ARTICLE 6.  EXECUTIVE

1.   The Executive shall be the Immediate Past President if available, the President, the Vice-President of the North Division, and the Vice-President of the South Division, the Secretary the Treasurer and the Registrar and two Directors elected by the Board of Directors.

 

2.   The Executive shall meet as needed. A quorum at an Executive Meeting shall consist of at least four (4) members.

 

3.   Any member of the Executive who fails to attend three (3) meetings of the Executive/Board of Directors in a Calendar year without reasonable cause, shall be replaced by appointment upon motion duly made, and after written notification of said action has been forwarded to the affected person.

 

            A     Appointed Members

 

1.  The Immediate Past President shall have the power to vote at all general meeting of the Association, at all meetings of the Executive and at all meetings of the Board of Directors.

 

2.     i)  A Secretary and Treasurer and a Registrar shall be appointed annually by the President subject to approval of the Executive.  One person, two persons, or three different people may hold these three positions.

 

ii)  The term of appointments shall be from the date of the appointments until the end of the calendar year after the next Annual General; however, the Executive reserves the right to terminate these appointments when it determines that such action is in the best interests of baseball for the Association.

 

iii) An honorarium to be determined annually by the Board of Directors shall be paid to the person appointed to be the Registrar and Secretary.

 

                  iv)  An Umpire in Chief shall be appointed annually with the 1st term to extend until the end of 2013.  The Umpire in Chief must be a current, active, carded umpire living within the WOBA boundaries.  This is a non-voting advisory position.

 

            B     Elected Members
    
     

1.

                  i)  The President, the Vice-Presidents and the Directors at large shall be elected by a majority of the ballots cast at The Annual General Meeting, by a vote of eligible delegates in attendance.

 

               ii) To be a candidate for President, a person must have been a representative of a Municipality or have been an executive member in at least one of the previous two years.

 

2.  The term of office shall be from the date of the election until the next Annual General Meeting.

 

 

            C     Duties of the Executive

 

The Executive shall conduct the following on behalf of the Association:

               

 i)  Authorize all expenditures.

 

 ii)  Be responsible for an outside review of the Secretary-Treasurer’s records; such outside review may only be waived by unanimous vote of the Executive upon Motion duly made.

 

 iii) Create all Special Committees and appoint their members.

 

 iv)  The Executive shall not exceed the approved budget by more than $200.00 unless approved by the Board of Directors.

 

 v) Permit or prohibit any or all exhibition games.

 

 vi) Sanction all Baseball played within the defined boundaries.

 

 vii)  See to the general welfare of the Association and its members.

 

 viii) Establish the schedule for league play and playoff tournaments. Such schedule shall be published annually as Appendix 8 Important Dates.  The Schedule may be altered as needed by a vote of the Board of Directors.

 

ix)  The Executive shall establish meeting dates annually.

 

            D         Duties of Officers

 

a)                  THE PRESIDENT

 

The office of the President shall carry with it the following duties and obligations:

 

(i) Preside at all meetings of the Board of Directors and Executive.

 

(ii) Appoint a Registrar, a Secretary a Treasurer and a representative to Baseball Ontario subject to approval of the Executive.

 

(iii)  Be an ex-officio member of all Standing and Special Committees.

 

(iv) To encourage the growth of baseball within the boundaries of the Association.

 

The President may delegate such duties and obligations to members of the Executive and/or the Board of Directors from time to time as become necessary for the proper functioning of the Association.

 

b)                  VICE PRESIDENTS NORTH AND SOUTH

 

(i) Either Vice-President as determined by the rest of the Executive shall carry out the duties of the President in his/her absence.  The President may delegate other duties to the Vice-Presidents.

 

(ii)  The Vice-President of the Southern and Northern Divisions shall be responsible for communication and administration of baseball affairs in their respective Divisions.

 

c)                  IMMEDIATE PAST PRESIDENT

 

The Immediate Past President shall be the President of the Association from the previous year.  Where the President is re-elected in consecutive years, the Immediate Past President shall remain the same.

 

d)         SECRETARY

 

            The Secretary shall conduct the following on behalf of the Association:

           

(i)  Record and file accurate records of the proceedings of all WOBA Executive and BOD meetings.

 

(ii) Receive, distribute and file all pertinent correspondence from local Centres, BOD members, WOBA Executive, Affiliates and Baseball Ontario’s head office.

(iii) Prepare and circulate such information as is deemed necessary by the Executive and BOD.

 

(iv) Prepare and circulate such information as is deemed necessary by the Executive to all Members no later than fourteen (14) days before the Annual General Meeting.

 

(v) Act as a voting member of the Executive.

 

(vi) Send commitment sheets for playoff intentions to local Centres and then collect and record this information at the classification meeting.

 

(vii) Submit all team classification information to Baseball Ontario to meet Baseball Ontario’s deadlines.

 

(viii) Inform President and Treasurer of any Municipality that has missed 2 consecutive meetings so that they can be contacted.

 

(ix) Distribute minutes of previous meeting at least 1 week prior to upcoming meeting.

 

(x)  Able and willing to work closely with President/s and Executive of the WOBA.

 

(xi) If so interested, could act as the WOBA Web Master by receiving and posting news and information on the WOBA website.

 

e)       THE REGISTRAR

           

The registrar shall conduct the following on behalf of the Association:

 

(i) Receive and file all player registration.

 

(ii)  Ensure that the Secretary receives a full and complete listing of all players registered each year.

 

(iii) Act as a voting member of the Executive.

 

(iv) Attend WOBA board meetings.  Give reports when necessary.

 

(v) Attend pre-scheduling and scheduling meetings.  At scheduling meeting each Municipality will register their teams and pay their fees.  Have registration forms printed and ready for completion.

 

(vi) Assist the Treasurer with registration.  Submit registration money to the Treasurer.  Make a list of teams registered for each Municipality.  This is cross-checked when rostering teams.  Verify teams rostered were registered.  Junior rookie does not pay.  Senior pays OBA only.

(vii) Make copies of preliminary rosters from website and distribute to coaches at scheduling meeting along with blank OBA and WOBA rosters.

 

(viii) Go over the preliminary rosters when they are handed in.  Any new player to WOBA must provide a copy of his or her birth certificate.  Keep these on file.  All preliminary rosters from the locals are to be signed by the parent to verify the information is correct.

 

(ix)  Update players list from the preliminary roster, enter any new information on the roster to submit to Baseball Ontario only after all information is completed and accurate-verify addresses, birth-date registration numbers and release dates.  All players need a birth registration number, passport number or statutory declaration (p1.2 in OBA booklet).  All coaching information is to be complete.  Coaches need to have NCCP # or the date and place of the workshop they attended.  There is also a coaches list on the website to verify the coaches’ certification.

(x)   The Registrar provides a signed roster for teams going to tournaments.  If the OBA rosters have not been approved, he/she can print the roster submitted to Baseball Ontario with WOBA approval until the OBA approves.  This is for early tournaments in the year.  When rosters are approved by Baseball Ontario they will show as such on the website.  Return to the town reps, by downloading and emailing.  These rosters are to have the player’s signature.

(xi)  Print a hard copy of all approved rosters and attach to preliminary info received from the locals (preliminary roster, birth certificates).  Retain for 7 years.

 

 

 

f)        TREASURER

The Treasurer shall conduct the following on behalf of the Association:

 

                     i)          Prepare a budget to be submitted to the Executive at the first Executive Meeting of the year.

 

                     ii)         Collect and receipt all monies due and maintain proper accounts and records thereof.

 

                     iii)         Submit all accounts payable to the Executive Committee for approval.

 

                     iv)         Sign and issue all cheques properly countersigned and recorded.

v)      Present a financial report at each Executive and General Meeting and at each meeting of the Board of Directors.

                     vi)         Present a financial report to the first Board of Directors Meeting following the financial year-end.

 

                     vii)        Act as a voting member of the Executive.

g)         Elected Directors at Large (One North, One South)

 

(i) Elected Directors shall act as voting members of the Executive.

(ii) Elected Directors shall carry out duties as assigned by the President