By-Law 2006-01
Interim
Constitution
To operate under SRHA “Blue
Book” until such time as Sault Ringette Club has its own Constitution, By-Laws and Operating Manual approved at an Annual
General Meeting.
By-Law 2006-02
Election of the Board of Directors.
2006-02.1The affairs of the Sault Ringette Club shall be managed by a Board of five (5) Directors each of whom
at the time of election or appointment shall be registered as a Member of the Corporation.
2006.02.2The Board of Directors shall consist of the following:
a. President
b. Vice-President
c. Treasurer
d. Registrar
e. Marketing Director
f. Past President – advisory role
2006.02.3 The Board of Directors
shall be elected by majority vote at the Annual General Meeting of the Association as follows:
2006.02.4 The positions
of President, and Treasurer, shall be elected in even numbered years.
2006.02.5 The positions
of Vice-President, Marketing Director and Registrar shall be elected in odd numbered years.
2006.02.6 In the event
that there is only one candidate nominated for a position, the nominee shall be acclaimed to the position.
By-Law 2006-03
Day to Day Operations
2006.03.1 The Board of Directors shall update
the Operations Manual as required to clarify policy regarding the general operation of the Sault Ringette Club. The manual is supplemental to the Constitution and may be changed or added to when necessary at the discretion
of the Board of Directors.
2006.03.2 The Board of Directors shall appoint
Coordinators to standing and ad hoc committees annually. Each committee shall
have terms of reference, providing this shall be within the aims and objectives and not contrary to the Constitution.
2006.03.3 The Directors
may hold a meeting by telephone provided each Director can hear each other Director and may speak to each other Director.
2006.03.4 Questions arising at any meeting of
Directors shall be decided by a majority of votes. All votes at any such meeting
shall be taken by ballot if so demanded by any Director present, but if no demand be made the vote shall be taken in the usual
way by assent or dissent. A declaration by the Chair that a resolution
has been carried and an entry to that effect in the minutes shall be admissible in evidence as prima facie proof of the fact
without proof of the number of votes recorded in favour of or against such resolution.
In the absence of the President, the Vice-President or such other Director may perform those duties as the Board may
from time to time appoint for the purpose.
By-Law 2006-04
Board of Director Qualifications
2006.04.1 To hold office,
a Director shall be eighteen years of age or over, reside in Canada and must be duly elected by members of the Sault Ringette
Club in good standing. No Director may act as coach, trainer, or manager of any
house league team unless approved by the Board of directors.
2006.04.2 One
person may hold more than one office except the offices of President or Vice-President. The interest arising out of membership
is not transferable and lapses and ceases to exist upon death/resignation/termination.
Each board member of the of the Sault Ringette Club shall be entitled
to one vote at all Board meetings, with the exception of the President who may be required to cast an additional vote in the
case of a tie.
2006.04.3 All active members
of the Sault Ringette Club Board of Directors and all team staff applicants and volunteers will be required to undergo a criminal
records check. These checks will be confidential and will be screened as recommended
by the Board of Directors. Any member of, or applicant for the Sault Ringette
Club may be disqualified from active participation for the following reasons:
a) Conviction
for sexual assault, assaults, any serious criminal offences, any offences involving minors and/or any history of violence.
b) Any recent
convictions for other offences will be considered for frequency and seriousness however may not result in disqualification.
By-Law 2006-05
Code of Ethics
2006.05.1 All Board of
Directors must declare any potential conflict of interest regarding an item on the agenda of a Board Meeting before discussion
takes place pertaining to the item. The remaining board members shall decide
whether a conflict of interest exists. If it is determined that conflict exists,
the member in question shall remove him or herself from the discussion and any vote on that particular item.
2006.05.2 No board member
shall divulge the contents of a discussion deemed confidential to anyone outside the Board of Directors, except where directed
to by the Board of Directors.
2006.05.3 Under no circumstance
shall it be disclosed how a particular member has voted on any issue.
2006.05.4 All board members
should conduct themselves in a manner befitting their position when acting on behalf of the Sault Ringette Club.
2006.05.5 Any Director
on the Board with a concern that relates to their child or team must address their concern through the proper channels.
2006.05.6 Any voting member
of the Sault Ringette club will have the right to make a written complaint to the President if they feel that any Board member
has violated this code.
2006.05.7 Any person accused
of violating the above bylaws will have a meeting with the Board of Directors or such other committee as may be appointed
by the Board of Directors at which time they will have the opportunity to answer any such charge. The penalty for violating this code may range from a reprimand to outright dismissal from the Board of
Directors.
By-Law 2007-01
Board of Directors
1.
Division of Duties and Responsibilities:
1.1
The President shall:
1.1.1 Preside
at all meetings
1.1.2 Prepare
an agenda for all such meetings
1.1.3 Exercise
the power and authority of the Board of Directors in cases of emergency, subject to ratification by the entire Board at the
next meeting.
1.1.4 Be
the official spokesman for the association
1.1.5 Be
charged with the general management and supervision of the affairs and operations of the Sault Ringette Club.
1.1.6 Be
an ex-officio member of all standing and ad hoc committees
1.1.7 Co-sign
cheques signed by the Treasurer
1.1.8 May
be required to cast an additional vote in the case of a tie.
1.1.9 Ensure
that all officers and directors perform their duties.
1.2 The Vice-President shall:
1.2.1 Perform
the duties of the President in his/her absence or at his/her request and he/she shall then have all the powers and rights
of the President.
1.2.2 May
be required to cast an additional vote in the case of a tie, when acting as the President.
1.2.3 Assist
the President in performing his/her duties and may hold the position of chairperson of any ad hoc or any standing committee.
1.2.4 Perform
other duties as assigned
1.2.5 In
the absence of the President, co-sign cheques signed by Treasurer.
1.3 The Past President shall:
1.3.1 Carry
out all duties assigned by the Board of Directors and act as an advisor to the Board of Directors.
1.3.2 Provide
support and knowledge to the President and Vice-President as required.
1.4 The Treasurer shall:
1.4.1 Pay
all accounts by cheque, signed by him/herself and one of either the President or Vice-President.
1.4.2 Keep
complete and accurate records of accounts in which shall be recorded all receipts and disbursements of the Sault Ringette
Club, and report at all regular annual general meetings.
1.4.3 Provide
records and documents to the auditor for verification
1.4.4 Administer
and direct the financial affairs of any standing or ad-hoc committee
1.5
The Registrar shall:
1.5.1 Organize
registrations in September of each year, and be responsible for making all necessary arrangements.
1.5.2 Be
the sole keeper of waiting lists for each age group and be responsible for placing of players from this list onto a house
league team.
1.5.3 Register
all players with the provincial association and Ringette Canada as required by the Board of Directors.
1.5.4 File
any required corporate business returns as required by Corporations Branch.
1.5.5 Perform
other duties as assigned.
1.6 The Marketing Coordinator shall:
a. Be responsible for all
promotions dealing with the Sault Ringette Club including media releases, advertising and notice of fund-raising events for
the Sault Ringette Club. Travel Team Promotions and Publicity must be approved
by the Board of Directors of the Sault Ringette Club and are the responsibility of the individual travel teams.
b. Promote awareness and other
programs associated with Ringette Canada.
c. Perform other duties as
assigned.
By-Law 2007-02
Appointments
2007.02.1 The Board of Directors will appoint the following
positions.
2007.02.1.1 The Secretary
shall:
a) Issue notice of all meetings
b) Maintain records of proceedings and meetings
and keep an accurate record of all business transactions of the Sault Ringette Club.
He/she shall also have custody of all documents and records, except financial, pertaining to the affairs of the Sault
Ringette Club except as hereinafter assigned.
c) Assist the president in planning agendas for meetings.
d) Collect
the mail at the Post Office Box
e) Write
letters the Board of Directors deem necessary to conduct the business of the Sault Ringette Club.
f) Be the official liaison between the Sault Ringette Club and provincial ringette association
and ensure that all correspondence is brought before the Board of Directors
g) Perform
other duties as assigned.
2007.02.1.2
The Coaching Development Coordinator shall under the Vice-President.:
1.6.1 Act on behalf of coaches’
and other coaching support staff’s concerns, complaints or protests in all divisions.
1.6.2 Represent every coach and support staff in all matters pertaining to suspensions
or expulsions.
1.6.3
Be responsible for the ongoing development and updating of coaching materials and resources.
1.6.4. Be responsible to coordinate coaches’ clinics,
skill development, clinics, and tests available from the provincial association or Ringette Canada.
1.6.5 Record coaching staff qualifications
1.6.6 Perform other duties as assigned.
1.6.7 Ensure criminal records checks are completed for all
appropriate
volunteers as directed by the Board of Directors.
2007.02.1.3 The
Equipment Coordinator shall under the Vice-President:
a.
Keep an inventory of all Sault Ringette Club equipment.
b.
Sign out equipment to coaches
c.
Replace used or damaged equipment during the season subject to request approval.
d.
Purchase equipment as approved in the budget
e.
Be responsible for the equipment education of all coaches, parents, and players
f.
Collect and store all jerseys and equipment at the end of the season.
g.
Perform other duties as assigned.
2007.02.1.4 The
Banquet/Awards Coordinator shall under the direction of the Registrar:
a. Send
out tenders for banquet costs
b. Arrange
banquets
c. Be responsible for determining year-end awards, special awards, their procurement
and distribution.
d. Maintain
an up-to-date log of all trophies and previous winners.
2007.02.1.5 The Statistics Coordinator shall under the direction of the Registrar:
a. Compile and analyze statistics for teams and players within their respective leagues
from the game sheets.
b. Publish team standings
c. Other duties as assigned.
2007.02.1.6 The Sponsorship Chairperson shall under the direction of the
Treasurer of the Sault Ringette Club
a. Act as liaison between the Club and its
Sponsors.
b. Solicit new sponsorships on behalf of the
Club and its members.
c. Service and maintain existing sponsorship
agreements
d. Have the authority to enter into a contract
agreement on behalf of the Club with its sponsors
e. Report to the Board of Directors in writing
monthly through the Treasurer giving an up-to-date report on the status of sponsorships.
2007.02.1.7 The
Ice Manager under the direction of the Vice -President shall:
a. Secure ice time on behalf of the Club at
various arenas.
b. Schedule the various divisions for the purpose
of games and practices.
c. Prepare a written report monthly for the
Treasurer showing distribution, rental and usage of ice.
d. Reschedule cancellations
2007.02.1.8 The
Fund Raising Coordinator shall under the direction of the Treasurer:
a. Supervise the raising of funds to support
the club annually by the sale of plastic wrap/foil or such other fund raiser as agreed upon by the Board of Directors.
b. Supervise such other fund raising activities
as directed by the Board of Directors.
2007.02.1.9 League Coordinators under the
direction of the Vice-President shall:
a. Appoint a convenor to act as your alternate in your absence.
b. Attend executive meetings.
c. Implement
the procedures of Risk Management Measures keeping the player safe both on and off the ice.
d. Preside
over draft with the Registrar.
e.
Be a liaison between the coaches and their parents as well as the parents/coaches and board of directors
f.
Administer and direct the affairs in person or through convenors (be in attendance at all league scheduled games and
monitor practices
g.
Make sure game sheets, rings and timekeepers and shotclocks are available for games.
h.
Make sure the dressing rooms and ice is safe for players and coaches at games and practices.
i.
Ensure that equal\fair ice time rule is followed (whichever applies)
j.
Keep a record of game sheets
k.
Submit a written report monthly to the Board of Directors about your teams and league
l.
Submit a yearend report evaluating the performance and actions of the coaching staff in their leagues.
2007.02.1.10 The Protest and Discipline Coordinator under the direction of the Vice-president will:
a. Ensure that all policies and playing rules
of the Sault Ringette Club are strictly enforced.
b. Assess and evaluate any game protest submitted.
c. Be
aware of any probable circumstances that could be detrimental to the operation of the Sault Ringette Club or lead to possible
injury and report such circumstances to the Board of Directors.
d. Enforce all disciplinary action resulting
from abuse of the rules of the game or the policies of the Sault Ringette Club.
e. Work in conjunction with ORA contacts in
disciplinary acts when required.
2007.02.1.11 The Referee in Chief shall under the Vice-President:
a. Attend
all Board of Director meetings
b. Be responsible
for all officials in the Sault Ringette Club including the advancement of their skill levels.
c. Be responsible
for minor officials (timekeepers and scorekeepers), including advance of skill levels.
d. Be responsible
for scheduling officials
e.
Perform other
duties as assigned.
f.
Assist the treasurer by providing a budget for the referees in each season.
By-Law 2007-03
Appointment of Auditors
2007.03.1 The members of the Sault Ringette Club at the
Annual General Meeting each year shall appoint an auditor for the purposes of auditing the books, records, and financial statements
for the Corporation, unless the members at the Annual General Meeting, by majority vote, dispense with the necessity of appointing
such an auditor by empowering the Board of Directors to do so.
By-Law 2007-04
Fiscal Year
2007.04.1 The fiscal year shall be from May 1st
to April 30th.
By-Law 2007-05 Meetings
2007.05.1
Annual General Meeting
2007.05.1.1
There shall be an Annual General Meeting of the membership of the Sault Ringette Club held prior to June 15th
of each year as determined by the Board of Directors.
2007.05.1.2
It shall be the responsibility of the Board of Directors to present proposals at this last named meeting of the Board
of Directors to be enacted in the following season.
Special Meetings
2007.05.2
Special
Meetings shall be defined as a meeting of the membership duly called and convened within thirty (30) days for the purpose
of dealing with a specific item or items of an emergency nature. A meeting can
be called by petition with a minimum of fifty (50) member’s signatures. Notice
of the nature of such specific items shall be circulated to the General Membership at least fifteen days (15 prior to the
date of the meeting.)
Board of Director Meetings
2007.05.3
Board
of Director Meetings shall be called at the direction of the President, as business of the club warrants, but no less frequently
then monthly at a regularly stated time and place.
Amendments to the Constitution
2007.05.4
The
Constitution shall not be altered except at an Annual Meeting and a notice of the proposed alteration shall be given to the
Recording Secretary in writing by a member in good standing at least two (2) weeks before the day of the meeting. The Recording Sectretary shall notify the Executive of the proposed changes.
By-Law 2007-06
Finance
The Sault Ringette Club’s income
shall be obtained from member fees, private and public grants, and from any other appropriate sources subject to the approval
of the Board of Directors, which will in turn have power to make expenditures for the purpose of furthering the objectives
of the Sault Ringette Club within the permitted means of a non-profit corporation.
By-Law 2007-07
General Membership
1. Each player shall pay fees based upon the requirements as
directed on an annual basis by the Board of Directors.
2. One parent/guardian of each registered player shall be entitled
to vote at the Annual General Meeting. All memberships except Honourary Life
Members shall expire June 30th of each year unless renewed.
3. Other individuals who may in the opinion of the Board of Directors
add value to the Corporation may be accepted for membership provided that a membership fee as set by the Sault Ringette Club
is paid.
4. Acceptance of the membership shall be at the sole discretion
of the Board of Directors whose decision shall be final.
5. A member of Sault Ringette Club shall:
a.
Accept and abide by the constitution and bylaws.
b. Be
entitled to vote, move, second, speak to resolutions, hold office and attend meetings of the Sault Ringette Club.
c. Be entitled to attend Sault Ringette Club Board of Director meetings
by submitting a written request in advance detailing the member’s purpose in attending and the proposed agenda item
for discussion.
6. Honourary membership
may be provided by unanimous vote of the Board of Directors in recognition of the distinguished service to Ringette. Benefits to be enjoyed by such membership shall be stipulated at the time of presentation.
The deadline for membership in the Sault Ringette Club shall be December 31st of the current season.
By-Law 2007-008
Standing Committees:
1.
Standing Committees
may include, but shall not be limited to, Coaching and Athlete Development, Promotions/Publicity and Disciplinary Committee. Each standing committee will include a co-ordinator, a member of the Board of Directors
and such other members as the Co-ordinator in conjunction with the Board of Directors may require.
2.
All Standing
Committees are responsible to the Board of Directors. The Board of Directors
can remove committee members or add committee members as may be required.
3.
Ad Hoc committees
shall be appointed by the Board of Directors as required. Duties for such committees
shall be prescribed by resolutions which create them.
By-Law 2007-009
Player Awards:
Sault
Ringette Club Selection of Player Awards
1.
Each player will
receive one ballot in which to vote for their Team Player awards. The ballot
will then be returned to the appointed team representative in a sealed envelope for tallying by the Awards Coordinator. Results of the voting will be announced at the Year End Banquet.
2.
Esso Medals –
the Esso Medals are awarded to three athletes on each team. The winners are determined
by sealed ballot filled out by the players. It is a good idea if the younger
athletes are counselled by their parents. The categories for the medals are:
a.
Most dedicated, Most Improved, and Most Sportsmanlike
3.
League awards
will be awarded for the categories of:
a. Most Sportsmanlike
b.
Best defensive
c.
Most Dedicated with the following criteria:
i.
Each coach nominates three candidates from opposing teams ranked in order of preference for each Ontario Ringette Age
Division ie. Bunny, Novice, Petite, Junior, Bell, Open.
ii.The nominees shall have exhibited a high degree of sportsmanship, striven for personal excellence,
contributed to teamwork and team spirit.
iii.The Board of Directors will determine the award winners based on the nominations.
4.
Unsung Hero Award
– awarded by the coach to
a.
a player on the coaches team who is always contributing to the team
b.
has a high degree of sportsmanship
c.
striven for personal excellence but has not been recognized by a league award.
i.
Coaches will submit 3 ranked candidates from their own team for this award.
ii.The Winner will be selected by the Awards Coordinator following determination of the division awards.
5.
Volunteer Award
– each year, written nominations are encouraged from the local Ringette community.
a. Nominees
will be considered using, but not limited to, the following guidelines:
i. Must
display an excellent rapport with players, parents, coaches, and referees.
ii.Must have contributed to the development of Ringette within the community.
iii.Must embody Ringette’s philosophy of fair play, teamwork and sportsmanship
iv.Must not have won this award for the past three years.
By-Law 2007-010
Staffing/Volunteer Qualifications
All team staff applicants and volunteers
will be required to undergo a criminal records check. These checks will be confidential
and will be screened as recommended by the Board of Directors. Any member of,
or applicant for the Sault Ringette Club may be disqualified from active participation for the following reasons:
a.
Conviction for sexual assault, assaults, any serious criminal offences, any offences involving minors and/or any history
of violence.
b.
Any recent convictions for other offences will be considered for frequency and seriousness however may not result in
disqualification.
