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Sault Youth Soccer Club and League 

 

Constitution

2013 Edition

Download SYSCL Constitution (PDF format)

ARTICLE 1: NAME

The name of the organization shall be the "Sault Youth Soccer Club & League" herein after referred to as the "Club" or "League" or "Club/League". The headquarters shall be in Sault Ste. Marie, Ontario.

ARTICLE 2: AFFILIATION

The Club & League shall be affiliated as an Active (Club) Member and an Associate (League) Member of the Sault Amateur Soccer Association, herein after referred to as the "District" and shall follow the published rules of the "District". The "Club/League" is subject to the published rules in declining order of authority of the following governing organizations:

  1. The Ontario Soccer Association (OSA)
  2. The District Association (SASA)
  3. The Sault Youth Soccer Club & League

ARTICLE 3: OBJECTIVES

The Club & League will promote, develop and administer the game of outdoor soccer for youth age 5 to 18 years within the framework of the following principles:

  1. To promote, develop and administer the game of soccer at the recreational and competitive level.
  2. To provide all boys and girls within our community the opportunity to play soccer provided that it is within the means of the Sault Youth Soccer Club & League to do so.
  3. To provide soccer development for all players.
  4. To provide a system that strives for a balanced competition and enjoyment for all participants.
  5. To operate, support and provide representation for the Sault Youth Soccer Club’s Rep teams (Civics).
  6. To provide a system whereby each team, club and organization is encouraged to take interest in soccer development, soccer player development and sportsmanship ahead of personal goals.

ARTICLE 4: O.S.A. CLASSIFICATION

The Club & League shall be classified under O.S.A. definition as a Club and a District Club League (Intra-Club or House League Recreational)

ARTICLE 5: SEAL

The seal, an impression which is stamped on these By-Laws, shall be the Seal of the Sault Youth Soccer Club & League

ARTICLE 6: MEMBERSHIP

A) Club Function

The Club will accept into membership the following individuals:

  1. All individuals who volunteer to assist in the operation of the Club.
  2. All appointed volunteer staff who assist in the operation of the Club.
  3. All Division Conveners under the jurisdiction of the Club.
  4. All team coaches, assistant coaches, trainers, and managers of active teams under the jurisdiction of the Club.
  5. All players of active teams under the jurisdiction of the Club.
  6. All parents of players on active teams under the jurisdiction of the Club.

B) League Function

The League will consider accepting into membership the following:

  1. Soccer teams which apply to register with the League.
  2. Other soccer clubs and organizations which apply to administer a full age division or program on behalf of the League in accordance to the Club & League Constitution and Policies.

All members are required to respect the aims and objectives of the Club & League and such policies, rules and regulations as set forth from time to time by the Executive. Failure to do so may result in loss of status/position, loss of privileges, loss of voting privileges, loss of funding, loss of honorariums and/or levying of fines.

The Executive reserves the right to approve, deny or terminate memberships.


ARTICLE 7: DIRECTORS

The Club & League shall be administered by an Executive Committee, herein after referred to as the "Executive", consisting of the following Directors:
President
Vice President
Treasurer / League Registrar
Director of Youth Boys Soccer
Director of Youth Girls Soccer
Director of Mini Soccer 5 & 6's
Director of Mini Soccer 7 & 8's
Director of Coaching
General Manager of Rep Teams
Chief Scheduler / Statistician
Equipment Manager
Director at Large


A director may only hold one position within the Executive and shall be eighteen (18) years of age or older.

For the purposes of Provincial Corporate Law, the business management and direction of the affairs of the Club & League shall be conducted by a Board of Directors which shall be comprised of the Executive Committee. The position of Secretary is filled by a paid Office Administrator and is not considered part of the ‘Executive’ with no voting rights.

ARTICLE 8: APPOINTMENTS

The Executive shall appoint the following volunteer positions and any others deemed by the Executive as necessary to carry out the requirement of the 'Club'.

A) Club Function

District Club Rep (must be from Executive)
Chief Civics Coach
Facilities Development Committee Reps
Ontario Cup Coordinator

B) League Function

Field Allocation Coordinator
District League Rep (must be from Executive)
Division Conveners (1 for each major division)

ARTICLE 9: DUTIES

The duties of Directors and appointed Volunteers are as described in the "Policy Manual".

ARTICLE 10: CLUB & LEAGUE FUNCTIONS

  1. To represent the interests, aims and objectives of Youth Soccer in the City of Sault Ste. Marie.
  2. To provide the District Association (S.A.S.A.) annually with a copy of the Club & League constitution, list of Directors and a financial report.
  3. To perform such functions as are delegated to the Club & League by the District Association.
  4. To provide scheduled games for all Divisions of the Sault Youth Soccer League and maintain statistics and standings.
  5. To provide regular season, and cup competitions for league teams at which one or more winners may be declared.
  6. To provide a player development program in Sault Ste. Marie on behalf of the District.
  7. To provide a Rep Team (Civics) Program as part of player development efforts to promote soccer and sportsmanship and to represent the City at competitive youth soccer events.

ARTICLE 11: OPERATING SYSTEM

The Club & League shall operate in accordance with the "Sault Youth Soccer Club & League Policy Manual".

ARTICLE 12: VOTING PRIVILEGES

At all General Meetings of the Club & League the following members shall have one (1) vote each:
The Directors (Executive Committee)
The Appointed Volunteer Staff
Committee Chairmen
Division Conveners (1 for every major Div.)
Division Other Clubs / Organizations Reps or Alternate
(one Rep per Club / Organization only and must be same Rep or Alternate declared to attend League meetings for the past season/year)
Appointed Civics Committee Members
Head Coaches and assistant coaches of youth recreational (house league) teams and head coaches of mini teams registered with the Club and League during the year preceding the General Meeting.
Head Coaches, Assistant Coaches, Trainers, and Managers registered with a youth competitive (Civics) team for no less than six (6) months during the year preceding the General Meeting

Individuals who hold more than one position may only cast one (1) vote. Proxy voting is not allowed.


ARTICLE 13: MEMBERSHIP FEES

Annual membership fees and registration fees shall be recommended by the Executive and ratified by the general membership. The Player Registration Fees shall be set by the Executive and based on the Club & League budget and the District fees and the O.S.A. fees.

ARTICLE 14: MEMBERSHIP RENEWALS

Player Registration

District approved Player Registration Forms will be made available annually as per the "Sault Youth Soccer Club & League Policy Manual". All players who participate in Club & League activities must be registered. Players and Parents of players become members of the Club upon registration.

Membership for Other Clubs and Organizations

Other Soccer clubs and organizations may be annually invited to provide a commitment to administer one or more divisions of the Sault Youth Soccer League. Such delegated administration may be withdrawn with written notice to the affected club/organization at any time.

Coaches, Assistant Coaches, Trainers & Managers

Registration forms will be made available annually along with player registration forms. All individuals who participate in Club & League activities must be registered.

Appointed Volunteers

Volunteers shall be appointed annually by the Executive Committee, as required, after the annual general meeting. All individuals who volunteer to assist in Club & League activities must be registered.

Board of Directors (Executive Committee)

Directors of the Club & League shall be elected in two year terms according to Article 15.

ARTICLE 15: NOMINATION, ELECTION TENURE

Nomination for a position on the Executive may be made from the floor or by letter of intent by any Member at the Annual General Meeting. The election of the Executive shall be by secret ballot. Candidates for President must have served on the Executive Committee for one year within the last five years. Acclamations will not be allowed for any position. Majority vote by the membership present is required for all positions. If a majority vote does not occur then the executive position will remain vacant.

Positions are effective at the conclusion of the Annual General Meeting.

The following shall be elected for a two (2) year term at the A.G.M. held in odd-numbered years:

President
Treasurer / League Registrar
Director of Youth Boys Soccer
Director of Coaching
Equipment Manager
Director of Mini Soccer 5 & 6's.

The following shall be elected for a two (2) year term at the A.G.M. held in even-numbered years:

Vice President
Director of Youth Girls Soccer
Director at Large
Director of Mini Soccer 7 & 8's
Chief Scheduler / Statistician
General Manager of Rep Teams

ARTICLE 16: ANNUAL GENERAL MEETING

The Annual General Meeting of the Club & League shall be held annually in February, on a date to be announced by the Executive.

The secretary shall give fourteen (14) days notice by public announcement of the date of the Annual General Meeting.

Order of Business at Annual General Meetings:

Roll call
Minutes of Previous Annual General Meeting
President’s Report
Youth Boys Soccer Report
Youth Girls Soccer Report
Mini Soccer Report - 2 reports
Coaching Report
Rep Teams Report
Scheduler’s Report
Equipment Report
Director At Large Report
Treasurer's Report
Auditor's Report
Appointment of Auditors
Correspondence
Unfinished Business
Amendments to the Constitution
Roll call
Election of Board of Directors
New Business
Adjournment

ARTICLE 17: RULES OF ORDER

All meetings of the Club & League shall be conducted in accordance with Robert's Rules of Order insofar as they may apply.

ARTICLE 18: PRESIDING OFFICER

The President shall preside at all Meetings of the Club & League, and in his/her absence, the Vice President shall take the chair. In the absence of both, the Executive will agree upon a member from its own ranks to chair the meeting.

ARTICLE 19: QUORUM

The majority of the Executive, plus seven (7) other voting members shall form a quorum at all Annual General Meetings and Special General Meetings.

A majority of the Executive shall form quorum at all Executive meetings.

ARTICLE 20: MEETINGS OF THE EXECUTIVE

Monthly meetings of the Executive shall be held at the call of the President. The meeting agenda shall be divided into "League Business" and "Club Business".

League Business portion of the meeting is open to all voting members. The Club Business portion of the meeting may be attended by others only by invitation.

Each member of the Executive Committee, except the presiding officer, shall have one (1) vote on all matters of Club and League Business. The presiding officer shall cast the deciding vote to break a tie.

ARTICLE 21: VACANCIES

The office of a member of the Executive Committee or any Club & League volunteer position shall be vacated:

  1. Upon resignation in writing
  2. If the member becomes of unsound mind or otherwise incapable of performing the business of the Club & League
  3. If the member is absent from three (3) meetings without satisfactory reason
  4. If the member is removed by resolution of the Club & League for good and sufficient cause.

Should a vacancy occur on the Executive Committee, the Executive Committee may appoint a person to fill the vacancy until the next AGM.

Should a vacancy occur among the Appointed Volunteer Staff the Executive Committee may appoint a person or organization, as appropriate, to fill the vacancy at any time.

ARTICLE 22: DISCIPLINE

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 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 infraction 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.

ARTICLE 23: AUDITOR

The accounts of the Club & League shall be audited annually, and the correctness of the Financial Statement ascertained by the Auditor, who shall be an accredited accountant.

ARTICLE 24: FISCAL YEAR

The fiscal year of the Club & League shall run from each January 1st to the following December 31st.

ARTICLE 25: COMMITTEES

The Executive may constitute Standing or Other Committees as it deems necessary for the efficient administration of its affairs. The President shall be an ex-officio member of all committees.

ARTICLE 26: LAWS OF THE GAME

The League shall support and maintain the principles of the Laws of the Game as established by FIFA, except as provided herein to accommodate differences established by the OSA, the District Association and the League due to age, climatic conditions or local custom. The League "Rules of Play" are included in the "Policy Manual" and shall be reviewed annually by the Executive. Changes shall come into effect in the playing season immediately following their adoption. Adopted/modified rules may not be revised for a period of six (6) months unless by unanimous consent of the Executive Committee.

ARTICLE 27: POLICY MANUAL

The Executive Committee may impose such other policies, rules and regulatory measures as it deems necessary for the promotion and development of soccer and the efficient administration of the Club & League and/or the playing structure of the game within the jurisdiction of the Club & League. Such policies, rules, and regulatory measures (herein after referred to as policies) shall be recorded, numbered and dated by the Secretary in a "Policy Manual".

Such policies may be imposed or amended by the Executive at any Executive Committee Meeting by a simple majority. The policy becomes effective at the conclusion of the meeting, unless the motion specifies otherwise. The adopted policy may not be revised for a period of six (6) months unless by unanimous consent of the Executive Committee.

ARTICLE 28: AMENDMENTS TO THE CONSTITUTION

Amendments to the Constitution shall be made only at the Annual General Meeting or at a Special General Meeting called for that purpose.

A Special General Meeting of the League may be called by the President or by the Executive by its own motion. Only the business set out in the notice to the Special General Meeting shall be considered.

All proposed amendments to the constitution shall be made in writing to the secretary at least twenty one (21) days before the date of the meeting at which they are to be dealt with. Copies of the amendments shall be available at the office fourteen (14) days prior to the AGM or a Special General Meeting called to deal with such amendments.

All amendments to the Constitution become effective at the conclusion of the meeting called to deal with such amendments, unless the motion of amendment specifies otherwise. Amendments incorporated into the constitution may not be revised for a period of six (6) months.

ARTICLE 29: INDEMNITY

Members of the Executive or other servants to the League, their heirs, executors, administrators and estate shall be indemnified and saved harmless at all times by the Sault Youth Soccer Club& League against all costs, losses and expenses incurred by them respectively in or about the discharge of their respective duties except such as happens from their own respective willful neglect or default.

ARTICLE 30: HARASSMENT

The League shall adhere to the Harassment Policy approved by the OSA. The Harassment Policy shall apply to all employees, directors, volunteers, coaches, players and registrants of the Sault Youth Soccer Club & League. Harassment is defined as any comment, conduct or gesture directed toward an individual or group of individuals which is insulting, intimidating, humiliating, malicious, degrading or offensive. It includes but is not limited to sexual harassment.

ARTICLE 31: APPEALS

  1. Any Member or registrant of the Club directly affected by a decision of the Club may appeal such decision. The denial or termination of Membership in the Club may be appealed by a non-Member.
  2. A decision of the Club may be appealed to the District Association with which the Club is affiliated. The appeal shall be conducted in accordance with the OSA's and District Association's published rules.
  3. An individual shall not appeal a decision made by the Executive regarding appointments or revocation of an appointment to any coach or administrator position within the Club's operations except where the selection or revocation process outlined in the Clubs published rules has not been followed.
  4. Club decisions regarding a player’s team assignment or a player’s age eligibility shall not be appealed.

ARTICLE 32: DISPUTE RESOLUTION

The Club shall adhere to the Dispute Resolution process as published and approved by the OSA from time to time.

Any Member of the Club may initiate the Dispute Resolution process by communicating in writing to the OSA with a copy to the Club and District Association, the nature and facts of the dispute. The OSA at its discretion may proceed with the Dispute Resolution process by assigning one or more neutral persons to the dispute.

The Dispute Resolution process shall not be used for game discipline which follows the normal discipline and appeals process.

The Club shall make available to any Member the Dispute Resolution process when requested.

ARTICLE 33: REMOVAL OF A DIRECTOR

No Member of the Executive shall be removed for arbitrary reasons but may be removed if:

  1. The Director is unable to perform the duties expected of the position due to, but not limited to, any of the following reasons:
    1. Becomes incapable of performing the business of the Club
    2. Absent from three (3) meetings of the Board without satisfactory reason.
    3. No longer resides in reasonable proximity to the Club
    4. Becomes or is discovered to be an undischarged bankrupt.
  2. The Director has compromised the integrity of the Club to, but not limited to, any of the following reasons:
    1. Has been found guilty of an offence under the Harassment Policy of the OSA
    2. Has been found guilty of an offense involving violence under the Discipline Policy of the OSA
    3. Has failed to properly account for monies or other property belonging to the Club
    4. Has been found guilty of a criminal offence regardless of whether or not the offence directly affected the Club.

A Member of the Executive holding his/her respective position may be removed from office for good and sufficient cause by 2/3's vote of the Executive present provided notice to remove the Director has been given to all the Executive. If the Director is removed by the Executive, the Executive may appoint a successor to the position for the remainder of the term being filled.

A Member of the Executive 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 Executive Member has been given to persons entitled to attend the meeting. If a Director is removed at a Members Meeting the members entitled to vote may elect a successor to fill the position held by the removed Director for the remainder of the term being filled.

ARTICLE 34: CONFLICT OF INTEREST

All voting members within the Sault Youth Soccer Club & League are subject to the Conflict of Interest Policy 21.0 in the OSA published rules.

A conflict of interest is a situation in which a Director of a governing organization has in relation to any matter coming before that organization a personal interest sufficient to influence or to appear to influence the objective.

In such situations the individual is required:

  1. To declare the conflict of interest and refrain from voting in question
  2. To absent himself or herself from the meeting at any time there is a discussion of the matter giving rise to the conflict
  3. To refrain from lobbying or participating in the decision making.


Created by: Michael Ter-Mikaelian -- Last updated:Oct 31, 2013