Toronto Soccer Association Constitution

Toronto Soccer Association Constitution
Approved November 26, 2005

Articles

1. Name and Location

2. Objects

3. Affiliations

4. Membership

5. Board of Directors

6. Committees

7. Procedures Governing Meetings

8. General Meetings

9. Constitutional Amendments

10. Rules and Regulations

11. Indemnity

12. Finance

13. Dispute Resolution

14. Harassment

15. Appeals

16. Dissolution

17. Definitions/Terminology

ARTICLE 1: NAME & LOCATION

1.1 The name of this organization shall be the Toronto Soccer Association hereinafter referred to as the Association. The headquarters of the Association shall be in the City of Toronto, Ontario.

1.2 The Seal, stamped on these By-Laws, shall be the Seal of the Association.  The Secretary of the Association shall have custody of the Seal.

ARTICLE 2: OBJECTIVES

The Association shall have the following objectives:

· To promote, develop and administer the game of soccer, both indoor and outdoor, in the District.

· To represent and act on behalf of The Ontario Soccer Association, hereinafter referred to as the OSA, in the administration of OSA programs within the District.

· To represent and act on behalf of its Member organizations and assist them to develop and effectively administer soccer programs.

ARTICLE 3: AFFILIATIONS

The Association shall be a Member of the Ontario Soccer Association and shall follow the published rules of The OSA. The Association is subject to the published rules in declining order of authority of the following governing organizations:

1. The Canadian Soccer Association

2. The OSA

3. The Toronto Soccer Association


ARTICLE 4: MEMBERSHIP

4.1 The Association shall have the following categories of Members:

a) Active Membership

Active Membership shall be open to clubs or leagues that meet the following criteria:

· are properly constituted soccer clubs

· have their headquarters in the District

· operate within TSA boundaries as set out in the Rules & Regulations

Membership shall be granted upon approval of the Board of Directors from Credential Committee recommendations. All Clubs shall have a constitution that meets the minimum requirements for a Club Constitution in accordance with the OSA's published rules.

b) Associate Membership

Associate Membership shall be open to:

· District Leagues

· Multi-Jurisdictional Club Leagues

· Regional Leagues

· Provincial Leagues

· Multi-Jurisdictional District Leagues

· soccer camps, schools or academies

· school boards

· colleges

· universities

· referee associations

· coach associations

which support the objectives of, and operate within, the Association. Associate Membership shall be granted after approval of the Board of Directors.

In order to be eligible for Associate Membership in the Association, a League must have a By-Law that is in full compliance with the minimum requirements for a League By-Law as defined in OSA League Policy 4.3.

c) Honorary Membership

The Board of Directors may confer an honorary Membership upon an organization or a person for a period of time.

Honorary Members are afforded all rights of Membership and shall have a voice but no vote at a general meeting of the Association.

d) Life Membership

• The Association may confer a life Membership upon a person.
• The admission of a Life Member shall require the affirmative vote of at least two-thirds of the voting delegates present at a General Meeting of the Association.
• Only one nomination for Life Membership shall be considered at any General Meeting of the Association.
• Life Members are afforded all rights of Membership and shall have a voice but no vote at a general meeting of the Association.

4.2 Membership Fees

Except where mandated by The OSA published rules, the annual Membership fees shall be set by the Board of Directors and ratified by the Membership at a general meeting of the Association.

4.3 Player Registration Fees

Members shall be required to pay player registration fees which shall be set by the Board of Directors and ratified by the Membership at a general meeting of the Association.

4.4 Approval of New Members

4.4.1 Any organization wishing to form a new club or league must adhere to the following procedures:

· The club/league must establish itself in a new geographic community and within a boundary designated by the TSA.

· An application must be made to the TSA Credentials Committee prior to January 1^st and must be approved by the TSA Board of Directors.

4.4.2 An organization shall be accepted into Associate Membership upon:

· submitting an application form along with the other required documents and Membership fees.

· obtaining the approval of the Board of Directors.

4.4.3 No new youth clubs to be admitted as a member of the TSA in 2011 and 2012.

4.5 Membership Renewal

The TSA's membership year is October 1 to September 30 of each year.

4.5.1 Active Members shall apply for renewal of their Membership by:

·Submitting an application form together with a copy of the applicant's current Constitution, a list of current Officers, and an audited Financial Statement along with the membership fees to the association 45 days prior to the association's Annual General Meeting and as set out in the Rules & Regulations.

·Payment of the Membership fee for the year at least 45 days prior to the association's Annual General Meeting.

4.5.2 Associate Members shall apply for renewal of their Membership 45 days prior to the association's Annual General Meeting and pay the entire Membership fee required for the year ending 45 days prior to the Association's Annual General Meeting.

4.5.3 Subject to the above conditions, renewal of Active and/or Associate Membership shall be automatic and does not require the approval of the Board of Directors.

4.6 Rights of Active and Associate Members

4.6.1 Active Members shall be accorded the following rights:

1. To be governed in accordance with the OSA and the Association’s published rules;
2. To register players, administrators, team officials and referees with the OSA and the Association;
3. To be a Member of, and register their teams with OSA sanctioned Leagues;
4. To enter teams in OSA sanctioned competitions;
5. To participate in OSA and TSA sanctioned programs such as player, coach and referee development;
6. To attend and vote at all general meetings called by the Association,
7. To operate Club Leagues in accordance with the OSA published rules,
8. To operate Player, Coach and Referee Development Programs, and
9. To participate in the OSA Insurance Plan

4.6.2 Associate Members shall be accorded the following rights:

1. To be governed, where applicable, in accordance with the OSA and the Association’s published rules;
2. To register, where applicable, administrators and teams with the OSA and the Association;
3. To enter teams, where applicable, in OSA sanctioned competitions;
4. To participate in OSA and Association sanctioned programs; and
5. To attend and vote at all general meetings called by the Association

4.7 Discipline of a Member

A Member may be fined, censured, suspended or expelled from Membership for cause and only after charges have been laid in accordance with the Association's published rules and a hearing held in accordance with the Association's and OSA's published rules. A Member whose Membership has been suspended loses all rights of Membership until the suspension has been completed.

4.8 Termination of Membership

Membership in the Association shall be deemed to have been terminated:

If the Member submits a signed letter of withdrawal to the Association or;

If the Member is expelled by the Association or;

If the Member fails to renew Membership in accordance prior to the Association’s Annual General Meeting or;

If the Member has outstanding accounts or overdue accounts at the end of the TSA's

Membership year (October 1 – September 30 of each year)

4.8.1. A member league or club shall be declared “not in good standing” with the association and may be subject to discipline, unless all outstanding accounts or overdue accounts are paid up prior to the Association's Annual General Meeting.

4.8.2 Organizations may apply for reinstatement provided they meet the TSA membership requirements

ARTICLE 5: BOARD OF DIRECTORS

5.1 The Association shall be governed by a Board of Directors which shall consist of 11 individuals, as may be amended from time to time by the Membership. These individuals shall hold the positions of:

President
Vice- President
Secretary
Treasurer
Registrar
District Referee Coordinator
2 League Directors
Director of Fields
Director of Publicity & Promotions
Director of Discipline & Appeals

• A Director may hold more than one position.
• A Director shall be eighteen (18) years of age or older and shall not be an undischarged bankrupt.
• A Director shall serve for a term of two years or until his or her successor is elected or appointed.
• A paid employee of the Association may not hold a position on the Board of Directors of that Association or any other Association.
• The District Referee Coordinator shall be a registered referee with the OSA and the Toronto Soccer Referee Association.

5.1.1 Candidates for election as Officers and Directors of the Association shall meet the following criteria

· All first time candidates– shall have participated with the administration of a club or league in the Association in the previous 2 years. Incumbents are exempt.

· Treasurer – shall have bookkeeping/accounting experience.

· District Referee Coordinator – shall be a register referee with at least 2 years experience.

· Discipline Chair – shall have a minimum of 2 years Discipline Committee experience. Shall hold an OSA Level 1 Discipline and Appeals Certification or obtain it within one month of obtaining office.

5.2 Director Vacancy

5.2.1 A Director has the right to resign her or his position by submitting a signed letter of resignation to the Association.

5.2.2 If there is a vacancy on the Board of Directors, caused by death, or resignation which has been accepted by the Board of Directors, the Members shall be notified so that they may nominate individuals to the position. The Board shall appoint an individual by a majority vote. The successor Director shall hold his or her incumbent's position for the remainder of the term being filled.

5.2.3 The Board can choose not to fill the position until the next General Meeting of the Association.

5.3 Removal of Director

5.3.1 No Member of the Board of Directors shall be removed for arbitrary reasons but may be removed if:

1. the Director is unable to perform the duties expected of the position due to, but not limited to, any of the following reasons:

a. if she/he becomes incapable of performing the business of the Association

b. if she/he is absent from two or more meetings of the Board without satisfactory reason

c. if she/he no longer resides in reasonable proximity to the Association

d. if she/he becomes, or is discovered to be, an undischarged bankrupt; or

1. the Director has compromised the integrity of the Association due to, but not limited to, any of the following reasons:

a. if she/he has been found guilty of an offence under the Harassment Policy of the OSA

b. if she/he has been found guilty of an offence involving violence under the Discipline Policy of the OSA

c. if she/he has failed to properly account for monies or other property belonging to the Association

d. if she/he has been found guilty of a criminal offence regardless of whether or not the offence directly affected the Association

e. if she/he has been found guilty of failing to act in accordance with the Conflict of Interest Policy of the OSA

5.3.2 A Member of the Board of Directors holding his or her respective position, as Director or other position may be removed from office by the Board of Directors for good and sufficient cause by a majority vote of the Board of Directors present provided notice to remove the Director has been given to all Directors of the Association. If a Director is removed by the Board of Directors, the Board of Directors may appoint a successor to the incumbent's position for the remainder of the term being filled.

5.3.3 A Member of the Board of Directors may also be removed from office for good and sufficient cause at a meeting of the Members of the Association provided notice to remove the Director has been given to persons entitled to attend the Members' meeting. If a Director is removed at a Members' meeting, the Members entitled to vote may elect a successor to fill the position held by the removed Director for the remainder of his or her term.

5.4 Conflict of Interest and Standards of Conduct

The Directors shall be subject to the Conflict of Interest Policy in the OSA's and the Association’s Rules and Regulations Section 9.

5.5 Duties of Board of Directors

The Board of Directors shall conduct the business of the Association during the periods between general meetings of the Association and in accordance with the authority granted to it in the published rules of the Association.

The Board of Directors shall be responsible for the appointment and renewal of appointments of all positions within the Association except for those positions elected by the Membership of the Association. This shall include the appointment of volunteer and paid positions for coach and administrator positions within the Association's operations. The selection process and the appointments shall be based on procedures outlined in the Association's published rules.

The Board of Directors may also revoke, for cause, any appointment providing that it has followed the procedures for revoking an appointment as outlined in the Association's published rules.

Duties of Directors are outlined in the Rules and Regulations of the Association.

5.6 Nominations and Elections

5.6.1 Nominations for positions on the Board of Directors may be made by any Member in good standing. Nominations and elections for positions open shall be held in the order of the positions listed in these By-laws.

5.6.2 Nominations must be in writing on a form provided by the Association; must be accompanied by a brief resume of the nominee and must be signed by the nominee consenting to his/her nomination, except as provided in paragraphs e. and f. The form will also request that any past criminal convictions that may impact on any position held by the individual on the Board be disclosed. Nominations must be received at the office of the Association at least thirty (30) days before the Annual General Meeting, except as provided in 5.6.3 and 5.6.4.  Copies of the resumes and nomination forms of all candidates shall be posted on the TSA website not less than fourteen (14) days prior to the Annual General Meeting at which they will be considered.

5.6.3 If no nomination is received for a particular position in accordance with the preceding paragraphs, nominations for that position will be accepted from the floor at the Annual General Meeting.

5.6.4 Nominations from the floor for a particular position where there is a proper nomination will be accepted upon motion duly made and approved by at least 75% of the voting delegates present.

5.6.5 Directors shall be elected by secret ballot and shall take office immediately.  A simple majority shall elect. A majority of the votes cast shall be required to elect Directors. In the event no candidate receives a majority, the candidate with the least votes shall be dropped from the ballot and another vote shall be held.

5.6.6 The positions of President, Treasurer, Discipline & Appeals Director, League Director, and Registrar shall be up for election at the AGM falling on an odd-numbered year.

5.6.7 The positions of Vice-President, Secretary, Fields Director, Publicity and Promotion Director, District Referee Coordinator, and League Director shall be up for election at the AGM falling on an even-numbered year.

5.6.8 Election shall be by secret ballot, but in the event only one candidate is nominated, no vote is required and the nominated candidate shall be declared elected by acclamation.

5.6.9 Should a vacancy occur on the Board of Directors midterm, the Board shall immediately notify the members of the Association so that they may nominate individuals to be considered by the Board to fill the position.

5.7 OSA District Representative

5.7.1 The President of the Association shall be District Representative to the OSA unless the President declines the position or is removed from the position by a majority vote of the Board of Directors.

5.7.2 In the event the President declines, or is removed from, the District Representative position, the Board of Directors, by majority vote, shall elect one of its Board Members to the position. The term of office of the District Representative will be in accordance with the OSA's published rules.

5.8 Board Meetings

5.8.1 The Board of Directors shall meet at least four (4) times per year, upon notification by the Secretary at such place and time as the Board of Directors may determine.

5.8.2 Meetings by electronic/telephone conference
a. Subject to the Act, if all Directors of the Corporation, or of a committee of the board (as the case requires) consents thereto generally or in respect of a particular meeting and each has adequate access, Directors may participate in a meeting of the board or of a committee of the board by means of such conference telephone or other communications facilities as permit all persons participating in the meeting to communicate with each other, and a Director participating in such a meeting by such means is deemed to be present at the meeting;
b. Provided further that at the outset of each meeting referred to in subsection a) above, the Chair of the meeting shall call roll to establish quorum and whenever votes are required, and unless a majority of the directors present at such meeting otherwise require, adjourn the meeting to a predetermined date, time and place whenever not satisfied that the proceedings of the meeting may proceed with adequate security and confidentiality.

5.8.3 A majority of the members of the Board of Directors shall form a quorum at all meetings of the Board. Questions arising at any meeting shall be decided by a majority of votes where each director is entitled to cast one vote. In the case of electronic participation at a meeting by any Director(s), those Director(s) shall be included in the quorum determination.

5.8.4 Minutes shall be kept of all Board meetings and posted on the TSA website after approval of the Board. Minutes may be emailed to members on request.

5.8.5 The President shall preside at all meetings of the Association and he/she shall have a casting vote only.

5.8.6 The Vice-president shall be the senior Executive Officer of the Association next to the President and shall preside at all meetings in the President’s absence.

5.9 Executive Committee

5.9.1 The Executive Committee shall consist of the four Executive Officers: the President, Vice President, Secretary and Treasurer.

5.9.2 A majority of the Executive Committee shall constitute a quorum of the Executive Committee.

5.9.3 Meetings of the Executive Committee shall be at the call of the President or the Secretary.

5.9.4 Minutes shall be kept of Executive Committee meetings and ratified at the following Board of Directors’ meeting.

5.9.5 Motions of the Executive Committee shall be presented at the following Board of Directors' meeting for approval before implementation.

5.10 Executive Director

· The Board of Directors may select and appoint an Executive Director.

· He/she shall be paid such remuneration as determined by the Board and as provided for in the budget and shall have such duties as prescribed by the Board.

· He/she may attend Board of Directors’ meetings but does not have a vote.

 

ARTICLE 6: COMMITTEES

6.1 The Membership at any general meeting, or the Board of Directors at any meeting of the Board, may establish a standing committee or special committee to carry out specific business or programs of the Association. The Board or Membership shall determine the chair and members of any special committee. The President shall be, ex officio, a member of all committees.

Minutes of each committee meeting shall be presented to the next meeting of the Board of Directors.

6.2 Standing Committees

There shall be established the following Standing Committees, which shall be appointed by the Board to hold office during the tenure of the Board and shall have such duties and responsibilities as the Board may determine.

(i) Standing Committee on Discipline

a) It shall be the duty of this Committee to investigate complaints made respecting any member of the Association who is alleged to be guilty of unethical practice.

b) This Committee shall hear all discipline cases arising from competitions under the direct jurisdiction of the Association and those cases delegated to the Association by the Ontario Soccer Association.

c) The Director of Discipline and Appeals shall chair this committee.

(ii) Standing Committee on By-Laws and Rules and Regulations

a) It shall be the duty of this Committee to be responsible for all matters relating to the By-Laws and Rules and Regulations for amendments thereto.

b) This Committee shall receive and review all resolutions submitted to the Association and present them to the membership at the Annual General Meeting.

(iii) Standing Committee on Finance

a) It shall be the duty of this Committee to oversee the fiscal involvement of the Association.

b) This Committee shall prepare the Association's budget on an annual basis.

c) The Treasurer shall chair this Committee.

(iv) Standing Committee on Credentials

a) It shall be the duty of this Committee to check the credentials of members prior to any General Meeting of the Association.

b) The Secretary shall chair this Committee.

(v) Standing Committee on Youth Soccer

a) It shall be the duty of this Committee to coordinate activities for those members operating teams at the youth level.

b) This committee shall oversee and monitor the Player and Coaching Development program of the Association.

d) This committee shall also monitor participation of any District teams.

e) The League Directors shall co-chair this Committee.

(vii) Standing Committee on Referees and Referee Development

a) It shall be the duty of this Committee to coordinate and schedule referee clinics and to appoint referees to competitions and games within the jurisdiction of the Association.

b) The District Referee Coordinator shall chair this committee and appoint other members in which one member must be a full member of the Toronto Soccer Referee Association.

(viii) Standing Committee on Soccer as a Recreational Sport

a) It shall be the duty of this Committee to coordinate, regulate all matters dealing with recreational competitions/tournaments within the jurisdiction of the Association.

b) The Vice-President shall chair this Committee.

(ix) League Management Committee

a)It shall be the duty of this committee to organize, schedule and run the TSA District Outdoor leagues, the Toronto District Indoor League, and the Toronto Development Youth Soccer League.

b) The League Directors shall be co-chairs of this committee.

c)Each senior league (MDSL and WDSL) shall appoint one member to the committee.

d) Each youth league (YDSL and TDYSL) shall appoint one member to the committee.

e)Appoint additional members as required.

 

ARTICLE 7: PROCEDURES GOVERNING MEETINGS

All meetings of the Association shall be conducted in accordance with the most recently published Robert's Rules of Order Newly Revised except as may be otherwise stipulated in this Constitution or other Rules and Regulations of the Association.

ARTICLE 8: GENERAL MEETINGS

8.1 General Meetings

8.1.1 An official notice of each meeting shall be given to all Members at least 14 days before the meeting is to be held, at such place, and at such date as the Board of Directors may determine. Such notification shall be by email or fax (if requested by a member only) and website notice. Life members and a representative of the OSA shall also be invited to the general meetings.

8.1.2 Members representing fifty per cent (50%) of the voting Membership shall form a quorum at all general meetings of the Association. Any question shall be decided by a majority of the votes unless otherwise required by this Constitution or other law.

8.1.3 Failure to attend or submit a proxy shall result in a fine, the amount to be published annually in the Fee schedule.

8.1.4 Draft minutes of the Annual General Meeting, including all motions, shall be circulated to the members within two months of the meeting.

8.2 Annual General Meeting

The Association shall hold its’ Annual General Meeting over two days: 1. the Wednesday before the last Saturday in November; and 2. the last Saturday in November. The agenda of the Annual General Meeting shall include:

Day 1

1. Roll Call and Credentials Committee Report

2. National Anthem and Period of Remembrance

3. Introduction of Guests

4. Treasurer's Report and Financial Statement

5. Auditor's Report

6. Appointment of Auditor

7. Roll Call and Credentials Committee Report

8. Approval of Budget and Fee Structure for following year

9. Adjournment until Saturday

Day 2

1. Roll Call and Credentials Committee Report

2. National Anthem and Period of Remembrance

3. Tributes and Introduction of Guests

4. Minutes of Previous Annual General Meeting and Special Meetings

5. President's Report and Address

6. Officers' and Directors’ Reports

7. Committee Reports

8. Unfinished Business for previous year

9. Roll Call and Credentials Committee Report

10. Amendments to the By-Laws and Rules and Regulations

11. Election of Officers and Directors

12. Other Business

13. Adjournment

After the approval of the minutes of the previous Annual General Meeting, the Chair may, at his/her discretion, introduce any special business for discussion, or accept a motion to amend the order of the agenda.

8.3 Special General Meetings

A Special General Meeting of the Association:

a) may be called by the Board of Directors by its own motion, or
b) shall be called by the Board of Directors upon receipt of a written request submitted to the Association by registered mail, certified mail, trace mail, courier service, hand delivery, fax or e-mail, signed by Members representing not less than twenty-five per cent (25%) of the voting membership, setting out the items of business to be conducted at the Special General Meeting. The Special General Meeting shall be held within thirty (30) days of receipt of the written request from the Members.

Only the business set out in the notice to the Special General Meeting shall be considered unless by unanimous consent of those present.

8.4 Delegates to General Meetings

A Member is entitled to have a maximum of three (3) delegates, from its membership, attend a general meeting of the Association.

The Member must appoint one of its delegates to cast all of its votes at a general meeting.

8.5 Voting at General Meeting

At general meetings, an Active member shall have:

· A vote for the first (50) registered players, or part thereof; plus

· A vote for each additional hundred (100) players.

· All its votes cast by its appointed delegate or by a proxy.

Associate members shall have one vote at general meetings.

8.6 Proxy Voting at General Meeting

Every member entitled to vote at a meeting of Members may by means of a proxy appoint another Member or a person as the member's nominee to attend and act at the meeting in the manner, to the extent and with the power conferred by the proxy.

The form for the proxy, and the issue, or issues, for which the proxy may be cast are as defined in the Rules and Regulations.

 

ARTICLE 9: CONSTITUTIONAL AMENDMENTS

9.1 Constitutional amendments may be proposed by the Board of Directors, or submitted by a Member to the Association in writing 45 days prior to a General Meeting of the Association; and by a two thirds vote of the Membership voting in person or by proxy at a meeting of the Association.

9.2 All Members entitled to vote shall be notified with the Association’s notice of the proposed constitutional amendments referred to in subparagraph 9.1. Such notification shall be by email (or fax if specifically requested by a member) not less than thirty (30) days prior to the General Meeting at which they will be considered.

9.3 Constitutional amendments will require a majority vote of accredited delegates present at the General Meeting.

 

ARTICLE 10: RULES AND REGULATIONS

10.1 The Board of Directors may approve and publish Rules and Regulations which are not inconsistent with this Constitution and are not inconsistent with the Rules and Regulations of a higher level governing organization.

10.2 Amendments to the Rules and Regulations may be made by a majority vote of the Board of Directors or the Members at a General Meeting. If the Rules and Regulations are amended by the Board of Directors, the amendment shall be presented for ratification at the next Annual General Meeting or a Special General Meeting called for that purpose. If the amendment is not ratified, it is of no effect and the previous Rules and Regulations are then in effect.

ARTICLE 11: INDEMNITY

Members of the Board of Directors or staff or volunteers of the Association, their heirs, executors, administrators and estate and effects respectively shall be indemnified and saved harmless at all times by the Association against all costs, losses and expenses incurred by them respectively in or about the discharge of their respective duties, except such as happens from their own respective willful neglect or default.

ARTICLE 12: FINANCE

12.1 The accounts of the Association shall be audited annually by a Chartered Accountant.

12.2 The audit statement shall be presented to the Annual General Meeting for adoption.

12.3 At the Annual General Meeting of the Association, a chartered accountant firm shall be appointed to perform the audit.

12.4 The fiscal year of the Association shall end on September 30^th of each year, unless otherwise ordered by the Board of Directors.

12.5 All monies owing to the Association shall be due and payable within thirty (30) days of invoicing unless otherwise stipulated.

12.6 Penalties for late payment or non-payment of monies due shall be established by the Board.

 

ARTICLE 13: DISPUTE RESOLUTION

13.1 The Association shall adhere to the Dispute Resolution process as published and approved by the OSA from time to time.

13.2 Any member of the Association may initiate the Dispute Resolution process by communicating in writing to the OSA, with a copy to the Association, the nature and facts of the dispute. The OSA, at its discretion, may proceed with the Dispute Resolution process by assigning one or more neutral persons to the dispute.

13.3 The Dispute Resolution process shall not to be used for game discipline which follows the normal discipline and appeals process.

13.4 The Association shall make available to any member a copy of the Dispute Resolution process when requested.

ARTICLE 14: HARASSMENT

The Association shall adhere to the Harassment Policy as published and approved by the OSA from time to time.

The Harassment Policy shall apply to all employees, directors, officers, volunteers, coaches, game officials, administrators, players, members and registrants of the Association.

Harassment is defined as any comment, conduct, or gesture directed toward an individual or group of individuals which is insulting, intimidating, humiliating, malicious, degrading or offensive. It includes, but is not limited to, sexual harassment.

The Association shall make available to any member a copy of the Harassment Policy when requested.

The Board of Directors shall appoint two Harassment Officers. Duties of Harassment Officers are as in the Rules and Regulations.

 

ARTICLE 15: APPEALS

15.1 Any registrant or registered organization directly affected by a decision of the Association may appeal such decision, except as stipulated in 15.4 or 15.5.

15.2 The denial or termination of membership in the Association may be appealed by a non-registered organization.

15.3 A decision of the Association may be appealed to the OSA. The appeal shall be conducted in accordance with the OSA's published rules.

15.4 An individual shall not appeal a decision made by the Board of Directors regarding the appointment, non-appointment, re-appointment or revocation of an appointment of an individual to any coach or administrator position within the Association's operations, except where the selection, appointment and revocation process outlined in the Rules & Regulations has not been followed.

15.5 An individual shall not appeal a decision made by the District regarding a player's team assignment on any District or Regional team.

ARTICLE 16: DISSOLUTION

In the event of dissolution of the Association, and after payment of all debts and liabilities, its remaining property shall be distributed or disposed of by the Board of Directors to one or more not-for-profit soccer related organizations which is (are) registered with the OSA.


ARTICLE 17: DEFINITIONS/TERMINOLOGY

Terminology used in this Constitution shall have the same meaning as used by the OSA in its letters patent, By-Laws and published rules.

 

Changes as of November 2010

Rules and Regulations

¨ Rule 2 Membership amended and approved by the Board Sept 14 and Nov 15, 2006. Rule 3 combined with 2 and all other rules renumbered.

¨ Rule 17 Other. Added (f). Nov 24, 2007.

¨ Rule 2 Membership. Changed e). Nov 29, 2008.

¨ Rule 10 Finance Changed.
Rule 11 Directors j) District Referee Coordinator changed. Nov 27, 2010.

 

Rules and Regulations

Approved

1. General
2. Membership
3. Associate Leagues
4. Fees
5. Discipline
6. Protests
7. Appeals
8. Cup Competitions
9. Code of Conduct/Conflict of Interest
10. Finance
11. Directors
12. Board Meetings
13. Hiring Practices
14. Special Awards
15. Volunteer Screening/Harassment Officers
16. Privacy Policy
17. Other

1.       GENERAL

a) This Association will follow the Constitution of the Ontario Soccer Association and their published Policies and Procedures in so far as they apply except where they are varied by the Constitution and/or Rules and Regulations and/or Policies and Procedures of this Association.

b) Each League and Club operating under the jurisdiction of this Association may enact such rules and regulations and develop such policies and procedures, as it deems necessary to run its own affairs provided that they are not contrary to the generally accepted principles of the game of soccer or the Rules of the TSA, OSA or CSA.

c) Any situation arising which is not covered by the rules and regulations and/or policies and procedures referred to in 1b shall be resolved by reference first to the Constitution and/or Rules and Regulations and/or Policies and Procedures of this Association. If it is still unresolved, by reference progressively to the Ontario Soccer Association, the Canadian Soccer Association and FIFA.

 

2.       MEMBERSHIP

a) Application for membership to this Association shall be made annually on a form to be provided by the Association.  The application must be accompanied by:

· the required membership fee

· a list of current officers and

· contact information for a minimum of 2 officers.

For Active Members, a list of teams run by the Member must be attached. TSA must have a copy of the club’s most recently approved constitution. When any changes are made to the Club’s Constitution, it must be submitted to the TSA within 1 month of the changes being approved by the Club’s members.

All clubs operating youth teams must register a minimum of two hundred and fifty (250) players in order to be able to field competitive teams. Starting in 2007, there will be no exemption given to any club operating youth teams who does not meet this requirement. In order to field a competitive team in a particular age and gender category, the club must have a minimum of 4 house league teams in the two prior age groups of that competitive team. The age groups of U15 and above are exempt and are not required to have 4 house league teams within the two prior age groups. Ninety percent of registered youth players must be residents within the boundaries of the Toronto Soccer Association.

Any existing TSA Club or League that is not presently operating a youth house league and would like to start one must comply with all of the above requirements and operate within a new geographic area of the District.

b) All Active Members shall comply with the constitution of the Association and any Policies and Procedures published by the Association.

c) New members must provide the following with their application form:

· A list of executive officers.

· A copy of their constitution including by-law and playing rules.

· A club name which must represent the community in which the club wishes to establish itself and may not be similar to another existing club’s name.

· Proof that a club intending to field youth teams will be able to register a minimum of two hundred and fifty players (250).

· Authorized confirmation of use of a playing field or indoor facility.

· The geographic area within TSA boundaries from which they intend to recruit players.

· A draft player list.

d) Any Club wishing to enter a team or teams in a Provincial or Regional League, or other league operating under the jurisdiction of another recognized soccer authority, shall first obtain permission from the Association.

e) Any new senior competitive team applying for membership must join an existing TSA club with a youth program. The Credentials Committee may grant an exception if no existing TSA club is willing to accept them.

3.      ASSOCIATE LEAGUES

a) Each League, other than a Club/League, wishing to operate within the jurisdiction of the Association shall apply to the Association for Associate membership each year.

b) Application for Associate Membership must be accompanied by: a copy of the League's constitution, a list of current officers and a list of teams expected to participate in the League's forthcoming season.

 

4.       FEES

The Association may impose such other fees and bonds, as it deems necessary.  A schedule of the fees and bonds to be charged shall be published annually.

Failure of an active member to attend a General Meeting or submit a proxy will result in a fine of $100.00.

 

Membership Fees for 2011

a) Non-Amateur..................................... $160.00

b) Senior competitive team..................... $88.00

c) Senior recreational team..................... $90.00

d) Senior recreational club/league............ $250.00

e) Senior Indoor team............................. $15.00

f) Youth competitive team....................... $60.00

g) Youth recreational team...................... $12.00

h) Mini soccer team................................ $10.00

i) Associate member............................... $20.00

Player Fees for 2011

The Association shall impose a surcharge on player registration fees charged by the OSA and CSA as follows:

Senior competitive player......................... $14.68

Senior recreational player......................... $8.32

Indoor or Futsal player............................. $7.93

Youth competitive player.......................... $10.41

Youth recreational/house league player..... $9.51

Mini player.............................................. $7.58

Mini U11-U12 player................................ $ 6.51

Actual Player Fees for 2011

Senior competitive player......................... $52.00

Senior recreational player......................... $26.00

Indoor or Futsal player............................. $16.00

Youth competitive player.......................... $41.00

Youth recreational/house league player..... $21.00

Mini player.............................................. $18.00

Mini U11-U12 player................................. $18.00

 

Player Transfers

The Association shall impose a surcharge on player transfer fees charged by the OSA as follows:

Senior competitive player.......................... $25.00

Youth competitive player........................... $15.00

 

5.       DISCIPLINE

a) Players and club or team officials reported for misconduct shall be dealt with by their league or club, except as otherwise stipulated.

b) Players and club or team officials reported for misconduct in a game shall be dealt with by the Discipline Committee of their Club or League.

c) Players and club or team officials reported for alleged physical assault on a game official shall be dealt with by the Discipline Committee of the Association representing the OSA.

d) In all cases of alleged physical assault on a game official by a player or club or team official, he/she shall be suspended from all soccer related activities until the case has been dealt with.

e) The Board of Directors may determine from time to time that discipline in certain leagues or competitions and certain offences in all leagues and competitions be dealt with by the Discipline Committee of the Association.

f) All leagues shall notify the Association promptly of any discipline handed down.  If they are aware that an individual is involved with another league, or is involved in any other capacity with a soccer body, they shall notify that League or soccer body directly.

g) The Association may impose fees, fines, bonds and/or other penalties on those individuals and organizations found guilty of discipline offences.  A schedule of the fees, fines and bonds to be charged shall be published annually.

h) TSA will deal with all cases of game official assault and game abandonment for all leagues in membership

 

6. PROTESTS

Protests on games shall be made according to the rules of the competition in which the game was played.

 

7.     APPEALS

a) Appeals of decisions made by a league or club shall be submitted in writing by Registered Mail, fax, e-mail or recorded delivery to the Association.

b) A letter of appeal shall be sent by Registered Mail, fax or e-mail to the League Management Committee and a copy to the Secretary of the Association.

c) The letter of appeal must be accompanied by a $250.00 fee in the form of a certified cheque, money order, Visa or Interact together with a copy of the proof of delivery in accordance with paragraph 11b (i.e. Canada Post registration receipt or fax receipt).  If the notification is sent by e-mail or fax, the $250.00 fee must be delivered to the Association within four (4) days from the date of delivery to the Association.

d) The letter of appeal must be postmarked no more than five (5) working days from the receipt in writing of the decision being appealed. If the notification is by fax the date stamped must be no more than five (5) working days from the receipt in writing of the decision being appealed. If the notification is by e-mail the computer time of reception at the Association must be no more than five (5) working days from the receipt in writing of the decision being appealed.

e) Any appeal, which is not submitted in compliance with all of the above regulations, may be ruled out of order and may not be heard.

f) In the event that an appeal is upheld, the appeal fee shall be refunded less a $50 administration fee.

 

8.    CUP COMPETITIONS

The Association may conduct the following cup competitions on an annual basis:

a) British Consol’s Trophy

(i) This competition shall be open to all senior competitively registered.

(ii) This competition shall be conducted in accordance with rules set out by the Board.

b) TSA Recreational Cup

(i) This competition shall be open to senior recreationally registered teams.

(ii) This competition shall be conducted in accordance with rules set out by the Board.

c) TSA Women’s Challenge Cup

(i) This competition shall be for competitive women’s teams.

(ii) This competition shall be conducted in accordance with rules set out by the Board.

 

9. CODE OF CONDUCT/ CONFLICT OF INTEREST

Directors and staff of the Association are expected to adhere to OSA Conflict of Interest Guidelines. In addition, they shall adhere to the following:

1. Directors must attend Board meetings. Be punctual and stay until adjournment

2. Respect the confidentiality of the Board meeting. Only the results of motions may be discussed outside of the meeting.

3. Directors and staff shall prepare reports of their activities and give to the secretary to present to the Board four days prior to a Board meeting.

4. Directors shall participate in TSA committees. If he/she is a chair of a committee, he/she shall ensure that minutes of meetings are prepared and presented to the Board. Minutes shall be presented to the secretary four days prior to a Board meeting.

5. Directors shall represent the TSA with dignity and professionalism at any soccer event whether of this Association or other associations.

6. Directors shall provide a written report to the Board on any meetings or events attended on behalf or the TSA.

7. Directors and staff shall treat each other and TSA members with courtesy and respect.

8. Directors and staff shall not use their position on the Board or in the Association to benefit their club, league or group. It is expected that the benefits of the Association as a whole shall be considered foremost.

9. Directors and staff shall not make any commitments (financial or other) on behalf of the Association without Board approval. Requests for decisions shall be made in writing to the Board.

10. Directors and staff shall declare any conflicts of interest on a particular issue and remove themselves from the discussion. They may not vote on a motion where he/she has a conflict of interest.

11. Directors shall support fellow directors in their leagues, tournaments, committees and activities.

12. Directors and staff shall do their job as professionally and ethically as possible. If a director is unable to perform their expected duties, they shall ask the Board for assistance or request a leave of absence.

13. Conflicts of interest or the appearance of conflicts of interest are to be avoided where possible and acted upon openly and appropriately when encountered.

 

10. FINANCE

· All Directors/Committees shall be required to submit to the Board by October 10^th their proposed budget for the coming season.

· Any directorship which is vacant will be awarded the previous year’s budget.

· The budget for the Association must be approved by the Board of Directors prior to presentation to the membership at the Annual Budget meeting.

· Expenditures and commitments greater than $1,000 require approval by the Board of Directors. The approval may be at a Board Meeting, by telephone conference, or by e-mail; a record shall be kept of all approvals.

· Expenses and/or Cheques signatures may not include the Payee or related party.

· Two authorized Director's signatures are required on all cheques and financial instruments.

· No refunds will be dispensed without proper receipts.

· The Association will levy a $35.00 fee for all NSF cheques.

11.     DIRECTORS

All directors and officers of the Association shall:

· assist with any Ontario Cup tournament rounds that the Association may host;

· be part of a discipline hearing if required (except if a conflict of interest is cited)

· sit on at least one standing committee of the Association;

· provide a written report of their activities between board meetings at least one week prior;

· assist with District Tournaments and Finals of the District Leagues as required;

· provide a summary report on his/her activities one month prior to the scheduled Annual General Meeting;

· have other duties as assigned by the Board or the Executive.

a) President

· Shall preside at all Board Meetings and General Meetings of the Association unless he/she has a conflict of interest or declines to chair.

· Shall represent the Association at the OSA Board of Directors unless he/she declines the appointment.

· Shall represent the Association at Central Region League Management Committee meetings unless he/she declines the appointment.

· Shall represent the Association at other Soccer related functions as assigned by the Board or the Executive.

· Shall be the spokesperson for the Association.

· Shall provide a written summary report to the Board following any of the above meetings or functions.

· Shall be ex-officio of all committees of the Association except for any nominations committee.

b) Vice-President

• Shall fill in for the President as required.
• Shall fill in for any other absentee director as required.
• Shall chair the Standing Committee on Recreational Soccer and Strategic Planning. Another director may be appointed by the Board to chair either committee should the VP decline.

c) Secretary

· shall look after the corporate affairs of the Association

· shall keep a record of all minutes of the Association; keep on file all committee reports;

· shall notify officers and committee Members of their election or appointment;

· shall furnish committees with those documents required to perform their duties;

· shall sign all certified copies of acts of the Association, unless otherwise specified in the Association's published rules;

· shall maintain record books in which the constitution, published rules and minutes are entered and to have the current record books available at each meeting;

· shall send out to the Membership a notice of each general meeting;

· shall send out to the board notice of each meeting;

· shall conduct the general correspondence of the organization that is not the proper function of another office or committee;

· prepare, prior to each meeting in consultation with the presiding officer an order of business;

· in the absence of the president and vice-president shall preside until the immediate election or appointment of a chair pro tem.

d) Treasurer

· shall be responsible for the fiscal affairs of the Association;

· shall ensure that full and accurate records are kept of the accounts of the Association;

· shall report to the Board of Directors monthly, prior to Board of Directors meetings;

· shall chair the Finance Committee;

· shall prepare a budget for the Annual General Meeting.

e) Director of Discipline and Appeals

· shall chair the Discipline Committee and shall hear all cases of misconduct in games under the jurisdiction of the Association, including cases of alleged physical assault against a game official or special incident reports, as well as those cases delegated to, or referred to, the Association by the Ontario Soccer Association.

· shall also chair the Appeals Committee and will hear all appeals made to the Association.

· for both the Discipline Committee and the Appeals Committee, he/she shall ensure that all cases are heard promptly; that proper notification is given to all parties concerned; that minutes are kept of all hearings; that decisions are supplied in writing to the parties concerned; and that a summary of cases heard and decisions made is presented at each meeting of the Board of Directors.

· In the event that he/she is unavailable for any hearing, or in the event of an actual or apparent conflict of interest, he/she shall, with the approval of the Board of Directors, or between meetings of the Board with the approval of the President, appoint an Acting Chair for either the Discipline Committee or the Appeals Committee.

· Any fees, fines or bonds collected shall be recorded in the minutes and forwarded promptly to the Treasurer along with a copy of those minutes.  Any fees, fines or bonds assessed but not collected shall also be noted in the minutes and brought to the attention of the Treasurer.

f) Registrar

· shall be responsible for all matters relating to the registration of players.

· shall ensure that sufficient registration forms are obtained from the Ontario Soccer Association for all leagues and/or clubs operating under the jurisdiction of the Association.  He/she shall ensure that instructions on completion of these forms are prepared; he/she shall arrange for distribution of the forms with instructions; he/she will record all numbers so that a complete record is kept of which forms have been distributed to which leagues and clubs; and ensure that payment is received by cheque, in advance, where required.

· shall be responsible for all matters relating to transfers of players, and the issuing of trial permits and temporary registration permits.

· in conjunction with other Directors – shall oversee the running of the Consul’s Cup, the TSA Challenge Cup Tournament, the TSA Recreational Cup and such other competitions or tournaments that the Association decides to run.

· shall serve as the Association's representative on the committee for any tournaments held jointly with other District Associations.

· shall approve and monitor tournaments run under the jurisdiction of the Association.

g) League Directors

· shall promotion and development of all boys’, girls’, women’s, and men’s soccer, including: competitive, recreational, youth development, house league, and mini soccer.

· shall act as a liaison between the Association and all registered clubs.

· shall be members of the TSA League Management Committee

· shall monitor the registrations of all participating teams in the TSA Leagues, and shall report any irregularities to the Board.

· shall provide to the Board a listing and summary of the proposed projects for all TSA leagues with expenditure estimates, requirements, and time lines.

· shall co-chair the Youth Committee.

· shall co-chair the Consuls Cup, the TSA Challenge Cup and the TSA Recreational Cup Committees.

h) Director of Fields

· shall obtain permits for playing facilities from the appropriate authorities and allocate fields to leagues, clubs and other parties in accordance with the Association's established policy.

· shall deal with any problems concerning use of these facilities by the users or by the parks authorities

i) Director of Publicity and Promotion

· shall be responsible for the Public Relations of the Association in co?ordination with the Director responsible, he shall arrange for the results of all Association competitions to be published in the Toronto and local community papers and  will arrange for coverage in advance for important games.

· shall assist member leagues and clubs in getting their results and standings published on a regular basis.

· shall arrange, in co-ordination with the Director responsible, for sponsorship of Association competitions wherever possible

j)  District Referee Coordinator

· shall be responsible for all matters relating to the recruitment, development, retention and education of referees  registering through the Association.

· shall act as a liaison between the Toronto Soccer Association and the Toronto Soccer Referee Association and provide an annual summary of his/her activities on the referee development, mentoring and training to both associations.

· Shall supervise the appointment of game officials to games under the direct jurisdiction of the Association and other games delegated to the Association by the OSA.

· Shall assist in the co-ordination of game official appointments for all games under the jurisdiction of the Association.

· shall meet the criteria established by the OSA for this position.

k) Harassment Officers

· Do not have a vote on the board (unless they are also a director).

· Shall be appointed by the Board.

· A director of the Board may be appointed Harassment Officer.

· Shall have duties as determined by the Board.

 

12. BOARD MEETINGS

a) All duly elected Directors will receive an annual honorarium in the amount of $50.00 per meeting for their attendance at all regularly scheduled Directors’ meetings, pending their submission of a written progress report to be supplied to the TSA office a minimum of four (4) working days in advance of each and every scheduled Directors’ meeting, same to be included in the meeting agenda. Failure to submit this written report will dictate that the defaulting Directors verbal report is entered in the agenda under “Unfinished Business”.

b) All Directors will be required to attend all scheduled Directors’ meetings from the time the meeting is convened until a motion is passed to adjourn.

c) Directors failing to comply with the above policies will, at the discretion of the Association, be entitled to a refund of up to $25.00 for expenses incurred in attending meetings based on attendance records.  Of necessity, a TSA roll call form will require the Directors’ signatures for each date.

d) At the first regularly Directors’ meeting for each year, Directors should indicate any possibility of lack of attendance based on holiday, etc.  Consideration will be given in the case of extenuating circumstances; based on the Association’s decision, sub-committees will remain at $10.00 for expenses incurred.

 

13. HIRING PRACTICES

a) The Secretary of the Association shall convene a Hiring Committee to select suitable candidates for any available position.

b) All contract, full-time or part time staff positions must be approved, complete with job descriptions by the Board of Directors prior to initiating hiring process.

c) The position shall be advertised on the Association website and the OSA website at minimum.

d) Temporary/occasional staff may be hired at the discretion of the Executive Committee.

e) All staff, with the exception of temporary/occasional staff, will be subject to Statutory Source Deductions unless an individual meets the Federal requirement for contractual status.

 

14. SPECIAL AWARDS

a) Merit Award

1. Nominations for the Merit Award shall be submitted to the Board of Directors by October 31 of each year. Active or Associate members, or Board Directors may submit a nomination.

2. Nominees shall have rendered special service to a club, league of the Association or to the Association.

3. Nominations for the Merit Award shall be accompanied by a resume.

4. No incumbent Director of the Association shall be eligible for nomination.

b) Media Award

1. Nominations for the Media Award shall be submitted to the Board of Directors by October 31 of each year. Active or Associate members, or Board Directors may submit a nomination.

2. Nominees shall have provided particular coverage of soccer in the Association in the media for the previous year.

3. Nominations for the Media Award shall be accompanied by a resume.

 

15. VOLUNTEER SCREENING / HARASSMENT OFFICERS

The Association will implement the guidelines and policies of the OSA for Volunteer Screening and the Harassment Policy.

All Directors of the Association shall be screened.

The Harassment Officers of the Association shall be screened and attend the OSA Harassment Training Session prior to assuming their duties. Harassment Officers are deemed medium risk and must submit the following screening measures: application form (with references) and Police Records check.

If the Association is without a qualified Harassment Officer or the Officer has a conflict of interest in a particular case, the case must be submitted to the OSA for investigation.

Each year, prior to the outdoor season, every club operating youth teams must provide the Association with a signed form indicating that their volunteer coaches, assistant coaches and managers have been screened. The form, supplied by the Association, must be signed by the President of the Club.

Failure to supply verification of volunteer screening process will result in denial of playing out permission.

Failure to comply with the above will result in disciplinary action. Discipline may include fines and or denial of participation of teams in leagues or tournaments.

Clubs should not retain the Police Record Checks; however and Applicant Declaration and Review Form, available from the Association, must be completed for record keeping purposes.

Staff and other volunteers of the Association shall also submit a Police Records Check prior to commencing duties.

 

16. PRIVACY POLICY

The Association is committed to protecting the privacy of our members.

‘Personal information’ is your identifiable information such as name, address and email address. This information is used for registration purposes with the OSA, CSA and Leagues in which a player, administrator or referee participates. This information will not be shared with any other organization unless specifically authorized by the individual.

The Association will not share, sell, lease or trade personal information with any third party. Security measures, such as locked cabinets, restricted access and the use of passwords have been adopted to protect your personal information against loss or theft as well as unauthorized access or disclosure.

Notwithstanding the above, information of club contacts may be provided by the Association if requested.

17.    OTHER

a) The Association's competitions shall take precedence over all other competitions within the jurisdiction of the Association, except those arranged by the Ontario Soccer Association or Canadian Soccer Association.

b) Any Club or League desiring to arrange an exhibition game involving a team from another National Association shall follow the requirements of the Canadian Soccer Association sending a copy of the request to this Association.

c) Whenever a postmark is a qualifying requirement, it shall be construed to mean a postmark affixed by Canada Post.  Metered postmarks shall not be accepted.

d) League Referee Convenors must supply the District Referee Coordinator with a list of officials used on a biweekly basis.

e) Any Club or League desiring to host tournaments shall have the tournament registered with the Association no later than April 15 of each year.