SOFTBALL QUEENSLAND INC BY-LAWS
BY-LAW 13. STATE CHAMPIONSHIPS
Notes:
1. By-Law 13.1 may only be amended, repealed or added to at any time and from time to time by a special resolution at any General Meeting of SQI by a seventy-five per cent (75%) majority of the votes of members present, entitled to vote and voting.
2. The remainder of By-Law 13 may be amended, repealed or added to in accordance with By-Law 24.
13.1 Softball Queensland Inc (SQI) may organise and conduct State Championships each year at such times and places as are determined by the Board.
13.1.1 State Championships shall be open to teams representing each District Association provided that all members of a District Association representative team are:-
(a) registered with Softball Queensland Inc;
(b) not unfinancial with any District Association;
(c) not under suspension;
(d) have, for the immediate six (6) months prior to the relevant State Championship, been a registered participant of the District Association they represent or are a new registration with Softball Queensland Inc or with the exception of umpires, have a Championship Release issued in accordance with the rules of their home association.
Exceptions concerning residential relocation within the six (6) month criteria, will be considered by the Board upon receipt of written application from the District Association to which the participant is transferring.
(e) in the case of interstate/overseas players, have forwarded a copy of a clearance/permit to the SQI Inc. office to have arrived not less than twenty-one (21) days prior to the first day of the relevant championship.
13.1.2 Subject to the provisions of By-Law 13.1.1, the Board may permit any team representing a combination of District Associations to compete at an annual State Championship.
13.1.3 The Board or the SQI Representative at State Championships may refuse entry to or withdraw a District Association team if it is found By-Law 13.1.1 has been breached.
13.1.4 The Board shall be entitled to refuse permission for teams from any District Association to compete in a State Championship where that District Association is unfinancial.
13.2 State Championships shall be conducted annually in the following divisions:
(a) Under 15 Girls State Championship;
(b) Under 17 Girls State Championship;
(c) Under 19 Women’s State Championship;
(d) Open Women’s State Championship;
(e) Under 15 Boys State Championship;
(f) Under 17 Boys State Championship;
(g) Under 19 Men’s State Championship;
(h) Open Men’s State Championship;
(i) Any other division as determined by the Board
13.3 GENERAL
13.3.1 The State Championships shall be conducted according to this By-Law and the State Championship Ground Rules.
13.3.2 The Events Management Committee may formulate supplementary ground rules for specific requirements of any State Championship.
13.3.3 Nominations to participate in the State Championships, shall be accepted by the Events Management Committee as per this By-Law.
13.3.4 All participating associations shall be financial with SQI in order to participate in any State Championship and shall abide by the State Championship By-Laws and other relevant documents.
13.3.5 All fees, and other amounts due and payable by any participating association to SQI, with respect to a State Championship shall be in the SQI office not later than six (6) weeks prior to the due date for commencement of the Championship.
13.4 SQI REPRESENTATIVE
13.4.1 The official State Representative shall have discretionary power to deal with any matter that may arise at a State Championship not otherwise covered by the Rules, By-Laws, Policies and other relevant documents.
13.4.2 The SQI Representative shall only approach team managers, or their nominated representative, between games (other than emergencies) regarding any issues that may arise in relation to District Association Teams at State Championships.
13.4.3 SQI shall meet where necessary the expenses incurred for transport, accommodation and breakfast for the appointed SQI Representative
13.4.4 The SQI Representative shall submit a report of the State Championship within twenty-one (21) days of the completion of the State Championship.
13.4.5 All SQI Representatives shall be consistent in their approach and application of the rules governing State Championships.
13.4.6 SQI Representatives shall abide by the Administrators Code of Conduct/Ethics.
13.5 STATE CHAMPIONSHIP UMPIRES
13.5.1 UMPIRE IN CHIEF AND EXAMINERS
13.5.1.1 In respect of every State Championship, the Events Management Committee shall appoint, from recommendations received from the Umpiring Technical Directorate:
(a) The Umpire In Chief (UIC) for each State Championship, being an umpire possessing not lower than a Level 4 umpiring qualification
(b) Two Umpire Examiners
(c) Other special appointments as agreed by the Events Management Committee
13.5.1.2 The allocation of umpires to games at State Championships shall be undertaken by the Umpire In Chief.
13.5.1.3 The Umpire In Chief shall submit a report of the State Championship within twenty-one (21) days of the completion of the State Championship.
13.5.1.4 The SQI office shall make all arrangements and meet the expenses for the umpires listed in 13.5.1.1 for:
(a) transportation to and from the championship;
(b) accommodation and breakfast as per the Policy for Volunteer Out of Pocket Expenses.
13.5.2 UMPIRES APPOINTED BY THE SQI UMPIRING TECHNICAL DIRECTORATE - OPEN & UNDER 19 STATE CHAMPIONSHIPS
The SQI Umpiring Technical Directorate (UTD) shall appoint the umpires to officiate at the Open and Under 19 male and female State Championships from nominations received by appropriately accredited umpires. Refer to By-Law 13.10.7 (c) for accreditation requirements.
13.5.2.1 The UTD shall advise the SQI office of the umpire appointments no later than five (5) weeks prior to each State Championship.
13.5.2.2 The SQI office shall make arrangements for the transportation, accommodation and breakfast for umpires listed in 13.5.2 no later than four (4) weeks prior to each State Championship as follows:
i) Return air travel where appropriate
ii) Twin-share or apartment style accommodation for umpires who reside greater than 35kms from the championship venue
iii) Breakfast for those umpires at SQI organised accommodation
iv) Ground transport where necessary for championships held in regional areas where the majority of umpires are required to travel by air eg Rockhampton.
Note:
i) Umpires who choose to stay in alternate accommodation will do so at their own expense unless prior agreement has been reached with the SQI office.
(ii) Changes to travel and accommodation bookings after the four (4) week period will be at the expense of the individual umpire unless prior agreement has been reached with the SQI office.
13.5.2.3 Each District Association which participates in State Championships shall meet the expenses for the umpires listed 13.5.2 equal to the number of teams that District Association has entered in the specific State Championship. Expenses include:
(a) transportation to and from the championship (air and/or car);
(b) accommodation and breakfast as per the Policy for Volunteer Out of Pocket Expenses.
13.5.2.4 The SQI office shall invoice each District Association for their equal share of the expenses for umpires listed in 13.5.2 to attend the relevant State Championship based on the number of teams the District Association entered in each specific State Championship.
13.5.3 UMPIRES APPOINTED BY DISTRICT ASSOCIATIONS - UNDER 15 & UNDER 17 STATE CHAMPIONSHIPS
Each District Association participating in an Under 15 or Under 17 State Championship shall provide one full time umpire per team participating at the championship. Refer to By-Law 13.10.7 (c) for accreditation requirements.
13.5.3.1 The appointed umpire should be home registered with the District Association entering the team. Should a District Association be unable to supply an umpire home registered with their association, they may request an umpire be provided by another District Association or the SQI Umpiring Technical Directorate.
13.5.3.2 All requests to another District Association must be made in writing to the District Association Secretary. If the request is accepted, an Umpire Championship Release Form (Form 2.6 a), duly completed by all relevant parties, is to be provided to SQI by the District Association accepting the umpire on Championship Release with their team list. The District Association accepting the umpire must pay the umpire the out of pocket expenses (ie travel and accommodation) incurred by the umpire undertaking these duties on their behalf.
13.5.3.3 All requests to the SQI Umpiring Technical Directorate must be made through the Events Management Committee no later than six weeks prior to the relevant State Championship. An umpire appointed by the SQI Umpiring Technical Directorate does not require a Championship Release. The District Association requesting the umpire shall pay to SQI an amount of $250.00 per umpire required. SQI will organise and fund the travel and accommodation requirements for the umpire.
13.5.3.4 A District Association failing to provide an umpire in accordance with 13.5.3.1, 13.5.3.2 or 13.5.3.3 shall be fined an amount of $500.00 per umpire not attending.
13.5.3.5 District Associations must not approach individual umpires who are home registered with another District Association without first receiving permission from the umpire’s home association Secretary. Individual umpires are not permitted to enter into agreements for personal financial gain. (Please note that reimbursement of travel and accommodation out of pocket expenses are acceptable.) If such action occurs, SQI may apply the full $500 fine.
13.5.4 GENERAL
All umpires officiating at State Championships shall:
(a) fulfil those duties and responsibilities relevant to their position;
(b) officiate those games as directed by the Umpire In Chief;
(c) abide by the SQI Rules, By-Laws and Policies including, but not limited to,
Umpires Code of Conduct/Ethics, Zero Tolerance Policy, Member Protection Policy and Social Media Policy.
13.6 CHAMPIONSHIP DRAW
13.6.1 Draws for State Championships shall be the responsibility of the Events Management Committee and shall be drawn up with a view to providing as many games as possible for all teams participating.
13.6.3 The Events Management Committee shall construct and distribute to all participating associations, not later than twenty-one (21) days prior to the due date of commencement of the championship, the proposed draw of fixture matches for the championship and the system by which the finals competition will be played.
13.6.4 In extenuating circumstances, the SQI Representative for the championship may alter, amend or reconstruct the draw and/or the system by which finals competition is to be played.
13.7 TROPHIES AND AWARDS
13.7.1 State Championship shall be contested for such trophies as are prescribed from time to time.
13.7.2 Perpetual Trophies
13.7.2.1 Perpetual trophies shall be awarded by Softball Queensland Inc for the relevant State Championship.
13.7.2.2 Perpetual trophies won at any State Championship shall be retained in the SQI office, maintained in good order and condition and shall be delivered to the SQI Representative at the commencement of the relevant championship next following.
13.7.2.3 The State Championship winning association and runners-up for all championships and the President’s Cup winning association shall receive a plaque for their own keeping. The President’s Cup runners-up for underage championships shall receive a plaque for their own keeping.
13.7.2.4 The Board shall determine any other perpetual awards or trophies and the rules pertaining to such.
13.7.3 Individual Awards
13.7.3.1 At all State Championships, 20 individual awards will be provided by the Host District Association and shall be presented to the players and officials of the winning team and runners up of the State Championship and winners of the Presidents Cup. The players and officials of the runners up team of the Presidents Cup in the underage championship shall receive a presentation.
13.7.3.2 Any non-perpetual team or individual awards, at State Championships shall be with the prior consent of the Events Management Committee.
13.7.4 Country Competition
To be eligible for any Country Competition trophy a District Association must be in the geographical area from Noosa – north and Toowoomba – west inclusively.
13.7.5 State Championship Trophy Details
The details of all State Championship trophies are contained in Attachment Three.
13.8 ALLOCATION OF CHAMPIONSHIPS
13.8.1 Each State Championship shall be hosted and conducted by a District Association.
13.8.2 The allocation of host District Associations for State Championships will rest with the Events Management Committee pursuant to By-Law 13.8.3.
13.8.3 In relation to each proposed State Championship:
(a) The SQI Office shall forward written notice to all eligible District Associations calling for applications for allocation of the Championship. Each such notice shall specify a closure date for application.
(b) Each application shall be forwarded to the SQI Office in writing on the prescribed form by the closure date and shall be accompanied by details of:
(i) the number of available playing diamonds;
(ii) proposed accommodation arrangements;
(iii) proposed entertainment arrangements;
(iv) proposed financial arrangements;
(v) proposed catering arrangements;
(vi) available officials;
(vii) such other details as may be required by the Events Management Committee.
(c) Where competing applications are received and the Events Management Committee is satisfied of each applicant's capability to conduct the Championship successfully, the Championship shall be allocated to:
(i) the applicant which has not previously conducted a State Championship; or
(ii) where all applicants have previously hosted State Championships, the applicant which last conducted a State Championship earliest in time
(d) If at any time after being allocated a State Championship the host association considers it is or will be unable to proceed properly and adequately to conduct the Championship, it shall notify the Events Management Committee promptly.
(e) Where the Events Management Committee is satisfied that the host association has or will become unable to proceed properly and adequately to conduct the Championship, the Events Management Committee may re-allocate the Championship provided always that no such re-allocation may be made without the host association being afforded the opportunity to demonstrate to the Events Management Committee that it continues and will continue to be able to properly and adequately conduct the Championship based on recommendations received from the Events Management Committee.
(f) Subject to the provisions of paragraphs (d) and (e) hereof, allocation of each championship shall be completed in sufficient time to allow the host association to prepare for the championship.