STRATFORD MINOR GIRLS SOFTBALL ASSOCIATION
BOX 23047
STRATFORD, ONTARIO
N5A 7V8
PRESIDENT SECRETARY
Cheryl Fountain James Chappel
519 272-6270 519 801-6075
CONSTITUTION
RULES & BY-LAWS
2023-2024
CONSTITUTION
ARTICLE 1 NAME
This organization shall be known as the Stratford Minor Girls Softball Association, hereinafter referred to as the Association.
ARTICLE 2 OBJECTIVES
The objects of the Association shall be:
a) To foster, encourage, promote and supervise softball for girls in the City of Stratford, Province of Ontario, between the ages of 4 and 21 as of January 1st of each year in accordance with the standard and under the rules presented by the Canadian Amateur Softball Association and as amended for House League and All-Star teams by the Association.
b) To encourage good sportsmanship, team play and good citizenship amongst the participants.
c) To offer good leadership and training by the volunteers, directors, officers and members who should bear in mind that the attainment of unusual athletic skills, of the winning of games is secondary to the prime purpose of providing a healthy competitive environment in which the ideals of good sportsmanship, honesty, loyalty and reverence will encourage the development of participants into being better citizens.
d) To institute and regulate competitions for championships in House League and All-Star.
ARTICLE 3 EXECUTIVE OFFICERS
a) The officers of the Association shall consist of the following:
Immediate Past President
President
1st Vice President
2nd Vice President
Secretary
Treasurer
b) A minimum of 12 or a maximum of 16 Directors are to be elected and one (1) Representative from each All-Star or Travel Team is to be appointed at the Annual Meeting held in October of each year. Should the required number of Executive or Director Members not be elected at the Annual Meeting, they may be appointed at a later date by the Board.
c) Honorary lifetime memberships are reserved for individuals that have demonstrated long and continued service to the Association. The lifetime membership status is obtained through a yearly nomination process. The Association will seek nominations from its Executive and Board from Directors from September 1st to 30th. Each nomination submitted will contain a resume of the nominee and the name of the person submitting the nomination. Nominations will be voted on at the regular October Board meeting. The honorary lifetime member shall have voting rights in all Association matters and access to minutes of all Board meetings.
ARTICLE 4 POWERS OF EXECUTIVE
a) Officers elected at the Annual Meeting shall take office on the day following the A.G.M. Director positions to be established by the December monthly meeting.
b) Have control of the affairs of the Association.
c) Have power to fill any vacancies which occur in its number or to increase the number of Directors at large, but only to the extent that the full Executive shall not exceed 22 members not including one (1) representative from each All-Star or Travel Team.
d) Have power to amend or alter the playing rules of the House League.
e) Have power to discipline any team player, coach, manager, umpire or any other member of the Association who does not abide by our Constitution, House League or Rep rules, pending a hearing.
ARTICLE 5 DUTIES OF OFFICERS
a) The IMMEDIATE PAST PRESIDENT shall be the retiring President who shall serve in an advisory capacity and shall be entitled to cast one vote.
b) The PRESIDENT shall preside at all Executive Board, Board of Director, Emergency and General Meetings of The Association. He/She shall conduct the business of the Association in a proper manner required by the Constitution and in case of an equality of votes, the President (or Chairman) shall be entitled to a second or casting vote.
c) The 1ST VICE PRESIDENT will aid the President whenever possible and will be responsible for the enforcement of the Constitution, in the absence of the President he/she will assume all duties relating to the position. Either the President or the1st Vice President must be in attendance at any meeting for that meeting to be a recorded meeting.
d) The 2ND VICE PRESIDENT shall be responsible for officiating as Chairman at all Special Committee Meetings and shall have the power to appoint any other member of the Executive in his/her absence. Also he/she shall be responsible for the organization and execution of instructional clinics for the players prior to the commencement of the regular season.
e) The SECRETARY will keep accurate records of all meetings and such business dealings with the Association. The Secretarywill be responsible for notifying all Executive Officers and Directors of upcoming meetings. The Secretary shall also be responsible for administering the petty cash account. He/she will receive and reply to all correspondence pertaining to the business of the Association.
f) The TREASURER shall keep a correct account of all financial dealings of the Association with all funds received, to be deposited as directed, in the name of the Association. The Treasurer shall arrange to submit a Treasurer's Report at each Executive Meeting of the Association. The Treasurer shall pay all Association expenses by cheque. The Treasurer must sign all cheques from the general account, co-signed by the President, 1st Vice President or Secretary. The Treasurer must sign all cheques from any other account, co-signed by the Director in charge of appropriate committee or designated other. Cheques must not be signed by two members of the same family. ie. Husband & Wife, Brother & Sister. In the case of this conflict, the Treasurer must sign cheques, and they must be co-signed by another member of the Executive.
The Treasurer will assume the position in November of the current year. This will enable the outgoing Treasurer to finish off the books for that year and a new person does not have to assume this duty.
ARTICLE 6 DUTIES OF DIRECTORS
a) DIRECTOR - REGISTRATIONS (REGISTRAR) He/She will make all the necessary arrangements for S.M.G.S.A. registrations.
b) DIRECTOR - UMPIRE-IN-CHIEF Shall be responsible for the organizing and administering the umpires for the House
League and Rep teams. In the event umpires from an outside organization are used for Rep games and /or tournaments, the rate charged, must be submitted to the Association. This will include all regular season games, play-off games and tournaments organized by the Association. They will act as Chief Co-ordinating Umpire for all divisions. They shall maintain records for payment, and also be responsible for finding sufficient umpires for the Association.
c) DIRECTOR – CONVENORS HEAD CONVENOR:
Shall be responsible for setting up the master schedules for the different divisions ie. Mite diamonds and times, Squirt diamonds and times, Novice diamonds and times, Bantam diamonds and times. This will include rain-out dates for each division plus Fun and Play-off tournament weekends. He/she will be fully responsible for the Rep schedule and coaches will contact the Head Convenor for Re-scheduling of any rained-out or postponed games. He/she will also be responsible for all practice diamond allotments. They should also be the chair of the Coaches’ Selection Committee. The Coaches’ Selection committee should consist of up to four (4) other Board of Directors of the association, along with a minimum of two (2) non-association members, subject to the board approval. No member of the committee shall be involved in the interviews or selection of any rep coaches for any division that their child(ren) play or coach in. No proxy votes. he Coaches’ Selection Committee will recommend to the board their selection for coach. The board will accept the committee’s recommendations.
They shall also be responsible for disturbing at the end of the season to all members a parent & player survey. These surveys will be given to the Coaches Selection Committee prior to interviews.
d) DIRECTOR - EQUIPMENT
He/she will be responsible for the purchasing and tendering (a minimum of two (2) quotes) of all equipment as approved by the Executive. It is also his/her duty to collect all uniforms and equipment from the Coaches at the end of the season and to store such equipment. It will also be his/her duty to purchase and maintain first-aid supplies.
e) DIRECTOR - PUBLICITY
He/she will be responsible for all advertising of the Association to the newspaper and radio. He/she will also submit a slate of officers for the elections at the Annual Meeting. The Director of Publicity will also be responsible for notifying the President of the Stratford Minor Sports Council Inc. and two (2) unaffiliated people of Stratford Minor Girls Softball, as scrutineers, conduct and count votes respectively for the election of officers portion of the Stratford Minor Girls Softball Association Annual General Meeting. If the President of Minor Sports Council is unable to attend, their 1st Vice President must take this position, and if the 1st Vice is not available then their 2nd Vice President must conduct the election of officers.
f) DIRECTOR - PLANNING (Anne Hathaway Improvement Committee)
He/she will be responsible along with the committee to discuss future plans for S.M.G.S.A. with the Kiwanis Club and the Recreation Director. They will also be responsible for writing away for any Grants the Association may be interested in or eligible for.
g) DIRECTOR - BANQUET & AWARDS
He/she will be responsible to collect all trophies from previous year, purchase trophies and crests to be presented at the Annual Awards Day or Banquet. It will be necessary to form a committee to assist with the Annual Banquet. This will also include the purchasing of trophies or similar awards for all tournaments. It will be their responsibility to arrange for banquet (if applicable) and collect all the voting data from the coaches or the Executive etc. Two (2) estimates must be presented to the Association prior to the purchase of any awards. All voting data must be kept and put into the S.M.G.S.A. storage of records.
h) DIRECTOR - SPONSORS & COACHES
It will be necessary to form a committee selected by the Directors from the Board. They will be responsible to contact previous sponsors and new sponsors if required. The will review the list of previous coaches as well as new coaches if required, for all House League teams in the Association. Any new coach to the Association must supply the Board with three (3) personal references. It will be necessary to evaluate all Coaches in the Association during the year and submit these for future reference.
i) DIRECTOR - ALL-STAR 'in house' COMMITTEE
It will be necessary to form a committee from the Board. They will be responsible to contact previous travel teams sponsors and new sponsors if necessary. They will advertise in August of each year for coaches for the following season. Their recommendations must be submitted to the Association prior to any coaches being appointed to a team. They will also be responsible for any Clinics for the travel teams.
j) DIRECTOR - CONCESSION BOOTH
It will be their responsibility for the operation of the concession booth during the week (when games are scheduled) and all week-end tournaments. It will be necessary to form a committee and auxiliary to insure that sufficient help is available. A bank account must be set up with two members of this committee as cheque co- signers. A journal must be kept. A financial statement and inventory must be submitted to the Board at the last monthly meeting for that particular season, and all profits at that time turned over to the general account.
k) DIRECTOR - FUND RAISING
1. GENERAL
A committee must be formed and it will be their responsibility to conduct all fund raising events entered into by the Association. No team will be eligible to undertake any fund raising without prior consent of the Association. All funds as raised will be turned over to the general account. A financial statement must be submitted to the Board at the last monthly meeting for that particular season.
2. LICENCED FUND RAISING
It will be their responsibility for the operation of any licensed fundraising undertaken by the Association. Separate bank account(s) must be set up in accordance with the Lottery Licence Rules. The Treasurer will be responsible for keeping a set of books for this account. All money derived must be turned over to the Treasurer as soon as possible. The Treasurer must sign all cheques and they must be co-signed by the Director OR designated other. A financial report must be submitted at each Executive meeting of the Association. It will be necessary to form committee to insure sufficient help is available
The SMGSA’s fundraising form must be filled out and presented to the board for approval before the fundraising has begun.
l) DIRECTOR - BINGO AND/OR NEVADA
It will be their responsibility for the operation of any Bingo and/or Nevada undertaken by the Association. Separate bank account(s) must be set up in accordance with the Lottery Licence Rules. The Treasurer will be responsible for keeping a set of books for the Bingo and/or Nevada account(s). All money derived must be turned over to the Treasurer as soon as possible. The Treasurer must sign all cheques and they must be co-signed by the Director OR designated other. A financial report must be submitted at each Executive meeting of the Association. It will be necessary to form a committee to insure sufficient help is available.
m) DIRECTOR - DIAMOND MAINTENANCE
It will be his/her responsibility to find individuals to lime all the necessary diamonds and to set up a record for payment.
n) DIRECTOR – SCOREKEEPERS
It will be his/her responsibility to obtain official scorekeepers for tournaments and play-offs as directed by the Association.
o) DIRECTOR - BLAST BALL and T BALL
He/she will be responsible for the organizing and administration of these Divisions. It will be necessary to find suitable coaches, arrange teams and set up a schedule to encompass both practice and game times. It will also be your responsibility to see that the rules and regulations as set forth by S.M.G.S.A. are adhered to by all coaching staff. It will also be your job to keep stats and submit such to the media.
p) DIRECTOR - ROOKIE BALL
He/she will be responsible for the organizing and administration of the Rookie Ball Division. It will be necessary to find suitable coaches, arrange teams and set up a schedule to encompass both practice and game times. It will also be your responsibility to see that the rules and regulations as set forth by S.M.G.S.A. are adhered to by all coaching staff. It will also be your job to keep stats and submit such to the media.
q) DIRECTOR – GRASS ROOTS
He/she will have duties that include:
a) Liason for Rookie Ball Teams to SMGSA Board.
b) Would set up teams based on Registration numbers.
c) Would qualify coaches based on parents of players.
d) Would contact parents with information regarding the upcoming season and any events that are happening.
r) DIRETOR – PARENT REP FOR TEAMS
He/she will have duties that include:
a) Help teams with fundraising.
b) Attend monthly board meeting as required or if coach cannot attend the meeting.
c) Report any feedback to Coach or Coaches from players or parents. If required report any issues to the Director of Coaching as they see needed.
d) Hand out Coaches evaluation by July 15 and return all completed forms to the Director of Coaching by August 31 of the current season.
ADDENDUM
All Directors are expected to attend as many softball games as possible during the regular season and play-off games and to give both support, advise, or direction should the need arise. All Directors may ask as many people from the Association as they wish, to serve on their committee. Committees must be set up for Banquet & Awards, Planning and Fund Raising.
ARTICLE 7 MEETINGS
a) A regular monthly Board of Directors Meeting must be held during the year. In the event a member of the Board is absent from three (3) successive regular monthly meetings (excluding work commitments or sickness) he/she shall cease to be a member and is to be automatically replaced at the discretion of the Executive. The Agenda of the Meeting will follow the criteria of “Business Arising from Minutes, Treasurer’s Report, Nevada Report, New Business, Legal & Personnel (L&P) and Reports”. Any other Special Meeting may be called at any time by two (2) members of the Executive Committee, but they must do so on approach to the President. Regular monthly meetings are not open to the general membership. Individuals may be invited, to deal with isolated situations, upon notice to the Secretary.
b) An Annual General Meeting shall be called once per year during the month of October. It shall be an open meeting with all registered members in attendance eligible to vote. (Voting age is 15 years and older).
c) The outgoing Executive will receive at the last monthly meeting of the Board prior to the Annual General Meeting, from the Director of Publicity, a list of candidates who are willing to allow their names to stand for office in the Association. If for some reason they cannot attend the Annual General Meeting, their attentions should be put in writing and handed to the Publicity Director. Further nominations are to be requested from the floor.
d) Six (6) voting members of the Executive shall constitute as quorum at any Executive, General or Annual General Meeting, so long as either the President or Vice President is in attendance.
e) A coach from any House League or All-Star team is welcome at any general meeting of the Association upon notice to the Secretary and will be entitled to one (1) vote per team on matters pertaining to By-Laws and Rules of Play of the Association.
f) Notice of the Annual General Meeting shall be published in at least one local newspaper at least once during the month prior to the meeting date.
g) The Constitution cannot be amended or revise in any way other than by Notice of Motion presented at an Annual General Meeting, of which notification must be made in writing to the
ARTICLE 8
1. Job descriptions for Rep Team Managers, Coaches, Assistant Coaches and Trainers will be according to the National Coaching Certification Program.
2. All Rep Team Managers, Coaches, Assistant Coaches an Trainers will be certified according to the P.W.S.A. rules.
3. For insurance purposes, no team within S.M.G.S.A. will be insured for any extra-curricular functions.
4. Rep Coaches for U9, U11, U13, U15, U17, U19, U23 will be appointed at the September meeting of each year.
5. Try-outs for the U9, U11, U13, U15, U17, U19, U23 teams will take place in September of the current year, for the following year.
6. Tryouts will take place again in the spring of each year for all Rep teams.
7. Any Rep Team must obtain approval from the Board for any practice, fund-raiser, clinic etc. that they should want to entertain during the period from September 1st of the current year to May 1st of the following year.
8. One person, be it a Coach or Parent Rep. from each travel team must be elected or appointed to the Board of Directors in October of each year.
9. Refunds:
Anyone who quits after the season starts (Coach’s Meeting in April) will receive a 50% refund of the portion of the fee that the Association maintains. For anyone who quits after fifty percent of their season is over receives no refund. Exception to be made for injury. The Association will automatically charge a $15.00 administration fee for players that are cut from try-outs and do not wish to stay in our system or for anyone who quits prior to the coach’s meeting.
10. Registration: Any travel team player not paid in full by April 1st of thecurrent year will not be allowed at try-outs or games until paid.
Exception:Junior to be paid in full by June 15th of the current year.
11. Zero Tolerance for Violence in Recreation Facilities
Policy: Physical violence or verbally abusive behavior will not be tolerated, before during or after all programs. The City of Stratford and Recreation Department in conjunction with all Minor Sports Associations is committed to maintaining a safe and positive atmosphere at each recreation facility. This in accordance with the Occupiers Liability Act, the Workers Health and Safety Act and the Trespass to Property Act. Any player, coaches and staff, parent, or executive deemed in violation will be brought before the board for a hearing and or possible suspension.
12. All teams in S.M.G.S.A. MUST have a team picture taken. House League teams will have theirs done during the Fun tournament each year and the Rep teams will be done Prior to their first game in their home tournament regardless of the number present at picture taking time.
13. If S.M.G.S.A. is fielding any teams in the Huron-Perth League during the ball season, someone off the coaching staff has to sit on the board for the summer months of May to September.
SOFTBALL - SPECIFIC HIV PREVENTION: Softball Canada policy
endorsed by P.W.S.A. on April 16, 1994.
Prevention of bloody injuries includes the use of appropriate safety and protective equipment. Protective equipment should be designed and maintained to prevent bloody injuries.
Dealing with a Bloody Wound:
If bleeding occurs where other participants, (including the official(s) of the game) may be exposed to blood, the individuals participation must be interrupted until the bleeding has stopped. The amount of time taken to treat the wound should be left to the umpire. The player may have to leave the game and have a substitute take the place of the injured athlete until the bleeding stops. The wound must both be cleansed with antiseptic and securely covered before the athlete can return to the game. If no substitute is available, and a reasonable amount of time has been given for the injured athlete to be treated and meet the requirements to return to the game, the game is considered a forfeiture.
All clothing soiled with blood must be replaced prior to the athlete resuming training for competition. If any part of the uniform is soiled with blood, have the athlete exchange it regardless whether it may be jersey, undershirt, or pants (shorts). Note that there will be no violation for wearing a replacement uniform of a different team colour. Clothing soiled with blood or other body fluids must be washed in hot soapy water.
All equipment and surfaces (especially note softballs) contaminated with blood and other body fluids should be cleaned with a solution of one part household bleach to nine parts water. This solution should be prepared fresh daily. While cleaning blood or other body fluid spills, the following must be done:
wear waterproof gloves,
wipe up fluids with paper towel or disposable cloths,
disinfect the area if required,
place all soiled waste in a plastic bag for disposal,
remove gloves and wash hands with soap and water.
Other wounds including abrasions, blisters, and all skin lesions and rashes on athletes, coaches and officials should be reviewed by medical personnel. All wounds, blisters, skin lesions, rashes, must be confirmed as non infectious and be securely covered prior to the athlete starting or continuing participation.
It is also recommended for general prevention that sport participants travelling should confirm the medical precautions and personnel available for each destination. For further information on HIV and AIDS, contact your doctor, your public health unit or community health centre, your community AIDS organization, or the Canadian Public Health Association.
S.M.G.S.A. HOUSE LEAGUE RULES
U7, U9, U11, U13, U15, U17, U19 and U21 HOUSE LEAGUE CONVENOR:
Shall be responsible for setting up their house league schedule according to the master schedule draft. Coaches will contact the convenor in their division for any rained-out or postponed games. He/she will contact the Head Convenor once rain outs have been rescheduled. He/she will draft their divisions Fun and/or Play-off tournament schedule which must be submitted to the Board for approval prior to it becoming effective. The Convenor will also be the statistician for his/her division of play and will be responsible to submit stats to the local media once every four (4) weeks. It will also be at the discretion of that divisions Convenor to allow bringing up of a player(s) in House league only, from a level directly below, for play-off purposes.
1. Uniforms
a) A call up player is to wear her own team sweater.
2. Player Ageq
a. Player ages as of January 1 of the current year:
U7 6 years and under
U9 8 years and under
U11 10 years and under
U13 12 years and under
U15 14 years and under
U17 16 years and under
U19 18 years and under
b. Fees to paid to the treasure by April 1st, all Registration fees to be paid prior to the player starting any indoor work
3. New Coaches
As of the 1996 season new coaches (have not coached in our Association before) will be required to supply three (3) character references.
4. Preseason Responsibilities
a) A coaches meeting will be held at the start of the season for coaches in each division. If additional meetings are required during the season coaches will be contacted.
5. Home Team Coach
a) The home team coach of the last game of the day is responsible to pull the bags and put them in the lime room.
b) The home team coach is responsible for determining if a game will be cancelled because of rain. The home team coach is responsible for contacting the:
league convenor
opposing team coach
umpire-in-chief
all players on the team
the booth convenor
c. Huron Perth teams can use their own practice nights or any opening in the schedule to reschedule rainouts. Every team is assigned a practice and home night. Please let scheduler know.
6. Beacon Herald Reports
Newspaper reports are to be completed by the winning team coach and delivered to the Beacon Herald drop box,or phoned or fax the Beacon Herald office the night of the game. They must be clear and filled out properly or the newspaper will not publish the report.
7. Awards:
At the end of the season, the coaches or managers of each time will be responsible for the selection from their team of:
One Most Improved Player
One Most Sportsmanlike Player
One Most Valuable Player
And one Most Sportsmanlike Player from your division.
This information is to be returned to the Director of Banquet and Awards.
In the event of a tie, the coaching staff may choose co-winners that may be announced at the banquet. SMGSA will not cover the cost of the extra award.
8. Executive Warningq
Any member of the S.M.G.S.A. Executive will have the authority to, for any verbal abuse or for any equipment abuse, give the player one verbal warning per year for the first offence, and for the second offence be suspended from that game plus the next scheduled game. The third offence will automatically mean that the coach, player and parent/guardian will appear before the Executive and the said player will be suspended until that appearance. Any warning given must be done in the presence the coach. At the time of the warning the player’s name and the reason for the warning must be written on the back of the home team scorecard. The scorecard must be signed by the coach, member of the executive
9. Tournaments
SMGSA will pay for 1 tournament for a Huron Perth Team to participate in
S.M.G.S.A. REP TEAM BY-LAWS
1. Player cuts are to be made no later than April 30th of each year. Player cuts are to be given to the registrar as they are made. If an extension to May 15th is required, permission must be granted by the registrar.
2. Each division is to submit their League and Tournament schedules to the following:
Head convenor
Umpire-in-chief
Secretary
Booth convenor
Diamond maintenance
3. The following distances will prevail:
Pitchers mound Bases
U11 35 feet 45 feet
U13 38 55
U15 40 60
U17 43 60
U19 43 60
4. Player ages as of January 1st of the current year:
U11 10 years and under
U13 12 years and under
U15 14 years and under
U17 16 years and under
U19 18 years and under
5. All travel team coaches participating at a Provincial Tournament must have NCCP Softball Certification as follows as of the 2019 season:
U10: NCCP Learn To Coach Trained
Head Coach: NCCP Learn To Coach Trained or Weekend #1
Assistant Coach(es): NCCP Learn To Coach Trained or Weekend #1
U12: NCCP Community Softball Coach Trained or Weekend #1
Head Coach: NCCP Community Softball Coach Trained or Weekend #1
Assistant Coach(es): NCCP Community Softball Coach Trained or Weekend #1
**Note: If you plan to continue coaching beyond U10 and U12 age groups, we recommend Weekend #1
U14, U16, U19 Tier II, Intermediate II, and Masters: NCCP Competition-Introduction, Softball Certified
Head Coach: NCCP Competition-Introduction, Softball Certified
Assistant Coach(es): NCCP Competition-Introduction, Softball Trained
U19 Tier I, Open: NCCP Competition-Introduction, Softball Certified
Head Coach: NCCP Competition-Introduction, Softball Certified
Assistant Coach(es): NCCP Competition-Introduction, Softball Certified
Note: In 2020, for U19 Tier I and Open all Coaches – Head Coach and Assistant Coaches – must be NCCP Competition-Introduction, Softball Certified.
Definitions of Terms used for PWSA
Trained – This means a Coach has attended a portion of requirements. For example- a Coach has attended Weekend #1 and Weekend #2 of Competition-Introduction, Softball and completed the Make Ethical Decision On Line Evaluation- their status is “Trained”.
Certified – This means a Coach has attended and completed all of the requirements, including the On Field Evaluation. For example, a Coach has attended Weekend #1, Weekend #2 of Competition-Introduction, Softball; has completed the Make Ethical Decision On Line Evaluation and had a On Field Evaluation completed (Weekend #3)- their status is “Certified”.
It is the Coaches responsibility to provide proof of Certification if required to do so. This applies especially to new Coaches or if there is any upgrade in their Coach education. Copy of Clinic Certificate or NCCP transcript (in the Locker) – U10 and U12; NCCP passport or NCCP transcript (for all others) as required.
(a) At a Provincial Tournament, participating teams without a properly Certified Coach on the bench, will be fined $100.00 per game.
Exception: Should a properly certified coach be ejected from a game and is the only properly certified coach registered with that team, the $100.00 fine will not be levied. If ejected from the entire tournament, the $100.00 fine per game will be levied, until the team has a properly certified coach on the bench.
(b) Coaches MAY be granted an exemption ONE TIME ONLY, upon written application to their Divisional Co-ordinator.
6. Team registration forms received from either P.W.S.A., Grand Valley (or the league you wish to play in) for registration of each Rep Team, must be filled out by YOU the coach, notify the Treasurer for a cheque in the amount required, and mail immediately.
Rep Fees will be determined yearly.
7. You are allowed to sign a maximum of 17 players, 1 manager, 3 coaches.
8. The Manager or Coach will be responsible for the filling out of any tournament forms and mailing of such. See the Treasurer for cheque. Team tournament allowances are as follows:
9. Registration Due Dates - Basic Registration Fee due the 1st of Dec, or the first indoor work out or whichever may be first. Coaches will be responsible for ensuring all fees paid by this date and may communicate with the Registrar at any time. Players will not be allowed to participate until initial fee paid. Rep Fees Due Apr 1st
10. Each Rep Team must appoint 1 Team Rep/Manager for their team and advise the Board of the addition to the Registrar and Board.
11. Each Rep Team must appoint a Tournament Convenor, if they choose to participate in any tournaments held in Stratford (ie Stratford Tournament, Qualifiers and/or Provincials). Rep must be advised prior to bidding any tournaments.
13. Uniforms: Rep uniforms consist of 2 jerseys, home and away, paid for by each player. Jerseys will be designed and ordered by SMGSA. Pants will be navy blue, unless otherwise voted by the Board.
Socks and Belt colour to be determined by coach. Pink Shirts (for Pink in the Park for Cancer) may be worn on Saturdays at tournaments. Shirts design must be brought forth to the Board and approved, prior to ordering. Pink shirts will be at the cost of the player.
14. Rep Fees: SMGSA Rep Fees will cover the cost of 3 tournaments
15. Each Rep Team must provide parent volunteers equal to 2 hours per family to help in the booth, if you are hosting any tournament in Stratford. This would include the Stratford Tournament, Qualifiers
and/or Provincials. A list of volunteers must be submitted 1 week prior to the tournament to the Booth Organizer.
16. P.W.S.A. sanction forms for hosting our own tournaments must be completed by the Secretary and mailed with the appropriate fees.
17. The Manager and/or Coach is expected to attend any P.W.S.A. or League meetings that may be held. It is at these meetings that you will receive forms for the registration of your team in that particular league with which you wish to become affiliated.
18. At the end of the season the Coach or Manager of each may select one individual from their team for each of the following awards:
Most Valuable Player, Most Improved Player, Most Sportsmanlike Player. This information is to be returned to the Director of Banquet & Awards.
In the event of a tie, the coaching staff may choose co-winners that may be announced at the banquet. SMGSA will not cover the cost of the extra award.
19. No rep game to start a new inning after 8:00 p.m. if another game is to follow on that diamond.
20. Rep teams can use their own practice nights or any opening in the schedule to reschedule rainouts. Every team is assigned a practice and home night.
21. Coaches must turn ALL equipment and uniforms into the Equipment Director at the end of play-offs.
22. For any rained-out home games YOU are responsible to notify the following:
Your league convenor and our head convenor
Opposing team coach
Umpire-in-chief
All players on your team
Booth convenor
Diamond maintenance
23. If a certain coach wishes to bring up a player on a permanent basis (Alternate) they must obtain Executive permission.
24. Player movement will be at the discretion of the Executive.
25. The board will set aside $500.00 to help out the Novice, Bantam or Midget REP teams that make it to the Eastern Canadians or Canadian Nationals. Teams would have to help out with a fundraiser that same year (example: dance or bingo etc) before or after they go to the tournament(s). If no teams go this money could then be used for a player(s) that get picked up by other teams to help offset the cost of their travel by up to $100 per player. The player(s) would have to come into a board meeting to give a speech or send in a letter to tell us about their trip.
ARTICLE 9
Stratford Minor Girls/Ladies Softball Association
Social Media Policy 2024
DEFINITIONS
• The following terms have these meanings in this policy:
• “Social media: - The catch-all term that is applied broadly to computer-mediated communication media such as blogs, YouTube, Facebook, Instagram, Tumblr, Forum and Twitter, etc.
• “Member” – All categories of membership defined in the Softball Ontario Bylaws, as well as all individuals employed by or engaged in activities with Softball Ontario, including but not limited to, athletes, coaches, officials, volunteers, directors, officers, team managers, team captains, parents, medical paramedical personnel, administrators, and employees.
• “Case Manager” – The person or organization appointed by Softball Ontario to oversee management and administration of complaints.
PREAMBLE
• Stratford Minor Girls/Ladies Softball Association is aware that Member interaction and communication occurs frequently on Social Media. SMGSA cautions members that any conduct falling short of the standard of behavior required by SMGSA relating to member conduct will be subject to the disciplinary sanctions identified within SMGSA policy relating to member conduct.
APPLICATION
• This Policy applies to all Members as defined in the Definitions.
CONDUCT AND BEHAVIOUR
• Per the SMGSA’s Policy relating to member conduct, the following Social Media conduct may be considered minor or major infractions at the discretion of the Board/Disciplinary Committee:
a) Posting a disrespectful, hateful, insulting, or otherwise negative comment on a personal blog, in a Facebook post or note, or as a Tweet on Twitter, that is directed at Members, players, team managers, coaches, or at other persons connected with SMGSA.
b) Posting a disparaging or harmful comment on a personal blog, in a Facebook post or note, or as a Tweet on Twitter, that is directed at SMGSA members, players, parent, coach, team manager.
c) Creating or contributing to a Facebook group, webpage, blog, or online forum devoted solely or in part to promoting negative or disparaging remarks or commentary about SMGSA members, players, parent, coach, team managers etc or related events.
d) Posting a picture, altered picture, or video on Facebook, Tumbir, Twitter, YouTube, or other social medium that is harmful, disrespectful, insulting, or otherwise offensive, and that is directed at Members or at other persons connect with SMGSA and related events.
e) Any instance of cyber-bullying or cyber-harassment between one Member and another Member (including a teammate, coach, opponent, volunteer, or official) where incidents of cyber-bullying and cyber-harassment can include but are not limited to the following conduct on any social medium, via text-message, or via email: regular insults, negative comments, vexatious behaviour, pranks or jokes, threats, posing as another person, spreading rumours or lies or other harmful behaviour.
e) Any instance of bringing the game of softball into disrepute.
• All conduct and behaviour occurring on Social Media may be subject to SMGSA Policy Relating to Member Conduct at the discretion of the Board of Directors/Disciplinary Committee.
MEMBER RESPONSIBILITIES
• Members must be aware that their Social Media use may be monitored by SMGSA and Directors.
• When using Social Media, a Member must model appropriate behaviour benefitting the Member’s status as a member of SMGSA.
• Removing content from Social Media after it has been posted (either publicly or privately) does not excuse the Member from being subject to the SMGSA Policy Relating to Member Conduct.
• A member who believes that the Social Media use by another member is inappropriate or may be in violation of SMGSA policies and procedures, should report the matter to SMGSA in the manner outlined by SMGSA Policy Relating to Member Conduct.