 |
 |
|
Article 1
This organization shall be known as the Kugluktuk High School Athletics Association.
Article 2
The objectives of the Association are:
- to promote and create healthy lifestyle choices
- to provide continuity and stability
- to enrich academics through sport and acceptable extra-curricular activities
- to promote team building
- to enhance opportunities and lifestyle
- to promote sport
Article 3
The operations of the Association are to be chiefly carried on in the hamlet of Kugluktuk.
Article 4
As an unalterable provision of this constitution this Association shall be affiliated with the governing body.
1. Terms of Admission:
All high school attendees and high school graduates under the age of 21, coach or administrative volunteer shall be eligible for admission to membership in the Society upon payment of the membership fee. In order to be considered a member in good standing each member must maintain a two week average attendance of no more than 30% truancy. This will be monitored and enforced by the executive council. If a subject wishes to be a member but is unable to pay the annual membership fee, he/she must write a letter to the executive council describing the situation. The executive may allow membership to the subject if other requirements can be met. All coaches and executive members have their membership fees waived.
2. Rights of Members:
All members of the Society shall have the right to take part in all activities and to use all facilities established by the Society for the promotion of its objectives, subject to such regulations and the payment of such additional fees as the directors may from time to time prescribe for specific activities.
3. Obligations of Members:
- Each member shall pay an annual membership fee at such time and in such amount as is determined by the members at each annual general meeting.
- Each member will abide by their individual code of conduct or ethics.
4. Withdrawal and Expulsion of Members:
- Any member may withdraw from membership in the Society by notice in writing to the executive council. Fees are non-refundable unless otherwise decided by the executive council.
- Any member whose conduct is considered detrimental to the Society may be expelled by a resolution passed by a majority of the executives of the Society.
5. Meetings:
- An annual general meeting of the Society shall be held between 31 and 180 days after the date of the fiscal year end;
- General meetings of the Society shall be held on the 1st and 3rd Wednesday of every month or as deemed necessary by the Executive Council;
- Any ten members may call a special meeting by presenting a signed request to the President, who shall call a meeting within fifteen days after receipt of such request;
- Notice of any general or special meeting shall be given at least seven days prior to the date set for the meeting by the posting of notices of such meetings at conspicuous points throughout the area of operations and/or by publication in a newspaper of general circulation, such notice to set forth the time, place and business to be transacted at such meeting;
- Ten members shall constitute a quorum at all general or special meetings including the Annual General Meeting;
- If the President is not present at a meeting, the meeting will elect a Chairman for the purposes of that meeting only;
- Each member is entitled to one vote on any motion or resolution at all general or special meetings.
- Executive meetings will begin with an open forum for all concerned members, any non-members may attend the executive meetings by communicating, in writing, their purpose for attending by the preceding Monday at 4PM.
6. Executive Council:
- Until the first annual general meeting, the executive council shall consist of the subscribers to the Application and By-laws;
- There shall be between 3 and 12 executive directors elected from among the members of the Society at the first and each subsequent annual general meeting;
- The executive council shall have the power to appoint chairpersons to head necessary committees, who shall be responsible to the directors and shall not hold the designated offices for any period beyond the next annual general meeting;
- The majority of the executive council shall have the power to appoint any member of the Society to fill a vacancy in their numbers and any executive so appointed shall retire from office on completion of the unexpired portion of the term of the executive he replaces;
- The executive shall be responsible for conducting the affairs of the Society in accordance with its objects, by-laws and the Societies Act;
- A majority of executives will constitute a quorum at any executive council meeting;
- Any executive may be expelled by a 2/3 majority vote of executives for proven dishonesty, or for gross misconduct, or for failing or refusing to carry out his duties as a director as provided in these By-laws.
7. Officers:
- The executives from their own number shall, at their first meeting after incorporation and at their first meeting after the annual general meeting in each succeeding year, elect a President, a Vice-President of Team Affairs, a Vice-President of Finance (Treasurer), a Vice-President of Fundraising, a Vice-President of Promotion, a Vice-President of Student Affairs and such other officers as are deemed necessary;
- Such officers shall hold office until the conclusion of each annual general meeting at which time a meeting of the newly elected directors will be convened to elect their successors;
- The President shall, when present, preside at all meetings of the members and of the directors. The President shall be responsible for the general management and supervision of the affairs and operations of the Society for a two-year term ending on Even numbered Years;
- The Vice-President of Promotion shall be available for any ad hoc committees, and shall be responsible to work with and in place of the President if the situation arises. This person will also be in charge of organizing the proper promotion for the KHSAA and to promote Team Spirit. This person shall also be responsible for membership, logo promotion and the development and maintenance of a Society website. This position is a two year term ending on Even Number years.
- Vice-President of Finance shall be responsible for managing receipts and expenses, keeping books and providing financial reports to executive. The VP of Finance will work closely will any managerial staff and report to executive on the progress of all business oriented ventures. This position will be a two year term ending on odd number years.
- Vice-President of Team Affairs will be in charge of communication, organization and promotion of internal teams. This position will work to recruit coaches, volunteers, and athletes in conjunction with other Executive Council. This position is a two year term ending in odd number years.
- Vice-President of Fundraising shall be responsible for all communicating and organizing of team fundraising events. This position will also work to develop new innovative fundraising ideas. This position will be a two year term ending in even number years.
- Vice-President of Student Affairs shall be responsible for being a liaison between the students and the executive. This position is a one year term and is reserved for only member that are active school students under the age of 21. This position will be a one year term.
- An executive position may be split at the discretion of the Society.
8. Borrowing Powers:
The executive may, by a 2/3 majority vote, borrow funds for capital expenditures and for the current operations of the Society in such manner as they see fit, including the issue of debentures, except that in no case shall debentures be issued except pursuant to an extraordinary resolution.
9. Disposal of Funds:
- All monies received by or on behalf of the Society shall be deposited in the Society’s bank account in trust for the Society, which account shall be with one of the chartered banks of Canada;
- All disbursements from the trust bank account shall be made by cheques signed by the President or VP of Finance or Vice President of Promotion, or in any of their absences, by some other executive member appointed by resolution of the executive council. Signing authority may also be given to any Managerial staff by resolution of Executive.
- All cheques will require two of the above signatures
10. Auditor and Financial Reporting:
- At the annual general meeting an auditor may be elected for the ensuing year;
- At each annual general meeting an annual financial statement containing:
- the assets and liabilities of the Society in the form of a balance sheet, and
- receipts and disbursements of the Society since the date of incorporation or the date of the previous financial statement and signed by the auditor, or by two executive council members if there is no auditor, shall be presented for the inspection of the members.
11. Signing Authority:
The President, Vice-President of Promotion, and the Vice President of Finance have the authority to sign instruments or documents on behalf of the Society. This authority may also be privileged to any managerial staff.
12. Minutes of Meetings, Books and Records:
All books and records of the Society shall be open to the inspection of members at each annual general meeting.
13. Fiscal Year:
The fiscal year of the Society shall end on the 30th day of June of each year.
14. Distribution of Assets:
The Society shall not distribute any part of its income to any of its members. This does not preclude the payment of reasonable salaries or employee benefits, nor does it preclude the reimbursement of reasonable out-of-pocket expenses.
On a winding-up of the Society, all remaining assets shall be distributed among Canadian charities registered pursuant to the Income Tax Act.
15. Arbitration:
Any dispute arising in the circumstances set out in section 7 of the Societies Act shall be decided by arbitration under the Arbitration Act.
16. Athletes Participation Code of Conduct
- Maintain an attendance level not to exceed 20% truancy as an average for a three-month period prior to the date of review or date of travel.
- Maintain a Performance Log rating that is deemed acceptable by the executive council. This rating will be an average of all the combined scores for a three-month period prior to the date of review. The executive council will communicate the acceptable level to all coaches and athletes by August 30th of the current year. The make-up of the performance log will be decided upon by the executive council.
- Be healthy community members, which involves making healthy lifestyle choices.
- Maintain an attitude, which is positive to the sporting environment.
- Treat all team mates, officials, supervisors and coaches with respect.
- In order to practice at any team practice, athletes must be members in good standing.
- An athlete who has not been part of the school system for an extended period of time, is showing improvement and continues to do so (reintegrating in the school), upon approval of the coach, and executive council, will be allowed to practice. This situation should be communicated to the executive council by the participating coach.
17. Members’ Code of Conduct
- Maintain an acceptable attendance level, which will be a two week average of no more than 30% truancy.
- Be healthy community members.
- Maintain an attitude, which is positive to the school environment.
- Treat all individuals in the school environment with respect.
18. Code of Ethics for Coaches
- The Association Expects The Coaches To
- Be an integral part of the school system and its educational contribution.
- Remember that the athletic area is a classroom with moral and education obligations required at all times.
- Insist upon high scholarship and enforcement of all rules of eligibility.
- Adhere to all requirements set forth by the Athletics Association.
- The Athletes Expect The Coaches To
- Maintain a genuine and up-to-date knowledge of that which he/she proposes to teach.
- Maintain fair, unprejudiced relationships with all squad members.
- Pay careful attention to the physical condition of the players.
- Inspire a love of game and desire to compete fairly.
- Sportsmanship Demands That Coaches
- Take a strong stand against profanity, unfair play and unsportsmanlike behaviour of their teams.
- Maintain self-control at all times, accepting decisions of officials without outward appearance of vexation.
- Teach athletes to win by use of legitimate means only.
- Believe in the honesty and integrity of opponents and officials.
- Teach that to achieve one’s best is always desirable, but to win at any cost defeats the purpose of the game.
19. Disciplinary Committee
- The disciplinary committee will be in charge of acting on offences that breach the code of conduct. It will be comprised of the President, the School Principal and VP of Student Affairs, and one more available Executive Council member as appointed by the president.
- The Committee has a responsibility to up hold the integrity and objectives of the KHSAA.
- There will be one appeal allowed on the actions of the Disciplinary committee. The executive council must receive it within 48 hours of the action in question.
- The action decided upon by the disciplinary committee is final.
20. Disciplinary Procedures
All Members must abide by the code of conduct; if they do not comply the following procedures must be followed to allow the opportunity for restoration of membership in good standing.
The Society adopts a three-strike system of consequences. A strike is defined as a breach of a member’s code of conduct. Each member is allowed two separate opportunities to fix their mistakes.
- On the first infraction the coach will work with the member to correct his/her mistakes. The process must be documented to the disciplinary committee.
- On the second related offence the disciplinary committee will meet to discuss requirements for the member to maintain membership in good standing. These requirements will be laid out in a contract format and signed by the member and the committee.
- The third offence will require the disciplinary committee revoking membership for the remainder of the school year. With possible recommendations from the disciplinary committee for reinstatement.
- If a member is in good standing for a minimum of forty-five days they will be given a clean "record".
21. Team Funding By-Law
- Structure
- Every team must submit a 2 Year development plan. This plan is to lay down groundwork for the team’s goals and objectives which is needed both by the coach (who should be doing this anyways) and by executive who then has the ability to see some succession.
- All coaches will submit a funding wish list for the year for each team. This will include the following:
- How the items they wish to be funded relate to their objectives.
- A complete list of all proposed projects and all funds needed to complete the project.
- A proposed plan for fundraising the funds complete with projected cash flow and timelines.
- Some foresight into the next fiscal year and some idea (general idea) of what may be needed.
- Decision Making Process
- The funding committee is made up of each coach who has an equal vote. The Chair of the committee (President) can only vote in place of a tie and is in charge in running the meeting.
- The funding decisions will be carefully scrutinized based on:
- Projected funds available (for the entire program)
- Need
- Performance
- Program succession plan
- Validity of the Fundraising Plan.
- Fair funding for all groups involved
- If a team ran a deficit in previous years then that team will have to repay the deficit before any new funds will be dispersed.
- Each team’s application will be reviewed by the panel. The panel will discuss each application and vote on each project under that application separately
- Each Application needs only a majority of the coaches present to be accepted.
- The coaches meeting will be set and advertised with a minimum two week notice to all coaches.
- Team Roster
- Practice is up to the coach. He/She can decide who does or does not practice.
- A roster must be submitted of all possible players two weeks prior to the event. Coaches should have all performance logs, and attendance submitted with their roster sheet.
- The funding committee will review each roster and decide on each player’s eligibility.
- If there is a players that is close to not meeting the standards then the committee chair will monitor that particular athlete until the day of travel.
22. Appeal Committee
- The Appeal Committee shall consist of the Executive Council.
- The duties of the appeal committee shall be to hear appeals from decisions made by the Discipline Committee.
- The Appeals Committee may uphold, or modify any decision made by the Discipline Committee or Funding Committee.
23. Appeal Procedure
- Any team, player, member or coach may appeal any decision of the Discipline Committee or Funding Committee.
- Any appeal to the Appeals Committee by the aggrieved party shall be in writing outlining all particulars pertaining to the case and shall be delivered to the Vice-President of Finance and Administration within 48 hours of being notified of the decision of the Discipline Committee.
- The Appeal Committee shall deal with the appeal within seven days of receiving the written appeal.
|
|
|
|
