Sault Fastpitch Association
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SAULT FASTPITCH ASSOCIATION
Bylaw No. 1


Ontario Not-for-Profit Corporations Act (ONCA) Compliant Governance Bylaw
Draft based on Articles of Incorporation dated June 2, 2026

ARTICLE 1 – GENERAL


1.1 Name: Sault Fastpitch Association.
1.2 Head Office: Sault Ste. Marie, Ontario.
1.3 Purpose: To provide female youth fastpitch programming, leagues, clinics, camps, tournaments and related sport opportunities.
1.4 Governing Legislation: Ontario Not-for-Profit Corporations Act, 2010 (ONCA).

ARTICLE 2 – MEMBERSHIP


2.1 Membership is open to parents/guardians of registered players, adult participants, coaches, volunteers and directors.
2.2 Membership expires at the close of each AGM unless renewed.
2.3 One Vote Per Family: Regardless of the number of registered players, each family unit shall be entitled to one vote.
2.4 Membership may be suspended or terminated for conduct contrary to the Association's purposes, policies or Safe Sport requirements.

ARTICLE 3 – MEMBERS MEETINGS


3.1 Annual General Meeting shall be held annually.
3.2 Special meetings may be called by the Board or by members as permitted by ONCA.
3.3 Quorum shall be 10 voting families or 20% of voting members, whichever is less.
3.4 Meetings may be held electronically where permitted by law.

ARTICLE 4 – BOARD OF DIRECTORS


4.1 The Board shall consist of not fewer than 3 and not more than 7 directors.
4.2 Directors are elected for two-year staggered terms. The inaugural President will have a term of 4 years and the inaugural Vice President a term of 5 years. 
4.3 Directors must be members in good standing.
4.4 Vacancies may be filled by Board appointment until the next AGM.
4.5 Directors can include: Director of Fundraising & Sponsorship, Director of Equipment & Facilities, Registrar
4.6 Quorum shall be 3 directors or officers.

ARTICLE 5 – OFFICERS


Officers shall include President, Vice-President, Treasurer and Secretary.
Additional officer positions may be created by Board resolution.

ARTICLE 6 – DUTIES OF OFFICERS


President: Serves as the chief volunteer leader of the Sault Fastpitch Association (SFA) and is responsible for providing overall leadership, governance oversight, and strategic direction to the organization.

Responsibilities

  • Preside over all Board of Directors and membership meetings.
  • Ensure the Association operates in accordance with its Articles of Incorporation, Bylaws, Policies, and the Ontario Not-for-Profit Corporations Act (ONCA).
  • Provide leadership and direction to Board members and committees.
  • Serve as the primary spokesperson for the Association.
  • Establish meeting agendas in consultation with the Secretary.
  • Monitor progress toward organizational goals and objectives.
  • Act as an ex-officio member of all committees.
  • Ensure compliance with Safe Sport requirements and risk management practices.
  • Sign contracts and legal documents as authorized by the Board.
  • Represent the Association with municipal, provincial, and community partners.

Vice-President: Supports the President and assumes the President's duties when the President is unavailable. 

Responsibilities

  • Assist the President with governance and organizational leadership.
  • Attend all Board meetings.
  • Chair meetings in the absence of the President.
  • Lead special projects and committees as assigned.
  • Support recruitment and retention of volunteers.
  • Assist with strategic planning initiatives.
  • Coordinate annual Board evaluations and succession planning.
  • Perform other duties assigned by the Board.

Treasurer: Oversees the financial affairs of the Association and ensures responsible financial stewardship. 

Responsibilities

  • Maintain accurate financial records.
  • Present financial reports at Board meetings.
  • Prepare the annual operating budget.
  • Monitor revenues and expenditures.
  • Ensure appropriate banking and financial controls.
  • Coordinate annual financial reviews or audits as required.
  • Ensure timely payment of approved expenses.
  • Monitor registration revenue, grants, sponsorships, and fundraising income.
  • Ensure compliance with all applicable financial regulations.

Secretary: Maintains the official records of the Association and supports effective governance. 

Responsibilities

  • Record and maintain minutes of Board and membership meetings.
  • Maintain corporate records and governance documents.
  • Provide meeting notices as required by the Bylaws.
  • Maintain an updated list of Board members and committee members.
  • Manage organizational correspondence.
  • Ensure corporate filings and records are maintained.
  • Retain historical records of the Association.

ARTICLE 7 – COMMITTEES


The Board may establish committees including Finance, Registration, Coaching Development, Discipline and Appeals, Tournament, Fundraising and Governance.

ARTICLE 8 – FINANCIAL MATTERS


8.1 Fiscal year end shall be October 30 unless changed by Board resolution.
8.2 Directors serve without remuneration.
8.3 Reasonable expenses may be reimbursed. Any expense greater than $100 must be approved by a minimum of 3 directors and/or officers.
8.4 All revenues shall be used solely to advance the Association's purposes.

ARTICLE 9 – SAFE SPORT AND SCREENING


All coaches, directors and volunteers in positions of trust shall comply with screening, vulnerable sector checks, Safe Sport requirements and Association policies.

ARTICLE 10 – CONFLICT OF INTEREST


Directors shall disclose conflicts and abstain from voting where a conflict exists.

ARTICLE 11 – DISCIPLINE AND APPEALS


The Association may adopt policies governing complaints, discipline, suspensions and appeals consistent with procedural fairness.

ARTICLE 12 – INDEMNIFICATION


Directors and officers shall be indemnified to the extent permitted by ONCA.

ARTICLE 13 – DISSOLUTION


Upon dissolution, remaining assets shall be distributed to one or more Ontario not-for-profit or charitable organizations with similar purposes.

ARTICLE 14 – AMENDMENTS


These bylaws may be amended by special resolution of the members in accordance with ONCA.