Mustangs Constitution PDF Print E-mail

South Ottawa Mustangs Football Club Inc.

 

 

Constitution

 

 

Constitution Revision History

Date

Author

Revisions

Approvals

November 24, 2008

C Ellam

Renamed 1.7 to 1.6 correcting a typo

2.3 instituting a BOG Chairperson

3.5 Fee Structure Amended

AGM – Nov 20, 2008

2009 AGM Nov 2009

C Ellam

Changes as agreed to at the AGM to sections

1.1, 2.1, 2.1.1, 2.1.3, 2.2, 2.3, 2.4, 3.4, 3.5, 4.1, 4.2, 4.4, 5.1, 8

AGM – Nov 2009

Table of Contents

 

  1. Guiding Principles

  2. Club Structure

  3. Membership

  4. Meetings

  5. Volunteer Screening

  6. Remuneration

  7. Liability

  8. Team Responsibilities

Appendix “A” – NCAFA League Structure

Appendix “B” – Mustangs Coaches Code of Conduct

Appendix “C” – Mustangs Board of Directors Code of Conduct

Appendix “D” – Financial Assistance Form

Appendix “E” – NCAFA’s Appendix “G” Volunteer Enrollment Form

1.      Guiding Principles

 

1.1 Name

The football club shall be known as the South Ottawa Mustangs Football Club Inc, hereinafter to be referred to as the “Mustangs”, the “Corporation” or the “Club”.

1.2 Head Office

The head office is located in the city of Ottawa at 2185 Arch St. K1G 2H5.

1.3 Financial Year

The financial year end for the Corporation is December 31st of each year. The club should appoint an individual at the AGM to review the Club’s financial statements.

1.4 Vision

Our club’s vision is to be a hard-working, competitive organization both on and off the field, and a model of excellence within the National Capital sports community.

1.5 Core Values

  • Fair Play

  • Team Work

  • Discipline

  • Education

  • Participation

1.6 League Responsibilities

The Mustangs are members of the NCAFA organization and therefore must abide by the NCAFA constitution and by-laws. This Constitution can be found online at www.NCAFA.ca. Appendix “A” references NCAFA’s structure.

2. Club Structure

2.1 The Executive have ultimate and full operational control of the affairs of the     Mustangs subject only to the provision of this Constitution. The executive positions  (President, Vice President and Treasurer) are filled by member selection (2.2). The governor positions are assigned by the Executive. The Governors will serve as advisories to the Executive. The Executives and Governors together form the Board of Governors, Board or BOG.

2.2 Elections

Three executive positions shall be nominated and elected at the Annual General Meeting (AGM). Executives will be voted in by a poll of the members. This will be performed by secret ballot. The term of each Board member is approximately one year lasting from the AGM until the next AGM.

2.3 Removal from Office

Any board member may be removed from office at anytime for any reason by a two-thirds vote of the Executive.

2.4 Resignation from Office

Should it become necessary for a member of the Board of Governors to resign he/she must do so in writing to the Executive. His/her office will become vacant. Vacant offices will be filled by Executive agreement and will terminate at the next AGM.


2.5 Executive

The Executive shall consist of –

  1. President

  2. Vice President

  3. Treasurer

In extenuating circumstances an Executive Member may perform the function(s) of a governor; however, if possible this situation is to be avoided.

2. 6 Governors

The Governors shall consist of –

  1. Touch Head Coach or designate

  2. Tyke Head Coach or designate

  3. Mosquito Head Coach or designate

  4. PeeWee Head Coach or designate

  5. Bantam Head Coach or designate

  6. Midget Head Coach or designate

  7. Immediate Past President

  8. Equipment Manager

  9. Secretary

  10. Registrar

  11. Communication Manager

  12. Fundraising Coordinator

2.7 Duties

Each Governor is expected to:

  1. Attend club meetings;

  2. Participate in and promote Club business; and

  3. Promote communication and co-operation amongst club membership.

2.8 Duties of Executive Officers

The Executive is accountable to the membership for the Club’s performance. The Club’s goals and expectations can be accomplished by an Executive that:

  • Selects and supports Head Coaches who consistently strive to achieve the Club’s purpose; and

  • Ensures the availability of adequate financial resources to support the needs of all the Club’s teams.

2.9 President

The President shall:

  • Preside, as Chair, over meetings of the Board of Governors and the general membership;

  • Ensure that all Club programs and other activities approved by the membership are properly executed;

  • When appropriate, endorse, on behalf of the Club, any official document that would commit the Club to any activity or financial obligation;

  • Act as the official spokesperson for the Club;

  • Act as a Governor at NCAFA league meetings, representing the objectives of the Mustangs membership;

  • Direct the preparation, distribution and filing of reports and correspondence required in the conduct of Club business; and

  • Ensure that all Club property is kept safe and in good state of repair.

2.10 Vice-President

  • Perform the duties of the president in his/her absence or disability;

  • With the advice and guidance of the Head Coaches, create and maintain a harmonized football program that supports a contiguous playbook and training strategy throughout the age levels (i.e. Tyke through Midget);

  • Perform other tasks at the direction of the Executive;

  • Ensure Police Record Checks (PRCs) are completed on all club volunteers; and

  • Oversee recruiting.

2.11 Treasurer

  • Pay all accounts by cheque;

  • Keep accurate financial records;

  • Present the financial standings at each board meeting;

  • Present an annual budget for Executive approval no later than the March meeting;

  • Present the Treasurer’s report to the membership for approval at the Annual General Meeting (AGM); and

  • Perform other tasks at the direction of the Executive.

2.12 Equipment Manager

  • Propose to the Executive equipment purchases for the club;

  • Procure equipment approved by the Executive;

  • Assist the head coaches with recruiting equipment managers for each level;

  • Work with the team equipment managers to outfit the paid players;

  • Keep accurate records of equipment allotment;

  • Responsible for the collection of equipment at the seasons end; and

  • Ensure the field equipment is delivered to the field on game day and later returned to the locker.

2.13 Secretary

  • Set the meeting agendas;

  • Take meeting minutes and submit to the president for approval, include attendance at said meetings. Distribution of all approved meeting minutes;

  • Maintain / file all minutes and reports pertaining to club activities.

2.14 Registrar

  • Set the date and time for registration;

  • Book a location for registration;

  • Ensure the completion of all appropriate forms for players and volunteers;

  • Ensures all players are within the Mustang territory or directs them appropriately;

  • Supplies the treasurer with all player information including payments received; and

  • Registers the Mustang players and volunteers with NCAFA.

2.15 Communication Manager

  • Responsible for advertising;

  • Responsible for keeping the club’s website up to date.

2.16 Fundraising Coordinator

  • Responsible for organizing and conducting fundraising activities;

  • Ensure sponsors of the Mustangs are appropriately recognized;

2.17 Head Coaches

  • Responsibilities as defined under section 8 Team Responsibilities ;

  • This position on the BOG can be held by a designate; this designate would represent the interests of said head coach and level.

3. Membership

3.1 Ordinary Members

Ordinary Members are:

  1. The parents / guardians of players registered and paid in full found on the rosters of any level within the Mustangs.

  2. An individual, not less than 16 years of age who has been appointed as an official of the club (i.e. appointed as coach, trainer, team manager, canteen manager or fund raiser).

Ordinary Members hold an annual membership that has a term beginning on May 1 and terminating on April 30 of the following year.

3.2 Life Members

Life members are those individuals that served on the Mustangs executive for a minimum of 5 years and have applied for Life Membership status with the governing Executive. Executive approval must be granted for this status to be obtained.

3.3 Honorary Members

Honorary Members are those individuals (corporations are excluded) that have made a significant contribution to the well being of the Mustangs. Individuals must apply for Honorary Membership with the governing Executive. Executive approval must be granted for this status to be obtained.

3.4 Termination of Membership

The membership of any member shall be automatically terminated if such member fails to pay any fee within sixty days after it is due. Members may apply for re-admission.

Note – membership termination of an Executive is not covered under this clause but is covered in section 2.3. Membership can also be terminated for any Code of Conduct violation. Membership is a privilege.

3.5 Fees

  1. April/May timeframe – The “Conditioning/Try-out” Fee is non-refundable and payable in full before any equipment is issued. Players who cannot afford the fee must provide proof to the Executive, that they have submitted a request for financial assistance. This fee is necessary to cover the costs of insurance and field rental for each player attending camp.

 

  1. At a date agreed upon by the executive (mid August) the final rosters must be set and the – “Registration Fee” – non-refundable, must be paid in full or arrangements for financial assistance made with the Executive before the player will be registered with NCAFA and therefore eligible to play in a regular season NCAFA game. At the discretion of the Board, players who fail to comply may be ineligible to play for the Mustangs in the future. NOTE – this is similar to a policy within NCAFA that a player cannot transfer between teams without settling with the prior home club.

 

  1. November – Equipment return – any player who fails to return their equipment during the designated times, will not be permitted to attend winter conditioning camps. Lost equipment may be subject to replacement fees. To participate in off-field conditioning all players must have returned their equipment.

 

  1. Any player with outstanding fees from the previous season – including lost equipment fees, must make full payment before they can participate in conditioning or try-outs for the subsequent season.

 

  1. The South Ottawa Mustangs Football Club, through its’ fundraising efforts, will endeavour to financially support (3) players at each level, Tyke, through Midget and including Touch. Player support decisions will be made in August by the Executive in consultation with the Head Coach at each level. Only players who have submitted a completed “financial assistance form” to the club will be eligible for consideration.

 

  1. The Canterbury Mustangs Football Club will continue to provide players with information and application forms for community sponsorship opportunities (i.e. Kidsport). It is the responsibility of each player and their family to ensure that their registration fees are paid.

4. Meetings

4.1 Board of Governor Meetings

  • Board of Governors meetings are open to all interested members.

  • Individuals interested in presenting at the BOG meeting should confirm with the Secretary in advance of the meeting.

  • Meetings are to be held monthly unless otherwise communicated.

  • An attempt will be made to give every member of the board ample notice for unscheduled meetings.

  • If not more than 2 days notice is given any member of the Executive may deny the meeting request and the meeting will be rescheduled.

4.2 Attendance at General Meetings

Unless a valid leave of absence is recognized by the Executive, any officer who absents him/herself from three consecutive meetings shall have his/her office declared vacant.

4.3 Annual General Meetings

Annual General Meetings (AGM) are to be held yearly upon the completion of football season (Nov/Dec timeframe). All members are to receive no less than 7 days notice advising of the time and location of the AGM.

 

The purpose of the AGM is to –

  • Review the past year;

  • Provide members a current financial statement;

  • Review / approve proposed Constitutional amendments; and

  • Elect a new Executive (reference section 2.2)

4.4 Quorum

Quorum of at least two Executives must be met for a meeting to be considered official.

4.5 Voting

At Board of Governors meetings decisions are made when 2/3 of the Executive agree on the proposal. Notwithstanding this, all members present at Board of Governors meetings shall be permitted the opportunity to make presentations, provided such presentations are not frivolous or vexatious as determined by a majority of the Executive members present. Should only 2 of the 3 Executives be present and an agreement is not reached the vote must be carried forward to the next meeting.

At the AGM, a majority decision is required to approve Constitutional changes.

Proxy votes shall only be accepted if received by the President (or designate), 24 hours prior to the meeting.

5. Volunteer Screening

The Mustangs follow the Volunteer Screening process laid out by NCAFA it is defined within the NCAFA Constitution Section 12. Our policy below is derived from that policy and is in support of it.

5.1 Introduction

All volunteers with the Mustangs are subject to screening. This includes on-field support staff such as coaches, trainers and managers and members of the Board of Governors.

5.2 Policy

The policy statement adopted by the Mustangs is as follows:

All volunteers and league executives must submit to a screening process.

5.3 Process

Club officials and coaches must accept that they are accountable to the players, parents and league officials for the actions of on-field staff and Club executives.

Club officials and coaches must accept that in Ontario law they may be accountable should they fail to report that they have "reasonable grounds to suspect that a child is or may be suffering or may have suffered abuse". This is an issue that all of our volunteers must understand. Their responsibilities to the child may extend beyond the period of time that they see them in their activity. A revamped Ontario law to include recreation leaders such as those involved in the NCAFA may soon strengthen this responsibility.

Club officials must ensure that all volunteer screening data is kept confidential.

The following steps must be taken on an annual basis:

  1. Have all volunteers complete the Volunteer Enrollment Form (appendix “E”).

  2. Have all volunteers complete the Police Record Check (PRC) form.

  3. Volunteers to return both forms with a copy of their Proof of ID (driver’s license or Passport preferred) to the Vice-President or designate.

  4. Vice-President to submit all PRCs to the Police for completion.

  5. Should a volunteer be disqualified, NCAFA must be notified (note – the Club cannot name the disqualified volunteer unless the volunteer agrees in writing for the Club to divulge the name to the league.

  6. All screening information to be held in confidence for the period of one year (typically April – March)

  7. The Vice-President will provide the enrollment forms of the successful volunteers to the registrar so that they may be registered with NCAFA.

6. Remuneration

No member of the Club shall receive remuneration. No member shall directly or indirectly profit from his/her position within the Club. Reasonable expenses agreed to in advance by the Executives will be paid.

7. Liability

7.1 No member shall be held personally liable for any damage or injury or loss suffered by any person, club or organization as a result of any direct or indirect actions of the Mustangs or of anyone acting on the Mustang’s behalf. No members of the Mustangs are authorized to act on behalf of the Mustangs without the formal consent of the Mustangs, granted by the majority vote on the Mustangs Executive. Any member or person purportedly acting on behalf of the Mustangs without necessary authorization does so strictly at his/hers own risk and liability.

7.2 Should the Mustangs contribute or loan property or equipment to individuals or organizations, such is done with the understanding that the receiver will utilize the property at his own risk and agreed not to hold the Mustangs or any members thereof liable for damages that may result from any defect or shortcoming in the aforesaid property.

7.3 Every member of the Mustangs who has undertaken or is about to undertake any liability on behalf of the Mustangs or any company controlled by it and their heirs, executors and administrators, and estate and effects, respectively shall from time to time, be indemnified and saved harmless out of the funds of the Mustangs, from and against,

a) All costs, charges and expenses whatsoever which such Board member, Officer or other person sustains or incurs in or about any action, suit or proceeding that is brought, commenced or prosecuted against him/her, for or in respect of any act, deed, matter or thing whatsoever made, done or permitted by him/her in or about the execution of the duties of his/her office or in respect of any such liability;

b) All other costs, charges and expenses that he/she sustains or incurs in or about or in relation to the affairs thereof, except such costs, charges or expenses as are occasioned by his/her own act, neglect or default if such act, neglect is both willful and wrongful.

7.4 No Board member for the time being of the Mustangs shall be liable for the acts receipts, neglect or defaults of any other Board member or employee or for joining in any receipt or act for conformity or for any loss, damage or expense happening to the Mustangs through the insufficiency or deficiency of title to any property acquired by order of the Mustangs Full Board for or on behalf of the Mustangs or for the insufficiency or deficiency of any security in or upon which any of the monies of or belonging to the Mustangs shall be placed out or invested or for any loss or damage arising from bankruptcy, insolvency, or fortuitous act or any person, firm or corporation including any person, firm or corporation with whom any monies, securities or effects shall be lodged or deposited or for any damage resulting from any dealings with any monies, securities or other assets belonging to the Mustangs or for any other loss, damage or misfortune whatever which may happen in the execution of the duties of his/her respective office or trust or in relation thereto unless the same shall happen by or through his own act, neglect or default is both willful and wrongful.

8.Team Responsibilities

8.1 Head Coach

Each of the Corporation’s football teams shall have a Head Coach. The Head Coach has responsibility for –

  1. The conduct of his or her team on the field, including compliance with all applicable League and Corporation rules;

  2. Selection, supervision and discharging of his or her Assistant Coaches;

  3. Selection of player personnel for his or her team, having regard to the following criteria:

    1. The actual or potential contribution of the player to the success of the team;

    2. Residence of the player within the territory served by the Corporation;

    3. The number of years the player has played for any of the Corporation’s teams; and

    4. The presence of the player’s sibling on one of the Corporation’s teams.

  1. Selection (with the assistance of the equipment manager) of a team equipment manager; and

  2. Selection of a team manager.

8.2 Assistant Coaches

Each of the Corporation’s football teams shall have one or more Assistant Coaches. The Head Coach may delegate any of his or her responsibilities to an Assistant Coach.

8.3 Team Manager

Each team will have a team manager. This manager will have the following responsibilities:

  • Completion of a team list for communication purposes;

  • Communicates team schedules and changes of such schedules to participants;

  • Liaison with the club’s officials to ensure all club communications are distributed to all members;

  • Ensures game day personnel are available (convenors, time keepers, stick crew – as documented in the NCAFA Constitution);

  • Winning team, team managers communicate the days scores and game reports if applicable to NCAFA;

  • Assists the Board with fundraising initiatives (gathering volunteers etc.).

8.4 Team Equipment Manager

  • Works with the Club Equipment Manager to ensure all registered players are properly outfitted;

  • Carries appropriate spare parts to all practices and games; and

  • Assists the Club Equipment Manager with equipment collection at year end.

8.5 Team Trainer

  • Team trainers must have basic first-aid training;

  • Attends to all injured players at practices and games; and

  • Ensure the medical kits are brought to the field for all practices and games and that they are appropriately equipped; notifying the Executive of deficiencies.

9. Amendments to the Constitution

9.1 Amendments

Amendments to the Constitution are permitted only after receiving approval from the membership. Each suggestion for an amendment must have a sponsor. To place the amendment on the Agenda, the sponsor must submit the amendment to the Secretary at least fourteen (14) days prior to the scheduled AGM. The Executive shall have the opportunity to review amendments and prepare comments, as required.

Amendments shall be presented to the membership for discussion. If possible, copies of the amendment(s) shall be made available to the membership during the entire 7 day notice period. Copies shall be made available at the AGM.

9.2 Approval

A majority vote of the eligible members in attendance is required to approve Constitutional amendments.

 

Appendix “A” NCAFA League Structure

 

 

 

 

Appendix “B” – Mustangs Coaches Code of Conduct

South Ottawa Mustangs Football Club

Strength, Pride, Commitment

Coaches Code of Conduct

 

This Code of Conduct is in addition to the NCAFA Code of Conduct it does not replace it. Failure to comply with the code could result in disciplinary actions, including termination with Executive approval.

 

I will represent the Mustangs Organization positively supporting the decisions of the Executive.

 

I will not spend South Ottawa Mustang Funds without Executive approval to do so. No spending is to be done at the team level; requirements must be brought to the Executives attention for prior approval.

 

I will work to achieve the team training / coaching goals set out for my level of play in the player handbook.

 

.

 

 

 

I have read and agree to abide by this Mustangs Coaches Code of Conduct.

 

 

 

 

 

___________________________________ ___________________

Signature Date

 

 

 

Appendix “C” – Mustangs Board of Directors Code of Conduct

 

South Ottawa Mustangs Football Club

Strength, Pride, Commitment

 

 

 

 

Board of Directors Code of Conduct

 

 

 

This Code of Conduct is in addition to the NCAFA Code of Conduct it does not replace it. Failure to comply with the code could result in disciplinary actions, including termination with Executive approval.

 

I will bring all items requiring Executive decision to the attention of all Executive members, or to a board meeting where there is quorum for a decision.

 

I will not spend South Ottawa Mustang Funds without Executive approval to do so.

 

I will complete tasks I have volunteered to perform on time and report results back to the board. If I am unable to complete tasks or require assistance I will request help in a timely manner.

 

I will represent the Mustangs Organization positively supporting the decisions of the Executive.

 

 

 

I have read and agree to abide by this Mustangs Board of Directors Code of Conduct.

 

 

 

___________________________________ ___________________

Signature Date

 

 

Appendix “D” Financial Assistance Form

 

SOUTH OTTAWA mustangs football club

2185 ARCH STREET, OTTAWA, ONTARIO, K1G 2H5

REQUEST FOR FINANCIAL ASSISTANCE / SUBSIDY

(Confidential when completed)

Please complete both sides of this form

and return to Treasurer, by leaving the completed form

in a sealed envelope with your team coach or manager.

 

Financial assistance for football fees may be available, depending on circumstances, from the South Ottawa Mustangs Football Club

 

Note: A Player Registration Form must either have been previously completed or accompany this request to be considered eligible for a subsidy.

 

Name of Person Requesting Subsidy (please print): ________________________________

Relationship to Player: Mother ____ Father ____ Guardian ____

Telephone Number of Person Requesting Subsidy: _______________________

I hereby request financial assistance to cover a portion (up to a maximum of $200) of the South Ottawa Mustangs registration fee for the 2010 football season for the player named below:

Player’s Family Name: ______________________ First Name: ________________________

Reason for the subsidy request:

______________________________________________________________________________

 

__________________________________________________________________________________________________________________

 

__________________________________________________________________________________________________________________

 

__________________________________________________________________________________________________________________

 

SPECIFY/CIRCLE PLAYER’S APPLICABLE DIVISION LEVEL:

 

 

Division

Age

(as at Dec.31/10)

Registration

Fee

Amount of Subsidy

Requested

For Office Use Only: Amount of Subsidy Granted

Tyke

Prior to 1996

$275

 

 

Mosquito

1996, 1995

$275

 

 

Peewee

1994,1993

$275

 

 

Bantam

1992,1991

$275

 

 

Midget

Before 1991

$300

 

 

FINANCIAL DISCLOSURE

(Confidential when completed)

(Please note that financial need is the main criteria used in evaluating applications)

Parents/Guardians Monthly Income:

 

Parents/Guardians Monthly Expenses:

 

 

Your Employer:

Mortgage or Rent

$

 

 

Spouse’s Employer:

Groceries

$

 

 

Your Monthly Income

$

 

Clothing

$

 

 

Spouse’s Monthly Inc.

$

 

Telephone

$

 

 

Mother’s Allowance

$

 

Hydro/Gas/Heat/Water

$

 

 

Employment Insurance

$

 

Transportation

$

 

 

Disability Income

$

 

Automobile

$

 

 

Family Benefits

$

 

Child Care

$

 

 

Student Welfare

$

 

Loans – Bank

$

 

 

Alimony

$

 

Loans – Other

$

 

 

Other (please specify)

$

 

Credit Card Payments

$

 

 

Total Income

$

 

Other/Miscellaneous

$

 

 

Less: Total Expenses

$

<<<<

<<<<<<<Total Expenses

$

Total Net Income

$

 

 

 

 

 

 

Have you applied for funding elsewhere? If yes, where? ________________________________

 

References: provide the names of two unrelated individuals (e.g. Teacher, Social Worker, Priest, neighbour, coach, etc.) who could provide a reference – if the South Ottawa Mustangs deems necessary – confirming your need for assistance:

 

Name: ___________________ Tel: (___) ___-____ Relationship: ____________

Name: ___________________ Tel: (___) ___-____ Relationship: ____________

 

The following authorization and agreement must be signed

 

I, the undersigned, hereby warrant that the above information is true and accurate. I hereby authorize the South Ottawa Mustangs Football Club to contact any of the individuals or organizations named above to verify any of the above information.

 

Agreement to Contribute: (if the subsidy is provided, in whole or in part):

If my request for a subsidy is granted, I hereby agree to pay $5 per week for the duration of the season to the South Ottawa Mustangs Football Club. I also agree that should 3 payments be missed I may not be eligible to participate in Mustang’s activities including practices and games.

 

Signature of Person Requesting Subsidy: ______________________ Date: ______________

 

 

 

 
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