Constitution

1 – Society Name

  1. The name of the society is: Die Hard Pinball League

2 – Purpose of the League

  1. To promote and encourage pinball and arcade in the Edmonton and surrounding areas.
  2. To provide for the mutual interests of all hobbyists and players in a harmonious manner.
  3. To provide an outlet for all levels of competition.
  4. To encourage players to become involved in the special events and executive aspects of our League’s operations.

3 – Membership

Section 1 – Existing Players

1) Each new season, the League will consist of all players that played in the League in the previous season, provided that they:

  1. Wish to retain their membership,
  2. Agree to abide by the Constitution and Bylaws,

Section 2 – New Players

  1. New players may apply to our League by submitting an email to the league prior to the Annual Fall Meeting. Applicants will be admitted in order of receipt up to the maximum participants, and have voting privileges immediately.
  2. New players are required to abide by the Constitution and Bylaws, and agree to assume all other normal League duties as specified by the Executive.
  3. New players will submit their entry fee , recommended by the Executive and agreed upon at the Annual Fall Meeting.
  4. No players will be admitted after the start of season, unless deemed necessary by the Executive. If a replacement player is necessary the Executive will contact the player(s) in order who were not able to join the League.

Section 3 – Members in Good Standing

  1. To be a member in good standing, a player must meet the following requirements:
  2. Have no outstanding monies owed and/or,
  3. Have not caused their own disbarment or suspension through disruptive actions in the League.

4 – Organizational Positions

Section 1 – Executive Positions

The League executive shall consist of President, Vice President, Secretary, Treasurer, and Special-Events Coordinator. The President and Vice President positions will be two year terms and the Secretary, Treasurer, Special-Events Coordinator shall be elected to their positions on an annual basis.

Section 2 – Duties of the Executive

The President shall;

  1. Chair all meetings,
  2. Call meetings of the Executive and the League as he deems necessary and subject to the requirements of these Bylaws and the Society Act.
  3. Represent the League at any functions requiring a representative from the League.
  4. Ensure that all Executive members are fulfilling their obligations.
  5. Assign additional duties to other Executive members as he deems necessary.
  6. Receive, conduct and report on all League correspondence.
  7. Be responsible for the scheduling of all games. This will include the regular season and the playoffs.
  8. Maintain list of trophy winners, and provincial championship eligibility lists and submit results to IFPA.
  9. In the event he/she cannot attend a function or complete a duty, he/she may appoint any Executive member of his choice as “Acting President.”

The Vice President shall:

  1. Be responsible for awards and marketing materials for league.
  2. Be responsible for website development and updates.
  3. Be responsible for the collection and distribution of all League trophies and awards.
  4. Be responsible for the purchasing and engraving of all League trophies and awards.
  5. Perform other functions as required by the League and the President.

The Secretary shall:

  1. Record and distribute minutes of all League and Executive meetings.
  2. Conduct the fall elections in terms of ballot distribution and voting procedures.
  3. Where feasible, keep the membership informed of the League happenings through the press.
  4. In charge of all social media and promotion for the league.
  5. Perform other functions as required by the League and the President.

The Treasurer shall:

  1. Be responsible for all financial matters of the League.
  2. Keep accurate and updated records of League finances and report same to the Team Representatives at each League meeting.
  3. Be responsible for the placement and payment of all ads in the newspaper concerning League activities.
  4. Submit an annual financial report for the previous year to the incoming Executive at the Annual Fall Meeting.
  5. Perform other functions as required by the League and the President.

The Special Events Coordinator shall:

  1. Be responsible for all volunteer aspects of the Edmonton Pinball and Arcade Expo.
  2. Be responsible for coordinating the beer Garden, raffle tickets, silent auction at the Edmonton Pinball and Arcade Expo
  3. Upon completion of an event, a full accounting, complete with backup vouchers, along with profits, will be turned over to the Treasurer. This accounting will be prepared within fifteen (15) days of the event. Failure to submit reports and profits in a satisfactory manner within the stipulated time frame will cause the Executive to investigate immediately.
  4. Work together with the Executive on all matters pertaining to League functions.
  5. Perform other functions as required by the League and the President.

5 – General League Meetings.

  1. The Annual Fall Meeting (AFM) is to be held in November of each year. At that meeting, New and Existing players must make a payment toward their entry fee.
  2. A General Meeting may be called at any time by the President, provided proper notice is given.
  3. Failure to attend the Fall Spring Meeting (AFM) could result in the player’s ejection from the League.
  4. Any player more than thirty (30) minutes late for the start of a meeting will be deemed absent.

6 – Voting

  1. A quorum at any General Meeting is 1/2 of the players with voting privileges is and must include the President or his designate, but shall never be less than 10 players present.
  2. Business, other than the election of a chair and the adjournment or termination of the meeting, must not be conducted at a general meeting at a time when quorum is not present.
  3. If at any time during a general meeting there ceases to be a quorum present, business then in progress must be suspended until there is a quorum present or until the meeting is adjourned or terminated.
  4. All votes will be taken after a reasonable discussion of the issues.
  5. At a General meeting, each player with voting privileges will have one vote.
  6. Votes may not be cast by proxy.
  7. A quorum of 1/2 of the players in attendance (with voting privileges) is required to deal with Constitutional and Bylaw issues, but shall never be less than ten (10) players present.

7 – Elections

  1. All positions, except President and Vice President, shall be elected annually, President and Vice President will be elected year two years.
  2. Nominations for all positions will be submitted to the President at the Annual Fall Meeting.
  3. Nominations can be for any number of positions and must be made by a player in good standing and seconded by same.
  4. Voting will occur at the Annual Fall Meeting. For each position being voted upon, players will cast one (1) vote, with player being able to cast more than one vote.
  5. In the event no nominations are received for a position, the Executive will seek volunteers for acclamation. If the position cannot be filled with volunteers, the Executive will seek to appoint individuals and the League will have no recourse.
  6. In the event that the positions cannot be filled by any of the above means, the Executive will call an emergency meeting in December to discuss the feasibility of the continued existence of the League.
  7. If at the December meeting called to discuss the lack of nominations, or if during the season an Executive member resigns voluntarily or otherwise, then it will be at the President’s discretion to operate the League with one or more of the Executive positions unoccupied. The President will have the option of assigning the duties of the vacant positions to other executive members. The only position which must be filled is that of President.
  8. The members may, by special resolution, remove an executive member, before the expiration of his term, and may elect a successor to complete the term of office.
  9. The notice of special resolution for expulsion must be accompanied by a brief statement of the reasons for the proposed expulsion.
  10. The person who is the subject of the proposed resolution for expulsion must be given an opportunity to be heard at the general meeting before the special resolution is put to a vote.

8 – Executive Meetings

  1. Executive meetings will be called at the discretion of the President.
  2. A quorum at any Executive meeting shall be 1/2 of the Executive and must include the President or his designate.
  3. Any member of the Executive who absents himself from two (2) regular and/or Executive meetings, without having been granted a leave of absence by the Executive Committee, shall cease to be a member of the Executive.
  4. The Executive Committee shall be allowed a maximum promotional allowance of five hundred ($500) dollars per executive member per year.

9 – League Finances

Section 1 – Entry Fee

  1. The entry fee will be recommended by the Executive.
  2. The entry fee is to cover the operating expenses of the League for the upcoming season. The Treasurer will give his/her best estimate for the revenues and expenses to be covered.

Section 2 – League Accounts

  1. All League accounts will have co-signing power. All cheques issued by our League must be signed by the Treasurer and Secretary or President.
  2. No cheques may be signed blank. When signed, the cheque must be filled out completely, containing the date, amount, payee and encoded to indicate the reason for the payment.
  3. The Treasurer’s report will be submitted at regular and other League meetings and shall be a formal accounting document. Failure to do so will cause the Executive to immediately investigate.
  4. Receipts should always be expected and should be filed for future reference.
  5. No members, directors or executive may, on behalf of or in the name of the League, borrow monies for the purposes of the league.

10 – Constitution or Bylaw Amendments

  1. Amendments can only be made at the Annual Fall meeting by special resolution.
  2. Proper notice must be given for any proposed amendments.
  3. Each amendment, whether separately or in block form, shall be put to a General League meeting vote. Acceptance of such amendment shall require 1/2 majority of those voting members in attendance at a meeting called for this purpose.
  4. In order that the League be maintained, seasonal amendments may be put forward by the Executive during the year at any League meeting. Acceptance of these amendments shall not form a part of the Constitution or bylaws until it has gained the 1/2 League majority (players with voting privileges only) vote at the Annual Fall meeting. The approved amendments will not take effect until filed and registered by the Registrar of Companies.
  5. A player can suggest an amendment but only the Executive can put it before a meeting for a vote.
  6. It is understood that the Constitution and bylaws will be enforced to the letter. Ignorance of any part(s) of the Constitution or bylaws shall not be considered valid grounds for infractions.