 South-West
Regional Soccer Association |
| South-West
Regional Soccer Association |
BY-LAWS (as
of October 19, 1997)
ARTICLE 1 NAME
1.1 The name of the organization shall be the South-West Regional Soccer Association, hereinafter referred to as the Association, which shall be affiliated to the Ontario Soccer Association.
ARTICLE 2 OBJECTIVES
2.1 To promote, develop and govern the game of soccer, both indoor and outdoor in the South West Region.
ARTICLE 3 HEAD OFFICE
3.1 The Head Office of the Association shall be in the City of Kitchener in the Province of Ontario.
ARTICLE 4 SEAL
4.1 The Seal, an impression of which is stamped in these By-Laws, shall be the Seal of the Association. The Secretary of the Association shall have custody of the Seal.
ARTICLE 5 ORGANIZATION
5.1 The Association shall be composed of members as hereinafter set out, and it shall be managed by an Executive Council as stated in these By-Laws.
ARTICLE 6 MEMBERSHIP
6.1 The Association shall be composed of the following categories of Members.
6.1.1 Active Membership, which shall be open to all properly constituted competitive clubs and recreational leagues.
6.1.2 Associate Membership, which shall be open to school, college and university leagues, and referees', coaches' and trainers' Associations.
6.1.3 Life Membership.
ARTICLE 7 MEMBERSHIP FEES
7.1 Annual membership fees for each category of membership shall be established by a majority of votes present at a General Meeting of the Association.
ARTICLE 8 ANNUAL GENERAL MEETING
8.1 The order of business at an Annual General Meeting shall be:
i) Roll Call
ii) Minutes of Previous AGM
iii) President's Address
iv) Committee Reports
v) Registrar's Report
vi) Treasurer's Report and Financial Statements
vii) Amendments to the Constitution
viii) Auditor's Report
ix) Appointment of Auditors
x) Unfinished Business
xi) Roll Call
xii) Election of Executive Council
xiii) New Business
xiv) Adjournment
8.1.1 The Annual General Meeting of the Association shall be held on or before November 30 of each year. All members shall receive fourteen (14) days clear notice of the time and location of the meeting.
8.1.2 Clubs failing to attend the Annual General Meeting, without sending regrets three (3) days prior to, will be subject to a disciplinary fee as set by the Executive Council. The Club will not be in good standing until such fee is paid. The fine will be equal to that of the membership fee.
8.1.3 All proposed amendments to the By-Laws shall be forwarded in writing to the Association no later than thirty (30) days prior to the Annual General Meeting.
8.1.4 Copies of the proposed amendments to the By-Laws shall be sent to all members not less than fourteen (14) days prior to the Annual General Meeting at which they will be considered.
8.1.5 Amendments to the By-Laws will require a two-thirds (2/3) majority of votes present at the Annual General Meeting, unless otherwise required by Corporation Laws.
ARTICLE 9 SPECIAL GENERAL MEETING
9.1 A Special General Meeting may be called by the Executive Council by its own motion.
9.2 A Special General Meeting shall be called within thirty (30) days following the receipt of a written request by members representing not less than one-third (1/3) of the eligible votes.
9.3 All members shall receive seven (7) days clear notice of the date, time and location of any Special General Meeting.
9.4 Only the business for which the Special General Meeting has been called will be dealt with, except with the unanimous consent of those present.
ARTICLE 10 RULES OF ORDER
10.1 All meeting of the Association shall be conducted in accordance with Robert's Rules of Order insofar as they may apply.
ARTICLE 11 PRESIDING OFFICER
11.1 The President shall preside at all General Meetings of the Association, and in his absence the Vice-President shall take the chair. The absence of both of these officers shall require the selection by the Executive Council of a pro tem Presiding Officer.
ARTICLE 12 QUORUM
12.1 A majority in terms of eligible votes of the Membership shall form a quorum at all General Meetings.
ARTICLE 13 VOTING
13.1 Those who shall be qualified to vote and take part at General Meetings of the Association shall be the accredited delegates of organizations in membership.
13.1.1 The number of accredited delegates or votes allowed to organizations in membership shall be specified within the By-Laws.
13.2 Each active member shall be entitled to have all its votes cast whether it be represented by one or all of its delegates, but not by any other member. The names of delegates or alternates must be submitted in writing prior to the meeting.
13.3 At all meetings of the Association voting shall be by a show of hands, unless a poll is requested. Decisions shall be reached by a simple majority, unless otherwise required by the By-Laws of the Association.
13.4 If a poll is required, appointed scrutineer shall total the votes and report same to the Presiding Officer, who shall announce the results to the Assembly for record.
13.5 The President shall have a deciding vote only.
13.6 Members of the Executive Council shall have a voice but shall not vote at any General Meeting.
13.7 Members of the Executive Council may not sit as a voting delegate at any General Meeting.
ARTICLE 14 DELEGATES TO GENERAL MEETINGS
14.1 An Active Member of the Association shall be entitled to one (1) vote for each Forty dollars ($40) or part thereof, of registration fees retained by the Association.
14.2 Each Associate Member shall be entitled to one (1) delegate or vote.
14.3 Each Life Member may introduce and debate any matter deemed relevant to the business of the Association, but shall not vote.
ARTICLE 15 EXECUTIVE COUNCIL
15.1 The business of the Association shall be conducted by an Executive Council comprised of: President, Vice-President and five Directors at Large.
15.2 The election of the Executive Council shall be by a secret ballot at the Association's Annual General Meeting. Except for the position of Treasurer and Administrator who shall be appointed by the Executive Council.
15.3 The following shall be elected for a two (2) year term at the Annual General Meeting held in even-numbered years: President and three (3) Directors at Large.
15.4 The following shall be elected for a two (2) year term at the Annual General Meeting held in odd-numbered years: Vice-President and two (2) Directors at Large.
ARTICLE 16 MEETINGS OF THE EXECUTIVE COUNCIL
16.1 The Executive Council shall meet not less than monthly at the call of the President. A majority of members shall form a quorum at all meetings.
ARTICLE 17 MEMBERS OF THE EXECUTIVE COUNCIL
17.1 The President shall preside at all meetings of the Association and he/she shall have a deciding vote only.
17.2 The Vice-President shall be the senior officer next to the President, and he/she shall preside at all meetings in the President's absence. He/she shall have such other duties as prescribed.
17.3 The Administrator shall be responsible for the duties as described in the job description and other duties as prescribed.
17.4 The Treasurer shall be responsible for the fiscal affairs of the Association. He/she shall be bonded in an amount set by the Executive Council.
17.5 The Administrator shall be responsible for all aspects of player registration and transfers, trial permits and shall be a non-voting Council member.
17.6 The Executive Council Member shall vacate his/her seat temporarily when matters pertaining to, or appear to pertain to, his/her area of club affiliation are being discussed.
17.7 The Executive Council Members shall have such duties as prescribed.
17.8 The President and Vice-President must not be affiliated with any Club in Membership.
ARTICLE 18 VACANCIES
18.1 The Office of a Member of the Executive Council shall be vacated upon;
18.1.1 Resignation in writing.
18.1.2 If he/she becomes incapable of performing the business of the Association.
18.1.3 If he/she absents himself/herself from two (2) meetings of the Association.
18.1.4 If he/she be removed by resolution of the Association for good and sufficient cause.
18.2 Should a vacancy occur on the Executive Council, the Executive Council may appoint a person to fill the vacancy until the next Annual General Meeting.
ARTICLE 19 AUDITOR
19.1 The accounts of the Association shall be audited annually, following the end of the fiscal year on August 31.
19.2 The Auditor shall be appointed by the delegates at the Annual General Meeting.
ARTICLE 20 STANDING COMMITTEES
20.1 The Association may constitute such Committees as it deems necessary to ensure the efficient administration of its affairs, including;
20.1.1 Standing Committee on Soccer Development.
It shall be the duty of this Committee to be responsible for the development of players, coaches and referees at all levels of competition.
20.1.2 Standing Committee on Competition.
It shall be the duty of this Committee to regulate all matters dealing with the establishing and maintaining of all cup competitions and tournaments coming under the jurisdiction of this Association.
20.1.3 Standing Committee on Appeal and Discipline.
It shall be the duty of this Committee to investigate the validity of all appeals made to this Association, and to hear all valid appeals and render a decision. The Committee shall investigate any complaints made respecting any member of the Association who is alleged to be guilty of any misconduct. They shall render a decision after such investigation.
ARTICLE 21 DISCIPLINE
21.1 All discipline of players, clubs or team officials reported for misconduct shall be under the control of the Association, except as otherwise stipulated, with right of appeal to the Ontario Soccer Association.
21.1.1 Cases involving physical assault of a game official shall be handled as per OSA Rules and Regulations.
ARTICLE 22 OTHER REGULATIONS
22.1 The Association may make such miscellaneous Rules and Regulations as may be deemed necessary to promote, develop and govern the game of soccer.
22.2 The Association may impose such other regulatory measures as it deems necessary for the efficient administration of the playing structure of the game within its jurisdiction.
22.3 No such regulation may violate the individual's rights and freedom, except as may be required to protect the rights and freedom of any other individual and ensure the stability of the basic structure of the game.
22.4 Playing Out Criteria.
Promotion and relegation of Mini, Youth or Senior Competitive teams as defined in the OSA Policies and Procedures.
22.5 If any member of a teams' coaching staff, upon leaving a Club, becomes involved with another Club the same or following year, he/she may not be on the staff of a team in the same year group or immediately above (Youth Clubs or Youth to Senior Only). If such individual(s) wishes to appeal to the SWRSA on the bases of extraordinary circumstances, the appeal will be heard within two (2) weeks.
RULES AND REGULATIONS
RULE 1 MEMBERSHIP
To remain in good standing, each Active and Associate Member shall:
1.1.1 Comply with the Constitution of the Association.
1.1.2 Remit all outstanding monies to this Association.
1.1.3 Notify the Association of the current list of its elected or appointed Officers.
1.2 Life Membership.
1.2.1 Life Members shall be admitted from time to time at the discretion of the Association.
1.2.2 The admission of a Life Member shall require the affirmative vote of at least two-thirds (2/3) of the votes present at the Annual General Meeting of the Association.
1.2.3 All Life Membership nominations shall be submitted in writing thirty (30) days prior to the Annual General Meeting. Nominations may be submitted by an Executive Council Member, or by an Active or Associate Member.
1.2.4 No incumbent Officer of the Association shall be eligible for nomination to Life Membership.
1.2.5 Leagues shall affiliate with a District Association and be subject to the Constitution of the governing organization.
RULE 2 LEAGUE REGISTRATION LEVELS
A Level 1 District League operates under the jurisdiction of the Association, to provide League competition for officially registered Competitive Teams.
2.1.1 To maintain its affiliation in good standing, a league shall:
2.1.2 Hold its Annual General Meeting on or before December 31 of each year.
2.1.3 File with the Association within fourteen (14) days of its Annual General Meeting a copy of its Constitution and a list of its Elected and Appointed Officers.
2.1.4 A Level 1 District League shall not govern an area, but will control, for League purposes only, its member teams.
2.1.5 All players in a Level 1 District League must be registered as Competitive players on forms supplied by the Association, except as hereinafter provided.
2.2 Level 2 District League.
A Level 2 District League operates under the jurisdiction of the Association to provide competition for officially registered Recreational Teams.
2.2.1 A Level 2 District League shall register with the Association, and shall be subject to the Constitution of the Association.
2.2.2 To maintain its affiliation in good standing, a League shall:
2.2.3 Hold its Annual General Meeting on or before December 31 of each year.
2.2.4 File with the Association within fourteen (14) days of its Annual General Meeting, a copy of its Constitution and a list of its Elected and Appointed Officers.
2.2.5 A Level 2 District League shall not govern an area, but will control, for League operation purposes only, its member teams.
2.2.6 All players in a Level 2 District League must be registered as Recreational players on forms supplied by the Association.
RULE 3 CLUB
A Club is an organization operating one (1) or more teams under a common Executive.
3.1.1 A Club operating teams at the youth level, up to and including the under 18 age division, shall register not less than four youth teams.
3.1.2 There shall be only one (1) Cub per community (i.e. Town, Village, City) operating not less than four (4) youth teams, within the South-West Regional Soccer Association, with the exception of one Regional Youth Club.
Should a second Club wish to operate four (4) or more youth teams in an area where an existing Club operates, they have the right to Appeal to the general membership of the South-West Regional Soccer Association.
3.2 Affiliation.
Each Club shall affiliate with the Association in whose area its Headquarters is established.
3.3 Requirements.
All teams shall register the minimum number of players as per OSA Rules and Regulations.
RULE 4 TEAM REGISTRATION CATEGORIES
Competitive Teams shall be composed entirely for Competitively Registered Players, except as provided for in current Ontario Soccer Association Rules and Regulations (Trial Games).
4.1.1 Competitive Teams may not participate in competitions conducted outside the jurisdictional area of the Association, except as permitted by the Association. Such permission, when requested in writing and in advance of the competition, shall not be unreasonably withheld.
4.2 Recreational Teams.
Recreational Teams shall be composed entirely of Recreational Registered Players, except as provided for in current Ontario Soccer Association Rules and Regulations.
4.2.1 Recreational Registered Teams may not participate in competitions conducted outside the jurisdictional area of the Association, except as permitted by the Association. Such permission, when requested in writing and in advance of the competition, shall not be unreasonably withheld.
RULE 5 PLAYER REGISTRATION
Except as hereinafter provided, the Association shall administer player registration, transfer and movement in accordance with current Ontario Soccer Association Rules and Regulations.
5.1.1 Any fees payable to the Ontario Soccer Association may be subject to an additional administrative charge, as determined by the Executive Council.
5.1.2 Senior Competitive and Senior Recreational Teams player fees, ie registrations, temporary registration permits, purchase of identification passes, etc, for outdoor or indoor soccer, is due upon receipt at District Office.
Clubs not using OSA LCR Programme for player registration:
Player fees, for Clubs fielding four (4) or more youth teams, outdoor or indoor, is due upon receipt of player registrations at District Office.
Clubs using OSA LCR Programme for player registration:
Outdoor fees, based on 80% of prior years registration, is due May 31 of each year. Indoor fees, based on 80% of prior years registrations, is due within 30 days of commencement of indoor programme.
5.1.3 The Association may run Cup Competitions which shall take precedence over all other competitions in the jurisdiction of the Association, except those arranged by the Ontario Soccer Association, or the Canadian Soccer Association.
5.1.4 In the case of a player being declared surplus by his/her Club a fee will be applied if the player is re-registered within fourteen (14) days of being declared surplus.
5.2 Deadlines.
5.2.1 Clubs with either Mini, or Youth, or Senior Recreational players participating in a League involving other Clubs must register their teams with the minimum number of players, as per OSA Rule, seven (7) days prior to their first League game.
5.2.2 Clubs with either Mini or Youth Recreational players participating in a League not involving other Clubs must register their teams with the minimum number of players, as per OSA Rules, within thirty (30) days from the commencement of their Leagues.
5.2.3 Clubs with either Mini, or Youth or Senior Competitive teams must register their teams with the minimum number of players, as per OSA Rule, seven (7) days prior to their first (1st) League game.
5.2.4 Teams participating in Indoor Soccer must register their players with the minimum number of players, as per OSA Rule, seven (7) days prior to their first (1st) League game.
RULE 6 DUTIES OF THE EXECUTIVE COUNCIL
Is responsible for all phases of the Association's business, and is accountable to the Membership and Executive Council.
6.1.1 Preside at all meetings of the Association.
6.1.2 Preside at all meetings of the Executive Council.
6.1.3 Act as spokesman for the Association at all times, unless he/she otherwise delegates the responsibility.
6.1.4 Signing Officer.
6.2 Vice-President.
The Vice-President shall assume the Presidential powers, either in the absence of, or under the instruction of the President.
6.2.1 Undertake other duties as assigned by the President, or the Executive Council.
6.2.2 Signing Officer.
6.3 Administrator.
The Administrator shall give notice of all meeting to all parties.
6.3.1 Record accurately all business conducted at Executive Council, General and Annual Meetings, and produce minutes of same.
6.3.2 Generate and receive the correspondence of the Association.
6.3.3 Undertake other duties as assigned by the Executive Council.
6.3.4 The Executive Council may appoint a Secretarial Assistant who will type and mail reports, the mutes of Executive, General, and Special Meetings, and any further pertinent correspondence, on demand and within an allotted time span. The Secretarial Assistant may receive financial remuneration for his/her services. The remuneration for the Secretarial Assistant to be contained in future budgets.
6.3.5 Secretary shall be responsible for ensuring that all valid amendments to the Constitution are included and put into print. The updated Constitution to be distributed to all Clubs prior to the commencement of the outdoor playing season.
6.4 Treasurer.
The Treasurer shall record accurately the financial transactions of the Association, and shall report same as requested at Executive Council, and at General and Annual Meetings.
6.4.1 Present necessary information to the Auditors.
6.4.2 Signing Officer.
6.5 Registrar.
The Administrator shall administer player registration, transfer, permits and other related OSA documentation as required.
6.6 Executive Council Members.
Executive Council Members shall perform such duties as may be prescribed by Executive Council.
6.6.1 Honorariums for any Executive Council Member shall be decided at the Annual Meeting of the Association.
RULE 7 APPEALS
RULE 8 AMENDMENTS TO THE RULES AND REGULATIONS
RULE 9 EXPENSE ALLOWANCE GUIDE
9.2 Committee Chairmen and Committee Members shall be entitled to a refund of all expenses incurred as Members of a Committee when those expenses have been incurred directly as a result of Committee work.
9.3 Receipts must be provided to support all claims.
RULE 10 MATTERS NOT INCLUDED
10.2 The Association will establish a penalty for cheques, made payable to the Association, which are not honoured. The amount of the penalty to be declared at the Annual General Meeting, and shall be in effect for the current year.