SUR-DEL GIRLS SOCCER CLUB
CONSTITUTION AND BYLAWS
REVISED March 10, 2014
Table of Contents
Part 1 – Interpretation – 1
Part 2 – Membership – 2
- Territory – 2
- Conditions of Membership in Good Standing – 2
- Commencement and Term of Membership – 2
- Late Applications or Payments – 2
- Obligations of Membership – 3
- Expulsion, Suspension, or Barring of Members or Players – 3
- Notice of Expulsion or Suspension – 3
- Appeals of Expulsion or Suspension – 3
- Resignation of Members – 3
- Return of Fees – 4
- Effect of Expulsion, Suspension and Resignation on Member – 4
- Effect of Expulsion, Suspension and Resignation on Player – 4
Part 3 – Meetings of Members – 4
- Annual General Meetings – 4
- General Meetings – 4
- Notice of General Meetings – 4
- Written Notice of General Meetings to Amend Constitution or Bylaws – 5
- Effective Date for Amendments of Constitution or Bylaws – 5
- Special General Meetings – 5
- Amending Constitution or Bylaws – 5
- Voting Rights – 5
- Voting Procedures – 6
- Election of Officers and Directors – 6
- Chair of Meetings – 6
- Voting by the Chair – 6
Part 4 – Proceedings at General Meetings – 6
- The Annual General Meeting – 6
- Quorum for General Meetings – 7
Part 5 – Directors and Officers – 7
- Authority of the Directors – 7
- Use of Name and Mailing List – 7
- Powers of Appointment – 7
- Election of Directors and Officers – 8
- Elected Directors – 9
- First Directors – 9
- Nomination for Office – 9
- Duration of Directorships and Offices – 10
- Vacancies in Directors – 10
- Removal of Directors from Office by Directors – 10
- Removal of Directors from Office by Members – 10
- Committees – 11
- Nominees to South District – 11
- Appointment of Coaches -11
- Removal of Coaches; Managers, and Officials by Directors – 12
- Criminal Record Checks – 12
- Bursaries – 12
Part 6 – Proceedings of the Directors – 13
- Directors Meetings – 13
- Notice of Directors Meetings – 13
- Quorum at Directors Meetings – 13
- Chair of Directors Meetings – 13
- Voting Restrictions – 14
- Minutes of Directors Meetings – 14
Part 7 – Duties of Officers – 14
Part 8 – Seal – 14
Part 9 – Borrowing – 14
Part 10 – Finances – 14
Financial Institution for Society – 14
- Disbursements – 14
- Fund-Raising by Teams – 15
- Audit of Books and Records – 15
- Dissolution of Teams – 15
- Dissolution of Society – 15
- Payment of Members – 16
- Reimbursement of Members – 16
Part 11 – Notice to Members – 16
Part 12 – Bylaws – 16
Constitution of the Sur-Del Girls Soccer Club
- The name of the Society is Sur-Del Girls Soccer Club.
- The purpose(s) of the Society is (are)
a) to promote, develop and govern the game of soccer among female youth players located in the City of Surrey and the Municipality of Delta;
b) to organize amateur soccer, teams and tournaments;
c) to encourage the instruction, practice, enjoyment and advancement of soccer within a competitive framework;
d) to encourage sportsmanship and good citizenship;
e) to teach respect for: the laws of the game, the officials of the game, other players, and the laws of Canada
Bylaws of the Sur-Del Girls Soccer Club
Part 1 – Interpretation
1.1 In these bylaws, unless the context otherwise requires,
a) "Directors" means the Directors of the Society for the time being;
b) "Society Act" means the Society Act of the Province of British Columbia from time to time in force and all amendments to it;
c) "registered address" of a member means her address as recorded in the register of members;
d) "club" means the Sur-Del Girls Soccer Club formed and controlled by the Directors of the Society;
e) "soccer year" means the twelve months commencing August 1st of one calendar year, and ending on July 31st of the next calendar year.
f) "current soccer year" means the soccer year in progress at the time in question.
g) "A member in good standing" is: a parent or guardian, who has a daughter between the ages of five (5) and eighteen (18) enrolled in the club, or a player belonging to a women’s team registered with SurDel Girls Soccer Club whose current fees are paid in accordance with the club rules, and who is not suspended or expelled.
1.2 The definitions in the singular include the plural and vice versa; and, except for players, words importing a female person include a male person and a corporation.
Part 2 – Membership
2.1 Subject to the other bylaws herein, membership in the Society shall be open to all residents of the City of Surrey, Municipality of Delta, and all areas within the boundaries of the Society belonging to the South District Girls Soccer Association.
Conditions of membership in Good Standing
2.1.1 Society membership shall be open to all parents and guardians of legal age, who have completed, and had accepted by the Directors, the required application for membership, whose daughter(s) are between the ages of five (5) and eighteen (18), are registered to play in the Society, or a player belonging to a women’s team registered with SurDel Girls Soccer Club whose registration fees are paid in full, and who has not been suspended or expelled.
2.1.2 Society membership is open to those persons who are approved for membership by a resolution of the Directors of the Society.
Commencement and Term of Membership
2.2.1 Where the required application for membership is completed and approved, and registration fees are paid, for one soccer year, before August 1st of that soccer year, membership in the Society commences on August 1st of that soccer year and terminates on July 31st of that soccer year.
Late Applications or Payments
2.2.2 Where the required application is completed, or registration fees are paid, for a soccer year, after the start of the soccer year, and in respect of the current soccer year, membership commences with the payment of the registration fees and completion of the application, and terminates at the end of that current soccer year.
Obligations of Membership
2.3 All members shall uphold, observe and conform to the Constitution and Bylaws of the Society, and such Rules and Regulations and Guidelines as set forth from time to time by the Directors of the Society.
Expulsion Suspension, or Barring of Members or Players
2.4 The Directors shall have the power, by simple majority at a properly constituted Directors meeting, to expel or suspend, or refuse to register, or refuse to re-register, any member, or player, whose conduct has been determined by the Directors to have been improper, unbecoming, or which may endanger, or which has endangered the interest or reputation of the Society, players, members, referees, spectators, or who has committed a breach of the Constitution, Bylaws or Rules of the Society.
2.5 In case of an expelled member, membership for subsequent years may be considered by, and may be rejected by, the Directors.
Notice of Expulsion or Suspension
2.6 No member or player shall be expelled or suspended without being notified, in writing, of the charge or complaint against her and without having an opportunity to be heard by the Directors at a Directors meeting.
Appeals of Expulsion or Suspension
2.7.1 A member may appeal to the Directors, any decision or ruling by the Directors, regarding expulsion, by means of a written submission to the Directors, presented to the President, or Vice-President or secretary, within thirty (30) days of the meeting at which such decision was made.
Appeals shall be decided and answered within sixty (60) days of receipt of the appeal by the President or Vice-President.
Resignation of Members
Members should resign or withdraw in writing.
Resignations and withdrawals shall be effective upon acceptance thereof by the Directors.
A member shall remain liable for any payment or assessment due to the Society prior to the resignation.
Return of Fees
2.9.1 The return of fees, or any portion of fees, is subject to rules made by the Directors.
Effect of Expulsion. Suspension and Resignation on Member
2.10 Any member, or player, who resigns or withdraws, or who is expelled, or suspended, from the Society, shall forfeit all right, claim and interest arising from or associated with membership in the Society for the current soccer year.
Effect of Expulsion. Suspension and Resignation on Player
2.11 The resignation, withdrawal, or expulsion of a member shall not affect the rights, or obligations, of the member’s daughter as a player with the Club.
Part 3- Meetings of Members
Annual General Meetings
3.1 The Annual General Meeting (A.G.M.) shall be held prior to April 15th each year.
3.2 General Meetings (G.M.’s) to plan and review the state of the Society shall be called from time to time at the discretion of the President, or Directors, but at least once yearly in addition to the A.G.M.
Notice of General Meetings
3.3 Not less than fourteen (14) days written notice of any General Meetings shall be given to all members in good standing by the Directors, unless those members waive or reduce the period of notice for a particular meeting by unanimous consent in writing.
Notice of Annual General Meetings, and notice of General Meetings, shall include the time and place of the meeting. Full details of any proposed amendments to the Constitution and Bylaws shall be included as and when practicable and may include the report of the Nominating Committee.
Written Notice of General Meetings to Amend Constitution or Bylaws
3.5 Notice of the Annual General Meeting, or a General Meeting, called for the purpose of amending the constitution or bylaws, shall be in writing to each member in good standing.
Effective Date for Amendments of Constitution or Bylaws
3.6 Resolutions for amendments to the Constitution or Bylaws, when passed, become effective upon acceptance by the Registrar.
3.7 Ordinary resolutions, not affecting or amending the Constitution or Bylaws, become effective when passed by the members unless otherwise provided in these Bylaws.
Special General Meetings
3.8 A special general meeting shall be called to take place within thirty (30) days of receipt of a written request signed by ten (10) percent of the members in good standing.
Amending Constitution or Bylaws
3.9.1 Resolutions to amend the Constitution and Bylaws must be presented, in writing, to the Secretary, fifty-one (51) days prior to the Annual General Meeting or a General Meeting.
3.9.2Â The Directors shall review all proposed amendments before presenting them to the Annual General Meeting or General meeting, and may or may not make recommendations. No other amendments, whether written or from the floor, will be considered.
3.10 Amendments to the Constitution and Bylaws must be done by special resolution, which requires a seventy-five (75) percent majority of the members in good standing who are present at the meeting.
3.11 A simple majority of members in good standing, present at meetings, shall pass all resolutions excepting amendments to the Constitution and Bylaws.
3.12 Each member in good standing is allowed one (1) vote per General Meeting or Annual General Meeting.
3.13 Proxies are not permitted; votes must be cast in person.
3.14 Except for the election of Officers and Directors, voting on Society business shall be by show of hands by members in good standing.
Election of Officers and Directors
3.15 Election of Society Officers and Directors, by members in good standing, shall be by secret "write-in" ballot on forms or ballots provided by the Society Secretary.
3.15.1 Any nominee shall have the right to scrutinize the counting of ballots.
Chair of Meetings
3.16 The President, when present, shall be chairperson of all meetings of the members.
3.17.1 If, at a meeting, the President is not present within thirty (30) minutes after the time appointed for holding the meeting, the Vice-President shall act as chairperson.
3.17.2 If neither President or Vice-President is present, the Directors may choose one of their number to be chairperson at that meeting.
Voting by the Chair
3.18 At all meetings, the chairperson shall only cast her/his vote to break a tie, to create a tie, or to achieve a seventy-five (75) percent majority. Not to be used in conjunction with each other during the same voting session.
Part 4 – Proceedings at General Meetings
The Annual General Meeting
4.1 The order of business at the A.G.M. shall be:
1. Call to Order
3. Reading of Minutes
5. President’s Report
6. Treasurer-Financial Report
7. Committee Reports
8. Unfinished Business
9. Constitutional Proposals
10. Election of Officers
11. New Business
Quorum for General Meetings
4.2 No business, other than the election of a chairperson, and the adjournment or termination of the meeting, shall be conducted at a general meeting at a time when a quorum is not present.
4.3 If at any time during a general meeting there ceases to be a quorum present, business then in progress shall be suspended until there is a quorum present or until the meeting is adjourned or terminated.
4.4 Twenty (20) members in good standing, including the Directors, constitutes a quorum at general meetings.
4.5 A meeting adjourned, because of absence of a quorum, will re-convene in seven (7) days, at which time those present shall constitute a quorum.
4.6 Roberts Rules of Order shall be used as a guide at all meetings.
4.7 The Society Secretary shall take the minutes of all meetings of members.
Part 5 – Directors and Officers
Authority of the Directors
5.1 Full authority to manage the affairs of the Society shall be vested in the Directors.
Use of Name and Mailing List
5.2 Officers and Directors shall only use the name, mailing list or official insignia of the Society to carry out their specific duties as directed by the Directors. They shall not initiate correspondence or any kind without the approval of the Directors. The President may authorize routine correspondence by herself/himself and/or the Secretary on an interim basis, subject to ratification at the next Directors meeting.
5.3 No person, except a Director, shall use the name, mailing list or official insignia of the Society for any reason whatsoever without authorization of the Directors, which shall be in writing.
Powers of Appointment
5.4 The Directors, by simple majority at a properly constituted Directors meeting, have the power to establish Clubs, Committees, Teams, Tournaments and have the power to appoint Directors, or other persons, to manage these clubs, committees, teams, tournaments, make rules, set procedures, and make policy for the running of the clubs, committees, teams, tournaments as they see fit and without a vote by the membership.
5.5 Persons under legal age may be appointed, by the Directors, as coach(es) and manager(s) but at least one responsible adult shall be assigned a position on every team coached by a minor. That adult must be a member in good standing and be responsible to the Society for the team throughout the year.
Election of Directors and Officers
5.6 Members in good standing shall be elected, as Directors of the Society, and to each specific office, each year, at the Annual General Meeting and that Members in good standing, or anyone otherwise appointed, shall be elected, by a two thirds majority vote of the Directors at a Director’s meeting and that those appointed by a majority vote of Directors at a Director’s meeting shall not exceed 3 persons in any given year.
5.7 The Directors of the Society shall consist of not more than twenty two (22) members in good standing including the past President, with titles and duties, as follows:
5.7.1 President – who, except as provided otherwise in these Bylaws, shall act as chairperson at all General Meetings and Directors meetings, be chief spokesperson, and an ex-officio member of all committees and who shall have previously held office for one (1) year. Should no one be available who meets such criteria, the members in good standing shall select a President from the general membership in good standing.
5.7.2 Vice-President – who shall act in the absence of the President and assume other duties as directed.
5.7.3 Secretary – who shall record minutes of meetings, initiate and receive correspondence as directed, and maintain the Society records as required by the Society Act.
5.7.4 Treasurer – who shall be responsible for the safe and accurate control of all Society funds, for preparing and submitting to the Directors an annual budget, and keeping such records as are required for an annual review by the Directors as required by the Society Act.
5.7.5 Registrar to include Competitive Registrar and Non-Competitive Registrar who shall assume the sole authority and control over receipt and acceptance of registrations within the Society.
5.7.6 Head Referee – who shall oversee the activities of all referees serving the Society, and schedule their appearance at all scheduled league and cup games.
5.7.7 Equipment Manager – who shall issue and receive, maintain, purchase, dispose of and inventory all Society equipment.
5.7.8 Scheduler and Field Allocator – who is responsible for scheduling of home games, field allocations for games, practices and exhibition games and for securing field allocations from the City and Municipal Parks departments;
5.7.9 Competitive Coordinator – who shall represent and coordinate all competitive activities.
5.7.10 Non-Competitive Coordinator – who shall represent and coordinate all non-competitive activities.
5.7.11 Directors at Large – who shall serve on committees and perform other duties as directed.
5.7.12 Women’s coordinator – who shall represent players over the age of eighteen (18) years of age and assume the sole authority and control over receipt and acceptance of registrations from these players.
5.8 The offices of the Secretary and Treasurer may be assigned to one person. Other positions may be combined where there are insufficient numbers of Directors to allocate one Officer per available office.
5.9 The Past-President shall be invited to sit as a Director of the Society as an ex-officio member. They shall not vote unless elected as a Director in another capacity in accordance with the Bylaws.
5.10 Elected Directors of the Society shall be members in good standing.
5.11 First Directors shall be
a) the applicants for incorporation; and
b) the Directors of the Sur-Del Girls Soccer Club elected at the A.G.M. of the Sur-Del Girls Soccer Club held April 09, 1996 who are members in good standing.
Nomination for Office
5.12 A Nominating Committee shall be appointed by the Directors at least thirty (30) days prior to the A.G.M. and shall consist of three members in good standing, at least one of whom shall be a member of the Directors. The Committee shall make a list of one or more nominees for each elected office and present the list in the form of a nomination at the A.G.M.. The committee shall consult each listed nominee in advance to explain the duties involved and to obtain the nominee’s acceptance.
5.13 At the A.G.M., any member in good standing may nominate another member for elected office, provided the nominee is in good standing and either is in attendance to give her/his acceptance or has indicated in writing her acceptance of a nomination.
Duration of Directorships and Offices
5.14 The Directors shall hold office until the close of the Annual General Meeting at which their successors have been duly elected.
5.15 No Director shall serve longer than three (3) consecutive years in any one (1) Director/Officer position except with the approval of a majority of members in good standing at an Annual General Meeting. Should no one be available who meets such a criteria, the three (3) year requirement shall be waived with the approval of a majority of members in good standing at the Annual General Meeting.
Vacancies in Directors
5.16 Vacancies occurring in the Directors during the normal term of office shall be filled by Society member(s) in good standing appointed by a majority vote of the Directors.
Removal of Directors from Office by Directors
5.17 Where a member, who is a Director, is expelled or suspended, pursuant to Bylaw 2.4, that Director shall be removed from office by a resolution passed by a simple majority of the other Directors present at a properly constituted Directors meeting.
Removal of Directors and Officers by Members
5.18 The members may, by special resolution, remove a Director and Officer, before the expiration of her/his term of office, and may elect a successor to complete the term of office of the Director removed, by special resolution of the members.
5.19 The Directors may, from within, or from outside, the membership of the Directors, appoint a Chairperson to the following standing committees, and other committees as deemed necessary by the Directors:
Coach and Player Development
Christmas Banquet and Social Committee
Constitution and Rules Committee
Gym Allocation Committee
Non-Competitive Divisions Committee
Team and Player Committee
5.20 The Directors may make additional appointments to committees when so desired.
5.21 Each committee shall hold meetings, at the discretion of its Chairperson, to conduct business as directed by the Directors. A committee chairperson may appoint committee member(s) subject to approval of these member(s) by the Directors.
5.22 Committees shall make recommendations to the Directors and keep the Directors informed of progress. All decisions shall be made by the Directors; Committees are an advisory body only.
Nominees to South District
5.23 The nominee(s) to the South District Board of Directors shall be Society member(s) in good standing appointed by the Directors. At least one nominee shall be a Director.
Appointment of Coaches
5.24 The appointment of all coaches and managers to teams with, associated with, or representing, the Society shall be made by the Directors. Such appointments are by invitation only each year.
5.25.1 No person shall have the right to a coaching position.
5.25.2 A coaching position shall be denied to a person considered unsuitable for any reason by the Directors.
Removal of Coaches Managers. and Officials by Directors
5.26 The Directors shall have the power, by simple majority, at a properly constituted Directors meeting, to remove, replace, expel or suspend, any coach, manager, or other team official, whose conduct shall have been determined by the Directors to be improper, unbecoming or likely to endanger the interest or reputation of the Society, or the welfare of players, members, referees, spectators or who commits a breach of the Constitution, Bylaws or Rules of the Society.
5.27.1 A coach, manager or team official may be suspended from her/his team immediately and shall be notified in writing of the suspension.
5.27.2 A coach, manager or team official suspended from her/his team shall not be removed for the balance of the current soccer year, without, first having an opportunity to be heard by the Directors at a Directors meeting.
Criminal Record Checks
5.28.1 The Directors may require existing, and prospective, coaches and managers, and other team appointees, or other members, to complete and submit an application form, part of which includes authorization for a "background" or "criminal record" check by the R.C.M.P. or Delta Police.
5.28.2 Appointment as a Director, coach, manager, or team official may be refused or withdrawn, by the Directors, if an authorization for a background or criminal record check is not provided.
5.29 To assist youth in the community in attaining post secondary education, the Directors may award annually up to three (3) three hundred dollar ($300.00) bursaries, two to be known as a "Don Lightbody Bursary", and one to be known as an "Evan Noble Bursary".
5.30 To be eligible for the bursary, a person must:
5.30.1 have been a member of the Sur-Del Girls Soccer Club for at least twelve (12) consecutive months;
5.30.2 have graduated from high school;
5.30.3 be registered and accepted at an institution of higher learning
5.30.4 claim the bursary within five (5) years of the award.
5.31 The awarding of the bursaries shall be at the discretion of the Directors. Applications must be postdated by May 1st of each school year.
Part 6 – Proceedings of the Directors
6.1 The Directors shall meet on a regular basis, but at least every two months during the playing season to dispatch business, and to adjourn and otherwise regulate their meetings and proceedings.
Notice of Directors Meetings
6.2.1 At least seven (7) days verbal or written notice of Directors meetings shall be given to all Directors and to any Society members invited to attend.
6.2.2 A meeting may be held with less notice if agreed by two-thirds of all Directors.
6.3 A reasonable effort shall be made to poll every Director when ‘scheduling or re-scheduling a meeting with less than seven (7) days notice as described in Bylaw 6.2.1. Every Director shall subsequently be advised of any such change.
Quorum at Directors Meetings
6.4 The Directors may, from time to time, fix the quorum necessary to transact business, and unless so fixed, the quorum shall be a majority of the Directors then in office.
6.5 A Directors meeting adjourned because of the absence of a quorum, within thirty (30) minutes after the time appointed for holding the meeting, will reconvene in seven (7) days, at which time those present shall constitute a quorum.
Chair of Directors Meetings
6.6 The President, when present, shall be chairperson of all meetings of the Directors.
6.7 If at a meeting the President is not present within thirty (30) minutes after the time appointed for holding the meeting, the Vice-President shall act as chairperson; but if neither is present, the Directors present may choose one of their number to be chairperson at that meeting.
6.8 No Director shall vote on any matter directly or solely affecting herself or her team.
Minutes of Directors Meetings
6.9 The Society Secretary will record the minutes of meetings of Directors. Part 7
Part 7 – Duties of Officers
7.1 See Bylaws 2.3, 2.4, 2.7.1, 2.8.1, 3.3, 3.4, 3.5, 3.9.2, 5.1, 5.2, 5.3, 5.5.1, 5.8, 5.5.11, 5.14, 5.16, 5.17, 5.19, 5.20, 5.24, 5.26, 5.28.1, 5.29, 5.31,6.1, 6.2.1, 6.2.2, 6.3, 6.8 and 10.8.
Part 8 – Seal
8.1 The Directors may provide a common seal for the Society and may destroy a seal and substitute a new seal in its place.
8.2 The common seal shall be affixed only when authorized by a resolution of the Directors and then only in the presence of the persons prescribed in the resolution, or if no persons are prescribed, in the presence of the President and Secretary or President and Secretary-Treasurer.
Part 9 – Borrowing
9.1 There are no borrowing powers assigned on behalf of the Society. Part 10- Finances.
Part 10 – Finances
Financial Institution for Society
10.1 All funds shall be deposited in a bank or financial institution approved by the Directors.
10.2 All disbursements of Society funds shall be supported by auditable document(s).
10.3 All disbursements in excess of fifty (5O) dollars shall be made by cheque whenever practicable.
10.4 Cash disbursements from the general bank account shall only be made when a cheque is impractical and with the full advance knowledge of the Society President and Treasurer, and must be supported by an auditable document in all cases.
10.5 No member of the Society except a designated signing officer shall disburse any funds or monies in her/his keeping belonging to the Society without authorization by the Directors. Such authorization shall be in writing.
10.6 All cheques, spending authorizations, and legal documents shall be signed by any two of: the President, the Treasurer, and one other Director so designated. These three people are the Society signing officers.
10.7 The Society expenditures shall not exceed revenues by more than five hundred (500) dollars in any fiscal year without approval of a general meeting. The Society shall not have the power to borrow money.
Fund-Raising by Teams
10.8 The Directors have the right to limit the type and amount of team fund raising. Teams shall keep adequate financial records of team funds.
Audit of Books and Records
10.9 An audit committee of two (2) members in good standing, appointed by the Directors, shall examine the books and records at least once per year and may vote to submit them for a professional audit if deemed necessary or advisable. A designated signing officer shall not serve on the audit committee.
10.10 Funds raised for or by a team shall become team property and shall remain in a team account until spent by the team for soccer related purposes or turned over to the Society.
Dissolution of Teams
10.1 Should any team be dissolved, all assets remaining after payment of obligations shall be turned over to the Society.
Dissolution of Society
10.12 Should the Society be dissolved, all assets remaining after payment of obligations shall be turned over to the South District for the development of girls soccer. Upon dissolution of the Association, any assets that are a result of Gaming within the Province of British Columbia shall be returned to the Minister of Finance of the Province of British Columbia.
Payment of Members
10.13 No payment shall be made to any Society member for services rendered to the Society as a member.
Reimbursement of Members
10.14 Members may be reimbursed for out-of-pocket expenses previously authorized by the Directors.
Part 11 – Notice to Members
11.1 See Bylaws 3.3, 3.4, and 3.5.
Part 12- Bylaws
13.1 On being admitted to membership, each member is entitled to and the Society shall give her/his, upon request, without charge, a copy of the Constitution and Bylaws of the Society.