NDG MINOR BASEBALL LEAGUE INC.
GENERAL BYLAW #1

MOST RECENT UPDATE: OCTOBER 2024
PROPOSED 2025 REVISIONS IN RED - TO BE VOTED ON AT THE 2025-26 AGM

• 4.5.2 Job description of the President

• 4.5.3 Job description of the Vice President

• 4.5.15 Creation of the role of President Emeritus

• 4.5.20 Replacing the role of Director of Off-Season Programming with the Rally Cap Convener

• 4.5.21 Modifications to the Head Coach role

• 4.5.25 Update of Competition Committee's responsibilities

• 4.5.26 Update of Disciplinary Committee's responsibilities

• 6.4 Update of meeting chairmanship

• 8.5 Creation of Codes of Conduct

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The following By-Law is the General By-Law number 1 of Ligue de Baseball Mineur de N.D.G. Inc./N.D.G. Minor Baseball League Inc. (hereinafter, the “the Association” or “NDGBA”).
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1. ATHLETES
 
1.1 Such persons, whether of the age of majority or not, who shall have been approved by the Board of Directors for membership on any team formed or to be formed by the Association and who remain in good standing in accordance with its rules, shall be Athletes of the Association;​
 
1.2 The inability of any person or any legal guardian of such person to pay any membership or other fees assessed by the Association shall not preclude that person from becoming an Athlete. In such cases, an agreement will be made between the Athlete or the Athlete’s guardian and the Board of Directors.

2. MEMBERS
The Members of the Association shall comprise the following persons:
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2.1 Every legal guardian of an Athlete in good standing but who has not attained the age of majority, and every Athlete in good standing who has attained the age of majority;
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​​2.2 Any person recommended to and appointed by the Board of Directors to act as a volunteer coach, manager, fundraiser, executive or in such other capacity as may have been stipulated shall be deemed to be a Member.
 
3. MEETINGS OF MEMBERS
The Members shall meet not less than once annually in Q4 (Oct-Dec). This annual meeting shall be for the purposes of:
 

1. Receiving the reports of the President and the Treasurer of the Association on its operations and its financial position for the preceding year;

2. Electing, by secret ballot or in such other manner as may be authorized thereat, a Board of Directors to administer the affairs of the Association for the ensuing year; and

3. Conducting such other business as may come before it.

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4. BOARD OF DIRECTORS
To qualify to be elected on the Board of Directors, any Member wishing to submit their candidacy shall advise the Board of Directors of their intentions in writing no later than 15 days prior to the Annual General Meeting and the list of applicants shall be posted on the Association website no later than 10 days prior to said meeting. Any position not filled at the time of the AGM may be filled at any later date and ratified by the Board of Directors. Note: While one person may hold multiple Board positions, that person gets only one vote.
 
4.1 The Board of Directors of the Association shall comprise the 10 following voting positions, with each member holding one vote regardless of how many positions one individual person may hold:

1. President (4.5.2);

2. Vice President (4.5.3); 

3. Secretary (4.5.4);

4. Communications & Marketing Manager (4.5.5);

5. Director of Coaching & Player Development (4.5.6);

6. Director of Fundraising & Sponsorships (4.5.7);

7. Director of Officials (4.5.8);

8. Equipment Manager (4.5.9);

9. Treasurer (4.5.10);

10. Uniforms & Merchandise Manager (4.5.11).

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4.2 The Board of Directors of the Association will be authorized to fill the following non-voting positions, any of which may be remunerated via honorarium, rebates on fees for NDGBA services, or other such manners, while keeping at heart the spirit of volunteerism and community:

1. Convener(s), Rally Cap 

2. Convener(s), 9U

3. Convener(s), 11U

4. Convener(s), 13U

5. Convener(s), 15U

6. Convener(s), 18U

7. Convener(s), Lynx A Program

8. Director, Bobcats Girls Baseball Program

9. Health & Safety Officer

10. President Emeritus

11. Registrar 

12. Technical Director

13. Scheduler

14. Sentinel

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4.3 So long as the Operating Budget of the Association is at $100,000 or more, the Board of Directors shall hire an outside accounting firm to provide a Notice to Reader annually and assist the Treasurer during the season.
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4.4 The Conveners will then fill the position of Head Coach and work to help fill Assistant Coach and Team Manager roles for each team from the pool of volunteers and parents/community at large upon making the teams. In the event of a conflict regarding a choice of coach or member of team personnel, the Competition Committee will maintain final right of approval on all Head Coaches, Assistant Coaches, and any other potential team of Association personnel.
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4.5 The following section outlines the roles & responsibilities of each Board position and other positions and committees within the NDG Baseball organization. *An asterisk denotes a voting position.
 
4.5.1 Board of Directors
The Board of Directors' responsibilities include, but are not limited to:

1. Running the day-to-day of the NDG Baseball Association;

2. Holding regular Board meetings (approx. once a month in the off-season and 1-3 times during the season);

3. Ensuring the ongoing success of NDG Baseball.

 
4.5.2 President*
The President is the primary administrator and leader of the association, whose responsibilities include but are not limited to:

1. The general day-to-day management of the Association;

2. Chairing Board meetings or appointing an alternate to chair as needed;

3. Chairing the AGM;

4. Being responsible for navigating administrative issues with outside parties and Athletes (or their parents/guardians);

5. Being responsible for approving/managing any fundraising or sponsorship initiatives in conjunction with the Treasurer;

6. Being the primary day-to-day communicator with both the City of Montreal (CDN-NDG Borough), any other municipalities and/or municipal organizations;

7. Being the primary day-to-day communicator with Baseball Québec and the Lac-St-Louis Region administration as well as any other administrative body related to or working with NDGBA;

8. Managing the association’s finances to ensure fiscal sustainability in collaboration with the Vice President, Treasurer and the Board as a whole;

9. Working with any and all Board members on any number of projects to further the progress, development, and success of the association.

10. Managing the Board in collaboration with the Vice President;

11. Participating actively in various committees and groups to help further the growth and sustainability of the Association; The President will have a permanent role on the Competition Committee and the Disciplinary Committee, as well any other standing or temporary committees;

12. Serving as the decision-maker in consultation with the board for conflict resolution within the Association for issues of conflict that do not rise to the level of the Disciplinary Committee;

13. Representing NDG Baseball at parks, events, and other gatherings with regularity – the President is expected to appear at all NDGBA-related events outside of regular baseball activities such as awards, honours, league meetings, or other such activities, or to appoint another Board member as an alternate at said activities. Serving as a representative of the Association is considered to be an essential role of the President.

 
4.5.3 Vice President*
The Vice President’s primary role is to be the second-in-command of the Association and to work with the President to ensure the smooth operation of the Assocaition. The VP’s responsibilities include but are not limited to:

1. Assisting the President on administrative issues as requested by the President;

2. Serving as the #2 on all of the President’s responsibilities and working with the President on any and all aspects of managing the association at the request of the President;

3. Working with the Treasurer, President and the Board as a whole to ensure fiscal sustainability;

4. Representing NDG Baseball at parks, events, and other gatherings with regularity.

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4.5.4. Secretary*
The Secretary’s responsibilities include but are not limited to:

1. Setting the agendas for Board meetings and the AGM;

2. Managing and recording the minutes at Board meetings and the AGM;

3. Helping set and enforce good governance, standards and best practices.

 
4.5.5. Communications & Marketing Manager*
The Communications & Marketing Manager’s responsibilities include but are not limited to:

1. Managing the association’s communications & marketing strategies in conjunction with the Vice President;

2. Managing the association’s digital properties;

3. Managing media requests;

4. Managing advertising/marketing strategies and deliverables.

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4.5.6 Director of Coaching and Player Development*
The Director of Coaching & Player Development’s responsibilities include but are not limited to:

1. Ensuring that NDGBA is employing best practices in recruiting and training players and coaches;

2. Ensuring that certifications and background checks for coaches are completed as required;

3. Creating or finding opportunities for players to train above and beyond the standard schedule of activities of NDGBA;

4. Coordinating Lynx tryouts and participating as a standing member of the Competition Committee, which is responsible for choosing Lynx players;

5. Working with division Conveners to ensure they have adequate resources insofar as goes player and coach development for their own divisions;

6. Being a development resource for coaches and players in general.

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4.5.7 Director of Officials*
The Director of Officials’ responsibilities include but are not limited to:

1. Recruiting and managing umpires and scorekeepers;

2. Ensuring all training is done as required;

3. Coordinating officials with the Lac St. Louis region’s director of officials and scheduler;

4. Ensuring all officials are invoicing and are paid in a timely manner;

5. Being the bridge between the officials and the association.

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4.5.8 Equipment Manager*
The Equipment Manager’s responsibilities include but are not limited to:

1. Sourcing and purchasing equipment as needed according to the equipment budget;

2. Supplying each team with adequate equipment to start the season;

3. Supplying new or replacement equipment during the season;

4. Managing the collection and inventory taking of all equipment at the end of the season;

5. Helping set the equipment budget for the following season.

6. Managing and paying bills;

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4.5.9 Treasurer*
The Treasurer’s responsibilities include but are not limited to:

1. Alerting the Executive if there are any financial irregularities;

2. Managing the bank account/cash flow of the association;

3. Working with the Executive Committee to prepare the annual budget to present to the Board of Directors as a whole;

4. Working with the Executive Committee and accountant (if need be) to prepare and present the year-end balance sheet to the Board of Directors as a whole;

5. Presenting the balance sheet for the previous year and the proposed budget for the following year to the Membership at the AGM.

 
4.5.10 Uniforms & Merchandise Manager*
The Uniforms & Merchandising Manager’s responsibilities include but are not limited to:

1. Sourcing and purchasing uniforms and merchandise as needed according to the uniforms & merchandise budget;

2. Supplying each team with adequate uniforms to start the season;

3. Manage merchandise sales and inventory;

4. Reporting on the inventory of all uniforms and merchandise at the end of the season;

5. Helping set the uniforms and merchandise budget for the following season.​

 
4.5.11 Registrar
The Registrar’s responsibilities include but are not limited to:

1. Setting up and managing the system(s) for signing up and managing Athletes, Parents and Coaches on an annual basis;

2. Helping establish best practices for registration

3. Coordinating registration with Baseball Québec and the Lac-St-Louis Region;

4. Working with the Sentinel to ensure background checks are done;

5. Working with the Director of Coaching and Player Development to ensure coaching certifications are done.

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4.5.12 Scheduler
The Scheduler’s responsibilities include but are not limited to:

1. Providing the Region of Lac St. Louis with all scheduling needs as directed by the Region;

2. Managing the NDGBA practice schedule throughout the season;

3. Coordinating with Conveners and the Region for re-scheduled games throughout the season;

4. Coordinating field times with the Borough of CDN/NDG or any other municipal or private organization that provides or rents fields to the Association.​

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4.5.13 Sentinel

1. Responsible for managing police background checks for all applicable persons.

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4.5.14 Health and Safety Officer

1. Responsible for ensuring health & safety protocols are in place and are being followed.​

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4.5.15 President Emeritus

1. The President Emeritus position is open to any former president, board member, or other person deemed by the Board to be qualified for this role. It is an honourary position upon retirement or conclusion of service, signifying the individual’s distinguished contributions and dedication to the Association. This position is advisory in nature and comes with no vote, executive authority, or formal responsibilities.

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4.5.16 Technical Director

1. Being a standing member of the Competition Committee that makes the A-level Lynx teams;

2. Responsible for coordinating and leading off-season workouts;

3. Responsible for setting and managing the technical direction of the association at large. This includes, but is not limited to:

   • a. Creating and distributing practice plans

   • b. Creating and distributing instructional materials

4. Reporting to the President and Director of Coaching and Player Development on the technical program and player development

5. Is a standing member of the Competition Committee that chooses A-level players;

6. Attends a minimum of 2 practices per team from the 9U-B level-up throughout the course of the season;

7. Is available to all coaches for technical advice/direction throughout the season;

8. Attends and assists at a minimum agreed-upon amount of general membership skills development clinics per season;

9. This position is compensated on an hourly basis at the annual going rate for such a position as determined prior to the start of each season, and the contract is on a season-to-season basis.

 
4.5.17 Director of Girls Baseball
The Director of Girls’ Baseball’s (aka Bobcats’ Convener) responsibilities include but are not limited to:

1. Working with marketing & communications to recruit for the girls’ baseball stream;

2. Running Bobcats evaluations in coordination with the Technical Director and the Director of Coaching & Player Development;

3. Advocating for girls’ baseball and ensuring girls’ baseball is included in all decisions and decision-making processes at large;

4. Coordinating with the registrar to recruit girls from other nearby associations to join the Bobcats in cases in which those associations do not have a full girls’ baseball program;

5. Coordinating off-season clinics for all girls in NDGBA, regardless of whether they are playing in the Bobcats’, Lynx’, or Wildcats’ program;

6. Being the main contact for girls’ baseball coordination throughout the season.

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4.5.18 Director, Lynx Program (A-level)
The Director of the Lynx program's (aka Lynx Convener) responsibilities include but are not limited to:

1. Being a standing member of the Competition Committee that makes the A-level Lynx teams;

2. Coordinating the cuts with the Division Conveners to ensure a smooth transition from A-level tryouts to B-level rosters for players who do not make the Lynx;

3. Managing the Lynx coaching staffs;

4. Establishing Lynx practice rosters in conjunction with the Competition Committee and the Division Conveners;

5. Ensuring the Lynx players meet their minimum participation requirements and advising parents/guardians if there is an issue regarding participation;

6. Outlining the practice roster expectations to the athletes and their parents and ensuring that Lynx coaches include the practice roster players in all practices;

7. Assisting Division Conveners with call-up requests if needed for the Lynx or if a Lynx player is called up to the B-level at a higher age group.

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4.5.19 Wildcats (B-level) Conveners
The Wildcats Conveners’ responsibilities include but are not limited to:

1. Assessing the B-level talent and making balanced teams;

2. Recruiting and managing coaches and team managers for each division;

3. Following any practice plans supplied by BQ, Lac St. Louis, or NDGBA;

4. Working with the Technical Director and/or the Director of Coaching & Player Development as needed;

5. Working with the Scheduler as needed;

6. Entering practices and games for their division into the Association’s schedule management app/software;

7. Ensuring the Wildcats players meet their minimum participation requirements and advising parents/guardians if there is an issue regarding participation;

8. Managing all B-level call-up requests for each applicable division;

9. Coordinating any special events for a convener’s given division (tournaments, festivals, etc.);

10. Setting the tone and being the leader of each applicable division.

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4.5.20 Rally Cap Convener
The Rally Cap convener's responsibilities include but are not limited to:

1. Recruiting and managing parent and player coaches for each age group;

2. Being in regular contact with the coaches and parents before and during the season;

3. Following the practice plans supplied by NDGBA and developing them where appropriate;

4. Organizing and running regular games for Rally Cap 7 per annual plan;

5. Organizing and running an end-of-season celebratory event;

6. Moving players between age groups as needed;

7. Making the call regarding practice rainouts and informing parents and coaches;

8. Managing all call-up requests from the 9U Convener;

9. Setting the tone and being the leader of the Rally Cap program.

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4.5.21 Head Coaches
 A Head Coach’s responsibilities include but are not limited to:

1. Managing their own team, including training players, creating and executing game strategies, planning and coordinating practices, managing the team during games, appointing Assistant Coaches and managing them, and the overall general well-being of their team;

2. Ensuring the team has adequate players for each game, and working with their respective Division Convener for call-ups/replacement players as needed (Coaches may not contact other coaches to get call-ups/replacement players); 

3. Setting expectations with Athletes and Parents before a season begins and for managing those expectations throughout the season;

4. Ensuring that all players play a mix of positions during the regular season;

5. Learning, understanding, and following/enforcing all Baseball Quebec, Lac St. Louis, and NDG Baseball rules;

6. Assist the NDGBA Coaching and Player Development program by providing assessments of players to their convener or a program director at various points of the season, with the understanding that these assessments are for internal and confidential purposes and to be used as tools for the betterment of the player(s) in question and the NDGBA program as a whole;

7. Being a leader and ensuring the spirit and rules of the Association are promoted and followed during a given season.

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4.5.22 Assistant Coaches & Team Managers
An Assistant Coach’s or Team Manager’s responsibilities include but are not limited to:

1. Assisting the Head Coach in any way needed with on-field and parent-communication needs.Represent NDG Baseball’s values with pride;

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4.5.23 Athletes
An Athlete’s responsibilities include but are not limited to:

1. Show respect for themselves, their coaches, their teammates, their opponents, the association as a whole, and to the game itself;

2. Give their best efforts to learn the game and perform to the best of their abilities;

3. Show up to games and practices regularly, on time, and ready to participate to the best of their abilities

4. Most importantly: Have fun.

 
4.5.24 Parents/Guardians
A Parent’s/Guardian’s responsibilities include but are not limited to: 

1. Supporting and advocating for their kids and supporting their team’s coaches; Representing the values of NDG Baseball with their own Athletes, their teams, the organization of NDGBA, and with members of other associations.

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4.5.25 Competition Committee

1. The Competition Committee is made up of up to 4 members of the Association, including the President, Director of the Lynx program, and the Technical Director and/or hired or other volunteer personnel to be appointed by the Board prior to each season. The Competition Committee is responsible for selecting the rosters of the A-level teams in partnership with each given team’s Head Coach, and ensuring a competitive balance between A-level teams when a given division has more than one A-level team in a given year. While division conveners are responsible for selecting and balancing B-level rosters, the Competition Committee has the final say on those rosters should there be a question or disagreement regarding B-level team balancing.

2. The Competition Committee shall have the final say over any re-balancing of rosters for the sake of equalling out two or more teams in a given class, but barring an egregious situation, this may only be done within the first 10 days of a season (the start of which being determined as the date of the first game played).

3. An alternate from either the Board of Directors or and/or hired personnel shall be appointed by the Board to fill in as an alternate in a case in which a Competition Committee member’s child or relative is involved as a potential last cut.

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4.5.26 Disciplinary Committee

1. The Disciplinary Committee is made up of up to 3 members of the Board of Directors, plus the President: 2 Board members to be elected prior to each season, and one of the Convener of the age group, program director, or subject matter stakeholder of the program of the Athlete or Parent/Guardian of the athlete in question. When facing disciplinary actions, the Athlete, Coach, and/or Parent Guardian in question will be afforded the opportunity to plead their case in front of the Disciplinary Committee in the form of a written appeal (by email) or an in-person/video conference meeting. 

2. The Disciplinary Committee is mandated to handle all issues that escalate beyond the level of what the Convener or other stakeholder as listed in Point 4.5.25.1 can reasonably resolve, including both on-field and off-field issues, excluding specifically any decisions related to the placement of any Athlete or Coach on a given team – that responsibility rests solely with the Competition Committee.

3. The Director of the Competition Committee may serve as an alternate to the President for conflict resolution in any non-baseball-related situation the involves the President directly;

4. The Disciplinary Committee is the sole arbitrator of disciplinary measures taken against Members/Athletes within the Association. For Disciplinary actions regarding a Board member, the Board as a whole will be responsible for disciplinary actions – with the member in question in attendance for the discussion and vote. The Board member in discussion does not forfeit their vote.

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4.6 Vacancies on the Board of Directors: In the event a member of the Board of Directors resigns or otherwise leaves their functions, a quorum of the Board of Directors may appoint a qualified individual to fill such vacancy, who shall hold office for a term expiring not later than the next annual meeting of the members.
 
4.7 The Board of Directors and such of its number as may be appointed from time to time to act on its behalf in respect of such purposes, is empowered to conduct and shall be responsible for all aspects of the operation of the Association, including without limitation:

1. The selection, approval, appointment to a team of and any disciplinary measures taken against any Athlete and any Member appointed to supervise any activities of the Athletes;

2. The incurrence of any obligations on behalf of the Association, including, without limitations, obligations for general operating expenses, purchases of supplies and equipment and purchases of capital assets;

3. The purchase, collection, safekeeping, disposal and disbursement of funds and other assets of the Association;

4. The execution of contracts and other documents for and on behalf of the Association and the defence of any actions taken against the Association; and any other actions which reasonable and prudent administrators might be expected to take in the acquisition, safeguarding, use and disposal of property.

 
4.8 The Board of Directors from time to time may adopt or amend, as hereinafter provided, such by-laws as they may consider to be necessary, expedient or advisable to ensure the efficient and equitable operation of the Association; The amending formula will be a simple majority of board members present at a Board meeting either in person or via video conference.
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4.9 The Board of Directors shall meet at least six (6) times per year, including at least once during an active season.
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5. ATTENDANCE AND E-VOTING
The following decisions shall require the approval of a majority of the members of the Board of Directors present at a duly called meeting whether in person or by video conference of the Board of Directors. Email votes are also permissible so long as a clear tally of votes is recorded in a subject-specific, comprehensive email thread; all day-to-day issues may be resolved by email votes:
5.1 The incidence of any obligation of any series of similar obligations, the aggregate amount or cost of which will exceed $700 before taxes.
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5.2 Any Member shall be entitled to attend all meetings of the Board of Directors but shall not be entitled to vote thereat.
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6. QUORUMS, MAJORITIES AND NOTICES
​6.1 The quorum of the Annual General Meeting of Members shall be ten (10) Members in good standing and personally present or present via video chat;
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6.2 The quorum for any Board of Directors meeting shall be 50 per cent plus one, with a minimum of five (5) members of the Board of Directors in good standing and personally present whether in the room or by video-conference;
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6.3 All other matters brought before meetings of Members of the Board of Directors shall be decided by a simple majority of those present and entitled to vote thereat in respect thereof;
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6.4 The President shall preside as chair at all meetings of Members and the Board of Directors; If the President is not available, the chair of the meeting shall be the Vice President, or someone else from the Board if neither are available;
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6.5 Notices of annual meetings of the Members shall be published in both English and French on the League’s official website, social media outlets, and by email blast to the existing membership list at least ten (10) days prior to the date fixed for such meeting;
 
6.6 Notices of special meetings of the members and of meetings of the Board of Directors shall be made in such reasonable and efficient manner as the Board of Directors may determine from time to time. In the event that a group of at least 10 Members notifies the Board of Directors in writing at the Head Office of the League that they require a special meeting of the Members to be held, then the Board of Directors shall convene such meeting no later than 30 days from such notification in writing, provided the notice forwarded to the Board of Directors by such group of members specifies the matters to be discussed at such special meeting.
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7. OTHER MATTERS
​7.1 All Association expenditures must be either previously approved by the Board of Directors or be within the purview of a given department’s budget and at least three (3) written competitive bids must be received before a supplier is chosen for purchases of over $1,000 and due diligence on current market pricing has been done. Regardless, all incumbent contracts must be reviewed for competitive pricing or new opportunities at least every year;
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7.2 The Association may choose to remunerate any Member for services rendered on its behalf and/or reimburse a Member or hired personnel for out-of-pocket expenses incurred on behalf of the Association.
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7.3 Members of the Board of Directors and Head Coaches may be entitled to a nominal discount as subject to a Board decision on their first child’s registration fees for the one season following their most recent term on the Board. This discount does not apply on top of existing sibling discounts if such discounts apply.
 
7.4 The Board of Directors shall determine the establishment, constitution and duration of such committees as may be deemed necessary, expedient or advisable to fulfill the objects and purposes of the League, the President being an ex officio member of all committees and the Vice-Presidents being ex officio members of committees over which they have jurisdiction.
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7.5 The Head Office of the Association shall be in such place in Montreal as the Board of Directors may designate from time to time;
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7.6 The Fiscal year of the League shall end on the thirty-first (31st) day of October in each year;
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7.7 The Association reserves the right to protect/control the official logos and image of the Association, including, but not limited to: 

7.7.1 Ensuring that all teams are in proper, official uniform (this includes all elements of the standard baseball uniform, being the hat, team jersey, team pants, belt, and socks, and any other additional element such as a sweatshirt or jacket that may be worn on the field or in the dugout during a game or practice) unless other arrangements have been made in writing between the Head Coach of a given team and the Board of Directors; 
 
7.7.2 Ensuring that the NDG Baseball logos and colours and any other NDG Baseball-affiliated logos and colours that are used by members or teams in any context are the current correct and official logos and colours. 
7.7.2.1 The official colours of NDG Baseball are:​

• Red: PANTONE 179/HEX #e93530

• Black: PANTONE BLACK 6 C/HEX #000000

• White: PANTONE 663/HEX #ffffff

• Wildcats Blue: PANTONE 292/HEX #6bc0f9

• Wildcats Orange: PANTONE 1385/HEX #e48600

• Wildcats Yellow: PANTONE 107/HEX #ffe21d

• Wildcats Green: PANTONE 362/HEX #359109

• Wildcats Silver: PANTONE COOL GRAY 9/HEX #808080

• Wildcats Maroon: PANTONE 1815/HEX #520101

• Wildcats Purple: PANTONE VIOLET/HEX #7200ca

• Wildcats Teal: PANTONE 7689/HEX #008cc0

 
7.7.3 Any member(s) not using the correct logo(s) and colours in any official or general Association-related capacity may be requested to cease doing so by any member of the NDG Baseball Board of Director or a Division Convener. Should the member(s) decline to comply with the request, the issue may be elevated to the Disciplinary Committee;
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7.7.4 While no member is obliged to purchase additional official clothing to what is provided by the Association, all off-field members are expected to wear only officially-sanctioned NDG Baseball clothing if they choose to wear NDG Baseball-related clothing to any official NDG Baseball activity. Members or teams may decide to produce their own clothing or accessories to wear at NDG Baseball activities, but must have approval from the Board before doing so. In order to get approval, the project must be submitted to NDG Baseball by email, which will be answered by NDG Baseball within five business days.
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8. PARTICIPATION REQUIREMENTS & CODES OF CONDUCT
​8.1 Both A- and B-Level players may participate in any program they wish outside of NDG Baseball provided they meet the minimum requirements set forth by Baseball Quebec for participation in BQ tournaments, playoffs, etc. as well as:
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8.2 A-level (Lynx): Players must be present for at least 75 per cent of all team activities for the duration of the season and post-season, including practices and off-field activities. Players may not be absent unless for medical or otherwise extraordinary reasons for more than two weeks of activities for vacations, etc., and not in consecutive weeks unless an arrangement is made with the given team's head coach and convener and approved by the board. Should a player not be able or inclined to meet these commitments, they will be given the option of playing at the B-level or being released from the association and being refunded a prorated amount based on time lapsed from the start of the season to the point of the release to a maximum of $125. 
 
8.3 B-level: Players must be present for at least 60 per cent of all team activities for the duration of the season and post-season, including practices and off-field activities. Players may not be absent unless for medical or otherwise extraordinary reasons for more than three weeks of activities for vacations, etc., and not in consecutive weeks, unless declared at the time of registration (before tryouts and teams being made). Should a player not be able or inclined to meet these commitments, they will be released from the association and be refunded a prorated amount based on time lapsed from the start of the season to the point of the release to a maximum of $125.
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8.4 The final decision on any such decision shall be made by the NDGBA Disciplinary Committee, using that committee’s existing rules and appeals process.
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8.5 Codes of Conduct
           8.5.1 Board of Directors

1. Board members are expected to act at all times in good faith and with honesty and due diligence. Board members’ conduct in Board meetings and while representing the NDG Baseball Association shall reflect social standards of courtesy, respect and dignity.

2. Board members are expected to regularly attend meetings and to adequately prepare for the duties expected of them.  If a member of the Board has not attended two (2) consecutive regular meetings of the Board without reasonable explanation, the member is automatically dismissed from the Board unless excused by resolution of the Board. 

3. The Board speaks as with one voice. The President or someone designated by the President represents the Board in the public.  All Board members must refer to the President for public comments about the Board and its decisions. The President’s direction for such is to be determined democratically by the Board at large unless the situation is urgent, in which case, the President may make decisions on speaking points on behalf of the Board, which will then be reviewed at a future meeting;

4. Board members shall publicly stand by and uphold decisions of the Board. Confidential information must not be used for any purpose outside that of undertaking the work of the Board. To this end each member of the Board shall take due care to ensure that confidential information of the Board is not made public. 

5. Performance of Board duties shall not result in any personal or private financial or other substantive gain for its members.  (Private gain does not include honoraria for service on the Board.)

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8.5.2 Parents and/or Guardians

1. Parents and/or Guardians of Athletes must behave respectfully towards anyone and everyone associated with NDG Baseball at all times;

2. Parents and/or Guardians may take disputes to the appropriate committee(s) and/or Board members, but may not openly criticize Board members, Athletes, or other people affiliated with NDG Baseball by name on social media and/or in other public venues – any act seen as an attack on any individual(s) in the public eye may be met with the dismissal of the Parent/Guardian as well as possibly their Athlete from NDG Baseball, with a pro-rated refund to be issued for remaining time in the season should the Athlete be expelled. No refunds shall be issued for actions taken against a Parent/Guardian for violating the Code of Conduct;

3. Parents and/or Guardians who are not coaches/volunteers agree to support their Athletes’ and the coaches of their Athletes’ teams in all ways possible;

4. Parents and/or Guardians are to behave in the best interest of the Association as a whole when participating in NDG Baseball activities.

8.5.3 Athletes

1. Athletes agree to represent NDG Baseball with class and dignity and to show respect for themselves, their teammates and coaches, all game officials, and the opponent at all times.

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9. TEAM ASSIGNMENTS & PLAY EQUITY
​​9.1 Team assignments at the A-Level and B-Level are to be made by each age group’s Convener/Director in accordance with the principles of equality and equity. The purpose of NDG Baseball’s Program is to have balanced competition in a productive learning environment. A and B rosters are made following evaluations, with the understanding that these evaluations may not always yield optimal results.
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9.2 With that understood, it is possible for a Convener to “trade” players between teams within a given age group and skill level provided that the sole reason for doing so is to ensure competitive balance and that the “trade” is made in consultation with the Competition Committee, the Head Coaches of the affected teams, and the parents of the children in question, and that it happen no later than 10 days following the team’s first game played. 
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9.3 It is not possible to demote a player from A to B or promote a player from B to A once the teams are finalized for any reason other than failure to meet the participation requirements.
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9.4 Coaches are not authorized to “shorten the bench” at any time or at any level, regardless of it being exhibition, season, post-season, or tournament play. 
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9.5 It is strictly forbidden to have a given player play only one position for the duration of any single game. As the primary focus of NDG Baseball is player development, outside of tournament play or post-season play, players may not play a majority of innings in a set position. 
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9.6 All players must play a reasonable share of innings at every position during a season, including having the strongest players getting reps in the outfield at the A-level. No player may play a given position exclusively, even during tournament play. The focus, especially at the younger levels, must be on giving fair opportunities for all players to play most or all positions.
 
9.7 Players may apply move up an age group prior to the start of a season if they demonstrate exceptional ability – to the extent that they must be considered in the Top 5 players of the A-level team in the overage division. The decision on whether to accept the application is to be made by the Competition Committee and, if accepted, may be proposed to BQ for approval. Players may not move down an age group.
 
RECORDS
The parties hereto acknowledge their request that the executed copy of these presents be prepared in the English language, and such English version shall prevail for interpretative purposes.

• ADOPTED by the Board of Directors, this 13th day of April 2022 (see notes). 

• AMENDED by the Board of Directors in October 2022 (see notes); Ratified by members at AGM in October 2022.

• AMENDED by the Board of Directors in November 2022 (see notes); Ratified by members at AGM in October 2023.

• AMENDED by the Board of Directors in September 2023 (see notes) ; Ratified by members at AGM in October 2023.

• AMENDED by the Board of Directors in September 2024 (see notes) ; Ratified by members at AGM in October 2024.

• PROPOSED changes to bylaws for discussion/vote at 2025-26 AGM posted in red for review on NDGBA site on September 8, 2025

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NOTES

• April 2021: By-laws updated from 1998 document to 2021.

• October 2022: By-laws updated to merge VP Admin and VP Operations under a single Vice President Position.

• November 2022: By-laws updated to remove Webmaster as a voting board position and to replace Webmaster with Director of Officiating as a new voting board position.

• December 2022: By-laws updated to reflect new participation rules under BQ.

• July-August 2023: By-laws under review in advance of conclusion of the 2023 season and AGM.

• September 2023: By-laws amended to reflect the following:

  • Removes Conveners from voting board positions as is typical of most minor sports organizations;

  • Gives the President a full vote as a Director. The previous NDGBA rule of the President voting only to break a tie is not necessary or a common best practice;

  • (Point 4.4.22) Changes the delay to re-balance teams to a max of 10 days from a team's first game;

  • (Point 5.1) Increases the amount a Director can spend on materials/services without approval for the Association from $350 to $700 (with receipts/justification)

  • (Point 7.1.c) Obligates all vendor/supplier contracts/relationships to be reviewed every year instead of every three years.

• ​October 2024: Added position of Director of Fundraising & Sponsorships.