a) The Chair of any meeting shall only vote in the event of a tie.
b) At the Annual General Meeting all members of the Club are entitled to vote.
c) 1. At Regular meetings of the Club, only members of the Board of Directors shall be entitled to vote.
2. A member of the Board of Directors is entitled to one vote, no matter the number of offices held.
d) At Special meetings, only the members of the Board of Directors presented are entitled to vote.
8. Discontinuation of Membership
a) The interest of a member in the Club shall lapse or cease to exist upon its dissolution.
b) A member may resign by notification in writing, and the resignation shall become effective upon acceptance thereof by the Executive Committee. A member remains liable for payment of any assessment or other sum levied or which became payable by him/it to the Club before acceptance of his resignation.
c) The Executive Committee may, by a vote of three-fourths of those present and voting at a meeting of the members duly called for that purpose, expel or suspend any member whose conduct has been determined by the Executive Committee to be improper, unbecoming, or likely to endanger the interests or reputation of the Club or who willfully commits a breach of the constitution or by-laws of the Club. The decision of the Executive Committee shall be final, provided, however, that the member to be expelled or suspended shall be given at least five days notice of such meeting and the charge or complaint lodged against him and shall be entitled to be present at such meeting and to make representations. The vote on the expulsion or suspension of the member shall be by secret ballot.
d) If any member fails to pay his dues, fees or assessments within 15 days of the demand therefore by the office of the Club, he thereupon automatically ceases to be a member in good standing of the Club, but such member may be reinstated by the Executive Committee upon such evidence as it considers satisfactory, upon payment of all arrears of fees, dues and assessments.
9. Voting Procedure
a) At all meetings of the Club every question shall be decided by a majority of the votes of the members present unless otherwise required by the constitution.
Every question shall be decided in the first instance by a show of hands, but any regular member may demand that any vote be by secret ballot, and, if seconded, this motion shall take precedence over all other questions and, if carried, the vote shall be determined by secret ballot.
Unless a poll is demanded, a declaration by the Chairman that a resolution has been carried or not carried and an entry to that effect in the minutes shall be sufficient evidence of the fact without proof of the number of proportion of the votes recorded in favor of or against such resolutions. In case of an equality of votes at any general meeting, whether upon a show of hands or at a poll, the Chairman is entitled to a casting vote.
10. Fees
The Executive Committee from time to time can establish membership fees and application fees and any other fees in such amounts as it deems advisable; provided however, that any change shall be brought before the next meeting of members and notice of such consideration shall be given. Any such action of the Executive Committee unless rescinded at the meeting of members, shall continue to be valid, but the members may by resolution at such meeting, vary the actions of the Executive Committee.
11. Quorum
a) 1. A quorum of the Club for regular meetings shall consist of one-third of all active members of the Board.
2. A quorum of the Club for an Annual General Meeting shall be the number of members of the Club present at the Annual General Meeting.
b) 1. At any meeting of the Board of Directors where a quorum is not met, all resolutions and motions shall be tabled until the next meeting.
2. Any special meeting where a quorum is not met, that special meeting will be adjourned indefinitely.
12. Visitors
Visitors may attend any meeting of the members of the Club, but they shall be required to register as such with the member of the Executive Committee appointed for that purpose prior to the commencement of the meeting. Visitors may only enter a discussion with the consent of the Chairman. Visitors shall be restricted from nominating officers, but may be invited to accept a nomination.
13. Officers
The Officers of the Club shall be – President: Vice-President: Vice-President of Administration: Vice-President of Finance: Head Coach: Registrar: Director of Relations: Director of Equipment: Director of Facility/Fields: Director of Fundraising.
14. Election
The Officers hereinbefore referred to shall be elected at the Annual General Meeting of the Club and shall hold office until their successors have been duly elected or appointed, unless removed in the meantime. The election may be by a show of hands unless a ballot is demanded.
15. Removal
The members of the Club may, by resolution passed by at least two thirds of the votes cast at a general meeting of which notice specifying the intention to pass such resolution has been given, remove any officer before the expiration of his term of office, and may, by a majority of votes cast at that meeting, elect any qualified person in his stead for the remainder of his term.
16. Vacancies
Any office left vacant, for whatever reason, may be filled by appointment by the Executive Committee, and a person so appointed shall hold office (subject to the provisions of this Constitution) for the balance of the unexpired term of the vacating officer.
17. Vacation of Office
An office of the Club shall be declared vacant if the officer holding said office:
a) becomes bankrupt or suspends payment or compounds with his creditors or makes an authorized assignment or is declared insolvent;
b) is found to be of unsound mind;
c) without reasonable excuse absents himself from three consecutive Executive Committee meetings;
d) is suspended or expelled from the Club;
e) by notice in writing to the Club, resigns his office.
18. Remuneration
The officers as such shall not be entitled to any remuneration, but they shall be entitled to be paid their traveling and other expenses properly incurred by them in connection with the affairs of the Club. Any officer who is a bona fide employee of the Club (whether full time or part time) may be paid remuneration with respect to services performed by him as an employee.
19. Indemnity of Directors
Every Director of the Club acting in good faith who has undertaken or is about to undertake any liability of behalf of the Club, shall from time to time, and at all times, be indemnified and saved harmless, out of the funds of the Club from and against: All costs, charges and expenses whatsoever which such Director sustains or incurs or about any action, suit or proceedings which is brought, commenced or prosecuted against him for or in respect of any act, deed, matter or thing whatsoever made, done or permitted by him in or about the execution of the duties of his office.
DUTIES OF OFFICERS
20. President
1. Shall preside at all meetings of the Club and shall perform such other duties that usually pertain to that office.
2. Shall be an ex-officio member of all committees of the Board of Directors, but only has a tie-breaking vote.
3. Shall prepare and submit to the Annual General Meeting, a statement and report of the preceding year for approval of the membership present at the Annual General Meeting.
4. Shall be one of the signing officers for all transactions of the Club.
5. Shall verify all bank account balances, as reported by the Vice-President of Finance. Said verification to be done as soon as possible after the Annual General Meeting and at least once during the Clubs fiscal year. Each verification shall be reported in writing to the next regular meeting of the Board of Directors.
21. Vice-President
The Vice-president shall in order of precedence of their election, perform all the duties of, and shall be subject to the same obligations as the President, whenever the President ceases to hold office for any reason or is prevented from attending to his duties and shall preside at all meetings of the Club or the Executive Committee in the absence of or upon request of the President. The Vice-President shall also perform other such duties as are prescribed by the Executive Committee or as outlined in this Constitution.
22. Vice-President of Administration
1. Shall be responsible for the recording of all minutes at all meetings of the Club.
2. Shall keep a register of all members and have custody of all books and records pertaining to this office
3. Shall notify all members through best means possible, when necessary, of all meetings and other required functions.
4. Shall be one of the signing officers of the Club for any financial transaction.
5. Shall assist the President in whatever other capacity the latter may deem desirable from time to time.
23. Vice-President of Finance
1. Shall have custody of all funds belonging to the Club. Such funds shall be deposited by the VP of Finance in a chartered Canadian bank as approved by the Board of Directors. These accounts shall be in the name of the Club.
2. Shall keep a regular account of the receipts and expenditures of the Club and shall be the custodian of all the books, records, and other documents pertaining to this office. His books and accounts shall be open to the inspection of any Officer and/or Accountant of the Club upon forty-eight hours notice to him.
3. Shall be one of the signing officers of the Club for any financial transaction.
4. Shall only issue cheques upon the authorization of the Board of Directors.
5. Shall prepare and present a financial report at each Regular meeting of the Board of Directors.
6. Shall submit to the committee all accounts and receipts for all monies received and expended during the fiscal year.
24. Head Coach
a) To better educate coaches at both the grass roots and representative level by providing them with easy access to a resource person with the club.
b) To increase the skill level and game understanding of players by providing them with a higher standard of coaching through a club/region player development program.
c) Role will change as the development of club advances.
25. Registrar
The Registrar shall be responsible for all registrations and transfers of players by leagues and/or age groups, and shall keep a complete and up to date record of same. The registrar shall ensure that all copies are forwarded to the proper parties as soon as conveniently possible after receipt of same by him.
26. Director of Equipment
Director of Equipment shall be responsible for the collection, disbursement, storage and inventory of equipment pertaining to the Club.
27. Director of Facility/Fields
Director of Facility/Fields shall be responsible for the developing and maintenance of facilities/fields that the Club operates.
28. Director of Relations
The Director of Relations shall be responsible for liaison between this Club and Youth Clubs and Leagues. He shall prepare an annual report containing all statistics and matters of interest concerning youth soccer.
29. Director of Fundraising
a) Shall be responsible for all fundraising activities of the Club.
b) Shall immediately turn over all monies received by the Fundraising Committee to the Vice–President of Finance.
c) Shall prepare and submit a written report of all fundraising activities to the Annual General Meeting.
d) Shall prepare a statement outlaying all fundraising activities to be done during the fiscal year, and presented to the Board of Directors for approval.
30. Delegation of Duties
In the absence, the disability or the refusal to act, of any officer or director, the Executive Committee may delegate the duties of such officer or director to any director or directors until the proper official returns or again performs his duties or his successor is elected.
BOOKS AND RECORDS
31. Books
The Executive Committee shall cause all necessary books and records of the Club required by law and the Constitution of the Club to be regularly and properly kept.
32. Contents
The minute books of the Club shall contain a copy of the Constitution of the Club, all extraordinary resolutions passed, a coy of the by-laws of the Club, and copies or originals of all documents, registers, and resolutions as required by law.
33. Fiscal Year
The fiscal year of the Club shall be a twelve (12) month period set by the Board of Directors.
COMMITTEES
34. Committees
The Executive Committee may constitute such committees as it sees fit, composed of such persons as it sees fit and whether members of the Executive Committee or not. The duties of such committees shall be those from time to time designated by the Executive Committee.
35. Amendments
a) 1. The Constitution may be amended with written notice of the motion to amend to be in the possession of the Vice-President of Administration at least thirty (30) days prior to the Annual General Meeting or Special meeting at which the amendment is to be moved.
2. Notice of the Annual General Meeting or Special meeting at which the amendment shall be proposed shall be given to the regular membership through the best means possible, stating the purpose of the meeting.
b) The by-laws may be amended with notice of the motion to amend to be given to the Board of Directors thirty (30) days prior to the Regular meeting at which the amendment is to be moved.
c) Any amendment of the by-laws shall be effected by a two-thirds majority vote of the members of the Board of Directors that are present at the meeting.
36. Dissolution
Upon the dissolution of the Club, after the payment of all debts and liabilities, the remaining property of the Club shall be distributed or disposed of to organizations the objects of which are similar to the objects of the Club and are beneficial to the community.
