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Saskatoon Zone 4 Phantoms Bylaws
 
 
Article 1. Name and Purpose

1. The name of the organization shall be Saskatoon Minor Zone 4 Softball and may be referred to as “Zone 4 Softball” or “Phantoms Zone 4 Softball” and shall be known commonly as “Saskatoon Phantoms Fastball”.
2. The purpose of this organization shall be:
   1. To promote the sport of minor softball within the Zone.
   2. To provide an opportunity for girls and boys of Zone 4 Softball to play softball.
   3. To do such things as may be, from time to time, deemed appropriate by the Executive of Zone 4 Softball to carry out the purposes hereinbefore enumerated.

 
Article 2. Membership and Affiliation
2.1     Members in good standing are defined as those who have fully paid fees before evaluations to Zone 4 Softball for the current season up until the beginning of registration (December 1^st) for the following season; and those who have not been sanctioned by Zone 4 Softball for any reason.
2.2     Members shall consist of players and their families as well as duly elected directors of the Zone 4 Board of Directors and members of the coaching staff of any Zone 4 Softball team in the previous season.
2.3     Membership in Zone 4 Softball is open to any player residing in the boundaries of Zone 4 Softball as shall be set from time to time by the Saskatoon Minor Softball League (SMSL).
 
Article 3. Directors and Executive
3.1     The Executive of Zone 4 Softball shall consist of the following Directors:
 

• Commissioner
• Zone Coordinator
• Timbits Coordinator 1
• Timbits Coordinator 2
• Timbits Coordinator 3
• Fundraising Coordinator
• Secretary
• Treasurer
• Bingo Coordinator
• Equipment Manager 1
• Equipment Manager 2
• Communication and Social Media Coordinator
• Member(s) at Large (up to 4)

 3.2     Zone Committees
3.2.1 Evaluations Committee – Appointed by the Executive (minimum of 3 executive members for this committee)
3.2.2 Coaches Committee – Appointed by the Executive (minimum of 3 executive members for this committee)
3.2.3 Issues Committee – Appointed by the Executive (minimum of 3 executive members for this committee)
 
4. Terms of Office
4.1     The term of office for Zone Commissioner and Zone Coordinator shall be two (2) years.  The zone Commissioner shall be elected in odd years and the Zone Coordinator shall be elected in even years.  These positions will be recommended to the SMSL.
4.2     Other executive positions shall hold the following terms:
 

• Secretary – two (2) year term, elected at the Zone 4 Softball AGM in odd years
• Members(s) at Large – yearly
• Bingo Coordinator – two (2) year term, elected at the Zone 4 Softball AGM in even years
• Timbits Coordinator(s) – two (2) year term, elected at the Zone 4 Softball AGM (1 every odd year and 2 every even year)
• Communication and Social Media Coordinator – two (2) year term, elected at the Zone 4 Softball AGM in even years
• Equipment Managers – two (2) year term, elected at the Zone 4 Softball AGM (1 every odd year and 1 every even year)
• Treasurer – two (2) year term, elected at the Zone 4 Softball AGM in even years
• Fundraising Coordinator – two (2) year term, elected at the Zone 4 Softball AGM in odd years

 
5. Duties of the Executive
 
Zone Commissioner

• In accordance with SMSL, be responsible for management for softball in Zone 4 and attend all SMSL meetings
• With the Treasurer, have signing authority over all financial matters.  Two (2) signatures shall be required on all cheques
• Be a liaison between the zone and SMSL as per SMSL bylaws.
• Chair all zone meetings
• Be a facilitator on all zone committees

Zone Coordinator

• Attend all SMSL meetings with the Commissioner.
• Bring Zone issues, requests and recommendations forward for discussion at SMSL meetings
• Have all powers and perform all duties of the Commissioner in the absence of the Commissioner
• Coordinate communications with coaches and managers of Zone 4 teams
• Coordinate training clinics for all players
• Coordinate evaluations for all players
• Coordinate and book all facility times for training and evaluation times for the zone
• Coordinate the annual coach selection process with the Coaches Committee
• Will have signing authority on financial matters

 Secretary

• Record and distribute minutes from regular, special and annual meetings of Zone 4 Softball
• Look into and apply for all grants that would be available to Zone 4 Softball and its benefit
• Responsible for maintaining cloud-based file and records storage system on behalf of zone
• Carry out other duties as assigned

Fundraising Coordinator

• Coordinate fundraising for Zone 4 Softball
• Apply for and follow up with all permits that may be required for in relation to fundraising
• Carry out other duties as assigned

Treasurer

• Responsible for recording all finances (coming in or going out) of Zone 4 Softball bank accounts
• Prepare a budget for the upcoming year
• Together with Bingo Coordinator, prepare the yearly budget for Class B Bingo License application for submission to Saskatchewan Liquor and Gaming (SLGA)
• Provide Zone 4 Softball financial statements upon request of the Zone Commissioner or SMSL President
• Assist the Commissioner, Coordinator and Registration Coordinator in player registration process
• Prepare the yearly financial statements (fiscal year runs from October 1^st to September 30^th)
• Retain copies of the general fund and bingo fund financial records for three (3) years, counting back from the end of the most recent fiscal year-end.
• Together with the Bingo Coordinator, when requested by SLGA, attend an audit with all our financial records as requested by the Class B Bingo License
• Be one of the three (3) Directors authorized to have signing authority on all Zone 4 Softball bank accounts
• Pick up mail from the Phantoms Zone 4 mailbox:

• P.O. Box 53 Westgate, Saskatoon, SK, S7M 5V8

 
Equipment Manager(s) (2 Person Job)

• Responsible for the safe storage of all Zone 4 Softball equipment and uniforms
• Will organize equipment and coordinate a date for the handout (at the beginning of the season) and collection of (at the end of the season) all Zone 4 Softball equipment and uniforms
• Keep record of inventory of Zone 4 Softball equipment and uniforms
• Bring forward equipment and uniform budget recommendations to Zone 4 Softball Executive meetings
• Purchase equipment and uniforms as approved by the Zone 4 Softball Executive
• Carry out other duties as assigned

Communication and Social Media Coordinator

• Responsible for managing and updating our Zone 4 Softball (Phantoms) website on an ongoing basis
• Bring forward website recommendations to Zone 4 Softball Executive meetings
• Coordinate zone-wide registration for all divisions in the Junior Leagues for girls in Zone 4 Softball (Phantoms)
• Coordinate zone-wide registration for all divisions in the Timbits Leagues for boys and girls in Zone 4 Softball (Phantoms)
• Maintain a current and confidential address book of all Zone 4 Softball (Phantoms) members and past members who wish to be retained on the mailing list
• Coordinate all internal and external communication for Zone 4 Softball
• Build and maintain image library
• Actively publicize the Zone 4 Softball (Phantoms) and its teams to local and other media’s including social media (ie: Facebook, Instagram, Twitter, Tik Tok, etc.) as opportunities allow
• Carry out other duties as assigned

Member(s) at Large

• Attend all Zone 4 Softball Executive Board Meetings (Secretary and/or Commissioner should be notified prior to meetings if unable to attend)
• Put forth recommendations and input at all meetings to help the zone be more effective and efficient
• Volunteer to help on ad-hoc committees and in other areas where help is needed
• Work with and assist all Executive Board Members where and when needed
• Intervene, on behalf of Zone 4 Softball, in situations where zone integrity and interests are being jeopardized
• Be an active member of the Zone 4 Softball Committees
• Support SMSL hosted events where needed (tournaments, provincials, etc.)
• Carry out other duties as assigned

Timbits Coordinators (3 person job)

• Promote and coordinate Timbits league activities in Zone 4 Softball (Phantoms)
• Coordinate teams as players register
• Find and assign coaches to teams
• Arrange and host the Timbits coaches meeting at beginning of the year
• Assist in equipment handout and collection and coordinate with coaches and Equipment Managers on decided dates
• Carry out other duties as assigned

Bingo Coordinator

• Be responsible for coordinating all bingos for Zone 4 Softball (Phantoms)
• Be responsible for scheduling all teams to work bingos
• Be responsible for obtaining workers for bingos when teams are not available
• Be responsible for the bingo and licensing budge for the zone for the year
• Prepare and submit the Class B Bingo License application to SLGA annually

Evaluations Committee

• Determine evaluation drill structure for each junior age group 
• Determine criteria for evaluation
• Select evaluators
• Provide support to evaluators where needed during evaluations

Coaches Committee

• Develop a selection criteria for coaches including interview questions
• Interview each potential coach in each age group
• Provide a recommendation for a selection of coach for each team to the Coordinator
• Provide feedback as requested

Issues Committee

• Is selected by the Executive Members at time of issue depending on parties involved with the issue
• Will review the issue that has been brought forward and provide feedback and resolution to the Executive Members

 
6. Zone 4 Softball (Phantoms) Executive Board

• Should a current Zone 4 Softball (Phantoms) Executive Board member agree to sit for another two (2) year term, this needs to voted on by the zone members at the Annual General Meeting (AGM)
• A Zone 4 Softball (Phantoms) Executive position can be held by any person in good standing in the Zone 4 Softball zone
• Those wishing to sit on the Zone 4 Softball (Phantoms) Executive must be nominated by a zone member
• The person nominated as a Zone 4 Softball (Phantoms) Executive Board Member must accept and agree to sit on the Zone 4 Softball (Phantoms) Executive Board for two (2) years before the nominee vote takes place
• Those standing for elections must not have acted in a way which could be deemed to have jeopardized the good reputation, interests and integrity of Zone 4 Softball (Phantoms) Executive and members
• All new Zone 4 Softball (Phantoms) Executive Board members require a majority vote at the AGM – the nominee will leave the room for a show of hands vote
• The Zone 4 Softball (Phantoms) Commissioner has the authority to enforce a secret paper ballot for any or all new nominees, or those existing Executive Members nominated for another term.
• If a Zone 4 Softball (Phantoms) Executive position remains unfilled at the AGM, the Zone 4 Softball (Phantoms) Executive mail fill the position(s) at an executive meeting with Quorum present
• All role defined positions must be filled prior to filling the Member(s) at Large Positions
• Any executive member missing three (3) executive meetings each year will excused from their executive duties and will be required to pay their registration fee back to Zone 4 Softball
• Zone 4 Softball (Phantoms) Executive Board Members may be relieved of their role by way of:

• Resignation letter;
• Mutual agreement between the Executive Member and Executive Board; or
• A majority vote at an executive meeting or (AGM)

7. Meetings of the Executive

• Zone 4 Softball (Phantoms) Executive Meetings following the Annual General Meeting (AGM) shall be held monthly between October and April, with exception of December which can be optional, on dates decided by the Executive
• Quorum is required to pass motions at all Zone 4 Softball (Phantoms) Executive meetings

• Quorum is defined as the minimum required attendance required to conduct business at a meeting – Zone 4 Softball (Phantoms) defines Quorum as a minimum of 50% of Executive Members in attendance

 8. Annual Meetings of the Organization

• The purpose of the Zone 4 (Phantoms) Softball Annual General Meeting (AGM) is to provide an annual record of everything that has been done in the past year
• To secure Zone 4 Softball (Phantoms) Executive Board positions as per Zone 4 Softball bylaws
• Zone 4 (Phantoms) Softball AGM will be held in September of every year.

• Date, time and venue for the Zone 4 Softball (Phantoms) AGM will be sent, via email, to all Zone 4 Softball (Phantoms) members at least three (3) weeks in advance and posted on the website

• Zone 4 Softball (Phantoms) AGM will be chaired by the current Commissioner – in the Commissioner’s absence, the Zone Coordinator will chair
• All meeting minutes (Annual General and Executive Board Meetings) will be taken by the Secretary
• Zone 4 Softball (Phantoms) constitution amendments can only take place during the AGM
• If any votes are needed; motions require a mover and seconder
• The Commissioner will determine if the vote will be by a show of hands or secret paper ballot
• The Commissioner has a vote only in the event of a tie
• All Zone 4 Softball (Phantoms) members can have one (1) vote at the AGM and a maximum of two (2) votes per family
• Membership Quorum is not required AGM
• Decisions are determined by a majority vote of those present at the AGM
• A special General Membership (GM) meeting may be called to conduct business or communicate information requiring participation of the general membership.  As per GM meetings, date, time, venue and items to be discussed will be sent out three (3) weeks in advance of the meeting

 9. Reports

• The following annual reports will be presented (verbally) to all Zone 4 Softball (Phantoms) members at the Annual General Meeting (AGM) (hard copies will be given to the secretary):

• Commissioner’s Report
• Zone Coordinator’s Report
• Timbits Coordinator’s Report
• Phantom’s Night Coordinator’s Report
• Secretary’s Report
• Treasurer’s Report
• Bingo Coordinator’s Report
• Equipment Manager’s Report
• Registration Coordinator’s Report
• Communication and Social Media Coordinator Report

• Updates on these reports will be given at each Zone 4 Softball (Phantoms) Executive Board meetings

 
10. Phantoms Night Fundraiser

• Phantoms Night will be held on a date brought forward by the Fundraising Coordinator to the Executive and decided on by the Executive

 11. Championship Fund

• A Championship Fund will be maintained by the organization with the purpose of providing funds to assist teams that travel to Westerns and Nationals
• Each U15 and U17 player registering will be required to pay towards the championship fund the amount sown in the current fee schedule
• Any team which qualifies for Westerns or Nationals, and when Westerns or Nationals will be held outside of Saskatchewan, will receive an amount calculated as follows:

 
Assistance ($) + Round trip distance to tournament (KM)
                                                  X
    Championship Assistance Rate ($/KM)
 

• Where the Championship Assistance Rate is shown the current fee schedule

 
(The money collected for the Championship Fund will be recorded and tallied separately from the regular accounts so as to keep a running total of how much is available, and make adjustments to fees as needed)