Saskatoon Selects Softball Bylaws

(Saskatoon Selects Softball Organization)
Compliant with The Non‑profit Corporations Act, 2022 (Saskatchewan)
Draft v3 – November 8, 2026

These bylaws repeal and replace all prior bylaws of the Organization.

Article 1 – Definitions & Interpretation

1.1 Definitions. In these bylaws, unless the context requires otherwise:

Act means The Non‑profit Corporations Act, 2022 (Saskatchewan) and related regulations, as amended from time to time.
Organization means Saskatoon Selects Softball, also known as the Saskatoon Selects.
Board means the Board of Directors of the Organization.
Director means an individual elected or appointed to the Board.
Member means a person who meets the membership criteria in Article 3 and is recorded on the register of members.
Officer means an individual holding an officer role under these bylaws.

1.2 Interpretation. Words importing the singular include the plural and vice‑versa. Headings are for reference only.

Article 2 – Name & Purpose

2.1 Name. The name of the organization is Saskatoon Selects Softball. It may be referred to as the Saskatoon Selects.

2.2 Purpose. The purposes of the Organization are to:

Promote the sport of minor softball within the Saskatoon Selects program;
Provide opportunities for girls participating in (or seeking to participate in) the Saskatoon Selects program to play softball; and
Do such things as may be, from time to time, deemed appropriate by the Board to carry out these purposes.

Article 3 – Membership & Affiliation

3.1 Eligibility. Membership is open to any player registered with a U17/U19 Saskatoon Selects team (or otherwise eligible under program criteria and boundaries as set by Softball Saskatchewan within the boundaries of District 6), their legal parent or guardian, duly elected Board of directors.

3.2 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 Organization. Unless otherwise determined by the Board, membership runs until the opening of registration for the upcoming season.

3.3 Register of Members. The Secretary shall keep a current register of members, including the date each membership commences and ceases.

3.4 Rights of Members. Members in good standing are entitled to receive notice of, attend and vote at meetings of members and to receive such other benefits as the Board may determine.

3.5 Voting. All Members of the Association who are 18 years of age or older and are Members in good standing are entitled; and as such have the right to attend, vote and be heard at any General Meeting or Special Meeting of the Association.

a) Members in good standing shall have one (1) vote at the Annual General Meeting or Special Meeting.

b) Members holding multiple positions within the Association shall only be entitled to cast one

c) vote on any issue polled.

d) Families shall have one vote per player registered that they are the legal guardians of.

e) Elected or Appointed Board members without players registered shall have one vote each. y demand a ballot before or after a vote by show of hands.

f) Votes will be determined by a show of hands, in writing, or orally unless a secret or recorded ballot is requested by the majority of those Members voting.

3.6 Proxies. Voting by proxy is not permitted unless authorized in the Articles. Unless and until authorized, proxies are not in use.

3.7 Membership Discipline/Termination. The Board may discipline or terminate a membership for cause, including breach of these bylaws. The member shall receive written notice of the grounds and a reasonable opportunity to be heard before a final decision. The disciplined member may appeal to the Board within 7 days of written notice.

3.8 Affiliation. The Organization shall comply with the bylaws, policies and boundaries of SMSL and, as applicable, Softball Saskatchewan.

Article 4 – Meetings of Members

4.1 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.

4.2 Special General Meetings (SGM). A Special General Meeting of the Members may be called at any time by the President, by the Board or upon the written requisition of five (5%) percent or more of the voting Members of the Association. Agenda of special meetings will be limited to the subject matter for which the meeting was duly called.

4.3 Notice of Meeting. Written notice stating the date, time, and place (or electronic means) of a meeting of members shall be sent not less than 7 days and not more than 50 days before the meeting to: (a) each voting Member, (b) each Director, and (c) the auditor or reviewer (if any).

4.4 Delivery of Notice. Notice may be given by posting on the Organization’s website or social media platforms.

4.5 Financial Statements to Members. The approved annual financial statements and any auditor’s or reviewer’s report shall be provided or made available to Members at least 7 days before the AGM, together with information on how to obtain a copy.

4.6 Member Proposals. Any voting Member may submit a proposal to include business at an AGM. A proposal received at least 90 days before the anniversary date of the previous year’s AGM must be included in the notice, subject to the Act. The Board may set a reasonable form and word limit for proposals and accompanying statements.

4.7 Quorum. A quorum for the Annual General Meeting will consist of the members present.

4.8 Chair. The Commissioner shall chair meetings of members; in the Commissioner’s absence, the Coordinator shall chair.

4.9 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.

4.10 Rules of Order - Robert's Rules of Order (current edition) shall be followed in all meetings of the corporation and its committees, unless otherwise modified herein by these bylaws. Minutes of actions taken and members present at such meetings shall be recorded and maintained.

4.11 Minutes. The Secretary shall record minutes of all meetings of members.

Article 5 – Board of Directors & Officers

5.1 Authority. The Board manages and supervises the affairs and business of the Organization, subject to the Act, the Articles, bylaws and policies.

5.2 Composition. The Board shall consist of the following Directors (collectively, the Executive):

Commissioner
Coordinator
Secretary
Treasurer
Coach/Player Development Coordinator
Equipment Manager
Communication & Social Media Coordinator
Fundraising Coordinator
Member at Large (Division Coordinators) (2 positions)

Past Commissioner (ex officio, non‑director, non‑voting): serves in an advisory capacity only (see Article 7.13).

5.3 Eligibility. Directors must be at least 18 years old and meet any other qualifications set by the Act.

5.4 Election & Terms. Directors are elected by the Members at the AGM for the terms below. No director shall exceed 2 consecutive terms. Terms are staggered to promote continuity:

Commissioner: 2‑year term, elected in odd years.
Coordinator: 2‑year term, elected in even years.
Secretary: 2‑year term, elected in odd years.
Treasurer: 2‑year term, elected in even years.
Coach/Player Development Coordinator: 2 year term, elected in even years
Equipment Coordinator : 2‑year term, elected in odd years.
Communication & Social Media Coordinator: 2‑year term, elected in even years.
Fundraising Coordinator: 2‑year term, elected in odd years.
Memeber at Large (Division Coordinators) (2): each a 2‑year term, with one elected in odd years and one in even years.

5.5 Nomination & Acceptance. Nominees must be Members in good standing, be nominated by a Member, and accept the nomination before the vote takes place.

5.6 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 chair may direct a secret paper or electronic ballot.

5.7 Continuance. Directors remain in office until their successors are elected or appointed, unless they resign, are removed or become disqualified.

5.8 Vacancies. The Board may appoint a qualified individual to fill a vacancy until the next meeting of members, at which time the position shall be filled by election for the balance of the term, if any.

5.9 Removal of Directors. Members may remove any Director by ordinary resolution at a meeting of members. The Board may remove an individual from an officer role (without removing them as a Director) for failing to perform duties or for cause, after due notice and opportunity to be heard.

5.10 Meetings of the Board. The Board shall meet monthly between September and April and otherwise as determined by the Board or the Commissioner.

5.11 Board Quorum. Quorum for Board meetings is 50% of Directors then in office.

5.12 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.

5.13 Notice of Board Meetings. Reasonable notice shall be given to all Directors, stating date, time, place or electronic means, and any special business.

5.14 Electronic Board Meetings. Directors may meet by telephonic or electronic means that permit all to communicate adequately. A Director participating electronically is deemed present.

5.15 Electronic Motions. The board of directors reserves the right to raise, make, amend and pass motions through electronic means.

5.16 Conflict of Interest. A Director or Officer who is a party to, or has a material interest in, a contract or transaction with the Organization shall disclose the interest in accordance with the Act and shall abstain from discussion and voting as required.

Article 6 – Officers & Position Responsibilities

6.1 Officers. The Officers are: Commissioner, Coordinator, Secretary, Treasurer, and such other Officers as the Board may designate from among the Directors.

6.2 Duties Generally. Officers shall perform the duties, expectations and such other responsibilities as the Board may assign.

6.15 Committees.

Evaluations Committee – appointed by the Board; minimum of three (3) executive members; determines drills, criteria, and evaluator selection and support.
Coaches Committee – appointed by the Board; minimum of three (3) executive members; develops coach selection criteria and interviews; recommends coach appointments.
DRC Committee – appointed by the Board as needed (membership selected considering parties involved); reviews issues and recommends resolution to the Board.
General Committee - The Board may appoint committees as it deems necessary for managing the affairs of the Organization and may appoint members of committees or provide for the election of members of Board committees, may prescribe the duties of Board committees, and may delegate to any Board committee any of its powers, duties, and functions except where prohibited by the Act, the Constitution or these Bylaws. The Board committees so established must consist of at least two (2) executive members

Article 7 – Elections & Governance Practices

7.1 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 Organization.

7.2 Unfilled Positions. If a position remains unfilled at the AGM, the Board may fill it at a Board meeting with quorum present.

7.3 Attendance Standard. An Officer who misses three (3) Board meetings in a year may be removed from the Officer role and may forfeit eligibility for the season registration reimbursement (Article 10.2). Removal as a Director is by the Members per Article 6.9.

7.4 Executive 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.

Article 8 – Finance, Audit & Risk

8.1 Fiscal Year. The fiscal year is September 1 to August 31.

8.2 Banking & Signing Authority. The Board shall designate at least two (2) signing authorities. Two (2) authorized signatures are required on all cheques and ing documents.

8.3 Financial Review. The Board shall appoint a financial review committee to review finances of the organization on an as needed basis.

8.4 Financial Statements. Annual financial statements shall be approved by the Board and provided or made available to Members in accordance with Article 4.5.

8.5 Records Retention. Financial and related records shall be retained for at least the periods required by law and policy.

Article 9 – Notices

9.1 Method. Notices may be given by personal delivery, mail, or electronic means to the address or email shown on the records of the Organization.

9.2 Deemed Delivery. Notices sent by email are deemed received on the day sent; by mail, on the fifth day after mailing within Saskatchewan.

Article 10 – Bylaw Amendments

10.1 Amendments. These bylaws may be amended, repealed or replaced by special resolution of the Members at a meeting of members. The text of any proposed amendment shall be included with the notice of meeting.

Article 11 – Effective Date

These bylaws take effect upon approval by the Members and filing as required by law.