The name of this Club shall be the ALMONTE SOCCER CLUB, hereinafter referred to as the Club. The headquarters of the Club shall be located within the District Boundaries of the EASTERN ONTARIO District Soccer Association, hereinafter referred to as the District Association.
The Club shall have the following objects:
The Club shall be a Member of the EASTERN ONTARIO District Soccer Association and shall follow the published rules of the District Association and The Ontario Soccer Association, hereinafter referred to as The OSA. The Club is subject to the published rules in declining order of authority of the following governing organizations to which it is affiliated:
There are three classes of Member, namely, regular Member, honourary Member and life Member.
A regular Member is either:
Although an individual may qualify for, and be registered under, more than one of the above categories, each individual holds only one Membership in the Club, and is entitled to one vote at Members’ meetings.
A player shall become a regular Member when approved by the Club’s Registrar.
Upon application, a coach shall become a regular Member upon acceptance by the directors of the Club. A coach is an individual who is registered with The OSA to teach, instruct, train and guide players to play the game of soccer.
Upon application, a game official shall become a regular Member upon acceptance by the directors of the Club. A game official is an individual who is registered with The OSA to officiate soccer games.
An administrator shall become a regular Member upon election or appointment by the directors of the Club. An administrator is an individual who is registered with The OSA to be responsible for one or more of the functions required to operate a Club. For purposes of this definition, a team manager and a Director shall be classified as an administrator.
The Board of Directors may designate an individual as an honourary Member for a specific period of time.
An honourary Member is afforded all rights of Membership, including the right to attend and speak at Members’ meetings, but is not entitled to vote.
The Board of Directors may designate an individual as a life Member.
A life Member is afforded all rights of Membership, including the right to attend and speak at Members’ meetings, but is not entitled to vote.
Membership fees for regular Members shall be set annually by the Board of Directors at a Board of Directors meeting.
The Club will operate as a “not for profit” organization. The Club’s basic operating mandate will be wholly funded by membership fees. Membership fees will be set accordingly.
Membership fees shall be due and payable at the time of application for membership.
A Member may be fined, censured, suspended or expelled from Membership for cause and only after charges have been laid in accordance with the Club’s published rules and a hearing held in accordance with the Club’s and OSA’s published rules. An individual whose Membership has been suspended loses all rights of Membership until the suspension has been terminated.
Player, team and team official discipline for game infractions is governed in accordance with the procedures published by The OSA.
Any Member who infringes the Articles or rules of the Club or brings the Club into disrepute, may be reprimanded, suspended or expelled from the Club after a hearing by the Board of Directors of the Club at which hearing the Member is entitled to attend.
Membership in the Club shall be deemed to have been terminated:
The Club shall be governed by a Board of Directors which shall consist of at least 5 individuals. These individuals shall hold the positions of:
If the positions of both the President and Vice – President become vacant, operation of the Club will be suspended until at least one is replaced by the remaining Board of Directors.
A Director may hold more than one position.
A Director shall be 18 years of age or older, shall not be an undischarged bankrupt and shall be a Regular Member of the Club.
A Director shall serve for a term of two years or until his or her successor is elected or appointed.
After an initial Board of Directors has been appointed, the positions of President, Secretary and Registrar shall be elected in even numbered years while the positions of Vice-President and Treasurer shall be elected in odd numbered years.
Additional positions on the Board of Directors can be created by the Board of Directors as deemed necessary to execute the objectives of the Club and will be described in the Rules and Regulations. All Board of Directors positions will be filled in the same way.
A Director has the right to resign her or his position by submitting a signed letter of resignation to the Club.
A vacancy on the Board of Directors and their respective position(s) held, caused by death, or resignation which has been accepted by the Board of Directors, shall be filled by a majority vote of the Board of Directors. The successor Director shall hold his or her incumbent’s position(s) for the remainder of the term being filled.
No Member of the Board of Directors shall be removed for arbitrary reasons but may be removed if:
A Member of the Board of Directors holding his or her respective position(s), as Director or other position(s) may be removed from office by the Board of Directors for good and sufficient cause by a 3/5’s vote of the Board of Directors present, provided notice to remove the Director has been given to all Directors of the Club. If a Director is removed by the Board of Directors, the Board of Directors may appoint a successor to the position(s) for the remainder of the term(s) being filled.
A Member of the Board of Directors may also be removed from office for good and sufficient cause at a meeting of the Members of the Club provided notice to remove the Director has been given to persons entitled to attend the Members’ meeting. If a Director is removed at a Members’ meeting, the Members entitled to vote may elect a successor to fill all position(s) held by the removed Director for the remainder of the term(s) being filled.
The Directors shall be subject to the Conflict of Interest Policy in the OSA’s published rules.
The Board of Directors shall conduct the business of the Club during the periods between general meetings of the Club and in accordance with the authority granted to it in the published rules of the Club.
The Board of Directors shall be responsible for the appointment and renewal of appointments of all positions within the Club except for those positions elected by the Membership of the Club. This shall include the appointment of volunteer and paid positions for coach and administrator positions within the Club’s operations. This does not include additional Board of Director positions described in the Rules and Regulations. The selection process and the appointments shall be based on procedures outlined in the Club’s published rules.
The Board of Directors may also revoke, for cause, any appointment providing that it has followed the procedures for the revoking an appointment as outlined in the Club’s published rules.
The President shall preside at all general meetings of the Club and of the Board of Directors. The President shall be ex officio a member of all committees, except any nominations committee; shall appoint all chairs of standing and special committees subject to ratification by the Board; coordinate all duties of the Board, committees, staff; and shall be the spokesperson for the Club.
The Vice President shall act in the absence of the President and shall have other powers as assigned by the Board of Directors.
The Treasurer shall ensure that full and accurate records are kept of the accounts of the Club; shall report to the Board of Directors when requested; and shall submit an Annual Report to the Annual General Meeting.
The Secretary shall maintain a record of all minutes of the organization, maintain copies of all committee reports, notify officers and committee Members of their election or appointment, furnish committees with those documents required to perform their duties, sign all certified copies of acts of the organization (unless otherwise specified in the Club’s published rules), maintain record books in which bylaws, published rules and minutes are entered and have the current record books available at each meeting, send to the Membership a notice of each general meeting, send to the Board of Directors notices of each meeting, conduct the general correspondence of the organization that is not the proper function of another office or committee, prepare, prior to each meeting in consultation with the presiding officer an order of business, and, in the absence of the president and vice-president, preside until the immediate election or appointment of a new presiding officer.
The duties of other Director Positions shall be determined by the Board of Directors.
Nominations for positions on the Board of Directors may be made by any Member at the annual general meeting or at a Special General Meeting called for that purpose.
Nominations and elections for positions open shall be held in the order of the positions listed in the Constitution.
Election shall be by show of hands, but in the event only one candidate is nominated, no vote is required and the nominated candidate shall be declared elected by acclamation.
A majority of the votes cast shall be required to elect Directors. In the event no candidate receives a majority, the candidate with the least votes shall be dropped from the ballot and another vote shall be held.
An official notice of each meeting shall be given to all Members at least 14 days before the meeting is to be held, at such place, and at such date as the Board of Directors may determine. Such notification shall be by one or all of the following:
Ten voting Members or 25% of the voting Membership, whichever is less, shall form quorum at all general meetings of the Club. Any question shall be decided by a majority of the votes unless otherwise required by this Constitution or other law.
The Club shall hold its Annual General Meeting in October. The agenda of the Annual General meeting shall include:
A Special General Meeting of the Club:
Only the business set out in the notice of the Special General Meeting shall be considered.
Every regular Member aged 16 and over shall have the right to attend, speak and cast one vote at Members’ meeting of the Club.
Every regular Member under the age of 16 shall have the right to attend and speak at Members’ meetings, but any vote must be cast by a parent or guardian who shall also have the right to attend and speak on behalf of that Member at Members’ meetings.
Every regular Member, or parent or guardian of a regular Member under the age of 16, entitled to vote at a meeting of Members may by means of a proxy appoint a person, who need not be a Member, as the Member’s nominee to attend and act at the meeting in the manner, to the extent and with the power conferred by the proxy.
An individual may only hold one proxy.
The format for the proxy, and the issue, or issues, for which the proxy may be cast are as defined in the Rules and Regulations.
The Board of Directors shall meet at least 4 times per year, upon 14 days notice given by the President and Secretary, at such place and time as the Board of Directors may determine.
A minimum of 5 Members of the Board of Directors shall form a quorum at all meetings of the Board. Questions arising at any meeting shall be decided by a majority of votes where each director is entitled to cast one vote.
The Membership at any general meeting, or the Board of Directors at any meeting of the Board, may establish a standing committee or special committee to carry out specific business or programs of the Club.
All meetings of the Club shall be conducted in accordance with the most recently published Robert’s Rules of Order Newly Revised except as may be otherwise stipulated in this Constitution or other Rules and Regulations of the Club.
The Club shall have Rules and Regulations which shall include, but is not limited to, the following:
The Board of Directors may approve and publish Rules and Regulations which are not inconsistent with this article and are not inconsistent with the Rules and Regulations of a higher level governing organization.
Amendments to the Rules and Regulations may be made by a majority vote of the Board of Directors at a Board of Directors meeting or the Members at a General Meeting.
Members of the Board of Directors or other servants to the Club, their heirs, executors, administrators and estate and effects respectively shall be indemnified and saved harmless at all times by the Club against all costs, losses and expenses incurred by them respectively in or about the discharge of their respective duties, except such as happens from their own respective willful neglect or default.
The accounts of the Club shall:
The audit or the Financial Review Engagement statement shall be presented to the Annual General Meeting for adoption.
At the Annual General Meeting of the Club, a chartered accountant firm shall be appointed to perform the audit or the Financial Review Engagement.
The fiscal year of the Club shall end on December 31st of each year, unless otherwise ordered by the Board of Directors.
The Club shall not assume a debt.
The Club shall adhere to the Dispute Resolution process as published and approved by The OSA from time to time.
Any Member of the Club may initiate the Dispute Resolution process by communicating in writing to The OSA, with a copy to the Club and District Association, the nature and facts of the dispute. The OSA, at its discretion, may proceed with the Dispute Resolution process by assigning one or more neutral persons to the dispute.
The Dispute Resolution process shall not to be used for game discipline which follows the normal discipline and appeals process.
The Club shall make available to any Member the Dispute Resolution process when requested.
The Club shall adhere to the Harassment Policy as published and approved by The OSA from time to time.
The Harassment Policy shall apply to all employees, directors, officers, volunteers, coaches, game officials, administrators, players, Members and registrants of the Club.
Harassment is defined as any comment, conduct, or gesture directed toward an individual or group of individuals which is insulting, intimidating, humiliating, malicious, degrading or offensive. It includes, but is not limited to, sexual harassment.
The Club shall make available to any Member the Harassment Policy when requested.
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 organizations, or any not-for-profit community organizations.
Terminology used in this Constitution shall have the same meaning as used by The OSA in its letters patent, By-Laws and published rules.