CAL Constitution & Bylaws

Amended: November 14, 2002

Under review 2010

CONSTITUTION

CHURCH ATHLETIC LEAGUE OF KINGSTON

(Whenever the words "he", "his", are used in the Constitution, they may be interpreted as "she", "her" as applicable).

ARTICLE 1. Name

This association shall be known as the Church Athletic League of Kingston, hereinafter referred to as the CAL. The official name of the CAL, it's logo or any other registered trademark may only be used with the written permission of the Board of Directors.

ARTICLE 2. Mission and Objective.

Mission:

Promote values consistent with religious principles and good citizenship.

Objective:

Provide recreational athletic programs for all youth.
Create an atmosphere of mutual respect, appreciation, fun and understanding among all participants.
Encourage the development of good character through the leadership provided by coaches, managers and other volunteers.
Ensure that all participants are treated fairly regardless of ability

ARTICLE 3. Membership

(a) Playing Membership: open to youth who wish to participate and adhere to the CAL mission and objective as stated in Article 2.

(b) Voting Members : Open to parents or legal guardians of players, players 18 years and over, members of the Board of Directors, Executive, any committee members selected or appointed by the Board of Directors, conveners, coaches, managers, supervisors, past presidents and volunteers who are actively participating in the CAL, and who adhere to the CAL Mission and objectives as stated in Article 2

(c) An Active Volunteer is defined as an individual who has volunteered a minimum of ten(10) hours in the past twelve month.

ARTICLE 4. Fiscal Year

The fiscal year of the association shall commence on the l^st day of September in each year and end on the 31^st day of August the following year.

ARTICLE 5. Governance

(a) The Board of Directors of the CAL shall consist of not more than the following members:

(1) President
(2) Vice-President
(3) Secretary
(4) Treasurer
(5) Chair of Finance
(6) Immediate Past President
(7) Religious adviser
(8) Vice Presidents of Sport Divisions.
(9) Five(5) members at large.

(b) Power of the Board of Directors:

(1) At its first meeting following the annual meeting the Board of Directors shall select from amongst themselves standing and special committee chairs, e.g. Fund raising, Nominating, Public Relations, Building and Grounds, Financial Assistance/Bursary, CPIC and Abuse & Harassment prevention Committee, and such others as may be required.
(2) Shall be empowered to amend or overrule any decisions made by any Committee which are deemed to be harmful to the operation and public image of the Association.

(c) Duties of the Board of Directors:

(1) Shall set policies to achieve the mission and objectives of the CAL.
(2) Shall resolve all difficulties arising from extra-ordinary situations not provided for in this Constitution.
(3) Shall appoint a chartered accountant to prepare an engagement review report, annually, prior to the annual meeting.

(d) Quorum: One half of the officers of the Board of Directors shall constitute a quorum of the Board of Directors.

(e) The Executive Committee of the CAL shall consist of not more than the following members:

(1) President
(2) Vice-President
(3) Secretary
(4) Treasurer
(5) Chair of Finance
(6) Immediate Past President.

(f) Power of the Executive Committee:

(1) Shall be empowered to take care of the day to day operations of the league.
(2) Shall be empowered to suspend or discipline any coach, manager, player, referee, member or any other official connected with the CAL who does not uphold article 2 or discredits the CAL and its programs in any other way.

(g) Duties of the Executive Committee:

(1) Shall prepare annual reports of its proceedings during the year and shall submit such reports to the Board of Directors for approval and for ratification at the Annual Meeting.
(2) Shall keep an itemized account of all receipts and disbursements and report such annually to the Board of Directors for approval and for ratification at the Annual Meeting.
(3) Shall oversee the collection and disbursements of monies on behalf of the CAL and its programs.
(3) Shall be the custodian of all monetary and physical property of the CAL.
(4) Shall meet monthly or as required.

(h) Quorum:

Three(3) officers shall constitute a quorum of the Executive committee.

(i) Duties of the Officers:

The President shall:

1. Preside at all meetings including those of the Executive, Board of Directors, Annual, General and Special Meetings.
2. Be ex-officio member of all standing committees with voting rights.
3. See to it that all business is transacted in the proper order and expedited as much as possible and that the members observe the rules of order and decorum.
4. Formally call to order and adjourn all Meetings over which he presides.
5. Place before the floor every motion that is made and seconded according to the rules of order and clearly state the question before the vote is taken.
6. Remain impartial.
7. In order to address a pending question, the chair shall relinquish to the vice chair. The chair may speak to state matters of fact or to inform the floor regarding points of order.
8. Have, and duly exercise, the prerogative of declaring a motion or person out of order. In case this ruling is disputed, the floor shall sustain or reject the ruling by majority vote
9. The President in his role as chair shall not vote except to break a tie.
10. Not preside in any matter in which he has a conflict of interest.
11. When a point of order is raised, the chair must make a ruling at once. The ruling may be reversed by a majority vote if any member is dissatisfied with the ruling of the chair and appeals to the floor.

The immediate Past President shall:

be a member of the Executive Committee.
act as an advisor to the Executive and will assist the President.

The Vice-President:

Shall perform the duties of the President in the latter's absence or at his request and he shall then have all the rights and powers of the President.
May hold the position of chair of any standing committee.
When acting as President he shall not vote except when such a vote is needed to create or break a tie.
Shall assist the President with communications.

The Secretary:

Shall issue notices of all meetings of the Board of Directors, the Executive Committee, Annual, General and Special Meetings and maintain records of proceedings and correspondence from these meetings.
Shall report same at each regular Annual Meeting.
Shall maintain records of all proceedings for all Committees, compile and maintain records of policies and procedures for future reference.

The Treasurer:

Shall receive all monies due and payable to the Association and shall maintain proper records of receipts and expenditures.
Shall present a full and detailed account of receipts and expenditures to the Executive committee and the Board of Directors quarterly, and a fully reviewed statement by the auditor at the Annual Meeting.
All cheques drawn on the account(s) of the CAL shall be signed by two of the following officers:

1. For the CAL general accounts: President, Vice-President, Treasurer and Office manager.
2. For the CAL Bingo account: President, Treasurer, Office manager, Player Development Convener and Vice President of Softball.

The Religious Adviser:

Shall foster and encourage participation in the life of the Church.

Vice-Presidents of Sport Divisions:

Shall be responsible for all programs within his respective sports division as approved by the Board.

Shall preside at all their respective Sports Division Meetings.

Shall not vote except to break or create a tie when he shall cast the deciding vote.

Shall perform all duties incidental to his office and

Shall be ex-officio members of all divisional committees.

Shall report on the day to day operation of their program(s) at the monthly Executive meetings as required.

Shall prepare a report to be presented at Board meetings and general meeting.

Chair of Finance:

Shall preside at all Finance Committee Meetings.

Shall assist the Treasurer when required.

ARTICLE 6. Amendments to the CAL Constitution or Bylaws

a) The Constitution or Bylaws of the CAL may be amended by a 75 % majority vote of the full membership of the Board of Directors, this change to be effective immediately. However it must be ratified by a two-thirds majority vote of those present at the first subsequent Annual Meeting or Special General Meeting.
b) The Constitution or Bylaws of the CAL may be amended by a two-thirds majority vote of those present at the annual meeting or Special General Meeting called for the purpose.
(c) A quorum for the annual Meeting or a Special General Meeting shall be 20 voting members.

BYLAWS

CHURCH ATHLETIC LEAGUE OF KINGSTON

(Whenever the words "he", "his", are used in the Bylaws, they may be interpreted as "she", "her" as applicable.)

BYLAW 1. Executive and Board of Directors

(a) If an officer of the CAL is absent without due cause from two consecutive Executive or Board of Directors Meetings, the position may then be declared vacant by the Board of Directors. The Board of Directors, may if they so desire, appoint a replacement member.
(b) In the event of a vacancy occurring for any other reason, the board of Directors may, if they so desire, fill the vacancy by a temporary appointment.
(c) If a member of the Board of Directors or Executive participates in activities with interests conflicting with those of the CAL, his office may be declared vacant by a 2/3 majority vote of the Board of Directors.
(d) If a member of the Board of Directors or Executive fails to declare a conflict of interest his office may be declared vacant by a 2/3 majority vote of the Board of Directors.

BYLAW 2. Election of Executive and Directors

(a) Executive and Directors shall be elected each year at the Annual Meeting.
(b) Only persons who are 18 years of age as of January of the current year are entitled to hold office on the CAL Executive Committee and Board of Directors.
(c) The term of office for the Board of Directors shall be for a maximum of three (3) consecutive years in one position, unless an extension is approved by 75% of the Board of Directors.
(d) Nominations of Directors shall be proposed by the nominating committee or from the floor during the Annual Meeting.
(f) All appointments of committee members shall be reported to the Executive to be ratified by the Board of Directors at its next meeting.

BYLAW 3. Committees

(a) All meetings are at the call of the chair of the particular committee. Upon the direction of the Board of Directors the President may also call a meeting of the committee.
(b) If the Chair of a committee is not present at a committee meeting, the members shall elect a chair for that meeting.
(c) Minutes of meetings or committee reports shall be presented at the next regular meeting of the CAL Board of Directors.
(d) All committees are responsible to the Board of Directors
(e) All Committees may be asked to report to the Executive Committee.
(f) If a committee member participates in activities with interests conflicting with those of the CAL, his office may be declared vacant by a majority vote of the Board of Directors.
(g) If a committee member fails to declare a conflict of interest, his office may be declared vacant by a majority vote of the Board of Directors.
(h) The term of office for all committee members shall be for a maximum of three (3) consecutive years in one position.  One additional year may be approved by a 75% majority vote of the Board of Directors.

BYLAW 4. Meetings

1. All Executive and Board of Directors Meetings shall be at the call of the President or Vice-President. If for any reason a Board of Directors Meeting has not been held within two weeks after being requested by three (3) members of the Executive or five(5) members of the Board of Directors, a meeting must be called and chaired by the Vice-President within 48 hrs.

2. The Annual General Meeting shall be held at such a date, place and hour as determined by the Executive each year between November 1^st and November 15^th.

3. A general meeting shall be called between May 1^st and June 30^th of each year to elect new Board members.

4. The Order of business at the above meeting shall be as follows:

1. Opening prayer. The president introduces agenda for acceptance.

2. Reading and adoption of the minutes of the previous general meeting(s).

3. Business arising from the minutes.

4. Secretary report.

5. Treasurer report.

6. Presidents report

7. Committee report.

8. Election of officers

9. Other Business

10. Adjournment and closing prayer

1. A special General Meeting of the Association may be called at any time by 2/3 majority vote of the Board of Directors. A special General Meeting must be called by the Board of Directors if requested (in writing, and accompanied with the agenda item(s) to be discussed) by no fewer than Thirty (30) voting members.

2. The order of business at each Annual Meeting shall be as follows:

1. Opening prayer. The president introduces agenda for acceptance.

2. Reading and adoption of the minutes of the previous general meeting(s).

3. Business arising from the minutes.

4. Secretary report.

5. Treasurer report.

6. Presidents report

7. Committee reports.

8. Amendments to the Constitution and Bylaws.

9. Other Business

10. Adjournment and closing prayer

1. In case there is any dispute about proceedings during meetings, Roberts Rules of Order shall apply.

2. Minutes shall be kept for all meetings of all committees.

BYLAW 5. Notice of Meetings

Notice of the Annual or Special General Meeting or Board of Directors meeting shall be sent to the members of the Board of Directors at least five days prior to the date set for the meeting. A notice of the Annual or special general meeting and the purpose shall be given to all voting members of the CAL by advertisement in the local paper at least five days before the meeting date.

BYLAW 6. Fees

The Board of Directors shall approve fees, annually, as required by the individual division or programs.

BYLAW 7. Rulings

The Board of Directors shall keep on record all its decisions pertaining to rules, regulations, appeals, etc. Where relevant these shall become official operating procedures of the CAL.

BYLAW 8. Advertising

Sponsored commercial advertising will be allowed. All sponsorship must be approved by the CAL. Executive.

BYLAW 9. Code of Conduct

The CAL Code of Conduct identifies the standard of behavior which is expected of all CAL members, including players, coaches, parents, directors, staff and guardians.

The CAL is committed to providing a sports environment in which all individuals are treated with respect. Members of the CAL shall conduct themselves at all times in a fair and responsible manner. Members shall refrain from comments or behaviors which are disrespectful, offensive, racist or sexist. In particular, behavior which constitutes harassment or abuse will not be tolerated by the CAL. During the course of all CAL activities and events, members shall avoid behavior which brings the CAL into disrepute, including but not limited to abusive use of alcohol and non-medical use of drugs.

The CAL recognizes the Canadian Policy on Penalties for Doping in Sport.

CAL members shall at all times adhere to CAL operational policies and procedures, to rules governing CAL events and activities and to rules governing any competitions in which the member participates on behalf of the CAL.

Members of the CAL shall not engage in any activity or behavior which interferes with a competition or with any player's preparation for competition, or which endangers the safety of others. Failure to comply with this Code of Conduct may result in the member losing the privileges that come with membership in the CAL, including the opportunity to participate in CAL activities.

BYLAW 10. Conflict of Interest

1. A person is in conflict of interest when he participates in a decision which could specifically benefit him or his immediate family or close associates.
2. Members of the Board of Directors, members of the Executive Committee or any other committee must declare a conflict of interest.

BYLAW 11. Committees Structure and Functions

(a) The Finance Committee

1. Shall consist of the following members: Chair of Finance, President, Treasurer and two members appointed by the Board of Directors.
2. Shall be responsible for the financial affairs of the CAL.
3. Shall annually prepare a budget to be presented to the Board of Directors at its meeting immediately prior to the annual meeting.

(b) The Hockey Committee

1. Shall be made up of the following members: Vice President of Hockey (chair), Head convenors of House league, Player Development and Skill Development, Association representatives (one from each organization). CAL ice time scheduler (Ex officio, non voting).
2. Shall be responsible for all Hockey and Skills Development programs.
3. The Boys and Girls Hockey Committees are accountable to the CAL Executive in all matters and undertakings, including financial.  The Hockey Player development budget will be submitted to the Vice President of Boys and Girls Hockey respectively in June of each year, for presentation and approval by the Finance committee in August of each year.
4. The Boys Player Development Program is not a representative program
5.The Boys and Girls Hockey Committees will present a comprehensive plan of activities for the coming season to the Executive Committee for approval by May 31. The seasonal plan will include a description of all elements of the Hockey programs.

(c) The Softball Committee

1. Shall consist of the following members: Vice President of Softball(chair), head convener, equipment manager, Inter-Community or inter-association representative, softball fundraiser and registrar.
2. Shall be responsible for the Softball programs.
3. Shall annually prepare a budget and operational plan to be presented to the Finance Committee no later than February 15^th of each year.

(d) The Bowling Committee

1. Shall consist of the following members: Vice President of Bowling (chair), coaches, (parents representative) and bowling treasurer .

2. Shall be responsible for the Bowling programs.

3. Shall annually prepare a budget and operational plan to be presented to the Finance Committee no later than August 15^th of each year.

(e) Player Development Committee

1. Shall be a subcommittee of the respective Sports Division Committee.

2. Shall consist of the following members: Head Convenor of Player development (chair) and managers, or delegate a representative form its sports division committee

3. Shall be responsible for the Player development program.

4. Shall report to and be responsible to the respective Sports Division Committee.

(f) Financial Assistance/Bursary Committee

1. Shall consist of the following members: The Treasurer, the Vice-President and the Secretary.
2. Shall review all applications for financial assistance and award assistance where deemed appropriate.
3. Shall report to the Executive committee the number of recipients of financial assistance and the total amount awarded.
4. The application forms of all recipients shall be kept on file.
5. Shall select the annual Bursary recipients.

BYLAW 12. Appeals

1. Appeals will only be accepted in writing and must be submitted to the CAL office within 96 hours of the decision being appealed.
2. Appeals must initially be presented to the committee responsible for the program or policy.
3. Appeals must be accompanied by a deposit of $50.00 for organizations and $25.00 for individuals.
4. All decisions made by the program committee pertaining to rules of play shall be final.

BYLAW 13. Abuse and Harassment

1. The CAL will not condone any behavior which is insulting, intimidating, humiliating, offensive or physically harmful.
2. The CAL will at all times put the child's best interest first. In sports this means ensuring that the player is treated with respect and integrity - emotionally, socially, intellectually, physically, culturally and spiritually
3. It is the policy of the CAL that any personnel (part-time and full-time staff, volunteer, participant, team official) or partner (parent or guardian) who has reasonable grounds to suspect that a participant is, or may be suffering, or may have suffered from emotional, physical abuse and neglect and/or sexual abuse shall immediately report the suspicion and the information on which it is based to the local child protection agency and/or local police detachment.
4. The CAL will strictly adhere to the screening and selection process for all staff and volunteers.

BYLAW 14. Policies and Procedures Manual

The current policies, procedures and processes of the CAL must be maintained in a manual kept in the CAL office.

BYLAW 15. Registration Fees

1. Registration fees for programs, pool players, pool teams and association teams must be approved by the Executive.
2. Registration fees must be paid in full no later than half way through the program.
3. A non-refundable Administration fee shall be charged for each program based on no more than 25% of the full fee.
4. Default of payment of registration fees will result in ineligibility of further participation in any of the CAL programs.

Last updated November 14, 2002