Please see the Proposed Changes to the CLMSA Constitution and Bylaws. They will be voted on at the Annual General Meeting on Oct 7 2014.
Current CLMSA Constitution and Bylaws:
ARTICLE ONE: Name
The name of this society shall be “COLD LAKE MINOR SOCCER ASSOCIATION” (C.L.M.S.A.), hereinafter referred to as the “Association”.
ARTICLE TWO: Objectives
The objectives of the Association are:
A) To foster and develop recreational and competitive soccer in Cold Lake, hereinafter referred to as the “Community”.
B) To serve as the regulatory and governing body for minor soccer in the Community.
C) To organize teams, league schedules and tournaments.
D) To select representative teams from the Community to compete in District Championships.
E) To promote the Alberta Soccer Association (A.S.A.) development programs for officials, players, coaches and parents.
F) To represent the interests of the Community at the Lakeland District Soccer Association (L.D.S.A.).
G) To register all soccer players, coaches, and officials in the Community, in accordance with A.S.A. guidelines.
H) To ensure compliance with the laws of soccer and promote an attitude of sportsmanship and fair play.
ARTICLE THREE: Affiliation
The Association shall be affiliated with, and under the jurisdiction of, the L.D.S.A., and shall be subject to the rules and regulations of that body.
ARTICLE FOUR: Community Boundaries
The boundaries in which the players can be recruited will be as determined from time to time by the L.D.S.A. Board of Directors. Coaches and referees may come from outside, as well as inside the boundary.
Player/team registration dollars always accrues to the Community in which the player/team is domiciled (unless the community of domicile does not offer a program for that player/team) even if the player/team plays in another communities league. It is the responsibility of the player/team who wishes to play outside the community of domicile to obtain permission from both communities involved.
ARTICLE FIVE: Definitions
Terms used in this constitution are defined as follows:
A) Mini Soccer – shall refer to all soccer players between the ages of five (5) and nine (10) years of age inclusive.
B) Youth Soccer – shall refer to all soccer players between the ages of ten (11) and nineteen (18) years of age inclusive.
C) Senior Soccer – shall refer to all soccer players nineteen (19) years of age and over.
D) Birth Date – the age of a soccer player shall be determined as of December 3l of the current soccer season.
E) District – shall refer to the area governed by the Lakeland District Soccer Association, and whose membership consists of the A.S.A. sanctioned Community Soccer Associations.
F) Community Soccer Association – shall refer to the local soccer associations that are formed by the local communities to promote the game of soccer.
ARTICLE SIX: Membership
Membership in the Association is open to all parents or guardians of registered players, to team coaches and managers, and to other adults who actively participate in programs of the Association.
ARTICLE SEVEN: Meetings
This Association shall hold an Annual General Meeting in September of each year, of which, due notice shall be given to all members. At this meeting there shall be elected all officers and directors of the Association. The officers and directors so elected shall form the Executive, and shall serve until their successors are elected and installed. Any vacancy occurring during the year shall be filled at the next general meeting, provided it is so stated in the notice calling such a meeting. The Executive (defined in Article Nine) shall appoint a member to temporarily fill the vacant position until the next general meeting. Any member in good standing shall be eligible to any office in the Association.
- Any officer, director or member can be removed by special resolution for any cause that the Association may deem reasonable.
- The President may call meetings of the Association at any time by notice by phone, or in writing to the last known address of each member, delivered at least eight days prior to the date of such a meeting.
- A special meeting shall be called by the President upon receipt by him /her of a petition signed by one-third of the members in good standing, setting forth the reasons for calling such a meeting. Notice of such meeting shall be by phone or in writing to the last known address of each member, delivered at least eight days prior to the date of such a meeting.
- Executive meetings shall be held at least once every six weeks. A meeting must be held in both April and September. A quorum of at least fifty-percent (50%) of the officers or four (4) officers whichever is greater, is required.
- If a quorum is not present at a duly called executive meeting, the meeting shall be rescheduled fourteen (14) days later at the same time and place. Three (3) members, in good standing and who are in attendance, shall constitute a proper quorum.
ARTICLE EIGHT: Voting
A) Annual General Meeting – all members of legal voting age in attendance shall have one vote.
B) General Meetings – Executive Officers, committee appointees and two representatives from each team shall have one vote each.
C) Executive Meetings – only the Executive Officers shall have one vote each.
D) Proxy votes are not permitted at any meeting.
E) A simple majority vote will decide any motion.
F) The President shall not normally vote, except when the vote is tied, then the President shall cast a deciding vote.
G) If an officer holds two or more executive positions he will have only one vote at executive meetings.
H) If two individuals share the same office only one can vote at each executive meeting.
ARTICLE NINE: Executive Officers
The Association Officers shall be known collectively as The Executive, which shall consist of the following officers:
E) Mini Soccer Director – South (U6-U8)
F) Mini Soccer Director – North (U6-U8)
G) Developmental Soccer Director (U10-U12)
H) Youth Soccer Director – Boys
I) Youth Soccer Director – Girls
J) Director of Officials
K) Technical Assistant (Head Coach)
L) Registration and Publicity Committee Chair
M) Equipment Committee Chair
N) Bingo and Fundraising Committee Chair
O) Facilities Committee Chair
- Each officer is to be elected at an appropriate Annual General Meeting (A.G.M.)
- No person shall hold more than one of the first four executive offices, namely President, Vice-president, Treasurer, and Secretary. An officer holding one of the first four executive offices, if elected to another of the first four executive offices, shall resign the former office.
- Terms of Office: The executive officers will hold their respective positions for a term of two (2) years from the date of the AGM at which they were elected. The President, Treasurer, Mini Soccer Director – South, Youth Soccer Director – Boys, Director of Officials, Technical Assistant, Equipment Committee Chair, and Facilities Committee Chair will be elected even years, while the remainder will be elected odd years.
ARTICLE TEN: Elections
An Elections Officer, appointed by the Executive, shall preside over that portion of the AGM during which the election of Association Officers takes place.
An election is to be conducted as follows:
A) Any member in attendance may nominate any other member, present or absent, for any executive office open for election.
B) Nominees absent from the AGM shall provide written consent to allow their names to stand. The Elections Officer is to have received any consent document, signed by the nominee, prior to or at the AGM
C) A nomination shall have a seconder.
D) The Elections Officer is sole arbiter in matters concerning the election at hand and shall ensure compliance with proper procedure. The Elections Officer shall make arrangements for tabulating the results of all ballots taken.
E) The Elections Officer, as Chairman of the Elections Committee, may appoint members to that committee, as required. Neither the Elections Officer nor any members of the Elections Committee are eligible for nomination as a candidate for election.
ARTICLE ELEVEN: The Executive
Responsibilities – The Executive shall be responsible for the day to day administration and affairs management of the Association and shall act in accordance with the policies established within the framework of this constitution.
A) The Executive shall have the power to make rules, regulations and arrangements in all matters of business, duties and management not already herein expressly provided.
B) The Executive shall have the power to appoint a member of this Association to fill any vacancy that may occur in its Offices. Such appointment shall be valid for the remainder of the “term of office” for each office vacated. If the President’s office is vacated the Vice-president will automatically become President and a new Vice-president shall be appointed.
C) The executive shall have the power to appoint members of the Association to any non-executive utility position deemed necessary. Examples are Public Relations Representative, Tournament Coordinator.
D) The elected officers of the Executive shall have the power to remove from a position or any office, any person previously appointed to that office. This requires, however, the unanimous approval by vote of the elected officers.
E) The Executive shall have the power to expend funds for purchase of equipment, facilities and services required by the Association. At all times, the Executive shall be cognizant of the amount of all moneys available, actual and anticipated, and shall not approve a budget or make expenditures which will ultimately create a deficit. Any expenditure budgeted for a specific purpose, such as a tournament, may be controlled by the tournament coordinator. Any non-budgeted item in excess of fifty dollars ($50.00) is to be approved by the Executive.
ARTICLE TWELVE: Duties of Officers
- President – The President shall preside over all meetings, decide all questions of order, and announce the results of voting (except as directed in article Ten – Elections). The President shall neither move or second any motions or amendments thereto. The President also shall represent the Association whenever required. The President, in the absence of the Treasurer, or if the Treasurer’s position is vacant, shall assume all of the duties of the Treasurer.
- Vice-president – The Vice-president, in the absence of the President, shall assume all the duties of the President. The Vice-president also shall chair the Discipline Committee.
- Secretary – The Secretary shall keep a record of proceedings and decisions of all meetings of the Association. The Secretary shall also maintain a file in chronological order of all incoming and outgoing correspondence. The Secretary shall also be responsible for producing and distributing routine letters of a recurring nature or as directed by the President.
- Treasurer – The Treasurer shall be the custodian of all moneys belonging to the Association. He/she shall keep such moneys in a bank accountand maintain a ledger showing all receipts and payments. The Treasurer shall prepare periodic reports as required and an annual financial statement for the AGM.
Funds may be released only on the approval of the Executive and then only by cheques bearing the signatures of at least two of the following Executive Officers: President, Vice-president, Secretary, Treasurer, one of which must be the Treasurer.
The Treasurer shall provide at all Executive Meetings, and to all in attendance, a statement itemizing all expenditures made since the previous statement was issued.
In compliance with Alberta Gaming Commission regulations, moneys raised from bingo will be kept in a separate bingo account. The Bingo and Fundraising Committee Chair will administer these funds and shall keep such moneys in a separate bank account and maintain a ledger showing all receipts and payments. Funds from the bingo account can only be released for specific purposes as defined in the license, on the approval of the Executive and then only by cheques bearing the signatures of at least two members of the Bingo and Fundraising Committee.
NOTE: Audits – These accounts are to be audited prior to, but not earlier than three weeks before the date of the AGM by an auditor appointed by the Executive.
Mini Soccer and Youth Soccer Directors – The Directors of Mini Soccer and Youth Soccer shall be responsible for the following:
A) Liaison between parents, coaches and players in his/her division and the Executive. Attends all Association meetings.
B) Primary contact for coaches in division. Distributes information to, and holds meetings with coaches, as required.
C) Solicits coaches from parents of players registered in division. Makes coach selection for each team in division. Preference is given to coaches of previous year, qualifications and previous experience.
D) Forms teams in conjunction with coaches. Primary objective is to create balanced teams with respect to skill and experience.
E) Prepares schedules in conjunction with District director.
F) Attends as many games as possible, is on-site Association representative.
G) Follows through on situations requiring corrective action, i.e., lack of referees, inadequate field conditions/lining, teams late or not showing up, need for additional uniforms/equipment
H) Promotes fair play, sportsmanship and respect for teammates, opponents and officials.
The Director of Officials – The Director of Officials shall be responsible for the following:
A) Development, assessment and monitoring of officials within the Community.
B) Monitoring and evaluating officials to encourage a high standard of officiating.
C) Ensuring that all officials are registered with the District.
D) Scheduling of officials for league, tournament and exhibition games.
ARTICLE THIRTEEN: Discipline Committee
- The membership of the Discipline Committee shall consist of the Vice-president, an official at large, the Director (of the appropriate age division), and the Director of Officials. The Vice-president shall call and chair all hearings of the Discipline Committee. If the Vice-president is unable to chair a discipline hearing, the President shall assume the chair responsibilities.
- The Chairman will keep an accurate record of the reasons for the game ejection, the disciplinary action taken, and the written notification to the players, coaches, and/or Officials involved as well as to each of the District members.
- The Discipline Committee may, at a hearing or appeal, receive and base its decision upon additional evidence adduced at the hearing or appeal, and considered by it to be credible or trustworthy in the circumstances of each case.
- The Discipline Committee may hear an appeal by a player, coach, or player who have had a discipline hearing at the community level and disagree with the decision.
ARTICLE FOURTEEN: Remuneration and/or Expenses
- Unless authorized at any Association meeting, no officer, director, or member of the Association shall receive any remuneration for his/her services.
- Reimbursement of expenses necessarily incurred on behalf of the Association may be paid to a member or officer when approved at a general meeting on submission of receipts.
ARTICLE FIFTEEN: Amendments
- Proposed amendments to this constitution may be made through written notice of motion submitted to the Secretary not later than 30 days prior to the AGM. At least 14 days prior to the AGM, the Secretary/President shall give notice of all proposed changes or amendments to this constitution to each coach or manager of each team.
- Proposals for amendments or changes to this Constitution will be put to a vote at the AGM and, in order to pass, must be carried by a majority vote of two-thirds of those present who are eligible to vote.
- Amendments or changes to this Constitution come into effect when registered with the Society’s Branch.
ARTICLE SIXTEEN: Dissolution of the Association
In the event that the Association is no longer active, any moneys accumulated by the Association shall be held in trust by the L.D.S.A. for a period of five years. In the five-year period, the L.D.S.A. shall do all it can to reactivate the Association. If at the end of the five-year period, the Association is not reactivated, the moneys held in trust by the L.D.S.A. shall be used by the L.D.S.A. to promote soccer in the Lakeland District.
ARTICLE SEVENTEEN: Opportunity to Play in House League Competition
It is the aim of the Association to ensure the opportunity exists for each registered player to improve his or her soccer skills and participate equally in all house league team competitions. Generally speaking, the coach will play each team member for equal periods of time in each game regardless of player ability. However, this participation is subject to the interest, or lack of interest, shown on the part of the player.