RULES AND REGULATIONS **

 1. CONCESSION STAND **    2. ELECTION ELIGIBILITY **   3. COMMITMENTS **

 CONSTITUTION

ARTICLE 1: NAME  - The name of the Organization shall be the "Greater Niagara Baseball Association Ladies Auxiliary".

ARTICLE 2: OBJECTS AND PURPOSE - The G.N.B.A. Ladies Auxiliary is classed as a non-profit organization. All members are volunteers with the purpose being to raise funds and financially assist the Greater Niagara Baseball Association wherever possible.

ARTICLE 3: MEMBERSHIP – Membership in the G.N.B.A. Ladies Auxiliary shall be composed of all persons who agree to abide by and comply with the Constitution, rules and regulations of the G.N.B.A. Ladies Auxiliary. Each member shall have full voting rights at any general and annual meeting.

ARTICLE 4: EXECUTIVE AND DIRECTORS

 The executive of the Association shall consist of 5 (five) positions:

 1)         PRESIDENT

2)         SECRETARY

3)         TREASURER

4)         PURCHASING

5)         SCHEDULER

All offices will be held for a period of 1 (one) year. The election of 5 (five) executive members and all directors shall be held at the Annual Meeting usually the first Monday in April of each year.

Life members of the G.N.B.A. Ladies Auxiliary are executive members without portfolio and can to attend all meetings. In the event of a vacancy, the President shall appoint a member.

The directors shall consist of at least 8 ( eight ) positions:

 1)         SUNSHINE GIRL

2)         CONCESSION STAND VOLUNTEERS ( MINIMUM OF 7 )

The President shall have the power to fill any executive and/or director vacancies that may occur or is not filled at the Annual Meeting election of officers.

 ARTICLE 5: - DUTIES OF THE EXECUTIVE AND DIRECTORS

PRESIDENT: Shall preside at all meetings of the G.N.B.A. Ladies Auxiliary. The President is the chief executive officer and as such shall exercise supervision over the activities of the Association. She shall have the power to rule on any situation, which is not specifically dealt with in the constitution, rules and regulations of the G.N.B.A. Ladies Auxiliary. The President presides at all meetings as the chairperson. She is an unofficial member of all committees.

SECRETARY: Shall keep an accurate record of all G.N.B.A. Ladies Auxiliary meetings. Receive and send out all correspondence for the Association; retaining a file(s) on all correspondence. Minutes of G.N.B.A. Ladies Auxiliary meetings will be forwarded to the executive, directors and life members. Record all minutes of all meetings and bi-monthly written financial report as reported by the treasurer. She will keep all records up to date and correspondence will be open at all times to any member in good. Standing. The secretary shall keep in her possession the agreement between the Parks, Recreation and Culture Department of the City of Niagara Falls and the association concerning our rights to sell at Oakes Park. The agreement shall be available at all times.

TREASURER: Shall receive all monies and deposit same in the G.N.B.A. Ladies Auxiliary account with a chartered bank or trust company, receive and pay all invoices, sign all cheques along with the signature of one of the other two signing officers as elected from the executive; keep accurate account of all receipts and disbursements; present a written financial report each Executive Meeting; prepare the financial report for the annual audit and have written reports for distribution at the Annual Meeting; pay accounts up to and including one hundred dollars in value, in periods between executive meetings, subject to approval at the next meeting by an executive/director vote.

Treasurers Responsibilities & Duties Include :

1. Receive all funds and deposit the funds in the official G.N.B.A. Ladies Auxiliary account.
2. Bills should be paid as received.
3. Present a written financial report for each Executive Meeting and a copy available for each directors or executive.
4. Prepare the financial report for the annual audit and have written reports for distribution at the Annual Meeting yearend meeting.
5. Responsible for paying all the Licences from the City of Niagara Falls.
6. Inform bank officials of those who have signing authority.
7. Responsible for sending names to the new executive to the Retail Tax Office ( Revenue Canada ).
8. Responsible for submitting the sales tax by the 23rd of each month to the Retail Tax Office ( Revenue Canada ).
9. Submit a Financial Statement to the Parks, Recreation and Culture Department of the City of Niagara Falls at the end of each year.
10. Submit a statement to the Greater Niagara Baseball Association showing the annual donation at the end of each year.
11. She shall be responsible for obtaining Insurance coverage and sending a copy to the Parks, Recreation and Culture Department of the City of Niagara Falls. 

DIRECTOR – PURCHASING: To purchase all equipment, goods or services required to operate the concession stands located at Oakes Park. Purchases are subject to approval of G.N.B.A. Ladies Auxiliary Executive and Directors. All stock is to be purchased by the purchaser.

DIRECTOR – SCHEDULER: Make certain of the day-by-day operation of the concession stands. Co-ordinate all events with the G.N.B.A. field allocation director for all scheduling of ball diamonds and special events. All communications with Parks, Recreation & Culture Department of the City of Niagara Falls regarding the operation of the concession stands throughout the year from April 1st until September 30th. Provide a working schedule and a list of their members and their phone numbers is posted in the concession stand. Co-ordinate to the best their ability to see that concession is manned whenever necessary. All members in good standing are to be approached for working with attention given to equal sharing of the workload. Provide a work sheet located in the concession stands for workers to sign on the date they worked.

Co-ordinates Recognition Night, normally held on the second Friday in July.

Co-ordinates All-Star Night, normally held on the second Saturday in July.

Co-ordinates awards presentation normally held at the end of the season.

Co-ordinates Championship Day normally held at the end of the season.

Co-ordinates all special events throughout the season.

DIRECTOR – SUNSHINE GIRL: Co-ordinates information on all past and present executives or directors related to the G.N.B.A. Ladies Auxiliary. Sends cards, fruit baskets etc. for all occasions.

DIRECTOR – CONCESSION STAND VOLUNTEER: Assist in the day-by-day operations of the concession stands and all special events throughout the season. Work as requested by the scheduler.

ARTICLE 6: ELECTIONS - The election of the executive and directors of the G.N.B.A. Ladies Auxiliary shall be conducted at the Annual Meeting held on the first Monday in April of each year. The President shall appoint 3 (three) members to a nominating committee at least 30 (thirty) days prior to the Annual Meeting to prepare and submit a proposed slate of executive and directors. A member of the City of Niagara Falls Parks Recreation Staff will be invited to act as Chief Returning Officer for the election of Executive and Directors ( if required ).

Nominations for the positions of executive and directors will be welcome from the floor at the Annual Meeting.

To be nominated for an executive position - President, Vice-President, Secretary or Treasurer - one must have served a minimum of 1 (one) year within the last two years in an executive or director position.

If more than one person is nominated for any office, a vote by ballot will be taken and the nominee receiving the greatest number of votes will be elected. If a tie occurs for any executive or director position, the run-off vote by ballot will be taken amongst the "tied" positions only.

ARTICLE 7: ANNUAL MEETING - The Annual Meeting of the GNBA shall be held during the month of December each year. The President will determine exact date and location.

Order of business for the Annual Meeting will be:

1) President's welcome and address (summary of the year)

2) Secretary's Report: last executive meeting

3) Treasurer's Report: treasurer's report for the year

4) Amendments to the Constitution

5) General business

6) Election of executive by position and directors in total

7) President's remarks

 ARTICLE 8: AMENDMENTS - Amendments or any alterations shall be made to any part of the Constitution, rules and regulations at the Annual April Meeting.

Notice of any proposed amendment or alteration must be given in writing to the Secretary at least 21 (twenty-one) days prior to the Annual April Meeting.

Amendments or alterations to the constitution, rules and regulations will be adopted by a 2/3 (two-thirds) vote of the G.N.B.A. Ladies Auxiliary membership at the Annual Meeting or a general membership meeting.

ARTICLE 9: VOTING PROCEDURES - 8 (nine) executive and/or directors in good standing constitute a quorum. A vote by majority at Executive meetings shall be the executive and directors.

The President shall not vote except in the case of a tie. Voting shall be by a show of hands. Proxy votes and/or ballots will not be recognized.

ARTICLE 10: MEETINGS - The President may call a special, emergency or general meeting of the G.N.B.A. Ladies Auxiliary or executive board at any time. A minimum of 48 (forty-eight) hours notice must be given except for emergency meetings.

Executive Meetings - executive and directors - shall be held at least once every month from April to October inclusive. Frequency of executive meetings is at the discretion of the President.

Any member in good standing (see article 3) can attend an executive meeting whenever she wishes.

The President may declare an executive meeting go into closed session, at which time any person who is not a member of the executive and directors may be excluded.

ARTICLE 11: AFFILIATIONS - The G.N.B.A. Ladies Auxiliary shall be affiliated with the Greater Niagara Baseball Association (G.N.B.A.). The G.N.B.A. Ladies Auxiliary shall maintain membership in the Greater Niagara Baseball Association and protect its rights as a member of that Association.

ARTICLE 12:  ATTENDANCE - All G.N.B.A. Ladies Auxiliary executives & directors are required to have a 40% attendance record throughout the upcoming year scheduled by-monthly meetings.

Attendance record will begin with the Annual General Meeting of Executives & Directors usually held in December.

The president will provide a schedule of all the meetings for the upcoming year at the next meeting directly following the Annual General Meeting of Executives & Directors in October.

Any executive or director who do not attend a minimum 40% of the meetings will be under attendance review by the president.

The president shall have the power to dismiss any executive or director from the G.N.B.A. Ladies Auxiliary because of their attendance record.

ARTICLE 13: NEW EXECUTIVE  - The new executive will begin their term of office at the Annual April Meeting.

 ARTICLE 14:  EXECUTIVE AUTHORITY  - The G.N.B.A. Ladies Auxiliary Executive and Directors reserves the right to set, appeal or amend the Constitution, Rules and Regulations as deemed necessary to facilitate and conduct the business of the G.N.B.A. Ladies Auxiliary in a manner consistent with the intent of the G.N.B.A. Ladies Auxiliary Constitution and Regulations. These changes will be published in the minutes of the meeting at which it occurred and must be ratified at the next Annual General Meeting.

G.N.B.A. Ladies Auxiliary must approve of the following at the beginning of each year.

A.)  Prices for all products for that year.

B.)  Handouts information.

C.)  Discounts, coupons of any sort.

ARTICLE 15:  LIFE MEMBER – Any executive or director whom serves as a director or executive for a total period of 10 years is eligible to become a life member. All persons do not have to serve 10 consecutive years to be eligible to become a life member. All life members must be a member in good standing with the association and be nominated by the executive. Any person not serving a 10 period will be classified as any honorary life member.  

ARTICLE 16:  GNBA LADIES AUXILIARY SCHOLARSHIP FUND – The award will be given to a Junior or Midget player who is a member of the Greater Niagara Baseball Association, and who is proceeding on to post-secondary education at a college or university. One or more awards may be presented. G.N.B.A. Ladies Auxiliary will assist in the funding of scholarships.

 RULES AND REGULATIONS

1. CONCESSION STAND -

The concession stand shall be staffed with at least 2 workers per shift. The money is to be counted in the presence of the booth workers for their own protection. Each shift’s receipts shall be turned over to the treasurer with names of workers, date worked and the amount tabulated.

 A float of $40.00 shall be left in the concession stand for the next shift.

 It is the responsibility of the workers to leave the concession stand in a clean orderly condition for the next shift and refill the stock on the shelves.

 If a member is opening the concession stand alone she should inform another member of her intentions. All members should sign their name on the calendar-type sign poster in the concession stand, on the day they work.

 Each worker has the authority to work her shift as sees fit under the rules of the G.N.B.A. Ladies Auxiliary.       

 If a worker is unable to fulfil their night, they must contact workers on the alternate night arrange to switch. If no workers are available, they can contact the scheduler.

 Every worker shall have their own set of keys.

 Surplus stock will be dispersed at the end of each season according the wishes of the G.N.B.A. Ladies Auxiliary.

 Smocks are to be purchased for new members who have put in one ( 1 ) season working in the concession stands. All new members will receive a G.N.B.A. shirt.

 Anyone taking children in the concession stand must be responsible for them. Both partners must agree if children are allowed in the concession stand during their shift.

 If you are scheduled for a shift, you definitely go in the concession stand and who ever is in there, leaves.

 Two workers will be scheduled for a shift, tournaments included, if more help is needed the workers involved obtains their own helpers.

2. ELECTION ELIGIBILITY - If a G.N.B.A. Ladies Auxiliary executive member and/or director seeking re-election and is going to be absent with a noted reason from the next Annual Meeting, she must write a letter of intention of nomination and submit it to the Chairman of the Nominating Committee.

The $1.00 (one dollar) membership fee must accompany the letter.

3. COMMITMENTS – The commitments of the G.N.B.A. Ladies Auxiliary are, Recognition Night, All-Star Night, Championship Day and purchasing of the trophies for all winning teams.

G.N.B.A. LADIES AUXILIARY AWARDS DAY

1)        No individual trophies, awards or special presentations to be made on this day without the permission of the GNBA and the GNBA Ladies Auxiliary.  Awards day is for team recognition and all individual awards will be handled by the GNBA.

2)        The number of team awards is limited to head coach, assistant coach, manager, bat boy and all players on team.

3)        All convenors shall forward a copy of all their teams, players and coaches along with any award winners to the G.N.B.A. Ladies Auxiliary.

4)        League Champion:  First place team in regular season.

5)        Playoff Champion: Winner of playoffs.

6)        Playoff Consolation: Winner of the playoffs from the weaker teams in the league, not the runner up from the playoffs.

7)        Awards given out in any particular year are dependent on the financial situation of the GNBA and the G.N.B.A. Ladies Auxiliary at the time. The Executive and Directors determine which awards will be distributed on a year by year basis.

©1998 Greater Niagara Baseball Association.