AIRDRIE ACES ATHLETICS BYLAWS

Transcription

1 AIRDRIE ACES ATHLETICS BYLAWS 1. NAME OF ASSOCIATION The name of this society is the AIRDRIE ACES ATHLETICS CLUB (the Association ). 2. PURPOSE OF ASSOCIATION (a) Vision: Provide athletes tools in training to be successful in athletics. (b) Mission: To provide fair opportunity for positive experiences through a safe and fun environment, with strong, progressive and quality programs for all members of the athletics community. (c) Values and Beliefs: (i) We believe that honesty and integrity and fairness must be demonstrated in all aspects of our Association. (ii) We believe that respect and open communication will be the foundation of our Association. (iii) We believe that through co operation and commitment we will be an Association that we are proud of. (iv) We believe that all members and athletes will show good sportsmanship. (v) We believe that all athletes need to actively participate in regular practices in order to achieve their best. (vi) We believe that through competition, all athletes will strive to improve to the best of their abilities. (vii) Emotional and physical safety is paramount in all aspects of our operations. (d) Purpose and Objects: (i) To increase interest in and improve Athletics in Airdrie and surrounding areas. 3. MEMBERSHIP (a) Members of the Association ( Members ) shall be the parents or legal guardians of athletes registered in good standing with the Association, members of the coaching staff, the Board of Directors, and other persons who become Members in accordance with Bylaw 3(b). (b) Other persons may become a Member if they: (i) are eighteen years or older; and (ii) have been approved as a Member by the Board of Directors. (c) Only Members who are in good standing are entitled to vote at meetings of the Members. (d) A person shall cease to be a Member: (i) upon notification in writing to the Board of Directors of his withdrawal from membership, or (ii) when his membership has been suspended or terminated in accordance with these

2 Bylaws. (e) All athletes competing in Athletics Alberta sanctioned meets must be a registered Member of Athletics Alberta. 4. SUSPENSION AND TERMINATION OF MEMBERSHIP (a) Any Member may resign from the Association at any time by notifying the President in writing. (b) Any Member who, in the opinion of the Board of Directors, fails to maintain an acceptable standard of conduct may have their membership suspended or terminated by the Association. Unless the conduct was of extraordinary nature, such action would only occur after the Member has failed to heed written warning. A decision to suspend or terminate will result in the loss of voting privileges. (c) Any Member who, in the opinion of the Board of Directors, fails to comply with these Bylaws may have his membership suspended or terminated by the Association. Such action would only occur after the Member has failed to heed written warning. A decision to suspend or terminate will result in the loss of voting privileges. (d) Any Member who has had his membership suspended or terminated will receive notice of the decision in writing. The Member may exercise the right to appeal the decision to the Executive Committee, provided written request is received by the Executive Committee within seven (7) days of the Member receiving notice of suspension or termination. An administration fee may be charged. (e) The Executive Committee has the right to bar any resigned, suspended or terminated Member from any or all facilities where Association functions including meetings or practices are taking place for such time as it deems appropriate. (f) A person who ceases to be a Member shall forthwith forfeit all rights and interests arising from membership in the Association. This means the person cannot coach or hold an elected or appointed position with the Association until reinstated. (g) The Member can be suspended or terminated for any time period deemed appropriate by a discipline committee and ratified by the Board of Directors or by the Executive Committee on appeal.

3 5. CONFLICT OF INTEREST (a) No Member shall be allowed to engage in any role or activity within the Association that is a potential or actual conflict of interest under this Bylaw. (b) A potential or actual conflict of interest exists when: (i) a Member s commitments and obligations to the Association could or are perceived to be compromised by that Member s other interests, commitments or obligations; or (ii) a Member is in a position to influence the Association with a view to personal or commercial gain to themselves or a family member or give improper advantage to others. (c) A parent or legal guardian selected to coach within the Association on which their child is a athlete will not be considered in conflict of interest on the basis of that relationship alone. 6. EXECUTIVE COMMITTEE, BOARD OF DIRECTORS AND ADMINISTRATIVE STAFF (a) The Executive Committee consists of the following positions: (i) President; (ii) Vice President; (iii) Treasurer; and (iv) Secretary; (b) The Board of Directors consists of the Executive Committee and the following positions: (i) Directors as required to meet Association needs. (c) The Administrative Staff consists of the following positions: (i) Head coach (d) The Board of Directors has overall control of the affairs of the Association and has authority to enact regulations ( Regulations ), policies ( Policies ), procedures ( Procedures ) and processes ( Processes ), including fundraising initiatives, or other directives to guide and assist in the orderly operation of the Association. (e) The Board of Directors shall be elected at the annual general meeting to be held each year within the required 3 months of our year end. To clarify that meeting will be held after July 31st of each year and before October 31st. Meeting to be called by the President. (f) Each member of the Board of Directors shall be elected or appointed to hold office until the conclusion of the next AGM. The outgoing Board of Directors shall be retired at each AGM, at which time the Board Elect assumes the powers of office. (g) If any member of the Board of Directors resigns his office, or ceases to be a Member, the board of Directors shall declare his office vacated. The Executive Committee shall then be charged with filling the vacant position in accordance with Bylaw 7(b). (h) In the event the positions of President or Vice Presidents cannot be filled in accordance

4 with Bylaws 8(a) and 9(a) respectively, subject to Bylaw 6(g), any Member will then be eligible for election to those positions. (i) Unless authorized by the Board of Directors, no member of the Board of Directors shall receive any remuneration for his services. (j) The Board of Directors has the authority to appoint committees as deemed appropriate and in addition the Board of Directors has the authority to retain or appoint and compensate administrative or professional services as deemed necessary or prudent. (k) The Administrative Staff are employees or contract employees of the Association and whose roles and responsibilities, as well as compensation and terms of employment will be determined and reviewed annually by the Executive Committee or through contract, as the case may be. The Administrative Staff will report to the Executive Committee through the President. 7. DUTIES AND POWERS OF THE EXECUTIVE COMMITTEE (a) The affairs of the Association, including oversight and direction of the Administrative Staff, will be supervised by the Executive Committee or a subcommittee, as appropriate, appointed by the Executive Committee. (b) The Executive Committee, acting by majority vote, but subject to ratification by the Board of Directors, has the power to fill by appointment, any vacancy which may occur on the Board of Directors. Such appointee will hold the position as if elected, unless deemed otherwise by the Board of Directors. (c) The Executive Committee will have the power to impose and enforce penalties for violation of these Bylaws. (d) The Executive Committee may, by a two thirds vote, but subject to ratification by the Board of Directors, forthwith remove from office any member of the Board of Directors for neglect of duty or for conduct unbecoming. (e) The Executive Committee will supervise the collection and authorize the expenditure of funds of the Association, provided always, that funds coming into the Association will be allocated in accordance with the purpose so intended. (f) The Executive Committee will interpret, define and explain all provisions of these Bylaws and any Regulations, Policies, Procedures, Processes and directives. (g) The Executive Committee will adjudicate all disputes between Members which may arise. (h) The Executive Committee will appoint all delegates to attend any meetings of AA or other relevant organizations.

5 8. DUTIES AND POWERS OF THE PRESIDENT (a) No person is eligible to be elected President unless that person has served full terms as a member of the Board of Directors for the previous two years or has served a full term as a member of the Executive Committee in the previous year. (b) The President will have the power to suspend summarily, any athlete, or coach under the auspices of the Association for ungentlemanly conduct, for abusive language to any official, or for any other infraction, in the sole discretion of the President, deemed to be detrimental. Such suspension to be effective until dealt with by the Board of Directors within a reasonable period of time. (c) The President shall: (i) be a signing officer for the Association; (ii) preside and act as chairperson at all meetings of the Members, Executive Committee and Board of Directors; (iii) exercise the powers of the Executive Committee, in case of emergency; (iv) discipline up to and including suspension of any coach, athlete, or other official connected within the Association, subject to ratification at the next meeting of the Board of Directors; (v) sit on committees as an ex officio voting member; (vi) generally manage and supervise the affairs and operations of the Association; and (vii) together with another officer, appointed by the Board of Directors for that purpose, sign all resolutions, transfers, and releases. 9. DUTIES OF VICE PRESIDENT (a) No person is eligible to be elected Vice President unless that person has served a full term as a member of the Board of Directors for the previous year. (b) In the President s absence or inability to act, any Vice President shall have and exercise all the powers, authority and restrictions of the President, provided the other Vice Presidents agree to this appointment. (c) In the event of permanent vacation of the office of President, a Vice President will be appointed President by the Executive Committee to be ratified at the next Board of Directors meeting. Such appointment shall be effective until the next election of the Board of Directors. 10. DUTIES OF TREASURER (a) Regular Duties (i) Pay all bills as approved by the board of directors. (ii) Collect all competition fees and annual team membership fees. (iii) Prepare a financial report for the board of directors meeting. (iv) Attend the board of directors meeting. (v) Have custody of all financial documents.

6 (b) Seasonal Duties (i) Prepare a budget for each track season (indoor and outdoor) (c) Annual Duties (i) Obtain all financial records, receipts, and files from immediate past treasurer. (ii) Organize all financial records to give to the treasurer elect. 11. DUTIES OF SECRETARY (a) Provide services as outlined in ByLaw MEETINGS 12.1 General (a) The Annual General Meeting ( AGM ) of the Members shall be held at the City of Airdrie, in the Province of Alberta, during the period between August 1 and October 31 inclusive, each year. (b) Meetings of the Members: (i) shall be at the call of the President; (ii) when required, or desired, the Board of Directors may call a meeting of the Members; or (iii) at the written request from one third of the Members, a special meeting shall be convened. The proceedings of such a meeting shall be confined to the matters specified in the request. (c) Notice of an AGM or any special meeting will be given in writing at least 30 days in advance of the meeting. (d) The President shall notify the Members of the time and place of each meeting. Notification may be by phone, electronic means or by other methods deemed appropriate by the Board of Directors. (e) The President shall chair all meetings. In the event the President is unable to fulfill this responsibility, a Vice President designated by the President will fill in. (f) At any AGM or special meeting of the Members, the following, as appropriate, may be the order of business: Reading of the minutes; Report of the President; Report of committees; Resolutions; Elections; Other general business; and

7 Adjournment. (g) Business will be conducted by following normal rules of order. (h) The President may, when deemed necessary, invite any Member, or non member to any meeting of the Association, to address a particular subject on the agenda Meetings of the Board of Directors (a) Meetings of the Board of Directors shall be at the call of the President and may be conducted by telephone or video conference attendance. (b) A minimum of three meetings per year shall be held. (c) At the request of three members of the Board of Directors, the President shall convene a special meeting of the Board of Directors. The proceedings at such a meeting shall be confined to the matters specified in the request. (d) Any Member may submit, in writing, items for inclusion on the agenda of a Board of Directors meeting. These Members shall be entitled to attend that portion of the meeting devoted to those agenda items but have no vote. (e) A quorum for the transaction of business shall consist of not less than three members of the Board of Directors. Only members of the Board of Directors, present in person, are eligible to vote. (f) The President is entitled to invite any Member to be present or to make presentation to the Board of Directors when deemed appropriate. (g) Decisions at meetings of the Board of Directors shall be made by majority vote of the members in attendance. Each member in attendance is entitled to only one vote per issue, regardless of the number of positions they may occupy on the Board of Directors. There shall be no proxy votes.

8 12.3 Meetings of the Executive Committee (a) Meetings of the Executive Committee shall be at the call of the President and may be conducted by telephone or video conference attendance. (b) Meetings will be held as required by the president throughout the year with a mandatory AGM between August 1st and October 31st of each year. (c) At the request of one or more Vice Presidents or the President, the President shall convene a special meeting of the Executive Committee. The proceedings at such a meeting shall be confined to the matters specified in the request. (d) At the request of a majority of the Board of Directors, the President shall convene a special meeting of the Board of Directors. The proceedings at such a meeting shall be confined to the matters specified in the request. (e) If any of the Vice Presidents are unable to attend an Executive Committee meeting they may delegate their powers to another Board of Directors member from their Stream to attend on their behalf. (f) A quorum is not less than three members of the Executive Committee, not including the President. 13. BORROWING The Association may borrow, raise or secure the payment of money in such a manner, as it deems appropriate, and in particular, by the issue of debentures. This power shall be exercised only under the authority of the Board of Directors. 14. BANKING (a) The signing officers of the Association for the purpose of drawing funds from the account or accounts of the Association shall be the President and the Treasurer. (b) All signing officers of the Association must be bondable. 15. AUDIT A minimum of three members of the Board of Directors (other than the Treasurer) shall review and sign off on the financial statement and supporting books at the end of each fiscal year. 16. AMENDMENTS (a) The Board of Directors is empowered to amend or alter any ByLaws, Regulations, Policies, Procedures, Processes or directives at any Board of Directors meeting. 17. MINUTES OF MEETINGS AND OTHER BOOKS AND RECORDS The minutes of meetings of the Members and the Board of Directors shall be taken and

9 prepared by the Secretary. After approval of the minutes they shall be signed by the President. The Secretary shall keep a record of all minutes arising out of meetings of the Members and the Board of Directors and shall have custody of all such minutes, as well as of other books, records, and documents of the Association, but excluding the financial documents. 18. INSPECTION OF BOOKS AND RECORDS The Treasurer shall make available for inspection, the books and records of the Association to a member of the Board of Directors at any time and to all other Members in good standing at the AGM. 19. ATHLETIC FEES (a) Each athlete will be required to pay membership fees at the beginning of each season or upon joining mid season. (i) The membership fees will be paid in October and April; (ii) The October and April amounts will be posted in the fall of each year on the Airdrie Aces Athletics web site. (iii) Membership fees may be prorated when joining mid season. (iv) The cheques will be made out to Airdrie Aces Athletics. (v) Masters athletes that are parents of minor athletes on the team are not required to pay membership to train with the team. (b) A volunteer bond of $200 per year for each Athlete. (i) The bond shall be in the format of a post dated cheque; (ii) The cheque will be dated June 15th; (iii) The cheque will only be cashed, after the cheque date, if volunteer requirements are not met. (iv) The cheque will be made out to Airdrie Aces Athletics. (v) Volunteer coaches that are athletes and minor athletes with a parent that volunteer coaches, are exempt from the bond. (c) Competition fees will be paid prior to competing (i) The competition fees are collected upfront in October and April of each year in the amount as posted in the fall of each year on the Airdrie Aces Athletics web site. (ii) More competition fees will be collected as needed during the year as per the request of the treasurer should the athlete s balance become depleted. (iii) If fees are not paid up by five days prior to scratch deadline, the athlete will be withdrawn from the meet. 20. COMPETITION REGISTRATION (a) All competitions registrations will only be made by the club manager. (b) Athletes (or their parents) must indicate their intent to attend competitions by the deadline set by the club manager. It is up to the discretion of the manager to accept late entries, which will incur additional fees, if accepted. There will be no refunds of entry fees for

10 scratches made after the deadline set in the competition s technical package. (c) Athletes are only able to compete in events that are approved by the coaches. 21. VOLUNTEERING (a) Athletes or parents of minor athletes will be required to volunteer as follows each season: (i) Casino every second year (ii) Two 4 hour shifts per athlete per year (b) If volunteer requirements are not met by end of season, volunteer bond will be cashed. 22. CODE OF CONDUCT To be signed annually by all athletes, parents of minor athletes and coaches at the time of registration. See Appendix REMUNERATION a) Administrative Staff i) Administrative Staff will be paid by the amount agreed to by the board at the start of each year. ii) Treasurer to remit payment in format and division frequency as mutually agreed to with the Administrative Staff. b) Volunteer Coaching Staff i) Coach per diems for travel and accommodation will be provided at discretion of the board prior to payment. Prior authorization must be obtained from the treasurer. ii) Volunteer Coaching Staff will have their competition entry fees paid for by the Association. iii) Coaches will be provided track jackets paid for by the Association. c) Executive Committee Member expenses i) Mileage to Calgary Track Council Meetings and to pick up club equipment and clothing. ii) Other expenses upon prior approval by the Board of Directors. d) Volunteer Expenses i) Upon prior approval of the Board of Directors. 24. DISSOLUTION Upon dissolution of the Airdrie Aces Athletics Club any gaming proceeds remaining after paying debts and liabilities will be: a) disbursed to eligible charitable or religious group or purpose; or b) transferred in trust to a municipality until such time as the assets can be transferred from the municipality to a charitable or religious group or purpose approved by the Board.

11 Appendix 1 COACHES CODE OF CONDUCT Airdrie Aces Athletics Club FOR COACHES VOLUNTEERS ATHLETES ( & parents of minors) The athlete/coach relationship is a privileged one. Coaches play a critical role in the personal as well as athletic development of the athletes they coach. They must understand and respect the inherent power imbalance that exists in this relationship and must be extremely careful not to abuse it. Coaches must also recognize that they are conduits through which the values and goals of a sport organization are channeled. Thus how an athlete regards his/her sport is often dependent on the behavior of the coach. The following Code of Conduct, established in British Columbia and adopted by Athletics Alberta, has been developed to aid coaches in achieving a level of behavior which will allow them to assist their athletes in becoming well rounded, self confident and productive human beings. COACHES HAVE A RESPONSIBILITY TO: 1. Treat everyone fairly within the context of Athletics, regardless of gender, place of origin, color, sexual orientation, religion, political belief or economic status. 2. Direct comments or criticism at the performance rather than the athlete. 3. Consistently display high personal standards and project a favorable image of Athletics and of Coaching: a. Refrain from public criticism of fellow coaches, especially when speaking to the media or recruiting athletes. b. Abstain from the use of tobacco products while in the presence of athletes and discourage their use. c. Abstain from drinking alcoholic beverages when working with athletes. d. Discourage the use of alcohol at athletic events (Athletics and other sport activities) or in victory celebrations at the competition site. e. Refrain from the use of profane, insulting, harassing or otherwise offensive language in the conduct of your coaching duties. 4. Ensure that the activity being undertaken is suitable for the age, experience, ability and fitness level of the athletes and educate athletes as to their responsibilities in contributing to a safe environment. 5. Communicate and cooperate with registered medical practitioners in the diagnosis, treatment and management of their athletes medical and psychological problems. Consider the athletes future health and well being as foremost when making decisions regarding an injured athletes ability to continue playing or training. 6. Recognize and accept when to refer athletes to other coaches and sport specialists. Allow athletes goals to take precedence over those of the coach. 7. Regularly seek ways of increasing professional development and self awareness. 8. Treat fellow coaches, athletes you do not coach and officials with due respect, both in victory and defeat and encourage athletes to act accordingly. Actively encourage athletes to uphold the rules of Athletics and the spirit of such rules. 9. In the case of minors, communicate and cooperate with the athlete s parents or legal guardians, involving them in management decisions pertaining to their child s development. 10. Be aware of the academic pressures placed on student athletes and conduct practices and participation in competitions in a manner so as to allow academic success. COACHES MUST: 1. Ensure the safety of the athletes with whom they work. 2. At no time become intimately and/or sexually involved with the athletes they coach as per the Laws of Canada as stated below. This includes requests for sexual favours or threats of reprisal for the rejection or such requests. Coaches should refer to Canada s Law on Child Sexual Abuse: A Handbook, published by the Department of Justice in The following is an extract from this handbook dealing with the issue of CONSENT.

12 Sexual activity without consent is always a crime regardless of the age of the individuals. Children under 12 are never considered able to consent to sexual activity. Children 12 or more, but under 14, are deemed unable to consent to sexual acts except under specific circumstances involving sexual activity with their peers. Young persons 14 or more but under 18 are protected from sexual exploitation and their consent is not valid if the person touching them for a sexual purpose is in a position of trust or authority over them or if they are in a relationship of dependency with that person. 3. Respect the athletes dignity; verbal or physical behaviors that constitute harassment or abuse are unacceptable. (Please refer to the Athletics Alberta Harassment Policy) 4. Never advocate or condone the use of drugs or other banned performance enhancing substances, classes or methods. 5. Never provide under age athletes with alcohol. Coaches of the Airdrie Aces Athletics Club are advised that by coaching of AAAC athlete s that they are agreeing to adhere to this and other policies, rules, regulations, by laws and constitution of Athletics Alberta, Athletics Canada and the IAAF. VOLUNTEER CODE OF CONDUCT An individual who accepts the position of VOLUNTEER within the context of the activities of Athletics, agrees to accept the responsibilities as outlined to them and will complete the duties for the agreed to period. As a volunteer in Athletics your role is critical to the success of any activity and in carrying out the assigned responsibilities you are expected to: 1. Refrain from using tobacco products within the arena and/or competition area and only in designated areas if such are provided. 2. Refrain from entering the competition area and/or arena under the influence of alcohol. 3. Be prepared to do the job assigned to you. 4. Work in a spirit of cooperation with other volunteers/officials and do not interfere in any way with their duties and responsibilities. 5. Act in a manner that will bring credit to the Athletics Community and yourself, both inside and outside the competition arena and/or area. 6. Volunteers are not to encourage athletes to consume drugs, alcohol or intoxicants. 7. Be courteous to fellow volunteers, officials, athletes, coaches and the general public. 8. Refrain from the use of threatening, obscene, abusive or vulgar language to fellow volunteers, officials, athletes, coaches and the general public. 9. Treat everyone fairly within the context of their activity regardless of a person s culture, color, ancestry, nationality, age, political beliefs, religion, family status, physical or mental disability, gender or sexual orientation. 10. Refrain from public criticism of fellow volunteers, coaches, officials or athletes. 11. Refrain from harassing any individual or engaging in any unwelcome visual, verbal or physical conduct. 12. Project a positive and enthusiastic attitude towards the event, the sponsors, supporters and the job assigned, approaching these duties with a professional attitude. 13. Be courteous, cooperative and discreet. 14. Carry out your duties willingly, fairly and impartially. 15. Report for the assigned duty on time, be well groomed. 16. Respect the athlete s dignity; verbal or physical behaviors that constitute harassment or abuse are unacceptable. (Please refer to the Athletics Alberta Harassment Policy) Individuals Volunteering for Airdrie Aces Athletics club events or any sanctioned/approved activity/competition are advised that by doing so they are agreeing to adhere to this and other policies, rules, regulations, by laws and constitution of Airdrie Aces Athletics Club, Athletics Alberta, Athletics Canada and the IAAF.

13 ATHLETES/PARENT OR GUARDIAN CODE OF CONDUCT In registering as an Athlete Member of Airdrie Aces Athletics club and within the context of the activities of Athletics an individual agrees to take part in a spirit of fair play, honesty and with the rules and regulations of Athletics Alberta, Athletics Canada and the IAAF. As such the Athlete member is expected to: 1. Compete/participate in a spirit of fair play and honesty. 2. Compete/participate within the rules of Athletics. 3. Avoid the use, advocating, condoning, promotion and distribution of banned substances, cases and methods as outlined in the handbook on Drug Classification published by the Canadian Centre for Ethics in Sport. 4. Refrain from using tobacco products within the competition arena and/or competition area. 5. Refrain from using alcohol at athletic events (Athletics and other sport activities) or in victory celebrations at the competition site. 6. Refrain from using profane, insulting, harassing or otherwise offensive language in the context of the activities of Athletics. 7. Address fellow athletes, coaches, officials, volunteers, event organizers, spectators and others associated with Athletics in a courteous and respectful manner. 8. Avoid providing alcohol to under age individual. 9. Act in a manner that will bring credit to the Athletics Community and yourself, both within and outside the competition arena and/or competition area. 10. Respect an individual s dignity; verbal or physical behaviors that constitute harassment or abuse are unacceptable. 11. Ensure the safety of others when taking part in your Athletics activity. 12. Parents will respect the coach s and the board of directors at all times and refrain from inappropriate behaviors or any verbal abuse or e mail abuse. Any concerns are to be sent to the Team Manager/President to arrange a time to address formally if so requested. Individuals registered as Athlete members of Airdrie Aces Athletics Club and their parents or guardians of minor athletes are advised that by doing so they are agreeing to adhere to this and other policies, rules, regulations, by laws and constitution of Athletics Alberta, Athletics Canada and the IAAF. PLEASE SIGN APPROPRIATE LINE (S): Athlete Signature print name Parent Signature (required also if athlete is a minor) print name Dated Coach signature dated Volunteer signature dated Approved by AAAC board 2015