Bylaws - updated 2022
LAKELAND LACROSSE ASSOCIATION
BYLAWS
August 30, 2022
The name of the organization is Lakeland Lacrosse Association, hereby identified as (LLA), and was established in January of 2005.
The Bylaws of the LLA are subject to the terms and conditions imposed by the Alberta Lacrosse Association (ALA), Canadian Lacrosse Association (CLA), and governed by the Wheatland Lacrosse Association (WLA).
The purpose of the Bylaws is to govern the LLA.
“PERSON”
“Person”, and other references to persons, includes any individuals, including a firm, company, and corporation, unincorporated body of persons or association.
“IN WRITING”
“In writing” or written include printing, typewriting, or any electronic means of communication by which words are capable of being visibly reproduced at a distant point of reception, including telecopy(fax), telex, telegraph, email or text message.
“NOTICE”
“Notice” Whenever a notice is required under these Bylaws, the day on which notice is given shall not be counted as part of the notice period, but the day appointed by the notice for the event to which the notice relates shall be counted as part of the notice period.
“ROBERTS RULES OF ORDER”
Roberts Rules of Order refers to a book written in 1876 by Henry Martyn Roberts that is intended to be a guide for conducting meetings and making decisions as a group.
“RULES OF NATURAL JUSTICE”
Rules of Natural Justice has been described as having two parts
- The duty to give persons affected by a decision a reasonable opportunity to present their case.
- The duty to reach a decision untainted by bias.
Definitions
Unless the subject matter or context requires a different interpretation, the following words and phrases shall, in these Bylaws have the following meanings:
- “ALA” shall mean the Alberta Lacrosse Association
- “ALRA” shall mean the Alberta Lacrosse Referee Association
- “Annual General Meeting “means the general meeting of the members as provided for in Bylaw 10;
- “Appeal” means an appeal pursuant to Bylaw 9. (Approval of the Executive Board means two thirds (2/3) of the Executive Board voting in favor.
- “Board of Directors” mean all elected members of the Board of Directors of the LLA. Directors must be at least 18 years old.
- “Bylaws” mean the Bylaws of the LLA as amended from time to time;
- “CLA” means the Canadian Lacrosse Association;
- “Coach” means a person appointed by the LLA as a coach of a Lacrosse Team;
- “Discipline” means correction, punishment, penalty; it shall include suspension, probation, fine, expulsion and the loss of membership;
- “Division” means levels of play in LLA;
- ”Director of Coaching” means a person elected by the members to coordinate coaching and coaching certification.
- ”Director of Equipment” means a person responsible for inventory of all lacrosse equipment belonging to the LLA.
- “Director of Floor time” means a person responsible for organising floor times with facilities within the LakeLand;
- “Director of Media and Merchandise” means a person responsible for coordinating merchandise and apparel quotes for Board of Director approval and liaison with local media.
- “Director of Sponsorship” means a person responsible for finding sponsors or creating a committee for finding sponsor for the LLA
- “Director of Tournaments” means a person responsible for creating a committee to organise all local LLA tournaments.
- “Executive Board” means all elected Executive Board Members of the LLA;
- “Financial Statements” means the financial statements of the LLA
- “Fiscal Year” shall have the meaning as defined in Bylaw 11;
- “Lacrosse Team” means a group of persons comprised of not less than eight players and not less than one qualified coach who has a NCCP number.
- “LGB” means Local Governing Body;
- “Lakeland Head Referee Designate” means a person who is the liaison to the Wheatland Referee-in-Chief and will handle referee issues in the best interest of the LLA.
- “Manager” means a person registered with the LLA as a manager of a Lacrosse Team;
- “Member” means any player, parent/guardian executive, coach, assistant coach, or manager registered with the LLA in good standing provided in Bylaw 5.1;
- “Officials” means a person who works as a referee, time-keeper, penalty box attendant and other persons who may be required off the floor from time to time for the organized conduct of the game of Lacrosse;
- “NCCP” shall mean National Coaching Certificate Program
- “Player” means a person registered with the LLA as a player of a Lacrosse Team;
- “Past President” means the immediately former past President of the LLA;
- “President” means that person elected as the President of the Executive Board of the LLA;
- ‘Proxy Vote’ shall mean a members vote signed over to another member and submitted to the LLA.
- ”Referee” shall mean a person registered as a referee with the Alberta Referee Association, qualified to officiate minor box lacrosse games as determined from time to time by the ALA;
- ”Registrar” means a person who coordinates registration for the LLA
- ”Regulations” means those regulations of the LLA for the administration and advancement of lacrosse
- “Rules” means the current rules of the game of Box Lacrosse by the CLA, ALA, WLA and LLA;
- ”Suspension” means a temporary removal of a person from privileges of playing lacrosse games.
- ”Expulsion” means a permanent removal of a member
- ”Probation” means a temporary loss of privileges and responsibilities as set out by their disciplinary ruling.
- “Team Followers” shall mean fans, spectators, supporters and groupies
- “Term” shall be the 2 year length of service for an elected Executive or Board of Director
- ”Unique Resolution” shall mean a resolution or bylaw change passed by a vote at a special resolution meeting (Bylaw 10). Resolutions must be passed by a seventy five percent (75%) majority of the said members in attendances, and proxy votes that are entitled to vote. Twenty-one day’s notice must be given, specifying the intension of the meeting to propose a special resolution;
- “Webmaster” Webmaster shall mean the person in charge of the upkeep of the website, and;
- “WLA” means Wheatland Lacrosse Association.
- MEMBERSHIP AND FEES
- The following individuals may become members of the Association:
- To a maximum of two parents or legal guardians of each player without bias;
- Lacrosse players registered with the Association
- Any individual residing in the boundaries of the Lakeland Lacrosse Association who wishes to become a member may apply in writing to the board of directors;
- Any non -parent coach, assistant coach or manager, officially registered with the Association to a maximum of 4 persons per team;
5.2
A member means any player, parent/guardian, executive, coach, assistant coach, or manager registered with the LLA in good standing with the LLA.
A member in good standing shall be any member who has paid a registration fee, returned all equipment and jerseys in good condition and has fulfilled all requirements of probation or suspension and has not been expelled.
The membership fee shall be determined by the LLA Executive Board before each new Lacrosse year.
Any member who does not conduct him/herself in accordance with the rules or regulations of the LLA and the LLA Code of Conduct may have their membership suspended in accordance with Discipline Bylaw 9 and all fees forfeited.
Each member as a condition precedent to membership in the LLA shall agree that:
- a) All members shall unconditionally commit to abide by the Objectives, Bylaws, Regulations, Rules and Policies of the CLA, ALA, WLA, and the LLA.
- b) The Executive Board shall be the sole and final interpreter of the objectives, Bylaws, Regulations and Policies of the LLA.
A general member may be expelled from membership in the LLA by a resolution passed by two thirds (2/3) of the Executive Board in a meeting of the Board called for that purpose. No member shall be expelled without being notified of the complaint against them or without having first been given a fair hearing, in accordance with the rules of natural justice, by the Board at the meeting.
The Executive Board may, by vote of two thirds (2/3), expel or suspend any member who has failed to pay registration fees upon deadline (within reason and under compassionate circumstances) to the LLA.
A member who is suspended continues to be a member but has no rights or privileges of membership until the terms and conditions of their suspension have been completed and passed by the Executive Board.
A member may resign in writing to the Executive Board; the resignation must be signed and dated.
Subject to compliance with the requirements of the Laws of the Province of Alberta, the Bylaws may be rescinded, altered or added to by a special resolution of the members. Special Resolution will take place at a Special Meeting with members given 21 or more days’ notice, with Special Meeting Quorum as established in Bylaw 10.15. At this meeting, a minimum of 75% of the members in attendance must vote in favor of this special resolution.
Any amendment to the Bylaws, Rules and Regulations shall not be negated by reason of any error omission which may occur in the periodic printing of the Bylaws, Rules and Regulations.
LLA is not responsible for any team or Member’s finances or debts.
“Reimbursement of Expenses” means all approved expenses are to be submitted to the LLA Treasurer in a timely manner. This applies to all funding in the current budget year for the LLA. (I.e. floor rentals, apparel, equipment jerseys administrative supplies etc.) Late submissions may not be considered for payment.
The Executive Board of the LLA are the following:
- President (non-voting position)
- Vice President
- Director at Large (Incumbent position Fall 2022 upon majority vote of board)
- Treasurer
- Secretary
- Registrar
- Past President (non-voting)
The Board of Directors of the LLA shall consist of:
- Director of Discipline/ Deputy
- Director of Equipment/ Deputy
- U7/U9 Division Director
- U11 Division Director
- U13 Division Director
- Girls Division Director
- U15 Division Director
- U17 Division Director
- Director of Floor time - Bonnyville
- Director of Floor time - Cold Lake
- Director of Media and Merchandise (Recommended these positions coincide with web master/ registrar responsibilities.
- Director of Sponsorship
- Director of Tournaments
- Lakeland Referee Mentor (non-voting)
- Webmaster
Elections for the various Board positions shall be as follows:
- President (non-voting Executive)
- Vice President (Executive)
- Treasurer (Executive)
- Secretary (Executive)
- Registrar (Executive)
- Director at Large
- Director of Discipline
- Deputy Director of Discipline
- Director of Equipment
- Deputy Director of Equipment
- U7/U9 Division Director
- U11 Division Director
- U13 Division Director
- Girls Division Director
- U15 Division Director
- U17 Division Director
- Director of Floor time - Bonnyville
- Director of Floor time - Cold Lake
- Director of Media and Merchandise
- Director of Sponsorship
- Director of Tournaments
- Lakeland Head Referee Mentor
- Webmaster
To qualify or be elected as President, the candidate must have previously served a minimum of 3 consecutive years on the Executive or Board of Directors of the LLA.
Notwithstanding, it is recommended that Executive or Board of Directors may serve more than two consecutive terms (4 years in total). Members are encouraged to change Executive and Board of Directors positions at the end of their terms to better familiarize themselves with the operation of the LLA.
In the event the President is not able to perform his or her duties, the Vice President will assume the position for the balance of the term or until the next Annual General Meeting, whichever occurs first. In the event the Vice President cannot assume the position, the Executive Board may appoint the position.
Members of the Executive Board shall be elected from the general membership, with exception to the President, at the Annual General Meeting or at a special meeting called for that purpose.
The Executive Board shall have the power to fill by appointment any vacancy, which may occur, between the Annual General Meetings, to elect a full slate. Appointed Board members would be considered interim until the next Annual General Meeting, where their positions would be up for election.
The Executive Board shall have the power to adopt or amend policies, guidelines, procedures or regulations at a regular or special meeting by motion, which shall be binding on all Association members. Such a motion shall be adopted by a majority vote with a quorum as established by Bylaw 10.15.
The Executive Board may create committees or sub committees. The Executive Board appoints the committee chair person with powers to seek out members. All committees report to the Executive Board or relevant Board of Director.
Members of the Executive, Board of Directors or appointed officials are eligible and encouraged to coach or manage Association teams while holding office.
For the sake of efficiency, Board members can hold more than one position on the Executive or Board of Directors
Removal from office:
- Any elected or appointed member of the Executive Board who does not attend three consecutive meetings, without just cause, may be immediately relieved of his or her duties upon an executive vote of 3 minimum.
- The Executive Board members may by resolution passed by a two thirds (2/3) majority of the votes cast at a special meeting of members (called for that purpose); remove any Executive Board member, before the expiration of his or her term of office. Quorum of the Executive Board members would be required. The Executive Board member would be able to dispute any arguments to defend his or her position. Interim appointments to replace the removed Board member would take place as specified in Bylaw 8.5.
Duties of the Executive Board:
President
- Advocate to the LLA at all times;
- Responsible for the general operation of the Association;
- Signing officer;
- Preside at all meetings to oversee the direction of the Board in meetings;
- Exercise the powers of the Executive Board in case of emergency;
- The main contact with the ALA and WLA (including game related discipline that is handed down);
- Serves as a voting member in the event of a tie vote, otherwise a non-voting position;
- Will attend or appoint a designated member to all ALA and WLA meetings, and;
- Will liaise directly with community organizations
Vice President
- Advocate to the LLA at all times;
- Will report to the Executive Board;
- Chair meetings in the event of the President’s absence;
- Signing officer;
- Will be a representative on the discipline committee, and
- Act as President in the event the President cannot perform his or her duties.
Director at Large
- Advocate to the LLA at all times;
- Oversee and advise general operations, administrations, and developmental opportunities of the association and its Board of Directors;
- Signing Officer;
- Promote, silicate, and encourage membership enhancement, and;
- Liaison for all Board of Directors.
Secretary
- Advocate to the LLA at all times;
- Will maintain accurate minutes of Board and General meetings
- Will have charge of Board records
- Will maintain and update Bylaws as required
- Will be responsible for all Executive Board correspondence as directed by the President
- Will report to the Executive Board
- Signing officer
Treasurer
- Advocate to the LLA at all times;
- Signing authority along with the President, Vice President, and Secretary;
- Signing officer;
- Will have charge of all board financials;
- Will present an annual statement of all operations at general meetings;
- Will prepare financial reports for meetings of the Executive Board, and;
- Will be responsible for the reconciliation of funds in a prompt manner for all association commitments.
Registrar
- Advocate of the LLA at all times;
- Will be responsible for registration of players, coach’s managers and other team personnel and maintain all player personal information;
- Will chair the registration committee, oversee the registration policy and procedures, and process all refunds;
- Will report to the Executive Board;
- Will submit all required documentation to the ALA and WLA in a timely manner, and;
- Will have access and knowledge of the on line registration and website.
Past President
- Advocate of the LLA at all times;
- Term of office up to 2 years following term as President
- Assist and councils the Executive Board as needed
Board Member
Authority and responsibilities
The Board of Directors is a legal authority for Lakeland Lacrosse Association. As a member of the Board, Directors shall act in a position of trust for the communities in the Lakeland and as such, are responsible for the governance of the Association.
- Advocate to the LLA at all times;
- Commitment to all efforts for the betterment of the Association;
- Help grow association membership;
- Willingness to serve on committees associated with the LLA;
- Attendance at monthly board meetings;
- Attendance at committee meetings;
- Attendance at Annual General Meetings;
- Support and participate in festivals and tournaments; and
- Criminal Records Check required.
Failure to comply with one or more of the above may result in removal from position with a minimum vote of 3 executives.
Director of Discipline/Assistant
- Report all concerns to the Director at Large
- Advocate of LLA at all times;
- Will arrange with deputy to cover duties when unavailable;
- Will report to the Executive Board;
- Will present a report of incidents;
- Will chair all discipline committee meetings, maintain all records of correspondence, and record all minutes of the discipline committee meetings;
- Will be responsible for player coach, parent discipline within the LLA;
- Will be the LLA liaison with WLA discipline chair; and
- Will report to the Executive Board.
Failure to comply with one or more of the above may result in removal from position with a minimum vote of 3 executives.
Director of Equipment/Assistant
- Report all concerns to the Director at Large
- Advocate of LLA at all times;
- Will arrange with deputy to cover duties when unavailable;
- Oversee the coordination, return and safe storage of equipment;
- will report to the Executive Board;
- arrange for maintenance of equipment as it arises;
- Will arrange the purchase of equipment with the approval of the Executive Board;
- Will maintain and keep an updated inventory of equipment;
- Assists with problems with equipment throughout the season Post season;
- Collects balls, first aid kits, jerseys sat the end of the season;
- Clean jerseys and goalie equipment and return to storage;
- Inventory equipment and pass on to Executive board for review; and
- Provide a budget to the Executive board for jerseys, Goalie equipment or required equipment for the up upcoming season.
Failure to comply with one or more of the above may result in removal from position with a minimum vote of 3 executives.
U7/U9 Division Director
- Report all concerns to the Director at Large
- Advocate of LLA at all times;
- Attends Board meetings;
- Provides update on team development;
- Coordinates with Director of Equipment or Assistant regarding equipment;
- Helps select Coaches, Assistant Coaches;
- Sets parity teams;
- Ensures teams are aware of ALA Festivals and tournaments;
- Coordinates to get a list of team contacts for the upcoming season;
- Ensure all coaches have appropriate certificate and if necessary, attend clinics to complete certification process and advise them of dates and times of clinics;
- Track Coaches and Assistant Coaches NCCP numbers; and
- Act as a contact for Coaches and Assistant Coaches during the season regarding problems or concerns and report to the Board of Directors accordingly.
Failure to comply with one or more of the above may result in removal from position with a minimum vote of 3 executives.
U11 Division Director
- Report all concerns to the Director at Large
- Advocate of LLA at all times;
- Attends Board meetings;
- Provides update on team development;
- Coordinates with Director of Equipment or Assistant regarding equipment;
- Helps select Coaches, Assistant Coaches;
- Sets parity teams;
- Ensures teams are aware of ALA Festivals and Tournaments;
- Coordinates to get a list of team contacts for the upcoming season;
- Ensure all coaches have appropriate certificate and if necessary, attend clinics to complete certification process and advise them of dates and times of clinics;
- Track Coaches and Assistant Coaches NCCP numbers; and
- Act as a contact for Coaches and Assistant Coaches during the season regarding problems or concerns and report to the Board of Directors accordingly.
Failure to comply with one or more of the above may result in removal from position with a minimum vote of 3 executives.
U13 Division Director
- Report all concerns to the Director at Large
- Advocate of LLA at all times;
- Attends Board meetings;
- Provides update on team development;
- Coordinates with Director of Equipment or Assistant regarding equipment;
- Helps select Coaches, Assistant Coaches;
- Sets parity teams;
- Ensures teams are aware of ALA Festivals and Tournaments;
- Coordinates to get a list of team contacts for the upcoming season;
- Ensure all coaches have appropriate certificate and if necessary, attend clinics to complete certification process and advise them of dates and times of clinics;
- Track Coaches and Assistant Coaches NCCP numbers; and
- Act as a contact for Coaches and Assistant Coaches during the season regarding problems or concerns and report to the Board of Directors accordingly.
Failure to comply with one or more of the above may result in removal from position with a minimum vote of 3 executives.
Girls Division Director
- Report all concerns to the Director at Large
- Advocate of LLA at all times;
- Attends Board meetings;
- Provides update on team development;
- Coordinates with Director of Equipment or Assistant regarding equipment;
- Helps select Coaches, Assistant Coaches;
- Sets parity teams;
- Ensures teams are aware of ALA Festivals and Tournaments;
- Coordinates to get a list of team contacts for the upcoming season;
- Ensure all coaches have appropriate certificate and if necessary, attend clinics to complete certification process and advise them of dates and times of clinics;
- Track Coaches and Assistant Coaches NCCP numbers; and
- Act as a contact for Coaches and Assistant Coaches during the season regarding problems or concerns and report to the Board of Directors accordingly.
Failure to comply with one or more of the above may result in removal from position with a minimum vote of 3 executives.
U15 Division Director
- Report all concerns to the Director at Large
- Advocate of LLA at all times;
- Attends Board meetings;
- Provides update on team development;
- Coordinates with Director of Equipment or Assistant regarding equipment;
- Helps select Coaches, Assistant Coaches;
- Sets parity teams;
- Ensures teams are aware of ALA Festivals and Tournaments;
- Coordinates to get a list of team contacts for the upcoming season;
- Ensure all coaches have appropriate certificate and if necessary, attend clinics to complete certification process and advise them of dates and times of clinics;
- Track Coaches and Assistant Coaches NCCP numbers; and
- Act as a contact for Coaches and Assistant Coaches during the season regarding problems or concerns and report to the Board of Directors accordingly.
Failure to comply with one or more of the above may result in removal from position with a minimum vote of 3 executives.
U17 Division Director
- Report all concerns to the Director at Large
- Advocate of LLA at all times;
- Attends Board meetings;
- Provides update on team development;
- Coordinates with Director of Equipment or Assistant regarding equipment;
- Helps select Coaches, Assistant Coaches;
- Sets parity teams;
- Ensures teams are aware of ALA Festivals and Tournaments;
- Coordinates to get a list of team contacts for the upcoming season;
- Ensure all coaches have appropriate certificate and if necessary attend clinics to complete certification process and advise them of dates and times of clinics;
- Track Coaches and Assistant Coaches NCCP numbers; and
- Act as a contact for Coaches and Assistant Coaches during the season regarding problems or concerns and report to the Board of Directors accordingly.
Failure to comply with one or more of the above may result in removal from position with a minimum vote of 3 executives.
Director of Floor-time
- Report all concerns to the Director at Large
- Advocate of LLA at all times;
- Will report to the Executive Board;
- Will present a report of initiatives;
- Will schedule the floor times in their respectful communities for all games/practices and to act as a liaison;
- Assist the tournament coordinator with scheduling tournaments; and
- At the end of every lacrosse season, reconcile with the arenas with respect to the floor times used versus booked.
Failure to comply with one or more of the above may result in removal from position with a minimum vote of 3 executives.
Director of Media and Merchandise
- Report all concerns to the Director at Large
- Advocate of LLA at all times;
- Will report to the Executive Board;
- Will be LLA contact with the media and submit regular articles promoting the LLA to the Bonnyville and Cold Lake newspapers and radio stations;
- Will develop initiatives to attract members to the game of lacrosse
- Will be a liaison with the webmaster; and
- Will form and Chair a committee to present a budget for the purchases of apparel with the approval of the Executive Board.
Failure to comply with one or more of the above may result in removal from position with a minimum vote of 3 executives.
Director of Sponsorship
- Report all concerns to the Director at Large
- Advocate of LLA at all times;
- Will report to the Executive Board;
- Will develop sponsorship opportunities; and
- Organize fundraisers and volunteers.
Failure to comply with one or more of the above may result in removal from position with a minimum vote of 3 executives.
Director of Tournaments
- Report all concerns to the Director at Large
- Advocate to LLA at all times;
- Will report to the Executive Board;
- Will submit applications for the annual Ice Melter Tournament sanctions to the ALA with the appropriate fee prior to the ALA deadline;
- Form and Chair tournament committee ensuring all divisions are represented;
- Develop a budget based on entry fees, floor costs, referee costs, travel costs, Referee in Chief hotel accommodations, medals, Heat and Hustle awards, decorations, players gifts, concession items and signage;
- Present a budget to the Board for approval;
- Liaise with LLA Board regarding scheduling, financial transactions, public relations. LLA board will provide support and assistance;
- Liaise with Town of Bonnyville and City of Cold Lake to book floor times for WLA approved tournament dates;
- Develop volunteer schedules for staffing the tournament.;
- Apply for event insurance; and
- Apply for AGLC (Alberta Gaming and Liquor Commission) Licence-se for raffle tables and 50/50 draws.
Failure to comply with one or more of the above may result in removal from position with a minimum vote of 3 executives.
Lakeland Referee Mentor
- Advocate to LLA at all times;
- Will report to the Executive Board;
- Will be the liaison to the WLA Referee - in - Chief; and
- Ensure development of LLA referees.
Web Master
- Advocate to LLA at all times;
- Will report to the Executive board; and
- Will keep website up to date.
The rules of Natural Justice will apply to LLA discipline issues. (As stated in Bylaw 4.5)
The Association through its elected or appointed officials has the authority to discipline any players, team officials, team followers, parent/guardian or member as per LLA Policies and Procedures Manual.
The Director of Discipline shall ensure that written policy or regulations exist with respect to the application of discipline which ensures that each disciplinary incident is:
- dealt with by a committee not less than three people
- That the right of appeal is extended to every individual.
- That all correspondences are in writing.
- That the integrity and stature of the game officials is respected.
- That fairness and consistency is maintained on both sides.
All discipline issues including appeals are to be directed to the discipline chair in writing directly from the complainant or their parents/guardians.
Board of Directors meetings
Meetings of the Board of Directors shall be held as often as may be required but at least once per month during a regular season with a minimum of five per year and shall be called by the President. Notice of meetings shall be posted on the web site seven days in advance.
The order of Business at any regular meeting of the Board of Directors or Committees shall be:
- Call to order and approval of agenda
- Approval of the minutes from the previous Board meeting
- Business arising from the minutes any member of the Executive Board may bring up any unfinished business stemming from the previous meeting
- Reading and approval of the current agenda
- Reports from Officials and Standing committees. The Executive Board should be called upon to report in the order in which they are mentioned in the bylaws
- New business
- Next meeting and upcoming events
- Adjournment motion for adjournment; motion is seconded; President Calls for a vote, motion is carried. Action depends on a majority vote. This motion cannot be discussed.
If there are agenda items which require specific Executive, Directors or Committee members to be present, and they are not present, the President shall immediately have those items tabled to the end of the meeting. If at the end of all other business, those Executive, Directors or Committee members are still not present, those items shall be tabled until the next meeting, unless a written account of what was to be presented has been submitted and can be read by the President.
The minutes of the Board meetings shall include motions considered and their disposition reports received either explicitly or as attachments and shall be distributed to Board members.
Approval of the minutes shall be posted on the LLA website.
Voting at Board of Director Meetings
Executive and Board of Director members shall vote on every motion of a Board Meeting, unless disqualified from voting by reason of a conflict of interest in accordance to bylaw 10.6
Conflict of Interest: Executive and Board of Director members shall not vote on any questions:
- Affect a private company of which they are shareholders;
- Affect public companies in which they hold more than one percent (1%) of the shares;
- Affecting a partnership or firm of which they are members;
- A contract for sales of goods, merchandise, or services to which they are part of;
- Which they have direct or indirect financial interest, except questions of general benefit to a class of which they are, by statute, necessarily members;
Proxy voting: will be permitted and must be acknowledged to the Board at the beginning of the Board meeting. Only one (1) proxy vote may be carried by any Executive or Board of Director member at the meeting on one (1) specific agenda item. The proxy vote must be in writing, signed and dated.
Recording: an Executive or Board of Director member may request his/her vote be recorded in the minutes.
Motions:
- Each Executive or Board of Director member, excluding the President, shall have the privilege of proposing motions for consideration with requirement of the motion being seconded.
- The President shall rule on the validity of any point of order. If a motion is ruled “out of order” by the President, it shall be recorded in the minutes along with the reason stated for the ruling.
- Meetings shall be conducted and governed in accordance with the Roberts Rules of Order. (As stated in Bylaw 4.4)
- In the event of a time restraint or emergency, motions may be made via e-mail as long as quorum is established as per Bylaw 10.15.
General Meeting:
General Meetings of the members will be held from time to time as decided by the Executive Board. It is necessary however; that a minimum of twenty one day’s notice be given of such meetings (with the exception of a Special Resolution meeting).
Annual General Meeting (AGM):
LLA shall hold an AGM; there shall be an election of officers as described below. The elected officers will then form part of the Executive and Board of Directors.
The meeting shall;
- Occur on the date set by the President.
- A minimum of twenty one day’s notice must be given.
- At every Annual General meeting, in addition to any other business that may be conducted, the following shall be in the order of business.
- Roll call of member delegates;
- Reading of the minutes , from the last annual General Meeting
- Business arising from the minutes
- President’s Report
- Treasurer’s Report, including Annual Financial Reviews as per Bylaw 11.10;
- Directors Reports;
- Notices of motion;
- Elections (if required), in the following order:
President,
Vice President,
Director at Large
Secretary,
Treasurer,
Registrar,
Director of Discipline,
Director of Discipline, Deputy
Director of Equipment
Director of Equipment, Deputy
U7/U9 Division Director
U11 Division Director
U13 Division Director
Girls Division Director
U15 Division Director
U17 Division Director
Director of Floor time - Bonnyville,
Director of Floor time - Cold Lake,
Director of Sponsorship,
Tournament Director,
Director of Media and Merchandise,
Lakeland Referee Mentor,
Webmaster,
- New Business
- Adjournment
Special Meetings of the Executive Board:
Other meetings of the Executive Board called (“Special Meetings”) shall be conveyed for any time and place in the Town of Bonnyville or in the City of Cold Lake by a majority vote of the Executive Board. The Executive upon receipt of a written email request of a special meeting signed by three (3) Executive Board members in good standing shall convene a special meeting within twenty one days of the receipt of the email request. The order of business in Bylaw 10.2 shall apply, within the necessary changes in points of detail.
Special Meetings of the Association may be called at any time by the Secretary upon the instructions of the President, by email, properly given notice twenty one (21) days’ notice prior to the said meeting. An explanation for calling such a meeting will be e-mailed to the membership, posted on the Associations website and associated social media accounts.
Special Resolution Meeting of the Association: 3 members of the Board of Directors with twenty one (21) days’ notice can call a Special Resolution Meeting of the members for the purpose of ratifying bylaws. Quorum is the same as for the General Meetings and established according to Bylaw 10.15. For a resolution Bylaw change to be in effect, it must be passed with a seventy five percent (75%) majority vote of the members present. An explanation for calling such a meeting will be e-mailed to the membership, posted on the Associations website and associated social media accounts.
Quorum:
- Board of Director Meetings: as mentioned a majority being six (6) Executive and Board of Director members shall constitute a quorum for the transaction of business of any meeting of the Board.
- General Meetings and Special Meetings: 15 members of which 3 must be President, Vice-President, Secretary, Director at Large, Registrar or Treasurer for a quorum.
- Failure to reach quorum the president will cancel the meeting if quorum in not met in one half-hour after the set time for the meeting.
- If cancelled the meeting will be rescheduled to take place within (21) days. If at a second scheduling of the meeting quorum is not met with in one half-hour of the set time the meeting will proceed with the member in attendance.
Rights and Obligation to vote at Annual General Meetings:
At each Annual General Meeting the voting rights are as follows:
- Each member in good standing with the LLA shall have one vote per registration. With the exception of a tie vote, the President shall not vote. In the event of a tie vote, the President shall cast their vote as the deciding vote. In the event that the vote for the election of the President should end in a tie, the Vice President shall cast the deciding vote.
- Each such person shall vote on every motion unless disqualified by reason of conflict of interest as defined in Bylaw 10.6 in which case that person shall not vote.
- To vote the member must be present in person, no proxy voting.
Voting at Executive and Board of Director Meetings:
- At all meetings of the Executive Board and of the LLA, every question shall be decided by a majority of the votes of those entitled to vote who are present in person unless otherwise required by the Bylaw. A tie vote will be broken by the Presidents vote. Every question shall be decided in the first instance by a show of hands (having regard to any right of multiple votes of the Executive).
- Voting results will be reported in the minutes and will match the roll call
- The procedures in Bylaw 10 shall apply to the Meetings of the Members.
11.1
Banking - LLA must have an audit of the books once a year by two members of the Executive board or a duly qualified accountant. It is not required by the LLA to have a formal audit performed of the financials, but all financial reports must be reviewed and approved at the Annual General Meeting and sent to Service Alberta on a yearly basis to maintain the non-profit status. Financial reports ready for examination and review for Service Alberta upon request
The financial statements must identify:
- all expenses incurred for the purpose of soliciting contributions
- information on the gross contributions received
- summary of how the contributions will be used
- Amount paid to the fund-raising business used, if applicable.
The financial statement must be signed by at least 2 directors of the LLA, stating they believe the information in the return is true.
- Fiscal Year: The fiscal year of the LLA shall commence on the 1st day of November of every year to and include the 31st day of October the following year
- Signing Authority - all cheques shall be required to be signed by the Treasurer and one of either the President, Vice President, Secretary or delegate, barring that the same person does not hold the position of Treasurer.
- Payment to Executive Member or Officers: No position on the LLA Executive Board will be a paid position. The only funds members are entitled to receive are reimbursements for approved expenses, as per Government of Alberta.
- Borrowing Powers: LLA is entitled to allow for future issuances of loans, but these loans can only be issued by Unique Resolution of the Members.
11.2
Inspection of Records:
The Members have the right to inspect the books and records of LLA. The Members also have the right to obtain copies, at their expense, of the books and records of LLA. The records may be inspected by making arrangements with the President, the Secretary and the Treasurer to inspect them at an agreed location. LLA shall produce the books and records for inspection within a reasonable time after being requested by the member to do so.
- DISOLVING OF THE ASSOCIATION
In the event that the LLA decided to dissolve and there are funds remaining in the operating accounts to be disbursed, a majority vote at the final General Meeting will decide how the funds are to be disbursed. Funds must be to a local or community association that is similar in nature.
Every 5 years or as needed, the Secretary will convene a Bylaws committee to ensure that the Bylaws reflect current practices and technology of the LLA, and make recommendations for changes to be voted on by the Membership.
