East Gwillimbury Soccer Club
By-Laws
Adopted by the Board of Directors
And Its’ Members
January 21, 2008
Table of Content
The rules and regulations contained in this by-law shall be observed in all proceedings of the club, its committee and sub-committee. Rules and regulations contained in this by-law may be suspended by a 2/3-majority vote of the members of the club present at the meeting.
(a) Open Meetings - All meetings must be open to the public.
(b) Closed Meetings - Not withstanding the section 2.1 a meeting is closed to the public
when matters being considered are security of the board, personal matters about any individual,
property matters and legal matters
(c) No Quorum - If ½ hour after the time appointed for a meeting, there is no quorum the
recording secretary shall record the name of all of those present and the meeting shall be
adjourned until the date of the next regular meeting or special meeting.
It shall be the duty of the chair:
· To put to a vote all motions which are regularly moved and seconded and announce its results.
· To decline to put to a vote motions which infringe the rules of procedures.
· To restrain members within the rules of order when engaged in debate.
· To enforce in all occasions the observance of order and the decorum among the members.
· To call by name any members persisting in breech of the procedures, orderinghim/her to vacate the meeting room.
· To rule on all questions of order at the meeting subject to an appeal by a member.
· If a member challenges the rule of the Chair the matter shall be put to a vote by
the chair without debate if the challenge is successful by receiving majority vote the decision of the chair is overturned.
Any code of conduct or ethics applicable to members of the club shall apply during any meeting of the club.
No member shall:
· Use offensive words against the club or any of its members.
· Speak on any subject other than the subject in debate.
· Criticize any decision of the club, except for the purpose of moving a motion for the question to be reconsidered.
· Disobey the rules of the club or a decision of the club. Where a member persist in any such disobedience after having been called by the Chair, the Chair shall forthwith put the question to the members without debate or amendment that such member be ordered to leave his/her seat for the duration of the meeting.
· Disclose any information that is deemed to be confidential pursuant to matters discussed as outlined in section 14.2.
Minutes of all meetings shall be approved at the next meeting.
Shall be the duty of the secretary to email or deliver to each member with the agenda and the minutes of previous meeting. Prior to each meeting the secretary or appointee shall prepare the agenda for such meeting. Any member can request matters to be placed in the agenda through the secretary or appointee.
As soon as a regular meeting is called to order and the agenda has been confirmed, the chair shall ask if there is any objector to the minutes of the previous meetings and shall forthwith after any approved corrections declare that the club adopt such minutes.
Deputation may address the club or committees on any items listed the agenda without prior notice.
Deputation on other matters should be requested in writing and placed on the agenda.
The club may refuse to hear deputation’s that are not in keeping with the scope of the club or it is deemed irrelevant.
Deputation shall not be more than 10 minutes in duration unless approved by 2/3-majority vote of the members present at the meeting.
If a member arrives late at the meeting, any prior discussions shall not be reviewed without the unanimous consent of all the members present.
Every motion shall be read aloud and when duly moved and seconded shall be open for discussion. A motion may be withdrawn with consent of the mover and seconder. The Chair may not move or second a motion but may vote on any motion, in the event of a tie.
The chair may appoint a member to proceed in a place and vacate the chair to move or second a motion. The chair will be resumed after a vote has been taken.
Where a matter has been tabled, it may not be discussed until such matter is brought back to a future meeting.
Decision made by the Board via email shall be recorded at the next board meeting.
Every member present at the meeting shall vote on any motion. If a member refuses to vote such shall be considered in the negative (opposed to the motion), unless a member has declared a conflict.
Vote shall be indicated by a simple show of hand.
When a recorded vote is requested or required the secretary shall call each member individually to state his/her vote either in favor or in opposition of the motion. The vote of each member shall be so recorded in the minutes.
Any member can request a recorded vote on any motion.
When a motion is made and upon the request of a member and provided that the Chairs is satisfied that the question under consideration contains distinct proposal, the vote can be taken separately on each distinct aspect of the motion. When a motion is under consideration, a motion to defer or to refer will take precedence.
An amendment to a motion duly moved and seconded shall be heard first and an amendment to the amendment shall be heard and voted upon as a reverse order (the last amendment or amendment to an amendment shall always be discussed first).
One or more report items on a meeting agenda may be adopted in a single motion. A motion to refer or defer a matter shall include the reason for such referral or deferral.
The Chair shall recognize a member who requests to speak on any questions. If necessary the Chair shall maintain a list of members who indicated the wish to speak and shall recognize them as they appear on such a list.
No member shall speak more than one until every member who decides to speak, has spoken.
When a member is speaking no other member shall interfere or interrupt, except to raise a point of order or a point of personal privilege.
A member may speak to the same question for a maximum of five minutes, unless an exception has been made by the 2/3-majority vote.
No member shall speak until recognized by the Chair. No member shall engage in direct debate with other members. Any questions that a member wishes to ask of another member shall always be asked through the Chair.
The Chair may not allow any questions that have been asked if such question be substantially the same as previous questions that have already been answered.
If a matter has been considered b the Board or Committee and the decision has been made, such shall not be reconsidered for the next four regular meetings of the club unless there is a majority vote of all members of the club whether they are present or not.
A member may interrupt the person who has the floor to raise a point of order when such member feels that there has been a deviation or departure from the rules of procedure. The Chair will rule if such point of order or privilege is valid and such rule should be final unless the Chair decision is challenged in which case such will put to vote of all members without questions or debate.
A member may raise, at any time, a point of personal privilege where such member feels that is his/her integrity or that of the club has been questioned. The Chair shall rule on such a point in the same manner as outlined in Reconsideration of Matter.
No member after having declared an interest on any matter may move or second vote or participate on any discussion of such matter.
All meetings shall be held in a place as designated by the club or when necessary any alternative location and such shall be clearly indicated on the meeting agenda.
The Chair may expel or exclude from the meeting any person, who, in the opinion of the Chair has behaved improperly or distracted the proper conduct of the meeting.
Standard format by the club.
The duties of the President, Secretary and Treasurer are defined in the Constitution whereas the following shall define other board of director positions.
Equipment Director
The Equipment Director shall:
· Follow the Board's directions for equipment and uniform needs; research and compare prices (minimum 3 quotes where necessary) and quality of products; present options; purchase based on Board approval
· Be responsible for the purchase of all Trophies, awards and Sponsor plaques based on Board approval.
· Oversee distribution of equipment and maintain equipment inventory
· Attend all Annual General Meetings, Special General Meetings, meetings of the Full Board of Directors
Sponsorship Director
The Sponsorship Director shall:
· Solicit possible businesses and organizations to sponsor East Gwillimbury Soccer Club
· Be responsible for communications with sponsors
· Prepare and maintain all necessary documentation, co-ordinate with Club Administrator and various Board members
· Attend all Annual General Meetings, Special General Meetings, meetings of the Full Board of Directors
Director of House League
The Director of House League shall:
· Promote, co-ordinate and organize recreational teams as necessary, at various age groups, to ensure that the Club has made its best effort to provide a program to fulfill the needs of the recreational soccer player in the community
· Balance all calibre of all recreational teams, if required within the first week of games of the season
· Maintain records as required
· Be responsible for the assignment and balancing of players to teams, with the assistance of other Board members or division convenors
· Attend all Annual General Meetings, Special General Meetings, meetings of the Full Board of Directors
The membership is the decision-making body. The membership meets at least once a year at its Annual General Meeting. When necessary a Special General Meeting of the Membership may be held.
The membership is responsible for:
· The structure of the EGSC
· The direction of the EGSC
· The Constitution of the EGSC
· The election of the EGSC officers
· Ratifying the business conducted by the Board of Directors
The club’s fiscal year ends on October 31st
The Club shall annually submit its Club Constitution or Club By-Law to its District Association, which shall be responsible for ensuring compliance with Club Policy 2.1 by each of its Member Clubs.
The Club shall be required to submit any amendments to its Club Constitution or Club By-Law to its District Association within 60 days after the Club’s General Meeting at which the amendments were approved.
Competitive Teams
The official name for all teams will be `Talons'.
The official colours of the EGSC shall be:
Red shirts
White numbers
Red socks
Navy Shorts
The official Alternate colours of the EGSC shall be:
Blue shirts
White numbers
Blue socks
Red shorts
The Club will, on shirts/shorts and socks, make the use of Red/White/Blue or Black (if required) as a trimming colour, but will not exceed more than 25% of the total uniform.
The Club based on the noted criteria must approve all uniforms that are used by the teams; no exceptions will be allowed unless the Board agrees to such changes.
All uniforms will carry the EGSC official LOGO. All uniforms (shirts, shorts, tracksuits etc.) that are used will be exactly the same for each competitive age group representing EGSC.
There will be no exceptions to team uniforms, color, or design and all selections will be maintained for a minimum of two complete seasons.
All other uniform apparel shall be blue, with trimming colours of Red/White; trimming colours will not exceed 25% in total.
The Board of Directors shall approve all other uniform apparel, NO changes to the above criteria will be allowed, unless the Board agrees to such changes.
All sponsors donating money to EGSC will be issued an official receipt. Any sponsor can expect to see their companies name or logo on team shirts
The Club will not guarantee printing company LOGO after March 26 of each year.
All sponsors donating money to any EGSC competitive team will be funnelled through the EGSC via the Treasurer. In doing so, EGSC will issue an official receipt to the donating party. Failing to follow this procedure may result in disciplinary action against the team officials. All money received will be deposited in a single account and a cheque will be re-issued to each respective team less the sponsorship fee.
Club Administrator
The Club Administrator shall be a hired position and place under contract by the club for a term of one year. The Club through the Board of Directors shall appoint the Club Administrator having no voting rights. The Board of Directors will determine the number of hours of work at budget time. The following are some duties of the Club Administrator:
(a) Will report directly to the Club Secretary
(b) Will perform specified tasks as deemed necessary by the Board of Directors
Club Accountant/bookkeeper
The Club Accountant/bookkeeper shall be a hired position and placed under contract by the club for a term of one year. The Club through the Board of Directors shall appoint the Club Accountant/bookkeeper having no voting rights. The Board of Directors will determine the number of hours of work at budget time. The following are some duties of the Club Accountant/bookkeeper:
(a) Will report directly to the Club Treasurer
(b) Will perform specified tasks as deemed necessary by the Board of Directors
The East Gwillimbury Soccer Club will publish and/or provided details of club activities and special events for the upcoming season through its' web site and or newsletter.
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