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AJAX/PICKERING DOLPHINS MINOR FOOTBAL CLUB INC.

 

CONSTITUTION

2011

 

ARTICLE I – NAME AND INCORPORATION

 

1..1        This Association is a non-profit organization and shall be known as the AJAX/PICKERING DOLPHINS MINOR FOOTBALL CLUB INC. (Herein referred to as, “the Dolphins", “the Dolphins Football Club” OR “the Club”)

1.2      The organization shall be incorporated under the laws of Ontario, Canada

 

ARTICLE 2 - OBJECTIVES

 

2.1       To foster and encourage maximum participation in organized minor football including cheerleading

 

2.2       To promote fair play and sportsmanship amongst the clubs athletes.

 

2.3       To develop the skills of those athletes involved in a knowledgeable and caring manner.

 

2.4       To enhance the good character and citizenship of all players, coaches and volunteers involved with our club.

 

2.5               To educate athletes in the skills and rules of football.

 

ARTICLE 3 – MEMBERSHIP

 

3.1       Membership in the Dolphins Football Club shallinclude individuals or familieswho have paid their registration fees in full and who are on the roster of any football team at the season’s end.

 

3. 2           All coaches who have been appointed to team rosters by the Selection Committee and who are still on the team’s roster at the end of the season shall be considered members of the Dolphins Football Club.

 

3.3       All football team managers who are on a team’s roster at the end of the season and who have been duly appointed by the Board of Directors shall be considered members of the Dolphins football club.

 

3.4       All Members of the Board of Directors, whether elected or appointed as allowed by this Constitution, shall be considered members of the Dolphins Football Club.

 

3.5       The Dolphins Club shall save harmless any Board member, coach, or manager by holding a valid insurance policy for errors, omissions and damages however caused during the execution of their function, except in case of gross negligence.

 

3.6       Since a majority of the members are not of legal age, any voting privileges they may have will be given to one parent or adult legal guardian. There shall be one vote per family irrespective of whether the parents are married, separated or divorced. In the event that a family has two children with one who is of legal age and the other one is not, the vote shall rest with one parent for both children.

 

3.7       Members shall only have one vote at the Annual General Meeting regardless of the number of positions held within the Club or number of children registered with the Dolphins Football Club.

 

3.8       The period of membership shall commence on the date of acceptance by the registrar and continue for a twelve month period.

 

3.9       All members shall agree to abide by and comply with all the Dolphins rules, Codes of conduct, regulations and decisions.

 

 

ARTICLE 4 – BOARD OF DIRECTORS

 

4.1      The Board of Directors shall consist of a (1) President, (2) Vice-President of Football Operations, (3) Vice-President of Field Operations, (4) Treasurer, (5) Secretary, (6) Past President, (7) Director of Coaching, (8) Director of House League, (9) Director of Registration, (11) Director of Rep. Football, (12) Director of Revenue, (13) Director of Equipment, (14) Director of Public Relations, (15) Director of Refreshment and (16) Director of Community Events and Volunteer Coordination.  The positions of President, Vice-President of Football Operations. Vice-President of Field Operations, Treasurer and Secretary will form the Executive Committee of the Dolphins.

 

4.2       The Executive shall have ultimate and full operational control of the affairs of the Dolphins, subject to the provisions contained herein. The Executive shall have the power to appoint managers or assistant managers to perform certain duties. Such individual may be appointed on a volunteering or compensatory basis.  Should the individual be appointed on a compensatory basis the Board of Directors shall approve such appointment on a simple majority basis.

 

4.3       The Executive and The Board of Directors with the exception of the Past President shall be elected to the positions contained in Article 4.1 for a period of two years. Such election is to be held at the Annual General Meeting. If the outgoing President is not seeking re-election or is defeated in an election at the AGM, may remain in the Executive for a period of one year with the approval of the Board of Directors. Should the Past President not be available or willing to serve, the Board of Directors may, appoint anyone of their choice for a one year term.

 

4.4       Each Director who is in attendance including the President shall have one vote on all matters pertaining to the operation of the Club.

 

(i)                 The President shall have a vote on all matters and in the eventuality of a tie, the motion shall be defeated.

(ii)               The Past President may have a voice on all Board and Executive matters, but shall not have a vote.

 

4.5       Where a Director fails to attend three meetings within a twelve-month period without cause, the Executive Committee shall advise that Director that a Board meeting may be held for a vote for removal. Such meeting may be held by electronic means.

 

4.6       The Board of Directors, if a position within the Board or the Executive becomes vacant, may by a majority vote appoint a Director, a member or anybody of the general public to fill that position until the next AGM. Such individual shall have a vote on all matters with the exception on matters pertaining to removal and/or impeachment of a director or Executive members.

 

4.7       Where an elected member, with the Board’s permission, changes positions on the Board or is elevated to the Executive level to fill a vacancy, the elected member retains all rights and privilege, including the right to vote on matters of impeachment for their full elected term.

 

4.8           All members of the Board of Directors serve on a voluntary basis unless otherwise decided by the Board and may not seek financial gain from the Dolphins, its members, Parents, Players or any sponsor or supplier of the organization.

4.9              Notwithstanding the foregoing, all Board members or representatives of the club are entitled to be reimbursed for all expenses reasonably incurred while executing their responsibilities.

 

4.10          Expenses over $200 must be pre-approved by the Executive Committee.

 

4.11          The President may from time to time form sub-committees to ensure better functionality of the Club.

 

4.12          No member of the Board of Directors or the Executive Committee of the Dolphins Football Club may serve on the Board of Directors or an Executive Committee of any other football organization, football league, or football governing body unless such appointment is approved by a simple majority of the Board of Directors.

 

ARTICLE 5 - MEETINGS

 

5.1       There shall be five types of meetings of the Dolphins.

 

A)        Annual General Meeting (AGM)

B)        Executive Meetings

C)        Board of Directors Meetings

D)        Sub-Committee Meetings

E)        Special Meetings of the Membership

5.2       The Annual General Meeting shall be held by the end of each calendar year. The setting of the AGM’s agenda is the responsibility of the Executive     Committee.

5.3   Notification of the AGM must be made 30 days prior and the agenda must be made available to all members no later than 2 weeks prior to the Annual General Meeting.

 

5.4  All members in attendance may have speaking privileges at the Annual General Meeting, but voting privileges are restricted to one vote per family / member.

 

5.6  Adoption of general motions shall require a simple majority. Amendments to this constitution shall require a two-thirds majority of the membership in attendance. Only motions duly listed as agenda items may be brought before the membership at an AGM. General motions shall be any motion passed for the better administration of the club and shall exclude any amendments to this Constitution.

 

5.7       One member or one member per family will be given a voting card prior to the start of the Annual General Meeting. All elections of Directors and the Executive shall be by secret ballot and all other voting matters shall be at the discretion of all members in attendance on a simple majority basis.

 

5.8       Where a request is made for a secret ballot on general motions a show of hands voting method shall determine what voting method shall be used on a simple majority basis.

 

5.9 Attendance at Annual General Meetings shall be open to the general public, but such persons will not have voting privileges but may ask questions.

 

5.10  Board of Director’s meetings must be called at the request of at least two Board members or by the President and a minimum of 5 meetings per calendar year must be held. The President shall chair such meetings, or in his/her absence, the Vice-President of Football Operations or someone designated by the President.

5.11  A quorum for any board meeting shall be 51% majority of the current voting members.

5.12  An executive committee meeting must be called at the request of at least two separate members of the executive committee or by the president.

5.13  A quorum for any executive meeting must be a two-thirds majority of the number of voting members on the committee and a minimum of 5 meetings per calendar year must be held.

5.14     The Board and Executive and all sub-committees may hold meetings in person, or by any electronic means deemed suitable by the board and committee.  Voting by electronic means or tele-conference shall be permitted under the rules of this constitution.  Where a Board or Executive member fails to participate in tele-conference or electronic voting, such non-participation shall be counted as an abstention and such non-participation shall not hamper the management of the club.

5.15     A Special Meeting may be called under the direction of the Executive or the Board to discuss and/or vote on matters of importance to the club and its operations.  Where such a meeting is called a minimum of 10 days notice must be given to all members.

 

ARTICLE 6 - FINANCES

 

6.1       Only the President, the Secretary and the Treasurer are authorized to sign cheques in the name of the Dolphins. The signature of the Treasurer and one of the aforementioned shall be required on all cheques.

 

6.2       The fiscal period of the Dolphins shall be October 1 to September 30 annually.

 

6.3       The financial records shall properly be annually independently reviewed and the financial statement shall be presented at the Annual General Meeting. The Treasurer shall provide a report of the club's financial condition including reports about the expenses incurred by the Club during the year and present a forecast for the upcoming year.

 

6.4        The Treasurer shall at each Executive meeting, make available the financial records of the Club for review or at any other time as may be requested by a member of the Executive. Any member of the Club may have access to the financial books and records of the Dolphins Football Club upon request, which shall be complied with within a reasonable period of time.

 

6.5        Notwithstanding Article 6.4, matters that are privileged, private, personal, and confidential or in camera may not be disclosed without the expressed written consent of the concerned party or parties.

 

ARTICLE 7 – REMOVAL FROM OFFICE

 

7.1            The Board of Directors has the authority to reprimand, release any member, player, coach, manager or remove any board or executive member of the Dolphins, who has tainted the image of the football club through actions, whether verbal or physical after the member has had an opportunity to respond in person with legal representation if so desired.

 

7.2                 The Executive Committee shall appoint an investigator to investigate the complaint who will then report the result of the investigation to the Executive Committee which may decide to form a Disciplinary Committee to make a finding. 

7.3                 Such Committee shall comprise no fewer than 3 members of the organization.  A minimum of one member of any disciplinary committee must be a board member and the other two members must be in good standing. The Discipline committee shall not be influenced by any member of the organization during the investigation.

 

7.4              The Disciplinary Committee is charged with the task of making recommendations to the Board of Directors with regards to all matters dealing with reprimands, suspensions and expulsions from the organization. The decision of the Board may be appealed to the Executive.

 

7.5              The Board of Director may hold a vote of confidence for any member, including coaches, Directors or any member of the Executive that have been reprimanded, suspended or released by a football league or governing body and may choose to accept, amend or reject the decision of the league or governing body.

 

ARTICLE 8 – CHANGES TO THE CONSTITUTION

 

8.1          Changes to the Constitution can only be made at the Annual General Meeting or at a Special Meeting as allowed under the provisions of this constitution, and where such special meeting is called for the expressed purpose of making changes to the constitution.  Changes to the constitution at any meeting require a two-thirds majority vote of eligible members in attendance.

 

8.2       Proposed changes, amendments or additions to the Constitution must be submitted to the Secretary four weeks prior to the Annual General Meeting and must be an AGM Agenda Item to be duly brought before the membership for a vote.

 

8.3       Where a special meeting is called to bring a motion to change, modify or amend the constitution, notice must be given under the provisions of this constitution and the proposed changes, modifications or amendments must be duly listed as part of the notice of such meeting, including who has proposed the motion and who has seconded the motion.

 

ARTICLE 9 – BY-LAWS / OPERATING POLICIES AND PROCEDURES

 

9.1       The By-Laws of the organization will form the basis of how the organization is managed on a day-to-day basis.  The Board of Directors shall solely have the responsibility to create, interpret and enforce these By-Laws as they exist and as amended and modified from time to time by the Board.

 

9.2       The Executive Committee or the Board may from time to time create By-Laws, document policies and procedures to aid in the management and activities of the club.  Such policies and procedures may not contravene this constitution, or the laws of the country, province, municipality or governing body of the organization.

End of Constitution