Policies
I - Fees Payable
II - Playing out Privileges
III - Acceptance of Clubs to
Soccer Northeastern Membership
IV - Acceptance of Teams from out
of District for Membership
V - Methods of Communication
VI - Distribution of
Information
VII - Appointed Positions
VIII - Registration Policies
IX - Financial Transactions,
Expenses
X - Financial Transactions,
Advances
XI - Financial Transactions,
Receipts
XII - Financial Review
XII - District Fees Chargeable to
Clubs
XIII - Timelines for approval of
Documents
XV - OSA Player Registrant Book
Requirement
XVI - Tournament Application
XVII - Referee Assignment
XVIII - Discipline
XIX - Proxy Voting
XX - District League
XXI - Harassment
XXII - Request For Decision
XXII - Exhibition Games
XXIII - Not In Good Standing
I - Fees Payable
The District shall
immediately after the close of the fiscal year, invoice each member club an
amount equal to eighty percent of the previous outdoor year player fees. This
amount is due and payable on the following April 15. All Active Member or
Associate Member fees are due and payable upon invoicing. Subsequent registrant
fees for ITSN using clubs shall be invoiced on a monthly basis. Subsequent
registration fees for Non ITSN using clubs shall be payment upon registration.
Final registration will be August 30 of the outdoor season and March 30 of the
indoor season. Any discrepancy in over or underpayment shall be rectified after
completion of the seasonal registration.
Clubs not adhering to this article on a month-by-month basis shall not be in
good standing on the final day of the month that fees are owing. Any team of
any Club not in good standing requesting travel permission shall be denied. All
teams playing out privileges shall be revoked immediately upon obtaining not in
good standing status.
Service charges of 2% per month shall be added to overdue accounts at the end
of each month that the account is overdue.
II – Playing out Privileges
Permission to play out of
district into a non SNE league shall be given to any team registered in SNE
requesting such, unless the absence of that team is a detriment to a local in
district league and opposed by the majority of teams in the league in which the
requesting team would normally play. Permission shall not be denied if the team
is requesting to play at a higher level than is available inside the district
at reasonable travel distance.
The Permission to play out request shall be by formal letter and shall be
accompanied by:
A copy of the constitution of the district in which the club wishes to play
A copy of the constitution of the league in which the club wishes to play
A copy of the constitution of the club requesting playing out privileges
A copy of the minutes of the meeting of the club in which the playing out
request was approved
A list of the Executive of the requesting Club which also may be accessed from
the Administrator section of the OSA registration database
The appropriate fee
Permission will only be
granted if the club is in good standing, and two executive members of the Board
of SNE must sign the approval. Playing out privileges will not be granted to a
team eligible to participate in the SNE District League if they do not do so.
Travel permits will not be granted to any team in SNE District League on the
weekends of SNEDL play.
III - Acceptance of Clubs to Soccer Northeastern
Membership
All current and new
applicants must submit the required documents to the SNE office a minimum of 10
days prior to the scheduled SNE AGM, and current member clubs must be in good
standing to be considered.
A letter of request from a club to join Soccer Northeastern shall be in
accordance with OSA Published Rules Section 5.0 Registration, Policy 11.0 Club
Registration (Specific) and in addition shall be accompanied by
Affiliation fees for the current playing year
A completed copy of the SNE Membership Application Form
A current club constitution accompanied by the minutes adopting the
constitution
A letter requesting permission for exemption of use of player books for the
club league only
A letter requesting permission to assign referees to the club league only
A letter requesting permission to exercise the OSA discipline policy for club
issues only
Acceptance will be
approved if the club is based within the district boundaries unless extenuating
circumstances exist. Two executive members of the Board of SNE must sign the
approval. Provisionary acceptance may be granted if any of the required
documents are not available, with the exception of the affiliation fee.
IV - Acceptance of Teams from out of District for Membership
A letter of request from a
club for its team or teams to play in leagues in Soccer Northeastern shall be in
accordance with POLICY III above and
A copy of the minutes of the meeting of the club in which the request to play
in the league was approved
A letter of acceptance from the league being applied to
A letter of approval from the out of Province governing body or if from the
Province of Ontario a letter of approval from the Clubs governing district.
Acceptance will be approved unless extenuating circumstances exist. Two
executive members of the Board of SNE must sign the approval. Provisionary
acceptance may be granted if any of the required documents are not available,
with the exception of the letter of approval from the Clubs governing body.
V – Methods of Communication
Communication to all SNE
member clubs shall be via email or ground mail. A single club email address
shall be provided to the District Office as a contact point. For those clubs
not having access to email, normal Canada Post shall be used. Ground mail shall
be addressed to a single Club Office address as provided to the district
office. One additional address shall be retained for each Club President. Telephone contact shall be to a single number
provided to the district office. All communications from the Clubs to the
District shall be the reverse of that outlined above. All communication should
be Club to the District Administrator or District President who will deal with
the request or contact SNE if required.
SNE cannot be responsible for receipt of any communication sent to an
incorrectly supplied, or updated address. This also applies to email changes,
ISP problems or full mailboxes.
VI – Distribution of Information
Clubs wishing distribution
of information by SNE to other Clubs i.e. tournament notices, referee clinics,
coaching clinics etc., shall provide the District office complete information a
minimum of 21 days prior to the required distribution date.
The current financial status of the district shall be delivered to the director
of any member club in good standing within 21 days of requesting such
information. The current financial status of the district shall be delivered
immediately to any executive member, Treasurer, Secretary, President or
District Administrator immediately upon request.
VII – Appointed Positions
Club representatives -
Shall be appointed by member clubs on an annual basis and shall represent their
club at the AGM and other district meetings as required.
District Administrator - Shall be appointed from applicants who forward their
application for the position to the District President for presentation and review
at the AGM. This position shall be a two-year appointment and will be reviewed
in even numbered years commencing with the AGM year 2000
District Referee in Chief - Shall be appointed from applicants who forward
their application for the position to the District President for presentation
and review at the AGM. This position shall be a two-year appointment and will
be reviewed in odd numbered years commencing with the AGM year 1999.
District Head Coach - Shall be appointed from applicants who forward their
application for the position to the District President for presentation and
review at the AGM. This position shall be a two-year appointment and will be
reviewed in odd numbered years commencing with the AGM year 2001
District Harassment Officers - Shall be appointed from applicants who forward
their application for the position to the District President for presentation
and review at the AGM. This position shall be a two-year appointment and will
be reviewed in even numbered years commencing with the AGM year 2002.
VIII – Registration Policies
Every person involved in
any soccer activity in Soccer Northeastern Ontario District Soccer Association
(SNE) must be registered with the OSA. This includes administrators and coaches
as well as competitive and recreational players. This applies to the indoor
season as well as the outdoor season. Player and Administrator registration
must be done for each playing season. Administrators must be entered to the
Registration system immediately upon being appointed or elected.
A player is registered only after his/her indoor/outdoor registration has been
validated by his/her District Association and may not play until such time.
Until a registrant is in the Ontario Soccer Association (O.S.A.) registration
database, that registrant is not eligible to play in any sanctioned soccer
game, is not insured, and is not captured in the discipline database.
Recreation players may be registered to a club only for team balancing in club
leagues. All players must be assigned to a team no later than May 30 of the
outdoor season and November 30 of the indoor season. Any players registering
with a club after these dates must immediately be assigned to a club team in
the OSA registration database.
There are two ways to be registered in the O.S.A. registration database. The
District may enter the registration data into the O.S.A. registration
application, or the club may enter the registration data into the League/Club
OSA registration application.
Registering through the District Association:
A club not using the OSA Registration system will register its administrators,
coaches and players on O.S.A. registration forms obtained from the District
Association Office (Non approved registration forms will be returned to the
club unprocessed). The club will submit the fully completed forms, signed by
both the applicant and the club registrar. For clubs using OSA player
registration books, the player book shall accompany the registration form for
district validation. All submissions shall include the appropriate fee. Absence
of any of the above will delay registration. Upon completion of registration
the club will be notified to collect the club copy of the registration form and
player registration book. Credit will not be given to any applicant for any
reason.
Registering Using The OSA League/Club Registration Application
A club using the OSA Registration Application will register its players,
coaches and administrators on SNE approved registration forms, and enter the
data to the OSA Registration system. The District Association will then use the
effective date of the registration as obtained from the system to validate the
player registration book. All submissions will include the appropriate fee.
Credit will not be given to any applicant for any reason.
Clubs using any registration form but the form supplied by SNE shall annually
submit the Club Registration form to SNE for review and approval. This must be
done allowing sufficient time for changes and implementation.
Player registration books are required for any team/player participating in any
activity outside of their own club league. Clubs may annually, apply to SNE to
operate their club leagues being exempt from player book requirement. Without
this application to district and approval, club leagues will be required to
have player books.
IX - Financial Transactions, Expenses
An accounting system will be
maintained at the district office, if not possible by the Treasurer, then by
another executive member. All financial transactions will be entered to this
accounting system and financial statements will be issued to the board on a
quarterly basis.
All financial transactions under $100.00 shall be approved by one executive
member of the Board, other than signing officers, and forwarded to the
Treasurer for payment. The Treasurer will then advise the person maintaining
the SNE office accounting system of cheque issued for invoices or requisitions.
This includes mandatory expenses such as invoices from a governing body, such
as the OSA. No cheque will be issued without an approved invoice or
requisition.
Any expenses over $100.00 must be requested on a SNE approved cheque
requisition form and approved by one Board member, other than the
requisitioning person, prior to the expense being incurred.
X - Financial Transactions, Advances
Board members may be issued a
cash advance to meet day-to-day SNE authorized expenses. These funds must be
requisitioned, approved and set up as Accounts Receivable on the SNE accounting
system. Actual invoices or cash register slips for cash expenditures must
accompany the request for cash advance replenishment. No single cash
expenditure item must exceed the required pre-approved limit in policy IX.
SNE member clubs may request advances to meet OSA prepayment requirements such
as referee or coaching clinics. Requests for advances for consumable items will
not be entertained. The request for advances must be in writing, complete with
the minutes of the meeting which the club executive approved the request for
the advance. The complete SNE Executive committee must approve the request
prior to funds being issued. The advance will be considered an account
receivable and is payable immediately upon completion of the event for which
the funds were requested. Advance requests by Clubs not in good standing will
not be considered.
XI - Financial Transactions, Income
All invoices shall be issued from
the SNE accounting system as directed by a member of the Executive Committee. A
member of that committee, to be used in creating invoices, will supply a source
document. Payment terms on all invoices is “Payable on Receipt”.
All income will be received by the SNE office, and a receipt issued by the SNE
accounting system. All moneys shall be then forwarded to the district Treasurer
for deposit to the District bank account.
XII – Financial Review
The SNE district office must
receive a monthly statement from the bank, mailed directly to the district
office of all transactions on the SNE account. The bank account will be
reconciled in the SNE accounting system and copies of the reconciliation
forwarded to the district Treasurer.
Financial statements will be issued to the Executive Committee monthly. The
Executive Committee will make recommendations based on the monthly statements
re payment or collection of questionable accounts.
The SNE Executive committee will, at the end of its fiscal year, direct a
financial review to be held in accordance with SNE policies and procedures and
the Ontario Corporations Act.
The current fiscal year is the period November 1 to the following October 31.
XII – District Fees Chargeable to Clubs
In addition to OSA an CSA fees,
Soccer Northeastern fees for the current fiscal year beginning November 1 2006
are as follows
Club Annual affiliation fee $100.00
Per Player registration fee $ 1.00
Non LCR user Club fees
Registrant data entry fee if RDS # included on form $
.50
Registrant data entry fee RDS # not included on form $ 1.00
Assignment of Registrant to a team $ 0.50
Player Registration Book, Recreation and Competitive $ 2.00
Validation of Player Book $ 0.50
Permission to play in out of district league – per team $ 25.00
Application to Travel form $ 5.00
Application to host Exhibition Game(s) $ 5.00
Tournament Application Form (Bond Deposit) $250.00
Changes to player registration in a playing season shall be invoiced as a
player registration.
IE. Change a player from recreation to competitive. Personal information will
be changed at no charge.
All requests must be accompanied by a cheque. Clubs should not ask for or
expect credit.
XIII - Timelines for approval of Documents
All documents requiring District
Approval must be submitted to the SNE District Office a minimum of 14 days
prior to the event requiring the document. Example, travel permits, player
books, request to host an exhibition game, and any other document requiring
district approval. Player, coach and other team or club executive are subject
to policy VIII.
XV – OSA Player
Registrant Book Requirement
Clubs may annually request to be
exempt from the requirement for all players to be in possession of valid player
books for participation in their own recreation club league only. A letter
requesting this exemption must be accompanied by the minutes of the Club Board
meeting at which this exemption request was approved. This must be done
annually prior to the beginning of the playing season.
XVI – Tournament Application:
Tournament applications must comply OSA
published rules (Section 8) and failing to comply with all of the requirements.
A performance bond of $250.00 will be required to accompany the application.
This will be refunded immediately upon completion of the tournament report as
required in policies 9.9, 9.10 and 9.11, and all other tournament requirements
have been met.
The District also reserves the right to notify all member clubs of their
precarious position of participating, should any member club operate a
non-approved tournament. This includes referees who choose to participate in
non-approved tournaments. The minutes of the hosting organization approving the
tournament must accompany all documents with the tournament application.
XVII - Referee Assignment
All Districts in the Province
must have a referee assignment policy in place. SNE is required to monitor all
referee assignments of all leagues in the district. To allow member clubs or
leagues to be responsible for referee assignment SNE requires a letter
requesting permission to assign referees in member leagues. Also required with
the letter of request is the name of the person doing the assignment and the
minutes of the Club Board meeting approving the above decisions. The Referee
Assigner must be registered with the member club in the OSA database. A monthly
referee assignment report must be submitted to SNE within 7 days of the
completion of the month’s games.
XVIII - Discipline
SNE requires a letter of request
be submitted to SNE if a member club wishes to handle its own discipline matters
as allowed under Section 9.0 Discipline. Also required are the names of the
club or league discipline committee as documented in the minutes of the meeting
appointing this committee along with the minutes of the meeting approving the
request.
All discipline reports from member leagues, caution, dismissal and special
incident reports must be submitted to SNE office within 48 hours of issuance,
via fax or email. This will allow SNE to
monitor the discipline in all leagues. All discipline committee minutes must
also be faxed or emailed to the SNE office within 48 hours of conclusion of the
meeting.
XIX – Proxy Voting
All clubs wishing proxy voting at
any SNE meeting shall supply a letter of authorization to the proxy holder.
This letter shall be signed by 2 members of the member club executive, one
being the member club President. The letter shall be signed by the proxy holder
and submitted to the meeting secretary prior to the commencement of the
meeting. The proxy holder will then cast all votes on behalf of that member for
the stipulated meeting only.
XX – District League
Soccer Northeastern shall operate
a district league for competitive players and be governed by OSA published
rules Section 5 Leagues, Policy 13.0 District League. Any deviation from this
policy shall be stipulated it this article as an addition.
XXI –
Harassment Policy
Every SNE member club shall have
a harassment policy in place that meets or exceeds the OSA Published Rules
Section 13.0 Policy 14.0 Screening of Coaches and 15.0 Position and Risk
Assessment. SNE will from time to time randomly audit clubs for adherence to
this policy. Non-compliance with this article shall result in immediate club
discipline.
XXII -
Request For Decision
All requests for decisions from members shall be made in writing to the SNE
office via email or ground mail. The SNE District Administrator will forward
these written submissions to the Executive Committee for review and written
decision. The Executive Committee will review and process all submissions on a
cyclical basis and give decisions no later than the end of the next decision
cycle. Decisions may be made earlier, but not later than the end of the next
cycle. Decision cycles will be every thirty days and all submissions made in
one cycle shall be decided on by the end of the next cycle. Example,
submissions made in January shall be reviewed and a decision issued at the end
of February.
Decisions to be made effecting the playing season shall be submitted a minimum
of 90 days prior to the beginning of the playing season. For this process,
outdoor season begins March 1 and the indoor season begins October 1.
XXII –
Exhibition Games
Every SNE member club shall apply
to the SNE District to host exhibition games as per OSA Policies Section 8.0
Policies 15 through 17. All teams being
hosted must supply the SNE District with written permission from their club to
participate in any or all exhibition games. Each team is limited to
participation in 3 exhibition games per season outside of their club.
XXIII –
Not In Good Standing
Clubs may be placed in status of
Not In Good Standing as a disciplinary measure by the SNE Discipline Committee,
or by a decision of the Executive Committee.
Member Clubs may be placed in status of Not In Good Standing immediately
by non compliance with any predefined requirements in the SNE or OSA Published
Rules. This status includes but is not limited to
-
Denial of playing
out permission
-
Denial of
Application to Host Exhibition Games
-
Denial of
Permission to participate in Exhibition Games
-
Denial of renewal
of SNE Membership
-
Denial of vote
and voice at any SNE meeting #Top of the Document