EASTERN ONTARIO DISTRICT SOCCER ASSOCIATION
ANNUAL GENERAL MEETING 2014 GENERAL
ANNUAL GENERAL MEETING AGENDA
1 Presentation of Credentials 2 National Anthem 3 Roll Call 4 Period of Remembrance 5 Tributes & Introduction of Guests 6 Minutes of Previous Year’s AGM 7 Minutes of any General Meeting of the Previous Year 8 President’s Report 9 Officer’s Reports 10 Other Reports 11 Strategic Initiative Report 12 Treasurer’s Report and Financial Report 13 Auditor’s Report 14 Appointment of Auditors 15 Budgets 2014/2015 and 2015/2016 16 Ratification of Membership Fees 17 Amendments to Constitution 18 Nomination and Election of Life Members (if any) 19 Unfinished Business 20 Roll Call 21 Election of Officers 22 New Business 23 Adjournment
TABLE OF CONTENTS ANNUAL GENERAL MEETING AGENDA...... INSIDE FRONT COVER PRESENTATION OF CREDENTIALS...... …………………………….1 NATIONAL ANTHEM...... ……………………………..2 ROLL CALL...... ……………………………..3 VOTING STRUCTURE…………………………………………………………………………………………. ……………..……………….4 PERIOD OF REMEMBRANCE...... ……………………………..6 TRIBUTES & INTRODUCTION OF GUESTS...... ……………………………..8 MINUTES OF JANUARY 26TH, 2014 ANNUAL GENERAL MEETING OF THE EODSA...... ……………………………..9 MINUTES OF ANY GENERAL MEETING OF THE PREVIOUS YEAR – NOVEMBER 6th, 2014...... … …………………………..17 PRESIDENT’S REPORT- PAUL DOBSON...... ……………………………..21 OFFICER’S REPORTS...... ……………………………..23 VP & ACTING SECRETARY’S REPORT – ROBERT HINDLE...... ……………………………..24 OTHER REPORTS...... ……………………………..30 EXECUTIVE DIRECTOR - HARRY ZARINS...... ………………..……………26 COMPETITIONS & EVENTS – JOE SCHEIER...... ……………………….…..28 MEMBERSHIP – JOE SCHEIER……………………………………………………………………… …………………………….30 DEVELOPMENT – ALAN ARCHER...... ……………………………..31 DISCIPLINE & APPEALS – ALEXANDER DYER...... ……………………………. .32 REFEREES – DAN POPESCU & DAVE SMITH...... … ………………………….34 STRATEGIC INITIATIVE REPORT...... ……………………………..36 TREASURER’S REPORT AND FINANCIAL REPORT……...... ……………………………..38 AUDITOR’S REPORT...... ……………………………..40 APPOINTMENT OF AUDITORS...... ……………………………..55 BUDGETS ……………………………...... ……………………………..56 RATIFICATION OF MEMBERSHIP FEES...... ……………………………..61 AMENDMENTS TO THE CONSTITUTION...... ……………………………..63 NOMINATION AND ELECTION OF LIFE MEMBERS...... ……………………………..64 UNFINISHED BUSINESS...... ……………………………..65 ROLL CALL...... ……………………………..66 ELECTION OF OFFICERS...... ……………………………..67 NEW BUSINESS...... ……………………………..69 ADJOURNMENT...... ……………………………..70 REFERENCE DOCUMENTS...... ……………………………..71 2014 CONSTITUTION...... …………………………….i 2014 BOARD OF DIRECTORS...... INSIDE BACK COVER
PRESENTATION OF CREDENTIALS
Page 1 of 98
NATIONAL ANTHEM
Page 2 of 98
ROLL CALL
Page 3 of 98
Eastern Ontario District
Soccer Association Association de soccer de l’est de l’Ontario
AGM Voting 2014
CLUB NAME Votes CLUB NAME Votes 2014 2014 A.C. Fiorentina S.C. 20 Ottawa Falcons S.C. 41 Almonte S.C. 34 Ottawa Fury S.C. 28 Burners S.C. 4 Ottawa Fusion S.C. 9 Capital City Ambassadors F.C. 9 Ottawa Futsal Club 55 Capital United S.C. 30 Ottawa Gloucester S.C. 184 Carleton Place S.C. 64 Ottawa Hellenic A.A. 19 Carleton Raiders S.C. 4 Ottawa Internationals S.C. 113 Casselman Sports 1 Ottawa Korean S.C. 4 Coliseum Inc. 3 Ottawa Roots S.C. 6 Croatian S.C. Jadran 12 Ottawa Royals S.C. 82 Cumberland United S.C. 131 Ottawa South United S.C. 261 E.R.S.L. 1 Ottawa St. Anthony Italia S.C. 16 F.C. St. Stefan 14 Ottawa United S.C. 6 Fitzroy Harbour S.C. 13 Ottawa Valley 4 Glengarry S.L. 80 Perth United S.C. 25 Golden Seals S.C. 8 Prescott Gunners 8 Goulbourn Lanark S.L. 1 Pro 17 23 Inter Milan S.C. 6 Rockers United S.C. 13 Istanbul Spor S.C. 6 Rockland United .S.C. 26 Kemptville District S.C. 50 Russell S.C. 56 Latinamerican Community Association 15 Seaway Kickers S.C. 5 Lusitania 12 Seaway Valley S.C. 37 Lynwood Centennials .S.C. 65 Smiths Falls & District S.A. 19 Merrickville S.C. 2 Soccer Club Bosnia 7 N.C.I.S.L. 180 South Side S.L. 1 Nepean City S.C. 46 Spitfires S.C. 16 Nepean Hotspurs S.C. 64 Sporting Peru S.C. 8 North Dundas United S.C. 10 Sunset Lakers S.C. 14 Ottawa Bears S.C. 39 Vitosha 4 Ottawa Bolides 11 West Carleton S.C. 54 Ottawa Carleton Soccer League 1 West Ottawa Soccer 299 Ottawa Cosmos S.C. 6 Westboro Wolves S.C. 6 Ottawa District Futsal League 1 White Eagles S.C. 13 Ottawa Eagles S.C. 4 sub-total 1462 sub-total 947 2409 Total Eligible Number of Votes Total number of votes is based on annual membership and registration monies retained. Page 4 of 98
VOTING Quorum; 25% of Active and/or Associate Members plus one Active Member having 50% of the total votes plus one must be present.
Amendment to By-Laws; 2/3 majority of votes eligible to be cast by members present. Amendment to the Rules and Regulations; simple majority 50% plus 1.
Note; Only members in good standing are eligible to vote. Please note members who are not in good standing will be notified individually by the EODSA office.
Page 5 of 98
PERIOD OF REMEMBRANCE
Page 6 of 98
IN MEMORIAM
Alain Baka Player, Ottawa Internationals Soccer Club
Jeffrey Buchanan 1971 – 2013, Cofounder of the Seaway Kickers program, Coach, referee, administrator, mentor, Seaway Kickers Soccer Association
Stephan Carignan 1966-2014, Player for the Russell Raiders OT3 team House League Coach, Russell Soccer Club
Mary Foti Volunteer 45 years, Nepean Hotspurs
Howard Grant 1953-2014, Player and administrator, 20+ years member of the Ottawa Falcons
Mark Holland 1976- 2014, Player for the Russell Raiders OT3 team House League Coach, Rep League Coach for the Russell Raiders U9G, ERSL Uniform Director and Club Head Coach, Russell Soccer Club
Tomas Mosquera 2001-2014, Player -Ottawa Royals Soccer Club
Dave Mullen 1960-2014, Coach and mentor, West Ottawa Soccer Club
Greg Munroe 1954-2014, Volunteer, West Ottawa Soccer Club
David John "Slev" Slevin 1944-2014, Player and administrator, life member of the Ottawa Falcons, 40+yrs
“AS LONG AS WE LIVE, THEY TOO SHALL LIVE, FOR THEY ARE A PART OF US, AS WE REMEMBER THEM.”
Page 7 of 98
TRIBUTES & INTRODUCTION OF GUESTS
Page 8 of 98
MINUTES OF PREVIOUS YEAR’S GENERAL MEETING
Page 9 of 98
Eastern Ontario District Soccer Association
Minutes of the Annual General Meeting - Draft Travelodge Carling Avenue, 0930 hours, Saturday, 2014-01-25
With full and proper notice given the meeting began at 09:30 hours.
Presentation of Credentials – Provided at the door prior to meeting
National Anthem RollCall #1 - Rob Hindle called Roll Call. Quorum for number of members and votes was confirmed. Period of Remembrance - Rob Hindle called for a moment in silence for Samuel Patterson McFall, David Michael Cavalier and Peter McSheffrey and any others known to members present Tributes & Introductions Guests - Ron Smale, President of the Ontario Soccer Association - Hugh Connelly, EODSA Counsel - Organizing Committee for the FIFA Women’s Under 20 and FIFA Women’s World Cup - Ann Lavender of the EODSA Women’s Committee - John Mather of Ottawa Sports and Entertainment Group Tributes - Paul Dobson presented West Ottawa Soccer, Ottawa South United Soccer , Ottawa Fury FC and Nepean Hotspurs Soccer certificates celebrating their OPDL franchises for 2014 & 2015. - Colin Evans of Almonte Soccer was announced as the 2014 recipient of the EODSA Foundation Administrator award. - Michael Bremer was announced as the 2014 recipient of the EODSA Foundation Referee award.
Approve the Minutes of the previous AGM Meeting Identifier Mover Seconder Outcome M-AGM2014-01 Robert Hindle Ottawa South United Approved That the minutes of the AGM 2012 be approved as presented.
Approve minutes of SGMs held during the previous year - There were no SGMs during the year.
Page 10 of 98
Presidents Report - The President Report information is generally reflected in the Reports of the Other EODSA Officers; - 2013 was a year of change and transition; - Strategic Initiative 2013 work included: o human resources area work underway (final stages of hiring Executive Director in place of Special Project Officers); o human resources change necessary because of upcoming Ottawa hosting of the FIFA Women’s World Cup in 2015; - 2014 events include Canada hosting the Women’s U-20 World Cup in four Canadian cities including Toronto and Montreal; - 2014 changes included the new Ontario Player Development League; - Congratulations to four (4) member clubs:, Nepean Hotspurs, Ottawa Fury, Ottawa South United and West Ottawa who are among the 18 licence holder clubs selected by OSA for the inaugural season of the Ontario Player Development League. Officers Reports - Presented in AGM Package Other Reports - Presented in the AGM Package - Verbal League Management Report: o 2014-15 youth competitive soccer will be transitioning to the ERSL; o Andrew will be a representative for the transition of the EODSA League to the ERSL o Winter Development Program had 66 teams of U9 – U 12 playing on 36 fields in 4 domes and was a scheduling nightmare; o ERSL has made a request to run the Winter Development Program and a working group has been established to deal with teams, structure, objectives, possible 9 v 9 soccer for U-11 and U-10, home and away game concept; Identifier Mover Seconder Outcome M-AGM2014-02 Smith Falls Seaway Kickers Approved That the Officers’ Reports to the Members at the AGM 2013 be approved as presented. Strategic Initiative Report - Rob Hindle presented the EODSA Strategic Initiatives Report of actions taken in 2013 and the targets for 2014 as presented in the AGM package. Identifier Mover Seconder Outcome M-AGM2014-03 Rob Hindle Ottawa Royals Approved That the EODSA Strategic Initiatives Report to the AGM 2013 be approved as presented. Identifier Mover Seconder Outcome M-AGM2014-04 Bob Monaghan AC Fiorentina Ruled out of Order That the OSA clarify their push out to 2015 in LTPD.
Page 11 of 98
Treasurer’s Report & Financial Statements - Bob Monaghan presented the Audit Report and Financial Statements as provided in the AGM Package. - He noted the Clean Audit, the accuracy of last years budget numbers to actuals. - He noted that numbers have been dropping in total and that this should move all of us to consider what offerings of sanctioned play we have. - Bob also noted that next year all referee transactions in & out will be included in the financials. This accounts for $314,000 in and out per year. - Bob noted that the EODSA retained earnings are dwindling. Identifier Mover Seconder Outcome M-AGM2014-05 Bob Monaghan Nepean Hotspurs Approved That the EODSA AGM accept the Financial Statements as presented. - The WDP fund and surpluses are part of the transfer to ERSL or distributed back to participating clubs. - It was clarified that OSA Regional program financial numbers are not included within EODSA numbers. Auditor Report Identifier Mover Seconder Outcome M-AGM2014-06 Ottawa Valley Ottawa Futsal Approved That the EODSA AGM accept the Audit of the EODSA Financial Statements as presented.
Appointment of Auditors Identifier Mover Seconder Outcome M-AGM2014-07 Bob Monaghan West Carleton Approved That the EODSA AGM accept Henry Warren as the appointed auditor of the EODSA for 2013- 14.
A 10 minute Break was called. Proposed Budget Identifier Mover Seconder Outcome M-AGM2014-08 Bob Monaghan Ottawa Valley Approved as Amended That the EODSA AGM accept the Proposed Budget as presented. - Bob Monaghan presented a budget asking for an additional $14,000 for additions to development efforts and an expanded role in the EODSA Coaches Conference, additional referee training initiatives and budgeting for the Support of Excellence (sponsorship) efforts. Identifier Mover Seconder Outcome M-AGM2014-08.1 Bob Monaghan ERSL Approved That the EODSA AGM accept the TRPs going from $5.00 to $10.00 and that Travel Permits go from $10.00 to $20.00.
Page 12 of 98
- This still keeps EODSA below the Ontario average and reflects the work that the EODSA office has to put into processing these requests. - Paul Dobson was asked to ask why these are necessary inside Ontario. Identifier Mover Seconder Outcome M-AGM2014-08.2 Bob Monaghan Nepean Hotspurs Approved That the EODSA AGM accept That the cost of cards be increased from $2.00 to $3.00 with an extra $1.00 if the card is to be mailed out to the recipient. - The friendly amendment to the price change was from $5.00 to $3.00 with mailing costs added. - This better reflects the EODSA real costs of the cards. - Requested that clubs begin to get some reporting as to who is getting cards, especially replacements and duplicates prior to regular expiry periods. Ratification of Membership Fees Identifier Mover Seconder Outcome M-AGM2014-08.3 Bob Monaghan Ottawa Valley Approved That the EODSA AGM accept the EODSA Registration Fee Chart as revised. - Bob explained he applied increases in scale to all group areas. - These increases are necessary to meet growing costs. Amendments to the Constitution Identifier Mover Seconder Outcome M-AGM2014-09 Robert Hindle for EODSA Smith Falls Approved by a 2/3 Board of Directors majority That the EODSA AGM ratify changes to the definition of membership to consolidate the existing membership classes into a single class. This is reflected throughout the EODSA Constitution and the package of changes brings many classes into one within the Constitution. - Hugh Connelly noted changes coming in the July 2014 Proclamation of the Ontario Not- For-Profit Act would mean that different member classes would have individual veto rights on certain future corporate changes. Identifier Mover Seconder Outcome M-AGM2014-10 Robert Hindle for the Smith Falls Approved by a 2/3 EODSA Board of majority Directors That the EODSA AGM accept changes to section 7.1.d to reduce restrictions allowing club or league Presidents to sit on the EODSA board. - Conflict of Interest declarations and considerations would have to be actively followed in these situations as governed by OSA direction and current EODSA practices. Identifier Mover Seconder Outcome M-AGM2014-11 Robert Hindle for the Ottawa South United Approved as EODSA Board of Amended by a 2/3 Directors majority That the EODSA AGM accept the addition of a Board position and standing Committee on Communications to the Constitution. These change are in Sections 7 and Section 8 as presented in the AGM Package.
Page 13 of 98
- Rob Hindle explained that Communications is a weak spot and critical especially with the upcoming FIFA WWC in 2015. Identifier Mover Seconder Outcome M-AGM2014-11.1 NCISL Ottawa South United Approved That the EODSA AGM accept a standing Committee of the EODSA for Adult soccer. - This is to be a voice for Adult soccer which meets at least twice a year. Identifier Mover Seconder Outcome M-AGM2014-11.2 ODFL Seaway Approved That the EODSA AGM accept the name of the new position to be Communications & Marketing. Nomination and Election of Life Members - None received by the deadline. - EODSA must begin to do a better job of recognizing the hard working people who have built and supported our organization through the years. Unfinished Business - None Roll Call #2 - Rob Hindle called Roll Call. Quorum for number of members and votes was confirmed. Election of Officers - Hugh Connelly ran elections of Officers - Vice President – Robert Hindle, incumbent nominated Identifier Mover Seconder Outcome M-AGM2014-12 ODFL Seaway Approved That the EODSA AGM close nominations for the position of Vice-President. - Rob Hindle acclaimed Vice-President - Secretary – no nominations - Membership – no nominations - Development – Alan Archer, nominated Identifier Mover Seconder Outcome M-AGM2014-13 ODFL Seaway Approved That the EODSA AGM close nominations for the position of Director of Development. - Alan Archer acclaimed Director of Development - League Management – no nominations - Referees – Dan Popescu, incumbent nominated Identifier Mover Seconder Outcome M-AGM2014-14 ODFL Seaway Approved That the EODSA AGM close nominations for the position of Director of Referees. - Dan Popescu acclaimed Director of Referees - Communications & Marketing – no nominations - All members were asked to go back with the list of available positions in order to identify candidates to fill available positions within the board.
Page 14 of 98
- Job Descriptions of the positions will be updated and published. Some are already in the Constitution but others need to be enhanced. New Business One Registration Fee Per Year – OSU discussion item
- Discussion held on one Player Registration Fee per year is an OSA direction. - This is to be taken to the OSA to express our interest in improving consistency of this being applied. What are the distinctions between league play and WDP interactions. Discussions prior to OSA RFDs
- Timing and communications to take place prior to OSA RFD decisions - Consider better interfaces to get feedback on reports, submissions and impacts to EODSA - Get this information to the EODSA representative prior to going to OSA Board meetings Youth Club Registration to include 1 Referee course per year
- Rural clubs & small clubs would find this difficult and would burden them with insufficient games to support local referee counts - Referees report is targeting specific need points. - Need to consider that sufficient games are available to keep referees trained busy and interested. - This is provided as direction to the Referee Director and Committee for action in 2015. Identifier Mover Seconder Outcome M-AGM2014-14 ERSL Nepean Hotspurs Approved That the EODSA Extend the mandate of the ERSL to Manage the EODSA’s District Competitive and District Development Competitions until October 2018. - This will give greater start-up stability to the ERSL through transitions of OPDL. Identifier Mover Seconder Outcome M-AGM2014-15 ERSL Nepean Hotspurs SC Withdrawn That the EODSA solicit proposals from all service providers interested in managing the EODSA’s Adult Competitive competitions for a 3 year period commencing in the 2015 season. - This is to be considered direction to the strategic initiatives in terms of offerings by and to members within the EODSA longer term. - This is a policy and membership direction going forward. Identifier Mover Seconder Outcome M-AGM2014-16 Ottawa Royals Nepean City Approved Be it resolved that… In light of the profound change in youth soccer as a result of LTPD, including the establishment of the OPDL and league 1, and the resulting discussions at the OSA level regarding governance and membership, it is proposed that the District strike an ad hoc Committee on Jurisdiction and Governance that would have the mandate to: A) develop governance and jurisdiction recommendations to the EODSA; and B) consider changes to the EODSA annual general meeting voting structure to reflect the OSA shift on development. - Bernie Etzinger and Rob Hindle have self-identified to be participants.
Page 15 of 98
Information Presentations The Organizing Committee for the FIFA 2014 Women’s U20 and FIFA 2015 WWC presented venue, schedule, volunteer programs and what are going to be some of the local requirements.
The EODSA Women’s Committee presented their direction and action plan to coordinate and take advantage of the FIFA 2015 WWC taking place in Ottawa. They identified the targets of their work and how clubs will be included and supported in improving their female participation by players, coaches, referees, administrators and board members.
Ottawa Sports and Entertainment group presented the status of preparations for the NASL season start of the Ottawa Fury FC at Keith Harris Stadium and Lansdowne park. The Fury Connected program was presented to allow clubs arrange team and coach meetings with players and coaches, do fund raising, mascot appearances and promote clubs and associations at NASL events.
Adjournment Identifier Mover Seconder Outcome M-AGM2014-17 Nepean Hotspurs NA Approved That the EODSA AGM adjourn.
Page 16 of 98
MINUTES OF ANY GENERAL MEETINGS THE PREVIOUS YEAR
Page 17 of 98
Eastern Ontario District Soccer Association
Minutes of the Special General Meeting - Draft St.Anthony’s Hall, 1900 hours, Thursday, 2014-11-06 With full and proper notice given the SGM began meeting at 19:00hours with quorum. This time was a postponement from the day of shootings near and on Parliament Hill. Role Incumbent Present Absent President Paul Dobson X Vice - President Robert Hindle X Treasurer Bob Monaghan X Secretary Vacant Director - Membership Will Jeannot X Director - Leagues Dinis Oliveira X Director - Development Alan Archer X Director - Competitions Kim Gamble-Miceli X Director - Referees Dan Popescu X Director - Discipline David Bowyer Regrets Director – Communications & Angela Meier X Marketing Role Staff Present Absent Executive Director Harry Zarins X District Referee Coordinator Dave Smith X Operations Manager Joe Schier X Discipline Manager Alexander Dyer X Guests Guests FIFA Women’s World Cup Team Business of the SGM Roll-Call was called by VP-Acting Secretary. Sufficient members and quorum of votes was present. Identifier Mover Seconder Outcome SGM-2014-01 Kemptville Helenic Approved
Page 18 of 98
Moved that the SGM approve the budget of the EODSA for 2014-2015 as presented as amended. This budget is presented in order to give as close to having a budget in place for the full fiscal year of the association, to permit clubs to properly reflect rates in their registrations and to meet the disclosure and authority needs of the EODSA Constitution for large expenditures. The budget package/presentation was presented and the discussion held. Identifier Mover Seconder Outcome SGM-2014-01.1 OSU Carleton Place Approved Moved an amendment that the EODSA budget expenditure items of the WebSite update and Soccer Development position be removed from the list of expenditures approved by this meeting. Identifier Mover Seconder Outcome SGM-2014-01.2 Westboro Wolves Hotspurs Approved Moved an amendment that the EODSA rate increase for 2014-2015 be $1.00 for all players. Identifier Mover Seconder Outcome SGM-2014-1.2.1 Westboro Wolves Hotspurs Approved Moved an amendment that the EODSA rate increase for 2014-2015 be just for summer players. Adjournment Identifier Mover Seconder Outcome SGM-2014-02 St.Anthony’s Approved Meeting adjourned at 20:34 hours
Considerations Identified Decline in numbers appears to be province wide and the OSA needs to be involved in the analysis of this trend for geography, age, gender reasons. Unsanctioned play appears to be increasing with less administration and lower overheads. LTPD is costly to implement and still not fully accepted within the community. Need to look if this situation is structural in nature and then identify structural fixes to the situation. Consideration for methods to reduce overhead and paperwork must be considered for the future.
Page 19 of 98
Capital item smoothing needs to be part of the budget and plan of the EODSA for a longer term. Revenue opportunities for cards, user fees, tournament play fees etc. should be considered.
Page 20 of 98
PRESIDENT’S REPORT
Page 21 of 98
President’s Report
Paul Dobson, President
2014 was another year of further transition within the district as well as the OSA and CSA all focused on improving the game for our athletes.
Specifically EODSA can be proud of the following in 2014:
• The hiring of an Executive Director • Managed to fill all but 1 Director’s positon on the board • Moved the District Indoor Development program out of the hands of EODSA staff and over to the ERSL to handle the League operations • Moved from a predominately operational board to more of governance and policy board. This was mainly due to the role of the E.D. falling into place and the elevated roles of the staff to handle more of the operations • The successful completion of year one for our O.P.D.L license holders • Early approval of the new fiscal year budget in order to prepare us to be more fiscally responsible from a planning and budgeting respect
2015 will be another challenge for the district as we are the only Ontario host city for the 2015 Women’s World Cup event and will be relied upon for the support from club, teams and individuals I would like to take this time to thank each and every volunteer involved in the game in whatever capacity for all the time and effort put forth.
I would also like to thank everyone for your support over the past 2+ years and bid a farewell as I will not be seeking re-election due to personal and family commitments.
I wish each and every one of you all the best in your personal and soccer lives and hope to see you on the field someday soon.
Regards,
Paul Dobson EODSA President
Page 22 of 98
OFFICER’S REPORTS
Page 23 of 98
Vice President & Acting Secretary Report
Robert Hindle, VP & Acting Secretary
2014 has been a year of transitions within both the province and the district. LTPD, changes to the EODSA office, the Women’s World Cup 2015, OSA Rules re-write and changes to referee qualifications are just a few of the issues and aspects of the game changing at this time.
This year has seen the transition of the EODSA sponsored youth leagues and development projects transitioned to the ERSL for on-going implementation. I am happy to see this stable now within a solid member of our soccer community.
Changes to our office structure and staff was a big effort this year. The hiring and installation of our Executive Director has afforded dedicated eyes to the Districts efforts. It has also seen a keen review of inventory of what is and is not being done. Work towards positive new interfaces to our members, players, coaches and referees are coming about as a result of this work. The EODSA has also been able to find Angela Meier as Director of Communications and Marketing who is working with the office on broader communications strategies into the coming year.
The Women’s World Cup comes to Ottawa this summer and it has been wonderful that our respective offices have worked together so well for passports and volunteers. The coming months of preparations will be exciting to see the world come to Ottawa to play. I look forward to being with all of you watching great soccer. It is unfortunate that our Women’s Committee has shelved its work earlier this year. For multiple reasons the inertia to bring in new opportunities exceeded expectations. It is necessary for all of us to think of how, in the future, we can better facilitate changes across the district.
This year I have also been active in the OSA rules re-write activities which are attempting to synchronize and make consistent the matrices of LTPD, able body and disability soccer, club and academy soccer. Getting this into the single and coherent rules sets has been the goal and the work still has a number of iterations to come. It is worthwhile in order to better reflect the true scope and ability of our sport to be available to all.
Finally I would like to thank all the members for their efforts and skill at bringing our game together in one of the largest districts in Canada. I am sorry that I am unable to attend this AGM 2015 but look forward to continuing to serve the membership in 2015.
Yours in soccer,
Robert Hindle EODSA VP & Acting Secretary
Page 24 of 98
OTHER REPORTS
Page 25 of 98
Executive Director’s Report Harry Zarins, Executive Director
First, I would like to thank the passionate and dedicated volunteers and club administrators at all levels. And thank you to the EODSA, ERSL and OCSL Staff and Boards for their efforts in making soccer the sport of choice in Eastern Ontario. The last year (October 1, 2013 - September 30, 2014) has been a year of transition for the EODSA. In February, 2014 the EODSA appointed its first executive director. The EODSA transitioned the Winter Development League to the ERSL. Working with E2E, EODSA streamlined the referee / official payments and implemented a direct deposit program. David Smith, EODSA District Referee Coordinator successfully worked on continuous improvement for quality officiating at all levels.
Joe Scheier, Operations Manager successfully liaised with ERSL and OCSL in matters that involved EODSA. He also served on the OSA Rules Re-Write Committee which involved a complete re-view and re-organizing and rewriting of OSA Policies. Moving forward, he will work as our liaise staffer with OSA on conferences and clinics. On a daily basis, he was the voice and the go to person on many of the operational challenges from permits to tournaments and working closely with Louise King, our part time book keeper ensuring that Club financial accounts were dealt with accurately. Alexander Dyer, Accreditation and Disciple Manager successfully managed individual athlete registrations and ensured that all were correctly entered into the OSA AIMS System. This past year, EODSA processed over 7,500 ID cards for athletes. As well, Alexander handled 57 discipline cases and carried out 49 discipline hearings. He supervised the customer service summer staff and supported the Operations Manager and the Executive Director during peak times in the Soccer Season. This year also saw the beginning of ongoing communications among the EODSA staff members, part time and full time. Staff was asked for and shared their input on all aspects of the organization from finances to streamlining operations (continuous improvement). We were also challenged to engage the membership in participating in OSA programs.
The EODSA handles close to $1.7 million dollars on behalf of the clubs, OSA, and officials. We are very fortunate to have a part time book keeper, Louise King, who has done an outstanding job working with the staff to ensure that all of the dollars align appropriately and in a timely fashion. I would also like to congratulate two university soccer players from the EODSA ranks who achieved high honors in Canadian Interuniversity Sport (CIS) play. Justin Maheu, Cape Breton University; Joe Johnson Memorial Trophy - CIS Player of the Year and Pilar Khoury, University of Ottawa: OUA Player of the Year and nominee for the Chantal Navert Memorial Trophy - CIS Player of the Year.
Congratulations to all of our teams who participated in provincial and national championship tournaments. Details will be provided in the Competitions Report.
Page 26 of 98
Within the next few weeks, we will be launching an updated EODSA website to improve our communications with the membership. It is our goal that all announcements will be located on the website. The EODSA Ref Website has been upgraded and I encourage the membership to take a few minutes to view it. It is a site where people interested in officiating can go to find out how they can join the ranks. The last 10 months have been rewarding and challenging yet there is much more to do if EODSA is to move forward as the premier amateur sport organization in Eastern Ontario.
Harry Zarins Executive Director January 2015
Page 27 of 98
Competitions & Events Report
To the Membership
We would like to take this opportunity to thank you all for your hard work during the 2014 season. In 2014, the EODSA approved 23 Tournaments/Festivals for Mini, Youth and Senior aged teams. We had over 1000 teams participate in the various Tournaments/Festivals in our district in 2014. Overall, the operational side of the tournaments ran smoothly and no major issues arose. We would like to extend best regards to all clubs who ran successful tournaments and festivals in 2014. We look forward to the next edition of tournaments in 2015.
Ontario Cup EODSA Clubs hosted 7 Ontario Cup Tournament Rounds with the age groups being U15G, U15B, U17B T1, U13B (2 Groups) and U14B (2 Groups). For the second time the EODSA also hosted the Ontario Cup Semi Finals for the age groups U14G, U15B T2 and U16B T2.
Teams that were entered in Ontario Cup: 2014 Ontario Indoor Cup U13B - Ottawa Royals Futuro U13G - Gloucester Impact 2001 U16G - West Ottawa Warriors U18B - West Ottawa Warriors Ottawa South United Force 97 Black Cumberland Cobras
Results U13G - Gloucester Impact 2001 – Ontario Indoor Cup Champions
2014 Ontario Futsal Cup U16B - Ottawa FC Washington Selects
2013 Ontario Cup Outdoor Division Team Name Under-13-Boys Cumberland Cobras Academy Ottawa Royals Futuro U13BL3 Ottawa St. Anthony Italia U13B Under-14-Girls Ottawa South United 2000 Force Academy Black Ottawa Capital United Girls 2000 Under-14-Boys Ottawa Capital United U14B L3 Ottawa South United 2000 Force Academy Black Ottawa South United Force White
Page 28 of 98
Under-15-Girls Ottawa South United Force Academy Black Ottawa Internationals Adrenaline West Ottawa Warriors GU15L3 White
Under-16-Girls Ottawa South United Force Academy Black Cumberland Cobras U16G L3
Under-16-Boys-Tier 1 Ottawa South United Force Black Ottawa Capital United U16 Boys Gloucester Hornets Impact
Under-17-Boys-Tier 1 Ottawa South United Force Academy Black
Under 18-Girls Ottawa Royals
Under 21 Women Ottawa Capital United U21
Men Gloucester Celtic Ottawa Capital United Premier Ottawa Royals MP Ottawa St. Anthonys Italia
Women Ottawa Royals WP Ottawa Falcons
Over-35-Male Ottawa Royals OT1
Over -35- Female Ottawa Royals Classics
Team Results Ottawa Royals Masters Women Classics Ontario Cup Champions Ottawa Royals OT1 Masters Ontario Cup Champions
2014 National Championships Ottawa Royals OT1 – 3rd place Ottawa Royals Masters Women – 5th place
Page 29 of 98
Membership Report
Registration Numbers The 2013-2014 Indoor season as well as 2014 Outdoor season saw another decline in registration numbers. Please refer to the tables below for registration numbers.
EODSA Registration Numbers 2005-2014 Indoor Senior 19+ Youth U13-U18 Mini U12 Total 2004-05 5,926 3,661 286 9,873 2005-06 5,026 3,826 202 9,054 2006-07 7,070 3,939 416 11,425 2007-08 8,127 3,934 565 12,626 2008-09 8,354 4,490 660 13,504 2009-10 5,373 3,651 620 9,644 2010-11 5,275 4,374 682 10,331 2011-12 4,921 3,708 987 9,616 2012-2013 5,955 3,154 882 9,991 2013-2014 5,211 3,180 946 9,337
Outdoor SC 19+ SR 19+ YC U13-U18 YR U13-U18 Mini U12 Total 2005 1,825 9,870 5,046 8,617 21,940 47,298 2006 1,808 10,123 5,347 8,504 21,237 47,019 2007 1,999 10,822 5,513 9,107 22,137 49,578 2008 2,278 11,277 5,466 8,741 22,500 50,262 2009 2,130 11,650 5,546 8,735 22,552 50,613 2010 2,044 11,247 5,861 9,751 20,475 49,378 2011 2,096 10,852 5,053 11,035 18,057 47,093 2012 2,267 10,241 4,898 8,210 20,858 46,474 2013 2,366 10,181 4,863 7,636 20,809 45,855 2014 2,149 8,770 3,920 6,506 21,835 43,180
Members The 2014-2015 Membership renewal process saw EODSA finish this year with 67 members. One of which is a new member, Casselman Sports, created to operate in the underserved area of Casselmen, Ont.
ID Cards Of the 5,550 ID Cards produced for the 2014 Outdoor season, 2,619 were processed through the ID Card website. This continues to be a useful tool and has alleviated the long lineups at the EODSA office.
Page 30 of 98
Development Report
Alan Archer, Director
District Leadership KDSC CHC took a front and centre role at the district level in 2014. During this early part of the year the efforts towards player development were recognized and a nomination to the EODSA Board of Directors as Director of Development was put forward. Through consultation with the KDSC Board, this position was accepted. In this role the interests of all soccer within the district are valued and encouraged, both urban and rural programs. Impact was made to improve league development and LTPD implementation at the local and provincial levels.
LTPD Implementation The local technical community faced challenges with the OSA “Development Matrix” and it’s implementation within the EODSA. Due to lack of communication and clarity of what the Matrix was intended to achieve, the adoption rate was very slow. An open forum was organized at the request of the CHC / TD Forum to address these concerns directly with the OSA President. The district was given a window of reprieve to transition to the new Matrix requirements. Committee work was established with members from the EODSA, ERSL, and the CHC / TD Forum to develop the EODSA League Guidelines for development age players. This work carried through to the ERSL WDL as well.
OSA East Soccer Conference The EODSA and CHC / TD Forum ran the Ottawa Soccer Conference in the spring of 2014. This conference attracted 155 coaches from the majority of the district with presenters from across North America. After completion of the soccer conference, the EODSA reviewed the budget and methodologies of delivering this event, and determined that the most likely opportunity for consistency and future success would be to engage the Ontario Soccer Association. The OSA had successfully run their main conference in the Toronto area attracting over 450 coaches annually. Through a combined effort in terms of planning, marketing, and cost sharing, the 2015 OSA East conference will be delivered on April 11, 2015 at the Louis Riel Dome.
CHC / TD Forum Liaison In past years the relationship between the CHC / TD Forum and the EODSA had been strained. Both positive and negative impacts had been felt on both sides of the tables, but consistency and transparency lead to mistrust. Currently the Director of Development role has worked to create further transparency and consult the CHC / TD Forum on the technical matters facing the entire district and province. This relationship although improving, will require further management to keep positive traction.
Page 31 of 98
Discipline Report
EODSA 2014 Discipline Report
Detail
Charge Type Result 1.23 player ineligible NG 1.51 Referee assault Lesser 1.16a 1.51 Referee assault lesser 1.16a 1.52 Referee assault G 2.51 Referee assault coach lesser 1.16a 2.63 Coach ineligible player G 2.63 Coach ineligible player NG 2.63 Coach ineligible player G 2.63 Coach ineligible player G 2.63 Coach ineligible player G 2.63 Coach ineligible player NG 2.63 Coach ineligible player NG 2.63 Coach ineligible player G 2.63 Coach ineligible player NG 2.63 Coach ineligible player G 2.63 Coach ineligible player NG 2.63 Coach ineligible player G 2.63 Coach ineligible player NG 2.63 Coach ineligible player G 2.63 Coach ineligible player G 2.63 Coach ineligible player G 2.63 Coach ineligible player G 2.63 Coach ineligible player G 2.63 Coach ineligible player G 2.63 Coach ineligible player NG 2.63 Coach ineligible player NG 4.15 Referee Offensive language NG 4.15 referee offensive language G 4.43 Referee no show G 4.43 Referee no show G 4.43 Referee no show NG 4.43 Referee no show G 4.43 Referee no show G 4.43 Referee no show NG 4.43 Referee no show NG 4.43 Referee no show G 4.43 Referee no show NG
Page 32 of 98
4.43 Referee no show NG 4.43 Referee no show NG 4.43 Referee no show NG 4.46 no caution, dismissal form G 5.53 Spectator involvement G 5.53 Spectator involvement G 5.63 Club ineligible player G 5.63 Club ineligible player G 5.63 Club ineligible player NG 5.63 Club ineligible player G 5.7 Game abandonment G 5.7 Game abandonment G 5.7 Game abandonment G 5.7 Game abandonment NG 4.15, 4.41 Referee Offensive language, conduct NG, G 4.41, 4.67 referee conduct, manner detrimental G 4.43, 4.44 no show, no game report NG
Year's Comparison 2014 2013 2012 Total 56 41 67 Guilty 33 25 46 Not Guilty 23 16 18
Page 33 of 98
Refereeing Report
Dan Popescu, Director of Referees David Smith, District Referee Coordinator
EODSA Referee Registration 2014 Total 1328 EODSA (1423 in 2013) (1428 in 2012) FIFA 1 National 0 Provincial 8 Regional 11 District 593 Youth 655 Small Sided 77
We believe that the slight decrease in registration is due to the stricter requirements that were introduced in 2014, as the drop is primarily from the district referee pool.
Registration process Returning referees 642 51% Course management 686 48%
Although this seems a low level of returning referees, it has been similar for several years and, in fact, the EODSA is above the Provincial average.
Referee Certification Courses
2013 2014 Entry Level Courses 21 20 Mini Referee Courses 14 13
Regional Upgrade 1 1 Assessor Recertification 0 1
Page 34 of 98
District Referee Education Program The EODSA has held another successful winter referee education program. Of the 236 referees who registered, 84 completed all aspects (education, fitness test and exam), whilst 63 just completed the education modules. The sessions are very popular and well attended, with some interesting debates on the Laws of the Game.
Referee Development 2014 saw the introduction of the new OSA referee grading process requiring a fitness test and a pass mark on the pre-registration Laws of the Game examination.
2014 Laws of game examination Fitness Test Candidates: 724 FIFA Test participants: 44 Pass: 40 Average mark: 85.63% Beep Test Participants: 92 Pass 62
A certain level of fitness and knowledge of the Laws of the Game is required to referee higher level games. There was some lack of understanding with these changes, but we believe this will be clear for the 2015 season.
Regional Education Preparation Program In 2014, we continued the Long Term Referee Development, as proposed in the Strategic Plan, through the Regional Education Preparation Program. We are pleased that 7 candidates from the EODSA Program were successful and promoted to the Regional level.
Referee Fees and Travel Policy After reviewing the referee fee schedule, there was a minimal increase in the fees, mainly for the more senior games. As a result of the Referee Travel Policy review, there will be some changes implemented in the 2015 season: Maximum distance travel paid will be 50 km one way. No travel will be paid on the second game of a double-header. Travel expenses will be reviewed on a monthly basis to identify any abuse.
Ontario Cup We were part of the Local Organizing Committee for the Ontario Cup semi-finals hosted by the EODSA at the Terry Fox Stadium in August 2014. This allowed a valuable opportunity for our younger referees to participate at this level without the need to travel to Toronto.
Page 35 of 98
STRATEGIC INITIATIVE REPORT
Page 36 of 98
EODSA Strategic Initiatives Report
Report on the Four 2014 Initiatives 1) LTPD (Coach & Referee Development) Continued Roll-Out - B and Pre B courses held - Referee Winter training - Some Match monitoring - Coaches Conference updated - Referee Fitness testing implemented - District Pre-Regional program - District ART program start 2) Continue Soccer/Futsal Supply and Demand review throughout the EODSA - WDP transferred - Other reviews not started 3) Continue Review of EODSA Functions, Services and Organization - Office re-organized - Review of Web Site - Service delivery changes 4) Preparation for the 2015 WWC - Women’s Committee disbanded
Four 2015 Initiatives 1) LTPD (Coach & Referee Development) Continued Roll-Out - Coaching courses (Pre-B) in Eastern Ontario - DART and Pre-Regional Ref Training - OSA Referee Classifications implemented - Match Monitoring continuation
2) Soccer/Futsal Supply and Demand review throughout the EODSA - Communicating non-traditional formats for different groups - Overcoming barriers of membership (player and club)
3) Review of EODSA Functions and Services - Evaluate member services - Update services and service delivery
4) Administrators & Volunteers Development - Training in OSA methods - FAQs to Club & League Administrations - Appreciation & Rewards programs - Templates & Resources
Page 37 of 98
TREASURER’S REPORT and FINANCIAL REPORT
Page 38 of 98
Financial Report Harry Zarins, Executive Director
The Audit was completed on time and approved by the Board in January, 2015.
The Auditors had no concerns in the way we are dealing financially.
All appropriate documents have been filed with Canada Revenue Agency.
The EODSA had 43,255 members which is another decrease from the previous year of 2,600. In 2012-2013 a decrease of 421 was reported. The majority of the decrease are in the adult play.
The membership has contributed a combined $773,140.30 to the CSA national team programs and to the OSA.
The Winter League has moved back to the ERSL along with all of the financial commitments.
It should be noted that in 2013-2014 the EODSA redeemed $3,896 from short term investments and $22,382 was redeemed from the cash reserves to deal with a cash flow challenge. These funds were transferred in the Association's Operating Account in April 2014.
The 2014-2015 Budget was approved on Nov. 5, 2014 at a Special General Meeting. The budget is a break even budget and as such the aim is to stop the deficit budgeting that has occurred one the last few years.
Special Thanks to the full time staff, our contractual staff and our part time book keeper for their efforts in insuring that the EODSA finances remain solid.
Page 39 of 98
AUDITOR’S REPORT
Page 40 of 98
Page 41 of 98
Page 42 of 98
Page 43 of 98
Page 44 of 98
Page 45 of 98
Page 46 of 98
Page 47 of 98
Page 48 of 98
Page 49 of 98
Page 50 of 98
Page 51 of 98
Page 52 of 98
Page 53 of 98
Page 54 of 98
APPOINTMENT OF AUDITORS
Page 55 of 98
BUDGETS 2014/2015 and 2015/2016
Page 56 of 98
2014-2015 Budget Approved at SGM November 5, 2014 ITEM REVENUE EXPENSES OSA/CSA Fees $749,939.42 $749,939.42 Indoor $85,578.14 $85,578.14 Outdoor $664,361.28 $664,361.28 EODSA Fees $258,484.00 $0.00 Indoor $24,519.00 $0.00 Outdoor $233,965.00 $0.00 $1.00 fee increase across all EODSA to ERSL Loan $13,206.00 $0.00 ID's & Permits $36,000.00 $20,000.00 Fees $39,000.00 $10,000.00 Tourney $9,000.00 $0.00 Membership $16,000.00 $0.00 Bonds / Discipline $14,000.00 $10,000.00 Development $30,000.00 $83,000.00 Officials $0.00 $29,500.00 Coaching Conference $20,000.00 $25,000.00 Clinics $10,000.00 $15,000.00 Women's Program Dev. $0.00 $10,000.00 Excellence Support $0.00 $2,000.00 Volunteer Appreciation Dinner $0.00 $1,500.00 Professional Fees $0.00 $33,500.00 Annual Audit $0.00 $10,000.00 Financial Services $0.00 $13,500.00 Legal Representation $0.00 $10,000.00 Communications $0.00 $17,000.00 Meetings $0.00 $7,000.00 Telephone $0.00 $1,500.00 Internet & IT Support $0.00 $7,000.00 Websites $0.00 $1,500.00 Website Development $0.00 $0.00 Facilities $45,377.00 $83,209.00 Utilities $0.00 $550.00 Office Rental $43,877.00 $77,659.00 Storage Rental $1,500.00 $3,500.00 Insurance $0.00 $1,500.00 Cost of Goods & Services $0.00 $10,000.00 Computers $0.00 $5,000.00 Office $0.00 $5,000.00 Award Recognition $0.00 $0.00 Staffing $0.00 $188,500.00 Salaries & Benefits $0.00 $181,000.00 Spring & Summer Staff $0.00 $7,500.00 $7,000 reserve Officials Payment $407,180.00 $384,000.00 Government Grants $0.00 $0.00 Misc. Sales & Services $0.00 $0.00 Contingency $0.00 $0.00 $10,000 reserve TOTAL $1,579,186.42 $1,579,148.42 Revenue /Deficit $38.00
Page 57 of 98
Proposed Draft Budget 2015-2016 ITEM REVENUE EXPENSES OSA/CSA Fees $749,939.42 $749,939.42 estimate Indoor $85,578.14 $85,578.14 Outdoor $664,361.28 $664,361.28 EODSA Fees $258,484.00 $0.00 Indoor $24,519.00 $0.00 no increase Outdoor $233,965.00 $0.00 no increase EODSA to ERSL Loan $0.00 $0.00 ID's & Permits $41,000.00 $15,000.00 Fees $47,750.00 $10,000.00 Tourney $9,000.00 $0.00 Membership $24,750.00 $0.00 $125 increase Bonds / Discipline $14,000.00 $10,000.00 Development $30,000.00 $84,000.00 Officials $0.00 $30,500.00 Coaching Conference $20,000.00 $25,000.00 Clinics $10,000.00 $15,000.00 Women's Program Dev. $0.00 $10,000.00 Excellence Support $0.00 $2,000.00 Volunteer Appreciation Dinner $0.00 $1,500.00 Professional Fees $0.00 $35,700.00 Annual Audit $0.00 $12,200.00 Financial Services $0.00 $13,500.00 Legal Representation $0.00 $10,000.00 Communications $0.00 $16,900.00 Meetings $0.00 $7,000.00 Telephone $0.00 $1,400.00 Internet & IT Support $0.00 $7,000.00 Websites $0.00 $1,500.00 Website Development $0.00 $0.00 Facilities $50,377.00 $93,159.00 Utilities $0.00 $500.00 Office Rental $48,877.00 $87,659.00 Storage Rental $1,500.00 $3,500.00 Insurance $0.00 $1,500.00 Cost of Goods & Services $0.00 $10,000.00 Computers $0.00 $2,500.00 Office $0.00 $7,500.00 Award Recognition $0.00 $0.00 Staffing $0.00 $189,500.00 Salaries & Benefits $0.00 $181,000.00 Spring & Summer Staff $0.00 $8,500.00 $7,000 reserve Officials Payment $410,660.00 $384,000.00 Government Grants $0.00 $0.00 Misc. Sales & Services $0.00 $0.00 Contingency $0.00 $0.00 $10,000 reserve TOTAL $1,588,210.42 $1,588,198.42 Revenue /Deficit $12.00
Page 58 of 98
Page 59 of 98
Page 60 of 98
RATIFICATION OF MEMBERSHIP FEES
Page 61 of 98
RATIFICATION OF MEMBERSHIP FEES
For the Year Ending September 30, 2015
As approved at SGM:
New Club Membership Fee $500.00
Annual Membership Renewal Fee $250.00
For the Year Ending September 30, 2016
New Club Membership Fee $625.00
Annual Membership Renewal Fee $375.00
Page 62 of 98
AMENDMENTS TO THE CONSTITUTION
Page 63 of 98
NOMINATION AND ELECTION OF LIFE MEMBERS (if any)
Page 64 of 98
UNFINISHED BUSINESS
Page 65 of 98
ROLL CALL
Page 66 of 98
ELECTION OF OFFICERS
Page 67 of 98
EODSA Board of Directors Position Status
Position Term Current Status Nominee President 2 Year Term Paul Dobson Vacant (2015-2017) Vice President 2 Year Term Robert Hindle N/A (2014-2016) Secretary 1 Year Term Vacant Vacant (2015-2016) Treasurer 2 Year Term Bob Monaghan Vacant (2015-2017) Competitions & Events 2 Year Term Vacant Vacant (2015-2017) Development 2 Year Term Alan Archer Alan Archer (2015-2017) Incumbent Discipline & Appeals 2 Year Term David Bowyer Vacant (2015-2017) Communications and 1 Year Term Angela Meier Vacant Marketing (2015-2016) Appointed (2014-2015) League Management 1 Year Term Dinis Oliveira Affirmation (2015-2016) Appointed (2014-2015) Membership 1 Year Term Will Jeannot Affirmation (2015-2016) Appointed (2014-2015) Referees 2 Year Term Dan Popescu N/A (2014-2016)
EODSA Board of Directors Summary of Positions
1. Nominees Alan Archer - Development: 2015-2017
2. Vacant Positions – No Nominees President: 2015-2017 Secretary: Balance of term 2015-2016 Treasurer: 2015-2017 Competitions & Events: 2015-2017 Discipline & Appeals: 2015-2017 Communications and Marketing: Balance of Term 2015-2016
3. Request for Affirmation Membership: 2015-2016 - Will Jeannot League Management: 2015-2016 – Dinis Oliveira
Page 68 of 98
NEW BUSINESS
Page 69 of 98
ADJOURNMENT
Page 70 of 98
REFERENCE DOCUMENTS
Page 71 of 98
Constitution
2014 2011
TABLE OF CONTENTS BY-LAWS ARTICLE 1 NAME…………………………………………………………………………………………...... 2 ARTICLE 2 HEAD OFFICE……………………………………………………………………………….……. 2 ARTICLE 3 OBJECTIVE………………………………………………………………………………………... 2 ARTICLE 4 APPLICATION…………………………………………………………………………………….. 2 ARTICLE 5 ORGANIZATION………………………………………………………………………………….. 2 ARTICLE 6 MEMBERSHIP…………………………………………………………………………………….. 2 1…………. TYPES OF MEMBERSHIPS…………………………………………………………………………….…….2 2…………. MEMBERSHIP FEES…………………………………………………………………………………….…….3 3…………. PLAYER REGISTRATION FEES……………………………………………………………………….…….3 4…………. APPROVAL OF MEMBERSHIP………………………………………………………………………….…...4 5…………. RIGHTS OF MEMEBRS………………………………………………………………………………….……4 6…………. DISCIPLINE OF A MEMBER………………………………………………………………………………….5 7…………. TERMINATION OF MEMBERSHIP…………………………………………………………………………..5 ARTICLE 7 BOARD OF DIRECTORS………………………………………………………………………… 5 1…………. BOARD…………………………………………………………………………………………………………. 5 2…………. POWERS OF THE BOARD OF DIRECTORS……………………………………………………………….5 3…………. TERMS OF OFFICE…………………………………………………………………………………………….6 4…………. DUTIES OF THE BOARD OF DIRECTORS……….………………………………………………………...6 ARTICLE 8 COMMITTEES……………………………………………………………………………………... 7 1…………. STANDING COMMITTEES……………………………………………………………………………………7 2…………. ADDITIONAL COMMITTEES…………………………….....…………………………………………………7 3…………. POWER OF COMMITTEES…………………………………………………………………………………...7 4…………. REPORTS OF COMMITTEES……………..……….………..………………………………………………..7 ARTICLE 9 ASSOCIATION STAFF………………………………………………………………………….... 7 ARTICLE 10 PROTECTION OF DIRECTORS AND OFFICERS……………………………………………. 8 ARTICLE 11 MEETINGSS……………………………………………………………………………………….. 8 1…………. GENERAL……………………………………………………………………………………………………….9 2…………. MINUTES…………………………….....……………………………………………………………………….9 3…………. VOTING………………………………………………………………………………………………………….9 4…………. BOARD MEETING……………..……….………..………………………………………………...... 9 5…………. ANNUAL GENERAL MEETING………………………………………………………………………………10 6…………. SPECIAL GENERAL MEETING AMENDMENTS TO THE BY-LAWS…………………………...... 11 ARTICLE 12 AMENDMENTS TO THE BY-LAWS……………………………………………………………. 11 ARTICLE 13 AUDITORS…………………………………………………………………………………………. 12 ARTICLE 14 FINANCES…………………………………………………………………………………………. 12
ARTICLE 15 DISPUTE RESOLUTION…………………………………………………………………………. 12 ARTICLE 16 HARASSMENT……………………………………………………………………………………. 12 ARTICLE 17 DISSOLUTION……………………………………………………………………………………. 13
TABLE OF CONTENTS RULES AND REGULATIONS RULE 1 MEMBERSHIP…………………………………………………………………………………….. 14 RULE 2 REGISTRATION………………………………………………………………………………….. 14 1…………. LEAGUE REGISTRATION……………………………………………………………………………………..14 2…………. CLUB REGISTRATION…………………………….....………………………………………………………..15 3…………. PLAYER REGISTRATION……………………………………………………………………………………..15 RULE 3 PLAYER, TEAM OFFICIAL & ADMINISTRATION REGISTRATION………………………. 15 RULE 4 TRANSFER OF PLAYERS………………………………………………………………………. 16 RULE 5 MOVEMENT OF PLAYERS (PLAYING UP)………………………………………………….. 16 RULE 6 DISCIPLINE………………………………………………………………………………………... 16 RULE 7 PROTESTS………………………………………………………………………………………… 16 RULE 8 APPEALS…………………………………………………………………………………………... 16 RULE 9 REFEREES………………………………………………………………………………………… 16 RULE 10 COACHES………………………………………………………………………………………….. 17 RULE 11 COMPETITIONS…………………………………………………………………………………... 17 1…………. CUP COMPETITION………………….………………………………………………………………………..17 2…………. TOURNAMENTS………………..………………….....………………………………………………………..17 3…………. EXHIBITION GAMES…………………………………………………………………………………………..17 RULE 12 FEES FOR SERVICES…………………………………………………………………………… 17 RULE 13 DELEGATION OF RESPONSIBILITIES……………………………………………………….. 17 RULE 14 AMENDEMENTS TO THE RULES AND REGULATIONS…………………………………… 17 RULE 15 GENERAL RULES………………………………………………………………………………… 18
By-Laws
2014
ARTICLE 1 NAME
The name of the organization shall be the EASTERN ONTARIO DISTRICT SOCCER ASSOCIATION (EODSA. hereafter referred to as the Association.
ARTICLE 2 HEAD OFFICE
The Head Office of the Association shall be located within the boundaries of the District.
ARTICLE 3 OBJECTIVE
The object of the Association shall be to promote, develop, govern, support and maintain the game of soccer, both Indoor and Outdoor, within the geographic boundaries stipulated by the Ontario Soccer Association (OSA).
ARTICLE 4 AFFILIATION
The Association shall be a Member of and shall follow the Published Rules of the OSA unless a Request to Deviate has been submitted and approved by the OSA. The Association is subject to the Published Rules in declining order of authority of the following bodies:
a. The Canadian Soccer Association (CSA);
b. The OSA; and the c. EODSA
ARTICLE 5 ORGANIZATION
The Association shall be composed of Members and shall be managed by the Board of Directors as constituted in these By-laws. The Board of Directors and the Members of the Association agree that the operation of the Association shall be in accordance with the current Rules and Regulations of the Association.
ARTICLE 6 MEMBERSHIP
1 Membership
The Association shall be composed of the following categories of Members, subject to the approval of the Board of Directors.
a. Membership - Organization
The Membership shall be open to all Clubs that meet the following criteria: Are properly constituted Clubs; Have their headquarters in the District; Operate within the defined boundaries as set out in Rules and Regulations; and
Any other membership criteria approved by the membership of The Association.
i. All Clubs shall have a Constitution that meets the minimum requirements for a Club Constitution in accordance with the OSA’s Published Rules. Clubs which may apply, in writing, for an exemption from any minimum requirement for a Club Constitution, subject to the approval of the Board of Directors of both The Association and the OSA are: 2
A Professional Club that operates Professional Team(s) only; A Club that operates both Professional and Amateur Teams; A Social Club; A Service Club; A Club operated by a municipality; A Club operated by a facility; A Club running a Senior Recreational League; or A For-profit Club
ii. All organizations operating within the boundaries of the Association including but not limited to affiliated Leagues (Indoor and Outdoor), schools, colleges and university Leagues, Referees', Trainers' and Coaches' associations, which support the objectives of the Association. These members shall be subject to the approval of the Board of Directors
b. Membership - Life
Persons who have rendered valuable service to the Association may be members. These members shall be nominated in writing (30) days prior to an Annual General Meeting of the Association. These members shall be subject to the approval of at least two-thirds (2/3) of the voting delegates present at an Annual General Meeting of the Association.
c. Membership - Elected
Those persons who are elected or appointed as the current Directors of the Association are members.
2 Membership Fees Annual Membership Fees for Members shall be as established by a majority of delegates present and entitled to vote at a General meeting of the Association. Membership fees shall be due and payable at the time of application for Membership. Fees shall be based on the following criteria:
a. Clubs - A flat fee. b. Organizations - A flat fee. c. Persons nominated – No fee. d. Persons elected – No fee.
3 Player Registration Fees
Player Registration Fees for Members shall be as established by the Board of Directors and ratified by a majority of delegates present and entitled to vote at a General Meeting of the Association. 4 Approval of Membership
1 Approval of New Members
A Club or an organization shall be accepted into Membership upon: a. The submission of the application form along with the other required documents and b. Membership fee; c. The approval of the Association Board of Directors; d. The acceptance of new Clubs or organizations is subject to the conditions of Membership as outlined in Rule I: Membership: 1 General; and e. New clubs must also comply with the criteria for Membership set out earlier. 3
2 Membership Renewal
A Club or an organization shall be accepted into Membership upon: a. The submission of the application form along with the other required documents and Membership fee; b. The renewing of Club and Organization Members is subject to the conditions of Membership as outlined in Rule I: Membership: 1 General; c. Renewing Clubs must also comply with the criteria for club membership as set out earlier; and d. Subject to compliance with the conditions for renewing members, the renewal of Membership shall be automatic and shall not require the approval of the Association Board of Directors.
5 Rights of Members
Members shall be accorded the following rights:
To be governed in accordance with the OSA and the Association’s Published Rules; To register Players, Administrators, Team Officials and Referees with the OSA and the Association; To be a Member of, and register their Teams with, OSA sanctioned Leagues; To enter Teams in OSA sanctioned competitions; To participate in OSA sanctioned programs such as Player, Coach and Referee Development; To participate in Association sanctioned programs; To attend and vote at all general meetings called by the Association; To operate Club Leagues in accordance with the OSA Published Rules; and To operate Player, Coach and Referee Development Programs. To participate in the OSA insurance plan.
6 Discipline of a Member
A Member may be fined, censured, suspended or expelled from Membership for cause and only after charges have been laid in accordance with the Association’s Published Rules and a hearing held in accordance with the Association’s and OSA’s Published Rules. A Member whose Membership has been suspended loses all rights of Membership until the suspension has been completed.
7 Termination of Membership
Membership in the Association shall be deemed to have been terminated if the Member:
a. Submits a signed letter of withdrawal to the Association;
b. Is expelled by the Association; or
c. Fails to renew Membership in accordance with the By-Law.
4
ARTICLE 7 BOARD OF DIRECTORS
1 The Board
The business of the Association shall be conducted by a Board of Directors, comprised of Officers, and six (6) Directors each of whom shall be at least eighteen (18) years of age. No undischarged bankrupt shall become or remain a Director. All Board Members shall be subject to the Conflict of Interest Policy in the OSA’s Published Rules.
a. The Officers
The Officers of the Association shall be the President, Vice President, Secretary and Treasurer.
b. The Directors
The Directors shall be the Directors of Competitions and Events, Discipline and Appeals, Development, Membership, League Management, Referees and Communications and Marketing.
c. Remuneration
The Directors shall not receive any remuneration for acting as such. The Directors shall be entitled to receive compensation for any expenses incurred by them upon proof of such expenses.
d. Restrictions
No paid Employee of the Association shall be a Member of the Board of Directors.
2 Powers of The Board Of Directors
a) The Board of Directors shall be vested with the authority to manage the affairs of the Association. b) Vacancy:
1. If the office of the President becomes vacant for any reason during his/her term of office, the Vice President shall succeed him/her as President and the Board of Directors shall appoint a new Vice President. 2. If the office of any Member of the Board becomes vacant during his/her term of office, the remaining Board of Directors provided they constitute a quorum may appoint a new Member to fill the vacancy until the next Annual General Meeting. 3. If any position(s) of the Board of Directors becomes vacant during their term of office and the remaining Board of Directors do not constitute a quorum, the remaining Di- rectors shall forthwith call a meeting of the Members to fill the vacancies. c) The Board of Directors may suspend or fine any Member for just cause, including late payment of monies due the Association. d) Contracts, documents or any instruments in writing requiring the signature of the Association shall be signed by any two Officers of the Association. All contracts, documents and instruments in writing so signed shall be binding upon the Association without any further authorization or formality. e) The Board of Directors shall cause true accounts to be kept of all the receipts, credits, payments, assets and liabilities of the Association, and of all other matters necessary for showing the true state and condition of the Association. The accounts shall be kept in such books and in such manner as the Board of Directors shall think fit and to the satisfaction of the auditors.
5
3 Terms of Office a. The President, Treasurer and the Directors of Discipline and Appeals, Development and Competitions and Events will be elected at the Annual General Meeting held in odd numbered fiscal years. b. The Vice President, Secretary and the Directors of Membership, League Management, Referees, and Communications and Marketing will be elected at the Annual General Meeting held in even numbered fiscal years. c. In default of election, the then incumbents (being Members of the Board of Directors) shall hold office until their successors are elected.
4 Duties of the Board of Directors a. President
The President shall be the Chief Executive Officer of the Association. He/she shall pre- side at all meetings of the Association and of the Board of Directors. He/she shall have a vote, but not a casting vote, at all meetings of the Board of Directors. He/she may appoint Chairpersons of Committees, where necessary, and is an ex-officio Member of all Committees.
The President of the Association shall represent the District as District Representative to the Ontario Soccer Association. Should the President be unable to act in this capacity the Vice President will act as his/her replacement. b. Vice President
The Vice President shall act in the absence of the President. c. Secretary
The Secretary, or his/her designate, shall:
i. Give notice of all meetings. ii. Attend all meetings of the Board and all General and Special Meetings of the Association, and shall keep minutes of all such meetings.
iii. Shall have custody of the corporate seal of the Association.
iv. Be custodian of the minute books, correspondence files and other records required to prepare an annual report, which shall be presented to the Membership at the Annual General Meeting.
v. Be responsible for preparing, and circulating, all correspondence relating to Board business including decisions taken at Board meetings.
vi. Have such other duties as prescribed by the Board. d. Treasurer The Treasurer shall be responsible for the fiscal affairs of the Association and shall have such other duties as prescribed by the Board.
e. Delegation of Duties
In the case of the absence or inability of any Officer or Official, or for any other reason that the Board may deem sufficient the Board may, subject to subsections (a. and (b. above, delegate all or any of the powers of such Officer or Official to any other Officer, Official or Director.
6
5 Removal
a. Upon resignation in writing affective on the later of the date of the resignation or the date of receipt by the Secretary of the Board of Directors.
b. If the incumbent becomes bankrupt or suspends payment of debts generally or compounds with creditors, or makes an authorized assignment or is declared insolvent;
c. If the incumbent becomes unsound mind or otherwise incapable of performing the duties of his/her position;
d. If the incumbent is absent from two consecutive (2) meetings of the Board without reasons satisfactory to the Board:
e. If the incumbent is removed by resolution of the |Members of the Association for just cause: or
f. If the incumbent becomes a paid member of the Association;
g. If the incumbent is absent from eight (8) or more meetings of the Board during a twenty-four (24) month period.
ARTICLE 8 COMMITTEES
1 Standing Committees
There shall be established the following standing Committees that will be appointed by the Board to hold office at the pleasure of the Board. They shall have such duties and responsibilities as the Board may determine. • Competitions and Events • Development • Discipline and Appeals • League Management • Membership • Referees • Communications and Marketing • Adult Soccer
2 Additional Committees
The Board may establish such additional Committees, as it, from time-to-time, considers advisable. The Members of such Committees shall be appointed by and hold office at the pleasure of the Board.
3 Power of Committees
No Committee shall have the power to act or otherwise commit or bind the Association to any course of action. Committees shall only have power to make recommendations to the Board or to the Members as the Board, from time-to-time may direct.
4 Reports of Committees
The Chair of each Committee shall submit to the Board such reports as the Board may, from time-to-time, request, but, in any event, each Chair shall submit an annual report to the Membership at the AGM.
7
ARTICLE 9 ASSOCIATION STAFF
a. The Board of Directors shall appoint such Staff Members as they determine appropriate for the efficient administration of the Association's business affairs.
b. Staff Members shall be paid such remuneration as determined by the Board of Directors, and shall have such duties as prescribed by the Board.
ARTICLE 10 PROTECTION OF DIRECTORS AND OFFICERS
1 Protection of Directors
Except as otherwise provided in the Act no Director or Officer for the time being of The Association shall be liable for the acts, receipts, neglects or defaults of any other Director or Officer or employee or for any loss, damage or expense happening to The Association through the insufficiency or deficiency of title to any property acquired by The Association or for or on behalf of The Association or for the insufficiency or deficiency of any security in or upon which any of the moneys of or belonging to The Association shall be placed out or invested or for any loss or damage arising from the bankruptcy, insolvency or tortuous act of any person including any person with whom any moneys, securities or effects shall be lodged or deposited or for any loss, conversion, misapplication or misappropriation of or any damage resulting from any dealings with any moneys, securities or assets belonging to The Association or for any other loss, damage or misfortune whatever which may happen in the execution of the duties of the Director’s or Officer’s respective office or trust or in relation thereto unless the same shall happen by or through the Director’s or Officer’s own wilful neglect or default.
2 Indemnity
Members of the Board of Directors or other Staff of the District Association, their heirs, executors, administrators and estate and effects respectively shall be indemnified and saved harmless at all times by the District Association against all costs, losses and expenses incurred by them respectively in or about the discharge of their respective duties, except such as happens from their own respective wilful neglect or default..
8
ARTICLE 11 MEETINGS
1 General
a. All meetings of the Association shall be conducted in accordance with Robert's Rules of Order insofar as they may apply.
b. The only persons entitled to be present at a meeting of Members or of the Board shall be those entitled to vote thereat, the auditors of the Association (at meetings of Members only), and others who, although not entitled to vote are entitled or required under any provision of applicable legislation or the By-laws of the Association to be present. Any other person may be admitted on the invitation of the Chair of the meeting and with the consent of the meeting.
c. Member in good standing: Any Member who has met all financial commitments to the OSA, EODSA, and any subordinate organization for the present and preceding years and is not under suspension for any reason.
d. All Clubs and organizations shall be required to be represented by an official spokesperson. Any Club or organization having been duly notified of the date and place that fails to attend a General meeting shall be subject to a fine of $100.
e. Any meetings of the Members or of the Board may be adjourned any time and from time- to-time and such business may be transacted at the adjourned meeting as might have been transacted at the original meeting from which adjournment took place. No notice shall be required of any such adjournment. Such adjournment may be made notwithstanding that no quorum is present.
2 Minutes
a. Minutes shall be kept of all meetings of the Association’s Board of Directors and they shall be submitted for ratification at the next relevant meeting. b. Copies of minutes of each Board meeting shall be submitted promptly to Board Members. c. Copies of minutes of Board meetings shall be furnished to any Members upon written request. d. The draft Minutes of a General meeting shall be distributed within twenty-one (21) calendar days after the said General Meeting.
3 Voting
a. Members of the Board of Directors shall have a voice and one vote at all General Meetings of the Association. b. Clubs and Associations in good standing (refer to Article 11:1 General: c. shall be entitled to vote at all General Meetings of the Association. c. Each voting Member shall be entitled to have all its votes cast whether it be represented by one or all its delegates but not by any other Member. d. The appropriate Member must name all delegates. e. At all meetings of the Association voting shall be by a show of hands, except in the case of the election of Officers, which shall be by secret ballot. Decisions shall be reached by the recording of a simple majority, unless otherwise required by the By-laws. f. In the case of the election of Officers, if no person receives a majority of votes cast the person with the least number of votes is removed from a second ballot. g. Officers and Directors may not sit as voting delegates at a General Meeting. h. Notwithstanding subsection g above, Officers and Directors may represent a Member to which they belong and may be counted solely for the purpose of declaring a quorum. i. At General Meetings of the Association 25% of the Club or Organization Members plus one (1) Active Member having 50% of the total votes plus one 9
(1) vote must be present to constitute a quorum. It is understood and agreed that in making the above calculations only Club and Organization Members in good standing, as of the date of the meeting, shall be counted. j. Club Members of the Association in good standing shall be entitled to exercise one (1) vote by virtue of its Membership in the Association plus an additional single (1) vote per $100, or part thereof, of the Player Registration Fees of the Member retained by the Association in the Association's prior fiscal year. k. Organizations that are Members in good standing shall be entitled to one (1) vote. l. Persons appointed as Members shall be entitled to a voice and one vote at all meetings of the Association.
4 Board Meeting
a. Quorum and Meetings
A majority of the elected or appointed Directors shall form a quorum for the transaction of business. Quorum shall never be less than 5. Except as otherwise required by law, the Board may hold its meetings at the Head Office of the Association or at any such place or places as it may from time to time determine. No formal notice of any such meeting shall be required if all of the Directors are present or if those absent have signified their consent to the meeting being held in their absence and any action taken at such meeting shall be valid and effectual as if it had been taken at a meeting duly called and constituted. Meetings of the Board of Directors may be formally called by the President, Vice President or by any two Directors or by the Secretary on the direction of any of the foregoing. Notice of such meetings shall be sent by personal delivery, electronic means, prepaid mail or given by telephone to each Director not less than forty-eight (48) hours before the meeting is to take place. The Board may appoint a day or days in any month or months for regular meetings, at an hour to be named, and of such regular meeting no notice need be sent. A meeting of the First Board may also be held, without notice, immediately following the Annual General Meeting of the Association. The Board may consider or transact any business, either Special or General, at any meeting of the Board.
b. Errors in Notice Waiver
No error or omission in giving notice of a meeting of the Board shall invalidate such a meeting or make void any proceedings taken or had at such a meeting. Any Director may, at any time, waive notice of such a meeting and may ratify and approve of any or all proceedings taken or had thereat.
c. Voting
Questions arising at any meeting of the Board shall be decided by a majority of votes of those present and voting. The Chair of the meeting will have a vote, but in the case of equality of votes the Chair will not have a second or casting vote. All votes at any such meeting shall be taken by ballot if so demanded by any Director present, but if no demand be made, the vote shall be taken by a show of hands for and against. A declaration by the Chair of the meeting that a resolution has carried and an entry to that effect in the minutes shall be admissible in evidence as prima facie proof of the fact, without proof of the number or proportion of votes recorded in favour or against such resolution.
10
5 Annual General Meeting a. The Annual General Meeting of the Association shall be held no later than January 31st of the following year at a time and place to be determined by the Board of Directors. b. All Members shall receive thirty (30) days written notice via eMail of the date and location of the Annual General Meeting (AGM). This notice will be addressed to the official con- tact(s) of each Club as noted in their annual Membership Application and will also be communicated through the Association website, which is where any remaining documentation will be posted as it becomes available. c. The order of business at the Annual General Meeting shall be:
1. Presentation of Credentials 2. National Anthem 3. Roll Call 4. Period of Remembrance 5. Tributes & Introduction of Guests 6. Minutes of Previous Year's AGM 7. Minutes of Any General Meeting in Previous Year 8. President's Report 9. Officers' Reports 10. Other Reports 11. Strategic Initiative Report 12. Treasurer's Report and Financial Statement 13. Auditor's Report 14. Appointment of Auditors 15. Proposed Budget 16. Ratification of Membership Fees 17. Amendments to the Constitution 18. Nomination and Election of Life Members (if any) 19. Unfinished Business 20. Roll Call 21. Election of Officers 22. New Business 23. Adjournment
After the approval of the minutes of the previous Annual General Meeting, the Chair may, at his/her discretion, introduce any special business for discussion, or accept a motion to amend the order of the agenda. d. Errors in Notice, Waiver No error or omission in giving such notice of a meeting of any Annual or Special meeting of the Members shall invalidate such a meeting or make void any proceedings taken or had at such a meeting. Any Member may, at any time, waive notice of such a meeting and ratify and approve of any or all proceedings taken or had thereat. e. The Board of Directors shall consult with the Membership and prepare an annual Strategic Initiative Plan describing the top four objectives of the EODSA for the coming year. f. At each Annual General Meeting the Board shall report to the Membership the results and activities against the objectives of the Strategic Initiative Plan as approved at the previous Annual General Meeting, and shall present the Strategic Initiative Plan for the coming year for ratification by the Membership.
11
6 Special General Meetings
a. A Special General Meeting (SGM) shall be convened by the President at the request of a majority of the Board of Directors or at the request of one third (1/3) of the Membership. b. A Special General Meeting shall be called within thirty (30) days following a decision of the Board of Directors or receipt of a request from one third (1/3) of the Membership.
c. All Members shall receive fourteen (14) days notice of the date, time and location of any Special General Meetings.
d. Only the business for which a Special General Meeting has been called will be dealt with, except with the unanimous consent of those present.
ARTICLE 12 AMENDMENTS TO THE By-laws
a. Members may propose amendments to the By- laws which may be amended only at an Annual General Meeting, or a Special General Meeting called for that purpose, provided that the proposed amendments have been delivered to the Secretary, or his/her designate, at least thirty (30) days prior to the date fixed for the commencement of said meeting. The Secretary, or his/her designate, shall forward a copy of the proposed amendments to the Members at least fourteen (14) days prior to said meeting.
b. Adoption of any proposed By-law amendment shall require a two-thirds (2/3) majority of the votes eligible to be cast by the Members present.
c. A copy of every amendment approved at a General or Special Meeting shall be forwarded by the Secretary, or his/her designate, to the Members within twenty-one (21) calendar days of the meeting.
ARTICLE 13 AUDITORS
a. A Chartered Public Accountant shall audit the accounts of the Association annually.
b. A copy of the Audited Financial Statement, together with a copy of the Auditor's Report, shall be forwarded to all Members and to Members of the Board of Directors of the Association at least fourteen (14) days before the date of the Annual General Meeting.
c. The Auditor for the following AGM shall be appointed at the current AGM provided that the Board of Directors may fill any casual vacancy in the Auditor position.
d. For the purpose of the Association, the fiscal year shall be from October 1 to September 30 following, inclusive.
ARTICLE 14 FINANCES
a. When the amount of unrestricted assets exceeds $150,000 the Association will issue a refund in the form of a credit to its clubs in membership. Distribution of the refund would be made in the ratio of the funds retained by the EODSA in the previous fiscal year.
b. The Board of Directors shall be vested with the authority to approve unanticipated expenditures, not approved by the Membership through the approval of the Budget at the Annual General Meeting, up to $10,000.00 for any one-time acquisition of goods or services. Expenditures in excess of $10,000.00 shall require the approval of the Membership at a Special General meeting. 12
ARTICLE 15 DISPUTE RESOLUTION
The Association shall adhere to the Dispute Resolution Process as published and approved by the OSA from time to time.
Any Member of the Association may initiate the Dispute Resolution Process by communicating in writing to the OSA, with a copy to the Association, the nature and facts of the dispute. The OSA, at its discretion, may proceed with the Dispute Resolution Process by assigning one or more neutral persons to the dispute. The Dispute Resolution Process shall not be used for game discipline, which follows the normal Discipline and Appeals Process.
The Association shall make available to any Member the Dispute Resolution Process when re- quested.
ARTICLE 16 HARASSMENT
The Association shall adhere to the harassment Policy as published and approved by the OSA from time to time.
The Harassment Policy shall apply to all Employees, Directors, Officers, Volunteers, Coaches, Game Officials, Administrators, Players, Members and Registrants of the Association.
Harassment is defined as any comment, conduct or gesture directed toward an individual or group of individuals that is insulting, intimidating, humiliating, malicious, degrading or offensive. It includes, but is not limited to, sexual harassment.
The Association shall make available to any Member the Harassment Policy when requested.
ARTICLE 17 DISSOLUTION
It is specifically provided that in the event of dissolution or winding up of the Association all its remaining assets after payment of its liabilities shall be distributed to one or more charitable organizations in Canada.
13
Rules and
Regulations
2014
RULE 1 MEMBERSHIP
1 General
a. Application for Membership renewal within the Association will be made annually on or before August 31st of the previous year, on a form to be provided by the Association on or before June 30th of the previous year. The completed application form must be submitted in accordance with OSA Published Rules and EODSA Rules and Regulations.
b. Acceptance of Membership renewals and new Membership Applications after the August 31st deadline shall be subject to the approval of the Board of Directors.
c. Where warranted the Board of Directors will require the Discipline Committee to review the performance of any Club and/or any of its Teams before authorizing its acceptance for the following year.
d. New Members that are accepted into Membership with the Association will be automatically placed on a one (1) year probationary period.
e. By virtue of its Membership, Member Clubs agree to register all of its affiliated Players, Teams, and Leagues with the Association.
2 New Membership
Applications from new organizations wishing to be considered for Membership in the EODSA must be received on or before August 31st of the previous year. The completed application form must be submitted in accordance with OSA Published Rules and EODSA Rules and Regulations.
Subject to Section III: Club: Registration, new Members may be admitted based on compliance with the following:
a. Availability of Players
b. Headquarters of applicant being in the District.
c. Following an examination to ensure no possible harm is caused to an existing Member.
d. Submission of a proper Constitution governing the applicant's operation. e. Responsible Officers being elected. e. Past record, if available, being satisfactory.
RULE 2 REGISTRATION
1 League Registration
Shall be in accordance with OSA Published Rules. In addition;
As a condition of Membership, all Leagues (including District Leagues, Multi- jurisdictional Leagues and Club Leagues) will provide, to the Association, a copy of the:
Terms of League Operations (TOLO), on or before August 31st of the previous year, on a form to be provided by the Association no later than June 30th of the previous year. League Discipline Summary within sixty (60) days of the conclusion of the League's season.
If a Club does not register its Players by the deadline the Club League is shut down until all registrations are completed.
15
2 Club Registration
Shall be in accordance with OSA Published Rules. In addition;
a. General
a. Each Club shall register no fewer than four (4) Teams.
b. The Association may approve or require the amalgamation of adjacent Clubs into zone representative entities as deemed necessary.
c. Those Clubs that were in operation with less than four Teams in the season prior to the constitutional amendment approved in November 2000 are “grand-fathered”’ and they may continue to be EODSA Members provided that they meet all other Member- ship requirements, and providing that they maintain continuous Membership.
b. Youth Clubs
Any Clubs wishing to operate an Outdoor Youth Program is subject to the following:
a. Shall register no fewer than four (4) Youth Teams.
b. Shall identify its proposed area of operation. New Member Clubs must have their proposed area of operation approved by the Board.
c. Shall assume responsibility for all Youth Soccer Development within its approved area of operation.
d. Shall operate a Youth Development Program consisting of a Club (House) League or operate and/or participate within a Multi-jurisdictional Club (House) League.
e. Shall register a greater or equal number of Outdoor Recreational Teams than Outdoor Competitive Teams.
f. As a condition of Membership shall submit a Volunteer Screening Report on or before August 31st of the previous year, on a form to be provided by the Association no later than June 30th of the previous year.
3 Player Registration
Shall be in accordance with the OSA Published Rules.
RULE 3 PLAYER, TEAM OFFICIAL & ADMINISTRATOR REGISTRATION
Shall be in accordance with OSA Published Rules. In addition;
a. It is mandatory for all Members of the Association to use the OSA registration database to register its Administrators, Coaches and Players.
b. All Outdoor Club League Players must be registered by May 31st or prior to the first game of the season and assigned to a Team by June 30th. If a Club does not register it’s Players by the deadline the Club League is shut down until all registrations are complete.
c. The Association will not accept any requests to change the information entered by the Club in the OSA’s computerized database after May 31st for the Indoor season and after September 30th for the Outdoor season.
16
RULE 4 TRANSFER OF PLAYERS
Shall be in accordance with OSA Published Rules. In addition;
a. Any Player transferring to a Team within the Club he/she is currently registered with shall complete the OSA Player Transfer Form and submit the appropriate fee.
b. The fee payable for transfers shall be determined annually by the Board of Directors. The fee together with a copy of the transfer form shall be sent to the OSA by the Association within seven (7) days of such a transfer.
RULE 5 MOVEMENT OF PLAYERS (PLAYING UP)
Shall be in accordance with the OSA Published Rules. In addition;
a. Players shall be subject to any additional restrictions set out in the competition (League, Tournament, Cup Competition, etc.) in which they are competing.
RULE 6 DISCIPLINE
All discipline matters shall be conducted in accordance with the OSA Discipline Policies and Procedures. A Member whose Membership has been suspended loses all rights of Membership until the suspension has been completed.
a. Players and Club or Team Officials reported for misconduct shall be dealt with by the Association’s Disciplinary Committee, except as stipulated by the OSA.
b. The Association has the right to take corrective action in dealing with the conduct of its Members. Corrective action is defined as, but not limited to, penalties prescribed by a higher body where applicable or where not defined shall cover suspension, fine, ejection from the Association, posting of bonds, deduction of points, reassignment within the categories/divisions of play, or any combination. Posting of bonds or other sureties shall not exceed $6,000.00.
RULE 7 PROTESTS
Protests on games shall be made according to the rules of the competition in which the game was played.
RULE 8 APPEALS
Shall be in accordance with the OSA Published Rules. In addition;
a. Any Member or Registrant of the Association, directly affected by a decision of the Association may appeal such decision. The denial or termination of Membership in the Association may be appealed by a non-Member.
b. A decision of the Association may be appealed to the OSA.
c. An individual shall not appeal a decision made by the Board of Directors regarding the appointment; on appointment, re-appointment or revocation of an appointment, of an individual to any Coach or Administrator position within the Association’s operations, except where the selection, appointment and revocation process outlined in the Association’s Published Rules have not been followed. 17
RULE 9 REFEREES
a. Shall be registered in accordance with the OSA Published Rules.
b. Shall comply with the Published Rules established by the Ontario Soccer Association.
c. The Association shall appoint or cause to be appointed Referees to all games played under the Association's jurisdiction.
d. Shall be paid in accordance with the Association’s Standardized Game Officials Match Fees.
e. Shall be assigned in accordance with the Association’s Referee Game Appointment Policy.
RULE 10 COACHES
Shall comply with the Published Rules established by the Ontario Soccer Association.
RULE 11 COMPETITIONS
1 Cup Competitions
a. The Association may establish policies and procedures governing the hosting of Cup Competitions within its jurisdiction.
b. Any Member of the Association wishing to host a Cup Competition shall apply annually, in writing, for the approval to host said competition. A copy of the competitions rules must accompany the application.
c. The Association reserves the right to deny the application of a Member that does not fulfill the requirements established in the Policies and Procedures.
2 Tournaments
Tournaments are to be conducted in accordance with the Ontario Soccer Association Policies and Procedures and the Tournament Policy of the Association.
3 Exhibition Games
Shall be in accordance with the OSA Published Rules. In addition;
a. Any Club or League desiring to arrange an exhibition game involving a Team from another Association must apply to do so on a form supplied by the Association and according to the requirements of the OSA, sending a copy of the request to the other Association.
b. Blanket approval may be granted by the Association to permit all Teams under its jurisdiction to play exhibition games against other Teams from within the jurisdiction of the Association.
RULE 12 FEES FOR SERVICES The Association may, at its discretion, levy fees for the provision of services to its Members.
18
RULE 13 DELEGATION OF RESPONSIBILITIES
Where not specifically forbidden to do so by the regulations of a higher authority, the Association may, at its discretion, delegate the operational responsibility for any function within its jurisdiction.
The Board of Directors of the Association may delegate to any of its Committees the authority to make binding decisions on its behalf unless forbidden to do so by any higher authority.
RULE 14 AMENDMENTS TO THE RULES AND REGULATIONS
a. Members and Members of the Board of Directors may propose changes to the Rules and Regulations, which may only be amended at an Annual General Meeting or a Special Meeting, called for that purpose.
b. The requirements of Article 21a., as it pertains to notice, must be adhered to.
c. Adoption of any proposed amendment to the Rules and Regulations shall require only a simple majority of the votes eligible to be cast by the Members present.
d. A copy of every amendment approved at a General or Special Meeting shall be forwarded by the Secretary, or his/her designate, to the Members within twenty- one (21) calendar days of the meeting.
RULE 15 GENERAL RULES
a. The Association's competitions shall take precedence over all other competitions in the Province, except those arranged by the OSA or by the Canadian Soccer Association.
b. In all games played under the jurisdiction of the Association all competitively registered Players shall wear numbered shirts. No two Players on a Team shall wear the same number. No Player may change his number during the game without the permission of the Referee.
c. All Clubs under the jurisdiction of the Association shall place their Players at the service of the Association.
d. Any Clubs having two or more Players selected for an Association Representative Team, a Provincial Team or a National Team may have any affected games within the Association's jurisdiction postponed.
e. The Association shall issue identification cards to its Officers, Directors, Life Members and other persons acting on its behalf, and holders of such cards shall be admitted to the grounds of all affiliated Clubs or sanctioned competitions upon its presentation.
f. The Board may declare up to two (2) closed dates per calendar year in the Association's Region. On those dates no soccer other than the game(s) for which the closed dates have been called shall be played in the Association Region. A minimum of three (3) weeks notice shall be given of such closed dates.
g. Any Club wishing to enter a Team in a League outside its normal jurisdiction shall apply in accordance with OSA Published Rules. In addition, any applicant Club and/or Team must be a Member in good standing of the Association.
h. Should a deadline fall on a weekend or Statutory Holiday, the deadline will be extended until15:00 on the next standard business day.
i. Whenever a postmark is a qualifying requirement it shall be construed to mean a postmark affixed by Canada Post. Metered postmarks shall not be accepted.
19
EODSA BOARD OF DIRECTORS 2014 President Paul Dobson Vice President Robert Hindle Secretary Vacant Treasurer Bob Monaghan Director of Competitions & Events Kim Gamble-Miceli Director of Discipline & Appeals David Bowyer Director of Development Alan Archer Director of Referees Dan Popescu Director of Memberships Will Jeannot Director of League Management Dinis Oliveira Director of Communications and Marketing Angela Meier
EODSA STAFF
Executive Director Harry Zarins District Operations Manager Josef Scheier Accreditation and Discipline Manager Alexander Dyer District Referee Coordinator David Smith Bookkeeper – Welch LLP Louise King