Table of Contents

1 MISSION
2 CHILD PROTECTION
3 REGISTRATION
3.1 ASSOCIATE MEMBERSHIP
3.2 FULL MEMBERSHIP
4 COMPOSITION OF THE NATIONAL EXECUTIVE COMMITTEE
4.1 ROLE OF THE NATIONAL EXECUTIVE COMMITTEE
4.2 SENIOR OFFICERS
4.3 SPECIAL OFFICERS
4.4 RESIGNATIONS
5 ROLES OF THE SENIOR OFFICERS
5.1 PRESIDENT
5.2 SECRETARY
5.3 TREASURER
6 PROCEDURE FOR ELECTIONS OF POSITIONS ON THE NEC
6.1 ELIGIBILITY
6.2 NOMINATIONS
6.3 MOTIONS & PROPOSALS
6.4 HANDOVER TO THE INCOMING NEC
7 COMMITTEE MEETINGS
7.1 FREQUENCY
7.2 QUORUM
7.3 VOTING
7.4 NOTICE
8 FINANCE
8.1 AUDITING
8.2 SIGNING AUTHORITY
8.3 DISBURSEMENT OF FINANCES
9 PROCEDURES FOR AGMS AND EGMS
9.1 FINANCIAL YEAR
9.2 DATE FOR THE AGM
9.3 AGENDA & PURPOSE OF THE AGM
9.4 ELIGIBILITY TO VOTE
9.5 ELECTIONS
9.6 ABSENTEE BALLOTS
9.7 AMENDMENTS TO THE CONSTITUTION
9.8 EXTRAORDINARY GENERAL MEETINGS
10 AFFILIATES
10.1 ELIGIBILITY
10.2 REPRESENTATION
10.3 CONSTITUTION & BYE-LAWS OF AFFILIATES
10.4 ACCOUNTS
11 BYE-LAWS
11.1 APPLICABILITY
11.2 AMENDMENT
11.3 CONSTITUTIONALITY
11.4 SANCTIONS
11.5 APPEAL
12 INTERNATIONAL AND REPRESENTATIVE TEAMS
12.1 MANAGER
12.2 RESPONSIBILITIES OF THE MANAGER
13 ANTI-DOPING POLICY
13.1 STATEMENT
13.2 IRISH SPORTS COUNCIL ANTI-DOPING PROGRAMME
13.3 ANTI-DOPING CONTROL POLICY
13.4 LEGAL APPROVAL OF TESTING PROCEDURES
13.5 TESTING AUTHORISATION
14 REVISION HISTORY

Baseball Ireland ("the Federation") shall be the name of the federation governed by this Constitution, which is the internationally recognised National Governing Body of the sport of baseball in Ireland.

1 Mission

The objects for which the Federation is established are:
(a) To foster, promote, develop, control, supervise and direct the sport of baseball, male and female, at amateur level throughout the thirty-two (32) counties of the Republic of Ireland and Northern Ireland.
(b) To liaise with national and international bodies on behalf of the membership as the sole competent authority representing Irish baseball.
(c) In the process of furthering the above objectives, the Federation shall be a non-profit organisation and shall maintain absolute political, religious, racial and gender neutrality.

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2 Child Protection

The Federation is fully committed to safeguarding the welfare of its members. Every individual in the Federation should show respect and understanding for the rights, safety and welfare of other members and should conduct themselves in a way that reflects the principles of the Federation and the guidelines contained in the Code of Ethics and Good Practice for Children's Sport in Ireland.

The Federation's specific Child Protection Policies are outlined in the Bye-Laws. One of the Special Officer positions on the National Executive Committee of the Federation shall have responsibility as the Federation's Child Protection Officer.

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3 Registration

3.1 Associate Membership
Any person can register with the Federation as an ("Associate Member") for which a fee will be charged as defined in the Bye-Laws. Associate Members have no voting rights at AGMs or EGMs of the Federation.

3.2 Full Membership
In order to become a ("Full Member") of the Federation, a person must be resident in the Republic of Ireland or Northern Ireland for at least three (3) months of the current season, eighteen (18) years of age or older and must register either with a league as a player, or with the Federation as an umpire, a scorekeeper, a coach or other official serving in a voluntary capacity on the NEC or a subcommittee appointed by it. Full Members qualify for voting rights at AGMs and EGMs of the Federation.

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4 Composition of the National Executive Committee

4.1 Role of the National Executive Committee
The affairs of the Federation shall be managed by the National Executive Committee ("NEC") which shall be a committee democratically elected from the body of Full Members at an AGM or EGM of the Federation.

4.2 Senior Officers
There shall be three statutory positions on the NEC, namely, ("President"), ("Secretary") and ("Treasurer"), collectively ("Senior Officers").

4.3
Special Officers There shall be additional members of the NEC known as ("Special Officers"). The number of Special Officers and their roles shall be defined in the Bye-Laws.

4.4 Resignations
In the event that a Senior Officer or Special Officer resigns during their term, the NEC reserves the right to co-opt an individual as an acting Senior Officer or Special Officer until such time as a replacement can be elected at the subsequent AGM or EGM. No more than fifty percent (50%) of the NEC can be co-opted in any one (1) year without recourse to an EGM.

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5 Roles of the Senior Officers

5.1 President
The President's responsibilities are to:
(a) convene and preside at all meetings of the Federation, including AGMs, EGMs, general meetings and Committee Meetings;
(b) ensure that the minutes of the proceedings of all meetings of the Federation shall be properly recorded;
(c) delegate responsibilities to all other Senior Officers and Special Officers of the NEC and convene, from such members, or other members of the Federation, sub committees as required throughout the year;
(d) ensure that the duties and responsibilities assigned to all other members of the NEC are fully and competently completed;
(e) prepare an annual report on the activities of the Federation for presentation at the AGM.

5.2 Secretary
The Secretary's responsibilities are to:
(a) maintain a current register of affiliates, national and international bodies to which the Federation is affiliated. The register shall include the names, addresses and means of contact of the representatives of all bodies with which there is an interaction;
(b) be responsible for all correspondence on behalf of the Federation and for the filing of same;
(c) ensure that the Federation complies with all matters in relation to the international governing bodies to which it is affiliated;
(d) issue the AGM agenda including nominations for any positions on the NEC, motions and proposals to the members or their representatives at least one (1) week prior to the AGM taking place;
(e) record and retain the minutes of all meetings of the Federation;
(f) maintain and update the Constitution of the Federation as required;
(g) prepare the annual report of the Secretary on the Federation's national and international governing bodies and their implications for the Federation for the subsequent year.

5.3 Treasurer
The Treasurer's responsibilities are to:
(a) maintain a clear, detailed and accurate record of all financial transactions of the Federation;
(b) obtain, where possible, receipts for all expenditure incurred by the Federation and maintain all documentation necessary to satisfy the NEC regarding the spending of all monies in the control of the Federation so that such records meet auditing requirements;
(c) prepare an annual financial report on the income, expenditure and financial position of the Federation for presentation at the AGM.

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6 Procedure for Elections of Positions on the NEC

6.1 Eligibility
Any person aged eighteen (18) years or older who is resident in the Republic of Ireland or Northern Ireland is entitled to seek nomination for a position on the NEC.

6.2 Nominations
All NEC members shall be elected by the body of Full Members of the Federation. Nominations and seconding of nominations by a Full Member for a position on the NEC are required and must be received by the Secretary in writing (paper or e-mail) no later than two (2) weeks prior to the appropriate AGM or EGM. Nominations will not be accepted after this time, unless the nominee is proposed by at least three (3) members of the outgoing NEC, at least one (1) of whom must be a Senior Officer. In the event that no nominations have been received for an NEC position at least two (2) weeks prior to the appropriate AGM/EGM, the outgoing NEC may approach and invite individuals deemed suitable to take up the position in question on the NEC.

6.3 Motions & Proposals
The procedure for submission of motions, proposals and other correspondence to an AGM or EGM shall be the same as that for nominations, with the exception that seconding shall not be required.

6.4 Handover to the Incoming NEC
The outgoing NEC fulfils their duties to the end of the appropriate AGM/EGM in question. The minutes, upon completion, shall be handed over to the incoming Secretary within one (1) week of the appropriate AGM or EGM.

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7 Committee Meetings

7.1 Frequency
The NEC shall hold ("Committee Meetings") as required to manage the affairs of the Federation throughout the course of the year.

7.2 Quorum
The quorum of NEC members at a Committee Meeting shall be three (3) members with at least one (1) being a Senior Officer.

7.3 Voting
Should a vote be required at a Committee Meeting, each member of the NEC has one (1) vote. The President has a casting vote, if required.

7.4 Notice
Committee Meetings shall be called with at least one (1) week's notice.

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8 Finance

8.1 Auditing
The Federation shall appoint an auditor to verify that all monies have been handled in accordance with the procedures specified in this Constitution, and with standard accounting convention.

8.2 Signing Authority
Signing authority on all accounts of the Federation shall require at least two (2) members of the NEC, of which one (1) must be the Treasurer. In the absence of the Treasurer, three (3) signatories from the NEC shall be required.

8.3 Disbursement of Finances
Any monies raised by the Federation not designated for a particular purpose shall be disbursed on an equitable basis between the Federation and Affiliates who were involved in the fundraising or whose activities were represented during the fundraising process or in accordance with procedures outlined in the Bye-Laws.

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9 Procedures for AGMs and EGMs

9.1 Financial Year
The financial year shall run from the 15th October to the 14th October each year.

9.2 Date for the AGM
The AGM shall take place as soon as practicable after the end of the financial year, once consolidated, audited accounts are available and, in any event, no later than the last day of February in the calendar year following.

9.3 Agenda & Purpose of the AGM
(a) The minutes of the previous AGM (or EGM), will be delivered by the outgoing Secretary.
(b) Correspondence (if any)
(c) Presentation of the Annual Reports & Accounts - To receive the annual report of the President on the activities of the Federation in the preceding year. - To receive the annual report of the Secretary on the Federation's dealings with international governing bodies. - To receive the financial report and accounts of the Treasurer for the preceding year.
(d) Election of Senior Officers and Special Officers. The order of election shall be President, Secretary, Treasurer, then Special Officers.
(e) Motions & Proposals - To discuss the development of the Federation for the subsequent year. - To vote on the amendment of the Constitution as per any proposals and motions. - To note and address any proposals and motions as submitted by the members.
(f) Any other business.

9.4 Eligibility to Vote
For the purposes of voting on constitutional amendments and elections at an AGM or EGM, each Full Member who registered with the Federation prior to September, 1st of the current year shall be entitled to one (1) vote. In order for the vote to be exercised the Full Member must either be present at the AGM/EGM at the time of the vote or must have voted by absentee ballot ("Absentee Ballot") in accordance with the procedure set forth below. No Full Member present at the AGM/EGM may exercise more than one (1) vote.

9.5 Elections
Elections for all contested NEC posts shall be held by secret ballot with the successful candidate being elected by single transferable vote proportional representation, by those present and entitled to vote (including valid Absentee Ballots).

9.6 Absentee Ballots
Voting by Absentee Ballot shall be allowed for all Full Members who are eligible to vote at the AGM or EGM in question. Absentee Ballots will be made available to any Full Member upon request no later than one (1) week prior to the AGM/EGM. Signed and completed Absentee Ballots must be received by the Secretary (or a representative nominated by him/her) in advance of the AGM/EGM. For contested elections, a system of secret voting will be employed. Such system will be decided upon by the NEC and will be communicated together with the distribution of Absentee Ballots. The Secretary or nominated returning officers at the AGM/EGM will be the arbitrators of the validity of Absentee Ballots.

9.7 Amendments to the Constitution
All amendments to this Constitution shall require a two-thirds majority vote of those present and entitled to vote at an AGM or EGM (including valid Absentee Ballots). Any vote to disband the Federation at an AGM or EGM requires a three-quarters majority of all Full Members in the Federation.

9.8 Extraordinary General Meetings
An EGM may be called by submission in writing to the NEC by (a) a majority vote of the NEC or (b) at least one third of all Full Members in the Federation. The quorum for an EGM shall be at least one third of all Full Members registered with the Federation. Procedures with respect to the calling of an EGM are defined in the Bye-Laws.

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10 Affiliates

10.1 Eligibility
Other organisations approved by the NEC may affiliate to the Federation ("Affiliates"). Such affiliations shall be recorded in the Bye-Laws. Either the NEC or the Affiliate may suspend or terminate such affiliation by written notice to the other party.

10.2 Representation
The NEC guarantees to represent such Affiliates or facilitate the representation of such Affiliates with national and international bodies to which the Federation is affiliated and with whom the Affiliate has an interest.

10.3 Constitution & Bye-Laws of Affiliates
The Federation recognises the right to autonomy of management of Affiliates. Each Affiliate is entitled to have its own constitution and bye-laws so long as they are not deemed to be in conflict with the Federation's Constitution and Bye-Laws as determined by the NEC. Affiliates are expected to behave in a manner consistent with the principles set forth in this Constitution.

10.4 Accounts
Affiliates must supply the Treasurer, upon request, with a copy of their accounts and register of members to be submitted for audit prior to an AGM.

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11 Bye-Laws

*Link to Bye-Laws*

11.1 Applicability
The Bye-Laws will apply to all Associate Members, Full Members, teams and groups who are registered with the Federation.

11.2 Amendment
The Bye-Laws may be amended at any time by majority vote of the NEC.

11.3 Constitutionality
Bye-Laws must not conflict with principles outlined in this Constitution, as determined by the NEC. An individual may challenge the constitutionality of any Bye-Law at any time, by written submission. Any such challenge shall be evaluated by the NEC in accordance with procedures outlined in the Bye-Laws.

11.4 Sanctions
The NEC will be entitled to take sanctions against any team, individual or grouping, in accordance with the Bye-Laws or, if the situation is not defined in the Bye-Laws, as it deems necessary, subject to the appeals procedure as outlined.

11.5 Appeal
Any team, individual, or grouping may appeal the imposition of any sanction, in accordance with the procedure as defined in the Bye-Laws.

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12 International and Representative Teams

12.1 Manager
All international or representative teams ("Representative Team") shall have a manager ("Manager"), who shall be appointed by the NEC and who may, in exceptional circumstances, be replaced by the NEC.

12.2 Responsibilities of the Manager
The Manager shall be responsible for all aspects of the selection and management of the Representative Team for which he/she is responsible in accordance with the guidelines set forth in the Bye-Laws.

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13 Anti-Doping Policy

13.1 Statement
The Federation is totally opposed to the use of prohibited substances and methods, which may be deemed to enhance the performance of athletes in sport.

13.2 Irish Sports Council Anti-Doping Programme
The Federation, being the National Governing Body of Baseball in Ireland, is fully supportive of the Irish Sports Council's Anti-Doping Programme. The Federation agrees to abide by the rules and regulations of the aforementioned programme in conjunction with the guidelines as set by the International Olympic Council, and the European and International Governing Bodies of Baseball.

13.3 Anti-Doping Control Policy
The Federation shall have its Anti-Doping Control Policy set out in its Bye-Laws which shall be made available to each Full Member and Associate Member. The relevant Bye-Laws may be amended and updated by the NEC as and when deemed necessary, to ensure that the Federation's Anti-Doping Control Policy is always up to date on new techniques, methods of detection, new listings of prohibited substances, and any new procedures used to test it's athletes.

13.4 Legal Approval of Testing Procedures
The Federation's Anti-Doping Control Bye-Laws shall be subject to approval from independent legal advice, to ensure that the Federation is legally protected from any litigation actions by any person or persons who may become subject to a doping test or enquiry.

13.5 Testing Authorisation
The Federation formally authorises the Irish Sports Council to carry out testing for prohibited substances and methods on all of the sports people under the authority of the Federation, subject to the rules, regulations and procedures, as outlined in the relevant Bye-Laws.

14 Revision History

Date - 27th January, 2003 2.0 Constitution adopted by Baseball Ireland EGM

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