Official Bylaws of the Saskatoon Ultimate Disc-Sport Society

Transcription

1 Official Bylaws of the Saskatoon Ultimate Disc-Sport Society Table of Contents Bylaw 1 The Society... 2 Bylaw 2 Financial... 8 Bylaw 3 Duties and Responsibilities Appendix PREAMBLE The Bylaws of SUDS provide the specific governance for the structure and procedures of SUDS. These bylaws include but are not limited to procedures regarding financial practices, duties of officials, and election procedures. Original Version: 2002 Revised Version: 02/11/2017

2 Bylaw 1 Article 1 The Society Corporate Seal 1.1 The impression of the organization s seal can be found in the appendix of this document. Article 2 Name 2.1 It shall be the Saskatoon Ultimate Disc-Sport Society (subsequently referred to as SUDS) Article 3 Identity Statement 3.1 We (the Saskatoon Ultimate Disc-Sport Society) advance our mission by providing a quality disc-sport experience with a primary focus on community through ultimate. We seek to achieve a community based on Spirit of the Game by serving the disc-sport community in Saskatoon and area. We accomplish this by offering leagues, tournaments, events, development, and outreach. We emphasize the vital connection of Spirit of the Game to a healthy community and sport. We are sustainable through our relationships with our volunteers, members, and stakeholders who are invested in our success; financially and otherwise. Article 4 Purpose 4.1 To develop and promote the sport of ultimate and other disc sports throughout the Saskatoon region. 4.2 To provide a forum for discussion and distribution of information to further develop the Society within the ultimate network, the sports community, and physical education programs in the education system. 4.3 To represent ultimate teams and players to both governmental and non-governmental authorities. 4.4 To conduct any and all other lawful business for which non-profit organizations may be incorporated under the Saskatchewan Non-profit Corporations Act. Article 5 Registered Office 5.1 Saskatoon Ultimate Disc-Sport Society Inc th Street West Saskatoon SK S7M 0W9 Article 6 Definitions Page 2 of 28

3 6.1 In these Bylaws unless the context otherwise requires a) Act means the Non-Profit Corporations Act; b) Article means the Articles attached to the Certificate of Incorporation of SUDS; c) Board means the board of directors of SUDS d) Bylaws means this bylaw in force and effect; e) Directors means a Director of SUDS for the time being; f) Members means the corporation incorporated under the Act and named SUDS g) Voting Member means a Member that has voting privileges as set out herein. Article 7 Membership 7.1 Voting Members a) Voting membership shall be open to any individual who supports the purposes of the Society and has paid their annual membership dues. Dues will be determined by the Board of Directors. b) Each voting member shall provide the Society with their name, date of birth, gender and mailing address. Note: The Society is required by law to maintain a membership list with this information (Saskatchewan Non-Profit Corporations Act 1995, Section 20, subsection 1, item e; and Section 128, subsection 1). 7.2 Associate Members a) Associate membership shall be open to any group or individual who shares in the aims and objectives of the Society, who applies for membership in the Society, and who is approved for membership by the Board of Directors. b) Annual membership dues for Associate Membership shall be determined on a case-by-case basis by the Board of Directors. c) Associate members shall not receive voting rights in the Society, however each associate member may designate one representative to attend any meeting of the regular members. 7.3 Withdrawal of Membership Page 3 of 28

4 a) A member may withdraw from the Society by giving written notice of his/her intention to withdraw to the Executive Director of the Society. b) The Board of Directors may withdraw membership in the Society from any member who does not abide by the Bylaws or Policies of the Society, or engages in actions inimical to the Society (Saskatchewan Non-Profit Corporations Act 1995, Section 119). c) When a membership is terminated, the President of the Society shall record in the Membership Register the date of the termination (Saskatchewan Non-Profit Corporations Act 1995, Section 117). Article 8 Board of Directors 8.1 The administration of the Society will be made up of Board of Directors who in turn will manage the Society. This shall be comprised of a minimum of three to a maximum of ten. The Board of Directors may include ex-officio representation from time to time as appropriate and agreed to by the Board. Note: the number of Directors is set forth in the Articles of Incorporation for SUDS and may only be changed by amending the Articles. Amendment of the Articles may not be done by the Board of Directors, but must be put forward as a Special Resolution at a meeting of the members (Saskatchewan Non-Profit Corporations Act 1995, Section 161, subsection 1, item g). A Special Resolution must be passed by a two-thirds majority of members voting on the resolution. 8.2 All directors shall be Saskatchewan residents. 8.3 All directors shall be members of the corporation. 8.4 A person is disqualified from being a director if: a) they are less than 18 years of age; b) they have been found of unsound mind by a court in Canada or elsewhere; c) they are not an individual; d) they have the status of bankrupt (Saskatchewan Non-Profit Corporations Act 1995, Section 92, subsection 1). 8.5 Elections for the following positions on the SUDS Board of Directors shall take place at the Annual General Meeting: a) President; b) Vice-President Leagues; c) Vice-President Finance; d) Vice-President Communication; Page 4 of 28

5 e) Vice-President Events; f) Vice-President Development; g) Vice-President Growth and Promotions; 8.6 The General Meeting Portfolio Manager shall seek, through notice to the membership, and through consultation with the members, qualified candidates for each of the positions. Nominations will also be accepted from the floor at the Annual General Meeting. 8.7 All candidates will be given an opportunity to address the SUDS membership at the Annual General Meeting, outlining his/her election platform. The General Meeting Portfolio Manager shall plan, advertise and mediate this forum. 8.8 Directors shall be elected for a term of one (1) year, and may be re-elected by the membership at the end of their term. 8.9 The office of Director shall be automatically vacated: a) upon death; b) when the person ceases to be a resident of Saskatchewan; c) when the person is found of unsound mind; d) when the person submits a bona fide letter of resignation to the Board; e) when the person without satisfactory justification is absent from three (3) Board meetings in a fiscal year of SUDS; f) when the Voting Members by ordinary resolution vote at a special meeting of Members vote to remove a person as director; 8.10 If any vacancy shall occur for any reason contained in this paragraph, the Board, by majority vote, may, by appointment, fill the vacancy. The term of the person appointed to fill a position shall expire at the same time as the term of the vacancy being filled The Board of Directors shall have the power to administer the affairs of the Society, and shall have the power to authorize the expenditures All directors shall act honestly and in good faith as well as in the best interests of the Society No director shall be remunerated for their services, but shall be reimbursed for all expenses necessarily and reasonably incurred while engaged in the affairs of the Society. Note: SUDS Articles of Incorporation specify that Directors cannot be remunerated for their services. This bylaw cannot be changed without amending the Articles of Incorporation. Amendment of the Articles may not be done by the Board of Page 5 of 28

6 Directors, but must be put forward as a Special Resolution at a meeting of the members (Saskatchewan Non-Profit Corporations Act 1995, Section 161, subsection 1, item g). A Special Resolution must be passed by a two-thirds majority of members voting on the resolution The Board may appoint committees from time to time to perform such duties as the Board maintains are required The Board shall be responsible to set policy and establish guidelines and limitations to manage the affairs of SUDS Each Director shall have one vote on any resolution arising at any meeting of the Board A majority of the Votes shall decide the resolution. In the event of a tie vote the President will prevail Those Directors present at a meeting of the Board shall constitute a quorum, which is 50% plus one No error or omission in giving notice of any meeting of the Board or any adjournment of a meeting of the Board shall invalidate any meeting or make void any proceeding taken thereat Directors may, at any time, waive notice of any meeting and may ratify, approve and confirm proceedings taken or had thereat A minimum of two members of the Board of Directors must have been members of a previous SUDS Board of Directors. Article 9 Meetings 9.1 The Annual General Meeting for the members shall be held at least once each fiscal year at a time and place to be fixed by the Board. 9.2 An announcement to the Members will be made at least fifteen (15) days prior to the Annual General Meeting, and not more then fifty (50) days prior to the Annual General Meeting (Saskatchewan Non-Profit Corporations Act 1995, Section 125, subsection 1). 9.3 Twenty members personally present at the opening of a membership meeting shall constitute a quorum. 9.4 Financial statements and the auditor s report shall be presented at the annual meeting. These documents will be sent to the membership postmarked 15 days prior to the meeting (Saskatchewan Non-Profit Corporations Act 1995, Sections 142 & 146). 9.5 The Auditor reviews and verifies the financial statements. The auditor can be a member but independent of the corporation. The auditor cannot be Page 6 of 28

7 a director of the corporation. S/he must present a statement to the Board at the annual meeting verifying the accuracy of the financial records based on the information provided to him or her. 9.6 The auditor is elected by the membership but if a new one is not elected at the Annual General Meeting, the current auditor remains in the position for the next year (Saskatchewan Non-Profit Corporations Act 1995, Section 149, subsection 3). 9.7 The members may resolve not to appoint an auditor. Such a resolution is valid only until the next annual meeting of the members. The resolution is not valid unless consented to by two thirds of the members who voted on the resolution, including members not otherwise entitled to vote (Saskatchewan Non-Profit Corporations Act 1995, Section 150, subsections 1 to 3). Article 10 Amendments 10.1 These Bylaws may be amended when necessary by a two-thirds majority of the Board of Directors (Saskatchewan Non-Profit Corporations Act 1995, Section 90, subsection 1) The Board shall submit any bylaw, amendment or repeal of a bylaw made by the Board to the next meeting of the Members, and the Voting Members present at the meeting (Saskatchewan Non-Profit Corporations Act 1995, Section 90, subsection 2) The Bylaws of SUDS may only be amended by two-thirds of the Voting Members present at the meeting Any member may propose an amendment Any proposed amendment that will be brought to a vote at a meeting of the SUDS Members shall be submitted to the SUDS BOD no later than eight (8) days prior to that meeting Any proposed amendments submitted to the SUDS BOD on time must be distributed to all SUDS Members one (1) week prior to a Meeting of the SUDS Members (either included with the Agenda or posted on the SUDS website). Page 7 of 28

8 Bylaw 2 Section 1 Article 1 Financial General Purpose 1.1 The purpose of these bylaws is to provide a basis for all financial transactions of the Saskatoon Ultimate Disc-sport Society (SUDS). Article 2 General 2.1 The fiscal year of SUDS shall be from October 1st to September 30th of the following year. 2.2 SUDS shall not run a deficit. 2.3 Failure to comply with any of the articles contained herein may constitute sufficient grounds for impeachment of the person(s) responsible for the implementation and operation of these bylaws or any portion thereof. Article 3 Freedom of Information 3.1 Any member of SUDS may have access to any of the financial records of SUDS. 3.2 To view the financial records of SUDS, a meeting with the Vice-President Finance of the account(s) in question must be arranged in advance. Article 4 Signing Authorities 4.1 The Signing Authorities of SUDS shall be the President, the Vice-President Finance, the Vice-President Leagues and the Vice-President Events. 4.2 The President or the Vice-President Finance must be one of the co-signers on the cheques. 4.3 Should any of the Signing Authorities as defined in Article 4 of SUDS Bylaw 2 cease to hold office, their signing authority shall be immediately relinquished. A temporary alternate Signing Officer(s) shall be appointed by the Board of Directors until those Authorities are replaced. 4.4 Should the Vice-President Finance as defined in Article 4 of SUDS Bylaw 2 cease to hold office, a temporary alternate Signing Authority shall be appointed by the Board of Directors until that officer is replaced. Page 8 of 28

9 4.5 The President or the Vice-President Finance shall review the accounting records, bank reconciliation and bank statements at least once every month. Section 2 Article 5 SUDS Organizations Budgets 5.1 The organizer of an event, league or activity must submit a complete and detailed budget to the Vice-President Finance, two weeks before the event, containing the following information: a) Anticipated Revenues b) Anticipated Expenditures 5.2 No event or activity may operate at a loss. As such, all budgets shall include a contingency of approximately 10%, or as approved by the Vice-President Finance. 5.3 All organizers are accountable for the maintenance of their budget. If any event or activity knowingly exceeds its budget, then its members shall be personally responsible for payment of any such excess portion as deemed appropriate by the Board of Directors. Article 6 Accounting 6.1 The organizer of an event or activity is responsible to ensure adherence to their budget. 6.2 Accounting books and records of the finances of each event, league or activity will be provided to and maintained by the Executive Director and reviewed by the Vice-President Finance, and each organizer shall keep their own copy thereof. 6.3 SUDS will pay all approved bills upon presentation of an original receipt, or the invoices thereof, and receipt of approval by the respective Board of Director in charge. 6.4 All cash revenues of any event, league or activity must be deposited where designated by the Vice-President Finance and no expenses may be paid out of such cash revenues collected unless expressly authorized by the Financial Officer. 6.5 Upon request and/or event completion, any individuals must submit all financial documents and receipts relating to their operation. Section 3 Contracts, Disbursements, and Deposits Page 9 of 28

10 Article 7 Contracts 7.1 All contracts as may be required in the furtherance of SUDS, must be approved by the Board of Directors and must be signed by two Board of Directors; one of which must be a Signing Authority. Article 8 Chequing Account 8.1 All SUDS cheques shall be voucher style and pre-numbered. A suitable commercially available computer accounting program, shall be used for record keeping. 8.2 Proper back-up documentation (i.e.: invoices or receipts) and cheque vouchers shall be kept by the Executive Director. Article 9 Cash Deposits 9.1 There shall be a deposit book maintained by the Executive Director to record the deposits for each account. 9.2 The depositor shall be any member designated by the Vice-President Finance and must sign the deposit book. 9.3 All revenues shall be deposited directly into the SUDS Royal Bank account. No revenues shall be deposited into any other account. Section 4 Article 10 Financial Bylaw Interpretation 10.1 This document replaces and supersedes all other SUDS bylaws regarding financial matters. Page 10 of 28

11 Bylaw 3 Section I Article 1 Duties and Responsibilities General Purpose 1.1 The purpose of these bylaws is to define the specific duties and Responsibilities of all representatives and officials of the Saskatoon Ultimate Disc-Sport Society (SUDS). Article 2 Appointment of Managers of Portfolio 2.1 All Portfolio Managers will be appointed by the SUDS Board of Directors. 2.2 Portfolio Managers must be SUDS Members in good standing. 2.3 If Portfolio Managers are not appointed those portfolios are the responsibility of the Board of Director the Portfolio falls under. Article 3 Committees 3.1 The SUDS Board of Directors or Portfolio Managers are permitted to create committees to be assisted in their duties and responsibilities. 3.2 Committee Members must be SUDS Members in good standing. Article 4 Delegation of Duties and Responsibilities 4.1 The SUDS Board of Directors or Portfolio Managers may delegate duties and responsibilities to SUDS volunteers or SUDS employees. 4.2 However, the representative delegating their duties and responsibilities is expected to ensure these duties and responsibilities are met, by managing the volunteer/employee. 4.3 SUDS volunteers must be SUDS Members in good standing. Page 11 of 28

12 Section II Article 5 President President 5.1 The role of the President is to supervise and preside over the affairs of SUDS. 5.2 Duties and responsibilities of the President shall include the following: a) call and chair Board of Directors meetings; b) serve as ex-officio member of all constituted and affiliated committees of SUDS; c) be the official spokesperson for SUDS on all occasions; d) be responsible for the upkeep and enforcement of the Bylaws of SUDS; e) be responsible for all decisions and actions of the Board of Directors, and have veto power over the decisions of the Board of Directors when no majority is reached on an issue; f) solicit individuals that are or were SUDS Board of Directors to select individuals to represent SUDS at regional or national conferences or meetings; g) oversee the activities of the Board of Directors,and General Meeting Portfolio Managers; h) manage individuals employed by SUDS; i) ensure suitable insurance is held for all SUDS Sanctioned events and operations. Article 6 General Meeting Portfolio 6.1 The role of the General Meeting Portfolio Manager is to ensure that SUDS holds an Annual General Meeting (AGM) according to the Non-profit laws of Saskatchewan and adheres to all policy and directives in place. 6.2 Duties and responsibilities of the General Meeting Portfolio shall include the following: a) organizing of all materials needed for the initial mail-out in preparation for the AGM; b) ensure all timelines are adhered to, and mail-outs are in the mail one month prior to the AGM; Page 12 of 28

13 c) post candidate information and/or bio s on the SUDS website; d) act as moderator at the AGM; e) plan, advertise and mediate any forums; f) report to the President on all issues concerning the AGM. Article 7 Disc Golf Portfolio 7.1 The role of the Disc Golf Portfolio Manager is to communicate with the City of Saskatoon concerning issues with the SUDS Disc Golf Course(s) in Saskatoon and discuss any options concerning Disc Golf with any interested parties; 7.2 Duties and responsibilities of the Disc Golf Portfolio shall include the following: a) ensure the Disc Golf Park(s) is/are maintained in exceptional condition regarding the condition of the baskets and tee off boxes if applicable; b) maintain relations with the corresponding City of Saskatoon official responsible for the overseeing of parks maintenance or management; c) make efforts to enhance the current disc golf parks or establish new parks as determined by the SUDS BOD; d) maintain communication between SUDS and other Disc Golf stakeholders; e) Report all activities and decisions to the Vice-President Field Initiatives. Section III Article 8 Leagues Vice-President Leagues 8.1 The role of the Vice-President Leagues is to administer the league affairs of SUDS. 8.2 Duties and responsibilities of the Vice-President Leagues shall include the following: a) act as President upon the demise, removal or resignation of the President, until such a time as a new President is selected; b) act as Vice Chairperson of the Board of Directors; Page 13 of 28

14 c) foster professional relationships with the City of Saskatoon, University of Saskatoon, and School Boards; d) act as the official liaison to all recognized ultimate teams/clubs; e) be responsible for the spirit building of SUDS; f) oversee the activities of the League, Fields, Spirit of the Game, Rules, and Complaints Portfolio Managers; g) Report all activities and decisions to the President of SUDS. Article 9 League Portfolio 9.1 The role of the League Portfolio Manager is to organize, manage, and coordinate SUDS leagues. 9.2 Duties and responsibilities regarding the League Portfolio must include; a) promotion of a SUDS League to the community at large; b) be responsible for registering all parties interested in participating in a SUDS League; c) be responsible for facilitating the Captains Meeting for a SUDS League; d) producing all relevant information and equipment for captains of every team registered in a SUDS League; e) working with the Website Portfolio Manager to compile pertinent contact and other necessary information needed for membership insurance and demographic purposes; f) be responsible for scheduling and implementation of SUDS sanctioned games within the period of the League; g) be responsible for administering playoffs; h) coordinate with the Spirit of the Game, Rules, and/or Complaints Portfolio Managers, and/or upon any reported incidents relating to either portfolio; i) report all activities and decisions to the Vice-President Leagues. Article 10 Spirit of the Game Portfolio Page 14 of 28

15 10.1 The role of the Spirit of the Game Portfolio Manager is to maintain the spirit of the game for SUDS Duties and responsibilities of the Spirit of the Game Portfolio shall include the following: a) be responsible for the communication between parties involved in any disputes regarding Spirit of the Game as is defined in the 11 th Edition USA Ultimate rules; b) required to work with the League Portfolio Managers to resolve any issues that arise within one week of the incident being reported; c) report the case of the involved parties to the board of directors and communicate their decision to only the parties involved; d) report all activities and decisions to the Vice-President Leagues. Article 11 Rules Portfolio 11.1 The role of the Rules Portfolio Manager is to maintain the rules of the game for SUDS Duties and responsibilities of the Rules Portfolio shall include the following: a) be responsible for the communication between parties involved in any disputes regarding Rules of the Game as is defined in the 11 th Edition USA Ultimate rules; b) required to work with the League Portfolio Managers to resolve any issues that arise within one week of the incident being reported; c) report the case of the involved parties to the board of directors and communicate their decision to only the parties involved; d) report all activities and decisions to the Vice-President Leagues. Article 12 Complaints Portfolio 12.1 The role of the Complaints Portfolio Manager is to resolve all complaints for SUDS Duties and responsibilities of the Complaints Portfolio shall include the following: a) be responsible for the communication between parties involved in any disputes and implementing the guidelines outlined in the Complaint Policy; Page 15 of 28

16 b) report all activities and decisions to the Vice-President Leagues. Section IV Article 13 Finance Vice-President Finance 13.1 The role of the Vice-President Finance is to manage the financial operations of SUDS Duties and responsibilities of the Vice President Finance shall include the following: a) act as second Vice Chairperson of the Board of Directors; b) prepare the annual budget of SUDS, which shall include the actual expenditures from the previous year and a preliminary budget for the upcoming year, and submit them to the SUDS BOD by the fiscal year end; c) file Non Profit Corporations Act each year. This includes, listing change of board of directors, filing SUDS financial statements and ensure that a payment is made to ISC Corporate Registry for Annual renewal; d) coordinate with Executive Director to calculate membership numbers and ensure a corresponding cheque to the Saskatchewan Ultimate Players Association (SUPA) for membership fees; e) work with Bookkeeping and Merchandise Portfolio Managers to ensure all inventory stock is accounted for, including the cost of the item to SUDS and the cost of sale price; f) ensure that collected money from SUDS events, leagues and any other operations sanctioned by SUDS is deposited appropriately; g) write cheques to those SUDS members who need reimbursement for SUDS activities and to pay SUDS employees; h) prepare the budgets of each financial operation with the cooperation of the Board of Directors and directors of SUDS; i) monitor investments and report progress and/or suggestions to SUDS BOD; j) review SUDS budget minimum one month prior to AGM with SUDS BOD and then present it at the AGM; k) keep proper financial records and accounts according to SUDS Bylaw 2; Page 16 of 28

17 l) prepare a year-end financial report and a financial statement for the Corporations Branch no later than 4 months after the fiscal year end; m) oversee the activities of the Bookkeeping, Grants, and Merchandise Portfolio Managers; n) Report all activities and decisions to the President of SUDS. Article 14 Bookkeeping Portfolio 14.1 The role of the Bookkeeping Portfolio Manager is to collect all receipts, invoices, cheque receipts from payments and any other transactions on behalf of SUDS Duties and responsibilities of the Bookkeeping Portfolio shall include the following: a) keep records of all transactions made by SUDS; b) keep a record of all companies who sponsor SUDS events and make it available to all committees of SUDS; c) keep track of all revenues generated by fundraising efforts (incl. beer nights, parties etc.); d) keep separate all financial items into designated folders corresponding to portfolios and by date; e) present monthly bank reconciliations to the Vice-President Finances. f) report all activities and decisions to the Vice-President Finance. Article 15 Grants Portfolio 15.1 The role of the Grants Portfolio Manager is to identify and apply for applicable grants and funding on behalf of SUDS in coordination with its goals and mandates Duties and responsibilities of the Grants Portfolio shall include the following: a) identify grants or funding available through any and all agencies, with the aim of access funding for SUDS based projects; b) write or fill out grant applications and give to the SUDS BOD for review prior to submitting; Page 17 of 28

18 c) communicate with the SUDS BOD to determine primary mandates needing outside funding; d) report all activities and decisions to the Vice-President Finance. Article 16 Merchandise Portfolio 16.1 The role of the Merchandise Portfolio Manager is to manage the inventory of SUDS Duties and responsibilities of the Merchandise Portfolio shall include the following: a) order SUDS merchandise as approved by the Vice-President Finance; b) present monthly statements of transactions of SUDS merchandise and inventory to the Vice-President Finance; c) maintain up to date inventory, and advise Vice-President Finance when merchandise inventory reach predetermined reorder points; d) provide and sell SUDS merchandise to all interested parties or provide merchandise to parties for resale while keeping accurate details of all transactions, merchandise value and expected return; e) report all activities and decisions to the Vice-President Finance. Section V Article 17 Communications Vice-President Communications 17.1 The role of the Vice-President Communications is to oversee and direct all communications of SUDS Duties and responsibilities of the Vice-President Communications shall include the following: a) act as third Vice Chairperson of the Board of Directors; b) represent SUDS to outside Board of Directors and individuals, in association with the President; c) foster professional relationships with industry, government, professional societies, and all other external relations of SUDS outside the membership of SUDS d) maintain communication with the Ultimate Canada and the Saskatchewan Ultimate Players Association (SUPA); Page 18 of 28

19 e) coordinate with the portfolios beneath the Vice-President Communications in making modifications to the SUDS website and any other form of communication utilized; f) be responsible for the maintenance of the SUDS Bylaws; g) responsible for working with the Website Portfolio Manager to have minutes posted within two weeks of any board of directors meeting or pertinent meetings relating to the business of SUDS; h) overseeing the activities of the Website, and Media Relations Portfolio Managers; i) maintains SUDS membership database as well as any external contacts pertinent to SUDS operations j) Report all activities and decisions to the President of SUDS. Article 18 Website Portfolio 18.1 The role of the Website Portfolio Manager is to promote activities of SUDS to external organizations, the media and SUDS membership Duties and responsibilities of the Website Portfolio shall include the following: a) website maintenance and updating of information; b) prepare contracts as required for website work, implementation and supervision thereafter; c) work with Executive Director to ensure payment of web hosting fees and other pertinent details thereof; d) report all activities and decisions to the Vice-President Communications. Page 19 of 28

20 Article 19 Media Relations Portfolio 19.1 The role of the Media Relations Portfolio Manager is to ensure SUDS sanctioned events are promoted to the Saskatoon and area media; 19.2 Duties and responsibilities of the Media Relations Portfolio shall include the following: a) assist in the promotion of all events as directed by the SUDS BOD; b) establish a contact base for SUDS to utilize for event promotion; c) contact media sources and hold press conferences as directed by the SUDS BOD; d) report all activities and decisions to the Vice-President Communications. Section VI Article 20 Events Vice-President Events 20.1 The role of the Vice-President Events is to oversee all event planning sanctioned by SUDS 20.2 Duties and responsibilities of the Vice-President Events shall include the following: a) act as fourth Vice Chairperson of the Board of Directors; b) present event budgets to the SUDS BOD; c) overseeing the activities of the Disc Odyssey, Small Tournaments, and Sponsorship/Fundraising Portfolio Managers; d) Report all activities and decisions to the President of SUDS. Article 21 Disc Odyssey Portfolio 21.1 The role of the Disc Odyssey Portfolio Manager is to plan all aspects of Disc Odyssey 21.2 Duties and responsibilities of the Disc Odyssey Portfolio shall include the following: a) work with the Vice-President Communications and/or appropriate Portfolio Manager to promote Disc Odyssey; b) work with the Fields Portfolio Manager to ensure suitable field space is obtained; Page 20 of 28

21 c) designate a tournament director (not playing in Disc Odyssey) to run tournament activities during the tournament, this position is open to a contract; d) prepare a list of all items and resources needed to run Disc Odyssey successfully and present to Vice-President Events and the BOD for evaluation; e) help prepare budget with Vice-President Events; f) write a report summary on all actions taken, contacts made, positive and negative highlights and any other pertinent information for presentation to the SUDS BOD; g) report all activities and decisions to the Vice-President Events.. Article 22 Small Tournaments Portfolio 22.1 The role of the Small Tournaments Portfolio Manager is to plan all aspects of any additional SUDS sanctioned tournaments Duties and responsibilities of the Small Tournaments Portfolio shall include the following: a) prepare a list of all items and resources needed to run the proposed tournament successfully and present to Vice-President Events and the BOD for evaluation; b) work with the Vice-President Communications and/or appropriate Portfolio Manager to promote tournament; c) work with the Fields Portfolio Manager to ensure suitable field space is obtained; d) designate a tournament director to run tournament activities during the tournament; e) help prepare budget with Vice-President Events; f) report all activities and decisions to the Vice-President Events. Page 21 of 28

22 Section VII Article 23 Development Vice-President Development 23.1 The role of the Vice-President Development is to oversee all educational activities and resources sanctioned by SUDS 23.2 Duties and responsibilities of the Vice-President Development shall include the following: a) act as fifth Vice Chairperson of the Board of Directors; b) ensure that the interested community youth is given an opportunity to learn the game of ultimate and participate in SUDS leagues; c) foster professional relationships with the School Boards, and in particular the physical activity teachers for all schools interested: d) overseeing the activities of the Junior League, Education, and Clinics Portfolio Managers; e) Report all activities and decisions to the President of SUDS. Article 24 Junior League Portfolio 24.1 The role of the Junior League Portfolio Manager is to implement an organized league for the sport of ultimate to be played by youths Duties and responsibilities of the Junior League Portfolio shall include the following: a) promotion of SUDS Junior League to the community at large; b) be responsible for registering all parties interested in participating in SUDS Junior League; c) be responsible for enrolling volunteers to help coach and oversee games; d) ensuring all volunteers produce a background check done by the City of Saskatoon Police Department e) producing all relevant information and equipment for captains of every team registered in the SUDS Junior League; f) working with the Website Portfolio Manager to compile pertinent contact and other necessary information needed for membership insurance and demographic purposes; Page 22 of 28

23 g) be responsible for scheduling and implementation of SUDS sanctioned games within the period of the Junior League; h) be responsible for administering playoffs to all Junior League divisions; i) coordinate with the Spirit of the Game, Rules, and/or Complaints Portfolio Managers upon any reported incidents relating to either portfolio; j) coordinate with the Bookkeeping Portfolio Manager for the collection of fees; k) report all activities and decisions to the Vice-President Development. Article 25 Education Portfolio 25.1 The role of the Education Portfolio Manager is to prepare and update ultimate-based media for education, promotion, and membership needs 25.2 Duties and responsibilities of the Education Portfolio shall include the following: a) collect materials valued as instructional, promotional and entertainment-based; b) provide educational materials to SUDS BOD s, Membership and Portfolio Managers upon request, keeping an inventory log and ensuring the material is returned within 2 weeks or when deemed necessary (example materials are UltiVillage DVD s, Learning video s, Rule Books, Pamphlets, Advertisements, Other Leagues multimedia resources and any other items required); c) prepare teaching tools and educational packages as required for the promotion of ultimate; d) report all activities and decisions to the Vice-President Development. Article 26 Clinics Portfolio 26.1 The role of the Clinics Portfolio Manager is to schedule organized workshops with school and recreational centers 26.2 Duties and responsibilities of the Clinics Portfolio shall include the following: a) promotion of the sport of ultimate and SUDS to the community at large; Page 23 of 28

24 b) be responsible for contacting and scheduling clinics with schools and recreation centres; c) working with Junior League Portfolio Manager to schedule demonstrations at high schools and other youth recreation facilities for the purpose of promoting Junior League; d) maintain an updated contact list for all interested physical activity teachers; e) be responsible for developing the appropriate curriculum for beginner, intermediate and advanced skill levels f) be responsible for enrolling volunteers to help coach and oversee clinics; g) ensuring all volunteers produce a background check done by the City of Saskatoon Police Department h) work with League Portfolios to provide registration information to all parties interested in participating in SUDS Leagues; i) report all activities and decisions to the Vice-President Development. Section VIII Growth and Promotion Article 27 Vice-President Growth and Promotion 27.1 The role of the Vice-President Growth and Promotion is to oversee and direct all strategies around the growth and promotion of SUDS Duties and responsibilities of the Vice-President Growth and Promotion shall include the following: a) act as seventh Vice-Chairperson of the Board of Directors b) establish strategies around growth and promotion of SUDS; c) keep records of all meetings and progress related to growth and promotion; d) overseeing the activities of the Sponsorship/Fundraising, and Grant Creation and Adjudication Portfolio Manager; f) report all activities and decisions to the President of SUDS. Page 24 of 28

25 Article 28 Sponsorship/Fundraising Portfolio 22.1 The role of the Sponsorship/Fundraising Portfolio Manager is to organize sponsorship and fundraising activities for SUDS Duties and responsibilities of the Sponsorship/Fundraising Portfolio shall include the following: a) organize fundraising events and/or activities for SUDS as approved by the SUDS BOD; b) organize collaborations between SUDS and outside bodies approved by the Vice-President Growth and Promotion, for the benefit of the SUDS membership; c) communicate with existing sponsors to ensure a lasting and beneficial relationship is maintained; d) obtain sponsorship items and/or monies for special events or leagues sanctioned by SUDS; e) report all activities and decisions to the Vice-President Growth and Promotion. Article 29 Grant Creation and Adjudication Portfolio 22.1 The role of the Grant Creation and Adjudication Portfolio Manager is to create and adjudicate of SUDS grants Duties and responsibilities of the Sponsorship/Fundraising Portfolio shall include the following: a) chair the SUDS Grant Creation and Adjudication Committee; b) develop criteria for new SUDS grants as approved by the SUDS BOD; c) adjudicate all SUDS grants; d) report all activities and decisions to the Vice-President Growth and Promotion. The End Page 25 of 28

26 APPENDIX I: Certificate of Incorporation Page 26 of 28

27 APPENDIX II: Articles of Incorporation Page 27 of 28

28 Page 28 of 28