1
CONSTITUTION
GEORGETOWN SOCCER CLUB
CONSTITUTION
Effective: September 1996
Amended: October 2014
TABLE OF CONTENTS
Page
1.1Name of Club4
1.2Mission of the Club4
1.3Objectives4
1.4Organization4
1.5Players – Definition5
1.6.1Members – Definition5
1.6.2Honorary Member5
1.6.3Life Member5
1.7.1Membership Qualifications5
1.7.5Discipline of a Member6
1.7.6Termination of Membership6
1.8Fees6
1.9Annual General Meeting (AGM)6
1.10Agenda for AGM7
1.11General Meetings8
1.12Special General Meetings8
1.13Voting Rights at General Meetings8
1.14.1Board of Directors – Composition9
1.15Election of Directors of the Board9
1.16.1Interim Vacancies on the Board of Directors9
1.16.2Removal of Director10
1.17Terms of Office for Directors of the Board11
1.18Meetings of the Board of Directors11
1.18.5Duties of the Board of Directors11
1.19Duties and Qualifications of the President12
1.20Duties of the Vice-President of House League12
1.21Duties of the Vice-President of Rep/Select/All-Star Teams12
1.22Duties of the Inter-County Commissioner13
1.23Duties of the Director of Marketing13
1.24Duties of the Director of Policies and Procedures13
1.25Duties of the Director of Complaint Resolution13
1.26Duties of the Secretary13
1.27Duties of the Treasurer13
1.28Duties of the Registrar14
1.29Duties of the Past President14
1.30Duties of the Director of Purchasing14
1.31Duties of the Fields and Facilities Manager15
1.32Duties of the Director of Indoor Soccer15
1.33Appointment of Convenors15
1.34Duties of Convenors15
1.35Committees15
1.36Honoraria15
1.37Nominating Committee15
1.38Staff15
1.39Auditor/Finance16
1.40Conflict between Constitution and Policies and Procedures17
1.41Changes to the Constitution17
1.42Breach of the Constitution17
1.43Matters not Covered by the Constitution18
1.44Insurance Matters and Indemnity18
1.45Spending Limits18
1.46Dispute Resolution18
1.47Harassment19
1.48Appeals19
1.49Dissolution19
1.50Definition/Terminology20
1.1Name of Club
This Organization shall be known as Georgetown Soccer Club, hereinafter called GSC or the Club. The headquarters of the Club shall be located within the district boundaries of the Peel Halton Soccer Association, hereinafter referred to as the District Association.
1.2Mission of the Club
The Georgetown Soccer Club is dedicated to developing and providing quality soccer programs in a fun, safe environment for the Georgetown community.
1.3Objectives
1.3.1To promote and develop soccer in Georgetown.
1.3.2To annually organize, conduct and support non-competitive and competitive leagues, and cup competition as required in youth and senior divisions.
1.3.3To seek the cooperation of, and to cooperate with, soccer regulatory bodies, levels of government, the business community and the general public to accomplish these objectives.
1.3.4To help individuals to develop their character as resourceful and responsible members of their community by providing opportunities, through the game of soccer, for their mental, physical, social and leadership development.
1.4Organization
1.4.1The Club shall be composed of players (defined in Subsection 1.5) and members (defined in Subsection 1.6) and shall be managed by a Board of Directors (defined in Subsection 1.14) in accordance with the Constitution and Policies and Procedures of the GSC.
1.4.2The Club shall be a member of the Peel Halton 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:
- The OSA
- The District Association
3. The Club
1.5Players – Definition
A player is a person who is properly registered as a player with the GSC during that calendar year and who has paid the required fee.
1.6.1Members - Definition
A member is any person who is currently registered with the GSC in one or more of the following capacities:
(a)Director of the Board
(b)Commissioner
(c)Convenor
(d)Committee Member
(e)Team Official
(f)Referee
(g)Life Member
(h)Honorary Member
(i)Administrator (as per 1.7.4)
1.6.2Honorary Member
The Board of Directors may designate an individual as an honorary member for a specific period of time.
An honorary member is afforded all rights of membership, including the right to attend and speak at members’ meetings, but is not entitled to vote.
1.6.3Life Member
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.
1.7.1Membership Qualifications
Any person wishing to become a member shall be:
(a)elected at the Annual General Meeting (AGM) or
(b)appointed by the Board of Directors or its delegate, and
(c)must be registered with the GSC
1.7.2Upon 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.
1.7.3Upon 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 at soccer games.
1.7.4An 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, convenor, committee member, commissioner and a director shall be classified as an administrator.
1.7.5Discipline of a Member
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.
1.7.6Termination of Membership
Membership in the Club shall be deemed to have been terminated:
(a)if the member submits a signed letter of resignation to the Club,
(b)if the member is expelled by the Club’s Board of Directors,
(c)if the member is no longer registered with the Club.
1.8Fees
The Board of Directors shall set the fees each year.
1.9Annual General Meeting (AGM)
1.9.1The AGM will be held between the first of October and the fifteenth of November.
1.9.2Members shall receive fourteen (14) days notice. The time, date and location must be published in a local newspaper. Notification must be given, at the same time, that amendments to the Constitution must be handed in to the Club’s secretary, in writing, duly signed and dated, seven (7) calendar days prior to the meeting.
1.9.3Members of the Board of Directors who have completed their term of office shall vacate their positions at the Annual General Meeting.
1.9.4Vacant positions shall be open for nomination and election at the Annual General Meeting.
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 secret ballot, but in the event that 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.
1.9.5Outgoing members are obliged to hand over, to their successors, all files, books and records associated with their office.
1.9.6Although an individual may qualify for, and be registered under, more than one of the member categories listed in Section 1.6, each individual holds only one membership, and is entitled to one vote at members’ meetings.
1.10Agenda for AGM
(a)Registration of members, and guests
(b)Welcome – at the discretion of the Chairperson
(c)Minutes of the previous General Meeting
(d)Unfinished Business from the previous General Meeting
(e)President’s Report
(f)Treasurer’s Report/Presentation of Audited Statements
(g)Other Board of Directors’ Reports
(h)Appointment of Auditor for the Following Year
(i)Amendments to the Constitution
(j)Election of Officers
(k)New Business
(l)Adjournment
Note: A neutral chairperson and at least two scrutineers shall conduct the election. Anyone not running for a Director of the Board position can be classified as neutral.
1.11General Meetings
1.11.1Members shall receive fourteen (14) days notice. The time, date and location of each General Meeting are to be published in the local newspaper.
1.11.2If a voting representative acts in a manner deemed to be unsatisfactory to the majority of members in attendance, the Chairperson shall have the power to expel that person from the meeting.
1.11.3Motions arising at a General Meeting shall be seconded and decided by a majority vote. The raising of a hand is sufficient unless the Chairperson agrees to a secret ballot, in which case the appointed scrutineers will distribute and collect such ballots and tabulate the results. The scutineers shall provide the Chairperson the result of the vote in writing. The Chairperson will read the result. The ballots shall then be destroyed.
1.11.4All General and Board of Directors’ Meetings will conform to Robert’s Rules of Order.
1.11.5Voting by proxy shall not be permitted.
1.12Special General Meetings
1.12.1The Board of Directors may call a Special Meeting at any time.
1.12.2Upon receipt of a request in writing signed by seven (7) or more members, the Board of Directors must call a Special General Meeting.
1.12.3The request shall state the nature of the business to be discussed.
1.12.4The meeting will be held within twenty-one (21) days of the receipt of the request by the Secretary.
1.12.5Members shall receive ten (10) days notice of the time, date and location of the meeting.
1.12.6No business other than that for which the meeting was called shall be discussed or transacted.
1.13Voting Rights at General Meetings
1.13.1Only members in good standing who are 16 years of age or older as of January 1 of the current year may vote.
At all general meetings, 20 (twenty) members in good standing shall form a quorum.
1.14.1Board of Directors – Composition
The Club shall be governed by a Board of Directors which shall consist of at least 12 individuals, or as may be amended from time to time in accordance with the Club’s Constitution. These individuals shall hold the positions of:
(a)President
(b)Past President
(c)Vice-President of House League
(d)Vice-President of Rep/Select/All-Star
(e)Secretary
(f)Treasurer
(g)Registrar
(h)Fields and Facilities Manager
(i)Director of Purchasing
(j)Inter-County Commissioner
(k)Director of Marketing
(l)Director of Policies and Procedures
(m)Director of Complaint Resolution
(n)Director(s) at Large (to a maximum of 5)
(o)Director of Indoor
1.14.2A Director may hold more than one position.
1.14.3A Director has the right to resign her or his position by submitting a signed letter of resignation to the GSC.
1.14.4A Director shall be 18 years of age or older, shall not be an undischarged bankrupt and shall be a regular member of the Club.
1.14.5It is a requirement that the Director at Large voting positions (1.14.1 (n) fulfill a specified organizational function to be determined each year.
1.15Election of Directors of the Board
Vacant positions on the Board of Directors shall be filled by election at the AGM.
1.16.1Interim Vacancies on the Board of Directors
Vacant positions on the Board of Directors, which occur between Annual General Meetings, may be filled by persons appointed by a quorum of the Board of Directors. Such appointments shall expire when the Director returns from that temporary absence or at the next AGM.
1.16.2Removal of Director
No member of the Board of Directors shall be removed for arbitrary reason but may be removed if:
(a)the Director is unable to perform the duties expected of the position due to, but not limited to, any of the following reasons:
If she/he becomes incapable of performing the business of the Club
If she/he is absent from two or more meetings of the Board without satisfactory reason
If she/he no longer resides in reasonable proximity to the Club
If she/he becomes, or is discovered to be, an undischarged bankrupt, or
(b)the Director has compromised the integrity of the Club due to, but not limited to, any of the following reasons:
if she/he has been found guilty of an offence under the Harassment Policy of the OSA
if she/he has been found guilty of an offence involving violence under the Discipline Policy of the OSA
if she/he has failed to properly account for monies or other property belonging to the Club
if she/he has been found guilty of a criminal offence regardless of whether or not the offence directly affected the Club.
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 two-thirds vote of the Board of Directors present, provided notice to remove the Director has been given to all Directors of the Club. If the Board of Directors removes a Director, 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 the position(s) held by the removed Director for the remainder of the term(s) being filled.
Conflict of Interest and Standards of Conduct
The Directors shall be subject to the Conflict of Interest Policy 21.0 in the OSA’s published rules.
1.17Terms of Office for Directors of the Board
The terms of office shall be two (2) years.
1.17.1Past President: until succeeded by a new Past President.
1.17.2The following shall be elected at the Annual General Meeting held in even-numbered years: Secretary, Vice-President of House League, Director of Marketing, Director of Purchasing, Inter-County Commissioner.
1.17.3The following shall be elected in odd-numbered years: President, Treasurer, Vice-President of Rep/Select/All-Star, Director of Policies and Procedures, Fields and Facilities Manager, Director of Complaint Resolution.
1.18Meetings of the Board of Directors
1.18.1Such meetings shall be held at least ten times a year.
1.18.2A quorum shall consist of at least 50% of the current Board of Directors.
1.18.3All Directors have one (1) vote.
1.18.4Motions arising at any meeting of the Board of Directors shall be decided by a simple majority of votes.
1.18.5Duties of the Board of Directors
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 with the Club’s operations. 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 provided that it has followed the procedures for the revoking an appointment as outlined in the Club’s published rules.
1.19Duties and Qualifications of the President
1.19.1The President shall preside at all Board of Directors and General Meetings of the GSC unless he/she delegates the responsibility. Except:
(a)as provided for in the Dispute Resolution Policy of the OSA, and
(b)where the President delegates the responsibility to another person.
1.19.2The President shall have a casting vote only. When acting as Chairperson, his/her vote should only be used to break a tie and, if so, it should only be used to conserve the status quo on any motion introduced and not to invoke change.
1.19.3During the absence of the President, the duties of the President shall be exercised by a Vice-President appointed by the President.
1.19.4The President must have completed at least a one (1) year term as a member of the Board of Directors prior to his/her election or appointment. This term must have been served during the last three (3) years prior to his/her election or appointment.
1.19.5The President shall represent the GSC at all appropriate meetings unless he/she delegates the responsibility.
1.19.6The President shall call meetings as deemed necessary or when requested to do so by at least three (3) members of the Board of Directors.
1.19.7The President shall appoint a member of the Board of Directors to undertake his/her duties if he/she is unable to attend to them for any reason.
1.19.8The President may be one (1) of the authorized signing officials of the GSC.
1.19.9The President shall be an ex officio member of all committees, except the Nominations Committee.
1.20Duties of the Vice-President of House League
The Vice-President of House League:
1.20.1Shall perform the duties assigned by the President as outlined in the GSC Policies and Procedures.
1.21Duties of the Vice-President of Rep/Select/All-Star Teams
The Vice-President of Rep/Select/All-Star Teams:
1.21.1Shall perform the duties assigned by the President as outlined in the GSC Policies and Procedures.
1.22Duties of the Inter-County Commissioner
The Inter-County Commissioner:
1.22.1Shall perform the duties assigned by the President as outlined in the GSC Policies and Procedures.
1.23Duties of the Director of Marketing
The Director of Marketing:
1.23.1Shall perform the duties assigned by the President as outlined in the GSC Policies and Procedures.
1.24 Duties of the Director of Policies and Procedures
The Director of Policies and Procedures:
1.24.1Shall perform the duties as assigned by the President as outlined in the GSC Policies and Procedures.
1.25Duties of the Director of Complaint Resolution
The Director of Complaint Resolution:
1.25.1Shall perform the duties assigned by the President as outlined in the GSC Policies and Procedures.
1.26Duties of the Secretary
The Secretary:
1.26.1Shall take and record minutes of all GSC meetings shall give required notice of all meetings, shall distribute the agenda for all meetings;
1.26.2Shall perform duties as assigned by the President as outlined in the GSC Policies and Procedures.
1.27Duties of the Treasurer
The Treasurer:
1.27.1Shall provide a receipt for all monies which shall be deposited in a financial institution in the name of the GSC;
1.27.2Shall be one (1) of the authorized signing officials of the GSC;
1.27.3Shall make all disbursement from the accounts by cheques signed by two (2) members of the Board of Directors;
1.27.4Shall register the signing authority with a financial institution;
1.27.5Shall be responsible for the maintenance of appropriate books of records covering all income and expenditure, for the proper reconciliation to the bank account(s) and for the preparation of all balance sheets;
1.27.6Shall furnish to the Board of Directors an overview of major financial transactions since the previous meeting of the Board of Directors;
1.27.7Shall prepare and present a year-to-date account of income, expenditure and cash on hand for the current year at the AGM;