South Caledon Soccer Club Constitution 1. THE CLUB South Caledon Soccer Club Incorporated (the Club) is an incorporated association. a. An incorporated association must be a non-profit organisation, which means that any profits should be used to further the objectives of the association, not to provide personal gain for its members. b. The Club is not carried on for the object of trading or securing gain for its Members. Club assets and income will never be distributed to its Members, even if the Club is dissolved or amalgamated with another association. 2. THE CLUB OBJECTS The objects of the Club are: a. To promote, manage & encourage i. the playing of soccer ii. sportsmanship & good conduct iii. competitions at all age levels & for both sexes THE CLUB RULES 3. AFFILIATION Town of Caledon 4. COLOURS The Club colours are red, and white. 5. BOARD The Board is the governing body of the Club, which is comprised of the Club Officials. (refer Appendix 1 Board Structure & Officials Position Descriptions)
6. CLUB OFFICIALS Club Officials are a. nominated by a Member for election. b. appointed by the Board at the AGM for a 2 year term with positions expiring alternating years. c. nomination, election and appointment described in a, and b to commence in the year 2014 at the then scheduled AGM Election of Members Position Length of Term Year for Election President 2 years odd VP 2 years even Secretary 2 years even Treasurer 2 years even Discipline and Complaints 2 years odd Head Convener 2 years odd Head Coach 2 years even Registrar 2 years even Communication/ Sponsor 2 years odd d. appointed to the positions as per the Board Structure. (refer Appendix 1 Board Structure & Officials Position Descriptions) e. able to appoint a Member to fill casual vacancies. f. may be removed from office before the expiration of their term i. at the discretion of the Board. ii. have the right to prepare a statement that must be 1. read out at the meeting at which their removal from office is considered, or 2. distributed to the Members prior to that meeting.
7. MEMBERSHIP a. Membership of the Club must be renewed annually (except in the case of Life Members) b. Nomination for Membership is made on a Membership Application Form and must be accompanied by payment of Fees detailed thereon. c. The Board will approve or reject each application. d. The Members of the Club are: i. Ordinary Members persons over 18 years of age who have paid all Fees and have been approved by the Board. ii. Junior Members persons under 18 years of age who have paid all Fees and have been approved by the Board and are represented by the parent/guardian who co- signs their registration Form. iii. Life Members & Patrons persons that have been awarded these positions. Typically Fees are waived for Life Members & Patrons. iv. Non-Playing Members persons that fulfill Club roles that carry Membership, including Club Officials, Team Managers & Coaches. Typically Fees are waived for Non-playing Members. e. A Register of Members (Club database) is maintained by the VP Football. f. Each Member's liability is limited to the amount of any unpaid Fees. g. A person ceases to be a Member if the person dies, resigns membership or is expelled from the Club. h. Membership is not transferable. 8. FEES Fees shall be set by the Board and are due prior to commencement of the season. A payment scheme may be offered at the Board's discretion from time to time. 9. CODE OF CONDUCT The Club Code of Conduct incorporates these Rules, the Players Pledge & the Parents Pledge made at registration. (refer Appendix 2 - The Club Code of Conduct) 10. DISCIPLINE & DISPUTE RESOLUTION Discipline of Members, the Appeals Process and the mechanism for resolution of internal disputes between Members and between Members and the Club are detailed in Appendix 3 - Discipline & Dispute Resolution 11. MEETINGS The Club will hold meetings as per Appendix 4 - Club Meetings
12. FUNDS a. The Club will source funds from various sources, including: i. Membership Fees ii. other fees such as match fees iii. sponsorship iv. fund raising v. interest earned on invested funds b. Club funds are the responsibility of the Board and the President and are managed by the Treasurer (refer Treasurer's Position Description in Appendix 1 - Board Structure & Officials' Position Descriptions) c. In the event of dissolution of the club, and after payment of all debts and liabilities, its remaining property shall be distributed or disposed of by the Board of Directors to one or more Not For Profit soccer related organization, or any Not For Profit athletic community organization, who operates solely in the province of Ontario APPENDIX 1 BOARD STRUCTURE & OFFICIALS POSITION DESCRIPTIONS 1. The Board is comprised of the Club Officials as displayed in the Board Structure (below) 2. The Board of Directors is comprised of President, VP Soccer, & Secretary. 3. The Executive Committee is comprised of the Discipline and Complaints Officer, Head Conveyor, Head Coach, Field Maintenance Manager, Statistician, Pictures Coordinator, Trophies Coordinator, Communications & Sponsors & Fund Raising, Registrar, Opening & Closing Day Coordinator, Privacy Officer. 4. The Disciplinary Committee is comprised of the VP Football, Head Coach, Discipline and Complaints Officer, Convenor, plus 2 Team Managers/Coaches* (*must not have any interest in cases being heard) 5. The Appeals Board is comprised of the President, Discipline and Complaints Officer, Secretary, Registrar. 6. A single person may be appointed to perform more than one of these positions 7. It's important to note that this is not a hierarchical structure, but a structure defining three areas of Club administration: a. Official positions are required under the Act and are focused on the Club as a legal entity b. Football positions are focused on the players and their development through coaching c. Operations positions are focused on facilitating the playing of football
THE CLUB BOARD STRUCTURE **SEE ATTACHED The Board of Directors 1. Will focus on the Objects of the Club when making decisions 2. Will ensure House League Rules are implemented and followed 3. Will ensure constitution is adhered to and make changes as required (ie growth of the Club) 4. Will vote on matters as they are brought forth by the Executive Committee 5. May appoint members to form a subcommittee to deal with specific Club matters ( Insurance, Forms) 6. Will present new ideas or direction to the Executive as they arise 7. Make from time to time temporary rules or regulations governing special cases or situations not provided for in these bylaws but which may be necessary for the carrying out of the objects of the Club 8. Meet on a monthly basis with the Executive Committee to provide update from all members with regards to the running of the Club 9. Will appoint a new Executive member when one is terminated The Executive Committee 1. Will deal with matters of urgency in the interest of the Club 2. Will bring forth to the BOD any actions that have been voted on for their approval 3. Will carry out responsibilities as outlined below 4. Will attend monthly meetings with BOD 5. Will assist in the carrying out of the objects of the Club 6. Will adhere to the constitution President The President of the Club is accountable to the Members for the overall good governance of the Club, including: 1. Acting as an ambassador, advocate and promoter of the Club 2. Ensuring that there is a documented and published Board Structure 3. Ensuring that the Board Structure is populated with appropriately skilled and committed volunteers 4. Ensuring that the Club operates responsibly and professionally 5. Ensuring that the Club operates in a financially responsible and accountable manner 6. Ensuring that the Club acts legally, morally and ethically in all its dealings 7. Act as one of the Club Signatories to all Club accounts Specific tasks that the President will discharge are as follows: 1. Represent the Club and ensure that the interests of the Club and its Members are properly and professionally put forward
2. Strive to ensure that the Club achieves the maximum possible amount of positive publicity 3. Actively build good and positive relationships between the Club and the wider community 4. Ensure that the Club and its Members comply with the Club Rules 5. Review for appropriateness the Board Structure at least once annually 6. Communicate openly with the Board and the Members about issues that are affecting the Club 7. Chair all meetings of the Club Board 8. Make sure that true and accurate records of all Club proceedings are kept and published Vice President Soccer & Referee Coordinator The VP Soccer is responsible for all of the player aspects of the Club and deputises for the President in their absence. The role involves liaison between the Board and the Team Coaches and Managers as well as mentoring those involved with teams through provision of equipment and knowledge to improve their professional standards. The VP Soccerl is responsible for the development of a recruitment strategy in conjunction with the Head Coach. They are also responsible for the maintenance of the player records. Specific tasks that the VP Soccer will discharge are as follows: 1. Act as a proactive liaison point between the Board and Team Coaches and Managers 2. Develop the coaching and team management structure to be presented to the Board for approval during November each year for the next season 3. Meet at least twice during each season with all Coaches and Team Managers to: a. Welcome them to their roles b. Explain the program for the season c. Provide them with the support material and information to assist them to do their jobs d. Explain club expectations e. Obtain feedback on things needed to fulfill their roles f. Provide feedback to them on their development and progress 4. Ensure that all Coaches complete an appropriate level coaching course juniors at Club expense, youth at Board s discretion 5. Assist Coaches where necessary during training sessions 6. Liaise with Competition Secretary & Team Managers regarding washout games and replayed games 7. Recruit match officials (referees) for the age groupings that the Club is required to provide 8. Ensure referees make every effort to attend training and become accredited at Club expense to an amount at Board s discretion 9. Development of a recruitment strategy in conjunction with the Head Coach 10. Ensure that Club player registration records comply with club objectives
11. Maintain the club database 12. Liaise with Team Managers, Treasurer & Registrar to ensure that all Member records are complete and all appropriate Fees have been paid 13. Act as one of the Club Signatories to all Club accounts Secretary The Secretary is the focal point of the Club's administrative processes. They are the point of contact from people outside the Club and from within the Membership. Specific tasks that the Secretary will discharge are as follows: - 1. Convening Club meetings 2. Organisation of minutes and attendance records of meetings 3. Distribution of minutes as soon as possible after each meeting 4. Maintaining a register of correspondence and dealing with it appropriately 5. Keep members informed of Club activities 6. Dealing with external enquiries and liaison with other organisations 7. Develop game and practice schedule Treasurer The Treasurer is the chief financial officer of the Club. They are responsible for discharging the stewardship function over Club funds. They are responsible for setting up and upkeep of Club accounts, tracking financial activities and reporting monthly to the Board on Club financial position. They are also responsible for preparing the annual Club budget, the financial plan and establishing and monitoring internal control mechanisms and procedures. Specific tasks that the Treasurer will discharge are as follows:- 1. Prepare an annual budget for the funding of the Club administration 2. Assisting with the setting of annual Fees based on projected costs and revenue stream 3. Reporting monthly to the Board on the financial status and performance of the Club 4. Developing, implementing and monitoring internal control measures that are both practical and that protect the Club's asset base 5. Setting up and administering the Club accounts 6. Acting as the principal point of contact between the Club and it's bank and managing the banking relationship
7. Acting as one of the Club signatories to all Club accounts 8. Acting as the principal "payer" of accounts rendered to the Club for services and goods that it buys or consumes 9. Presenting the financial statements each year to the Club and responding to any questions that may arise about them from the Members Head Coach The Head Coach is responsible for improving the Club coaching standards by way of education of Coaches and provision of coaching aids, manuals and programs. Specific tasks that the Head Coach will discharge are as follows:- 1. Liaise with all Coaches to ensure that proper coaching is available for players 2. Provide input as a member of the Grading Sub-Committee 3. Recommend to the Board and subsequently implement training schemes for Coaches and players 4. Be available, where practical, to assist Team Coaches at training Registrar The Registrar is responsible for 1. managing registration of all players applying for membership of the Club 2. maintain the Club Members database specifying a. the name and address of each Member b. the date on which the person became a Member c. the date on which the person ceased to be a Member 3. Collect annual player evaluation Privacy Officer and Risk Management The Privacy Officer will: 1. establish Risk Management committee 2. compile list of real and potential risks 3. review risks and create risk maps 4. develop procedures and policies to reduce or remove risks, these will be presented to the Executive 5. review risk maps every two years 6. report any new risks to the Executive 7. convene Risk Management meetings as needed 8. establish policies and guidelines to protect members personal information 9. ensure laws of privacy act are being followed 10. address issues with appropriate parties in a timely manner
Field Maintenance Manager The Field Maintenance Manager is responsible for 1. ground preparation 2. ground maintenance 3. coordination of training rosters with VP Football & Head Coach 4. liaison with Secretary on ground availability Communications & Sponsors Manager The Communications & Sponsors Manager is responsible for 1. raising the profile of Club 2. maintenance of the Club web page content 3. production & distribution of Club newsletters 4. production & distribution of notices of Club meetings 5. exploring means of having Club news included in external publications 6. preparation, recommendation & management of sponsorship packages & sponsor liaison 7. investigation and reporting to the Board on matters pertaining to Sponsorship 8. have all public club communications reviewed by 2 members of the BOD before publishing Discipline & Complaints Manager 1. facilitate the resolution of disputes involving any player, coach, league member, or club official 2. take appropriate action as required on all reported incidence of serious misconduct of players, coaches, club members, or spectators of all activities sponsored by the club. Head Convenor 1. act as a liaison between the Club office, coaches, parents and the appropriate Director. 2. be familiar with Club outdoor league rules, providing information, explanations and clarification on league matters, on request from coaches and parents. If you are in doubt, contact a Director. 3. attend to the concerns of coaches and parents arising from league play and when necessary, discuss important issues with a Director. Matters concerning game officials (referees), are to be reported to and discussed with the Club Head Referee.
4. ensure coaches are aware of their team photo schedule time and attend personally, at the scheduled photo time to assist the coach and photographer on photo day where possible. 5. distribute all relevant club information to division convenors for redistribution to parents (particularly revised game schedules, revised photo schedules, photograph envelopes, etc.). 6. assist in contacting coaches regarding field closures required due to excessive rain. 7. support junior referees (mini-soccer program). Ensure games start on time and liaise with referee in case of non-adherence with Club game rules. 8. collect completed game sheets from the winning coach or home team coach, if necessary. Statistician The statistician: 1. will compile game stats 2. will compile league standings 3. will provide playoffs matchings. 4. collect Team Sheets from all home games a. collate & record data in Club database Pictures Coordinator The picture coordinator will: 1. tender company to do photos (consult executive committee) 2. schedule with company a date for pictures (game days) and a retake day (avoid long weekend) 3. Arrange a location and a bad weather alternative 4. Working with a game and practice schedule arrange photo schedule 5. ASAP get the picture day schedule to each age group convenors Day of pictures: 1. Attend photo shoot to assist and coordinate 2. Do NOT collect money for photo company Trophies Coordinator The trophy coordinator will: 1. get competitive quotes for all trophies and awards as required; 2. plan, order, and deliver the opening season tournament awards, coaches plaques, sponsor
plaques, season trophies, end of season tournament medallions, and plaques for the board members; 3. obtain accurate players counts, and get lists of sponsors, coaches, teams, and board members, to ensure that the right number of awards are available and that the information on each award is correct; and Opening & Closing Day Coordinator The Coordinator will: 1. recruit volunteers 2. manage Volunteers and when necessary verify hours as required 3. tender companies to provide entertainment as needed 4. establish Opening and Closing Day Committees and delegate members tasks and/ or assignments 5. convene Opening and Closing Day meetings 6. report to the Executive updates of the events Fundraising and Special Events Coordinators Coordinators are responsible for: 1. coordination and management of club s fundraising activities 2. ensure all fundraising events are aimed at providing entertainment to Club members and supporters 3. present fundraising and special events to the Executive for approval 4. advertise any special events and/or fundraising initiatives 5. Present to the Executive, for a vote, any events being planned and funds being donated 6. establish subcommittee as needed
APPENDIX 2 CLUB CODE OF CONDUCT The Player's Pledge In applying for membership of the Club I pledge that 1. I am a good sport, which means that I will a. always play by the rules b. never argue with an official c. try my hardest for & contribute as part of our team d. applaud all good plays, by both my team & our opponents e. not bully or take unfair advantage of a competitor f. be modest in victory & gracious in defeat g. thank the opposition & officials at the end of the game 2. I am a respectable and responsible person, which means that I will a. treat others as I would like to be treated b. respect the rights, dignity & worth of all people involved in the game, regardless of their gender, ability or cultural background c. not drink alcohol before a game d. control my temper The Parent's Pledge In witnessing my child's application for membership of the Club I pledge that 1. I am a good sports parent, which means that a. I will teach my child i. to play within the rules ii. to respect the officials' decisions iii. to respect the coach's decisions iv. to respect the efforts of their opponents v. that good fun is more important than a good win b. I won't i. pressure my child in any way ii. criticise or ridicule my child's performance c. I will i. applaud all good plays, by both my child's team & their opponents ii. give positive comments that motivate & encourage continued effort iii. focus on my child's and their team's efforts & performance - not the score iv. thank the opposition, officials & other volunteers who make the event possible for my child v. volunteer my services & help when asked 2. I am a respectable and responsible person, which means that a. I will i. respect the rights, dignity & worth of all people involved in the game, regardless of their gender, ability or cultural background ii. control my temper b. I won t i. use bad language ii. arrive intoxicated or drink alcohol at a junior game
APPENDIX 3 DISCIPLINE & DISPUTE RESOLUTION Resolution of internal disputes 1. Disputes between Members of the Club, and disputes between Members and the Club, shall be dealt with by a meeting of the Board, which shall act in the best interest of the Club - referring to the Objects and these Rules. This meeting may be the next scheduled Board meeting or a meeting of the Board especially convened to address the dispute. 2. At least 7 days before a mediation session is to commence, the parties are to exchange statements of the issues that are in dispute between them and supply copies to the Discipline and Complaints Officer. Disciplining of Members 1. A complaint may be made to the Secretary by any person that a Member of the Club a. has persistently refused or neglected to comply with these Rules, or b. has persistently and wilfully acted in a manner prejudicial to the interests of the Club 2. On receiving such a complaint, the Secretary must a. cause notice of the complaint to be served on the Member concerned; and b. give the Member at least 14 days from the time the notice is served within which to make submissions to the Board in connection with the complaint, and c. convene a meeting of the Disciplinary Committee to be held within 28 days after the date on which the Secretary received the complaint. 3. The Disciplinary Committee, after considering the complaint and any submissions made in connection with the complaint, is satisfied that the facts alleged in the complaint have been proved, may a. expel the Member from the Club, or b. suspend the Member from Membership of the Club 4. The Secretary must, within 7 days after the meeting of the Disciplinary Committee, cause written notice to be given to the Member of the decision made, any action taken, and the reasons given by the Disciplinary Committee for having taken that action and of the Member's right of appeal 5. The expulsion or suspension does not take effect: a. until the expiration of the period within which the Member is entitled to appeal against the resolution concerned, or b. if within that period the Member exercises the right of appeal, unless and until the Club confirms the resolution, whichever is the later. Right of appeal of disciplined Member 1. A disciplined Member may appeal to the Club against a resolution of the Disciplinary Committee within 7 days after notice of the resolution is served on the Member, by lodging with the Secretary a notice to that effect. 2. The notice may, but need not, be accompanied by a statement of the grounds on which the Member intends to rely for the purposes of the appeal. 3. On receipt of a notice from a Member the Secretary must notify the Board and convene a meeting of the Appeals Board to be held within 21 days after the date on which the Secretary received the notice.
4. At the meeting of the Appeals Board a. no business other than the question of the appeal is to be transacted, and b. the Disciplinary Committee and the Member must be given the opportunity to state their respective cases orally or in writing, or both, and c. the Appeals Board will vote by secret ballot to be confirmed or revoked. 5. The decision of the Appeals Board is final. APPENDIX 4 CLUB MEETINGS 1. The Club Officials must hold at least 3 Board Meetings per year, typically these are held during the soccer season (between March & September) 2. The Annual General Meeting (AGM) of Club Members will be held in the 4 th quarter of each year 1. Secretary must give at least 14 days notice to every member of the date, time and place of the meeting 2. Previous minutes will be reviewed 3. Minutes from any SGM will be presented 4. Treasurer will present financial statement 5. Election of Board and Executives as outlined above 3. A Special General Meeting (SGM) must be held where a decision is to be made that requires a vote of the Club Members (this is called a Special Resolution) a. An SGM may be requested i. by the Board, or ii. by 5% of the Members lodging a written request to the Secretary, signed by each of these Members b. An SGM must be held within 1 month of being requested c. Decisions requiring a Special Resolution are i. to change the name of the Club ii. to change the Club's constitution (i.e. the Objects &: Rules of the Club) iii. to amalgamate with another club (i.e. another Incorporated Association) 4. A Club Meeting iv. to wind up the Club and distribute any surplus property i. The Secretary will give 14 days notice of the meeting and specify the day, time and place ii. Will deal with the day to day running of the Club iii. The Executive Committee and Board of Directors shall attend iv. If a member is absenting themselves without cause from 3 consecutive meetings or if they wilfully neglect their duties to the Club they shall be deemed to have forfeited their position v. Agenda will include: Minutes from previous meeting
President report Secretary/treasurer report Report from Executive Members New Business 5. An Executive Committee Meeting will deal with matters of urgency in the interest of the Club and report such dealings to the BOD for endorsement at the next Club Meeting 6. A quorum 2 Members at the BOD 7 at the Executive Committee Meeting 9 at the AGM 2 of which must be from the BOD 7. Voting Each member is entitled to one vote Votes must be given personally NO vote by Proxy A votes may be cast electronically on the occasion an immediate resolution is required in the event of an equality of votes, the Chairperson of the meeting is entitled to exercise a second or casting vote a simple majority is required, except in the case of a Special Resolution which requires a majority of three-quarters of votes