By-Laws
Last Updated: Jan 31st, 2012
NWT SOCCER ASSOCIATION CONSTITUTION
The name of the Society is: NWT Soccer Association.
The objectives of the NWT Soccer Association are:
- to promote, develop, organize and regulate indoor and outdoor soccer in the Northwest Territories;
- to coordinate the training of players, coaches and officials;
- to facilitate instructional soccer programs at the school, community, regional and territorial levels;
- to organize tournaments for junior and adult players;
- to facilitate high performance programs for junior players;
- to represent the NWT Soccer Association with the Sport North Federation, the Canadian Soccer Association and other territorial and national bodies.
The operations of the NWT Soccer Association (NWTSA) are to be carried on throughout the Northwest Territories and shall be affiliated with and under the jurisdiction of the Canadian Soccer Association (CSA), and subject to the rules and regulations of that body.
NWT SOCCER ASSOCIATION BY-LAWS
Interpretation:
1. In these By-laws:
Association means the NWT Soccer Association;
General Meeting includes the Annual General Meeting and a Special General Meeting;
Member is a legal entity or natural person that has been admitted into membership of the NWTSA and shall refer to that category of membership referred to in article 2;
Membership means the supreme body of the Northwest Territories Soccer Association and is comprised of all Members in good standing;
Region means the South Slave Region, Mackenzie Region, Yellowknife Region, Sahtu Region and Beaufort Delta Region, as designated by policy of the Sport North Federation;
Any voting member is a permanent member in good standing at the age of majority or a member of the Board of Directors.
2. Categories of Membership:
Individual Members:
a) open to all residents of the Northwest Territories who are involved with a team or soccer league affiliated with the Association;
b) anyone who participates as a player, coach, official or volunteer in a soccer program or event sanctioned by the Association, where teams are registered rather than individuals, is considered a temporary Member for the duration of the program or event.
Member Leagues:
a) open to all properly constituted soccer leagues within the NWT with an executive body.
3. Fees
3.1 The Board of Directors may establish a membership fee and may establish additional fees for the provision of any service or for participation in any program of the Association.
4. Withdrawal of Membership
4.1 A Member may withdraw from membership in the Association by giving notice in writing to an individual on the Board of Directors.
4.2 A Member whose conduct is considered detrimental (i.e. Code of Conduct) to the Association may be expelled by a resolution approved by a majority of the Directors.
5. Member’s Rights
5.1 A Member of the NWTSA has the following rights:
a) to take part in all General Meetings of the NWTSA, to know the agenda within the prescribed time, and to exercise their voting rights;
b) to submit proposals for inclusion in the agenda of all General Meetings of the NWTSA;
c) to nominate candidates for the Board of Directors of the NWTSA;
d) to take part in competitions and/or other soccer activities sanctioned by the NWTSA;e)
e) to exercise all other rights arising from the By-laws, regulations and policies of the NWTSA.
5.2 The application of these rights is subject to the other provisions in these By-laws and the applicable NWTSA regulations and/or polices.
5.3 Only a Member in good standing may exercise member rights as established in the By-laws, policies and rules and regulations of the Association:
a) to be considered in good standing, a Member must be registered and paid for the current season (Sept 1st – Aug 31st);
b) a Member may be declared by the Board of Directors to be not in good standing because of non-compliance with the By-laws, rules and regulations of the Association or non-payment of any monies due to the Association. In any such case, the Member shall be advised in writing of the declaration of the Board of Directors.
6. Member Obligations
6.1 A Member of the NWTSA has the following obligations:
a) to respect the regulations, directives and decisions of FIFA, CSA and the NWTSA at all times;
b) to ensure the election of its executive body;
c) to take part in competitions (if applicable) and other soccer activities organized by the NWTSA;
d) to meet all its financial obligations to the NWTSA;
e) to comply with the Laws of the Game as laid down by International Football Association Board (IFAB), or as otherwise appropriate;
f) a Member League must communicate annually to the NWTSA any amendment of its statutes and regulations as well as the list of its executive body or persons who are authorized signatories;
g) Member Leagues are not to maintain any relations of a soccer nature with entities that are not recognized or with Members that have been suspended or expelled;
h) to observe the principles of loyalty, integrity and good sporting behaviour as an expression of fair play;
i) to comply fully with all other duties arising from the Statutes and other regulations of Federation of International Football Associations (FIFA), CSA and the NWTSA;
j) all Member Leagues must identify a representative who will attend all General Meetings.
6.2 Violation of the above-mentioned obligations by any Member may lead to sanctions provided for in these By-laws.
7. Suspension and Reinstatement
7.1 The Membership at a General Meeting is responsible for suspending a Member by three-quarters of the Members present and eligible to vote.
7.2 The Board of Directors may, however, suspend a Member that seriously and repeatedly violates its obligations as a Member with immediate effect. The suspension shall last until the next General Meeting.
7.3 A suspension shall be ratified at the next General Meeting by three-quarters of the Members present and eligible to vote. If it is not ratified the suspension is automatically revoked.
7.4 The suspension will be lifted once the requirement imposed by the Membership has been fulfilled.
7.5 A suspended Member shall lose their rights, as outlined in these Bylaws. Member Leagues may not entertain soccer contact with a suspended Member. The disciplinary committee or Board of Directors may impose further sanctions.
8. Expulsion
8.1 The Membership at a General Meeting may expel a Member if:
a) it fails to fulfill its financial obligations towards the NWTSA;
b) it seriously or repeatedly violates the By-laws, regulations, directives or decisions of FIFA, CSA or the NWTSA.
8.2 The motion for expulsion must be adopted by a vote of three-quarters of the Members present and eligible to vote at the General Meeting.
9. General Meetings
9.1 The Annual General Meeting of the Association shall be held no earlier than 31 days and no later than 90 days after the end of the fiscal year.
9.2 All Members in good standing shall have a voice and a vote at a General Meeting.
9.3 Special General Meetings of the Association shall be held at the call of the President.
9.4 A Special General Meeting of the Association shall be held if so requested in writing by ten Members in good standing of the Association.
9.5 When a Special General Meeting is convened on the initiative of the Board of Directors, it must draw up the agenda. When a Special General Meeting is convened upon the request of Members, the agenda must contain the points raised by those Members.
9.6 The agenda of a Special General Meeting may not be altered.
9.7 Notice of any General Meeting shall
a) set out the time and place of the meeting and indicate the business to be transacted;
b) be given at least 15 days prior and not more than 50 days before to the date set for the meeting, by email, radio, or by advertisement in a newspaper having wide circulation in the Northwest Territories.
9.8 Unless the members in Annual General Meeting decide otherwise, the order of business at an Annual General Meeting is:
- Call to order and roll callAdoption of agend
- Approval of minutes of previous Annual General Meetin
- Business arising from the minute
- Presidents repor
- Financial report and approval of financial statement
- Director and Regional report
- Amendments to Constitution and By-law
- New Busines
- Election of Directors
- Adjournment
9.9 Ten Members of the Association in good standing, including Members resident in at least three Regions, constitutes a quorum for any General Meeting.
9.10 Subject to these By-laws, each Member is entitled to one vote on any motion or resolution at a General Meeting.
9.11 Voting at all General Meetings of the Association shall be conducted by a show of hands unless any Member in good standing present requires a ballot vote on any motion or resolution.
9.12 Directors shall be elected at each Annual General Meeting. Where there is more than one candidate for an office, the election shall be conducted by ballot vote.
9.13 The President may only vote on a motion or resolution in the event of a tie at any General Meeting of the Association, but he or she may vote in a ballot vote for the election of Directors.
10. Board of Directors
10.1 The Board of Directors is responsible for conducting the affairs of the Association in accordance with the articles of these By-laws.
10.2 A majority of the voting members of the Board of Directors (from at least two regions) constitutes a quorum for a meeting of the Board of Directors.
10.3 Subject to section 12.1, Board of Directors may not receive any remuneration.
10.4 The Board of Directors consists of the following individuals elected from among the Members at an Annual General Meeting:
President;
Vice President (North);
Vice President (Central);
Vice President (South);
Secretary;
Treasurer;
Director at Large;
10.5 For greater certainty,
a) the Vice President (North) must reside in the Beaufort-Delta Region or the Sahtu Region;
b) the Vice President (Central) must reside in the Yellowknife Region;
c) the Vice President (South) must reside in the Mackenzie Region or the South Slave Region;
d) the Director at Large will act as a voting representative on behalf of the other Directors and be identified at the Annual General Meeting.
10.6 The Board of Directors shall be elected, each for a two-year term, in accordance with the following schedule:
a) In even-numbered years:
- President;
- Vice President (North);
- Secretary
b) In odd-numbered years:
- Vice President (Central);
- Vice President (South);
- Treasurer;
- Director at Large
10.7 The Board of Directors may appoint a Member to fill a vacancy on the Board of Directors until the next Annual General Meeting.
10.8 The Board of Directors have the power to remove an individual from the Board by resolution supported by two-thirds of the Directors.
10.9 The Board of Directors have the power to appoint persons to hold designated offices that are not on the Board of Directors. These persons are responsible to the Board of Directors and do not hold the designated offices beyond the next Annual General Meeting.
10.10 Notwithstanding article 10.4, the Members may, by resolution made at an Annual General Meeting, elect from among the Members not more than two additional Directors, and may assign them duties.
10.11 The President shall:
a) convene and chair meetings of the Board of Directors and General Meetings of the Association;
b) superintend the general operation and administration of the Association;
c) represent the Association with the Sport North Federation, the Canadian Soccer Association, and other national or territorial sporting bodies;
d) respond to media inquiries relating to the Association;
e) promote the best interests of soccer and of the Association throughout the Northwest Territories.
10.12 A Vice-President shall:
a) serve as a contact within his or her Region, and assist in the implementation of Association programs and activities in that Region;
b) bring to the attention of the Board of Directors issues that arise within his or her Region;
c) take on appropriate tasks and responsibilities that are reasonable considering background knowledge, experience and availability;
d) promote the best interests of soccer and of the Association throughout the Northwest Territories.
10.13 The Secretary shall:
a) record the minutes of meetings of the Board of Directors and General Meetings of the Association, and make them available for the inspection of any member;
b) ensure activity reports are collected from events throughout the fiscal year and recorded in accordance with the Sport North accountability system;
c) keep safe the Association’s seal, logos and trademarks;
d) promote the best interests of soccer and of the Association throughout the Northwest Territories.
10.14 The Treasurer shall:
a) serve as the financial officer of the Association;
b) take charge of all financial books and documents of the Association, and make them available for the inspection of any Director;
c) prepare, or arrange for the preparation of the financial statements of the Association, and present the statements at the Annual General Meeting;
d) promote the best interests of soccer and of the Association throughout the Northwest Territories.
10.15 The Director at Large shall:
a) shall participate on the Executive and provide updates with respect to the duties of all active Directors;
b) shall carry out their specific duties as outlined in the NWTSA policies;
c) promote the best interests of soccer and of the Association throughout the Northwest Territories.
11. Fiscal Year and Finances
11.1 The fiscal year of the Association commences on September 1 in one year and ends on August 31 in the following year.
11.2 Signing authority on any accounts of the Association will have a maximum of five Directors with signing authority, and shall require two signatures, one of which must be either that of the President or Treasurer. All funds of the Association must be deposited to its account in a chartered bank located in the Northwest Territories.
11.3 The Board of Directors is responsible for the effective operation of the Association and may, by resolution, authorize the borrowing of funds for this purpose. The Board of Directors may borrow funds for a capital expenditure on the authority of a resolution supported by two-thirds of the Members present and voting at a General Meeting.
11.4 The accounts of the Association shall not be audited unless the Board of Directors, by resolution, directs that the accounts shall be audited and appoints an auditor for that purpose.
12. Distribution of Assets
12.1 The Association shall not distribute any part of its income to any of its Members. For greater certainty, this does not preclude the payment of reasonable salaries or employee benefits or other payments for services approved by the Board of Directors, and it does not preclude the reimbursement of reasonable out-of-pocket expenses.
12.2 On a winding-up of the Association, all remaining assets shall be distributed among territorial sports organizations, provided that they are incorporated under the Societies Act, or among Canadian charities registered pursuant to the Income Tax Act.
13. Amendment or Replacement of By-Laws:
13.1 These By-laws may be amended or replaced by:
a) a resolution of a majority of the Members present and voting at an Annual General Meeting; or
b) an extraordinary resolution made at a Special General Meeting.
provided that a notice of the proposed amendment or replacement has been included in the notice of the General Meeting 15 days in advance.
13.2 These By-laws were adopted at the Annual General Meeting in Yellowknife on October 24, 2009 and will come into force immediately.
14. Rules of Order:
14.1 All meetings of the NWTSA shall be conducted in accordance with Robert’s Rules of Order insofar as they may apply.
