KDSC - By Laws - October 2024

NOTE: The Ontario Not-for-profit Corporations Act (ONCA) Requirements were required to be adopted by Ontario Soccer Clubs for October 2024. Kemptville District Soccer Club has put in place By-Law No.1 for compliance to the new ONCA requirements.

With ONCA requirements in place, any information that supplements ONCA Constitution By-Law No.1 can be found below in KDSC Constitution By-Law No.2.

A1. NAME: 

The name of the organization shall be the Kemptville District Soccer Club (KDSC) hereafter referred to as the Club. The Club shall be located within the district boundaries of the Eastern Ontario Soccer (EOS) hereafter referred to as the District Association. 

A2. OBJECTIVE:

• To organize, promote and develop amateur soccer for players of all ages and capabilities within the district.
• To ensure that each team management appointed provides the opportunity for each member of that team to improve their skills and knowledge of soccer while emphasizing good sportsmanship and citizenship.
• To promote the mutual interest of the members and encourage a cordial and co-operative attitude among members of this corporation and toward other similar organizations.
• To promote the good welfare of its members, individually and collectively, to consider, advise upon and make representations with respect to and generally to deal with all matters pertaining to the welfare and interests of its members.

a) To provide a stable organizational structure to ensure the ongoing viability of the Club and its recreational house league and competitive operations remain priority number one;

b) To make, adopt and publish rules, guidelines, policies and by-laws for the control of games and to take such steps as shall be deemed necessary or advisable for enforcing them in leagues under Club control; 

c) To seek the co-operation of, and to co-operate with the Municipality of North Grenville and appropriate Boards of Education, wherever and whenever possible in the fostering of soccer in the Kemptville area; 

d) To implement codes of fair play for parents, coaches, and administrators; 

e) To recognize the coach as the primary teacher and role model for the player, and to provide opportunities for the continuous development of their coaching skills; and 

f) To ensure the members have the opportunity to play at a level commensurate with their ability;

 The club's purpose ensures the progression of purpose is Club, Team and individual. 

• The OSA
• The EOS
  
• The Club.

i. a registered player;
ii. a registered Club coach;
iii. a registered Club match official;
iv. a registered Club administrator; or
v. an elected member.

Note: Past President will be encouraged to sit on the Board of Directors, in a non-voting advisory role, for a period of one year.

Note: A one month transition period where exiting Directors attend the first meeting of the new board but do not have voting privileges is encouraged.

a) The Officers:

For financial purposes the Officers of the Club shall be the President, Vice President and Treasurer and are subject to the Conflict of Interest Policy in the OSA’s Published Rules.

b) The Directors:

The Directors shall be subject to the Conflict of Interest Policy in the OSA’s Published Rules.

c) Remuneration:

The Officers and Directors shall not receive any remuneration for acting as such. The Officers and Directors shall be entitled to receive compensation for any expenses incurred by them specifically for Club business upon approval of such at a meeting of the Board of Directors and proof of such expenses.

d) Restrictions:

No Director of an Active or Associate Soccer Club/Association/League or paid Employee of the Club shall be a Member of the Board of Directors.

• becomes incapable of performing the business of the Club;
• absent from two or more meetings of the Board of Directors without satisfactory reason;
• no longer resides in reasonable proximity to the Club;
• becomes, or is discovered to be, an undischarged bankrupt;
• compromised the integrity of the Club due to, but not limited to, any of the following reasons:
  • has been found guilty of an offense under the Harassment Policy of The OSA;
  • has been found guilty of an offense involving violence under the Discipline Policy of The OSA;
• has failed to properly account for monies or other property belonging to the Club;
• has been found guilty of a criminal offense regardless of whether or not the offense directly affected the Club.

• attending and participating at Board meetings;
• providing input to the Club budget and managing the budget for their position;
• providing monthly updates on their activities to the Board; and
• preparing and presenting an Annual Report at the AGM.

• Prepare the proposed agenda and preside at all Board of Directors meetings;
• Sit as ex-officio member of all Club committees, except for a nominations committee;
• At all meetings, votes only in the case of a tie;
• Appoint all chairs of standing and special committees subject to ratification by the Board of Directors;
• Coordinate all duties of the Board of Directors, committees, staff and office procedures;
• Acts as spokesperson for the Club;
• Club Head Coach reports to this position.

• Prepare the proposed agenda and preside at all Board of Directors meetings;
• At Board of Directors meetings votes only in the case of a tie;
• Sits as an ex-officio member of all Club Committees. The President shall cast the deciding vote in the event of a tie at any committee meeting at which he/she is attending;
• Oversees all administrative personnel, consulting staff and office procedures.

• The Vice-President shall act in the absence of the President and shall have other powers as assigned by the Board of Directors.

• Coordinates the activities of administrative personnel, consulting staff and office procedures;
• Review the Club Bylaws prior to the AGM to ensure that all proposed amendments to the Bylaws are posted on the Club website at least 14 days prior the AGM;
• Ensure the maintenance of a current version of the Bylaws and all official documents and correspondence of the Club;
• Coordinate new director orientation - generate folders for new board members with President, including contact information, event calendar, policy forms, board member job description, and whatever else that would be considered valuable to a board member’s experience;
• Prepare for executive board transitions with President, including goals, agenda, job descriptions, ideas for new executive, and calendars for the upcoming year;
• Attend team organization meetings as required;
• Represent organization at official functions, as needed;
• Coordinate organization elections;
• Coordinate and oversee all Club activities;
• Maintain and propose policies, procedures and standards;
• Take on projects, assignments and attend events for KDSC to aid in achieving the Club’s overall goals;
• Club Head Referee, Club Office Administrator and Registrar report to this position.

• Take and maintain a record of all minutes of the Club;
• Maintain copies of all committee reports;
• Notify officers and committee members of their election or appointment;
• Sign all certified copies of acts of the organization (unless otherwise specified in the Club's published rules);
• Maintain record books in which bylaws, published rules and minutes are entered and have the current record books available at each meeting;
• Arrange to publish notice of general meetings;
• Send to the Board of Directors notices of each meeting;
• Conduct the general correspondence of the organization that is not the proper function of another office or committee;
• Prepare, prior to each meeting in consultation with the presiding officer an order of business;
  
• In the absence of the president and vice-president, preside until the immediate election or appointment of a new presiding officer.

• Ensure that full and accurate records are kept of the accounts of the Club;
  
• Report to the Board of Directors at least once per quarter;
  
• Shall submit an Annual Report to the Annual General Meeting.

• Prepare in conjunction with the Board of Directors an annual operating budget for the Club;
• Manage all financial transactions for the Club;
  
• Ensure the books are reviewed independently when required.

• Responsible for membership within the Club and the official registration of eligible players and teams to the OSA and District.

• Develop, seek Board of Director approval and implement the annual registration process;
• Plan and coordinate all Registration Events. Including securing dates, times and places;
• Develop and produce registration forms to capture registration data as directed by the Board of Directors;
• Coordinate advertising of registration events, including production of flyers, publication in local community newsletters etc.;
• Ensure that all necessary paperwork such as waivers and birth certificates are collected and filed;
• Management and entry of registration data into registration database;
• Make registration data available to convenors for use in player evaluation and team selection;
• Be available to field late registrations and general inquires.

• Maintaining an inventory of all Club equipment, including uniforms (shirts, shorts and socks), balls, ball bags, goal posts, corner posts, cones etc;
• Develop, seek Board of Director approval, post and conduct Request for Tender process for all club equipment;
• Work closely with convenors to ensure that teams have necessary equipment;
• Sourcing and purchasing of replacement equipment as directed by the Board of Directors;
• Ensuring that jerseys are screened /printed with necessary numbering and logos;
• Ensuring that balls are inflated / deflated as necessary;
• Ensure that equipment is returned to inventory at the end of each season.

• Responsible for all House League soccer for U3 to U18;
• Organizes the registrants into appropriate age divisions;
• Recruits Division Convenors and Coaches;
• Manages the drafting of the House League Players into balanced teams with the assistance of the Division Convenors;
• Manages the House League schedule (as required);
• Identifies House League field requirements to the field scheduler;
• Have prime responsibility within the Club for House League soccer;
• Provide recommendations to the Board of Directors regarding the number of teams to field in each age group, and at which levels;
• Provide recommendations to the Board of Directors regarding equipment requirements, coaching development, and referee development;
• Forward any concerns expressed by house league players, parents or coaches to the Board of Directors; and
• Co-director of annual soccer festival, enlisting the support of the Board of Directors and club volunteers.

Note: House League for Adults is covered by the Club Administrator.

• Acts as a liaison with the KDSC competitive teams, the EOS, EOSL and other leagues (Indoor Coliseum);
• Identifies Competitive field requirements to the field scheduler;
• Is responsible for process and establishment of a coach’s selection committee;
• Manages competitive try out times by age category;
• Advises coaches of their accountability to the league;
• Have prime responsibility within the Club for youth competitive soccer;
• In conjunction with the Board of Directors identify the number of teams and level to field in each age group, and at which levels;
  
• Provide recommendations to the Board of Directors regarding indoor leagues, technical development programs, equipment requirements, and coaching development.

C9. DIRECTOR OF DEVELOPMENT

• Acts as a liaison with the KDSC's development teams, the EOS, EOSL and other leagues;
• Identifies EOSL Development field requirements to the field scheduler;
• Is responsible for process and establishment of a coach’s selection committee;
• Manages Development assessment times by age category;
• Advises coaches of their accountability to the league;
• Have prime responsibility within the Club for EOSL Development League soccer;
• In conjunction with the Board of Directors identify the number of teams and level to field in each age group, and at which levels;
• Provide recommendations to the Board of Directors regarding indoor leagues, technical development programs, equipment requirements, and coaching development.

Roll Call
Credentials Report
Minutes of Previous Annual General Meeting for Membership approval
President's Address
Officers' Reports
Treasurer's Report
Auditor's Report
Appointment of Auditors
Other Reports
Unfinished Business
Amendments to the By-Laws
Roll Call
Election of Officers and Directors
Any Other Business
Adjournment and setting of the new Board of Directors Meeting

• Be audited annually by a Chartered Accountant if the annual Gross Revenue is greater than $30,000; or be reviewed annually through a Financial Review Engagement completed by a Certified General Accountant, Certified Management Accountant or Certified Accountant, if the Annual Gross Revenue is $30,000 or less;
• be exempt from any audit or Financial Review Engagement if the Annual Gross Revenue is less than $10,000 and with the consent of its Members.
  

• Any Member or registrant of the Club directly affected by a decision of the Club may appeal such decision. A non-Member may appeal the denial or termination of Membership in the Club.
• A decision of the Club may be appealed to the District Association with which the Club is affiliated. The appeal shall be conducted in accordance with OSA's and District Association's published rules.
• An individual shall not appeal a decision made by the Board of Directors regarding the appointment, non appointment, re-appointment or revocation of an appointment of an individual to any coach or administrator position within the Club's operations, except where the selection, appointment and revocation process outlined in the Club's published rules has not been followed.
• An individual shall not appeal a decision made by the Club regarding a player's team assignment.

1. to declare the conflict of interest, and refrain from voting on the issue in question
2. to absent himself or herself from the meeting at any time there is discussion of the matter giving riseto the conflict
3. to refrain from lobbying or participating in the decision making process.

1. declare the conflict of interest, and refrain from voting on the issue in question
2. absent himself or herself from the meeting at any time there is discussion of the matter giving rise to the conflict
3. refrain from lobbying or participating in the decision making process. It does not matter whether the topic which involves the individual in a conflict situation was formally on the agenda or came up unexpectedly. As soon as the meeting considers a matter or begins to discuss an issue which puts an individual in a circumstance of conflict of interest, he or she must interrupt and say,

 "I am declaring my conflict as (here insert your conflicting position or interest) and I am leaving the meeting while this subject is under discussion” or words to that effect."

"Ms. A. having disclosed her conflict as a Director of XYZ Organization (or whatever) was absent from the meeting during discussion of (describe topic).” A topic which involves a conflict for a Director may come up in several meetings and at each meeting, the Director shall declare the conflict and absent himself/herself for herself from the meeting during discussion of that topic.

1. any other soccer activity or position; and
2. any personal, professional, business activity or position that may at that time, or could in the future, be construed as a potential conflict of interest. Such a statement must be updated as circumstances require.