PART 1 Definitions and Interpretation
1.1. Definitions
“Act” means the Societies Act of British Columbia as amended from time to time.
“Board” means the Directors of the Society.
“Bylaws” means these Bylaws as altered from time to time.
“Society” means, “the Association”, or “Sparwood Minor Ball”.
“Registered Address” means the Member’s Address.
“Member” as defined in Part 2 of these Bylaws.
1.2. The definitions in the Act apply to these Bylaws.
1.3. If there is a conflict between these Bylaws and the Act or the regulations under the Act,
the Act or the regulations, as the case may be, prevail.
PART 2 Members
2 Members
2.1. The following persons are members of the Society:
a) Above the age of 18 years of age.
b) All parents and legal guardians of the registered players, who have paid the
required membership fees.
c) Elected and appointed members of the Board are automatically members of
Sparwood Minor Ball for their term of office.
d) Any person who applies to become a member and is approved by the Board.
e) Any person invited and approved by the Board.
2.2. Membership shall be valid for one year, renewing with registration of the following year.
2.3. Membership dues shall be assessed and determined annually by the Board.
2.4. Every member must uphold the constitution of the Society and comply with these
Bylaws.
2.5. Sparwood Minor Ball reserves the right to deny any membership by a majority vote of
the Board. Any member, upon a majority vote of the Board, may be expelled from
membership for any cause which the Board may deem reasonable.
2.6. All members in good standing may vote at the Annual General Meeting or any General
Meeting as decided upon by the Board.
2.7. A person shall cease to be a member of the Society:
a) Upon delivering their resignation in writing to the Secretary.
b) On their death.
c) Upon expiry of his/her term of membership.
d) On expulsion, for conduct deemed improper or for willfully committing a breach
of the Bylaws of the Society or its adopted policies.
2.8. A person not in good standing may not be a voting member at any meetings.
PART 3 Meetings
3 Meetings
3.1. Annual General Meeting shall be held annually prior to registration.
3.2. General meetings shall be held at the time and, if applicable the place the Board
determines.
3.3. At a general meeting, the following business is ordinary business:
a) Adoption of rules of order.
b) Consideration of any financial statements of the Society presented to the
meeting.
c) Consideration of the reports, if any, of the directors or auditor.
d) Election or appointment of directors.
e) Appointment of an auditor, if any.
f) Business arising out a report of the directors not requiring the passing of a
special resolution.
3.4. A notice of a general meeting must state the nature of any business, other than ordinary
business, to be transacted at the meeting in sufficient detail to permit a member
receiving the notice to form a reasoned judgment concerning that business.
3.5. A chair must be present to complete the meeting, this may be held by either the
president or the vice-present.
3.6. Business, other than the election of the chair of the meeting and the adjournment or
termination of the meeting, must not be transacted at a general meeting unless a
quorum of
voting members is in attendance.
3.7. The quorum for the transaction of business at a general meeting is 3 voting members, or
10% of the voting members, whichever is greater.
3.8. If within 30 minutes from the time set for holding a general meeting, a quorum of voting
members is not in attendance,
a) in the case of a meeting convened on the requisition of members, the meeting
is terminated.
b) in any other case, the meeting stands adjourned to the same day in the next
week, at the same time and , if applicable, place, and if, at the continuation of the
adjourned meeting, a quorum is not present within 30 minutes from the time set
for holding the continuation of the adjourned meeting, the voting members who
are present constitute a quorum for that meeting.3.5 Voting must be through a
show of hands, an oral vote, or another method that adequately discloses the
intention of the voting members.
3.9. The chair of the meeting must announce the outcome of each vote and that outcome
must be recorded in the minutes of the meeting.
3.10. If, at any time during a general meeting, there ceases to be a quorum of voting
members present, business then in progress must be suspended until there is a quorum in
attendance or until the meeting is adjourned or terminated.
3.11. Voting by proxy is not permitted, however voting may occur through writing if attendance
cannot be made.
3.12. The order of business at a general meeting is as follows:
a) Determine that there is a quorum.
b) Approve the agenda.
c) Approve the minutes from the last general meeting.
d) Deal with unfinished business from the last general meeting.
PART 4 Directors
4 Directors
4.1. The Society shall be governed by a Board of at least three (3) individuals.
4.2. The Board should consist of:
a) President
b) Vice-President
c) Secretary
d) Treasurer
e) Umpire Coordinator
f) Coach Coordinator
g) Registration Coordinator
h) Scheduling Coordinator
I) Social Media Coordinator
4.3. People may hold more than one position at a time but require a minimum of 3 individual
people.
4.4. Positions are elected and voted upon by voting members, during the annual general
meeting.
4.5. If a vacancy persists following the annual general meeting, board members can be voted
in by the Board either:
a) During a Board Meeting
b) In writing with 50% of board member approval.
4.6. Positions on the board must be re-elected and voted in every other year as per the
following:
a) Odd years: President, Secretary, Umpire Coordinator, Coach Coordinator,
Social Media Coordinator
b) Even years: Vice-President, Treasurer, Registration Coordinator, Scheduling
Coordinator
4.7. A position may be held by more than one person, as agreed upon by the Board.
4.8. A director may be removed before the expiration of his or her term of office by a majority
vote from the Board due to:
a) Not fulfilling their duties.
b) Receipt of their resignation.
4.9. The Board may, at any time, appoint a member as a director to fill a vacancy that arises
on the Board as a result of the resignation, death or incapacity of a director during the
director’s term of office.
4.10. A director appointed by the Board to fill a vacancy ceases to be a director at the end of
the unexpired portion of the term of office of the individual whose departure from office
created the vacancy.
PART 5 Board Positions
5 Board Positions
5.1. The President shall:
a) Chair and preside at all ball board meetings.
b) Attend majority of meetings for regional league ball.
c) Be the spokesperson for the Society.
d) Manage and supervise the affairs and operations of the Society.
e) The President has no authority to act unless voted upon by the Board.
5.2. The Vice-President shall:
a) Chair meetings when the President is unable to attend.
b) Attend meetings for regional league ball in the event the President is unable to
attend.
c) Fill in for the President in the event they are no longer able to exercise their
President duties.
d) Attend majority of ball board meetings
5.3. The Secretary shall:
a) Attend the majority of Board meetings.
b) Intake all reports, take minutes of all Board meetings and distribute to the
Board.
c) Keep records of the Society in accordance with the Act.
d) File the annual report of the Society and make any other filings with the
registrar under the Act.
e) In the absence of the secretary from a meeting, the Board must appoint
another individual to take meeting records.
5.4. The Treasurer shall:
a) Attend the majority of Board meetings.
b) Receive and bank monies collected from the members or other sources.
c) Keep accounting records in respect of the Society’s financial transactions.
d) Preparing the Society’s financial statements.
e) Making the Society’s filings respecting taxes, as applicable.
f) Be responsible for maintaining the active subscription to registration software,
Sparwood Minor Ball domain host and mail box.
5.5. Umpire Coordinator
a) Attend the majority of Board meetings.
b) Recruit umpires for home games.
c) Coordinate with the treasurer, to ensure umpires are paid for their time.
Amount umpires to be paid will be determined by the Board.
5.6. Coach Coordinator
a) Attend the majority of Board meetings.
b) Provide coaches with resources and documentation as required.
c) Support development of coaches.
d) Support Registration Coordinator with finding coaches for each team.
5.7. Registration Coordinator
a) Attend the majority of Board meetings.
b) Determine registration software to be utilized for registration.
c) Coordinate with Treasurer to ensure offline payments have been received.
d) Assign registrants to teams, as applicable.
e) Work with Coach Coordinator to assign coaches and staff to each team.
5.7 Scheduling Coordinator
a) Attend the majority of board meetings
b) Schedule/book all indoor training
c) Schedule/book all outdoor practices and games
d) Work with treasurer to ensure all indoor training/practices/game field time
payments have been received.
e) Ensure all field requirements for all age levels are met.
5.8 Social Media
a) Attend the majority of board meetings
b) Ensure that the Sparwood Minor Ball has appropriate advertising for all teams.
c) Advertise online and/or by press for the Society for any Special Meetings,
Annual General Meetings, etc.
d) Keep the social media platforms current and relevant with Society information.
PART 6 Directors’ Meetings
6 Directors’ Meetings
6.1. A directors’ meeting may be called by the president or by any 2 other directors.
6.2. At least 2 days’ notice of a directors’ meeting must be given unless all the directors
agree to a shorter notice period.
6.3. The accidental omission to give notice of a directors’ meeting to a director, or the non-
receipt of a notice by a director, does not invalidate proceedings at the meeting.
6.4. The directors may regulate their meetings and proceedings as they think fit.
6.5. The quorum for the transaction of business at a directors’ meeting is a majority of the
directors.
6.6. Each director is authorized to exercise one vote. At all meetings of the Board, every
question shall be decided by Board Resolution. In case of an equality of votes, a revote may be
required with additional information being provided to come to a resolution.
PART 7 Financial Matters
7 Financial Matters
7.1. The Treasurer, President and one other director shall have signing authority for the
Society.
7.2. The Treasurer may reimburse directors or members upon submission of receipt by e-
transfer, or cheque.
7.3. All assets secured will remain with the Society and will be dispersed as necessary if the
Society has dissolved. Assets would be sold and dispersed as the Board determines.
7.4. The Treasurer shall present an annual financial statement, typically at the annual
general meeting with income and expenditures, assets and liability of the Society’s.
PART 8 Remuneration of Directors and Signing Authority
8 Remuneration of directors
8.1. These Bylaws do not permit the Society to pay to a director remuneration for being a
director, but the Society may, subject to the Act, pay remuneration to a director for
services provided by the director to the Society in another capacity.
8.2. A contract or other record to be signed by the Society must be signed on behalf of the
Society either:
a) By the president, together with one other director,
b) The president is unable to provide a signature, by the vice-president together
with one other director,
c) If the president and vice-president are both unable to provide signatures, by
any 2 other directors, or
d) In any case, by one or more individuals authorized by the Board to sign the
record on behalf of the Society.