Saskatoon Phantoms Fastball
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Saskatoon Zone 4 Phantoms Bylaws

Article 1 – Name & Purpose

1.1 Name. The name of the organization is Saskatoon Minor Zone 4 Softball. It may be referred to as Zone 4 Softball or Phantoms Zone 4 Softball, and is commonly known as Saskatoon Phantoms Fastball.

1.2 Purpose. The purposes of the Association are to:

  1. Promote the sport of minor softball within the Zone;
  2. Provide opportunities for girls and boys of Zone 4 to play softball; and
  3. Do such things as may be, from time to time, deemed appropriate by the Board to carry out these purposes.

Article 2 – Membership & Affiliation

2.1 Eligibility. Membership is open to any player residing within Zone 4 Softball boundaries as set from time to time by the Saskatoon Minor Softball League (SMSL), their families, duly elected directors of the Board, and members of the coaching staff of any Zone 4 team in the previous season.

2.2 Good Standing & Term. Members in good standing are those who have fully paid fees before evaluations for the current season and have not been sanctioned by the Association. Unless otherwise determined by the Board, membership runs until the beginning of registration (December 1) for the following season.

2.5 Voting. All Zone 4 Softball members have one vote, subject to a maximum of two (2) votes per family household. Voting by show of hands is the default


Article 3 – Meetings of Members

3.1 Annual General Meeting (AGM). The AGM shall be held each year in September, at a date, time and place (or by electronic means) determined by the Board.

3.2 Special General Meetings (SGM). The Board may call an SGM at any time. An SGM shall also be called upon a requisition of members as required by the Act.

3.3 Notice of Meeting. 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

3.4 Chair. The Commissioner shall chair meetings of members; in the Commissioner’s absence, the Zone Coordinator shall chair.

3.5 Decisions. Except where the Act, the Articles or these bylaws require a higher threshold, questions are decided by ordinary resolution of the votes cast at the meeting.

3.6 Minutes. The Secretary shall record minutes of all meetings of members.


Article 4 – Directors and Executive

4.1 Composition. The Board shall consist of the following Directors (collectively, the Executive):

  • Commissioner
  • Zone Coordinator
  • Secretary
  • Treasurer
  • Bingo Coordinator
  • Learn to Play Coordinator 1
  • Learn to Play Coordinator 2
  • Volunteer Coordinator
  • Coach Mentorship Coordinator
  • Equipment Manager 1
  • Equipment Manager 2
  • Communication & Social Media Coordinator
  • Fundraising Coordinator
  • Member at Large (2 positions)
  • Past Commissioner (ex officio, non‑director, non‑voting): serves in an advisory capacity only (see Article 6.13).

4.2 Election & Terms. Directors are elected by the Members at the AGM for the terms below. Terms are staggered to promote continuity:

  • Commissioner: 2‑year term, elected in odd years.
  • Zone Coordinator: 2‑year term, elected in even years.
  • Secretary: 2‑year term, elected in odd years.
  • Treasurer: 2‑year term, elected in even years.
  • Bingo Coordinator: 2‑year term, elected in even years.
  • Learn to Play Coordinator 1: 2‑year term, elected in odd years.
  • Learn to Play Coordinator 2: 2‑year term, elected in even years.
  • Volunteer Coordinator: 2‑year term, elected in odd years.
  • Coach Mentorship Coordinator: 2‑year term, elected in even years.
  • Equipment Manager 1: 2‑year term, elected in odd years.
  • Equipment Manager 2: 2‑year term, elected in even years.
  • Communication & Social Media Coordinator: 2‑year term, elected in even years.
  • Fundraising Coordinator: 2‑year term, elected in odd years.
  • Members at Large (2): each a 2‑year term, with one elected in odd years and one in even years.

4.4 Nomination & Acceptance. Nominees must be Members in good standing, be nominated by a Member, and accept the nomination before the vote takes place.

4.5 Election Procedure. Elections shall be by show of hands unless a ballot is demanded by the chair or any member. A majority of votes cast elects. 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.

4.6 Meetings of the Board. The Board shall meet monthly between October and April (December optional) and otherwise as determined by the Board or the Commissioner.

4.7 Board Quorum. Quorum for Board meetings is 50% of Directors then in office.

4.8 Voting at Board. Each Director has one vote. The Commissioner votes only in the event of a tie. Questions are decided by majority of votes cast.


Article 5 – Duties of the Executive

5.1 Duties Generally. Officers shall perform the duties set out below and such other duties as the Board may assign.

5.2 Commissioner.

  • Responsible, in accordance with SMSL, for management of softball in Zone 4 and attends SMSL meetings;
  • Liaison between the Association and SMSL;
  • Chairs Board and members’ meetings;
  • Facilitates zone committees;
  • Has signing authority on financial matters;
  • Votes only in case of a tie at Board meetings.

5.3 Zone Coordinator.

  • Attends SMSL meetings with the Commissioner;
  • Brings Zone issues and recommendations to SMSL;
  • Acts in the absence of the Commissioner;
  • Coordinates communications with team staff;
  • Coordinates training clinics, player evaluations, facility bookings, and coach selection with the Coaches Committee;
  • Has signing authority on financial matters.

5.4 Secretary.

  • Records and distributes minutes of Board, special and annual meetings;
  • Applies for grants;
  • Maintains cloud‑based records and the register of members;
  • Carries out other duties as assigned.

5.5 Treasurer.

  • Records all Association finances; prepares annual budget;
  • With the Bingo Coordinator, prepares the Class B Bingo Licence budget for SLGA;
  • Provides financial statements upon request of the Commissioner or SMSL President;
  • Assists with player registration;
  • Prepares year‑end financial statements (fiscal year October 1–September 30);
  • Retains copies of general and bingo fund records for three (3) years from the most recent fiscal year‑end;
  • With the Bingo Coordinator, attends SLGA audits as requested;
  • Is one of three Directors authorized as signing authorities;
  • Collects mail from: P.O. Box 53 Westgate, Saskatoon, SK, S7M 5V8.

5.5 Fundraising Coordinator. Coordinates fundraising (including Phantoms Night), permits, and related activities.

5.6 Volunteer Coordinator. Coordinates/schedules volunteers for Zone and SMSL activities; keeps records of team staff; other duties as assigned.

5.6 Coach Mentorship Coordinator. Leads coach training and development; other duties as assigned.

5.7 Equipment Managers (2). Manage storage, inventory, handout/collection of equipment and uniforms; propose budgets; purchase approved equipment.

5.8 Communication & Social Media Coordinator. Manages website and communications; coordinates zone‑wide registration (Junior and Learn to Play); maintains confidential mailing list; publicizes the Association; maintains an image library.

5.9 Bingo Coordinator. Schedules and coordinates all bingos; obtains workers; prepares and submits SLGA Class B Bingo Licence annually and related budgets.

5.10 Past Commissioner (ex officio). Provides advice and support to the Board. Non‑director, non‑voting.

5.11 Members at Large (2). Attend Board meetings; contribute to committees and activities; support SMSL events; intervene on behalf of the Association where integrity or interests are at risk; other duties as assigned.

5.12 Committees.

  • Evaluations Committee – appointed by the Board; minimum of three (3) executive members; determines drills, criteria, and evaluator selection and support.
  • Coaches Committee – appointed by the Board; minimum of three (3) executive members; develops coach selection criteria and interviews; recommends coach appointments.
  • Issues Committee – appointed by the Board as needed (membership selected considering parties involved); reviews issues and recommends resolution to the Board.

Article 6 – Elections & Governance Practices

6.1 Nominations/Elections at AGM. Individuals wishing to stand for election must be nominated by a Member and accept the nomination prior to voting. Those standing must not have acted in a way that jeopardizes the good reputation, interests, or integrity of the Association.

6.2 Unfilled Positions. If a position remains unfilled at the AGM, the Board may fill it at a Board meeting with quorum present.

6.3 Executive Registration Reimbursement. Each Director who fulfills their executive responsibilities through the season is eligible to receive one (1) full player season registration reimbursement for their own child, payable at the end of the season.

6.4 Removal of Executive: 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)

Article 9 – Programs & Policies 

9.1 Phantoms Night Fundraiser. Held on a date recommended by the Fundraising Coordinator and approved by the Board.

9.2 Championship Fund. The Association maintains a Championship Fund to assist teams that travel to Westerns and Nationals. Each U15 and U17 player pays the amount shown in the current fee schedule. Where a team qualifies for Westerns or Nationals held outside Saskatchewan, the team will receive an amount calculated as follows:

Assistance ($) = (Round‑trip distance to tournament in KM) × (Championship Assistance Rate $/KM)

The Fund shall be tracked separately from general accounts and adjusted as needed through the fee schedule.

Article 10 – Effective Date

These bylaws take effect upon approval by the Members and filing as required by law.