Constitution and By-Laws
Ratified by the members at the
Annual General Meeting on March 6, 2001
Amended by the members at the Annual General Meeting on September 25, 2006
Amended by the members at the Annual General Meeting on September 25, 2006
Constitution
1. Name
1.1 The Club shall be known as the Shelburne Soccer Club.
1.2 The club shall be affiliated with:
a) Ontario Soccer Association
b) South West Regional Soccer Association
c) Any other association or league that the members or Executive Committee deem to be beneficial to the Shelburne Soccer Club and the promotion of soccer in Dufferin County
2. Objectives
2.1 To promote and improve organized soccer in Dufferin County. To foster among members, supporters and teams a genuine community spirit. To maintain and increase interest in the game of soccer. To exercise a general direction and supervision while serving the interest of the constituent soccer players, parents and teams.
2.2 To plan, develop and maintain Club facilities independent of any municipality, with the intent to reduce overall Club expenses, free the Club of any political encumbrances and to promote the growth and development of soccer in Dufferin County.
3. Membership
Membership of the Club shall consist of such soccer players, parents and officials as shall agree to abide by and comply with the constitution, by-laws, rules and decisions of the Club as well as officials who have been duly elected or appointed by the general membership.
4. Club Operations
4.1 Management
The management and administration of the affairs of the Club shall be vested in the Executive Committee, as elected and/or appointed with the full power to take any action they may see fit, within the scope of the Constitution and By-Laws. The Constitution and interpretation of the Constitution and By-Laws by vote of the Executive Committee shall be final and binding.
4.2 Signing Officers
Signing authority shall be vested in the President; Vice President; Treasurer;
Registrar; and any other Executive Committee member as approved by a majority
vote of the Executive Committee.
5. Executive Committee
5.1 The Executive Committee of the Club shall consist of the following fifteen members: President, Vice President, Secretary, Treasurer, Registrar, Head Referee, Head Coach/House-League Convenor, Equipment Manager/Field Manager, Fund Raising Director/Events Coordinator, Publicity Director/Webmaster, and Inter-League Convenor.
5.2 Each executive member shall have one vote excluding the President whose vote will count as the tiebreaker.
6. Duties of Officers
6.1 The President shall preside at all meetings of the Executive Committee. He/she will have a casting vote in the event of a tie vote. He/she shall call meetings as deemed necessary throughout the year or when requested by at least three (3) members of the Executive Committee. He/she shall assume direction, or delegate supervision, of all officials or other Club personnel either engaged or appointed. He/she shall also represent Shelburne Soccer Club at the Ontario Soccer Association and at the South West Regional Soccer Association.
6.2 The Vice President shall assume the responsibilities of the President during his/her absence and will be responsible for ordering of all trophies, photographs, uniforms, crests and any other equipment on behalf of the Club. He/she shall ensure that the equipment manager receives all equipment.
6.3 The Secretary shall keep an accurate record of all meetings, and shall handle all correspondence. He/she shall give notice of all meetings and shall prepare all annual reports.
6.4 The Treasurer shall provide a receipt for all monies, which shall be deposited in a registered financial institution in the name of the Club. All accounts will be paid by cheque, which shall require two signatures, by members of the executive with signing authority. He/she shall prepare all balance sheets for executive meetings and for presentation at the Annual General Meeting. The treasurer shall hold $200.00 in petty cash, which will be replenished on a regular basis as receipts are submitted for incidental expenses.
6.5 The Registrar shall receive all registration forms. He/she shall be responsible for holding and attending all registrations. He/She shall be responsible fore database management and upkeep as well as for registration of players with the South West Regional Soccer Association database. The Registrar shall be responsible for all travel team players having a current player book. He/She shall be responsible for traveling to South West Regional Soccer Association office at least once to have player books validated by the Administrator.
6.6 The Head Referee shall be representative of all of the referees. He/she shall be a carded referee as recognized by the Ontario Soccer Association. He/she shall be responsible for providing the referees for house-league, travelling teams and tournament games and for drawing the Executive Committee's attention to any complaints by referees. This officer will also be responsible for notifying referees of any clinics made available by the Executive Committee.
6.7 The Head Coach shall compile a list of coaches and managers for the house-league and traveling teams. He/She will assign coaches for each team in the club. He/She shall organize and keep coaching clinics and make Club coaches aware of any that are available to them. He/She will also resolve any conflicts that may arise with regard to coaching practice/ethics.
6.7.1 The House-League Convenor will coordinate all house league activities. He/She will assign all players to a team without prejudice according to our levels of play offered. He/She will hold a draft with U12 and up house league coaches. The House-League Convenor will have final word on team players.
6.8 The Equipment Manager/Field Manager as Equipment Manager shall be responsible for the storage and distribution of playing equipment. He/she shall look after the care, maintenance and collection of all returnable equipment at the end of the season and keep an accurate inventory of all Club property. He/she will advise the Vice President of any damages and of all replacement equipment that will be required.
As Field Manager, he/she will be responsible for the putting nets up/down at required times of the season. The Field Manager will be responsible for initial layout and lining of fields. He/she will be responsible for upkeep of lining on all fields being used a minimum of one time per week.
6.9 The Fund Raising Director shall coordinate all fund raising activities of the Club, which includes arranging for teams sponsors, soliciting donations and organizing any other activities that will financially benefit the Shelburne Soccer Club. He/She shall be responsible for collecting donations and selling of tickets for each of our Gala Days.
6.9.1 As Events Coordinator shall be responsible for booking the facilities to hold any registration or club meetings as required. He/She shall be responsible for organizing all house league Gala days, The Events Coordinator will be responsible for the organizing of the Travel Team Banquet.
6.10 The Publicity Director/Webmaster as Publicity Director shall supply the local media with game results and league standings from all games played in house-league and by the travelling teams. He/she will also be responsible for any additional publicity campaigns undertaken by the Club.
As Webmaster, he/she will work with the Executive Committee to promote the Shelburne Soccer Club on the internet through our website.
6.11 The Inter-League Convenor will attend all league meetings. He/she will submit all regular season and play-off inter-league game schedules to the Field Manager for approval. He/she will resolve any conflicts that may arise involving other teams in the league.
7. Election of Officers
7.1 The Club shall be governed by an Executive Committee elected annually.
7.2 Members of the Executive Committee shall receive one complimentary player’s registration based on one full adult registration fee during each year of their service to the club. The registration is transferable.
By-Laws
1. Meetings
1.1 The Annual General Meeting (A.G.M.) shall be held prior to the end of September each year. Voting will be restricted to members who were active during the preceding year.
1.2 The order of business for the A.G.M. shall be as follows:
- Introduction of the Executive Committee
- Reading of the minutes of the previous A.G.M.
- President's address
- Secretary's report
- Treasurer's report
- Registrar's report
- Unfinished business
- Elections and nominations for new Executive Officers
- Any other Business
- Adjournment.
1.3 Changes or amendments to this Constitution and the By-Laws may be affected at the A.G.M. upon a two-third (2/3) majority vote of all members present. No proxy votes are permitted. Notice of a motion for proposed changes and/or amendments to the Constitution and By-Laws must be made in writing and presented to the Executive Committee prior to the A.G.M. All voting procedures will be conducted according to Robert's Rules of Order.
1.4 At all General Meetings of the Club, the President or Vice President and any three (3) other Club members shall constitute a quorum for the transaction of business. At any Executive Committee meeting, five members of the Executive Committee shall form a quorum and approve a motion. Whenever possible, the President is to be one of this quorum, where this is not possible, the President and remaining members are to be informed as soon as possible.
1.5 A special General Meeting may be called whenever the Executive Committee deems it necessary, or shall be called if three (3) or more of the club membership request such a meeting. The meeting shall be called within twenty-one (21) days of the Secretary receiving such a request in writing. Only the business for which the meeting was called will be dealt with at such meetings.
1.6 The Executive Committee may meet monthly during their term of office. The exact day of each meeting is to be determined by the President.
1.7 Any member of the Executive Committee absenting him/herself without cause from two (2) consecutive meetings of the Executive or willfully neglecting his/her duty to the Club shall be deemed to have forfeited his/her post. The Executive will appoint a new member as soon as possible.
1.8 No member of the Executive Committee shall vote on any matter directly affecting him/herself or any team that is connected to that member.
1.9 In the event of the resignation of the President, the Vice President shall assume his/her duties. If he/she declines, the remaining Executive Committee shall vote one of their present members as a replacement, to hold office until the end of the current term.
1.10 In the event of the resignation of any other officer of the Executive Committee, the Executive Committee has the power to appoint a new member to complete the remaining term of office.
1.11 Seven (7) days prior to the A.G.M. a financial balance sheet shall be issued and shall be submitted to the members of the Club at the A.G.M.
1.12 No liability of any nature shall be valid against the Club, unless authorized by the Club's Executive Committee.
1.13 All meetings of The Club shall be conducted in accordance with Roberts Rules of Order Newly Revised except as otherwise stipulated in its Constitution or Rules and Regulations.
2. Player Regulations
2.1 Players will be registered through the Registrar on a form provided by the Club. The Registrar shall monitor all such registrations on behalf of the Club.
2.2 All players must be registered through the Registrar before taking part in any Club game or function.
2.3 The cost of registration shall be set annually by the Executive Committee.
2.4 The duration of the playing season shall be set and designated by the Executive Committee.
2.5 Teams
- The Club will operate Representative and Recreational teams at all age levels consistent with player registration and competition availability.
- The Club will operate mini-soccer teams up to and including the U-9 age group.
- Mini-soccer and Recreational teams up to the U10 age groups can be made up from players from both genders.
- Players will be assigned to Club Teams and All-Star teams at the sole discretion of The Club.
2.6 Movement of Players
- Movement of players between Recreational and Representative teams are allowed and must follow the rules established by the South-West Regional Soccer Association.
2.7 Recreational Teams
- The House League Convenor is delegated the responsibility of determining the players allocated to each Recreational team. The Director will attempt to balance team strength and has the option to switch players up to and including the second game of the League schedule.
- A minimum of eight (8) games is guaranteed for each team.
- In the event a game is canceled attempts will be made to reschedule that game. The Club however, retains the right to not play the game and in that event will consider the game tied.
3. Protests
3.1 The Executive shall have the final resolution of all protests arising out of any scheduled games. Such protests are to be dealt with according to laws governing the same.
3.2 Coaches may protest house-league games by written submission to the House-League Convenor within 48 hours of the game under protest.
3.3 The decisions of the Executive Committee shall be final.
3.4 The House-League Convenor shall convey decisions of the Executive Committee to the protesting coach within 48 hours of receipt.
4. Appeals
Regarding game protests, an appeal may be made against decisions of the Executive Committee. The appeal will be submitted in duplicate to the South West Regional Soccer Association, and will specify the exact nature of the appeal. A copy of the appeal will be sent to the Club. All appeals must be made within forty-eight (48) hours of the original decision being received in writing (Sundays and Holidays excepted). All appeal copies are to be sent by registered mail. The appeal fee shall be fifty dollars ($50.00) payable by certified cheque or money order and must be submitted with the appeal. The date of the postmark will be taken as the limiting date in all cases.
5. Discipline and General Rules
5.1 Discipline
a) The Executive Committee will appoint a Disciplinary Board as required.
b) The Disciplinary Board shall consist of at least one of the following people and shall deal with all matters of discipline occurring within the jurisdiction of the Club: President, Vice President and/or Registrar. Under conditions where there would be a conflict of interest between a member of the Disciplinary Board and the team/players/officials involved, it will be the Executive Committee's responsibility to appoint a new member.
c) Any registered player, against whom a disciplinary charge is laid, shall be eligible to play until their case is dealt with. Each case must be dealt with within seven (7) days including Saturday and Sundays.
d) A Disciplinary Board shall deal with all cases involving players, coaches, managers or fans who have been reported for unsportsmanlike conduct on or off the field of play by the referee, team or executive.
e) Coaches or managers will take disciplinary action to maintain control of players without any form of violence or force. The Executive Committee will be informed immediately of a player suspended by a coach or manager.
f) Players who miss three (3) games and/or practices without notifying coaches (not necessarily consecutively) will be reported to the Disciplinary Board which will take any action considered necessary. This action could include suspension. The Disciplinary Board will take the player’s representations into consideration.
g) All referees shall submit written reports on the appropriate forms for all dismissals (red cards) and cautions (yellow cards) within the House-League to the House-League Convenor and the Head Referee within 48 hours of the offence.
h) All coaches will submit copies of their game sheets to the Publicity Director or Webmaster once a week during the season.
5.2 Rules Governing House-League Play
The laws of the game shall be those adopted by F.I.F.A with modifications as allowed by C.S.A.
b) A player's uniform shall consist of top, shorts, socks, shin guards, and soccer boots or running shoes.
c) In the event of a team defaulting a game, the game shall be awarded to their opponents; the final score shall be recorded as 3 - 0.
d) In the event of a team playing an ineligible player or players, the game shall be awarded to the opposing team. The team coach responsible for the offending team shall be suspended for a term to be determined by the Disciplinary Board.
e) A game must take place if both teams have a minimum of seven (7) players, one of which shall be a keeper. The game must be completed to full regulation time. Failure to play until completion will result in the coach of the offending team being subject to disciplinary action.
f) If one team fails to field seven players by fifteen (15) minutes after the scheduled kick-off, the opposing team wins by a score of 3-0. If both teams fail to field seven players by fifteen (15) minutes after game time, both teams record a 3-0 loss.
g) Substitutions during the game shall be at the referee’s discretion as governed by F.I.F.A.
h) Cancellations of games (due to field conditions or weather) can only be made by the referee, at game time, at the field of play. Postponement for any other reason must be authorized by the House-League Convenor at least twenty-four (24) hours before the scheduled game time. It is the House-League Convenor's responsibility to inform the Executive Committee of such postponements.
i) Any team that is disbanded after final registration dates (during the season) shall forfeit all registration of players to the Club. Players of disbanded teams can be transferred, by the Executive Committee, to any other team in the same league at their discretion. All matches played previously by a disbanded team are void. Points gained or lost will be deleted from the standings.
j) There is no overtime in regular season house-league matches.
k) All teams shall be responsible for the completion of the game sheet provided. The sheets must include the full name of all players participating in the game as well as a brief summary and must be submitted it to the Publicity Director or Webmaster once a week.
l) Coaches shall ensure that each player on a team sheet participates in the game.
m) The Club will appoint referees. If the appointed referee does not appear, and both coaches cannot come to an agreement on who should referee, the game is postponed. The House-League Convenor will reschedule the game.
n) Players may play on both house-league and travelling teams during the season. If a player elects to play on both teams, his/her first obligation is to play for the travelling team when the schedules conflict.
o) Team officials will be allowed on the field of play during the Under-6 games, at the referee’s discretion.
p) In the event of a tie in league points at the end of the season, the league standings will be decided on the record of the two teams when they played against each other. In the event that this record is equal, superior goal average (goals for divided by goals against) throughout the season will be used to determine the final standings.
q) All soccer players must wear shin guards and are encouraged to wear proper soccer shoes when playing and practicing.
r) The season length will be as defined by the Executive Committee.
s) Each team must provide a linesman for House-League play.
5.3 Coaches
a) Representative team coaches will be appointed by The Director of Representative Teams.
b) Representative coaches must apply, in writing on a form provided by The Club, to coach within the Club.
c) Representative Coaches must have a {Level 1, Level 2, Level 3, class C} coaches certification to be considered for appointment to a representative team.
d) Recreational team coaches must be willing to take coaching courses offered from time to time by The Club.
e) The Club will refund (half the/the full) course fee to any coach on attainment of a coaching certificate.
f) Coaches are responsible for good training practices of the team, maintaining the appropriate level of fitness of the players and for the conduct of the players.
g) Coaches must provide The Club with a current police check prior the to season start. The Club will reimburse this cost to the coaches upon submission of your invoice from your local police detachment.
5.4 Referees
a) It is expected that as many referees as is possible will attend certification courses, either hosted by the Shelburne Soccer Club or offered elsewhere.
b) Shelburne Soccer Club will pay the cost of entry level courses to have referees certified. (The 1st year after certification, the referee is responsible for officiating games for the sponsoring club as per OSA guidelines.)
c) For insurance purposes, priority in the scheduling of referees will be given to individuals who have been certified.
d) Shelburne Soccer Club will pay the cost of courses required for the up-grading of a referee to a higher level than that which they currently have attained. It is hoped that these referees will give responsibility to the games of the Shelburne Soccer Club; however, the club will not impede a referee’s progression to a more “visible” level of officiating, if officiating outside of the Shelburne Soccer Club is required.
e) The renewal fee for certification of a club referee, for the following year, shall be paid by the Shelburne Soccer Club. (The individual must have been invited by the club.)
f) Referees whose certification has expired must first apply for re-instatement, if applicable; otherwise the entry level course must be re-taken. The cost of re-taking the entry level course shall be divided equally between the club and the individual.
g) Referees of the Shelburne Soccer Club shall conform to the following code of ethics:
- Shall conduct him/her self with dignity both on and off the field of play and shall, by his/her example, endeavor to earn the respect of those whom he/she serves. They will also respect all participants of the game.
- Shall be neat in appearance and maintain an adequate level of physical and mental fitness.
- Shall study the laws of the game and be aware of all changes, and shall enforce all said laws and changes. They shall maintain their integrity.
- Shall perform his/her designated responsibilities, including honoring any appointments made for and accepted by him/her unless unable to do so by virtue of illness or personal emergency.
- Shall not publicly criticize other referees.
- Shall be subject to disciplinary action for not complying with this code of ethics.
h) Disciplinary action toward Referee shall be as per the following procedure:
- 1st offence: Verbal warning
- 2nd offence: Verbal warning
- 3rd offence: Suspension
- 4th offence: The club may choose not to use individual
i) In the event of players or team officials being ruled off, a complete detailed report of the incident will be forwarded to the House-League Convenor and Head Referee, by the referee, within forty-eight (48) hours. Referees may be required to explain their reports.
j) At the request of either coach, the referee will allow a waiting period of fifteen (15) minutes after the designated kick-off time. If both teams have seven (7) or more players at the end of the fifteen (15) minute period, the game must be started.
k) The referee’s interpretation of the laws of the game is final.
l) The referee is the sole timekeeper in all games.
m) The referee will decide whether a game is, or is not, playable.
n) A referee shall immediately leave the field of play if for any reason they feel threatened or intimidated. The head referee must be notified so appropriate actions may be taken.