Article 1: NAME
The name of this Club shall be the Scarborough Blizzard Youth Soccer Club,
hereinafter referred to as the Club. The headquarters of the Club shall be
located within the District Boundaries of the Scarborough Soccer Association,
hereinafter referred to as the District Association.
Article 2: OBJECTIVES
The Club shall have the following objectives:
1. To promote and develop the game of soccer in Scarborough, both indoor and
outdoor.
2. To help individuals to develop their character as resourceful and responsible
members of their community by providing opportunities, through the game of
soccer, for their mental, physical, social and leadership development.
Article 3: AFFILIATIONS
The Club shall be a member of the Scarborough Soccer Association and shall
follow the published rules of the District Association and The Ontario Soccer
Association, hereinafter referred to as The OSA. The Club is subject to the
published rules in declining order of authority of the following bodies to which
it is affiliated:
1. The OSA
2. The District Association
3. The Club
Article 4: MEMBERSHIP
There are three classes of member, namely, regular member, honourary member and
life member.
Regular Member
A regular member is either:
a registered player 18 years of age or older
a parent or the legal guardian of a registered player under the age of 18 years
a registered Club coach
a registered Club administrator
a current Director of the Club
Although an individual may qualify for, and be registered under, more than one
of the above categories, each individual holds only one membership in the Club,
and is entitled to one vote at members' meetings.
A player shall become a regular member when approved by the Club's Registrar.
Upon application, a coach shall become a regular member upon acceptance by the
directors of the Club. A coach is an individual who is registered with The OSA
to teach, instruct, train and guide players to play the game of soccer.
An administrator shall become a regular member upon election or appointment by
the directors of the Club. An administrator is an individual who is registered
with The OSA to be responsible for one or more of the functions required to
operate a Club. For purposes of this definition, a team manager shall be
classified as an administrator.
Every regular member aged 18 and over shall have the right to attend, speak and
cast one vote at Members' meeting of the Club.
Every regular member under the age of 18 shall have the right to attend and
speak at Members' meetings, but any vote must be cast by a parent or legal
guardian who shall also have the right to attend and speak on behalf of that
member at Members' meetings.
A game official is an individual who is registered with The OSA to officiate
soccer games. Game officials have no voting rights unless they fall into another
membership category, in which case, will have the rights of that membership.
Honourary Member
The Board of Directors may designate an individual as an honourary member for a
specific period of time.
An honourary member is afforded all rights of membership, including the right to
attend and speak at Members' meetings, but is not entitled to vote.
Life Member
The Board of Directors may designate an individual as a life member.
A life member is afforded all rights of membership, including the right to
attend and speak at Members' meetings, but is not entitled to vote.
Fees
Membership fees for regular members shall be set annually by the Board of
Directors and ratified or amended by the membership at a general meeting of the
Club.
Discipline of Member
A Member may be fined, censured, suspended or expelled from membership for cause
and only after charges have been laid in accordance with the Club's published
rules and a hearing held in accordance with the Club's and OSA's published
rules. An individual whose membership has been suspended loses all rights of
membership until the suspension has been terminated.
Player, team and team official discipline for game infractions is governed in
accordance with the procedures published by The OSA.
Any Member who infringes the Articles or rules of the Club or brings the Club
into disrepute, may be reprimanded, suspended or expelled from the Club after a
hearing by the Board of Directors of the Club at which hearing the member is
entitled to attend if the member wishes.
Termination of Membership
A Member shall be deemed to have terminated his or her membership in the Club:
1. if the Member submits a signed letter of resignation to the Club;
2. if the Member is expelled by the Club's Board of Directors
3. if the Member is no longer registered with the Club
Article 5: BOARD OF DIRECTORS
The Club shall be governed by a minimum Board of 5 Directors, or such number as
may be amended from time to time in accordance with the Club's By-Laws.
The Board of Directors shall consist of individuals holding the following
positions:
Primary Directors:
President
Vice-President
Secretary
Treasurer
Secondary Directors:
Registrar
Director of Representative Teams (A.K.A. Rep Coordinator)
Director of House League (A.K.A. House League Coordinator)
Director of Game Officials (A.K.A. Head Referee)
Director of Coaching (A.K.A. Head Coach)
Director of Fundraising (A.K.A. Fundraising & Sponsorship Manager)
Director of Promotions (A.K.A. Public Relations Manager)
Director of Equipment (A.K.A. Equipment Manager)
Two (2) Directors at Large
A Director may hold more than one position.
A Primary Director shall be 18 years of age or older, shall not be an
undischarged bankrupt and shall be a Regular Member of the Club. The Primary
Directors shall be listed as the Directors with Industry Canada and/or other
government establishment in which registration is required.
A Secondary Director shall be 18 years of age or older and shall be a Regular
Member of the Club.
A Director shall serve for a term of two years or until his or her successor is
elected or appointed.
After an initial Board of Directors has been appointed, the positions of
President, Secretary, Director of Representative Teams, Director of Coaching,
Director of Promotions, Director of Equipment and first Director at Large shall
be elected in even numbered years. While the positions of Vice-President,
Treasurer, Director of House League, Director of Game Officials, Director of
Fundraising, Registrar and second Director at Large shall be elected in odd
numbered years.
The Board of Directors will also consist of volunteer, non-elected, Members at
Large, which have no voting rights at the Board meetings. The Board will set the
quantity of Members at Large, annually.
Director Vacancy
A Director has the right to resign her or his position by submitting a signed
letter of resignation to the Club.
A vacancy on the Board of Directors and their respective position(s) held,
caused by death, or resignation which has been accepted by the Board of
Directors, shall be filled by a majority vote of the Board of Directors. The
successor Director shall hold his or her incumbent's position(s) for the
remainder of the term being filled.
A member of the Board of Directors holding his or her respective position(s), as
Director or other position(s), may be removed from office by the Board of
Directors for cause by a 2/3's vote of the Board of Directors present, provided
notice to remove the Director has been given to all Directors of the Club. If a
Director is removed by the Board of Directors, the Board of Directors may
appoint a successor to the incumbent's position(s) for the remainder of the term
being filled.
A member of the Board of Directors may also be removed from office at a meeting
of the members of the Club provided notice to remove the Director has been given
to persons entitled to attend the members' meeting. If a Director is removed at
a members' meeting, the members entitled to vote may elect a successor to fill
all position(s) held by the removed Director for the remainder of his or her
term being filled.
Duties of Board of Directors
The Board of Directors shall conduct the business of the Club during the periods
between general meetings of the Club and in accordance with the authority
granted to it in the published rules of the Club.
The Board of Directors shall be responsible for the appointment and renewal of
appointments of all positions within the Club except for those positions elected
by the membership of the Club. This shall include the appointment of volunteer
and paid positions for coach and administrator positions within the Club's
operations. The selection process and the appointments shall be based on
procedures outlined in the Club's published rules.
The Board of Directors may also revoke, for cause, any appointment providing
that it has followed the procedures for the revoking an appointment as outlined
in the Club's published rules.
Duties of Primary Directors
President
The President shall preside at all general meetings of the Club, and of the
Board of Directors and shall be ex officio a member of all committees, except
for a nominations committee; shall appoint all chairs of standing and special
committees subject to ratification by the Board of Directors; coordinate all
duties of the Board of Directors, committees, staff; and shall be the
spokesperson for the Club.
Vice-President
The Vice President shall act in the absence of the President and shall have
other powers as assigned by the Board of Directors.
Treasurer
The Treasurer shall ensure that full and accurate records are kept of the
accounts of the Club; shall report to the Board of Directors at least once per
quarter; and shall submit an Annual Report to the Annual General Meeting.
Secretary
The Secretary shall maintain a record of all minutes of the organization,
maintain copies of all committee reports, notify officers and committee members
of their election or appointment, furnish committees with those documents
required to perform their duties, sign all certified copies of acts of the
organization (unless otherwise specified in the Club's published rules),
maintain record books in which bylaws, published rules and minutes are entered
and have the current record books available at each meeting, send to the
membership a notice of each general meeting, send to the Board of Directors
notices of each meeting, conduct the general correspondence of the organization
that is not the proper function of another office or committee, prepare, prior
to each meeting in consultation with the presiding officer an order of business,
and, in the absence of the president and vice-president, preside until the
immediate election or appointment of a new presiding officer.
Duties of Secondary Directors
Registrar
The Club Registrar shall register all players, coaches, game officials and
administrators with the Club and with the District Association for indoor and
outdoor seasons, shall maintain statistics on all player registration, shall
report to the Board at each Club meeting, and shall submit an Annual Report to
the Annual General Meeting.
Duties of other Secondary Directors are outlined in the Club abstract. Duties of
the Members at Large are to assist the Directors as needed. Members at Large
have no voting rights at a Board of Director’s meeting.
Nominations and Elections
Nominations for positions on the Board of Directors may be made by any member at
the annual general meeting or at a special general meeting called for that
purpose.
Nominations and elections for positions open shall be held in the order of the
positions listed in the Constitution.
Election shall be by secret ballot, but in the event only one candidate is
nominated, no vote is required and the nominated candidate shall be declared
elected by acclamation.
A majority of the votes cast shall be required to elect Directors. In the event
no candidate receives a majority, the candidate with the least votes shall be
dropped from the ballot and another vote shall be held.
Member’s Declaration of Intentions to Vote or Candidacy
To vote at a general meeting or AGM, members must state in writing via email,
mail or fax and be approved by the Club at least 5 days in advance of the
meeting.
To run for a position, the member must qualify and state in writing using the
Request for Candidacy Form, via email, mail or fax, his or her intentions to be
a candidate and be approved by the Board of Directors at least 10 days in
advance of the AGM. Qualifications are listed in the Club abstract.
The Board of Directors has the right by majority vote, to waive the Request for
Candidacy and/or qualifications and/or intentions to vote time limit.
Article 6: MEETINGS
General Meetings:
An official notice of each meeting shall be made to all Members at least 14 days
before the meeting is to be held, at such place, and at such date as the Board
of Directors may determine.
Twenty five voting Members or 25% of the voting membership, whichever is less,
shall form a quorum at all general meetings of the Club. Any question shall be
decided by a majority of the votes unless otherwise required by this by-law or
other law.
Annual General Meeting:
The Club shall hold its Annual General Meeting not later than January 31 of the
following year. The agenda of the Annual General meeting shall include:
1. Roll Call
2. Report of Credentials Committee
3. Minutes of Previous Annual General Meeting
4. President's Address
5. Officers' Reports
6. Treasurer's Report
7. Auditor's Report
8. Appointment of Auditors
9. Other Reports
10. Unfinished Business
11. Amendments to the By-Laws, as previously approved by The OSA and District
Association
12. Roll Call
13. Election of Officers and Directors
14. Any Other Business
15. Adjournment
Special General Meeting:
A special general meeting of the Club:
a) may be called by the Board of Directors, or
b) shall be called by the Board of Directors upon receipt of a written request
submitted to the Club by registered mail, certified mail, trace mail, courier
service, hand delivery, fax or e-mail, signed by not less than 25 Members or 25%
of the voting membership, whichever is less, setting out the items of business
to be conducted at the special general meeting. The special general meeting
shall be held within 30 days of receipt of the written request from the Members.
Only the business set out in the notice of the special general meeting shall be
considered.
Board of Directors Meeting:
The Board of Directors shall meet at least 4 times per year, upon 14 days notice
given by the President and Secretary, at such place and time as the Board of
Directors may determine.
A majority of the members of the Board of Directors shall form a quorum at all
meetings of the Board. Questions arising at any meeting shall be decided by a
majority of votes where each director is entitled to cast one vote.
Article 7: COMMITTEES
The membership, at any general meeting, or the Directors, at any meeting of the
Board of Directors, may establish a standing committee or special committee to
carry out specific business or programs of the Club.
Article 8: PROCEDURES GOVERNING MEETINGS
All meetings of the Club shall be conducted in accordance with the most recently
published Roberts Rules of Order Newly Revised except as may be otherwise
stipulated in this By-Law or other Rules and Regulations of the Club.
Article 9: BY-LAWS AND AMENDMENTS
(a) By-law amendments to:
Article 1: the Club's name;
Article 5: the number of its Board of Directors, the additional positions a
director may hold and the election year for the additional positions; and
Article 12: the financial year end of the Club may be proposed by the Board of
Directors, or submitted by a Member to the Club in writing at least 21 days
prior to a general meeting of the Club; and must be approved by a majority vote
of the Board of Directors, and by a 2/3's vote of the membership voting in
person at a meeting of the Club duly called for that purpose
(b) Subject to the foregoing, all by-laws of the Club shall be adopted or
amended, as the case may be, by a majority vote of the Board of Directors, and
by a 2/3's vote of the membership voting in person at a meeting of the Club duly
called for that purpose, provided such by-laws or amendments conform to The OSA
Published Rules
(c) By-laws or amendments thereof required by changes to The OSA Published Rules
shall be considered at the next members' meeting of the Club following at least
45 days after notification of the required change has been published by The OSA
(d) Copies of by-law amendments referred to in subparagraph (a) and proposed
by-laws or amendments referred to in subparagraph (c) shall be sent to all
members entitled to vote for their consideration with the Club's notice of the
said members' meeting.
Article 10: RULES AND REGULATIONS
The Board of Directors may approve and publish Rules and Regulations which are
not inconsistent with this Bylaw or inconsistent with the rules of a higher
level governing organization.
Amendments to the rules and regulations may be made by a majority vote of the
Board of Directors or the Members at a General Meeting.
Article 11: INDEMNITY
Members of the Board of Directors or other servants to the Club, their heirs,
executors, administrators and estate and effects respectively shall be
indemnified and saved harmless at all times by the Club against all costs,
losses and expenses incurred by them respectively in or about the discharge of
their respective duties, except such as happens from their own respective
willful neglect or default.
Article 12: FINANCE
The accounts of the Club shall:
a) be audited annually by a Chartered Accountant if the annual Gross Revenue is
greater than $30,000; or
b) be reviewed annually through a Financial Review Engagement completed by a
Certified General Accountant, Certified Management Accountant or Certified
Accountant,. if the Annual Gross Revenue is $30,000 or less; or
c) with the consent of its Members, be exempt from any audit or Financial Review
Engagement if the Annual Gross Revenue is less that $10,000
The audit or the Financial Review Engagement statement shall be presented to the
Annual General Meeting for adoption.
At the Annual General Meeting of the Club, a chartered accountant firm shall be
appointed to perform the audit or the Financial Review Engagement.
The fiscal year of the Club shall end on September 30 of each year, unless
otherwise ordered by the Board of Directors.
Article 13: DISPUTE RESOLUTION
The Club shall adhere to the Dispute Resolution process as published and
approved by The OSA from time to time.
Any member of the Club may initiate the Dispute Resolution process by
communicating in writing to The OSA, with a copy to the Club and District, the
nature and facts of the dispute. The OSA, at its discretion, may proceed with
the Dispute Resolution process by assigning one or more neutral persons to the
dispute.
The Dispute Resolution process shall not to be used for game discipline which
follows the normal discipline and appeals process.
The Club shall make available to any member the Dispute Resolution process when
requested.
Article 14: HARASSMENT
The Club shall adhere to the Harassment Policy as published and approved by The
OSA from time to time.
The Harassment Policy shall apply to all employees, directors, officers,
volunteers, coaches, game officials, administrators, players, members and
registrants of the Club.
Harassment is defined as any comment, conduct, or gesture directed toward an
individual or group of individuals which is insulting, intimidating,
humiliating, malicious, degrading or offensive. It includes, but is not limited
to, sexual harassment.
The Club shall make available to any member the Harassment Policy when
requested.
Article 15: APPEALS
a) Any member of the Club directly affected by a decision of the Club may appeal
such decision. The denial or termination of membership in the Club may be
appealed by a non-member.
b) A decision of the Club may be appealed to the District Association with which
the Club is affiliated. The appeal shall be conducted in accordance with The
OSA's and District Association's published rules.
c) An individual shall not appeal a decision made by the Board of Directors
regarding the appointment, non-appointment, re-appointment or revocation of an
appointment of an individual to any coach or administrator position within the
Club's operations, except where the selection, appointment and revocation
process outlined in the Club's published rules has note been followed.
Article 16: DISSOLUTION
In the event of dissolution of the Club, and after payment of all debts and
liabilities, its remaining property shall be distributed or disposed of by the
Board of Directors to one or more not-for-profit or charitable organization(s).
Article 17: DEFINITIONS/TERMINOLOGY
Terminology used in this by-law shall have the same meaning as utilized by The
OSA in its letters patent, by-laws and published rules.