Constitution
The Association shall be known as the South Okanagan (Similkameen) Youth Soccer Association (SOYSA) and shall be located in Penticton, B.C.
The objectives of the Association shall be:
2.1 to foster, develop, and govern the game of soccer among all youth within the District of South Okanagan (Similkameen) (former Districts of Penticton and South Okanagan)
2.2 to encourage, through soccer, development of skill, regular healthy exercise and fair play.
The South Okanagan (Similkameen) Youth Soccer Association (SOYSA) is affiliated to the British Columbia Youth Soccer Association (BCSA) and is subject to the rules and regulations of that body.
Dissolution of the South Okanagan (Similkameen) Youth Soccer Association (SOYSA) shall be effected by a vote of 75% of the voting members, passed at a Special Meeting called for that purpose.
4.1 In the event of dissolution of the Association, the assets of the Association remaining after satisfaction of its liabilities and the proposed dissolution costs, would become the property of the British Columbia Youth Soccer Association (BCSA), to be disbursed as they see fit.
4.2 The provisions of Article 4 are unalterable.
5.1 A Member of the Association shall be a member area.
5.2 Areas must have a minimum of three teams to qualify for membership.
5.3 Member Areas are entitled to equal voting representation on the Board of the Association.
5.4 The Board may remove an Area from membership for:
5.4.1 failure of area to submit a list of teams for scheduling purpose by a stated date.
5.4.2 failure of an area to comply with the objectives of the Association.
5.5 Application for membership must be made in writing to the Board. New membership may be granted only at a Special Meeting called for that purpose, of which Directors must receive 21 days notice in writing.
6.1 The Board shall appoint a date prior to December 1st of each year for the Annual General Meeting of the Association. At this General Meeting:
6.1.1 voting shall be restricted to 5 votes per member area, to be cast by designated area delegates or by proxy.
6.1.2 a list of designated area members must be provided, in writing, to the SOYSA Administrator 5 days prior to the meeting date.
6.1.3 participation shall be open to all members of the member areas.
6.1.4 the election of the non-voting Treasurer, Chairperson, and Vice-Chairperson shall take place.
6.1.5 the order of business shall be as follows:
a) Welcome
b) Roll Call / Credentials
c) Approval of previous AGM Minutes
d) Old Business
e) Communications
f) Chairperson’s Report
g) Director’s Reports
h) Treasurer’s Report
i) Nominations / Elections
j) New Business
k) General
l) Adjournment
7. MEETINGS OF THE BOARD OF DIRECTORS
7.1 The Board of Directors shall include:
7.1.1 two voting Directors from each area
7.1.2 a (non-voting except in tie-breaking) Chairperson elected from the membership
7.1.3 a (non-voting) Treasurer and Vice-Chairperson elected from the membership
7.1.4 a (non-voting) SOYSA Administrator (appointed at the discretion of the Board and responsible for Board minutes, SOYSA statistics, coordination and registrations)
7.2 The Chairperson shall be rotated between the member areas. If an Area declines their turn, the next area shall be asked for a candidate for the position.
7.3 The Chairperson shall be appointed for a two-year period. The Vice-Chairperson is to be in training during this time.
7.4 An Area whose voting Director has been elected to the non-voting positions of Chairperson, Vice Chairperson, or Treasurer on the SOYSA Board, may appoint another voting Director to the Board.
7.5 The elected SOYSA Board Chairperson, Vice Chairperson, and Treasurer can no longer represent that Area on the Board.
7.6 Areas represented on the SOYSA Board must forward the names of their two (2) designated Board members five days prior to the Annual General Meeting of the SOYSA Board. These designated Board members will be the two (2) voting directors representing their Area.
7.7 Each Area may forward the name of (2) alternates to the SOYSA Board. In case one of the two voting Directors is unable to attend, his/her place can then be occupied by their designated alternate and will carry one (1) vote. At no time will any area have more than two (2) voting Directors on the SOYSA Board. No other person(s) will be recognized by the Board as a designated Board member.
7.8 Any director or officer absent from three consecutive meetings without cause, or willfully neglecting his/her duties, may be deemed to have forfeited his/her position.
7.9 The Board may otherwise remove a director or officer for just cause.
7.10 Should a vacancy occur on the Board during the year, the Board shall instruct the area concerned to appoint a replacement.
7.11 In the absence of any area director, at the SOYSA Board meetings, the absent area Director’s vote may be carried by another Director, as designated, in advance of each meeting, by the absent Director.
7.12 Each voting Area member will assume the responsibility of a SOYSA Committee Director. Vacant Director positions may be overseen by other Board members.
A simple majority of voting delegates shall constitute a quorum at all meetings of the Board (5), Special Meetings (11), and the Annual General Meeting of the Association (11).
The seal of the Association shall be in the custody of the SOYSA Administrator. The seal shall be affixed only as directed by the Board.
The Association shall be administered by the Board, and governed by the Constitution By-Laws and Policies & Procedures of the South Okanagan (Similkameen) Youth Soccer Association (SOYSA) and the British Columbia Youth Soccer Association (BCSA) (or its successor(s)).
The three signing officers of the Association shall be the Treasurer, Chairperson and Vice-Chairperson. Two signatures shall be required on all cheques.
12.1 The financial year shall be from November 1st, to October 31st.
12.2 The Board shall assess the member Area players a quarterly per capita fee, based on player registration, to meet the cost of operating the Association.
12.3 A team or Area shall only be permitted to raise funds using the name of the Association with permission of the Board.
12.4 With the approval of the Board, the Association may raise funds to carry out the objectives of the Association, and may accept donations for this purpose.
The Association books shall be audited each year, 21 days prior to the Annual General Meeting of the Association.
14.1 The Board shall operate all youth competitions within the South Okanagan (Similkameen) Youth Association District in accordance with the Constitution and By-Laws of the British Columbia Youth Soccer Association (BCSA), SOYSA Constitution and By-Laws and SOYSA Policies & Procedures.
14.2 Ensure that a proper financial statement is presented at the Annual General Meeting of the Association.
14.3 Approve an annual budget and major variances from the approved budget as identified by the Treasurer. The Board may from time to time authorize one of its officers to make a specific purchase within a predetermined spending limit.
14.4 Generally meet on a regular monthly basis, but must meet at least six (6) times during any one season. Special Meetings may be convened by the Chairperson or by a majority of the Directors.
14.5 Deal with any protests arising out of normal activities of the Association. Protests must be made in writing to the Chairperson.
14.6 Deal with all discipline cases in accordance with the British Columbia Youth Soccer Association (BCSA) Constitution and Policy.
14.7 Deal with all Risk Management cases in accordance with the British Columbia Youth Soccer Association (BCSA) Constitution and Policy.
14.8 The Board may appoint (non-voting) persons to perform special duties as may be required from time to time.
Alterations, amendments or additions to the Constitution and By-Laws shall be made at the Annual General Meeting of the Association or at a Special Meeting of the Board called for that purpose, and in a manner prescribed in this Constitution, and must receive a two thirds vote of the Directors present. Such alterations, amendments or additions must be made in writing and each member Area shall be given notice of the proposed changes 21 days prior to the meeting.
An Area:
16.1 is a member of the Association
16.2 carries out the objectives of the Association within its Area boundaries
16.3 is represented by two Directors on the SOYSA Board and SOYSA Committee representation.
16.4 supports coordination of teams living within its Area boundaries
17. MEMBER AREAS AND AREA BOUNDARIES
The Areas which are members of the Association are the:
17.1 Summerland Youth Soccer Area
The area which includes the Corporation of Summerland (including Trout Creek); north up to the Okanagan Lake Provincial Park; mid-way between Sage Mesa and Trout Creek; area to the west of Summerland (Faulder), and including those parts of the Penticton Indian Band accessed from Summerland.
17.2 Penticton Youth Soccer Area
The area which includes the City of Penticton, communities/ areas of Naramata, Kaleden, Westbench, Sage Mesa, Husula Highlands, Heritage Hills, Skaha Estates, Okanagan Falls*, and Twin Lakes, *Keremeos.
17.3 Oliver Youth Soccer Area
The Town of Oliver, communities/areas of Okanagan Falls, *Vaseaux Lake, Gallagher Lake, Willowbrook, Fairview, and South to Deadman’s Lake.
17.4 Osoyoos Youth Soccer Area
The Town of Osoyoos, and surrounding areas North to Deadman’s Lake, *Keremeos.
*Players whose residence is Okanagan Falls may have the option of registering with either the Penticton or Oliver Areas and for Keremeos it will be Penticton or Osoyoos Areas.
18. DUTIES AND RESPONSIBILITIES OF AREAS
Each Area is responsible for:
18.1 choosing 2 Directors to represent it on the South Okanagan (Similkameen) Youth Soccer Association (SOYSA) Board of Directors
18.2 carrying out decisions of the Board of Directors
18.3 allocating players to Area teams in a manner consistent with Association policy.
18.11 pursuing the objectives of the Association in a vigorous manner.
Association books and records shall be open to inspection by the executives of the clubs.
Players shall register directly with SOYSA.
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