PELHAM RAIDERS MINOR LACROSSE ASSOCIATION CONSTITUTION & BYLAWS TABLE OF CONTENTS Section 1: IDENTIFICATION 1.01 Mission Statement 1.02 Name 1.03 Definition 1.04 Objectives 1.05 Organization 1.06 Mailing Address 1.07 Affiliation 1.08 Incorporation Section 2: MEMBERS 2.01 Classes of Members 2.02 Cessation of Membership 2.02(a) Suspended Members 2.03 Insurance 2.04 Directors & Officers Liability Insurance Section 3: GOVERNING STRUCTURE 3.01 Executive Committee 3.02 Election of the Executive Committee 3.03 Vacancies on the Executive Committee 3.04 Suspension 3.05 Appeals Section 4: MEETINGS 4.01 General Assembly 4.02 Annual General Meeting 4.03 Special Meeting 4.04 Attendance at Meetings 4.04(a) Executive Meeting Attendance Section 5: FINANCES 5.01 Blanking 5.02 Fiscal Year 5.03 Financial Report 5.04 Expenditures 5.05 Protection of Members 5.06 Dissolution Section 6: CONSTITUTION & BYLAWS 6.01 Amendments to the Constitution 6.02 Amendments to the By-Laws 6.03 Interpretation of the Constitution 2 Section 7: OTHER REGULATIONS 7.01 Playing Rules 7.02 Other Rules and Regulations 7.03 Use of Association Logo 7.04 Boundaries 7.05 Release Policy 7.06 Commitment to Rep/Zone 7.07 Fines 7.08 Representation 7.09 Rosters 7.10 Timekeepers Section 1: IDENTIFICATION 1.01 Mission Statement Welland Raiders Minor Lacrosse Association will provide learning and mentoring programs in which children will benefit with team environment, fair play, leadership skills, physical fitness and most of all fun. Our intent is to provide the future leaders of our community an experience that will enrich their lives. 1.02 Name The Name of the Association shall be the “Welland Raiders Minor Lacrosse Association” hereinafter referred to as the Association and that the official logo be the “Raider” as shown on page 7 of the Constitution. 1.03 Definition The Association shall be a non-profit organization, which is a sport governing body for minor lacrosse in the area known as the City of Welland and operate as a branch of the Ontario Lacrosse Association. 1.04 Objectives The objectives of the Association are to promote, develop and govern minor lacrosse within the City of Welland. 1.05 Organization The Association shall be composed of members as hereinafter set out that shall be managed by a Board of Directors and sub-committees as outlined in this Constitution and By-Laws. 1.06 Mailing Address The Association shall at all times maintain a civic address and/or post office box. Either shall serve as its mailing address. The maintenance of the box shall be the responsibility of the Vice President. 1.07 Affiliation The association shall seek membership and affiliate itself with the Ontario Lacrosse Association and its local zone/league. 1.08 Incorporation The Association is a Corporation (Welland Raiders Minor Lacrosse Association) to create financial security to its Members and Board of Directors; as well as creating the ability to apply, and therefore be considered, for possible Corporate Sponsorships. Annual reports, and payments requested by the Province of Ontario, must be continued. Any changes to the Association’s Board of Directors must be reported to the Province Section 2: MEMBERS 2.01 Classes of Members The Association shall have two classes of membership, namely: Playing Members and Adult members: 3 (a) Playing Members shall be all members who have properly registered to participate in the activities of the Association. (b) An Adult Member shall be: eighteen years of age and a parent or guardian of a playing member(s), bench personnel or a referee with the Association, or a Director of the Association. 2.02 Cessation of Membership Any member who shall resign or be suspended as a member of the Association shall immediately return to the Association all books or other property of the Association, which he may have in his care. 2.02(a) Suspended Members Before a suspended Member, or anyone that has previously resigned, may become a Member in the following year (or season) the newly elected Board of Directors must approve his renewed Registration. An open vote of 50% plus one at the Association’s Annual Meeting that supports his renewed registration would also be accepted. 2.03 Insurance All of the Association playing members shall be insured through the Ontario Lacrosse Association insurance plan. All coaches will be insured through the Coaching Association of Canada Liability Insurance Plan. 2.04 Directors & Officers Liability Insurance In order to protect the financial status of any and all Board of Directors who have volunteered their services, and been elected by the Association’s Members, a Directors & Officers Liability Insurance Policy must be renewed annually. The Board of Directors must review and determine the policy’s limits annually. Section 5.05 is referenced. Section 3: GOVERNING STRUCTURE 3.01 Board of Directors (a) The Affairs of the Association shall be conducted by the Board of Directors. (b) All Association decisions must be ratified by the Board of directors prior to any action or amendment concerning such decision. (c) The Board will meet once every month or as directed by the President through the Secretary. (d) One-half of the total number of the Board plus one constitutes a quorum at a Board Meeting. (e) Except for the President, every Board member shall have a vote in all decisions. (f) The President shall have a casting vote only in the event of a tie on motions. (g) Other duties of the Board members shall be outlined in this Constitution and in the By- Laws. 3.02 Election of the Board of Directors (a) The Association’s Board of Directors shall be elected at the Annual Meeting by a secret ballot and shall rule for the given fiscal year. (b) A non-Board member shall chair the elections at the Annual Meeting. (c) Two members-at-large shall act as scrutinizers for the elections. (d) To be elected as the President, a member must have been on the Board at least one of the immediately preceding two years. 4 (e) To be elected to a Board position, a member must obtain a minimum of 50% plus one (1) of the votes cast and are at least eighteen years of age. (f) All Board of Director positions, except for Past-President, shall be elected at the Annual Meeting in the following order: 1) President 2) Vice-President 3) Treasurer/Bingo Chair 4) Secretary 5) Registrar 6) Scheduler 7) Director – Equipment 8) Director – Media & Publicity, Sponsorship/Fundraising 9) Director – Tournaments 3.03 Vacancies on the Board of Directors The Board of Directors may appoint any adult member to fill a vacancy until the next Annual Meeting. In the event of a vacancy within the Board of Directors, a majority vote may elect to hold a General Meeting for the purpose of Replacement of said Vacancy. 3.04 Suspension The Board of Directors may suspend, cancel the affiliation of, or accept the resignation of any member at any time for what it deems as a “just cause”. Any such suspension will require a two-thirds (2/3) majority vote of the Board of Directors in attendance at the meeting where the action is proposed. 3.05 Appeals A suspended member shall have seven (7) days from receiving by Registered mail written notice of his suspension to advise the President of his intention to appeal the Suspension. Such notice of appeal shall also be in writing with a copy sent to the Associations Secretary. Upon an appeal of a suspension, the President shall call a meeting of the Grievance Committee to review the action taken. The Grievance Committee shall make a recommendation of its findings to the Board of Directors within fourteen (14) days after the member’s appeal. After having considered the recommendation of the Grievance Committee, the Board of Director shall render a final decision on the appeal within seven (7) days of receiving the recommendation. All decisions of the Board of Directors shall then be final and binding. Section 4: Meetings 4.01 General Assembly On all questions of procedure not dealt with by the Constitution, the latest edition of Robert’s Rules of Order shall apply. 4.02 Annual Meeting 5 (a) The Association shall conduct an Annual Meeting on or before the third Sunday in October. (b) Notice of the annual Meeting shall appear in the local papers and be mailed to all members of the Association at least three (3) weeks prior to the meeting (c) The current President shall chair all aspects of the Annual Meeting except for the elections. (d) Twelve (12) voting adult member shall form a quorum (e) All current Board Members and adult members of the Association are entitled to vote as are playing members who are 18 years of age or older. Any past member of the Association may petition the Grievance Committee for a special dispensation for voting privileges. There shall be no proxy votes. (f) Any previous fines not paid will automatically disqualify that individual from voting at the annual meeting or participating in any subsequent games as a player or bench personnel. The individual fined will be permitted to proceed through the existing grievance procedure with the full understanding that the decision of the Board of Directors is final. 4.03 Special Meetings A Special Meeting of the Association must be called within fourteen (14) days by the Board upon its own motion or by a petition which is submitted to the Secretary with the signatures of more that twelve (12) adult members of the Association. Only the business for which a Special Meeting has been called will be dealt with, except with the unanimous consent of those present. 4.04 Attendance at Meetings All members of the Association may attend any of the Association’s meetings. Such noncommittee members can participate only at the pleasure of the meeting Chairman. Any such members will not be permitted to vote, make motions, except at the Annual General Meeting or at any Special Meetings of the Association. 4.04(a) Executive Meeting Attendance Any Board member that does not attend 3 consecutive Monthly meetings will lose their position by way of Suspension unless a vote held during that 3rd Board meeting (which must hold a quorum) supports the standing of the Board Member. Sections 3.04, 3.05 and 3.03 – in sequence – are applicable thereafter. A Special Meeting does not apply to the Monthly meeting requirements. Section 5: FINANCES 5.01 Banking (a) The funds of the Association shall be deposited at the discretion of the Board in an appropriate legal financial institution for the best benefit of the Association in the name of the Association. (b) All cheques shall be signed by the Treasurer and any one of the President’s designate. (c) The Board of Directors, with two-thirds (2/3) majority of those present, must authorize the borrowing of money upon credit of the Association and may limit or increase the amount to be borrowed. (d) The Association has the power to accept donations, gifts, legacies and bequests. 6 5.02 Fiscal Year The fiscal year of the Association shall end on the 30th day of September in each year. 5.03 Financial Report (a) The financial statement of the Association shall be presented to each member present at the Association’s Annual General Meeting. (b) All the financial records of the Association shall be audited in December of each year if directed by a majority vote of the membership at the Annual Meeting. 5.04 Expenditures All of the Association’s expenditures must first be approved by the Board of Directors. 5.05 Protection of Members The Board members and their heirs shall at all times be completely indemnified out of the funds of the Association, for all costs, charges, and expenses which such Board member sustains or incurs as a result of any proceeding which is brought against him for any act or omission by him relating to the execution of the duties of his office, and all costs charges and expenses which such Board member sustains or incurs in relation to the affairs of the Association except such costs, charges and expenses occasioned by his own willful neglect or default. (a) If a Playing Member is fined by the OLA the Association will pay pending an executive board review. (b) If an Adult Member is fined by the OLA the Association will pay pending an executive board review. 5.06 Dissolution The Association shall not be dissolved unless all liabilities have been discharged and a motion has been passed by the majority of votes recorded at a special meeting convened for the purpose of dissolving the Association. Upon dissolution, surplus money shall be donated to a charitable organization, decided by the majority at the Special Meeting. Section 6: CONSTITUTION AND BY-LAWS 6.01 Amendments to the Constitution Amendments may only be proposed at the Annual General Meeting in the form of a written notice of motion. The written notice of motion must be received 30 days before the annual meeting. Voting on any such amendment shall be done by a show of hands unless a secret ballot is requested. A two-thirds (2/3) majority vote of members present will be necessary to pass any amendments. 6.02 Amendments to the By-Laws Amendments may only be proposed at an Annual General Meeting, a Special Meeting (for such purpose), or Board Meeting in the form of a notice of motion. Voting on any such amendment shall be done by a show of hands unless a secret ballot is requested. A majority vote will be necessary to pass any amendments. 6.03 Interpretation of the Constitution In this Constitution and in the By-Laws of the Association, unless the context otherwise specified or requires, 1. the singular shall include the plural and the plural the singular 7 2. the masculine shall include the feminine and the neuter. 3. ‘person’ shall include individuals, bodies incorporated, partnerships, syndicates, trusts, unincorporated organizations and any number of aggregate of persons. Section 7: OTHER REGULATIONS 7.01 Playing Rules (a) The Association shall at all times abide by the Rules and Regulations of the Canadian Lacrosse Association and the Ontario Lacrosse Association. 7.02 Additional Rules and Regulations (a) The Association may make such Rules and Regulations as may be deemed necessary to promote, develop and govern the sport of Lacrosse in the City of Welland. (b) The Association may impose such other regulatory measures, as it deems necessary for the efficient administration of the competitive structure of the sport within its jurisdiction. (c) The Association reserves the right to move a child up one division only. This will require the majority acceptance of the Board of Directors, and shall be dealt with on a case by case basis. The decision will be based upon a number of factors including but not limited to; skill level of the child, age of the child, or any other factors they feel would be an appropriate reason to move a child up one division. Permission from the board must be granted to the player and his family prior to the player attending a tryout, practice or game. 7.03 Use of Association Logo (a) The “Raider” shall be used on Association letterhead, official documents, newsletters, notices, and clothing (including player shirts) as required by the Board. 7.04 Boundaries The territorial boundaries of WRMLA include the City of Welland, and extenuate 8 KM past the said boundaries as per OLA regulation MR 2.08(b) 7.05 Release Policy WRMLA has a fundamental commitment to the growth and development of WRMLA and the game of lacrosse in Welland. WRMLA has adopted a ‘no release’ policy for players residing within the territorial boundaries of WRMLA. WRMLA does not want to hinder the development of any player, so exceptions for the release of individual players to programs in other centres will be considered by a special meeting of the Board in circumstances when such programs are not available in WRMLA. 7.06 Commitment to Rep/Zone As part of WRMLA’s fundamental commitment to the growth and development of the game of lacrosse in Welland, WRMLA will endeavor to offer representative lacrosse to compete against other centres affiliated with the Ontario Lacrosse Association, or similar associations. Where numbers permit, travel teams will be developed in age groups ranging from Novice to Intermediate. WRMLA will adhere to a Welland-first policy and will not invite participants from other centres unless there are insufficient numbers from registered players within WRMLA. All disputes will be adjudicated by a special meeting of the Board, or by a special committee created by the Board specifically for this purpose. 8 7.07 Fines All individual fines of players, coaches or any other official must be paid by the offending person, regardless of circumstance. Upon receipt of a fine by the WRMLA the offending person is immediately barred from participating in any activities of the WRMLA until the fine has been paid in full to the WRMLA who will in turn pay the OLA or Zone fine. In the event that the fine is to be contested, the offending person must still pay the fine to WRMLA immediately, however, the WRMLA will promptly refund the payment should the fine it be rescinded or reversed. 7.08 Representation Before the playing of the third game of the regular season all teams must have a designated parent representative who is not part of the coaching staff, nor is the manager of the team. The parent representative is responsible for liaising with the WRMLA Executive in the event of concerns about the conduct of the players or coaches. Discussions between the parent representative and the WRMLA Executive are to be held in the strictest confidence. 7.09 Rosters For all teams a preliminary roster must be submitted to the Registrar, no later than the 15 th of May. A player not on this roster may not participate in any activities with the subject team after this date unless approved for play by a two thirds majority of the Board of Directors. All final team rosters must be received by the Registrar one week prior to submission to the OLA for final consideration and approval. 7.10 Timekeepers All timekeepers must attend a training clinic each year and must be a registered member of the WRMLA. 9 By-Laws TABLE OF CONTENTS Section 1: STANDING COMMITTEES 1.01 Structure 1.02 Functions Section 2: GOVERNING STRUCTURE 2.01 Duties of the Board of Directors Section 3: CODE OF ETHICS Section 1: STANDING COMMITTEES 1.01 Structure (a) The Board of Directors shall be composed of all nine (9) Board Members elected at the Annual Meeting plus the Past President. The President shall be the Chairman of this Board. (b) The Executive Committee of the Board of Directors shall be responsible for setting the agenda for the Board of directors Meeting. The Executive Committee of the Board will be responsible for the day-to-day operations of the WRMLA as its management team, and will report to the Board of Directors, will operator as a committee of the Board of Directors, and will be responsible to the Board of Directors. The Executive Committee of the Board will be comprised of the President, who shall chair the Committee, the Vice-President, the Secretary and the Treasurer. (c) The Grievance Committee shall be comprised of the President, the Vice President and the Secretary who shall chair the Committee. In the absence of any of the above, or in the event that any of the above must disqualify themselves as having a conflict or being involved in the grievance, the Treasure shall become a member of this committee. There shall always be three members of this committee hearing any grievance and in the event that three of the above are unable to serve, the Board of Directors will appoint members as required to constitute a committee. 1.02 Functions To be set out by the newly elected Board at their first meeting 10 Section 2: GOVERNING STRUCTURE 2.01 Duties of the Board of Directors (a) The President shall: 1) call and chair all Association, Executive, Board, Annual and Special Meeting 2) oversee all the Association’s business to see that it is conducted as directed by the Board, 3) be the main contact person for all matters dealing with the Ontario Lacrosse Association 4) be a signing officer of the WRMLA, 5) act as a member of all committees of the Board 6) in conjunction with the Secretary, devise and prepare an agenda for circulation to the Board of Directors in advance of the next meeting 7) be responsible for communications relating to the OLA and the official contact for the WRMLA 8) make reasonable attempt to assist at all WRMLA sponsored events ie Tournaments, Banquets, Registration, etc. 9) keep the Executive informed of all developments and situations within the association 10) inform any players, coach or any other person associated with WRMLA activities of any observed code of conduct infraction of any CLA, OLA, WRMLA or affiliated league. (b) The Vice President shall: 1) assist the President as needed 2) act as liaison for sub committees and community groups 3) be a signing officer of the WRMLA, 4) be responsible for WRMLA post office box 5) make reasonable attempt to assist at all WRMLA sponsored events ie Tournaments, Banquets, Registration, etc. 6) inform any players, coach or any other person associated with WRMLA activities of any observed code of conduct infraction of any CLA, OLA, WRMLA or affiliated league. 7) keep the Executive informed of all developments and situations within the association (c) The Secretary shall: 1) receive and disperse all correspondence 2) record and distribute minutes of all Executive, Board, Annual and Special Meetings of the WRMLA 3) assist other Board members with correspondence 4) schedule and advise all Board members of meetings dates, times & locations. 5) in conjunction with the Executive, devise, prepare and distribute an agenda in advance of the meeting 6) make reasonable attempt to assist at all WRMLA sponsored events ie Tournaments, Banquets, Registration, etc. 7) inform any players, coach or any other person associated with WRMLA activities of any observed code of conduct infraction of any CLA, OLA, WRMLA or affiliated league. 11 8) keep the Executive informed of all developments and situations within the association (d) The Registrar shall: 1) be responsible for organizing and completing the registration of all players 2) maintain all personal information required of each player 3) fulfill all requirements to the OLA regarding the registration database 4) make reasonable attempt to assist at all WRMLA sponsored events ie Tournaments, Banquets, Registration, etc. 5) inform any players, coach or any other person associated with WRMLA activities of any observed code of conduct infraction of any CLA, OLA, WRMLA or affiliated league. 6) keep the Executive informed of all developments and situations within the association (e) The Treasurer/Bingo Chair shall: 1) be responsible for all the financial accounting of the WRMLA, 2) sign all financial documents of the WRMLA, 3) be a signing officer of the WRMLA 4) be responsible for the budget, 5) be responsible for registering all members as needed for insurance as required by the constitution. 6) be responsible for paperwork and reports required by the City of Welland for all raffles and lotteries 7) make reasonable attempt to assist at all WRMLA sponsored events ie Tournaments, Banquets, Registration, etc. 8) inform any players, coach or any other person associated with WRMLA activities of any observed code of conduct infraction of any CLA, OLA, WRMLA or affiliated league. 9) keep the Executive informed of all developments and situations within the association (f) The Director – Media & Publicity, Sponsorship/Fundraising shall: 1) be responsible for all aspects of sponsorship, including solicitation of Team Sponsors, as well as Tournament sponsors. 2) arrange the team photographs for all teams in the Association. 3) distribute Appreciation Pictures/Plaques to all WRMLA sponsors. 4) be responsible for regular press releases, 5) co-ordinate all areas of publicity, advertising and public relations of the WRMLA, 6) develop and institute a promotional campaign to develop increased awareness of minor lacrosse, 7) work closely with all Board Members to publicize and promote all future and ongoing programs of the WRMLA. 8) be responsible for the content and management of the WRMLA Internet Web Page. 9) recommend to the executive an activity or activities for fund raising purposes. 10) make reasonable attempt to assist at all WRMLA sponsored events ie Tournaments, Banquets, Registration, etc. 11) inform any players, coach or any other person associated with WRMLA activities of any observed code of conduct infraction of any CLA, OLA, WRMLA or affiliated league. 12 12) keep the Executive informed of all developments and situations within the association (g) The Director – Equipment shall: 1) be responsible for equipment purchases, control assignments, storage, distribution and pick-up, 2) be responsible for all trophy purchases and control. 3) obtain quotes and order sweaters as required by the WRMLA (preferably from local sponsors and suppliers) 4) develop programs/manuals to train and assist coaches. 5) develop clinics and programs for all divisions, with a key focus on the Paperweight and Tyke divisions. 6) make reasonable attempt to assist at all WRMLA sponsored events ie Tournaments, Banquets, Registration, etc. 7) inform any players, coach or any other person associated with WRMLA activities of any observed code of conduct infraction of any CLA, OLA, WRMLA or affiliated league. 8) keep the Executive informed of all developments and situations within the association (h) The Director – Tournaments shall: 1) establish a committee to organize and run the tournament 2) oversee the general operations on tournament day 3) coordinate finances 4) oversee scheduling, statistics, communication, promotion, marketing and participant recognition 5) make reasonable attempt to assist at all WRMLA sponsored events ie Tournaments, Banquets, Registration, etc. 6) inform any players, coach or any other person associated with WRMLA activities of any observed code of conduct infraction of any CLA, OLA, WRMLA or affiliated league. 7) keep the Executive informed of all developments and situations within the association (i) The Scheduler shall: 1) Schedule all timekeepers and floor time in cooperation with the Zone Scheduler. 2) make reasonable attempt to assist at all WRMLA sponsored events ie Tournaments, Banquets, Registration, etc. 3) inform any players, coach or any other person associated with WRMLA activities of any observed code of conduct infraction of any CLA, OLA, WRMLA or affiliated league. 4) keep the Executive informed of all developments and situations within the association 13 CODE OF ETHICS All members of the Welland Raiders Minor Lacrosse Association Board of Directors will represent the WRMLA in a professional and dignified manner in all Lacrosse related areas whether as a recognized delegate of the WRMLA or in any other unofficial capacity such as Coach Assistant Coach, Manager, Official or even as a fan! It is recognized that the WRMLA is a small organization and that many of our members will represent our organization at more than one level. It is imperative that the primary responsibility of a Board Member is to the Board. While it is recognized and encouraged that our Board Members may also be involved in areas such as coaching or officiating, etc., it is of paramount importance that all Board Members recognize that their responsibility is the long and broad view. Their allegiance covers the complete spectrum from Paperweight to Intermediate. Discussions and difference of opinion at Board and Committee meetings will be inevitable but all Board Members must commit to WRMLA policy once it is passed. If a policy is passed with which a Board Member does not agree the Board Member has the following options: support the policy, disagree with it in silence, or resign. While all Board and Committee meetings are open to the general membership, it is imperative in order to encourage open discussion and participation, that such discussions remain privy to those in attendance. Discussions of policy outside these environments will take place but specific positions or quotes from other Board Members should not be discussed. Violation of the principles of these guidelines may result in suspension of the offending Board Member in accordance with Sections 3.04 and 3.05 of the WRMLA Constitution.