| Castaways
FC Constitution
NAME
The name of this Club shall be the Castaways Football Club (Castaways
FC), hereinafter called "The Club". Board/Board of Directors
are members elected annually at the Annual General Meetings to
conduct the business of the Castaways FC.
PURPOSE
The purpose of the Club is to promote, foster and develop both
men and women, in all boundaries, in the game of Soccer. The Club
aspires for a committed and growing membership, which embodies
excellent communication and participation to cultivate winning
and positive teams and players.
The club shall be operated without purpose of pecuniary gain to
any of its members, and any surplus of the Club shall be used
solely for the purposes of the Club and the promotion of its objectives.
AFFILIATION
The Club shall be affiliated with the Canadian Soccer Association,
British Columbia Soccer Association, Lower Island Women’s
Soccer Association, Vancouver Island Soccer League, Victoria Master's
Soccer and the Discovery Sports Club and subject to the Constitution/Bylaws,
Rules and Regulations of those bodies.
DISSOLUTION
Upon dissolution of the Club, the assets which remain after payment
of all charges and expenses which are properly incurred in winding
up, shall be assigned and distributed to such organizations as
may be involved with the game of soccer, or to such other charitable
organization or organizations as may be determined by the members
of the Club at the time of dissolution. This provision is unalterable.
Bylaws
MEMBERSHIP
The Club shall be composed of the following categories of members.
Active Membership: shall be open to any person on payment to the
Treasurer of this Club an annual membership and registration fee
as determined by the Board of Directors of this Club and such
dues must be submitted to the Treasurer on or before the date
as designated by the executive.
Associate Membership: shall be open to head coaches, assistant
coaches and managers.
(1)
Membership or renewal of membership may be denied by this Club
to any member or registrant who, upon investigation, is found
to be guilty of unethical practice detrimental to the game,
or for good and sufficient cause.
(2) Suspension: A member unable, or failing to maintain any
conditions of membership shall be considered not in good standing
and may be suspended by the Board, until such time as the conditions
are fulfilled.
(3) Expulsion: A member may be expelled by a Special Resolution
of the members passed at a General Meeting of the Club. A notice
of Special Resolution for expulsion shall be accompanied by
a brief statement of the reason or reasons for the proposed
expulsion. A member who is the subject of the proposed resolution
for expulsion shall be given the opportunity to be heard at
a General Meeting before the Special Resolution is put to a
vote.
(4) Only members in good standing shall be entitled to be represented
or vote at any meeting of the Club.
(5) Membership is valid from September 1st to August 31st of
the following year.
GENERAL MEETINGS
Board of Directors Meeting
(1)
The Board of Directors shall meet whenever the President deems
it necessary, or if he is directed to do so by a majority of
the Board of Directors, but in any case, shall meet at least
once in every three months during its term of office.
(2) At all meetings of the Board of Directors, five shall constitute
a quorum for the purpose of transacting business.
Annual General Meeting
The Club shall hold regular meetings on dates and at such locations
as determined by the executive. The Annual General Meeting of
the Club shall be held if possible, during the month of August
and, in any event, at least once every calendar year and not more
than fifteen months after the holding of the last preceding Annual
General Meeting.
(1)
Notice of Meeting: Fourteen (14) days written notice of each
General Meeting shall be given by the secretary to all members
of the Club entitled to attend such meetings and shall specify
the place, day, and hour of the meeting, and, in the case of
special business, the general nature of that business. Such
notice shall include the Agenda, which shall be as detailed
as possible.
(2) A quorum must be present.
(3) A quorum is 10 members present.
(4) If at anytime during an AGM there ceases to be a quorum
present, business then in progress shall be suspended, until
a quorum is present or until the meeting is adjourned.
(5) If within 30 minutes from the time appointed for an AGM
a quorum is not present, the meeting will stand adjourned to
the same day in the next week, at the same time and place, and
if, at the adjourned meeting, a quorum is not present within
30 minutes from the time appointed for the meeting, the members
present will constitute a quorum.
(6) Active members will be entitled to have a voice and a vote.
(7) Associate members will be entitled to have a voice and a
vote.
(8) Each Director, except the President, shall be entitled to
one vote on all matters of business. President shall have a
casting vote only.
(9) The order of business at the Annual General Meeting shall
be:
-
Adopt the rules of order
- Adopt
the agenda
- President’s
report
- Secretary’s
report
-
Treasurer’s report
- Registrar’s
report
-
Field & Gym Director’s report
- Equipment
Director’s report
- Social
& Fundraising Director’s report
-
Sponsorship Director’s report
Reports
of Committees
- Correspondence
- Consideration
of Amendments to the Bylaws
- Elections
-
General Business
- Adjournment
(10)
Agenda of AGM shall include:
the minutes of the most recent General Meeting of the Club and
minutes of the last AGM;
- the
reports of the Directors, officers and president;
- the
financial statements, including an operating budget for upcoming
year, and an audited report of the last fiscal year;
- establishment
of membership fees for the ensuing year (whenever possible);
- proposed
amendments, if any, to the Constitution, Bylaws, Rules and
Regulations;
- election
of Directors; and
- any
other business.
(11)
Voting at Annual General Meetings:
- Full
members shall be entitled to voice and to vote.
- Each
Director of the Club except the President shall be entitled
to one vote on all matters of business.
- No
member shall exercise more than one vote.
- The
President may cast a vote only in the event of a tie vote.
- Voting
by proxy shall not be permitted.
Special General Meeting
(1)
A Special General Meeting shall be convened by the President
at the request of a majority of the Board of Directors, or shall
be convened by the President at the request of a majority of
the active membership with this Club.
(2) Fourteen (14) days notice must be given of any such Special
General Meeting and such notice shall be posted on the official
Castaways FC website for each member on the Board of Directors
and each active member of this Club to be notified.
(3) Only the business set out in the requisition calling a Special
General Meeting shall be dealt with at the meeting, except with
unanimous consent of the President and those present.
(4) A quorum must be present.
(5) A quorum is 20 members present.
(6) If at anytime during a special meeting there ceases to be
a quorum present, business then in progress shall be suspended,
until a quorum is present or until the meeting is adjourned.
(7) If within 30 minutes from the time appointed for a special
meeting a quorum is not present, the meeting will stand adjourned
to the same day in the next week, at the same time and place,
and if, at the adjourned meeting, a quorum is not present within
30 minutes from the time appointed for the meeting, the members
present will constitute a quorum.
BOARD
OF DIRECTORS
The business of the Castaways FC shall be conducted by a Board
of nine Directors. The Board of this Club shall consist of:
- President
- Vice-President
- Secretary
- Treasurer
- Registrar
- Field
& Gym Director
- Equipment
Director
- Social
& Fundraising Director
- Sponsorship
Director
(1) The President, Vice-President, Secretary and Treasurer
shall hold office for a term of one year.
(2) Every Director shall hold office for a term of two years.
ELECTION
OF OFFICERS
(1) Elections shall be by voting unless the position is filled
by acclamation.
(2) Elections shall be held in this order:
· President
· Vice President
· Secretary
· Treasurer
· Registrar
· Field & Gym Director
· Equipment Director
· Social & Fundraising Director
· Sponsorship Director
(3)
The President and at least one-half of the Directors shall be
elected at each Annual General Meeting, with the exception of
the first time the Directors are voted in.
(4) The office of a Director may be vacated if that Director
is absent from two consecutive meetings of the Board without
showing just cause for such absences or submits a written notice
of desire to resign from the position.
(5) The Board shall appoint an individual as a Director to fill
any vacancy created. A Director so appointed fills the vacancy
until the next General Meeting of the Club.
DUTIES OF THE BOARD MEMBERS
Elected Executive Positions, Functions and Responsibilities:
(1) President
The President’s responsibilities are to:
-
Preside over all Soccer Executive meetings.
- Prepare
the agenda for Annual General Meetings.
- Represent
Soccer, or delegate another to represent Soccer, at the Club
- Executive
meetings and other appropriate occasions.
- Manage
and lead the Soccer section.
- Be
a signing officer for the Soccer Section.
(2) Vice President
The Vice President’s responsibilities are
to:
- Assist
the President.
- In
the absence of the President, take on the President’s
duties until such time as the President returns to their position
or a new President is elected.
(3) Treasurer
The Treasurer’s responsibilities are to:
- Transact
all banking business.
- Keep
such financial records, including book of accounts, as are necessary
to comply the Society Act.
- Provide
financial statements to the Soccer Executive, as required.
- Be
a signing officer for the Soccer Section.
- Pay
approved Soccer Section invoices.
- Collect
Soccer Dues .
- Ensure
all players have paid dues in full prior to playing in the regular
season.
- Prepare
an operating budget for upcoming season.
(4) Secretary
The Secretary’s responsibilities are to:
-
Notify Executive members of upcoming meetings/events by phone
or email at least one week prior to the meeting/event.
- Record
and maintain meeting minutes for all Executive meetings.
- Distribute
minutes (via email) to the entire Executive within 10-14 days
of meeting.
- Maintain
all current and historical records/documents for the Soccer
Section and keep in safe custody, and provide documents when
required for the Society Act.
(5) Registrar
The Registrar’s responsibilities are to:
-
Coordinate player registration at the beginning of the season
and manage all other player registration throughout the year.
- Purchase
players registration forms for all teams.
- Collect
completed registration forms at time of registration. For the
women’s teams, White and yellow copies of the form are
returned to LIWSA; pink copy remains with Registrar. For the
men’s teams, information is submitted through the VISL
website.
- Submit
all money to Treasurer and registration forms to appropriate
League representatives.
- Prepare
a name/phone/email list of all Soccer members for the Soccer
Executive by October 31.
- Act
as the Privacy Officer and maintain responsibility over any
and all privacy issues, in accordance with the Privacy Act.
- Actively
recruit new members for Soccer (Coaches, Players, Managers).
Elected Executive Directors:
(1) Field & Gym Director
The Field & Gym Director’s responsibilities
are to:
- Apply
for Gym and Field Permits.
- Arrange
for payment of permits.
- Liaise
with municipalities and school districts.
- Distribute
permits to teams for the facilities they are using.
- Monitor
usage of fields and gyms.
- Schedule
usage of fields and gyms.
- Update
soccer executive and team reps about field conditions.
- Arrange
game schedules for the women’s teams home games.
- Arrange
for fields to be lined at home games if necessary.
(2) Equipment Director
The Equipment Director’s responsibilities
are to:
-
Manage the distribution, collection, monitoring and storage
of all Castaways equipment and jerseys.
- Arrange
for the purchase of any new equipment approved by the Executive.
- Keep
a written record of all equipment and jerseys distributed to
each team,and
document its condition at the time of distribution as well as
time of collection.
- Determine
equipment needs of each team and bring forward to the Executive
for review.
(3) Social & Fund Raising Director
The Social & Fund Raising Director’s
responsibilities are to:
-
Explore fund raising opportunities for the Soccer Section.
- Work
with the DSC Executive’s Fund Raising representative to
coordinate fund raising activities.
- Organize
social activities for the soccer section.
- Inform
DSC Soccer Rep of social events.
- Coordinate
with DSC Soccer Rep to ensure club is open for social events.
- Work
with DSC social Director to help organize club events.
- Organize
and run the year-end events.
- Work
with executive and any member volunteers on any specific fundraising
committees (ie. Labour day tournament, etc).
(4) Sponsorship Director
The Sponsorship Director’s responsibilities
are to:
-
Actively recruit new sponsors for the soccer section. This includes
recruiting sponsors for each team and the Labour Day tournament.
- Review
all sponsors prior to sponsorship and inform the Executive about
these sponsors.
- Advise
teams regarding sponsorship policies and procedures.
- Liaise
with sponsors to maintain good public relations.
- Ensure
any team or club member seeking sponsorship individually gain
approval from the Sponsorship Director and the Soccer Executive
prior to sponsorship.
Appointed Executive Associates:
These positions are appointed by the Executive or Team and are
not entitled to a vote at the monthly executive meetings.
(1) Web Technician
The Web Technician’s responsibilities are
to:
-
Design and maintain Castaways Website
(http:// www.castawaysfc.org).
- Obtain
current information from each Director and post on the website.
- Liaise
with the Soccer Executive regarding content and information
posted on the website.
(2) Clothing Coordinator
The Clothing Coordinator’s responsibilities
are to:
-
Design of new Castaways Gear. This includes warm-up t-shirts,
sweatshirts, sweatpants, hats, etc.
- Ensure
all Castaways Gear displays the current club logo and correct
name.
- Ensure
all Castaways Gear displays any current sponsor information.
- Take
orders for Castaways Gear from membership at the beginning of
the season. (Any subsequent orders to be done at the discretion
of the Clothing Coordinator.)
- Collect
all money for orders prior to placing the orders.
- Order
all Castaways Gear through the company specified by the Soccer
Executive.
- Pick
up and distribute all gear to the membership.
(3) Team Representatives
Appointed by each Team
The Team Representative’s responsibilities are to:
-
Participate at every Soccer Executive meeting. These meetings
are mandatory. Failure to attend an executive meeting will result
in a $20 fine and could result in loss of equipment, gym, or
field privileges.
Arrange for another team member to represent them if they can’t
make the meeting.
- Represent
their team’s interests at all Soccer Executive meetings.
Communicate information obtained from Soccer Executive meetings
to their team members.
- Manage
their team during Soccer fund raising events.
- Have
access to email so information can be sent from the executive.
(4) Team Manager
The Team Manager’s responsibilities are
to:
-
Represent their team at all League meetings.
- Manage
the registration of their team into the League.
- Track
all equipment and jerseys assigned to their team, and report
any lost or damaged equipment or jerseys to the Equipment Director
immediately.
- Assist
the Coach as required.
In the absence of a Team Manager, these responsibilities
are to be maintained by the Coach.
(5) Coach
The Coach’s responsibilities for their team
are to:
- Run
practice sessions and games.
- Select
and sign players.
- Promote
a positive culture.
- Discipline
players as required.
Should the Coach be unable to complete the season
in their coaching role, (s)he is encouraged to find a suitable
replacement.
(6) Past President – Outgoing President
The Past President position is filled by the previous
year’s president. If the current and past president’s
are the same person, this position may be vacant.
The Past President’s responsibilities are to:
-
Pass on historical information to the current President and
Executive.
- Assist
the new President in making the transition to his/her duties.
COMMITTEES
(1) The Board may delegate any, but not all of its powers to Committees
and shall at all times, remain responsible for the actions of
the committees.
(2) Committees shall consist of a Director(s) and such additional
individuals appointed at the discretion of the Board. The chairperson
of a committee shall be appointed by the President from among
the Directors.
(3) Committees may meet at such places and at such times, adjourn
and otherwise regulate their meetings and proceedings as they
see fit.
(4) The Chairperson of a committee shall report to the Board on
the proceedings of that committee.
(5) A quorum for transaction of business at meetings of committees
shall be a majority of members of the committee.
FINANCES
(1) The signing officers of the Club shall be any two of the President,
Treasurer and one other Director as may be authorized by resolution
of the Directors.
(2) The fiscal year for the Club shall be July 1st to June 30th
each year.
(3) The executive has the right to adjust an approved budget as
long as they do not exceed the total amount of expenditures.
CONSITUTION AND BYLAWS
(1) No change or amendment shall be made in any part of the bylaws
except at the Annual General Meeting or at a Special General Meeting
of the Club.
(2) Clubs or leagues in active membership with this Club and members
of the Board of Directors may propose changes or amendments to
the bylaws.
(3) A copy of every proposed change or amendment shall be forwarded
to each Club or league in active membership with this Club and
to each Board of Directors.
PRIVACY INFORMATION
(1) Information provided to the Club is collected as part of our
player, coaching, and team management process. The information
will be used solely for the purposes related to the daily operation
of our soccer programs, and is subject to the rules contained
in the British Columbia Personal Information Privacy Act (PIPA).
(2) The privacy officer of the Castaways shall be the Registrar,
and s/he will be responsible for any privacy issues and shall
handle them accordingly.
AUDITORS
(1) The financial records shall be audited annually by a director,
other than the Treasurer, before the AGM.
PROTECTION OF DIRECTORS AND OFFICERS
(1) Except as otherwise provided in the Act no Director or Officer
for the time being of the Club shall be liable for the acts, receipts,
neglects or defaults of any other director or officer or employee
or for any loss, damage or expense happening to the Club through
the insufficiency or deficiency of title to any property acquired
by the Club or for or on behalf of the Club or for the insufficiency
or deficiency of any security in or upon which any of the moneys
of or belonging to the Club shall be placed out or invested or
for any loss or damage arising from the bankruptcy, insolvency
or tortuous act of any person including any person with whom any
moneys, securities or effects shall be lodged or deposited or
for any loss, conversion, misapplication or misappropriation of
or any damage resulting from any dealings with any moneys, securities
or assets belonging to the Club or for any other loss, damage
or misfortune whatever which may happen in the execution of the
duties of the director's or officer's respective office or trust
or in relation thereto unless the same shall happen by or through
the director's or officer's own willful neglect or default.
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