Constitution

ARTICLES OF CONSTITUTION

OF THE

EAST SIDE EAGLES FOOTBALL CLUB INCORPORATED

ADOPTED: January, 1984

AMENDED: January, 1989; January, 1992; January, 1995; January, 1997;

January, 1998; January, 2000; January, 2001; January, 2005;

January, 2013; January, 2019, January, 2020

ARTICLE 1: NAME

The name of the organization shall be: "EAST SIDE EAGLES FOOTBALL CLUB

INCORPORATED", hereinafter referred to as "the Club".

ARTICLE 2: INCORPORATION

The Club has been duly incorporated as a non-profit organization under the provisions of

the laws and statutes of the Province of Manitoba.

ARTICLE 3: OBJECTIVES

The objectives of the Club shall be:

1. To promote and to develop amateur football;

2. To enforce the rules of the game of football;

3. To organize and supervise all Club games and activities;

4. To assist in the moral and physical growth of youths from 7 to 18 years of age and of adults

over the age of 18 through amateur football.

In pursuit of these objectives the Club shall liaise with the sports governing bodies of amateur

football and any other organizations carrying out these objectives.

ARTICLE 4: DIVISIONS

4.1 Playing Divisions

The Club shall be organized into two playing divisions:

1. The tackle division, in which players participate in full-contact tackle football;

2. The non-contact division, in which players participate in non-contact football.

4.2 Age Groups

The teams in the tackle division shall be further divided into age groups as set out from time to

time by Football Manitoba and its associated football leagues.

The teams in the non-contact division shall be further divided into groups of varying skill and

interest levels as set out from time to time by Football Manitoba and its associated football

leagues.

ARTICLE 5: MEMBERSHIP

5.1 Playing Membership

Playing membership in the Club is open to all persons who wish to play football and who can

comply with the eligibility requirements as set out from time to time by Football Manitoba and its

associated football leagues.

5.2 Voting Membership

Voting membership is restricted to past or current playing members who are over 18 years of

age, the parents and/or legal guardians, past or current, of playing members who are under 18

years of age, and those individuals who have volunteered for the Club and have shown an

interest in the Club program. Voting privileges of the members apply only at the annual general

meeting.

5.3 Registration Fees

Registration fees shall be set annually, prior to the beginning of the playing season, by the

executive of the Club. Such fees shall not require ratification by the membership at large. The

fees will be established at the lowest practical level with due consideration given to operating

requirements. The registration fees may be different for different divisions and different teams.

Refer to By-Law 9 for exemptions.

5.4 Volunteer Fee

A Volunteer Fee may be set annually, prior to the beginning of the playing season, by the

Executive of the Club. Such Fee shall not require ratification by the membership at large

The Fee payment shall be in the form of cash, credit card or debit card. The Club reserves the

right to not accept any payment in the form of cheque.

The Fee is refundable upon completion of time spent at a Club Fund Raising activity generated

through Football Manitoba, a special bingo from the Lottery Corporation, the Club canteen or

other fund raising activity sanctioned by the Club. The Fee, if not refunded, will be reserved to

cover Clubhouse expenses.

Refer to By-Law 10 for exemption.

ARTICLE 6: THE EXECUTIVE

6.1 The Executive Body

There shall be an executive body of officers consisting of: the Past President, the President,

four Vice-Presidents, the Secretary, the Treasurer (or one executive officer serving as

Secretary-Treasurer), the Fund-Raiser, the Equipment Manager and the Canteen Coordinator

These executive officers may be supported by Directors-at-Large. The Directors-at-Large shall

be determined at the annual meeting.

6.2 Election to the Executive

The executive body shall, with the exception of the Past President, be elected for a one year

term from nominees recommended at the annual general meeting. Nominations must be made

and seconded by voting members. Election shall be done by show of hands, or marked ballot if

a motion has been raised prior to voting, immediately after nominations for a particular office

are closed.

The Past President is not an elected officer. Past President is an appointed position which

shall be held by an individual who has served one complete term as President of the Club.

Normally the Past President shall be the individual who last held the office of President.

6.3 Eligibility

All persons are eligible for election to the executive, however, the office of President can be

held only by someone who has served at least one year on the executive and who is not the

head coach of any team during his/her term as President.

6.4 Remuneration

The Club shall be managed by the executive and the directors, each of which shall serve

without any remuneration, monetary gain, or honoraria, but nothing herein prohibits an

executive, director, or member from being reimbursed for reasonable or previously approved

expenses incurred by him/her in the course of a service for the Club.

6.5 Vacation of Office

An executive officer or director shall be deemed to have vacated his/her office when:

1. He/she resigns, or

2. He/she misses three (3) or more executive meetings without sufficient cause, or

3. He/she is found to have:

a. Acted in a way that is contrary to the articles and bylaws of the Club, or

b. Acted inconsistently in any way with his/her duties as an executive officer or director of

the Club, or

c. Acted in a manner that is detrimental to the Club, its members, or its interests, and

d. Is removed by a majority vote of the executive.

6.6 Appointment of Interim Executive Position

Where an executive officer position has been vacated as stated in Article 6 Section 6.5, the

Club may appoint an individual on an interim basis to fulfill the duties of the vacated position.

The interim executive officer appointment will terminate prior to, or on the scheduled date of the

next annual general meeting.

ARTICLE 7: DUTIES OF THE EXECUTIVE

7.1 General Duties

It is the duty of the executive and the Directors-at-Large to vote on all matters and see that the

constitution of the Club is enforced. The executive shall:

1. Ensure that requirements and obligations under the Corporations Act of Manitoba are met

as and when required;

2. Ensure that requirements and obligations under the Income Tax Act of Canada are met as

and when required;

3. Arrange for player registration;

4. Account for all income and expenditures;

5. Ensure that league schedules and policies are adhered to;

6. Promote and publicize the Club and its activities;

7. Meet monthly or more often as required;

8. Appoint committees as and when required.

7.2 Duties of the Past President

1. Act as an advisor to the executive.

2. Chair the nominating committee.

3. Have access to any and all Club books and records.

7.3 Duties of the President

1. Call and preside over the annual general meeting.

2. Call and preside over all executive meetings.

3. Sit on all committees.

4. Prepare a report on the previous year's activities and deliver it to the membership at the

annual general meeting.

5. Be a signing officer, together with the Treasurer or the First Vice-President, in all financial

matters.

6. Attend, or designate an alternate to attend, any function or event that requires or requests a

representative of the Club.

7. Cast the deciding vote at executive meetings if the vote on an issue is tied.

7.4 Duties of the First Vice-President

1. Perform the duties of the President in his/her absence.

2. Be responsible for player and team staff registrations and fees (if applicable)

3. Represent the Club at the meetings of one of the tackle football leagues with which the Club

is associated.

4. Be a signing officer, together with the Treasurer or the President, in all financial matters.

5. Be responsible for establishing a use schedule for the Practice field.

6. Co-ordinate the League schedules for the use of the Game Fields.

7. Co-ordinate and schedule Game Field rentals to outside user groups.

8. Co-ordinate, with the Club President, a contract form, a fee schedule and billing procedure

for outside groups that rent the Game Field.

9. Co-ordinate the Game Field schedules with the Canteen, to ensure proper supplies and

staff.

10. Perform other duties as may be required by the executive from time to time.

7.5 Duties of the Second Vice-President/MMFA Representative

1. Perform the duties of the President and/or First Vice-President in their absence.

2. Be the designated Manitoba Minor Football Association (MMFA) Representative for the

Club at all League meetings as required.

3. Communicate all rule changes, by-law changes, etc., to the Coaches Coordinator to ensure

all teams are following any/all changes

4. Represent the Club at the meetings of any other of the tackle football leagues with which

the Club is associated.

5. Perform other duties as may be required by the executive from time to time.

6. The duties of the Second and Third Vice-Presidents may be combined and assigned to a

single vice president whose duties shall be those described in ARTICLE 7 Sections 7.5 and

7.6.

7.6 Duties of the Third Vice-President/Coaches Coordinator

1. Perform the duties of the President and/or First Vice-President and/or Second Vice-

President in their absence.

2. Be responsible for the Club's public relations and publicity.

3. Represent the Club at the meetings of one of the tackle football leagues with which the Club

is associated.

4. Perform other duties as may be required by the executive from time to time.

5. The duties of the Second and Third Vice-Presidents may be combined and assigned to a

single vice president whose duties shall be those described in ARTICLE 7 Sections 7.5 and

7.6.

7.7 Duties of the Fourth Vice-President/MGFA Representative

1. Perform the duties of the President and/or First Vice-President and/or Second Vice

President and/or Third Vice-President in their absence.

2. Be the designated Manitoba Girls Football Association (MGFA) Representative for the Club

at all League Meetings as required.

3. Represent the Club at the meetings of any alternate football programs (as sanctioned by

Football Manitoba such as Female Tackle, Flag , Touch) with which the Club is associated.

4. Perform other duties as may be required by the executive from time to time.

5. The duties of the Fourth Vice-President may not be combined with the duties of any other

executive.

7.8 Duties of the Treasurer

1. Ensure that legal counsel files an Annual Return of Information with the Companies Office

of the Manitoba Department of Healthy Living, Seniors and Consumer Affairs. The

appropriate forms shall be obtained from the Companies Office and returned with all

required fees on the anniversary of the Club's incorporation. Will ensure that legal counsel

fees are paid in full and up to date.

2. Ensure that the financial activities of the Club are properly recorded and that all funds and

securities of the Club are secured in the Club's name at a Financial Institution.

3. Be a signing officer, together with the President or the First Vice-President, in all financial

matters.

4. Present financial reports at all regular and annual meetings.

5. Work in conjunction with the Fund-Raiser and establish proper financial responsibility for

fund raising activities.

7.9 Duties of the Secretary

1. Record and distribute the minutes of executive meetings and the annual general meeting.

2. Issue notice of upcoming meetings.

3. Maintain the Club's minute book which shall be made available for inspection by the

Companies Office of the Manitoba Department of Healthy Living, Seniors and Consumer

Affairs. The minute book shall contain:

1. The articles of incorporation of the Club;

2. The constitution, By-Laws, and resolutions of the Club and all amendments to these

documents;

3. The originating minutes of the corporation;

4. Minutes of all Club meetings;

5. A list of all members

6. A list of the executive and directors-at-large with addresses, occupations, and dates

of service.

7.10 Duties of the Fund Raiser

1. Be responsible to the executive for all fund raising activities of the Club including, but not

limited to, pools, raffles, lotteries, sale of goods and/or services.

7.11 Duties of the Equipment Manager

1. Be responsible for the upkeep and maintenance of all the in-stock player equipment and

miscellaneous parts.

2. Maintain records of all outgoing and returning equipment.

3. Prepare a yearly budget for the purchasing needs of new equipment and related supplies.

4. Be responsible for the purchasing of new equipment and related supplies based on the

prepared yearly budget.

5. Set up equipment kits for all the tackle teams and explain the use of the kits to the team’s

prospective equipment manager.

7.12 Duties of the Canteen Coordinator

1. Be responsible for the purchasing of supplies and maintenance of inventory in the

Clubhouse and canteen.

2. Co-ordinate with the First Vice President to ensure that the canteen is stocked and is open

for all Club practices and games and any special or scheduled rental events.

7.13 Board Appointed Positions

The Executive can appoint, but are not limited to, the following positions:

1. Social Media Coordinator

i. Responsible for handling of all social media accounts and website in accordance

to the rules and by-laws put forth by the League and Eagles Executive.

2. Merchandiser

i. Be responsible for supplying various merchandise to sell through the Canteen

for all tackle leagues and any championship clothing should it be applicable

3. Volunteer/Communications Coordinator (Parent/Team Liaison)

i. Responsible for bringing any concerns or questions from the teams and/or

parents to the Executive and back

ii. Be responsible for the collection and compilation of a list of volunteers

iii. Collect and compile a list of volunteers to work the canteen and other volunteer

activities where applicable, on a rotating basis

iv. Coordinate with the Club Treasurer to track and record the Volunteer Fees, if

applicable

v. Compile a list of the volunteers that have and have not worked their allotment

and arrange for the refunds, where applicable

ARTICLE 8: THE PLAYER

8.1 Age Restrictions

All players must comply with the age restrictions as set out from time to time by the football

leagues with which the Club is associated.

8.2 Proof of Age

Proof of age must be supplied. A birth certificate is the preferred document, but where a birth

certificate is not available Manitoba Medical cards, current Driver’s licenses, passports,

citizenship papers, or immigration papers may be accepted.

8.3 Protective Equipment

Each player in the tackle division will wear protective equipment consisting of: helmet,

shoulder/hip/thigh/knee/tailbone pads, and mouth guard.

ARTICLE 9: COACHING STAFF

9.1 Selection of Head Coaches

All head coaches shall be selected, by the Coaches Selection Committee, from interested

applicants.

9.2 Experience Levels of Head Coaches

Individuals applying for the position of head coach of either the Bantam or Major team must

possess coaching experience as follows:

EITHER: The individual must have at least one (1) year of experience coaching as an

assistant in the league in which he wishes to become head coach,

OR: The individual must have at least one (1) year of experience coaching as either an

assistant or a head coach in a league organized for players older than the players

on the team for which the individual is applying to be head coach.

Article 9 Section 9.2 does not affect the selection of individuals for any of the assistant

coaching positions or any of the head coaching positions, other than Bantam and Major, unless

specific qualification rules are required by Football Manitoba.

9.3 Qualification and Certification of Coaches

1. Coaches are required to take any courses and clinics available and to obtain certified

coaching levels. Coaches must meet the certification levels set out from time to time by

Football Manitoba and its associated football leagues.

2. Coaches and Trainers will be reimbursed by the Club at the end of the season at the

Banquet, with submission of approved receipts, which must be received before the end of

the season. Only courses and/or clinics that meet the required certification necessary

will be accepted for reimbursement.

ARTICLE 10: UNIFORMS

All players on any one team will be uniformly dressed and properly equipped. The Club will

supply football apparel as required by the team in uniform colour. Numbers will appear on the

front and back of all sweaters.

ARTICLE 11: SIGNING OFFICERS

The signing officers shall be any two officers from among the President, the First Vice-

President, and the Treasurer.

ARTICLE 12: RULES OF PLAY

The Canadian Amateur Football Association rules shall govern all play.

ARTICLE 13: COMMENCEMENT OF SEASON

Commencement of the season shall be at the discretion of the respective football leagues.

ARTICLE 14: CLUB INCOME AND EXPENSE LEDGER ACCOUNTS

The Club shall maintain ledger accounts, which will be used to cover costs related to the

buildings, grounds, playing field, playing field infrastructures (including, but not limited to, lights,

goalposts, line painting, scoreboards, and public address systems), player equipment, player

uniforms, and general operating expenses as required.

ARTICLE 15: FUND RAISING

15.1 Definition

Fund raising activities are any activities other than registration which lead to monetary or

material gain for the Club.

15.2 Eligibility

All divisions of the Club are eligible to participate in all fund raising activities.

15.3 Approval of Fund-Raising Decisions

Initiation or termination of fund-raising activities must pass by a two-thirds majority vote of the

executive.

15.4 Categories

Fund-raising activities normally fall into four categories:

1. Volunteer work, in which the Club provides a number of volunteers to work at a function and

the Club is paid for the services provided by the volunteers.

2. Sales initiatives, which are undertaken by the Club to sell goods, services, or lottery

opportunities to the public at large.

3. Social events, such as Family Days, Socials, Dinners, Tournaments, etc. which are

undertaken by the Club on a timed basis and available to the public.

4. The Club may sanction individual team fund raising activities, however the Club will not

contribute to the support or loss of any such activities. Any and all individual team fund

raising activities must be remitted to the Club for review and approval. Refer to By-Law 7

Section 7.2 regarding proceeds allocated to the Club.

15.5 Obligations

Each playing division of the Club will be required to provide volunteer workers from time to

time. Each playing division of the Club will be required to participate in sales initiatives and

fund raising activities.

15.6 Proceeds

Proceeds from all fund raising activities, excluding Club approved individual team activities, will

be allocated to the Club.

ARTICLE 16: AMENDMENTS TO THE CONSTITUTION

16.1 Frequency

Amendments to the articles of the constitution may be made only at the annual general

meeting.

16.2 Notice of Motion

Notice of a proposed amendment to the constitution must be written and presented to the

executive no later than the December executive meeting.

ARTICLE 17: ANNUAL MEETING

17.1 Schedule

The annual meeting shall be held on or before February 1 at such time and place as the

executive may determine.

17.2 Notice

Notice shall be given at least fifteen (15) days prior to the annual meeting.

17.3 Voting

The chairperson shall not normally vote except in order to break a deadlock. All other voting

members and executive officers shall have one (1) vote which he/she must be present in order

to cast. All voting shall be by show of hands, or marked ballot if a motion has been raised prior

to voting, with the exception of breaking a tie in the election of executive officers. Such tie

votes shall be recast by secret written ballot and if the tie still exists the chairperson shall cast

the deciding vote.

17.4 Quorum

A quorum at all meetings shall be four (4) members of the executive.

ARTICLE 18: ORDER OF BUSINESS

The following shall be the order of business at all Club meetings and Annual General Meeting

in conformance with Robert's Rules of Order:

 Agenda

 Minutes of the preceding meeting

 Business arising from the minutes

 Unfinished business

 *Amendments to the Constitution*

 Amendments to By-Laws

 Treasurer's report

 President's report

 *Election of officers*

 New business

 Adjournment

NOTE: The asterisk items only apply to the Annual.