CONSTITUTION
As Amended October 2nd, 2014
Article 1 – Name
The name of the Association will be “Cambridge Minor Softball Incorporated” also known as “CMSI”.
Article 2 – Object
The objects of the Association shall be:
 to improve the area known as the City of Cambridge for the benefit of the inhabitants of the
area;
 to encourage the goodwill and involvement of the wider community;
 to foster community spirit and encourage civic pride
Article 3 – Powers
In furtherance of the objects but not otherwise the Executive Committee may exercise the power to:
1. promote the health and well-being of the residents of the area and to work together as
residents irrespective of age, sex, ethnicity, ability, religion, or political view;
2. promote environmental improvement and conversation by educating, encouraging and
assisting the local population in environment practice, working in partnership with similar
Associations and Organizations;
3. invite and receive contributions and raise funds where appropriate, to finance the work of the
Association and to open a bank account to manage such funds;
4. publicize and promote the work of the Association and organize meetings, training courses,
events or seminars, etc.;
5. employ staff and volunteers (who shall not be members of the Executive Committee) as are
necessary to conduct activities to meet the objectives;
6. take any form of action that is lawful which is necessary to achieve the objectives of the
Association.
Article 4 – Membership
1. Membership shall be open to anyone who has an interest in assisting the Association to
achieve its aim and is willing to adhere to the rules of the Association.
2. Where it is considered membership detrimental to the aims and activities of the Association,
the Executive Committee shall have the power to refuse membership or may terminate or
suspend the membership of any member by resolution passed at a meeting. Members shall
have the right to appeal via an independent adjudicator determined by the mutual agreement
of the Executive Committee.
3. Any member of the Association may resign his/her membership by providing the President or
Vice-President with written notice.
Article 5 – Executive Committee
The Association shall be administered by an Executive Committee of no less than 3 (three) people
and no more than 21 (twenty-one) who must be at least 8 (eighteen) years of age. Members will be
elected for a period of up to 1 (one) year but may be re-elected at the Association’s Annual general
Meeting by the present Executive Committee.
Article 6 – Officers
1. The Executive body shall consist of the following officers: President, Immediate Past
President, Vice-President, Secretary, Treasurer, Equipment Manager, Parks Manager,
Registration Coordinator, Events Coordinator, Sponsorship Chair, Bingo Chair, Umpire in Chief
and Head Convener and any additional officers the Association deems necessary at the
meetings required to carry out the required activities.
2. The election of officers will take place at the Annual General Meeting in October of the current
year.
3. No one shall be eligible to stand for an elected position without having served their complete
probationary period as a member of the Executive Committee or upon the vote of the current
Executive Members.
4. A Discipline Committee will be made up of 5 (five) current Executive Members unrelated to the
issue.
5. The Advisory Council (life members) shall not be required to attend all meetings. They shall
have voting rights except during the election of officers.
6. Each Executive Member regardless of capacity, shall be entitled to a vote at the Annual
General Meeting for the election of officers.
7. A life member is an Executive Member who has held a position on the Executive Committee for
a period of ten years or more.
Article 7 - Meetings
1. The Committee shall meet at least 11 (eleven) times a year. Meetings shall enable the
Association to discuss actions and monitor progress to date and to consider future
developments.
2. All members shall be given at least 14 (fourteen) days notice of when a meeting is due to take
place unless it is deemed as an emergency.
3. 2/3 (two-thirds) of the Executive Members must be present in order for a meeting to take
place.
4. It shall be the responsibility of the President to chair all meetings, Vice-President in his/her
absence. All meetings must have minutes written and accessible to interested parties.
5. The Annual General Meeting shall take place no later than 3 (three) months after the end of
the financial year. At least 14 (fourteen) days notice must be given before the meeting takes
place.
6. All members are entitled to vote at the Annual General Meeting. Voting shall be made by a
show of hands on a majority basis. In the case of a tied vote the President or an appointed
deputy shall make the final decision.
7. The outgoing Executive shall complete the current year’s business during the last Executive
meeting of the current year.
8. The President shall have the power to act on behalf of the Association as a whole in all
matters pertaining to CMSI in consultation with the Vice-President or Secretary other than
emergency meetings.
9. The President may call an Executive or General Meeting of the Association at any time but
must do so on the request of 3 (three) active voting members. Failure of the President to
comply with this request will result in the Vice-President or the Secretary calling a special
meeting.
10. Executive Members are expected to attend at least 9 (nine) meetings during the course of the
year.
11. Any Executive Member not attending a meeting must provide a written report to the
President, Vice-President or Secretary 1 (one) day prior to that meeting if they are responsible
for anything needed to be updated or discussed during the meeting.
Article 8 – Finance
1. Any money acquired by the Association including donations, contributions and bequests shall
be paid into an account operated by the Executive Committee in the name of the Association.
All funds must be applied to the objects of the Association and for no other purpose.
2. Bank accounts shall be opened in the name of the Association. Any deeds, cheques, etc.
relating to the Association’s bank account shall be signed by at least 2 (two) of the following
Executive Members: President, Vice-President, Treasurer, Secretary or Bingo Chair.
3. Any income/expenditure shall be the responsibility of the Treasurer who will be accountable to
ensure funds are utilized effectively and that the Association stays within budget. Official
accounts shall be maintained and will be examined annually by an independent Accountant
who is not a member of the Association. An annual financial report shall be presented at the
Annual General Meeting. The Association’s accounting year shall run from the 1 st of October
to the 30th September each year.
Article 9 – Alteration of the Constitution
1. Any changes to this Constitution must be agreed by a majority vote at a special General
Meeting.
2. Amendments to this Constitution or dissolution of the Association must be conveyed to the
President, Vice-President and Secretary formally in writing.
3. Any amendment or alteration of this Constitution must be in acceptance of a 2/3 (two-third)
majority quorum vote of the Executive Members present at the Annual General Meeting. A
notice of motion must be made 4 (four) weeks in advance of any change and Executive
Members must be notified in writing 1 (one) week prior of the General Meeting.
Article 10 – Voting Privileges
The Executive Committee mentioned in Article 6 and Life Members shall have the only voting power
of the Association with each Executive Member and Life Member to cast 1 (one) vote. The President
shall have the deciding vote if necessary.
Article 11 – Open Meetings
Open meetings to include all Members of the Association who may be called at the discretion of the
Executive Committee.
This Constitution was adopted by the elected Executive of the CMSI on October 2nd, 2014
at the Annual General Meeting and will take effect on October 2nd, 2014.
Accepted by the following:
Vicki Cavers – President; Dean Corbett – Vice-President; Barb Robertson – Secretary; Pat Lemieux
– Treasurer; Sass Sonntag – Equipment Manager; Katrina Brown – Registration Coordinator; Kelly
Sonntag – Umpire in Chief; Stephanie Lytle – Head Convener; Leanne Short – Bingo Chair; Amy
Pitcher – Sponsorship Chair / Webmaster
Directors – Bob Gergely, Pam Gergely, Whitney Gauthier