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| GYSC
CONSTITUTION (Updated July 2010)
GLANBROOK YOUTH SOCCER CLUB INC. Founded by Binbrook Optimist
Club in 1980
CONSTITUTION AND BY-LAWS. SECTION I NAME a) The Club shall be known as the “Glanbrook Youth Soccer Club Inc.”, operating as Ontario 923372, hereinafter called “The Club”. b) The Club is located at the Glanbrook Sports Park, 4300 Binbrook Rd. West, Binbrook. (Mailing address: P.O. Box 95, Binbrook, Ont. L0R 1C0.) c) The Club shall be
affiliated with the Hamilton & District Soccer Association.
SECTION II OBJECTIVE To promote, develop and govern soccer and provide scheduled competition among the players who make up The Club. SECTION III FEES To be determined by the Executive in office for each year. SECTION IV MEMBERSHIP All Members must properly registered on a Club registration form, have paid their fees for the current year, and must abide by the Club Constitution and By-Laws. Categories of Membership The categories of membership in The Club shall be: A) Youth Member, 17 years of age or younger, and a registered player on a Club team. B) Adult Member, 18 years
of age or over, and:
Although a Member may qualify for membership under more than one of the above categories and be registered under more than one category, the Member holds only one membership in The Club. One Parent Membership is permitted for one or more Youth Members in a family. Only Adult Members in good standing may vote at any membership meeting of The Club. Discipline of a Member A mMember may be fined, censured, suspended or expelled from Membership for cause and only after charges have been laid in accordance with The Club’s published rules and a hearing held in accordance with The Club’s and the 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 infractions is governed in accordance with the procedures published by the OSA. Termination of Membership Membership in The Club shall
be deemed to have been terminated:
A Member may be expelled
by a majority decision of the Executive Committee at any time without refund
of fees, where it is deemed to be in the best interests of The Club to
do so at a hearing to which the Member is entitled to attend.
The Club shall adhere to
the Dispute Resolution process as published and approved by the OSA from
time to time.
Appeals 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.
An individual shall not appeal a decision made by the Executive Committee regarding the appointment, non-appointment, re-appointment or revocation of an appointment of an individual to any coach or administrator position within The Club’s operations, except where the selection, appointment and revocation process outlined in The Club’s published rules has not been followed. An individual shall not appeal a decision made by the Club regarding a player’s team assignment. Harassment The Club shall adhere to
the Harassment Policy as published and approved by the OSA from time to
time.
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. The Club shall make available
to any Member the Harassment Policy when requested.
SECTION V EXECUTIVE COMMITTEE The affairs and business of The Club shall be governed and conducted by an Executive Committee consisting of the following: a) President
Members of the Executive Committee or other servants to The Club, their heirs, executors, administrators and estate and effects respectively shall be indemnified and saved harmless at all times by The Club 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. SECTION VI DUTIES OF THE EXECUTIVE COMMITTEE MEMBERS a) The President shall preside at all Executive, General and Special Meetings of The Club, unless he delegates that responsibility. Shall have a casting vote, to be given only in the event of a tie vote amongst those with voting rights. Shall be an ex officio member of all committees under the jurisdiction of The Club. Shall act as spokesperson for The Club at all times, unless he delegates that responsibility. Shall act as a signing officer. b) The Vice President shall perform such duties as are assigned by the President and substitute for him as necessary. Shall also be responsible for coaches, referees, clinics, grounds etc. through the Coordinators and Directorships. Shall act as signing officer to the President or Treasurer. c) The Secretary / Registrar shall give notice of all meetings and keep minutes. Shall be responsible for all duties regarding correspondence. Shall be responsible for setting up registration day(s) for all the players under the jurisdiction of The Club. Shall be responsible for keeping up to date player and team registration records. d) The Treasurer shall keep full and accurate records of all receipts and disbursements, monies received to the credit of The Club, the Club bank account. Shall act as a Prime signing officer with a co-signer. e) The Head Coach shall be responsible for ensuring that all coaches and their assistants are properly registered. Shall be responsible for clinics to ensure that coaches obtain the necessary certification. f) The Head Referees shall be responsible for ensuring that all referees are properly registered. Shall be responsible for clinics to ensure that referees obtain the necessary certification. g) The Directors shall
perform such duties as are assigned to them.
h) The immediate Past President shall be a member of the Executive following completion of his last term of office. i) Each member of the Executive Committee shall comply with the provisions of the OSA Conflict of Interest Policy SECTION VII NOMINATION AND ELECTION TO OFFICE a) A Nominating Committee shall be formed one month prior to the end of the season. To consist of three active Voting Members who will not be seeking office for the following year. b) The Nominating Committee
shall canvass active Voting Members and propose a slate of nominations
in advance of the Annual General Meeting.
d) Any active Voting Member is eligible for nomination and election to the Executive Committee. e) An active Voting Member must have served a minimum of two immediate past terms of office as a Director prior to being eligible for election to the office of President, Vice President, Secretary / Registrar or Treasurer. f) Nominations and elections for positions open shall be held in the order of the positions listed in the Constitution. g) Election shall be by secret ballot, but in the event only one candidate is nominated, no vote is required and the nominated candidate shall be declared elected by acclamation. h) A majority of the votes cast shall be required to elect Officers and Directors. In the event no candidate receives a majority, the candidate with the least votes shall be dropped from the ballot and another vote shall be held. i) The Chairman of the Nominating Committee shall conduct the Election. j) In the event that a President is not elected at the Annual General Meeting, the incoming Executive may appoint a Chairman from within, to oversee the Executive Committee and the affairs of The Club. SECTION VIII TENURE OF OFFICE A member of the Executive Committee shall serve for a term of two years or until his or her successor is elected or appointed. The positions of President,
Secretary/Registrar, Head Coach, Director-Fundraising, Director-League
Convenor and Director-Discipline shall be elected in even numbered years
while the positions of Vice-President, Treasurer, Head Referee, Director-Equipment
Manager, Director-Statistician and Director-at-Large shall be elected in
odd numbered years.
A member of the Executive Committee has the right to resign her or his position by submitting a signed letter of resignation to The Club. A vacancy caused by death, or resignation which has been accepted by the Executive Committee, shall be filled by a majority vote of the Executive. The successor shall hold the incumbent's position(s) for the remainder of the term being filled. A member of the Executive may be removed from office by a 2/3’s vote of the Executive Committee, following a hearing by the Executive Committee at which the member is entitled to attend, if the member is unable to perform the duties expected of the position (including missing three consecutive meetings) or if the member has compromised the integrity of The Club SECTION X EXECUTIVE COMMITTEE MEETINGS Meetings of the Executive shall be held once a month. Special Meetings may be called at any time. A quorum shall consist of a Simple majority of the Executive. SECTION XI GENERAL MEETINGS. Each Voting Members will be entitled to one vote at any General Meeting of The Club. Voting by proxy is not permitted. Any question shall be decided by a majority of the votes unless otherwise required by this By-Law or other law. Any member acting in a manner deemed by the Executive to be unsatisfactory to the General Meeting, the Executive shall have the power to expel from the meeting. Questions arising at the General meeting shall be decided by majority vote. The raising of a hand is sufficient unless the Chairman agrees to a secret ballot. SECTION XII ANNUAL GENERAL MEETING Shall be held at a convenient
date in September at which Executive members whose term is up shall vacate
their positions. These positions shall be open for nominations. All outgoing
members are obliged to hand over all files, books and records etc that
have been
Notice shall be given to all Members at least 30 days in advance. Notice shall be by any one or a combination of a) e-mail, b) notice on The Club website, and c) posting at the Clubhouse. Ten (10) Voting Members or 25% of the Voting Membership, whichever is less, shall form a quorum at an Annual General Meeting of The Club. SECTION XIII AGENDA FOR ANNUAL GENERAL MEETING. a) Roll Call
SECTION XIV SPECIAL GENERAL MEETING The Executive may whenever they see fit, and shall upon requisition in writing by stwenty-five or more Voting Members, convene a Special General Meeting. The requisition shall state the nature of the business to be discussed and shall be in the hands of the Secretary at the earliest possible date. No business other than that for which the meeting was called shall be transacted or discussed. The Executive must call such Special General Meeting within 45 days of receipt of the requisition, and must notify all Members at least 14 days prior to the meeting. Notice shall be by any one or a combination of : a) e-mail, b) notice on The Club website, and c) posting at the Clubhouse. Twenty-Five (25) Voting Members or 25% of the Voting Membership, whichever is less, shall form a quorum at a Special General Meeting of The Club. SECTION XV PROCEDURES GOVERNING MEETINGS All meetings of The Club shall be conducted in accordance with the most recently published Robert's Rules of Order Newly Revised except as may be otherwise stipulated in this By-Law or other Rules and Regulations of The Club. SECTION XVI CONSTITUTIONAL AMENDMENTS a) Amendments can proposed by any Voting Member of The Club or by the Executive Committee. b) Proposed changes to the Constitution must be submitted in writing to The Club (Secretary) no later than September 15th. Proposed changes will be reviewed by the Executive and forwarded to the Annual General Meeting with a recommendation from the Executive. c) Members will be notified of proposed changes from the Executive Committee and such proposals will be posted on The Club website at least 14 days prior to the Annual General Meeting d) Amendments to the Constitution shall require a 2/3 vote of the accredited voters present. e) Copy of the Constitution and By Laws will be available at all AGMs. Current copy will be available at the Clubhouse at all times. SECTION XVII RULES AND REGULATIONS The Executive Committee may approve and publish Rules and Regulations which are not inconsistent with this Constitution and are not inconsistent with the Rules and Regulations of a higher level governing organization. Amendments to the Rules and
Regulations may be made by a majority vote of the Executive Committee or
the Members at a General Meeting.
The accounts of The Club
will be audited annually, as required by OSA Policy, by an auditor
appointed by the Members at the previous Annual General Meeting, based
on a defined fiscal year end of September 30th. The fiscal report will
be presented to the Membership at the Annual General Meeting.
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Glanbrook
Youth Soccer Club