REVISED, JANUARY 9, 2012 Star City Minor Sports Association Box 157 Star City, SK S0E 1P0

Constitution Article 1: Name The name of this organization shall be STAR CITY AND DISTRICT MINOR SPORTS ASSOCIATION.

Article 2: Mission Statement and Values The mission of the Star City and District Minor Sports Association is to provide recreation activities inclusive of all children in the SCMS jurisdiction, with an emphasis on creating an environment that is participant centered.

Values: 1.

Respect: to treat all participants, members, coaches, staff, referees, and other personnel with respect at all times. Financial Accountability: to ensure funds are accounted for and expended responsibly Integrity: to conduct all matters with utmost integrity. Leadership: to provide leadership in the community Partnerships: to encourage partnerships with other related community groups Inclusive Participation: to encourage participation from all possible participants, and create a spirit of inclusiveness.

2. 3. 4. 5. 6.

Article 3: Goals and Objectives 1. 2. 3. 4. 5.

To create an environment that provides programs which foster the qualities of good sportsmanship, and teach respect for authority and property to all participants. To provide programs that are inclusive of all children who wish to participate in Minor Sports athletic activities. To provide recreational programs which focus on participation and skill development. To ensure that community relations are positive and inclusive of all members of the area. To support and participate in all related community development initiatives that involve community partners with similar objectives.

Article 4: Membership A. Membership shall consist of all parents or guardians of children registered for the current season. B. Associate membership shall consist of all members of teams who use the Star City Arena or Sports Grounds as a home base, and all residents of the Town of Star City and RM of Star City.

Article 5: Fees A. B. C.

All fees will be set by the SCMS Executive prior to the beginning of each season. Registrants are required to pay the set fees prior to the start of the applicable season. The SCMS Executive may elect to allow fees to be paid late, or to waive or alter fees under special circumstances.

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Article 6: Executive The activities of SCMS shall be governed by an Executive. The Executive will operate under the terms and conditions of the Star City Minor Sports Constitution, Bylaws, and Polices. The SCMS Executive will carry out their duties, roles, and responsibilities to the best of their ability and in the best interests of the organization. The duties, roles, responsibilities and membership of the Executive shall consist as follows: 1.

President: a. Elected at annual meeting for a two year term. b. Calls and presides over all meetings; develops and presents agendas one week prior to each meeting. c. Represents and speaks on behalf of the organization. Maintains responsibility for ensuring positive public and community relations. d. Provides orientation to new board members. e. Automatic member of all executive appointed committees. f. Holds signing authority on SCMS accounts.

2.

Vice President: a. Elected at annual meeting for a two year term. b. Performs the duties of the president in the president’s absence. c. Presides over special projects and events as determined by the executive. d. Serves as a voting member of the Executive. e. Holds signing authority on SCMS accounts. f. Other duties as determined by the Executive.

3.

Past President: a. Remains on the board following their presidency for a one year term. b. Serves as a voting member of the Executive. c. Presides over special projects and events as determined by the executive. d. May hold signing authority on SCMS accounts. e. Other duties as determined by the Executive each year.

4.

Secretary: a. Elected at annual meeting for a two year term. b. Takes minutes at each meeting denoting Motions made and Actions required. c. Distributes minutes to all members of the Board within one week following each meeting. d. Sorts and distributes any correspondence received to the appropriate member(s) of the executive. e. May hold signing authority on SCMS accounts. f. Serves as a voting member of the executive.

5.

Treasurer: a. Elected at annual meeting for a two year term. b. Collect, receive, record, and deposit all monies received. c. Present financial report at each meeting. d. Pay all accounts payable. e. Send appropriate billing to all accounts receivable. f. Provides year end statements within 60 days of the business year end of June 30th.

6.

Coordinators: The SCMS Executive will appoint or elect coordinators by board motion for each fiscal year. The Executive may request coordinators be voting members of the board. All such requests will be made by board motion. All coordinator positions will be directly

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responsible to the Executive and will submit reports and projected budgets for their assigned area. Coordinator positions may include, but are not limited to: 1. Hockey Coordinator: organizes all hockey related registrations, activities, tournaments, etc. and act as liaison between SCMS and SHA. Ensures that appropriate insurance fees have been paid, coaches are certified, and that all SHA regulations have been followed. 2. Skating Coordinator: organizes all skating program related activities, registrations, and events. Acts as the SCMS liaison to Skate Canada and ensures that appropriate insurance and registration fees have been paid, coaches are certified, and all Skate Canada regulations have been followed. 3. Fundraising Coordinator: organizes all fundraising activities for the year, ensuring all minor sports families receive the required information and opportunity to fundraise. Presents fundraising suggestions at each Annual Parent Meeting and gathers feedback on suggestions. Fundraising coordinators will be asked to serve two consecutive terms in order to keep continuity. 4. Ball Coordinator: organizes all ball related activities and schedules, presides over ball equipment, arranges for coaches and entry into leagues. Acts as the liaison to the appropriate provincial ball association. Ensures all insurance has been paid and all regulations are followed. 5. Kitchen Coordinator: ensures that all kitchen supplies are ordered as required, and that the kitchen is adequately stocked for each event. Arranges for kitchen workers as required, ensuring that families who owe fundraising fees are given the first opportunity to work shifts. Acts as a liaison to the maintenance staff in all matters concerning the kitchen operations. 6. Maintenance Coordinator: acts as a liaison to the arena maintenance staff and ensures that maintenance of the building and grounds is kept up to standard. Organizes volunteer work crews as required, and acts as a backup to the arena caretakers if necessary. Ensures that maintenance of ball diamonds is addressed to begin each season. Provides a report to the board each year identifying maintenance priorities and costs.

Article 7: Terms of Office

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Terms of Office begin on July 1 of each year. Persons in elected or appointed positions are eligible for re-election or re-appointment for two consecutive terms.

Article 8: Executive Appointments Appointments may be made by board motion to fill any executive position that has become vacant before a term has been completed.

Article 9: Committees The executive may appoint committees as required. Members of the committees may or may not be members of the executive. The duties of the committees will be determined by the Executive. Committees may be formed for special events such as hockey tournaments, skating events, etc. Committees will provide estimated budget costs for all projects and special events.

Article 10: Meetings All SCMS meetings will be conducted following Robert’s Rules of Order. Executive Meetings: a. Meetings of the Executive shall be called by the President and will be set at the beginning of each fiscal year.

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b. All elected Executive Officers shall have full voting powers at executive meetings. Appointed coordinators will have voting privileges as made by board motion. c. Quorum will consist of the attendance of a minimum of three persons from the identified executive positions (President, Vice President, Past President, Secretary, Treasurer). d. Executive meeting Decisions and Actions shall be determined by motions moved, seconded, discussed, voted on, and carried. All motions will be recorded in the minutes. Annual and General: a. SCMS will hold an annual meeting each year within 90 days of the year end (June 30). Annual meetings will include a report to members on the activities of the year, and will also include elections for the next fiscal year. All members present will be eligible to vote in annual elections. b. Additional General meetings may be called by the Executive as needed.

Article 11: Power of Executive a.

b. c.

The executive is empowered to rule on cases which are not covered by the Constitution, Bylaws, or Policies of Star City Minor Sports. These decisions will not necessarily be considered as precedent setting and will be made on a without prejudice basis. All such decisions will be made by motion and will appear in the minutes of the meeting. The executive has the power to make policies as needed, and to amend existing policies by board motion. The executive is empowered to terminate or request a resignation from elected or appointed members where such members are deemed to not be acting in the best interest of the organization, or have breached the Code of Conduct for SCMS Executive as described in this constitution.

Article 12: Executive Code of Conduct All members of the SCMS Executive, whether appointed or elected shall conduct themselves in accordance with this Code when acting in any official capacity representing the organization. a. b. c. d. e. f. g.

Members of the Executive will attend board meetings to the best of their ability; members who are absent for three consecutive meetings will be asked to resign their positions. Members of the Executive will conduct themselves in a respectful and courteous manner when dealing with any Minor Sports related business. Members of the Executive will strive toward building positive community relations in respect to all Minor Sports business. Members of the Executive will strive to ensure that all funds are expended efficiently, economically, and for the best interest of the organization. Members of the Executive will maintain integrity in all matters of Minor Sports business, and will abide by all decisions made by Board motion. Members of the Executive will not discuss the confidential matters of the Board; all such discussions shall be confined to the appropriate Board and committee meetings. Members of the Executive shall submit their resignation if they become engaged in any real or perceived conflict of interest.

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