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BY-LAW #1      Purpose

                           The Leduc and District Minor Football Association, is the governing body for all minor football in the City of Leduc.

 

BYLAW #2       Society

                           The Association shall be registered under the Societies Act of Alberta.

 

BY-LAW #3      Seal

                           The Society shall not have a seal.

 

BY-LAW #4      Team Colours

                           Leduc and District Minor Football main colours shall be Black and Gold whenever possible.

 

BY-LAW #5      Membership

A Member of the Leduc and District Minor Football Association (“Association”) is defined as:

a.    a parent with a child registered with the Association;

b.    a person who has legal guardianship of a player registered with the Association;

c.    a coaching staff member;

d.    any player a minimum of fourteen (14) years of age; and,

e.    an honorary member:

1.    The general membership or executive shall have the discretion to name honorary members (not otherwise a member as per above)

2.    Honorary members only have that designation for one (1) calendar year.  Honorary membership may be renewed at the discretion of the executive or general membership.

3.    Honorary members must have been a member of the Association in the past and be able to provide continuity and/or advice that would better enable the work of the Association.

4.    Honorary members are eligible to be elected to an executive position.

5.    If an honorary member serves on the executive, she/he shall be a non-voting memberof the executive.

                                          

BY-LAW #6      Executive

a.    Executive members must be members of the Association.

b.    The executive shall consist of: the President, the Vice-President, the immediate Past President, Treasurer, Secretary, Registrar, Field Coordinator; Capital District Representative, Banquet Coordinator, Public Relations/Advertising, Fundraising Coordinator, Fundraising Assistant, and Directors (one for each team in each level: Atom, PeeWee, Bantam and Midget). 

c.    The executive may also consist of up to two (2) Executive-Members-at-Large, if desired by the general membership or the executive.

d.    The Equipment Manager is a corresponding member of the execuitve.

e.    The executive positions (in b. and c. above) shall be filled by way of election at the Annual General Meeting.  The Equipment Manager will be named by the executive (reviewed annually).

f.     Any position not filled at the Annual General Meeting shall be voted upon at a subsequent executive meeting.

g.    More than one person may be elected to share one position, as deemed necessary by the general membership or the executive, however only one may vote.

h.    Except for the Past-president, no one can be elected to serve two executive positions at the same time.

 

BY-LAW #7      Specific Duties of the Elected Executive

a.    President:

1.    The President shall preside at all general membership meetings and executive meetings of the Association.

2.    Shall sit as a voting member of all Association committees.

3.    Shall be a voting member of the executive.  However, while presiding, shall only vote on the executive or at meetings of the Association in the case of a tie.

 

b.    Past President:

1.    The immediate Past President will continue to be a member of the executive in the first year of a new President’s term with the intent of providing advice and continuity.

2.    Shall be a non-voting member of the executive.

 

c.    Vice President:

1.    In the absence of the President, the Vice-President shall have and exercise all powers of the President.

2.    Shall perform duties as requested by the President.

3.    Shall be a voting member of the executive.

 

d.    Treasurer:

1.    The Treasurer shall keep record of all monies received and disbursed, shall deposit all monies in the Association bank, and shall ensure all disbursements are made by cheque.

2.    Shall present at each Annual General Meeting a report of the year’s operations and a financial statement setting out the receipts and disbursements of the Association.

3.    Shall ensure all equipment and property of the Association is adequately insured on a yearly basis.

4.    Shall be a voting member of the executive.

 

 

e.    Secretary:

1.    Shall prepare and keep the minutes of all executive, annual general and special meetings of the Association and distribute the minutes of all meetings as directed by the President and the executive.

2.    Shall conduct correspondence on behalf of the Association as directed.

3.    Shall be responsible for all books, reports and filling of the Association.

4.    Shall be a voting member of the executive.

 

f.     Registrar:

1.    Shall be responsible for coordinating registration of all players participating under the jurisdiction of the Association.

2.    Shall establish the rules of registration in concert with the executive.

3.    Shall keep records of all the Association’s registrants.

4.    Shall make available a complete list of all registered players, coaches, managers, trainers and team representatives.

5.    Shall liaise with respective team managers and/or representatives for the collection of all documentation required for registration, and shall ensure that all players, coaches, assistants, team managers, etc. are insured with Football Alberta.

6.    Shall be a voting member of the executive.

 

g.  Field Coordinator:

1.    Shall ensure that the teams of the Leduc and District Minor Football Association have adequate practice and home game fields on which to play.

2.    Shall liaise with the City of Leduc, Blackgold School Division, and the group responsible for the Kinsman Athletic Park with-respect-to the use of the Kinsman, Lede and other sports fields.

3.    Shall represent the Association on the Kinsman Athletic Facilities Operation Committee and other bodies as named by the executive.

4.    Shall ensure that all home practice and game fields are fertilized and mowed as needed and watered as needed and possible.

5.    Shall ensure that proper football lines (as required by the Capital District Minor Football Association) are painted on all home game fields.

6.    Shall arrange for garbage cans and portable toilets at the home fields as needed.

7.    Shall ensure that blocking sled(s), goal post pads, first down sticks and the scoreclock are at the field of play when needed.

8.    Shall be a voting member of the executive.

 

h.    Directors:

1.    One representative is to be assigned to each team within the Association.

2.    Shall serve as a liaison between the executive and the coaches and the players’ families.

3.    Shall perform other duties as requested by the President and/or the executive.

4.    Shall be voting members of the executive.

 

i.      Capital District Representative:

1.    Shall attend all monthly meetings of the Capital District Minor Football Association.

2.    Shall serve as a liaison between the Leduc and District Minor Football Association and the Capital District Minor Football Association, sharing any and all concerns or questions.

3.    Shall be a voting member of the executive.

 

j.      Banquet Coordinator:

1.    Shall organize all season-end meal events including ticket sales, arranging for location, food, trophy purchases, and other associated duties.

2.    Shall be a voting member of the executive.

 

k.    Public Relations/Advertising:

1.    Shall promote the programs and events of the Association as directed by the Executive.

2.    Shall attend functions as a representative of the Association.

3.    Shall be responsible for all Public Relations for the Association.

4.    Shall be a voting member of the executive.

 

l.      Fundraising Coordinator:

1.    Shall be responsible for initiating new fundraising ideas and providing support to enable their success.

2.    Shall enable the success of other fundraising initiatives as directed by the executive.

3.    Shall submit applications for casinos, as directed by the executive.

                                                      i.    Shall coordinate workers for all casinos.

                                                    ii.    Shall keep records of all casino transactions.

                                                   iii.    Shall establish casino regulations in concert with the executive.

4.    Shall be a voting member of the executive.

 

 

 

 

m.  Fundraising Assistant:

1.    Shall perform duties as requested by the Fundraising Coordinator and/or the Executive.

2.    Shall be a voting member of the executive.

 

n.    Executive Member(s) at Large:

1.    Shall serve as a member of the executive without holding one of the positions listed above.

2.    Shall be able to provide continuity and/or advice that would better enable the work of the Executive.

3.    Shall perform other duties as requested by the President and/or the executive.

4.    Shall be a non-voting memberof the executive.

 

 

BY-LAW #8      Specific Duties of the Equipment Manager

a.    Shall be responsible for purchasing and controlling inventory.

b.    Shall establish and maintain records of equipment.

c.    Shall liaise with team equipment manager(s) under the jurisdiction of the Association.

d.    Shall be a non-voting, corresponding member of the executive.

 

BY-LAW #9      Registration

a.    The executive will set and advertise registration dates prior to each season.

b.    Player registration fees for each level are to be determined by the executive prior to the setting of any registration dates for that level.

c.    All players must be registered with the Association before being permitted to try out, practice or play in an exhibition, regular season or playoff game for any team under the jurisdiction of the Association.

d.    No refunds shall be forthcoming to any player after the first scheduled regular season game.  Special consideration for exceptional circumstances (e.g. medical reasons or moving to another community) can be requested in writing to the executive, which will deal with the request at the earliest opportunity.

 

BY-LAW #10   Conflict of Interest

a.    No members of the coaching staff or executive of the Association shall be a vendor of goods and/or services to the Association (e.g. equipment, merchandise, training, consulting, etc.).

b.    Notwithstanding the above, the executive may submit a proposal as long as the following preconditions exist:

1.    A total of three bids or tenders are received, one of which may be from a coach or executive member, and

2.    The coach or executive member does not take part in any discussion or decision on the matter, and

3.    The coach or executive member must leave the room when any discussion or decision is being made.

 

BY-LAW #11   Remuneration

                           Unless authorized at a general meeting and after notice of the same shall have been given, no officer or member of the association shall receive remuneration for his/her service, with the following exceptions:

a.    The equipment manager shall be paid a honourarium at the end of the year for each registered player (rate to be set from time to time by the executive).

b.    Executive members who attend 80% of all meetings (executive, general and special) shall receive a honourarium (rate to be set from time to time by the general membership) at the end of the year.  Attending an entire meeting is required to qualify toward the honourarium.

 

BY-LAW #12   Selection of Coaches

a.    The executive shall appoint a Coaches Selection and Dismissal Committee on a yearly basis which shall select a team Head Coach based on these guidelines:

1.    Role of the coach, as defined by the LDMFA from time to time;

2.    Assess his/her experience;

3.    Assess his/her background;

4.    Assess his/her qualifications.

b.    Coach dismissal shall consist of a full accounting as to any alleged breach of coaching expectations.

 

BY-LAW #13   Meetings

a.    General Meetings shall be open to any business from the floor; Special Meetings shall only discuss the pre-determined business as noted in the notice of meeting.

b.    The Annual General Meeting of the Association shall be held during the month of September each year.  The executive shall be elected at the September Annual General Meeting but shall not take office until January 1st of the next year.

c.    At least eight (8) days notice of the Annual General Meeting shall be served through the general media.

d.    The Annual General Meeting shall be open to the public; non-members shall not be entitled to vote, take part in debates or address the meeting without the permission of the President.

e.    The executive shall present to the general membership for adoption at the Annual General Meeting, a list of rules and regulations that the association shall be bound to govern in the accordance with for the forthcoming seasons.

f.     All meetings of the executive or general membership shall be at the call of the President, except as outlined under (g) below.

g.    At the request of fifteen (15) members or five (5) executive members, the President shall call a general or special meeting with fourteen days notice through the general media upon receipt of the written request.

h.    Quorum for a general or special meeting of the general membership of the Association shall be eighteen (18) voting members.

i.      A quorum for an executive meeting shall consist of a majority of elected officers.

j.      All meetings shall be convened promptly at the appointed time or within fifteen minutes of the time.

k.    Any member of the association is eligible to attend executive meetings and may take part in discussions, although the Executive has the discretion to exclude non-executive members for any specific item of business.

l.      In the event that a quorum is not present, the Annual General Meeting shall be adjourned to the first Monday in the next month and so on from time to time, and all other meetings shall be adjourned one week from that date.

 

BY-LAW #14   Voting

a.    Only members of the Association may vote.

b.    Non-voting members of the executive may vote at all general or special meetings of the general membership.

c.    Only duly-elected members of the executive are entitled to vote at an executive meeting.

d.    There shall be no proxy votes.

e.    No person shall have more than one vote.

f.     Maximum of two votes per player’s family.

g.    At the discretion of the President, voting at all meetings shall be by show of hands or by standing vote, or by secret ballot, but only those persons present and entitled to vote may demand a vote by secret ballot.

h.    All voting at elections, when an office or position is contested shall be by secret ballot.

i.      Except as per By-Law #18b, in all votes, majority shall be sufficient.

 

BY-LAW #15   Nominations

a.    Nominations for an executive position may be made by any two eligible voters on the floor at the annual meeting.

b.    Active head coaches, assistant coaches and registered players of the Leduc and District Minor Association shall not be eligible to be nominated for any executive position. 

c.    If it is deemed necessary, the executive may ask executive members who are subsequently named to a coaching position to resign from the executive or to take a leave of absence from their position on the executive for the duration of the football season.  The executive may choose to name a person to fill the vacated position on an interim basis.

 

BY-LAW #16   Grievance Procedure

a.    A grievance is an appeal with-respect-to a decision or policy of the Association or the executive.

b.    Any grievance by any member of the Association shall be submitted in writing to the President.

c.    The president shall have a maximum of fourteen (14) days after receipt of the grievance to present said letter to the other members of the executive at a special meeting.  The President shall then choose one (1) member of the executive, one (1) non-partial member of the Leduc and District Minor Football Association and the final member of the grievance committee shall be mutually decided upon by the President and the appellant.

d.    The President shall then direct the three (3) members of grievance committee to hold a hearing at the appointed time and notify the appellant and any other person who has an interest in the same thereof.

e.    The grievance committee shall, at the conclusion of the hearing or within a two (2) week period in written form render its decision.

 

BY-LAW #17   Complaint Procedure

a.    Any complaint pertaining to minor football (from members or non-members) must be submitted to the president in writing and signed by the complainant. 

b.    The complaint will be discussed at the next executive meeting.

 

BY-LAW #18   By-Laws and Policies

a.    A By-Law Committee shall be appointed by the executive annually to review the By-Laws and bring forth possible amendments for executive approval and presentation to the annual meeting.  The By-Law Committee shall consist of three (3) members appointed by the executive.

b.    The By-Laws may be rescinded, altered or added to by a “special resolution” passed by a majority of not less than three-fourths (¾) of members present and voting at a general meeting of which the membership has been duly notified.

c.    The Executive or General Membership has the power to set Policies for the practical management of the LDMFA, provided that they are not inconsistent with the current By-Laws.

 

BY-LAW #19   Financial Operations

a.    Dues and fees shall be set by the executive.

b.    An annual budget is to be approved at the Annual General Meeting.  The executive shall be empowered to make adjustments to the approved budget, as necessary, between general meetings.

c.    All fundraising shall be coordinated and approved through the Leduc and District Minor Football Association.

d.    For the purposes of carrying out its objectives, the Association may borrow, or raise, or secure the payment of money in such a manner as it sees fit, and in particular by the issue of debentures or notes, but this power shall be exercised only under the authority of the Association, and in no case shall debenture or notes be issued without the sanction of a special resolution of the Association.

e.    The Association shall have three (3) Signing Officers on its bank accounts:  The Treasurer and two (2) executive members duly-appointed by the executive (the President is eligible to be named as a signing officer).  Two signatures shall be needed on all cheque disbursements.

 

BY-LAW #20   Auditing

a.    The fiscal year end of the Association shall be December 31st of each year.

b.    The treasurer of the association shall have the books and records audited every year by a recognized accountant not associated with the Leduc and District Minor Football Association Executive.

c.    The books and records of the Association may be inspected by any member of the Association at the annual meeting provided for herein, or within one (1) week upon giving written notice and arranging a satisfactory time to the officer or officers having care of the same.  Each member of the executive shall at all reasonable times, have access to such books and records.

 

BY-LAW #21   Revoking or Withdrawing of Membership

a.    The Association executive shall be empowered to suspend or revoke a person’s membership, who has been deemed guilty of contravening the By-Laws or exhibiting behaviours that demean the good name of the Leduc and District Minor Football Association.

b.    Any complaints pertaining to conduct of members must be submitted to the President in writing and signed by the complainant.  The complaint will then be discussed at the next executive meeting.

c.    A member accused with contravening the By-Laws or behaviour that demeans the good name of the Leduc and District Minor Football Association shall be compelled to appear before the executive prior to disciplinary action being imposed.

d.    A member may withdraw her/his membership by written request presented to the executive.

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