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:
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
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.
4.1 Composition. The Board shall consist of the following Directors (collectively, the Executive):
4.2 Election & Terms. Directors are elected by the Members at the AGM for the terms below. Terms are staggered to promote continuity:
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.
5.1 Duties Generally. Officers shall perform the duties set out below and such other duties as the Board may assign.
5.2 Commissioner.
5.3 Zone Coordinator.
5.4 Secretary.
5.5 Treasurer.
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.
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:
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.
These bylaws take effect upon approval by the Members and filing as required by law.