PWSA Rep and Inter County Rep. If there is more than one applicant for one division, the
incumbent coach for said division shall have precedence unless written complaints have been received
prior to coach’s selection. If there have been written complaints submitted, an interview with said coach
shall take place followed by a vote of the C.G.S.A. Coaches Selection Committee. Two or more
applicants, interviews will take place, and Coaches Selection Committee will choose the best candidate.
5) Players on a younger travel team may be used as a temporary “call up” player for a travel team
above their age bracket with approval of their travel coach within travel league policy.
6) Travel teams are encouraged to do their own team fundraising subject to approval by the C.G.S.A.
Board of Directors.
a. Monthly bank statement/reports to be sent in to the Association Treasurer.
LEAGUE UNIFORM AND ATTIRE/SWAG – Amended September 22nd, 2014
Uniform
1) All teams/players registered with CGSA will wear the same approved Association uniform.
Includes:
A) Mite’s through Midgets, Tier 1 and/or Tier 2
B) Team’s opting to play exhibition/tournaments, instead of Grand Valley
League.
All uniforms to be purchased through one supplier.
Exception: i) Inter County Teams
ii) Junior/Intermediate not affiliated with PWSA
iii) Any other team(s) that choose not to affiliate with PWSA
Pink Day in the Park is the only Exception for any teams associated with CGSA as long as logo is
the same as regular season uniforms.
Attire/Swag
1) All Coach’s attire to be purchased through one supplier (both attire and supplier to be chosen
and voted on as deemed necessary)
2) Swag: All “swag” to be purchased from the same supplier as uniforms/coach’s attire.
i.e. – hoodies, jackets, etc.
Made by the Board this 6th day of October 2015
President – Brad McConnell Vice‐President – Sherry Grischow
Secretary – Tanya Cole
Confirmed by the Members of the Association, on this 6th day of October, 2015.
2015 ‐ 2016 Executive Members
President – Brad McConnell
Vice‐President – Sherry Grischow
Secretary / Treasurer – Tanya Cole
Equipment Manager – Ron Dickinson
Umpire in Chief – Open
Director of PWSA – Jason Tomlinson
Director of Inter‐County – Open
Director of Bingo/Fundraising ‐ Open