AIRDRIE
AND DISTRICT SOCCER ASSOCIATION
BYLAWS
ARTICLE 1 - NAME
The name of the Society is AIRDRIE AND DISTRICT SOCCER ASSOCIATION,
hereinafter referred to as the “Association”.
ARTICLE 2 – OBJECTIVE
The objectives of the Association shall be to promote, develop and
govern the game of soccer in the City of Airdrie.
ARTICLE 3 – FISCAL YEAR
The Association’s fiscal year shall be from February 1st to
January 31st.
ARTICLE 4 – ORGANIZATION
The Association shall consist of
members as hereafter set out, and it shall be managed by a board of Directors
constituted as stated in these bylaws.
The Association shall not have the power to borrow money subject to
Article 17 (6)
ARTICLE 5 – MEMBERSHIP
Members are defined as individuals
over 18 years of age who have paid a membership fee. Executives and currently (calendar year) active coaches will be
exempt from this fee.
ARTICLE 6 – MEMBERSHIP FEES AND
OBLIGATIONS
1.
Annual
membership fees for membership shall be as established by a majority of active members present and
entitled to vote at the annual general
meeting of the Association.
2.
No
member shall be entitled to vote at any meeting of the Association unless all
monies due by such member to the Association shall have been paid.
3.
A
member shall be active unless they:
a.
withdraw
from the Association by advising any member of the Board of Directors either
verbally or in writing
b.
by
personal or business conduct, violates any part of the bylaws or regulation of
the Association, and therefore may be expelled from membership by a two-thirds
majority vote of the Board of Directors after an investigation has first been
made at which the member concerned has been given a proper hearing with a full
opportunity to explain their actions.
When such a hearing is initiated by the Association, notice of hearing
shall be given to all concerned in writing not than 7 days before such hearing.
4.
Any
active member whose connection with the Association is terminated by
resignation (which is to be communicated in writing to the Board), expulsion or
otherwise shall forfeit all interests in any funds or other property belonging
to the Association
ARTICLE 7 – MEMBERSHIP RENEWALS
Members wishing to renew their status for the coming year shall, prior
to or during the annual general meeting, deposit with the Association the fees
required by the Association for the year commencing at the annual general
meeting.
ARTICLE 8 – ANNUAL GENERAL
MEETING
1.
The
annual general meeting will be held each year with the purpose of electing a
Board of Directors which shall be held within 30 days prior to February 1st..
2.
Order
of business at the annual general meeting will be as follows:
a. Call to order – credentials of the
membership
b. Minutes of the previous meeting
c. Business arising out of the minutes
d. Reports
e. Unfinished business
f. Goals and work plans
g. Budget
h. New
Business
i. Adjournment
3.
All
members shall receive at least seven (7) days prior to notice through the local
media of the date, time and location of any meeting
ARTICLE 9 – SPECIAL GENERAL
MEETING
1.
A
special general meeting may be called by the Board of Directors by its own
motion.
2.
A
special general meeting shall be called within 30 days following the receipt of
a written request by not less than one-third of the active members.
3.
Only
the business for which a special general meeting has been called will be dealt
with, except with the unanimous consent of those present.
ARTICLE 10 – RULES OF ORDER
1.
All
meetings of the Association shall be conducted in accordance with Robert’s
Rules of Order insofar as they may apply.
2.
Any
submission to the Board must be received in writing no later than seven (7)
days prior to said meeting. The
Executive has the right to waive said condition.
ARTICLE 11 – PRESIDING OFFICER
The President shall preside at all meetings of the Association, and in his
absence, the 1st Vice President shall take the chair, and in his
absence the 2nd Vice President shall take the chair. The absence of these officers shall require
the selection of a pro-tem presiding officer.
ARTICLE 12 – QUORUM
1.
A
quorum for the annual general meeting, a general meeting, or a special general
meeting shall consist of 6 members of the Board of Directors plus 1 active
member.
2.
A quorum for a meeting of the Board of Directors shall consist of 6 members of
the Board of Directors.
ARTICLE 13 – VOTING
1.
Those
who shall be eligible to vote and to take part at any meeting of the
Association shall be active members, however, only members of the Board may
participate in a vote regarding money issues as set out in article 17 (6).
2.
At
all meetings of the Association, voting shall be by a show of hands unless a
vote by ballot is requested and approved by a majority of the active members
present. Decisions shall be by the
bylaws of the Association.
3. If a vote by ballot
is required, the chair shall appoint scrutineers who shall total the votes and
report same to the presiding officer, who shall announce the results to the
assembly for the record.
4. The President
shall cast a vote only in the case of a tie.
ARTICLE 14 – BOARD OF DIRECTORS
1.
The business of the Association shall be conducted by an elected Board
of Directors which shall consist of the President, two (2) Vice Presidents,
Secretary, Treasurer and no less than seven (7) directors at large.
2.
The election of the officers shall be by a show of hands at the
Association’s annual general meeting.
3.
The Board of Directors shall meet at the discretion of the President to
complete business at hand, not less than quarterly.
4.
All elected members of the Board of Directors shall not be paid for any
services rendered
5.
The Past President is a full member of the Board subject to annual
extension by the Board.
6. Notwithstanding
the enumerated positions of the Board of Directors specified within the bylaws
the association, the association will continue to operate if not all positions
are occupied.
ARTICLE 15 – TENURE AND ELECTION
1.
A
Vice President shall be elected each year to a three-year term, the final year
of which will be served as President.
2.
The Treasurer shall be elected in
even-numbered years for a two-year term at the annual general meeting.
3.
The
Secretary shall be elected in odd-numbered years for a two-year term at the
annual general meeting.
4.
The
Directors at Large will be elected annually at the annual general meeting.
5.
Voting shall take place by secret ballot if
any position is contested.
6.
To
be elected to the Board of Directors a person must receive the majority of
valid votes cast.
7.
There shall be successive ballots from which
the name of the person receiving the least number of votes in the previous
ballot is deleted if no person received a majority of the valid votes cast.
8. Any
person nominated from the floor must be present at the meeting or have written
consent allowing their name to stand for such nomination presented at such
meeting.
9.
The
term of any member of the Board of Directors may be extended past the specified
time limit if agreed to by the person affected and confirmed by a vote of the
Board of Directors.
ARTICLE 16 – DUTIES OF THE
OFFICERS
1.
The
President shall chair all meetings and delegate his authority to other members
of the Association in order to coordinate the activities. The President shall prepare the budget for the annual general meeting.
2.
The
1st Vice President shall be the senior officer of the Association
next to the President, and he/she shall preside at all meetings in the
President’s absence. He/she shall have
other duties as prescribed.
3.
The
2nd, Vice President shall preside at all meetings in the absence of
both the President and 1st Vice President. He/she shall have other duties as prescribed.
4.
The
Secretary shall take the minutes of all meetings. The Secretary or President will prepare the agenda for each
meeting and the Secretary with distribute copies of previous minutes for each
meeting.
5.
The
Treasurer shall oversee the finances of the Association. The books and records
shall be produced at all meetings and shall be properly balanced and up-to-date
in accordance with the bank books. The
Treasurer shall prepare an annual report and financial statements for the
annual general meeting of the Association. The Treasurer shall prepare a
financial report for all special general meetings if requested by the
President. Any of the following: President, Vice President, Treasurer, or such
other person, together with any one of the aforementioned, as the Board of
Directors may from time to time designate by the resolution of said Board,
shall sign all cheques drawn by the Association.
6.
The
Director at Large in charge of registration shall arrange for registration by
preparing registration forms that are suitable to the Association. All participants must be categorized with
respect to age, and the number of teams must be defined based on total
enrolment.
7.
The
Director at Large in charge of coach training shall arrange for coaching
clinics, as well as the distribution of coaching materials.
8.
The
Director at Large in charge of field
preparation shall ensure that all soccer field preparation shall ensure that
all soccer fields are in suitable playing condition for the beginning and
during the soccer season.
9.
The
Director at Large in charge of referees shall arrange for referees, referee
scheduling, training and monitoring.
10.
The
Director at Large of equipment shall arrange for the purchase of all uniforms
and equipment, their distribution to each age Director, and coordinate their
collection at the end of the season .
11.
The
Director at Large in charge of tournaments shall chair the tournament
committee. The tournament committee shall issue invitations to all of out of
town teams, arrange for referees, scheduling, concession stand, and set and
collect tournament fees if necessary.
12.
The
Director at Large in charge of statistics shall collect weekly soccer game
scores from the coaches, prepare updated standings, and submit those scores and
standings to local newspapers and association website on a regular basis.
13.
The
Director at large in charge of Men’s Soccer shall coordinate registration,
try-outs, team registration and inform the membership of all information
related to the Men’s Program.
14.
The
Director at Large in charge of Women’s Soccer shall coordinate registration,
try-outs, team registration and inform the membership of all information
related to the Women’s Program.
15.
The
Director at Large in charge of Minor Soccer shall attend all District meetings,
report all information back to the back to the minor program, delegate the
appropriate Directors (i.e. U-13 Director) and assure the smooth operation of
the minor program.
16.
The
Director at Large in charge of Team Scheduling shall create a fair and equal
schedule given prevailing conditions for all minor soccer teams for both the
season and any tournaments.
17.
The
Director at Large in charge of Indoor Soccer shall coordinate all try-outs,
team registration and provide all information to aide in the smooth operation
of the Indoor Soccer Program.
18.
The
Director at Large in charge of Select Teams shall attend all Community and Zone
meetings in Calgary and report all details to the Board, and coordinate
try-outs and team registration.
19.
The
Director at Large in charge of Volunteers shall chair the Volunteer committee.
The volunteer committee shall organize and coordinate a team of volunteers to
handle special projects and complete assigned tasks.
20.
The
Director at Large in charge of Marketing shall actively seek out the
cooperation of the business sector within Airdrie & District.
21.
The
Director at Large in charge of U-6 shall organize and coordinate the placement
of players on community teams and deliver any information to the coaches. They shall have coaches in position for all
teams, liase between the Board and the coaches including the distribution of
equipment and the recovery of the same.
22.
The
Director at Large in charge of U-8 shall organize and coordinate the placement
of players on community teams and deliver any information to the coaches. They shall have coaches in position for all
teams, liase between the Board and the coaches including the distribution of
equipment and the recovery of the same.
23.
The
Director at Large in charge of U-10 shall organize and coordinate the placement
of players on community teams and deliver any information to the coaches. They shall have coaches in position for all
teams, liase between the Board and the coaches including the distribution of
equipment and the recovery of the same.
24.
The
Director at Large in charge of U-12 shall organize and coordinate the placement
of players on community teams and deliver any information to the coaches. They shall have coaches in position for all
teams, liase between the Board and the coaches including the distribution of
equipment and the recovery of the same.
25.
The
Director at Large in charge of U-14 shall organize and coordinate the placement
of players on community teams and deliver any information to the coaches. They shall have coaches in position for all
teams, liase between the Board and the coaches including the distribution of
equipment and the recovery of the same.
26.
The
Director at Large in charge of U-16 shall organize and coordinate the placement
of players on community teams and deliver any information to the coaches. They shall have coaches in position for all
teams, liase between the Board and the coaches including the distribution of
equipment and the recovery of the same.
27.
The
Director at Large in charge of U-18 shall organize and coordinate the placement
of players on community teams and deliver any information to the coaches. They shall have coaches in position for all
teams, liase between the Board and the coaches including the distribution of
equipment and the recovery of the same.
ARTICLE 17 – DUTIES OF THE BOARD OF DIRECTORS
1.
The
Board shall be responsible to the active members of the Association.
2.
The
Board shall implement and control the policies, finances, and general affairs
of the Association in discharging its responsibilities to the active members.
3.
The
Board shall have the power to make rules, regulations and arrangements as to
all matters of business, duties, management, regulations or otherwise, insofar
as it is not already herein expressly provided for. In keeping with their duty to enforce all the laws all the time,
and without waiting for official protest or appeal, the Board shall immediately
inquire into the circumstances of any alleged irregularity which may be brought
to take appropriate action without delay.
This is no way shall enable the complainant to gain anything personally
there from.
4.
The
Board shall not be responsible for any expenditure made or any obligations
assumed in the name of the Association by any member unless consent thereto has
previously been given by the Board.
5.
The
Board shall have power to deal with all protests and appeals and all cases of
discipline of any nature whatsoever arising out of games played under is
jurisdiction and empowered to use if necessary, its authority in the
preservation and enforcement of good order.
6.
The
Board shall be empowered to borrow money only with the previous approval of the
annual general meeting or special general meeting called for that purpose.
ARTICLE 18 – VACANCIES
1. The office of a member of the Board of Directors may be
vacated:
a. Upon registration
b. If one absents themselves from two meetings
per year of the Board without
satisfactory reason.
c. If one is removed by a resolution of the
Association for good and sufficient cause.
2. Should a vacancy occur on the Board of Directors, the
Board may appoint a person to fill the vacancy until the next annual general
meeting.
ARTICLE 19 -
AUDIT
1.
Financial
Statements shall be presented to the annual general meeting for the fiscal year
ending January 31st.
2.
A
Financial Review shall be conducted at the discretion of the Board of Directors
not less than once every two years.
3.
Financial
records may be audited and an auditor appointed at the discretion of the Board
of Directors.
ARTICLE 20 – INDEMNITY
Every member of the Board of Directors or other servant of the Association
shall be indemnified by the Association against all costs, losses, and expenses
incurred by them respectively in or about the discharge of their respective
duties, except as happen from their own respective wilful neglects or defaults.
ARTICLE 21 – CORPORATE SEAL
The Association shall have a corporate seal which shall be in the custody of
the Secretary and all documents bearing the seal shall be signed by a Director
of the Association.
ARTICLE 22 – LAWS OF THE GAME
1.
The
Association shall support and maintain the principles of the laws of the game
as established by the Federation International Football Association Board,
except as provided herein to accommodate regional differences in age or
climatic conditions.
2.
Changes
shall come into effect in the playing season immediately following their
addition.
ARTICLE 23 – OTHER REGULATIONS
1.
The
Association may make other rules and regulations as may be deemed necessary to
promote, develop, and govern the game of Soccer within its jurisdiction.
2.
The Association may make other regulatory
measures as it deems necessary for the efficient administration of the playing
structure of the game within its jurisdiction.
3.
No
such regulation may violate the individual’s rights or freedoms except as may
be required to protect the rights and freedoms of any other individual and to
ensure the stability of the basic structure of the game.
4.
All
equipment and uniforms belong to the association until the season is completed.
ARTICLE 24 – MONIES OWING
1.
All
monies owing to the Association shall be due payable within 30 days of invoice
unless otherwise stipulated.
2.
Penalties
for late payment or non payment of monies shall be as established by the Board
of Directors.
ARTICLE 25 -
AMENDMENTS TO THE BY-LAWS
1.
All
proposed amendments to the by-laws shall be forwarded in writing to the
Association no later than 30 days prior to the meeting at which they will be
considered.
2.
Proposed
amendments to the by-laws shall be advertised to all members in a local paper
no less than 21 days prior to the meeting at which they will be considered.
3.
Amendments
to the bylaws will require a three-quarters majority vote of active members
present at the meeting.
ARTICLE 26 – REGISTERED OFFICE
1.
The
registered office shall be at a location as determined by the Board of Director
2.
The
books and records of the Association may be inspected at the registered office
at any time upon request of an active member, upon reasonable notice.
ARTICLE 27 – DISSOLUTION
Upon dissolution, all assets shall be sold and the cash donated to another
local Soccer Association or Alberta Soccer Association or the Canadian Soccer
Association as determined by the Board of Directors.
ARTICLE 28 – CODE OF CONDUCT
1.
Members
have an obligation not only to abide by the bylaws of the Association but also
to act in a manner that evidences their commitment to the principles and intent
of the bylaws.
2.
All
members should expect to be treated equitably and fairly in all matters. Members shall not discriminate against other
members by means of different, unequal or inconsistent treatment applied to
individuals or segments of the members.
3.
Private
interests shall not provide the potential for, or the appearance of an
opportunity for benefit, wrongdoing or unethical conduct. It is important to emphasize that conflict
of interest relates to the potential for wrongdoing as well as to actual or
intended wrong doing.
4.
Information
or data entrusted to members for use in their capacity or position shall not be
disclosed or disseminated in a manner that may cause embarrassment to the
Association, or that betrays a trust or confidence.
5.
Members
shall at all times exhibit deportment that maintains the Association’s
reputation, and shall at no time harm or hinder the Association or its ability
to represent the sport.
6.
No
member shall harass another member by actions that include, but are not limited
to, unwelcome remarks, invitations, requests, gestures or physical contact
that, whether indirect or explicit, has the purpose or effect of humiliating,
interfering with or creating an intimidating situation for that other
member. Harassment will be considered
any such inappropriate behaviour, be it ethnic, religious or sexual in nature.
7.
The
interaction or involvement of members under the jurisdiction of the Association
shall not result in threats, intimidation, or inflicted physical distress
between such members, whether implied or explicit.
ARTICLE 29 – CONFLICT OF INTEREST
1.
On
election to the position of a Director of the Association, the Director shall
immediately disclose in writing any personal, professional, or business
activity that may be construed as a potential conflict of interest, and
periodically thereafter update such disclosure.
2.
A
Director of the Association shall not permit their own interest to conflict in
any way with their fiduciary responsibility to the Association.
3.
A
Director of the Association shall not benefit directly or indirectly from any
transaction with the Association, unless it is to the clear advantage of the
Association as determined by the Board.
4.
A
Director of the Association shall declare a conflict of interest and abstain
from voting on any discussion matter relating specifically to their involvement
with another soccer organization, private business interest, or outside
non-for-profit or charitable organization.
5.
A
volunteer Director shall not receive compensation for their services, except
for compensation for out-of-pocket expenses incurred in the performance of
their duties on behalf of the Association.
6.
Any
deviation or perceived deviation from these Conflict of Interest Rules shall be
acted on only if reported in writing by the complainant to the Board of the
Association.
7.
Any
Director who, by personal or business conduct, violates any part of Article 29
may be suspended from the Board of Directors by two-third majority vote of the
Board after an investigation has been made at which the Director concerned has
been given a proper hearing with a full opportunity to explain their action. When such a hearing is being initiated,
notice of such hearing shall be given to all concerned in writing, not less
than seven (7) days before such hearing.
Such suspension will remain in effect until ratified by the membership
of the Association at the next general meeting.
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