CENTRAL OKANAGAN YOUTH SOCCER ASSOCIATION CONSTITUTION BC Society #S-29115 Incorporated May 28, 1992 Original COYSA Constitution done in May 1992 only had two Articles. As there is no provision in the Societies Act to replace the Constitution, what we had noted as Articles 3 & 4 (highlighted in yellow) need to be moved to the Bylaws. The changes noted by the strike-through or added words highlighted in pink puts the Constitution back to the original wording, as per copy provided by the Society. Article 1 (Name) The Association shall be known as the name of the Society is: CENTRAL OKANAGAN YOUTH SOCCER ASSOCIATION. Article 2 (Objectives) The objectives purpose(s) of the Association Society shall be is (are): a. To foster, develop and govern the game of soccer among all youth within the District of Central Okanagan. b. To encourage, through soccer, development of skill, regular healthy exercise and a sportsmanlike attitude. Article 3 (Affiliation) The Central Okanagan Youth Soccer Association is affiliated to the British Columbia Soccer Association and is subject to the rules and regulations of that body. Article 4 (Dissolution) Dissolution of the Central Okanagan Youth Soccer Association shall be effected by a vote of 75% of the voting members, passed at a Special Meeting called for that purpose. In the event of dissolution of the Association, the assets of the association remaining after satisfaction of its liabilities and the proposed dissolution costs, would become the property of the British Columbia Soccer Association, to be disbursed as they see fit. The provisions of Article 4 are unalterable. 2015 October working draft 1
CENTRAL OKANAGAN YOUTH SOCCER ASSOCIATION BYLAWS OF OPERATION February 1989, revised December 1990, revised February 1993, revised December 1996, revised November 1999, revised December 2001, revised June 2007, revised December 2007, revised December 2008, revised January 2015, replaced November 2015 Changes highlighted in yellow and in Italics: What we had as Constitution Articles 3 & 4 need to be moved to the Bylaws as per explanation at start of Constitution, thus changing all the Bylaws Article numbering. Changes highlighted in green and in Italics: Adds the words of a number or adds the number for the words in brackets for consistency throughout the document-some places we had it both, other places just one: ie three (3). Changes highlighted in blue and in Italics: - Article 4: December to November - BCSA requirement to hold our AGM prior to December 1 st - Article 4: Number of proxies allowed required by Society Act Section 6 (1) and in BCSA rules - Article 12: delete g. as the Referee-in-Chief is now a hired, paid position, not appointed - Article 12: change h to g due to deletion of g AND adds positions of Referee-in-Chief and Discipline Chair which are now both hired, paid positions - Article 12: addition of h. requirement of the Society Act Section 6 (1) Article 3 1 (Affiliation) The Central Okanagan Youth Soccer Association is affiliated to the British Columbia Soccer Association and is subject to the rules and regulations of that body. Article 4 2 (Dissolution) Dissolution of the Central Okanagan Youth Soccer Association shall be effected by a vote of 75% of the voting members, passed at a Special Meeting called for that purpose. In the event of dissolution of the Association, the assets of the association remaining after satisfaction of its liabilities and the proposed dissolution costs, would become the property of the British Columbia Soccer Association, to be disbursed as they see fit. The provisions of Article 4 2 are unalterable. Article 1 3 (Membership) a. A Member of the Association shall be a member Club. b. Clubs must have a minimum of three (3) teams to qualify for membership. c. Member Clubs are entitled to equal representation on the Board of the Association. d. The Board may remove a Club from membership for: i) Failure to submit a list of teams for scheduling purpose by a stated date. ii) Failure to pay assessment fess by a stated date. iii) Failure to comply with the objects of the Association. 2015 October working draft 2
iv) Failure to abide by the Constitution and Policies of the Association. e. Application for membership must be made in writing to the Board. New membership may be granted only at a Special Meeting called for that purpose, of which Directors must receive twenty-one (21) days notice in writing. Article 2 4 (Annual General Meeting) a. Annual General Meetings of member Clubs shall be held prior to December 1 st of each year. b. The Board shall appoint a date in December November of each year for the Annual General Meeting of the Association. At this General Meeting: i) Voting shall be restricted to five (5) votes per member Club, to be cast by designated Club delegates or by proxy. One (1) voter may carry a maximum of three (3) proxies. ii) Participation shall be open to all members of the member Clubs. iii) iv) The election of the Chairman of the Association shall take place. The order of business shall be as follows: Roll Call Credentials Minutes Communications Chairman Report Treasurer Report Referee-in-Chief Report Referee Scheduler Report Discipline Committee Report Administrator Report Carried Forward/New Business Club Reports Election of Chairman Adjournment Article 3 5 (Meetings of Board of Directors) The Board of Directors shall include: i) A Chairperson elected at the AGM. ii) A Vice Chairperson, elected from the Board of voting directors at the first regular meeting of the Board of Directors after the AGM. iii) Two (2) voting directors from each member Club whom are non-voting members of their Club. a. The Chairman of the Board will only carry a vote to break a tie. b. The voting COYSA Board members will be the two (2) directors from each Club. Each director shall have one (1) vote. c. In the absence of any Club director (COYSA Rep) at the COYSA board meetings, the absent Club director s vote can be carried by any appointed substitute by that Club. d. COYSA is to be notified in writing of this substitute three (3) days before a COYSA meeting is to occur. 2015 October working draft 3
e. Any director or officer absent from three (3) consecutive meetings without cause, or wilfully neglecting his duties, may be deemed to have forfeited his position. f. The Board may otherwise remove a director or officer for just cause. g. Should a vacancy occur on the Board during the year, the Board shall instruct the Club concerned to appoint a replacement. h. Clubs represented on the COYSA Board must forward the names of their two (2) designated Board members on or before the Annual General Meeting of the COYSA Board. These designated Board members will be the two (2) voting directors representing their Club. i. The order of business will be: Roll Call Minutes Chairman Report Treasurer Report Referee-in-Chief Report Referee Scheduler Report Discipline Committee Report Administrator Report Club Reports Correspondence Business Carried Forward/New Business Adjournment Article 4 6 (Quorums) A simple majority of voting delegates shall constitute a quorum at all meetings of the Board, Special Meetings and the Annual General Meeting of the Association. Article 5 7 (Seal) The seal of the Association shall be in the custody of the Administrator. The seal shall be affixed only as directed by the Board. Article 6 8 (Government) The Association shall be administered by the Board and governed by the Constitution and Policies of the Central Okanagan Youth Soccer Association and the British Columbia Soccer Association. Article 7 9 (Signing Officers) The four (4) signing officers of the Association shall be the Treasurer, Chairperson, Vice Chairperson and Administrator. Two (2) signatures shall be required on all cheques. Article 8 10 (Finances) a. The financial year shall be from November 1 st to October 31 st. b. The Board shall assess the member Clubs a quarterly per capita fee, based on player registration, to meet the cost of operating the Association. 2015 October working draft 4
c. A team or Club shall only be permitted to raise funds using the name of the Association with permission of the Board. d. The Association may do such things as are approved by the Board as may be necessary to raise funds to carry out the objects of the Association and may accept donations for the purpose. Article 9 11 (Audit) The Association books shall be audited each year, twenty-one (21) days prior to the Annual General Meeting of the Association. Article 10 12 (Duties of the Board) a. The Board shall operate all youth competitions within the Central Okanagan District in accordance with the Constitution and Bylaws of the British Columbia Soccer Association and this Constitution. b. Ensure that a proper financial statement is presented at the Annual General Meeting of the Association. c. Approve all expenditures and purchases prior to any cheque being signed or any purchase being made. d. Generally meet on a regular monthly basis, but must meet at least six (6) times during any one season. Special Meetings may be convened by the Chairman or by a majority of the Directors. e. Deal with any protests arising out of normal activities of the Association. Protests must be made in writing to the Administrator. f. Deal with all discipline cases in accordance with the British Columbia Soccer Association Constitution. g. Appoint a Referee-in-Chief on an annual basis at the first regular board meeting following the AGM. h. g. Hire personnel and provide written job descriptions for the paid staff positions: Treasurer, Referee Scheduler, Administrator, Executive Director, Referee-in-Chief, Discipline Chair. h. Minutes of the Board s meetings will be prepared and kept in the custody of the Administrator. Article 11 13 (Amendments) Alterations, amendments or additions to the Constitution and Bylaws shall be made at the Annual General Meeting of the Association or at an Extraordinary General Meeting of the Association called for that purpose, and in a manner prescribed in this Constitution, and must receive a vote of at least 75% of the designated Club delegates present. Each member Club is entitled to have five (5) designated Club delegates at an Extraordinary General Meeting, and voting may be done by proxy. Such alterations, amendments or additions must be made in writing and each member Club shall be given notice of the proposed changes twenty-one (21) days prior to the meeting. Article 12 14 (Definition of a Club) BYLAWS AFFECTING CLUBS 2015 October working draft 5
A Club: - is an autonomous member of the Association. - carries out the objects of the Association within its Club boundaries. - is represented by an annually chosen executive. - admits to membership teams living with its Club boundaries. Article 13 15 (Member Clubs) The Clubs which are members of the Association are: Kelowna Youth Soccer Association Okanagan Mission Youth Soccer Association Rutland Youth Soccer Association Westside Youth Soccer Association Lake Country Youth Soccer Association Kelowna United Football Club Article 14 16 (Club Boundaries) Kelowna Club: Mission Club: Rutland Club: Westside Club: Lake Country: The area bounded by the east side of Okanagan Lake, Dry Valley Road and the line running due west from Dry Valley Road to Okanagan Lake, KLO Road, Benvoulin Road, Highway 97. The area bounded by the east side of Okanagan Lake, KLO Road, Benvoulin Road, Fisher Road and Mission Creek, including South and East Kelowna. Area south of the airport and bounded, by Highway 97, Benvoulin Road, Springfield Road and southern side streets, Mission Creek and area south of Rutland Highway 33. The area lying on the west side of Okanagan Lake and south to include Peachland. The area lying north of the airport and east of Okanagan Lake. Kelowna United FC: The area encompassed by COYSA as a District. Article 15 17 (Duties and Responsibilities of Clubs) Each Club is responsible for: a) Electing an executive to administer its affairs. b) Choosing (two) 2 directors to represent it on the Central Okanagan Board of Directors. These directors are to be non-voting members of their Club. c) Carrying out decisions of the Board of Directors. d) Registering players and collecting fees in a manner satisfactory to the Board of the Association. e) Paying to the Association the assessments as levied by the Association. f) Allocating players to Club teams in a manner consistent with Association policy. g) Supervising standards of coaching and refereeing by its own officials. h) Providing competent referees for its home games. 2015 October working draft 6
i) Providing adequate playing fields. j) Supervising the behaviour of parents and spectators at its home games. k) Pursuing the objects of the Association in a vigorous manner. l) Holding an Annual General Meeting prior to December 1 st of each year. m) Kelowna United FC teams may only participate in competitions defined as Select, Premier or Rep. Kelowna FC may not participate in COYSA recreation or house league play where competition between member Clubs of COYSA occurs. n) Kelowna United FC is solely responsible for play in age groups as recognized by BCSA for competitive play unless otherwise approved to do so by the COYSA Board. Article 16 18 (Club Bylaws) Each Club may pass Bylaws not inconsistent with the Constitution and Bylaws of the British Columbia Soccer Association and this Association. Article 17 19 (Books and Records) Books and records of Clubs shall be open to inspection by the Board of the Association. Similarly, books and records of the Association shall be open to inspection by the executives of the Clubs. Article 18 20 (Registration of Players) Players shall register within their own Club boundaries. Any request for exemption from this clause must be submitted in writing to the Central Okanagan Youth Soccer Association Board of Directors. 2015 October working draft 7