Constitution & ByLaws (Strathroy Minor Lacrosse)

Strathroy Minor Lacrosse Association By-Laws
December 2024

By-Law 1: Code of Conduct

The Strathroy Minor Lacrosse Association (SMLA) is committed to promoting respect, sportsmanship, and integrity in all its activities. All members, including players, parents, coaches, officials, volunteers, and Board members, are expected to adhere to the following principles:

• Treat all participants, officials, and spectators with respect and dignity.

• Refrain from abusive language, bullying, and harassment of any kind.

• Respect the rules of the game and the decisions made by officials.

• Abide by the Association’s policies regarding the consumption of alcohol and other substances.

Zero Tolerance Policy

• Fighting, derogatory comments, or threats of any kind will result in immediate disciplinary action. 

• SMLA reserves the right to remove offenders from the premises and escalate matters to law enforcement if necessary.

Violations of this code may result in disciplinary action, up to and including suspension or expulsion from the Association.

By-Law 2: Board of Directors Duties

• President: Leads the Association, oversees activities, and represents SMLA externally.

• Vice-President: Supports the President, oversees internal operations, and steps in when the President is unavailable.

• Treasurer: Manages financial records, budgeting, and compliance with legal requirements.

• Registrar: Manage the registration process for players, coaches, and team staff, ensuring accurate records, compliance with OLA guidelines, and coordinates with the Treasurer on payments and refunds.

• Secretary: Maintains minutes, and handles correspondence.

• Scheduling Director: Coordinates game and practice schedules and resolves conflicts.

• Technical Director & Equipment Manager: Oversees equipment and player development programs.

• Sponsorship & Marketing Director: Secures sponsorships, manages public relations, and promotes SMLA.

• Coaching Director: Handles coach recruitment, training, and certifications.

• Referee in Charge: Coordinates referee recruitment, training, and scheduling.

• Timekeeping/GameSheet Director: Oversee the scheduling and training of timekeepers for home games, ensuring accurate game sheets, score reporting, and functioning equipment. Maintain game records and address discrepancies with league officials as needed.

By-Law 3: Conflict of Interest

All Directors and Officers must act in the best interest of the Association. A conflict of interest arises when a Director has a personal or financial interest that conflicts with their duty to the Association.

• Any Director with a conflict of interest must declare it to the Board and refrain from participating in discussions or voting on related matters.

• The Board may vote to remove a Director if they fail to disclose a conflict of interest.

By-Law 4: Discipline and Appeals Policy

The SMLA shall have a structured process for handling breaches of the Code of Conduct and other disciplinary matters.
Disciplinary Process:

• Complaints must be submitted in writing and will be reviewed by a Conflict Resolution Committee.

• Penalties may include warnings, fines, suspensions, or expulsion, depending on the severity.

Appeals:

• Appeals must be submitted in writing within 7 days of the decision.

• Appeals will be reviewed by an Appeals Committee.

Progressive Discipline:

1. First infraction: Written warning.

2. Second infraction: Suspension.

3. Third infraction: Removal from the Association.

By-Law 5: Registration and Player Policies

All players must register through the SMLA's official registration platform by the deadlines set annually by the Association. Players must have their registration complete before participating in any activities, with fees paid in full. 

• Residency Rules:

  • Players must reside within SMLA’s designated boundaries as of January 1 of the playing year.

  • If a player moves outside the SMLA jurisdiction, they may complete the current season but must transfer to their new local Association for subsequent seasons unless a special agreement is reached.

  • Residency disputes will be resolved by the Board of Directors in consultation with Zone 7 guidelines.

• Player Releases:

• Any player seeking to gain a release into or out of SMLA must submit a written release request, including necessary approvals from their current and prospective clubs. 

• Releases must adhere to OLA’s player release policies, including deadlines and required forms. 

• Player Movement Between Divisions (Exceptional Player Status):

• Players may be permitted to play in a higher age division based on skill level and team needs, subject to approval by the Coaching Director and Executive Board.

• A written request must be submitted by the player's parent or guardian and the final decision will prioritize the player’s safety and development.

By-Law 6: Sponsorship and Fundraising Policy

Sponsorship

• All sponsorships must be approved by the Sponsorship & Marketing Director.

• Sponsorship packages will be developed and distributed by the Association to potential sponsors.

• Sponsorships will be classified as:

  • Association-Level Sponsorships: Managed by the Sponsorship & Marketing Director, with all proceeds directed to the Association. 

  • Team-Level Sponsorships: Secured by individual teams with prior approval from the Board, subject to the 80/20 allocation agreement (80% retained by the team, 20% allocated to the Association). 

  • Individual Sponsorships: Reviewed and approved on a case-by-case basis, with proceeds allocated as per Board direction.

Fundraising: 

• Teams or individuals may engage in fundraising activities with prior approval by the Board. 

• Fundraising profits must be reported to the Treasurer and allocated according to approved team budgets and the 80/20 allocation agreement (80% retained by the team, 20% allocated to the Association). 

• Fundraising activities must align with the Association’s values and comply with applicable policies and guidelines.

Non-compliance may result in penalties, including loss of sponsorship privileges and funds.

By-Law 7: Insurance Coverage

All players, coaches, and volunteers will be covered under the Ontario Lacrosse Association’s (OLA) insurance plan. Claims or incidents must be reported to the SMLA Board and OLA immediately.

By-Law 8: Volunteer Expectations and Roles

All volunteers must comply with the Association’s Code of Conduct and must undergo a vulnerable sector background check, as required by the Association. Volunteers who fail to meet expectations may be removed from their roles.

By-Law 9: Team Selection and Player Policies

Team Selection: 

• The Coaching Director, in collaboration with assigned coaches and evaluators, will oversee team selection to ensure transparency and fairness.

• Teams will be structured to emphasize both skill development and competitive play, reflecting SMLA’s commitment to player growth. When multiple teams are created within a division, players will be tiered based on skill level, experience, and team needs to promote fair competition and maximize individual development opportunities. 

Playing Time Guidelines:

• House League:

  • Coaches are required to provide equitable playing time to all players, regardless of skill level, emphasizing participation and development.

• Representative Teams:

  • Playing time may be adjusted based on performance, effort, and game context, especially in high-stakes situations (e.g., tournaments or playoffs, power plays or penalty kills). However, all players will have opportunities to contribute meaningfully during games and player development remains a priority.

Conflict Resolution:

• Any disputes or concerns regarding team selection must be submitted in writing to the board within 48 hours of team announcements.

• The concern will be reviewed by the Conflict Resolution Committee and a decision will be communicated within 7 days.

Development Philosophy:

SMLA prioritizes player development at all levels, focusing on skills, teamwork, and sportsmanship. Coaches will be encouraged to implement training plans that cater to varied skill levels and promote progression throughout the season.

By-Law 10: Reimbursement & Refund Policy

Reimbursements:

The SMLA will provide reimbursements to Members for the following situations, provided funds are available:

• 50% of the cost of OLA Coaching Certification

• 100% of the cost of Referee Certification

• 100% of all reasonable costs for an Executive Member attending the OLA AGM/SAGM, Accommodations, Fuel for attending all OLA/Zone 7 Meetings including but not limited to Monthly, Disciplinary, Release and AGM Meetings.

Refunds:

Upon registration through the SportzSoft platform, the Ontario Lacrosse Association (OLA) collects a $30 administrative fee, which is non-refundable once payment is processed. Consequently, any cancellation of SMLA registration will incur a $30 administrative fee, regardless of the reason for cancellation.

General Refunds

• Full Refunds:

  • A full refund, minus the $30 OLA administrative fee, will be issued if:

  • A player is released from a Competitive Team. Released players may have the option to join a House League team if available.

  • In the case where there are insufficient players to form full teams, a full refund including the $30 OLA admin fee will be issued.

• Refund Deadline:

  • Full refunds will be granted up to two (2) weeks after the teams first scheduled practice in the case of Competitive Teams.

  • Full refunds will be granted up to one (1) week after teams first scheduled practice for House League Teams.

Injury-Related Refunds

• Competitive Teams:

  • If a player is injured within the first four (4) weeks of the Competitive Lacrosse Season, they are eligible for a 50% refund of their registration fee, minus the $30 OLA administrative fee.

• House League Teams:

  • If a player is injured within the first two (2) weeks of the House League Season, they are eligible for a 50% refund of their registration fee, minus the $30 OLA administrative fee.

By-Law 10: Equipment Management Policy

The Equipment Manager is responsible for distributing, maintaining, and collecting all equipment used by the Association. Coaches are responsible for the safekeeping and return of all team equipment at the end of the season.

Goalie Equipment:

1. Equipment Distribution:

• Goalie equipment will be provided by SMLA at the start of each season to teams requiring it. This includes chest protectors, leg pads, gloves, and sticks, as outlined by Ontario Lacrosse Association (OLA) standards.

• Goalies will be required to provide their own helmets.

• Coaches are responsible for ensuring that all goalie equipment is distributed only to registered players.

2. Deposit Policy:

• A refundable deposit is required for the use of goalie equipment. The deposit amounts are:

  • $200 for players in Paperweight divisions.

  • $400 for players in U9 and higher divisions.

• Deposits must be submitted as a post-dated cheque (dated August 31 of the current playing year) made out to SMLA and provided to the Equipment Manager before equipment is issued.

3. Equipment Care and Use:

• Players and parents are responsible for maintaining the equipment in good condition throughout the season.

• Any damage to equipment must be reported immediately to the Equipment Manager. Negligence resulting in damage may result in forfeiture of the deposit and replacement of damaged equipment may be necessary.

4. Return of Equipment:

• All goalie equipment must be returned in good condition to the Equipment Manager within two weeks of the season's end or upon the player’s departure from the team.

• Equipment should show only normal wear and tear from regular use. Any significant damage, beyond normal use, must be documented and reviewed by the Equipment Manager.

5. Forfeiture of Deposit:

• Deposits will be forfeited in the following cases:

  • Equipment is not returned by the specified deadline.

  • Equipment is returned in a condition that shows neglect or misuse (as determined by the Equipment Manager).

• Forfeited deposits will be used to repair or replace damaged or missing equipment.

6. Use of Personal Goalie Equipment:

• Players who wish to use their personal goalie equipment must ensure it meets the Ontario Lacrosse Association’s (OLA) safety standards.

• Personal equipment must be inspected and approved by the Equipment Director before use in practices or games.

7. Accountability and Communication:

• Coaches must submit a record of distributed goalie equipment to the Equipment Director at the beginning of the season.

• Any unresolved disputes about equipment deposits, damages, or replacements will be addressed by the Equipment Director in consultation with the Board.

8. Ownership of Equipment:

• All goalie equipment issued by the association remains the property of SMLA and must only be used for SMLA-sanctioned activities.

By-Law 11: Amendment Process

Amendments to the Constitution or By-Laws can be proposed by any member in good standing. Proposed amendments must be submitted in writing to the Vice-President at least 30 days prior to the Annual General Meeting (AGM). Amendments require a two-thirds majority vote of members present at the AGM to be adopted.

By-Law 12: Dissolution of Assets

In the event of dissolution of the SMLA, all remaining assets, after payment of liabilities, shall be distributed to a not-for-profit organization with similar objectives as determined by the Board. Assets will not be distributed to members of the Association upon dissolution.

Strathroy Minor Lacrosse Association Constitution
December 2024

Section 1: Identification

1.01 Name
The name of the organization shall be the Strathroy Minor Lacrosse Association (SMLA).

1.02 Mission Statement
The mission of the Strathroy Minor Lacrosse Association (SMLA) is to promote, foster, and develop the sport of lacrosse in the Strathroy region. We prioritize inclusivity, competitive excellence, community spirit, and athletic development for all participants.

1.03 Vision
The vision of the SMLA is to be a leading minor lacrosse organization that empowers youth through sport, promoting lifelong participation in lacrosse and fostering a strong community. 

1.04 Values
The values of the SMLA include integrity, respect, inclusivity, teamwork, and sportsmanship, guiding all activities and interactions within the Association.

1.05 Objectives

• To provide opportunities for all players to participate and excel in lacrosse.

• To teach sportsmanship, teamwork, and respect for others.

• To promote the growth of lacrosse through positive experiences and community involvement.

• To balance recreational player development with competitiveness.

1.06 Affiliation
The SMLA shall maintain affiliation with the Ontario Lacrosse Association (OLA) and Zone 7. The Association will adhere to all applicable OLA and Canadian Lacrosse Association (CLA) rules and regulations.

Section 2: Membership

2.01 Classes of Membership
Membership is classified as follows:

• Playing Members: Registered players.

• Adult Members: Parents, guardians, referees, and volunteers actively participating in Association activities.

• Executive Members: Members serving on the Executive Board.

• Lifetime Members: Life Membership may be granted to individuals who have rendered extraordinary service to the Association. Nominations for Life Memberships must be approved by a two-thirds vote of the Executive Board. Life members shall be elected at the Annual General Meeting. A life member shall have full voting rights at all General Membership Meetings and Annual General Meetings and access to Executive Board meeting minutes upon request.

2.02 Membership Eligibility
To be in good standing, members must:

• Pay all fees in full.

• Have no equipment or jerseys outstanding.

• Abide by the SMLA Code of Conduct and policies.

Members in good standing have the right to attend and vote at the Annual General Meeting (AGM) and can participate in the nomination and election of the Executive Board. Members also have the right to participate in Association programs and access information about the Association, excluding information on players and finances. Finances will be shared at the end of year AGM.

2.03 Termination of Membership
Membership will cease if the member resigns or is removed due to misconduct.

Section 3: Governance Structure

3.01 Executive Board Composition
The SMLA Executive Board shall include the following positions:

• President, Vice President, Secretary, Treasurer, Registrar. 

• The Executive Board will also include Directors for Coaching, Sponsorship & Marketing, Equipment, Technical, Scheduling, Referee-in-Charge and Timekeeping.

3.02 Duties of the Executive Board

• President: Leads the Association, oversees activities, and represents SMLA externally.

• Vice-President: Supports the President, oversees internal operations, and steps in when the President is unavailable.

• Treasurer: Manages financial records, budgeting, and compliance with legal requirements.

• Registrar: Manage the registration process for players, coaches, and team staff, ensuring accurate records, compliance with OLA guidelines, and coordinates with the Treasurer on payments and refunds.

• Secretary: Maintains minutes, and handles correspondence.

• Scheduling Director: Coordinates game and practice schedules and resolves conflicts.

• Technical Director & Equipment Manager: Oversees equipment and player development programs.

• Sponsorship & Marketing Director: Secures sponsorships, manages public relations, and promotes SMLA.

• Coaching Director: Handles coach recruitment, training, and certifications.

• Referee in Charge: Coordinates referee recruitment, training, and scheduling.

• Timekeeping/GameSheet Director: Oversee the scheduling and training of timekeepers for home games, ensuring accurate game sheets, score reporting, and functioning equipment. Maintain game records and address discrepancies with league officials as needed.

3.03 Elections and Term Limits

Elections for Executive positions shall occur annually at the AGM. Positions are held for two-year terms, with staggered elections for continuity. Should a vacancy occur mid-term, the Executive Board may appoint a replacement to serve the remainder of the term.

• The following roles will be open for election on even years:

  • President, Registrar, Technical Director, Equipment Manager, Timekeeping/GameSheet Director, Sponsorship & Marketing.

• The following roles will be open for election on odd years:

  • Vice-President, Treasurer, Secretary, Scheduling Director, Coaching Director, Referee-in-Charge.
    
    

3.04 Conflict of Interest
Executive members must disclose potential conflicts and abstain from discussions or decisions where conflicts arise.

Section 4: Meetings

4.01 Annual General Meeting (AGM)

• The AGM shall be held in the fall, with 30 days' notice provided to members.

• The agenda will include financial reports, elections, and amendments to the Constitution or bylaws.

4.02 Special Meetings

• Special General Meetings may be called by the Executive Board or 10% of the adult membership with at least 14 days' notice.

4.03 Quorum and Voting

Executive Board Meetings:

• A quorum is 50% of the current Executive Board members plus one. Each Executive Board member has one vote.

• Proxy voting is permitted as outlined in Section 4.04.

• In case of a tie, the President casts the deciding vote.

General Membership Meetings (e.g., AGM):

• A quorum is 50% of eligible voting members (Adult Members and Playing Members aged 18 or older) plus one. Each member in good standing has one vote.

4.04 Proxy Voting for Executive Members

To ensure that Executive Board decisions reflect the input of all members, proxy voting is permitted when an Executive member cannot attend a scheduled meeting.

• Process

  • Notification: The absent Executive member must notify the Secretary in writing (email is acceptable) at least 24 hours before the meeting, naming their proxy.

  • Scope: Proxies may vote only on specific agenda items identified in advance by the absent member.

  • Documentation: The Secretary will record the proxy designation in the meeting minutes, along with the specific items the proxy is authorized to vote on.

• Limitations:

  • A member may serve as a proxy for only one absent Executive member per meeting.

  • Proxies are valid only for the specified meeting and agenda items.

• Restrictions: 

  • Proxy voting is not permitted for:

    • Elections of Executive Board members.

    • Amendments to the Constitution or bylaws.

Section 5: Financial Management

5.01 Financial Year
The financial year of the SMLA ends on September 30th annually.

5.02 Banking and Cheques
All funds shall be managed through designated financial institutions, with signatories including the President, Treasurer, and one other Board member.

5.03 Reporting and Audits
A financial statement and audit (if required) will be presented at the AGM.

Section 6: Committees

6.01 Committees
The Board may establish standing or ad-hoc committees to assist in managing specific functions or projects within the Association. Members may volunteer for committees as needed.

Section 7: Grievance Procedure
7.01 Grievance Procedure
Members are encouraged to voice concerns or grievances to the Board in writing. Complaints or grievances will be reviewed by a Conflict Resolution Committee, who will work towards a resolution in a fair and timely manner.

Section 8: Dissolution Clause

8.01 Dissolution of Assets
In the event of dissolution of the SMLA, all remaining assets, after payment of liabilities, shall be distributed to a not-for-profit organization with similar objectives as determined by the Board. Assets cannot be distributed to members of the Association upon dissolution.

Section 9: Limitation of Liability

9.01 Limitation of Liability
No member, officer, or director of the SMLA shall be liable for any loss, damage, or liability incurred by the Association, provided they acted in good faith and within the scope of their duties.

Section 10: Confidentiality

10.01 Confidentiality Policy
The Association will protect the confidentiality of all personal information provided by members during registration and in Association activities.

Section 11: Social Media and Communication Policy

11.01 Communication
The SMLA will utilize various communication platforms to keep members informed about events, schedules, and important announcements. Members are encouraged to engage respectfully on all platforms.

Section 12: Ethical Fundraising Practices

12.01 Fundraising
The SMLA is committed to conducting all fundraising activities ethically and transparently, ensuring that funds are used for the benefit of the Association and its members.

Section 13: Amendments

13.01 Amendments to the Constitution
Proposed amendments to this Constitution must be submitted in writing to the Vice-President at least 30 days prior to the AGM. Amendments must be approved by a two-thirds majority vote of members present at the AGM.