East Gwillimbury Soccer Club. By-Laws

Transcription

1 East Gwillimbury Soccer Club By-Laws Adopted by the Board of Directors And Its Members January 2015 EGSC Bylaws Jan Page 1

2 Table of Content Article 1 Meetings Meetings Duties of the Chair Conduct of Members Conduct of Business/Club Minutes of Meetings Agenda and Minutes of the Meetings Adoption of Minutes Deputation Late Arrival Motions Voting on Motions Debate Reconsideration of Matter Point of Order or Privileges Declaration of Interest Locations of Meetings Expulsion for Misconduct Order of Business... 6 Article 2 Duties of Board of Directors... 7 Article 3 Responsibilities of Members... 8 Article 4 Fiscal Year... 8 Article 5 Responsibilities to District Association(s) Constitution Amendments to the Constitution... 9 Article 6 Official Colours... 9 Article 7 Sponsors Article 8 Club Administrator, Club Accountant/bookkeeper Article 9 Communication EGSC Bylaws Jan Page 2

3 Article 1 Meetings 1.1 Meetings The rules and regulations contained in this by-law shall be observed in all proceedings of the club, its committee and sub-committee. Rules and regulations contained in this by-law may be suspended by a 2/3-majority vote of the members of the club present at the meeting. (a) (b) (c) Open Meetings - All meetings must be open to the public. Closed Meetings - Notwithstanding the section 2.1 a meeting is closed to the public when matters being considered are security of the board, personal matters about any individual, property matters and legal matters No Quorum - If ½ hour after the time appointed for a meeting, there is no quorum the recording secretary shall record the name of all of those present and the meeting shall be adjourned until the date of the next regular meeting or special meeting. 1.2 Duties of the Chair It shall be the duty of the chair: To put to a vote all motions which are regularly moved and seconded and announce its results. To decline to put to a vote motions which infringe the rules of procedures. To restrain members within the rules of order when engaged in debate. To enforce in all occasions the observance of order and the decorum among the members. To call by name any members persisting in breach of the procedures, ordering him/her to vacate the meeting room. To rule on all questions of order at the meeting subject to an appeal by a member. If a member challenges the rule of the Chair the matter shall be put to a vote by the chair without debate if the challenge is successful by receiving majority vote the decision of the chair is overturned. 1.3 Conduct of Members Any code of conduct or ethics applicable to members of the club shall apply during any meeting of the club. No member shall: Use offensive words against the club or any of its members. Speak on any subject other than the subject in debate. Criticize any decision of the club, except for the purpose of moving a motion for the question to be reconsidered. Disobey the rules of the club or a decision of the club. Where a member persist in any such disobedience after having been called by the Chair, the Chair shall forthwith put the question to the members without debate or amendment that such member be ordered to leave his/her seat for the duration of the meeting. Disclose any information that is deemed to be confidential pursuant to matters discussed as EGSC Bylaws Jan Page 3

4 outlined in section Conduct of Business/Club Minutes of Meetings Minutes of all meetings shall be approved at the next meeting Agenda and Minutes of the Meetings Shall be the duty of the secretary to or deliver to each member with the agenda and the minutes of previous meeting. Prior to each meeting the secretary or appointee shall prepare the agenda for such meeting. Any member can request matters to be placed in the agenda through the secretary or appointee Adoption of Minutes As soon as a regular meeting is called to order and the agenda has been confirmed, the chair shall ask if there is any objector to the minutes of the previous meetings and shall forthwith after any approved corrections declare that the club adopt such minutes Deputation Deputation may address the club or committees on any items listed the agenda without prior notice. Deputation on other matters should be requested in writing and placed on the agenda. The club may refuse to hear deputation s that are not in keeping with the scope of the club or it is deemed irrelevant. Deputation shall not be more than 10 minutes in duration unless approved by 2/3-majority vote of the members present at the meeting Late Arrival If a member arrives late at the meeting, any prior discussions shall not be reviewed without the unanimous consent of all the members present Motions Every motion shall be read aloud and when duly moved and seconded shall be open for discussion. A motion may be withdrawn with consent of the mover and seconder. The Chair may not move or second a motion but may vote on any motion, in the event of a tie. EGSC Bylaws Jan Page 4

5 The chair may appoint a member to proceed in a place and vacate the chair to move or second a motion. The chair will be resumed after a vote has been taken. Where a matter has been tabled, it may not be discussed until such matter is brought back to a future meeting. Decision made by the Board via shall be recorded at the next board meeting Voting on Motions Every member present at the meeting shall vote on any motion. If a member refuses to vote such shall be considered in the negative (opposed to the motion), unless a member has declared a conflict. Vote shall be indicated by a simple show of hand. When a recorded vote is requested or required the secretary shall call each member individually to state his/her vote either in favor or in opposition of the motion. The vote of each member shall be so recorded in the minutes. Any member can request a recorded vote on any motion. When a motion is made and upon the request of a member and provided that the Chairs is satisfied that the question under consideration contains distinct proposal, the vote can be taken separately on each distinct aspect of the motion. When a motion is under consideration, a motion to defer or to refer will take precedence. An amendment to a motion duly moved and seconded shall be heard first and an amendment to the amendment shall be heard and voted upon as a reverse order (the last amendment or amendment to an amendment shall always be discussed first). One or more report items on a meeting agenda may be adopted in a single motion. A motion to refer or defer a matter shall include the reason for such referral or deferral Debate The Chair shall recognize a member who requests to speak on any questions. If necessary the Chair shall maintain a list of members who indicated the wish to speak and shall recognize them as they appear on such a list. No member shall speak more than one until every member who decides to speak, has spoken. When a member is speaking no other member shall interfere or interrupt, except to raise a point of order or a point of personal privilege. A member may speak to the same question for a maximum of five minutes, unless an exception has been made by the 2/3-majority vote. No member shall speak until recognized by the Chair. No member shall engage in direct debate EGSC Bylaws Jan Page 5

6 with other members. Any questions that a member wishes to ask of another member shall always be asked through the Chair. The Chair may not allow any questions that have been asked if such question be substantially the same as previous questions that have already been answered Reconsideration of Matter If a matter has been considered b the Board or Committee and the decision has been made, such shall not be reconsidered for the next four regular meetings of the club unless there is a majority vote of all members of the club whether they are present or not Point of Order or Privileges A member may interrupt the person who has the floor to raise a point of order when such member feels that there has been a deviation or departure from the rules of procedure. The Chair will rule if such point of order or privilege is valid and such rule should be final unless the Chair decision is challenged in which case such will put to vote of all members without questions or debate. A member may raise, at any time, a point of personal privilege where such member feels that is his/her integrity or that of the club has been questioned. The Chair shall rule on such a point in the same manner as outlined in Reconsideration of Matter Declaration of Interest No member after having declared an interest on any matter may move or second vote or participate on any discussion of such matter Locations of Meetings All meetings shall be held in a place as designated by the club or when necessary any alternative location and such shall be clearly indicated on the meeting agenda Expulsion for Misconduct The Chair may expel or exclude from the meeting any person, who, in the opinion of the Chair has behaved improperly or distracted the proper conduct of the meeting Order of Business Standard format by the club. EGSC Bylaws Jan Page 6

7 Article 2 Duties of the Board of Directors, Executive Director and Technical Director The duties of the Board of Directors are defined in the constitution. Executive Director: The Executive Director shall be a hired position and placed under contract by the club for a term of not more than two years. The Club through the Board of Directors shall appoint the Executive Director and determine the term. The Executive Director shall not have voting rights and shall attend all Board, AGM and Special Meetings. The Executive Director reports directly to the Board of Directors, working with each Board Director as required. The Executive Director shall: Manage all the paid staff of the Club Manage the day to day activities of the Club Execute the instructions of the Board of Directors Provide operation reports to the Board of Directors at each Board meeting Participate in Club growth planning sessions with the Board of Directors Provide the Treasurer with Club budget requirements as needed Determine the Club s requirements for equipment and uniform needs, provide the Board with options for selection and approval of quality products Work with suppliers to manage all the Clubs equipment and uniform purchasing requirements Oversee the distribution of the equipment and uniforms to all the Club teams Maintain the equipment inventory and ensure equipment is signed out and returned by each team Solicit possible businesses and organizations to sponsor East Gwillimbury Soccer Club Plan, present a annual marketing and communication strategy to the Board of Directors and then maintain this strategy Be responsible for communication with all sponsors Prepare and maintain all necessary sponsorship documentation, co-ordinate with Club Administrator and Board members assigned to assist with sponsorship Promote, co-ordinate and organize recreational teams as necessary, at various age groups and divisions, to ensure that the Club has made its best effort to provide a program to fulfill the needs of the recreational soccer player in the community Recruit conveners for all house league divisions Working with the Technical Director and conveners, ensure that all teams in the house league program are equalized prior to the Club picture day Promote, co-ordinate and organize Rep teams as necessary, at various age groups, to ensure that the Club has made its best effort to provide a program to fulfill the needs of the competitive soccer player in the community Organize, co-ordinate all tournaments as directed by the Board of Directors. Assist the Technical Director with the selection of all coaches Oversee the Head Referee in the execution of their duties Assist the Head Referee and Referee scheduler in the appointment of game officials so that game officials can reach their full potential Ensure that the Club has access to the required fields to execute all the required Club programs Assist the Technical Director with set-up and execution of specialized soccer training programs Organize volunteers as required to assist with Club events

8 Technical Director: The Technical Director shall be a hired position and placed under contract by the club for a term of not more than two years. The Club through the Board of Directors shall appoint the Technical Director and determine the term. The Technical Director shall not have voting rights and shall attend Board, AGM and Special Meetings as requested by the Board of Directors. The Technical Director reports directly to the Executive Director. The Technical Director shall: Manage the technical requirements of the Club as determined by the Board of Directors Execute the instructions of the Executive Director Work with the Club staff as instructed by the Executive Director Provide operation reports to the Executive Director monthly Participate in Club growth planning sessions with the Board of Directors as requested Provide the Executive Director with budget requirements as needed Provide the Executive Director and Board of Directors with proposed training program plans prior to each season Plan, organize and lead the annual coach s meeting Plan, organize and lead all coach s training sessions Be responsible for ensuring proper communication with all coaches Recruit and select the require coaches prior to each season Review the performance of all coaches and respond to any complaints about coaches Provide ongoing support of all coaches and teams during each season Provide recommendations to the Board of Directors for all coach discipline items Plan, prepare and execute specialized player training programs as approved by the Board of Directors Working with the Executive Director and conveners, ensure that all teams in the house league program are equalized prior to the Club picture day Article 3 Responsibilities of Members The membership is the decision-making body. The membership meets at least once a year at its Annual General Meeting. When necessary a Special General Meeting of the Membership may be held. The membership is responsible for: The structure of the EGSC The direction of the EGSC The Constitution of the EGSC The election of the EGSC officers Ratifying the business conducted by the Board of Directors Article 4 Fiscal Year The club s fiscal year ends on October 31 st EGSC Bylaws Jan Page 8

9 Article 5 Responsibilities to District Association(s) 5.1 Constitution The Club shall annually submit its Club Constitution or Club By-Law to its District Association, which shall be responsible for ensuring compliance with Club Policy 2.1 by each of its Member Clubs. 5.2 Amendments to the Constitution The Club shall be required to submit any amendments to its Club Constitution or Club By-Law to its District Association within 60 days after the Club s General Meeting at which the amendments were approved. Article 6 Official Colours Competitive Teams The official name for all teams will be `Talons'. The official colours of the EGSC shall be: Red shirts White numbers Red socks Navy Shorts The official Alternate colours of the EGSC shall be: Blue shirts White numbers Blue socks Red shorts The Club will, on shirts/shorts and socks, make the use of Red/White/Blue or Black (if required) as a trimming colour, but will not exceed more than 25% of the total uniform. The Club based on the noted criteria must approve all uniforms that are used by the teams; no exceptions will be allowed unless the Board agrees to such changes. All uniforms will carry the EGSC official LOGO. All uniforms (shirts, shorts, tracksuits etc.) that are used will be exactly the same for each competitive age group representing EGSC. There will be no exceptions to team uniforms, color, or design and all selections will be maintained for a minimum of two complete seasons. All other uniform apparel shall be blue, with trimming colours of Red/White; trimming colours will not exceed 25% in total. The Board of Directors shall approve all other uniform apparel, NO changes to the above criteria EGSC Bylaws Jan Page 9

10 will be allowed, unless the Board agrees to such changes. Article 7 Sponsors All sponsors donating money to EGSC will be issued an official receipt. Any sponsor can expect to see their companies name or logo on team shirts The Club will not guarantee printing company LOGO after March 26 of each year. All sponsors donating money to any EGSC competitive team will be funneled through the EGSC via the Treasurer. In doing so, EGSC will issue an official receipt to the donating party. Failing to follow this procedure may result in disciplinary action against the team officials. All money received will be deposited in a single account and a cheque will be re-issued to each respective team less the sponsorship fee. Article 8 Club Administrator, Club Accountant/bookkeeper Club Administrator The Club Administrator shall be a hired position and place under contract by the club for a term of one year. The Club through the Board of Directors shall appoint the Club Administrator having no voting rights. The Board of Directors will determine the number of hours of work at budget time. The following are some duties of the Club Administrator: (a) (b) Will report directly to the Executive Director Will perform specified tasks as deemed necessary by the Board of Directors and or the Executive Director. Club Accountant/bookkeeper The Club Accountant/bookkeeper shall be a hired position and placed under contract by the club for a term of one year. The Club through the Board of Directors shall appoint the Club Accountant/bookkeeper having no voting rights. The Board of Directors will determine the number of hours of work at budget time. The following are some duties of the Club Accountant/bookkeeper: (a) (b) Will report directly to the Club Treasurer Will perform specified tasks as deemed necessary by the Board of Directors. Head Referee: The Head Referee shall be a hired position and placed under contract by the club for a term of no more than two years. The Club through the Board of Directors shall appoint the Head Referee and determine the term. The Head Referee shall not have voting rights and shall attend Board, AGM and Special Meetings as requested by the Board of Directors. The Head Referee reports directly to the Executive Director. At the discretion of the Board of Directors, the Head Referee position can be split into multiple positions. The second position shall be a Referee Schedule. This position could be split again into two parts, one for youth leagues and one for adult leagues. The Head Referee shall: Manage the referee requirements of the Club as determined by the Executive Director Execute the instructions of the Executive Director Work with the Club staff as instructed by the Executive Director EGSC Bylaws Jan Page 10

11 Provide operation updates to the Executive Director monthly Participate in Club growth planning sessions with the Board of Directors as requested Provide the Executive Director with budget requirements as needed Provide the Executive Director and Board of Directors with proposed training program plans prior to each season Plan, organize and lead the annual referee s meeting Plan, organize and lead all referees training sessions Be responsible for ensuring proper communication with all referees Recruit and select the require referees prior to each season Review the performance of all referees and respond to any complaints about referees Provide ongoing support of all referees during each season, including the mentoring of novice referees Provide recommendations to the Board of Directors for all referee discipline items Oversee the Referee Scheduler, if required by the Executive Director, ensuring that all referees hired by the Club are duly registered and utilizing the Club software. Referee Scheduler duties; Using the software provided by the club and working with the club staff, schedulers shall organize and coordinate the scheduling of all referees required by the Club Article 9 Communication The East Gwillimbury Soccer Club will publish and/or provided details of club activities and special events for the upcoming season through its' web site and or newsletter. EGSC Bylaws Jan Page 11