TEVIOT DOWNS SOCCER CLUB INCORPORATED Bylaws DECEMBER 2018 1 A UTHORITY 3 2 PRECEDENCE 3 3 R ESPONSIBILITY OF COMMITTEE MEMBERS 3 4 M ANAGEMENT COMMITTEE 5 5 A FFILIATIONS 5 6 P LAYERS 5 7 C OACHES 6 8 T EAM M ANAGERS 6 9 D IRECTOR OF C OACHING 6 10 G RADING C OMMITTEE 6 11 R EGISTRAR 7 12 F IXTURE C ONTROLLER 7 13 C ANTEEN C ONVENER 7 14 R ETURNING O FFICER 7 15 M EMBERSHIP 7 16 F EES 8 17 G ROUND OFFICIALS 8 18 P OLICIES 8 1 A UTHORITY 1) The authority for these bylaws is rule 41 of the Rules of Teviot Downs Soccer Club Incorporated, which states “The management committee may make, amend or repeal bylaws, not inconsistent with these rules, for the internal management of the association.” 2 PRECEDENCE 1) These bylaws are not to change or alter, but are to complement the Rules of Teviot Downs Soccer Club Incorporated. Where an inconsistency occurs, the Rules of Teviot Downs Soccer Club Incorporated take precedence. 3 R ESPONSIBILITY OF COMMITTEE MEMBERS 1) The responsibilities listed in these bylaws are consistent with those in the Rules of Teviot Downs Soccer Club Incorporated. They are for quick, easy reference and are to be read in conjunction with the Rules of Teviot Downs Soccer Club Incorporated. a. President i. Attend and preside over management committee and general meetings, put to the vote all motions duly proposed and seconded in accordance with the rules, bylaws and standing orders and declare results; ii. Endeavour at all times to ensure the general wellbeing of the association and act as spokesperson for the association; iii. Liaise as necessary with government departments, Councils, partners, sponsors and governing bodies where association representation is required; iv. Be aware of all current and future association activities and act as spokesperson on and at these activities; v. Report to the management committee, operational positions, subcommittees and members of the association as appropriate; vi. Direct supervision of any employee of the association; vii. Have authority to serve as an ex-officio member on all subcommittees of the association; viii. Prepare a report to be given to the secretary prior to, and to be presented at, the annual general meeting; ix. Perform such other reasonable duties as the management committee may direct. b. Vice President i. Attend management committee and general meetings; ii. Provide assistance to the president as necessary; iii. Assume the duties of the president in his or her absence and assist the president in carrying out his or her duties; iv. Work closely with other management committee members to achieve the objects of the association and to ensure its general wellbeing; v. Have a good working knowledge of the association’s rules, bylaws, policies and procedures; vi. Be aware of the future direction and plans for the association; vii. Perform such other reasonable duties as the management committee may direct. c. Secretary: i. Attend management committee and general meetings; ii. Issue notices of meetings in accordance with the association’s rules, together with an agenda; iii. Keep books containing copies of all the minutes and records of proceedings of all meetings of the association; iv. Conduct all correspondence of the association as instructed by the management committee and keep files of such correspondence, records and reports of subcommittees, officers, delegates and officials; v. Receive and place before the management committee all applications for membership; vi. Keep a register of names and contact details of all members of the association in accordance with rule 12 of the Rules of Teviot Soccer Club Incorporated; vii. Keep a record of all life members; viii. Ensure that a current copy of the association’s rules is available to each new member; ix. Arrange for the carrying out of clerical work associated with the association’s affairs; x. Prepare the annual report for presentation at the annual general meeting; xi. Perform such other reasonable duties as the management committee may direct. d. Treasurer: i. Attend management committee and general meetings; ii. Keep all books and accounts of the association in accordance with rule 44 of the Rules of Teviot Downs Soccer Club Incorporated; iii. Prepare a statement of receipts and expenditure, profit and loss report and balance sheet for presentation to each management committee meeting and each general meeting; iv. Produce bank statements at each management committee meeting and each general meeting; v. Coordinate the receipt of monies and issuing of receipts for payments, and ensure payment of such money into the bank; vi. Pay fees due to Football Brisbane and Football Queensland, when authorised by the management committee; vii. Prepare an annual budget in consultation with the management committee, subcommittees and operational volunteers; viii. Present accounts incurred by the association to be passed for payment by the management committee. In matters of necessity, payment may be made, but must be ratified at the next management committee meeting; ix. Following the end date of the association’s financial year, close the association’s books and prepare a set of financial statements as required by the association’s auditor and submit the association’s financial statements and other relevant records to the auditor; x. Present audited financial statements and the auditor’s report to the annual general meeting, in accordance with the association’s rules and the Associations Incorporation Act 1981 ; xi. Recommend an auditor to the association for appointment at the AGM; xii. Perform such other reasonable duties as the management committee may direct. 4 M ANAGEMENT COMMITTEE 1) In accordance with rule 17(1) of the Rules of Teviot Downs Soccer Club Incorporated, the composition of the management committee shall consist of a president, treasurer, and any other members the association members elect at a general meeting. 2) The management committee currently comprises the positions of: a. President; b. Vice President; c. Secretary; d. Treasurer; e. Registrar 3) A member of the management committee, other than a secretary appointed by the management committee, must be a member of the association. 4) At each general meeting of the association, the members of the management committee must retire from office, but are eligible, on nomination, for re-election 5) A member of the association may be appointed to a casual vacancy on the management committee under rule 20 of the Rules of Teviot Downs Soccer Club Incorporated. 5 A FFILIATIONS 1) The association’s teams shall be affiliated with Football Brisbane Inc., Football Queensland, and any other bodies that the management committee considers appropriate from time to time. 6 P LAYERS 1) Eligibility of players: a. All players of good character are eligible to join Teviot Downs Soccer Club Incorporated on submission of the appropriate application and fee, subject to places being available. b. Players not eligible to play for Football Federation of Australia (FFA) or subsidiary associations are not eligible for membership of Teviot Downs Soccer Club Incorporated. c. Teviot Downs Soccer Club Incorporated reserves the right to refuse any applications for membership. 2) Allocation of players to teams: a. Players are to be selected, as near as practical, to be grouped with others of equal or near equal ability. b. Junior players are to be allocated into the appropriate age groups. c. Where there are multiple teams, numbers are to be divided as near as practical to equal size teams. d. With juniors, only when there is an unallocated surplus of players, should there be players encouraged to take a place in a team of an older age group. These players are to be of sufficient ability to be able to cope with the demands of the older age group. e. Teams are to be of a size recommended by the relevant association whenever possible. 7 C OACHES 1) Coaches: f. Shall be appointed by the management committee; g. At all times are to conduct training in a professional manner; h. Are to treat players, officials and others with respect and dignity; i. Are to continue furthering their skills by attending appropriate coaching courses; j. Are to ensure that the good name and reputation of the association is maintained by appropriate behaviour of themselves and their team. 2) Junior coaches may be part of the grading committee involving their teams. 3) Coaches suspended or barred by FFA or subsidiary associations are not eligible for appointment. 8 T EAM M ANAGERS 1) Team managers: k. Are to assist coaches with the administration of their respective team; l. Plan and conduct their respective team’s social activities; m. Assist with fundraising activities; n. Distribute club and team publications to parents; o. Are to conduct themselves in a manner maintaining the good name and reputation of Teviot Downs Soccer Club Incorporated. 2) Managers suspended or barred by FFA or subsidiary associations are not eligible for appointment 9 D IRECTOR OF C OACHING 1) The association’s Director of Coaching: a. Shall be appointed by the management committee; b. Does not have to be a member of the management committee; c. Is responsible for the annual training program of the association; d. Is responsible for the implementation of coaching development programs; e. Supervises training and advises coaches on training matters; f. Is a member of the grading committee; g. Prepares regular reports to the management committee and advises on training needs. 10 G RADING C OMMITTEE 1) The association’s grading committee is responsible for the annual grading of junior teams to ensure that players of equal or near equal talent are grouped into teams. 2) The grading committee may comprise: a. Director of coaching; b. One member of the management committee; c. Coach or coaches of the affected age group; d. Another person or other people appointed by the management committee. 11 R EGISTRAR 1) The registrar of the association: a. Shall be appointed at the annual general meeting; b. Is responsible for the unbiased preliminary allocation of players to teams; c. Must comply with notification requirements of the relevant affiliated associations; d. Is to provide unbiased and timely administration of player transfers; e. Is to advise coaches and managers of administrative requirements regarding team registration. 12 F IXTURE C ONTROLLER 1) The association’s fixture controller: a. Shall be appointed by the management committee; b. Is to liaise with relevant bodies for game timings and allocation of fields; c. Is to notify teams of playing timetables; d. Organises special events (e.g. carnivals); e. Coordinates nominations to special events (e.g. district cups, carnival nominations). 13 C ANTEEN C ONVENER 1) The canteen convenor: a. Is responsible for the management and running of the canteen; b. Is to ensure the canteen needs of the association are adequately catered for; c. Exercises stock control with regular stocktakes; d. Must not allow unauthorised entry into the canteen area. 14 R ETURNING O FFICER 1) At the annual general meeting or any meeting requiring an unbiased checking of votes or proxy votes, a returning officer shall be appointed. He or she is to ensure that the votes tendered are legitimate and meet the requirements laid out in the association’s rules. 15 M EMBERSHIP 1) Membership of the association shall be for one year and is renewable on 1 January, subject to approval. 2) Application for membership shall be made as per rule 8 of the Rules of Teviot Downs Soccer Club Incorporated. 3) Players are granted membership on approval from the committee of Teviot Downs Soccer Club Incorporated 16 F EES 1) The management committee sets fees from time to time as per rule 7 of the Rules of Teviot Downs Soccer Club Incorporated. 2) The management committee reserves the right to alter how fees may be payable to the club. 3) The management committee will publish a schedule of fees prior to sign-on each year. 17 G ROUND OFFICIALS 1) At home games, Teviot Downs Soccer Club Incorporated is responsible for having Ground Officials present. These officials are responsible for: a. Maintaining order and ensuring proper decorum of spectators during games; b. Ensuring only officials are in the officials area; c. Escorting referees on and off the field if necessary; d. Removing unruly spectators from the premises; e. Carrying out duties directed by the management committee. 18 P OLICIES 1) Alcohol a. The association complies with the provisions of the Liquor Act 1992 (Qld). 2) Codes of behaviour a. The association places a focus on high standards of behaviour and conduct and as such, maintains codes of behaviour detailing behavioural expectations of all members. b. Complaints or suspicions of breaches of the codes of behaviour will be dealt with promptly and seriously, with a view to alleviating issues with care and concern for all involved. 3) Communications a. The association will abide by all electronic communication policies issued by Football Brisbane and the sport’s governing bodies and ensure that all members are made aware of these policies. b. The association recognises that electronic communication is essential for sharing association-related news and information with members. The association uses a range of electronic tools to communicate with members in a timely and appropriate manner. c. All association communication protects members’ privacy, maintains clear boundaries and ensures that bullying and harassment do not occur. d. The management committee provides accountability and control over material published on the association’s website and any related discussion groups or social media websites, such as Facebook, YouTube or Twitter. e. No offensive content or photos may be published through any form of electronic communication. f. Committee members, coaches and team managers may use email and social media to provide information about competitions, training, sanctioned events and other association business. g. Communication involving children is directed through their parents or guardians. h. The association treats all social media postings, blogs, status updates and tweets as public ‘comment’. Postings (written, photos or videos) on any association social media forum must be family-friendly and feature positive association-related news and events. i. The association expects members to conduct themselves appropriately when using all forms of electronic communication related to the association. For example: i. No person may make statements that are misleading, false or likely to injure a person’s reputation; ii. No person may make statements that might bring the association into disrepute; iii. Abusive, discriminatory, intimidating, bullying or offensive statements will not be tolerated; iv. All members must respect and maintain the privacy of other members. j. Members may face disciplinary action for sending inappropriate electronic communication or posting online content or comments that harass, offend, intimidate or humiliate another member. 4) Player Fines Any player, coach, manager, receiving an infringement fine for yellow or red offences will be invoiced for these offences by Teviot Downs Soocer Club and must be paid to within 7 days. Non payment of these fines will result in non participation of games until payment has been finalised. 5) Dogs a. Any dogs entering the association’s facilities during association sporting activities must remain on a leash and under the control of their owner or guardian at all times. b. Dogs are not allowed onto the playing area during any association sporting activities. c. The management committee reserves the right to insist that if a dog is becoming a nuisance or a threat to any people or causing a disturbance that they be removed from the park. 6) Drugs a. The association is totally opposed to the use of any illicit drugs. The use of illicit drugs is prohibited within the association’s boundaries and during any association-related events or travel. 7) Incidents and injuries a. All incidents and injuries occurring within the association’s boundaries, or during events in which the association is involved, must be reported to the management committee in writing. 8) Photography of Children and Young People a. The association shall ensure that all members comply with relevant policy guidelines regarding photography involving children and young people as issued by Football Brisbane or the sport’s governing bodies. b. Photography is permitted at all matches unless the association has been notified that a particular player is not to be photographed. c. The association will monitor the use of cameras during association sporting activities and will address any suspicious behaviour in relation to the taking of photographs or video footage. 9) Sun Safety a. The association promotes the use of measures to protect participants from the sun during training and games held during the day. b. The association encourages the use of high protection, broad spectrum sunscreen whilst participating in sport during the day, however, the responsibility of ensuring that each participant is adequately protected from the sun lies with each individual and/or, in the case of children, their parents or guardians. 10)Unsafe Conditions a. The management committee and/or coaches may stop, cancel or postpone training or games if they deem that conditions are unsafe for participation.