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Club bylaws

This document, having been approved by the Simcoe and District Youth Soccer Club Inc. Membership at its Annual General Meeting, held on November 20th, 2007, shall supersede any previous versions of these bylaws.

ARTICLE 1 – NAME OF ORGANIZATION

1.1 The name of the organization shall be the Simcoe and District Youth Soccer Club Inc., which will be affiliated with the Ontario Soccer Association.

1.2.1 The organization, hereinafter, will be referred to as “the Club”.

ARTICLE 2 – MANDATE AND MISSION STATEMENT

2.1 Our Mandate: " The Simcoe and District Youth Soccer Club Inc. is a not-for-profit community organization, which provides opportunities for youth in Simcoe, Waterford, Port Dover and surrounding areas, regardless of financial, physical or mental ability, gender, or cultural background, to play recreational soccer."

2.2 Our Mission Statement: " Our mission is to offer the best possible recreational youth soccer development opportunities to Norfolk’s youth, and to promote local soccer through recreational play, tournaments, sponsorships and local media. We promote healthy activity, good sportsmanship and team play, and we strive to make the game of soccer a fun and enjoyable experience for our children, parents, and coaches."

ARTICLE 3 – ORGANIZATION

3.1 The Club shall be managed by the Board of Directors, and will consist of a President, Vice President, Treasurer, Secretary, and 4 Directors-at-Large.

3.2 The Club will also have a Referee-in-Chief, Head Coach, Club Manager (paid contract), Field Maintenance Manager (paid contract), and Convenors for each house league division and for representative teams.

ARTICLE 4 – HEAD OFFICE

4.1 The head office of the Club shall be in Simcoe.

ARTICLE 5 – MEMBERS OF THE EXECUTIVE COMMITTEE

5.1 The President shall preside at all meetings of the club. He/she shall have a deciding vote only.

5.2 The Vice-President shall be senior officer next to the President. He/she shall preside at all meetings in the President’s absence.

5.3 The Secretary shall be responsible for the administration of the business of the club.

5.4 The Treasurer shall be responsible for the fiscal affairs of the Club.

5.5 Directors-at-Large will conduct various duties as pertaining to the Club.

ARTICLE 6 – ELECTION OF THE EXECUTIVE COMMITTEE

6.1 The election of the Board of Directors shall be at the Club’s AGM.

6.2 Directors will serve 2-year terms.

6.2.1 The President, Treasurer, and Referee-in-Chief will have a two year term and their election will be at AGMs falling on even years.

6.2.2 The Vice-President, Secretary, and Head Coach will have a two- year term and their election will be at AGMs falling on odd years.

6.5 Convenors will be elected annually by the Board of Directors.

ARTICLE 7 – ANNUAL GENERAL MEETING

7.1 The Annual General Meeting (AGM) of the Club will be held on or before November 30th of each year. The Board of Directors and the general public shall receive fourteen (14) days notice of the time and location of the meeting, which shall be advertised as such.

7.2 Order of business at the AGM shall be as follows:

1. Welcome
2. Introduction of guests and tributes
3. Minutes of previous AGM
4. Treasurer’s report
5. Club Manager’s report
6. President’s report
7. Unfinished business and correspondence
8. Bylaw amendments
9. Recess
10. Election of Board of Directors
11. New Business
12. Adjournment

7.3 At the AGM all Club Members are eligible to ratify amendments to the By-Laws and vote on motions. At all other meetings of the Club, only Board of Directors will be eligible to vote on matters pertaining to the Club.

7.4 “Club Members” are defined as:

1. One parent/guardian per registered player under the age of 16, and registered players aged 16 or over as of the date of AGM.
2. Members of the Board of Directors, the Referee-in-Chief, Head Coach, and Convenors.
3. All coaches and referees registered by SDYSC Inc., aged 16 and over.

ARTICLE 8 – BUSINESS OF THE EXECUTIVE COMMITTEE

8.1 The Board of Directors shall meet normally monthly, but not less than quarterly, at the call of the President .

8.2 All meetings of the club shall be conducted in accordance with Roberts Rules of Order in-so-far as they may apply.

8.3 The President shall preside at all Board meetings and in his/her absence, the Vice President shall take the chair. The absence of these officers shall require the selection by the Board of Directors of a pro-tem presiding officer.

8.4 A Parliamentarian may be appointed to assist the presiding officer at any Board of Directors meeting.

8.5.1 A minimum of 5 Directors shall form a quorum at all meetings.

8.6 At all meetings of the Club, voting shall be by a show of hands, unless a secret ballot is requested. A simple majority (>50%) shall reach decisions unless otherwise required by the Bylaws of the Club.

8.7 No individual shall have more than one (1) vote.

8.8 If a secret ballot is required, appointed scrutineers shall total the votes and report back to the presiding officer, who shall announce the results to the assembly for the record.

8.9 A director shall vacate his/her seat temporarily and declare a conflict of interest when matters pertaining to him/her are being discussed. 8.10 Any two (2) of the President, Vice-President, and Treasurer shall sign deeds, transfers, licences, contracts and agreements on behalf of the Club.

ARTICLE 9 – SPECIAL MEETINGS

9.1 A special meeting may be called by the Board of Directors via its own motion.

9.2 A special general meeting shall be called within thirty (30) days following receipt of a written request signed by members representing not less than one third (1/3) of the eligible votes.

9.3 Directors shall receive a minimum of two (2) days notice of the date, time and location of any special meetings.

9.4 Only business for which the special meeting was called for will be dealt with, except with the unanimous consent of those present

ARTICLE 10 – VACANCIES

10.1 The office of a Director shall be vacated:

a) Upon his/her resignation in writing. b) If he/she becomes incapable of performing the business of the club. c) If he/she absents himself/herself from 3 consecutive meetings of the club, at the pleasure of the Board of Directors. d) If he/she is removed by resolution of the club for good sufficient cause.

10.2 When a Director ceases to function as a part if the Council, they can be removed from the Board of Directors. The quorum and majority vote will be adjusted accordingly.

10.3 Should a vacancy occur, the Board of Directors may appoint a person to fill the vacancy until the next AGM.

ARTICLE 11 – AUDITOR

11.1 The accounts of the Club shall be audited annually, following the end of the fiscal year end (September 30th), by an external auditor approved by the Board of Directors.

11.2 The audited annual financial statement will be presented at the AGM.

ARTICLE 12 – STANDING COMMITTEES

12.1 The Board of Directors may constitute such committees as it deems necessary to ensure the efficient administration of its affairs.

12.2 The President shall be an ex-officio member of all ad-hoc and standing committees.

ARTICLE 13 – DISCIPLINE

13.1 All discipline of players, coaches, parents and spectators shall be dealt with by a Disciplinary Committee of the Club, except as otherwise stipulated.

13.2 The Disciplinary Committee will consist of 3 of the following - the President, and one other director, the Head Coach and the Referee-in-Chief. The Secretary will record minutes as a non-voting member of the committee.

ARTICLE 14 – LAWS OF THE GAME

14.1 The club shall support and maintain the principles and laws of the game as established the International Football Association and recognised by F.I.F.A., except to accommodate differences in climatic conditions or player age.

ARTICLE 15 – OTHER REGULATIONS

15.1 The Club may make such miscellaneous rules and regulations as may be deemed necessary to promote, development, and govern the game of soccer. Any changes to the rules and regulations that have the potential to impact the standings in a current season shall not be brought into force until the following playing season.

15.2 No such regulation may violate the individual’s rights and freedoms of any individual, and to ensure the stability of the basic structure of the game.

ARTICLE 16 – AMENDMENTS OF THE CONSTITUTION

16.1 All proposed amendments to the Bylaws shall be forwarded, in writing, to the Club no later than thirty (30) days prior to the AGM, or at a special general meeting called for that purpose.

16.2 Amendments to the Bylaws requires a two-thirds (2/3) majority vote of Club members unless otherwise required by corporate law.