Introduction to East Hants District Soccer Association By-Laws
The purpose of this document is to lay out the By-Laws and rules governing the Association. As a Non-Profit organization there are guidelines by which the Association must abide. These and other policies are detailed within. This document is also known as the Constitution.
East Hants District Soccer Association (EHDSA) policies are in agreement with Soccer Nova Scotia (SNS) By-Laws. Being a smaller association the By-Laws have been tailored to fit the needs of our organization.
The organization shall be called East Hants District Soccer Association, hereinafter referred to as the Association.
The objective of this Association shall be to promote, develop and govern the game of soccer, both indoor and outdoor in the East Hants Region within Nova Scotia as registered with the Association.
The Association shall be incorporated under the Societies Act for Non-Profit Organizations with the Head Office in the home of the President of the Association.
The Association shall be affiliated with and be under the jurisdiction of Soccer Nova Scotia and will be subject to the rules and regulations of SNS.
The Association shall be composed of members as set out in Article 6 and it shall be managed by a Board of Directors constituted as stated in the By-Laws (see Article 14).
The Association shall be composed of the following categories of members;
a) Active Membership, which shall be open to all members who have registered with the Association and have complied with Article 7: Membership Fees. An active membership is awarded to each family that has a youth enrolled in a soccer program. The membership lasts for 1 year.
b) Associate Membership which shall be open to organizations operating to promote the game of soccer, such as University, College or School Leagues; Inter-district Leagues; Coaches and Trainer’s Associations; Educational Institutions (such as Universities and Colleges); Referees; Clubs in Membership with SNS. The Association in Membership can represent themelves as they see fit.
c) Honourary Membership which shall be open to person(s) who have made exemplary contributions to the Association. An Honourary Membership may be extended to an individual or a Group. A group may represent themselves as they see fit.
d) Electoral Membership, for a person who does not have a registered child but wishes to be nominated, elected or appointed to the board must pay an annual fee of $150.
e) Annual Membership Fees for all categories of membership shall be established at a General Meeting of the Association. The fees will be set as agreed by vote of a majority.
An Active Membership of the Association shall be entitled to the attendance at all General Meetings of the Association. There are four ways in which an individual may be granted an Active Membership
1) All members of the Executive are considered Active Members
2) All members of the District Directors are considered Active Members (1 and 2 effectively cover the Board of Directors see Article 14)
3) All Coordinators are considered Active Members
4) A household that has paid registration fees for one or more youth is considered an Active Member. The household representation can be any one person of the age of majority.
These two forms of membership can be represented by any number of individuals related to and associated with the membership in question.
This form of Membership is for a person who does not have a registered child but wishes to be nominated, elected or appointed to the board. They represent themselves.
An active membership is entitled to one vote at the AGM. The vote must be cast by an individual of the age of majority. If the individual present at the meeting has an active membership by two means, the individual is still only entitled to one vote.
For example, should a member of the Executive (Offices 1-4 and 6 inclusive) also be acting in another capacity (Position 7-12) that is normally entitled to a vote, they will only get one vote. The same applies to individuals who may hold more than one coordinator position or representative of a given households who are also holding an Executive or Coordinator position.
These two forms of membership do not have voting rights. However, members are welcome and encouraged to attend meetings.
This form of Membership entitles the Member to the rights associated with the position for which they are elected.
At all meetings, voting for motions shall be by show of hands unless a poll is requested. Decisions shall be reached by simple majority unless otherwise required by the by-Laws of the Association or Corporate Law.
Voting for elections of Officers is covered under Section 17.02 and is conducted differently
The President/Chair of the Association is only entitled to vote when there is the need to break a tie.
Topics for which motions are required should be presented to a Board member in advance of a meeting so that it may be reviewed and entered into the Agenda.
After an issue has been discussed at length, it may be addressed by a Motion. If the item has not come to a resolution a motion may be made to table it for later discussion at which point it will become a part of old outstanding business.
A motion must be presented by a member of the Board.
A motion must be seconded by a different member of the Board.
a) The AGM of the Association shall be held by no later than 90 days after the end of the fiscal year. All reports for the AGM shall be submitted to the President at least one week prior to the AGM.
b) A Public Notice of the time and location of the AGM shall be posted at least 14 days prior to the meeting. Notification shall be as a minimum by way of the EHDSA Website and possibly other media.
c) The Order of Business at the AGM shall be as a minimum
i. Roll Call Report
ii. Tributes and Introduction of Guests
iii. Minutes of Previous AGM
iv. President’s Report
v. Financial Reports
vi. Other Reports
vii. Unfinished Business (Old business)
viii. Amendments to the Constitution (By-Laws)
ix. Amendments of the Rules and Regulations (Policy)
x. Election of Officers
xi. New Business
xii. Adjournment
d) At the discretion of the Chair, any special business for Discussion may be introduced after the approval of the minutes of the previous meeting (Item iii).
a) A Special General Meeting may be called by either the Board of Directors or by the Executive Committee on it’s own motion.
b) A Special General Meeting may be called following the receipt of a written request signed by not less than one-thid (1/3) of the Directors or Executive Committee
c) Upon agreement that a SGM is to be called, notification shall be issued to all members who shall receive not less than seven (7) days clear notice of the date, time and location of any Special General Meeting. Notification will be by a minimum of the EHDSA.
d) Only the business for which the Special General Meeting has been called shall be discussed.
All meetings of the Association shall be conducted in accordance with Robert’s Rules of Order insofar as they may apply.
See also Section 8.04 for EHDSA policy regarding handling of motions during meetings.
The President shall preside at all General Meetings of the Association. In the absence of the President, the Vice-President shall take the Chair. The absence of both of these Officers shall require the selection, by the Executive Committee, of a pro-term presiding officer for a period as defined by the absence of the Chief Officers.
Unless otherwise agreed Quorum at the various levels of meetings is defined as follows
A minimum of 4 members of the Executive are required to form quorum.
A minimum of 2/3 of the current number of Board members are required to form quorum.
Quorum for an AGM shall comprise the quorum for the Executive and Board of Directors plus 7 members in good standing. Members in good standing are those Active Members who have met the financial responsibilities or requirements related to their youth or position, respectively.
a) The business of the Association shall be conducted by a Board of Directors which shall comprise of the Executive Committee and the District Directors.
b) The Executive Committee of the Association shall be constituted in accordance with Article 15 of these by-Laws.
c) The Director of Financial Services shall be the Treasurer of the Association.
d) The Board of Directors shall meet not less then five (5) times a year. A majority of Board members shall constitute 2/3 of the Board positions currently filled at the time any given meeting.
a) The Executive Committee of the Association shall be the President, Vice President, Director Treasurer, Registrar, Secretary and Rep Liaison.
b) The Executive Committee shall be vested with the authority to manage the affairs of the Association within the framework of the policies established by the Board of Directors. During the intervals between meetings of the Board of Directors, the Executive Committee shall possess and may exercise all the powers of the Board in approving and implementing new policies. The Executive Committee shall also carry out all other functions as provided in this Constitution.
c) The Officers of the Executive Committee shall perform such duties as are specified in the Rules and Regulations of this Constitution.
d) Contracts, documents, leases or any instruments in writing requiring signatures of the Association shall be approved by the Executive Committee. Such contracts, documents, leases and instruments in writing shall be signed by the approved Signing Officers and shall be binding upon the Association without any further authorization or formality.
e) The Executives Committee shall cause true accounts to be kept of all receipts, credits, payments, assets and liabilities of the Association.
f) The Executive Committee shall, as necessary, employ staff.
g) Meetings of the Executive Committee shall be held at the call of the President. A quorum shall be 4 members of the Executive.
The following Officers shall be elected by the voting membership at the AGM held in within 90 days of the end of fiscal year. The term of the positions are nominally two years in length. For continuity, the President, Registrar, and Rep Liaison shall be elected in odd years, and the Vice-President, Treasurer, and Secretary shall be elected in the even years
1) President
2) Vice-President
3) Secretary
4) Treasurer
5) Registrar
6) Rep Liaison
The following positions will be appointed by the Officers of the Association
7) Coordinator – Mini
8) Coordinator – House
9) Coordinator – Coach
10) Coordinator – Training
11) Coordinator – Referee
12) Coordinator – Field
13) District Directors (Area Reps)
14) Equipment Manager
Uncontested positions may be renewed without putting the position to election.
The following positions are present in the Association and are accompanied by the description of their duties
Shall preside at all meetings, decide all questions of order and announce the results of voting. He/she shall neither move or second any proposals or amendments, nor shall he/she vote unless there be a tie at which time he/she may exercise a voting rights. He/she shall also represent the Association whenever required. He/she shall have oversight of all activities and be ex-officio member in all committees.
Shall perform the duties of the President during his/her absence, and assist the President in his/her duties at all times.
He/she shall keep a record of proceedings and decisions at all meetings of the Association. He/she shall ensure the minutes of all General Meetings are sent to all members of the Association and other interested parties, plus any other duties assigned or by virtue of the office of the secretary.
If the secretary is absent from a meeting, the President may request another member of the Executive fulfill the Secretary’s obligations and onpass the collected works to the Secretary posthaste for proper dissemination.
Shall establish a bank account in a recognized financial institution for the Association, receive all monies owing and be responsible for disbursement of funds on behalf of the Association.
Reports to the President, register all players with Soccer Nova Scotia, confirms ages of players.
Reports to the President and coordinates the Rep teams acting as an interface with other clubs in the area. He/She may also work with District Directors to make known the opportunities of Rep League to local players. Also will interact with other clubs in the area and associations and leagues.
Reports to the President and coordinates the Mini League. He/She may also work with District Directors to address placement of local players on teams.
Reports to the President and coordinates the House League. He/She may also work with District Directors to address placement of local players on teams.
Reports to the President, coordinates coaching volunteers and ensures that each team is assigned appropriate staffing.
Reports to the President, ensures the provision of leadership development and educational opportunities for Coaches, Managers and players. He/She should also liaise with District Directors to determine the local needs of teams and plan resource management.
Reports to the President and coordinates the Referees for the various needs of the different programs of the Association.
Reports to the President. Organizes field resources and coordinates with Coaches and other program coordinators to ensure that there are no conflicts in scheduling. Will maintain a Field Use Matrix for ease of reference.
The District Directors shall be declared at each Annual General Meeting. If a District Director changes before the Annual General Meeting, he/she may be declared at a Board Meeting. District Directors are familiar with their Districts needs in terms of players, coaches and facilities. They convey these needs to the Executive and other Coordinators/Directors who can then assist in assigning the correct resources. District Directors are responsible for assuring an even and equal distribution of players both in terms of their number, gender and skill at the house and mini levels of play.
Reports to the President. Responsible for managing material supplies of the Association. Will coordinate with coaches to retrieve team jerseys and be a part of inspection process.
The procedures for the election of Officers shall be:
- In any contested election voting shall be by secret ballot.
- If no person receives a majority of valid votes cast, there shall be another secret ballot, from which the name of the person receiving the least number of votes on the previous ballot shall be omitted. If more than three persons have contest to an office, this process shall be repeated with the candidate receiving the least number of votes in any ballot being omitted from the next ballot.
- If two or more candidates have the least number of votes, the meeting shall determine by separate ballot which of them shall be removed from the next ballot.
- Any member of the Executive Committee desirous of accepting nomination to any other position on the Executive shall first resign his/her current position.
- Nominations for elected positions shall be made by members and must be submitted in writing to the Association no later than thirty (30) days prior to the General Meeting at which that nomination is to be considered. Nominations may also be made from the Floor.
- Any members seeking election to the office shall not be eligible to serve on the Nomination Committee.
- Nominees are strongly recommended to provide a list of qualifications to the Association after nomination, so that their suitability for the position may be assessed. This list could be in the form of a CV, or letters of recommendation etc.
The office of the Board of Director shall be vacated on any one of the following conditions:
(i) upon providing resignation in writing.
(ii) If the Director becomes of unsound mine otherwise incapable of performing the business of the Association;
(iii) If the Director is removed by resolution of the Association for good and sufficient reason.
Should a vacancy occur on the Executive Committee, the Executive Committee may appoint a person to fill said vacancy until the next Annual Meeting and the position will be decided by vote.
The accounts of the Association shall be audited annually and the correctness of the financial statements ascertained by the Auditor.
The Board may establish Standing Committees: e.g. Discipline and Appeals Committee.
Committees will report to the Board and comprise of no less than 3 people.
All members of a Committee shall be Members in good standing of the Association.
The Terms of Reference for the Standing Committees will be outlined in the Association’s documentation. For example, Discipline and Appeals Committee will be able to refer to the Policy on Discipline and Appeals (EHDSA-Pol-07). The Committee will be informed of the relevant Association policies to which they will subscribe.
a) The Association shall support and maintain the Laws of the Game as established by the International Football Association Board and as recognized by Soccer Nova Scotia, except as provided therein to accommodate difference in age or climatic conditions.
b) Changes shall come into effect in the playing season immediately following their adoption.
c) The Association fully endorses a Fair Play environment. More detail on the meaning of Fair Play can be found in EHDSA document EHDSA-Con-02.
a) The Association may make such miscellaneous regulatory measures as deemed necessary to promote, develop and govern the game of soccer.
b) The Association may make such other regulatory measures, as it deems necessary for the efficient administration of the play structure of the game within its jurisdiction.
c) No such regulations may violate an individual’s right or freedoms except as maybe required to protect the rights and freedoms of any other individual and to ensure the stability of the basic structure of the game.
d) The Rules and Regulations of the Association maybe added to and/or amended between General Meetings by the Board of Directors, or by the Executive Committees; however, such amendments must be ratified but the eligible voting delegates at the ensuing Annual General Meeting.
e) The Rules and Regulations of the Association may be amended by a majority vote of those Active Members present at the Annual General Meeting.
a) All monies owing to the Association shall be due and payable within Thirty (30) days of invoicing, unless otherwise stipulated.
b) Penalties for late payment or non-payment of monies due shall be as established by the Board.
a) The Board of Directors may from time to time at their discretion:
(i) raise or borrow money for the purpose of furthering the objectives of the Association
(ii)secure the repayment of monies so raised or so borrowed in such manner and upon such terms and conditions as they think fit;
(iii) approve such action at a vote of seventy-five percent (75%) of the Directors present at the Board meeting is necessary.
The fiscal year of the Association shall be from December 1st to November 30th of the following year.
