Northern Alberta Cricket Association. Bylaws. The name of the organization shall be Northern Alberta Cricket Association. The acronym shall be NACA.

Transcription

1 Northern Alberta Cricket Association Bylaws ARTICLE 1: The name of the organization shall be Northern Alberta Cricket Association. The acronym shall be NACA. ARTICLE 2: The mission & objectives for which this organization is formed are; To develop and foster interest, understanding and participation of cricket game throughout the Fort McMurray area by providing an effective organization for youth, women & men while promoting Ft. McMurray cricket at local, provincial and national levels To organize and promote matches and competitions at local, regional and national levels To maintain regular communication with all members on organization affairs Fairly select and sponsor representative Northern Alberta teams To ensure that all cricket matches organized by and within the organization are conducted in accordance with the Laws of Cricket and that the traditions and spirit of the game are upheld by all members. ARTICLE 3: STRUCTURE The NACA Board shall consist of elected executive committee plus NACA directors. The executive committee shall be elected in the month of February for a period of two years.

2 In the event that a member of the executive committee vacates their seat for any reason or cannot continue with his/her duties before the end of his/her tenure, the executive committee shall request nomination from NACA membership for timely replacement as per election process. Presidential candidates must have prior service with the NACA Board for at least one year to qualify for office. NACA Board of Directors shall be appointed by elected Executive Committee. A. Executive Officers and Duties The executive committee shall consist of the following: 1) President 2) Vice President 3) Treasurer 4) General Secretary 5) Executive Manager (Men's Cricket) President shall: Chair all meetings of the Executive Committee and NACA Board and shall be the Chief Administrative Officer of NACA with responsibilities for implementing the programs and policies of the NACA Provide an annual report to the NACA Board prior to the Annual General Meeting of NACA Plan and present yearly cricket activity schedule to the NACA Board for approval during month of April each year Prepare Annual Proposed Budget with input from the Executive Committee, Board of Directors, and Committee & Subcommittee chairs to be presented in NACA board meeting for approval Represent NACA with Fort McMurray Parks & Recreation and other external agencies as directed by the NACA Board Execute all NACA official documents Promote and maintain good public relation with Local, city and provincial representatives and/or media Organizations To uphold the bylaws of NACA Provide leadership, plan and coordinate activities through meeting minutes log and events to promote and foster relationship, sportsmanship and camaraderie among members Plan, coordinate and execute social activities to bring visibility to NACA Help the NACA board set goals that promote and improve cricket at all levels in the Province of Alberta Supervise all elected officers and appointed committee and subcommittee chairs, perform due-diligence as required by NACA bylaws and provide the NACA board and committee and subcommittee Chairs with reports on a periodic basis.

3 Vice President shall: Be responsible for administrative and other duties as agreed upon by the Executive Committee In the absence of the President, the Vice President shall assume the responsibilities of the President General Secretary shall: Call the meetings of the Executive Committee and the General Body, at the request of the President Keep records and updated database of all clubs in Alberta, as well as names, addresses, contact information including addresses of Executive Board, Committee and Subcommittee Chairs, Team Captains, Umpires and NACA members Notify approved distribution list of NACA Meetings Attend all meetings of the Executive Committee and the General Body and shall maintain minutes of all meetings Receive, review and tabulate player s statistics and compile reports to be published on Website, magazine and other necessary media outlets Receive and write correspondence on behalf of NACA, disseminate correspondence, notifications, directives, and minutes electronically in accordance with the provisions of this By-laws and By-Laws or as required by law Protect and preserve all written, photographed, financial and electronic records of the NACA. The Secretary is the custodian of all NACA records and documents Registration of bylaws & updates to Alberta Registries Assume the role of President when the President, Vice Presidents are all absent. Treasurer shall: Responsible for all NACA assets, take physical Inventory at the beginning and end of each year To provide detailed quarterly financial reports and cash flow statement to the NACA Board to ensure all transactions match approved budget and expenditure Have a general understanding of the Principles of Accounting and Auditing Practices and provide requested documentation to oversight agencies as required Keep and maintain complete and accurate records of the NACA finance s, including records of all receipts, disbursements, assets, and liabilities and retained earnings Collect all dues, fees, admission charges, and keep records of all collections Endorse the name NACA on all funds to be deposited in the NACA account s in the designated institution, within seven (7) days of receipt or otherwise specified Reconcile and provide a written updated financial report at every NACA Board or Executive Committee meetings, this report must include income & expenditure and receivables Report immediately to the NACA Board any discrepancy noted in the NACA finances or property Report all receipts collected for dues, fees, admissions, fines, disbursements and receivables to the General Secretary to be recorded in the NACA official minutes

4 Provide NACA appointed auditor / audit committee originals of banks statements, receipt book, copies of all check, cash received and deposited, date of deposits, originals of all NACA returned bank checks, receipts and payment vouchers to support expenditures, cash journal in addition to Financial Report Present a yearly audited Financial Report approved by the President with a copy of the Auditor s findings and recommendations to the NACA executive committee for approval NACA fiscal year is Jan 1 st to Dec 31 st. The accounts and other financial activities shall be audited / reviewed on yearly basis Ensure filing annual tax return if applicable on behalf of NACA Assumes the role of the President when the President, Vice President and General Secretary are absent. Executive Manager (Men s Cricket): Responsible to execute men s cricket program as approved by executive committee Ensure and oversee the preparation and upkeep of the cricket ground Ensure and coordinate required to have successful summer league B. Board of Directors President, with consultation and approval from other executive officers, shall appoint following Directors for a yearly term. 1) Director of Fundraising 2) Director of Women's Cricket 3) Director of Youth Cricket 4) Additional Director of Website (General Secretary shall represent this role during Board s meeting) NACA Executive committee may decide to appoint additional Directors based on the operational needs The duties of Directors will be assigned as per the operational requirements of the association More than one Director could be appointed on one position The Directors will have the right to vote in decision making processes during NACA board meetings

5 Additional directors appointed by the NACA Executive committee that are not outlined in these by-laws will have voting rights assigned as necessary by the NACA Executive committee The Directors shall be accountable to the NACA board The Directors can be removed from their position by the president if they deem not fit for the position. The dismissal must be approved by a majority of the executive committee.. C. Members Membership is open to all persons who has primary residence in Regional Municipality of Wood Buffalo regardless of their race, gender, ethnic background, religion or sexual orientation Students enrolled in schools out of town during the school year, but having primary residency in Regional Municipality of Wood Buffalo are eligible for membership Membership shall have proper procedure with paper work, signing the code of conduct and payment of dues Any member can propose changes for the improvement to the club NACA affairs and they can send the recommendations to the executives via or attend the board meetings to NACA by Any member can withdraw his/her membership at any time on his/her own discretion Membership could be revoked if the member(s) are found guilty of breaching the bylaws, code of conduct and found misusing the name and/or logo of NACA All members understands and acknowledge the risk(s) associated in participating cricket activities organized by the NACA. Members accepts full responsibilities for any personal injury, sickness, loss of life, material loss or any direct or indirect loss to him or her arising from such activities and absolve NACA of any legal and/or financial responsibility Members shall take up responsibilities assigned from time to time by the executive committee for the proper functioning of the NACA Cooperate and help other members in the arrangement to organize NACA event There is no tolerance for abuse or misbehavior either verbal or written in the form of communication on part of any member towards any other member or executive committee members or board of directors of the NACA. If any such behavior is conducted, membership of the involved to NACA shall be revoked with immediately, upon review by the discipline committee. In the event that the person(s) involved are an executive committee member, officer or member of the board of directors, they will vacate their position upon approval by a majority of the executive committee and will not be party to any review of their case. The membership dues paid for such a member will be forfeited and will not be returned in any case. Such dismissal may be extended for

6 more than a year. The decision of the executive committee shall be final and binding to all members. The NACA shall be comprised of the following classes of members: Voting Members in General Elections Who have been NACA members for at least 3-month period Who have paid their dues regularly to NACA Who is living in the Ft. McMurray area on permanent basis. Students enrolled in schools out of town during the school year but have primary resident in Regional Municipality of Wood Buffalo and meet the above two clauses, are eligible to vote in general elections 18 years and above in age Community Membership Who have been members for less than 3 months and paying dues regularly Individuals residing in the Fort McMurray communities and its vicinities with an interest in learning and playing the sport may also apply for the NACA membership Neither vote in general election, nor occupy position in NACA board Membership Dues: Annual dues are $10.00 for NACA membership. The Executive Committee shall review the level of dues and make adjustments as required. This can be done through electronic voting and securing simple majority from current members in favor of change. Annual dues are payable on or before April 1 st every year, or as decided by the executive committee. Names of members who don t pay the annual dues by April 1st will be removed from the membership list. Members in good standing only will be allowed to participate for any NACA activities. In order to issue the membership after the deadline, a member can do so by paying a late fee of $10 in addition to the regular dues

7 D. Committees: NACA Executive Committee shall responsible to appoint following committees for effective operation by month of May Technical Committee: S hall consist of 5 members, appointed by the executive committee and responsible for; Planning league rules and submit to NACA executive committee for approval and implementation Resolving technical disputes during league matches and decision making if any potential technical concerns or complaints during NACA events Discipline Committee: Shall consist of 5 members, appointed by the executive committee and responsible; Planning league s disciplinary rules and submit to NACA executive committee for approval and implementation Resolving and decision making if any potential disciplinary concerns or complaints during league matches as per operating and playing rules Reviewing cases of conduct regarding members of NACA and providing recommendations to the executive committee on findings. Selection Committee: S hall consist of 5 members as selectors including chief selector appointed by the executive committee and responsible for selecting NACA team(s) E. Meeting Frequency and General Body As general guideline, NACA board shall meet every month. Board members include five executive members and appointed directors. Executive committee meeting shall be held on bi weekly basis Minimum 50% of the invited meeting members must be present to complete the quorum Day and time will be decided by the NACA Board based on the board members' availability and schedule. Other General Meetings will be announced in advance by the Officers to discuss specific issues related to the Club. Notification of the date, time and place of the meeting, and the business to be conducted should be posted in the members' group / Website.

8 F. Bylaws AMENDMENTS Any member may propose an amendment to the by-laws. The amendment shall be posted for at least two weeks (on NACA web page and on list) at which point a meeting shall be held to consider the proposal. Electronic voting option shall be used to pass an amendment to the by-laws Two third majority (of NACA voting members) shall require to pass an amendment to the by-laws In the event of emergency, the president shall call the general body meeting to discuss the amendment in the by-laws and approved it by ¾ majority of the members present at the meeting. Elections General elections shall be conducted during the month of Feb. every two years after the elected executives have completed their tenure. General elections shall be conducted no later than the first week of Feb of the elections year. Elections shall be conducted to elect the five executive members and through An independent election commission shall be appointed at least four weeks prior to the general elections. This commission shall act as managing committee for all the aspects of the association till a new executive board is elected. Voting shall be conducted electronically. Votes shall be ed to the members of the election commission. To avoid potential conflict of interest, NACA executive committee members shall not be a board member of any other cricket league / club within Fort McMurray. If he / she decides to be part of any such board, he/she shall resign immediately from the NACA Executive Committee or Board

9 Member should not be allowed to occupy NACA president positions for maximum three terms in the life span G. Fund Raising Program From time to time, in order to meet the expenses or better manage the NACA events, fund raising programs may be organized and initiated. NACA members shall require to offer full support NACA Members having membership of any other cricket clubs within Fort McMurray should avoid conflict of interest situation by assigning primary support to NACA over individual clubs during fund raising events and/or collecting sponsorship. H. Financials and Operating Expenses: NACA board should ensure that, Budget shall be approved by executives by sign-off and documented in minutes of a called meeting. Approved budget is for guideline and shall not be considered as approval for disbursement of funds All spending must follow approval of Executive Committee prior to any commitments. Signing authorities should maintain required due-diligence considering best interest of NACA as an organization Under no circumstances any member, members of the Executive Committee individually or collectively, or any other individual, group, or institution shall borrow money from any source on behalf of the NACA President is authorized to allow reasonable operating expenses while conducting NACA board meetings and/or NACA business. Such estimates should be part of approved budget for the year I. Signing Authority as approval for disbursement of funds

10 President, vice president and treasurer can sign the bank cheque (2 out of 3) as signing authority for NACA. J. Auditing The financial records of the Society shall be audited at least annually by two members in good standing (and having accounting background) Auditors should not be the members of the NACA Board. NACA member may request to inspect the financial records at a time and location mutually acceptable to the Treasurer. K. Personal Gain and Conflict of Interest: a) NACA should not be used for the monetary gain of any members, directors and/or executives. b) In the event of a member of the Executive Committee or Board having a conflict of interest in a motion, he/she shall abstain from discussion, voting, promoting, or supporting the motion. c) To promote professionalism and successful events, NACA executive committee shall consider to pay / reward reasonably for following assignments only if it is part of approved budget: Match fee for Umpires & scorers during summer league Sponsoring Cricket Ft McMurray team representing NACA (Food, hotel, travel, uniform, asset use during practice/matches, etc.) Provide uniform/ dress for the players representing NACA (Umpires, Coordinators, Coach & Executives) ARTICLE 4: Dissolution Procedures In the event of the NACA ceasing to exist, and following the discharge of all debts and liabilities, a Special Meeting shall be called and that meeting of the Executives shall decide how any remaining assets shall be discharged