Constitution

All new athletes and parents/guardians must read and accept the Manitoba Thunder Constitution.

Constitution of the Manitoba Thunder Fastpitch Club

TABLE OF CONTENTS

 

1. IDENTIFICATION

    1.1  Name

    1.2  Mission Statement

    1.3  Objectives

    1.4  Definitions

 

2.  THE BOARD

     2.1   Composition

     2.2   Executive

     2.3  Team Representatives

     2.4  Resignations and Replacements

     2.5  Committees

     2.6  Responsibilities of the Executive

 

3.  MEETINGS AND GOVERNANCE

     3.1  Annual General Meeting

     3.2  Special General Meetings

     3.3  Board Meetings

     3.4  Committee Meetings

     3.5  Voting Privileges

     3.6  Quorums

     3.7  Robert’s Rules of Order

 

4.  ADMINISTRATION

     4.1  Execution of Documents

     4.2  Fiscal Year

     4.3  Financial Responsibilities

     4.4  Amendments to the Constitution

     4.5 Amendments to the Policies and Procedures Manual

     4.6 Interpretation 

ARTICLE 1 – IDENTIFICATION

 

1.1   Name

        The name of the Organization is the MANITOBA THUNDER FASTPITCH  CLUB,

        also known as Manitoba Thunder. Thunder or MTFC, and referred to herein as “the

        Organization” or “the Club”. The Organization was formerly known as “Blue Thunder”

        and “Manitoba Fastpitch Club”.

 

1.2   Mission Statement

        The Manitoba Thunder Fastpitch Club is committed to develop, encourage and promote

        Softball for the enjoyment of all Manitobans through the provision of programs, services

        and resources that inform, educate and teach skills. The focus of the program is excellence

        from both a developmental and competitive perspective. It is our mission to develop in a

        positive environment, focusing on core skills while ensuring appropriate practice to game

        ratios. MTFC is a 100% volunteer and not-for-profit organization.

 

1.3  Objectives

       The Organization shall conduct its affairs in accordance with the following objectives:

       1. To promote and enhance the stability and growth of the Organization.

       2. To maximize athletic and academic opportunities for the players within the Organization.

       3. To provide a completive and safe athletic environment that respects all members of the

           Organization, players, coaches and administrators.

 

1.4  Definitions

       Board                                The Board as defined in Article 2.2.2

 

       Executive                          The elected Executive as defined in Article 2.2

 

       Team Representatives  The designated representatives for each team as defined in Article 2.3

       Members                         Players, parents, coaches and managers are automatically members of MTFC. Membership                                                            commences with a player’s initial acceptance to a team and terminates when the                                                                          player resigns from the Organization or is notified that she will not be selected to a team in the                                                      upcoming season.

 

                                                Membership in the MTFC will be considered for any other person wishing to be involved with the                                                     Organization and willing  to comply with the constitution and policies of the MTFC.

 

                                                Membership entitles the individual to attend and speak at General Meetings and to be treated in                                                   accordance with the Constitution and Policies and Procedures of the Organization.

ARTICLE 2 – THE BOARD

 

2.1    Composition

         The Board shall govern the affairs of the Organization.

 

2.2    The Executive

        The Executive consists of the following members  elected for a two(2) year term at the Annual General Meeting or                    Special General Meeting:

        President

        Vice President

        Treasurer

        Secretary

        Registrar

 

        Members elected on even calendar years: President, Secretary & Registrar

        Members elected on odd calendar years: Vice President & Treasurer

 

2.2.1  Members of the Manitoba Thunder Coaching Staff are eligible to serve on the Executive.

 

2.2.2  The Board shall be comprised of the five(5) Executive members plus one voting representative from each team in                   good standing plus the Director of Procurement and the Director of Fundraising.

 

2.2.3 Only one(1) family member will be allowed to serve on the Board. Under unusual circumstances another family                           member may be appointed or elected by the Board for the duration of the current season.

 

2.3  Team Representatives

      The manager of each current team in good standing shall serve as the team representative on the Board. In addition to        the manager the team must appoint a Team Representative, someone other than a coach, who will act as follows.

             - Assistant to the Team Manager and will assume the duties of the manager in his/her absence.

             - Attend Board Meetings, and may in the absence/discretion of the manager carry the team vote.

             - Serve as liaison between players, parents and the teams coaching staff.

 

2.3.1  Teams exist from the time a Head Coach is chosen until the end of the team’s playing season.

2.4   Resignations and Replacements

        Executive members may resign upon written notice to the board’s President or Vice President. In the event that an                    Executive member resigns, is suspended, or is otherwise unable to complete their elected term, the Board may, at its               discretion, call a meeting to elect a replacement for the duration of the term.

                                                                                                                                  

2.4.1  In the event that the Head Coach of a team resigns, is suspended, or otherwise unable to complete their term, the                   Board may, at its discretion, appoint a new Head Coach.

 

2.5 Committees

      The Executive will create the  following standing committees:

 

Procurement Committee

     a)  Responsible for the co-ordination and purchase of team uniforms and clothing. 

     b) Arrange for winter training facilities, including obtaining and administering permits as required in conjunction with the             Coach/Player Development Committee.

     c) Negotiates and administers all expenditures.

   

Fundraising Committee

     a) Establishes and administers the major fundraising events of the Organization in conjunction with the Board.

     b) Provides the Board with an accounting of the events.

     c) Delivers all monies and supporting documentation to the Treasurer on a timely basis.

 

Coach/Player  Development Committee

     The committee will consist of the Head Coaches plus any other person(s) the Committee chooses to include. 

        a) Establish an annual Player Development Program.

        b) Determine clinicians required and arranges for same.

        c) Prepare schedules for all Player Development Programs.

        d) Coordinate team tournaments.

        e) College Advisory.

 

2.5.1  The Board may create other such committees as deemed necessary to properly conduct the business of the                            Organization.

 

2.5.2  All committees shall include a member of the Executive.

2.6  Responsibilities of the Executive   

       President

            a)  Chairs Board/Executive/Special Meetings.

            b) Exercise the powers of the Executive in the case of an emergency (with the consent of two other members of the                      Board).

            c) Prepare and review an annual operating budget for the Association, with the assistance of the Treasurer and Vice-                   President in conjunction with the Board.

            d) Represents MTFC at various meetings and events.

            e) Signing authority for the Organization along with the Treasurer and one other Executive member.

            f) Attends MPSL meeting and Softball Manitoba meetings and carries the Organizations vote.

 

     Vice-President

            a) In the absence of the President, or in the event of his/her inability to act, shall have and exercise all the powers of                      the President.

            b) May act as a signing officer for the Organization.

            c) Assist in the preparation and review an annual operating budget for the Organization.

            d) Assist the Registrar in performing his/her duties.

 

    Treasurer

           a) Receive all monies payable to the organization and keep same on deposit in a financial institution in the name of                     the Organization.

           b) Receive and record all receivables, payables.

           c) Pay all accounts payable approved by the Board. All expenditures identified in the annual budget are considered to                 be approved. Any expenditure which exceed, or were not included in the annual budget must be approved by the                   Board.

          d) Payments made by cheque will be signed in all cases a combination of any of the following two Executive Members,                Treasurer, President or alternate Executive member.

          e) Keep proper books of accounts and make them available to the Executive/Board at each meeting or on special                      request, and maintain all supporting documentation of revenue and expenses.

          f) Take office fifteen(15) days following his/her election. His/Her term of office shall normally be from 15 days after the                     Annual General Meeting to 15 days after the Annual General Meeting of the following year. The Treasurer shall make a               financial report at theAnnual General Meeting.

          g) Shall have signing authority for the organization.  

Secretary

     a) Keep all the records of the Organization.

     b) Conduct the official correspondence of the Organization. 

     c) Issue notice of all meetings.

     d) Record and distribute minutes and agenda of  all Executive, Board, Annual and Special Meetings to all members of the             Executive and Board.

     e) Keep attendance records of all voting Board members.

     f) Maintain communications with team managers.

 

Registrar   

     In conjunction with the Vice–President, prepare and maintain the following: 

     a) An annual listing of all team managers, coaches and players complete with contact information.

     b) Prepare and maintain a listing of all team rosters.

     c) Distribute, collect, compile and submit Softball Manitoba Team Registration, addition and deletion forms, along with the          all the necessary fees, as required.

 

ARTICLE 3 – MEETINGS AND GOVERNANCE

 

3.1  Annual General Meeting of the Organization 

      The Annual General Meeting of the Organization shall be held once per year prior to December 31st. The meeting is open         to all members. At least ten(10) days notice shall be given to all members. Such notice should include a call for                           nominations for all Executive positions. The Annual General Meeting shall be conducted with the following agenda:

 

      1. Call to Order.

      2. Recognition of voting members.

      3. Corrections to and adoption of the minutes from the previous general meeting.

      4. Executive and Team Reports.

      5. Correspondence.

      6. Unfinished Business.

      7. Election of Executive (open to nominations from the floor).    

      8. Motions to amend the Constitution and /or Policies and Procedures with Articles 4.4 and 4.5.

      9. Motions to adopt the budget.

     10. New Business.

      11. Call to Adjourn.

3.2   Special General Meetings of the Organization

        A Special General Meeting of the Organization must be called upon the written request of two or more Board members         in good standing of the Organization. Such request shall state the objectives of the proposed meeting. Special General           Meetings are open to all members. At least ten(10) days notice shall be given to all members. Such notice should include         a call for nominations for any Executive positions up for election at the meeting. Special General Meetings shall be                    conducted in accordance with the following agenda:

 

       1. Call to Order.

       2. Recognition of voting members.

       3. Corrections to, and adoption of, the minutes from the previous General Meeting.

       4. Executive and Team Reports.

       5. Correspondence.

       6. Unfinished Business.

       7. Special elections for vacant Executive position(s) if included in the stated objectives of the meeting (open to                             nominations from the floor).

       8. Motions related to the stated objectives of the meeting in accordance with Articles 4.4 and 4.5.

       9. New Business.

      10. Call to Adjourn.

 

3.3  Board Meetings

       The Board shall meet at the call of the President, who shall call at least four(4) meetings per year to conduct the                      business of the Organization. The Board shall have the power to adopt and/or amend written policies and procedures             to assist in the consistent governance of the Organization by a majority vote at any Board Meeting in accordance with           the provisions of Article 4.5. The scope of the Board’s mandate to govern is only limited by the Constitution, and extends           to all matters related to finances and membership (inclusion, suspension or expulsion).    

 

3.4  Committee Meetings

       As required from time to time, for the efficient operation of the Organization.

 

3.5 Voting Privileges

      Each member of the Board, present at a Board Meeting, Annual General Meeting or Special  General Meeting shall be             entitled to cast a single vote. The President shall only vote in order to break a tie.

 

      If a Board member misses three(3) consecutive meetings, his/her voting privileges may be suspended at the discretion           of the Board until they have attended two(2) consecutive meetings.

                                                                                                      

3.5.1  At any Annual General Meeting or Special General Meeting, any adult player in good standing or the mother, father or              legal guardian of any minor aged player in good standing shall be entitled to cast a single vote per player on all                       motions and elections.

3.6   Quorum

        A quorum for all General and Board Meetings shall be a minimum of 50% of the current Board members.

 

3.7  Robert’s Rules of Order

       Robert’s Rules of Order shall prevail at all meetings of the Organization except if they conflict with the Constitution,                     Policies and Procedures of the Organization.

 

Article 4 – ADMINISTRATION

4.1  Execution of Documents

       The President or the Vice-President shall sign contracts, engagements and cheques on behalf of the Organization with            the Treasurer or other designated Board member.

 

4.2  Fiscal Year

       The fiscal year of the Organization shall end on the 30th. of September  annually.

4.3  Financial Responsibilities

      The Organization shall maintain comprehensive and accurate financial records related to all player transactions as well         as all other income and expenses related to the operation of the Organization, and shall at all times conduct itself in a           prudent fiscal manner.

     The President in conjunction with the Treasurer shall present a Proposed Budget for the upcoming fiscal year to the Board      no more than fifteen(15) days after the identification of the teams to compete in the upcoming season. The Proposed            Budget shall be debated and amended where deemed appropriate in preparation for its presentation and adoption at        the Annual General Meeting. The previous year Actual Budget shall be closed ten(10) days prior to the Annual General               Meeting.

4.4  Amendments to the Constitution

       The Constitution may be amended by a 2/3 majority of the total available votes present at any properly constituted                 Annual or Special General Meeting. The proposed amendment must be distributed to all members at least ten(10) days          prior to the Annual or Special Meeting.    

                                                                                                  

4.5  Amendments to the Policies and Procedures Manual
 

       The written Policies and Procedures of the Organization as ratified by the Board shall be published in a single document          available to the members. New Policies and Procedures or amendments to existing Policies and Procedures may be                 adopted by a simple majority of the total available votes present at any properly constituted Board Meeting provided            such a proposal is distributed to all Board members at least five(5) days prior to the Board Meeting. The five(5) days                 notice may be waived and changes to Policies and Procedures may be enacted immediately with the unanimous                   approval of the Board at any properly constituted Board Meeting.

4.6  Interpretation

       In the event of any dispute as to the meaning of any article, policy or procedure, the interpretation of the Board, as                   determined by simple majority vote, shall be final and conclusive.