Our By-Laws

Dodgeball Alberta Society Constitution

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1. The name of the society is Dodgeball Alberta Society

2. The purposes of the society are to:

• Increase participation in the sport of dodgeball in Alberta, at an introductory, recreational, and competitive level.

• Increase opportunities for Albertans to play dodgeball locally, regionally, nationally, and internationally.

• Develop and promote the profile of dodgeball in Alberta

• Support the existing dodgeball leagues within Alberta and promote the addition of new leagues

 

Bylaws of Dodgeball Alberta Society (the "Society")
Part 1 — Definitions and Interpretation

A by-law relating generally to the conduct of the affairs of Dodgeball

Alberta (the "Corporation")

Dodgeball is a sport in which players on two teams try to throw balls at each other while avoiding being hit themselves. In Canada, the game is played by people of all ages in informal and formal settings on playgrounds, community spaces, or in organised recreational and competitive leagues and tournaments.

 

The majority of the established dodgeball leagues in Canada are co-ed although there are tournaments on occasion that call for all-women’s or all-men’s teams.

 

There are many variations of the sport, but generally the main objective of each team is to eliminate all members of the opposing team by hitting them with thrown balls, catching a ball thrown by a member of the opposing team, or forcing an opposing player to move outside the court boundaries when a ball is thrown at them.

 

The number of dodgeballs used in the game often varies, but the most common number of balls used in Canadian leagues is 6. Exceptions are usually made if a court is particularly small or if many people participate.

 

Dodgeball can be played with different types of balls. The most common type used in Canada is foam, although a number of leagues across the country use cloth or rubber balls. A typical dodgeball game is usually played on a volleyball court, basketball court, fenced area, trampoline arena, or outdoor sand court (beach volleyball court).

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Dodgeball Alberta recognizes rule variations among its members but does not enforce one particular rule set.

 

BE IT ENACTED as a by-law of the Corporation as follows

Definitions

1.1 In these Bylaws:
"Act" means the Societies Act of Alberta as amended from time to time;
"Board" means the directors of the Society;
"Bylaws" means these Bylaws as altered from time to time.
"Ordinary Resolution" means a resolution passed by a majority of not less than 50% plus 1 of the votes case on that resolution;
"Proposal" means a proposal submitted by a member of the Corporation that meets the requirements of section 163 (Member Proposals) of the Act;
"Regulations" means the regulations made under the Act, as amended, restated or in effect from time to time; and

"Special Resolution" means a resolution passed by a majority of not less than two-thirds (2/3) of the votes cast on that resolution.

 

Definitions in Act apply
1.2 The definitions in the Act apply to these Bylaws.

 

Interpretation
1.3 In the interpretation of this by-law, words in the singular include the plural and vice-versa, words in one gender include all genders, and "person" includes an individual, body corporate, partnership, trust and unincorporated organization.
Other than as specified above, words and expressions defined in the Act have the same meanings when used in these by-laws.

 

Conflict with Act or regulations
1.4 If there is a conflict between these Bylaws and the Act or the regulations under the Act, the Act or the regulations, as the case may be, prevail.

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Part 2 — Members

Application for membership
2.1 A person may apply to the Board for membership in the Society, and the person becomes a member on the Board's acceptance of the application.

 

Duties of members
2.2 Every member must uphold the constitution of the Society and must comply with these Bylaws.

 

Amount of membership dues
2.3 The amount of the annual membership dues, if any, must be determined by a vote of the Board. Any changes to the amount must be advertised through the public channels of the Society at least 60 (sixty) days in advance of the change.

 

Voting privileges of members
2.4 A member in good standing may cast a single vote per resolution at a general meeting.

 

Member not in good standing
2.5 A member is not in good standing if the member fails to pay the member's annual membership dues, if any, and the member is not in good standing for so long as those dues remain unpaid.

 

Member not in good standing may not vote
2.6 A voting member who is not in good standing (a) may not vote at a general meeting, and (b) is deemed not to be a voting member for the purpose of consenting to a resolution of the voting members.

 

Termination of membership

2.7 The board shall have authority to suspend or expel any member from the Corporation for any one or more of the following grounds:
a. Violating any provision of the articles, by-laws, or written policies of the Corporation;
b. Carrying out any conduct which may be detrimental to the Corporation as determined by the board in its sole discretion;

c. For any other reason that the board in its sole and absolute discretion considers to be reasonable, having regard to the purpose of the Corporation.

In the event that the board determines that a member should be expelled or suspended from membership in the Corporation, the president, or such other officer as may be designated by the board, shall provide twenty (20) days notice of suspension
or expulsion to the member and shall provide reasons for the proposed suspension or expulsion. The member may make written submissions to the president, or such other officer as may be designated by the board, in response to the notice received within such twenty (20) day period. In the event that no written submissions are received by the President, the president, or such other
officer as may be designated by the board, may proceed to notify the member that the member is suspended or expelled from membership in the Corporation. If written submissions are received in accordance with this section, the board
will consider such submissions in arriving at a final decision and shall notify the member concerning such final decision within a further twenty (20) days from the date of receipt of the submissions. The board's decision shall be final and binding on the member, without any further right of appeal.

 

Membership in Dodgeball Canada
2.8 While in good standing within the Society, members of Dodgeball Alberta automatically become Class C members of Dodgeball Canada. A segment of the fees paid to Dodgeball Alberta for membership are transferred to Dodgeball Canada by the Society on behalf of individual members to complete the registration process. If a member is suspended or expelled for any reason from either society, they will be considered suspended or expelled from both societies simultaneously.

 

2.9 Dodgeball Alberta is considered a Class B member of Dodgeball Canada, and as such has one (1) votes at Annual General Meetings of Dodgeball Canada. A representative of the Society is to be appointed by a vote of the Board of Directors at a
meeting at least fourteen (14) days in advance of each Annual General Meeting of Dodgeball Canada. This representative holds the power to submit votes at that Annual General Meeting of Dodgeball Canada on behalf of the Society.

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2.10 Due to the evolving nature of both Dodgeball Alberta and Dodgeball Canada, The Society reserves the right to alter wording and intent of bylaws pertaining to memberships and relationships with Dodgeball Canada for the first two years
from the date of incorporation of The Society through an ordinary resolution at any meeting of the Board of Directors.

 

Part 3 — General Meetings of Members

 

Time and place of general meeting
3.1 A general meeting must be held at the time and place the Board determines. Notice of Members Meeting
3.2 Notice of the time and place of a meeting of members shall be given to each member entitled to vote at the meeting by telephonic, electronic or other communication facility to each member entitled to vote at the meeting, during a period of 21 to 35 days before the day on which the meeting is to be held.

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Ordinary business at general meeting
3.3 At a general meeting, the following business is ordinary business:
(a) adoption of rules of order;
(b) consideration of any financial statements of the Society presented to the meeting;
(c) consideration of the reports, if any, of the directors or auditor;
(d) election or appointment of directors;
(e) appointment of an auditor, if any;
(f) business arising out of a report of the directors not requiring the passing of a special resolution.

 

Notice of special business

3.4 A notice of a general meeting must state the nature of any business, other than ordinary business, to be transacted at the meeting in sufficient detail to permit a member receiving the notice to form a reasoned judgment concerning that business.

 

Chair of general meeting
3.5 The following individual is entitled to preside as the chair of a general meeting:
(a) the individual, if any, appointed by the Board to preside as the chair;
(b) if the Board has not appointed an individual to preside as the chair or the individual appointed by the Board is unable to preside as the chair,

(i) the President,

(ii) the Vice-President, if the president is unable to preside as the chair, or

(iii) one of the other directors present at the meeting, if both the president and vice-president are unable to preside as the chair.

 

Alternate chair of general meeting
3.6 If there is no individual entitled under these Bylaws who is able to preside as the chair of a general meeting within 15 minutes from the time set for holding the meeting, the voting members who are present must elect an individual present at the meeting to preside as the chair.

 

Quorum required
3.7 Business, other than the election of the chair of the meeting and the adjournment or termination of the meeting, must not be transacted at a general meeting unless a quorum of voting members is present.

 

Quorum for general meetings
3.8 The quorum for the transaction of business at a general meeting is 7 voting members or 10% of the voting members, whichever is greater. Lack of quorum at commencement of meeting
 

3.9 If, within 30 minutes from the time set for holding a general meeting, a quorum of voting members is not present,

(a) in the case of a meeting convened on the requisition of members, the meeting is terminated, and

(b) in any other case, the meeting stands adjourned to the same day in the next week, at the same time and place, and if, at the continuation of the adjourned meeting, a quorum is not present within 30 minutes from the time set for holding the continuation of the adjourned meeting, the voting members who are present constitute a quorum for that meeting.

 

If quorum ceases to be present
3.10 If, at any time during a general meeting, there ceases to be a quorum of voting members present, business then in progress must be suspended until there is a quorum present or until the meeting is adjourned or terminated.

 

Adjournments by chair
3.11 The chair of a general meeting may, or, if so directed by the voting members at the meeting, must, adjourn the meeting from time to time and from place to place, but no business may be transacted at the continuation of the adjourned meeting other than business left unfinished at the adjourned meeting.

 

Notice of continuation of adjourned general meeting
3.12 It is not necessary to give notice of a continuation of an adjourned general meeting or of the business to be transacted at a continuation of an adjourned general meeting except that, when a general meeting is adjourned for 30 days or more, notice of the continuation of the adjourned meeting must be given.

 

Order of business at general meeting
3.13 The order of business at a general meeting is as follows:
(a) elect an individual to chair the meeting, if necessary;
(b) determine that there is a quorum;
(c) approve the agenda;
(d) approve the minutes from the last general meeting;
(e) deal with unfinished business from the last general meeting;
(f) if the meeting is an annual general meeting,

(i) receive the directors' report on the financial statements of the Society for the previous financial year, and the auditor's report, if any, on those statements,

(ii) receive any other reports of directors' activities and decisions since the previous annual general meeting,

(iii) elect or appoint directors, and

(iv) appoint an auditor, if any;

(g) deal with new business, including any matters about which notice has been given to the members in the notice of meeting;

(h) terminate the meeting.

 

Methods of voting
3.14 At a general meeting, voting must be by a show of hands, an oral vote or another method that adequately discloses the intention of the voting members, except that if, before such a vote, 2 or more voting members request a secret ballot or a secret ballot is directed by the chair of the meeting, voting must be by a secret ballot.

 

Announcement of result
3.15 The chair of a general meeting must announce the outcome of each vote and that outcome must be recorded in the minutes of the meeting.

 

Proxy voting not permitted
3.16 Voting by proxy is not permitted.

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Participation by electronic means
3.17 If the Corporation chooses to make available a telephonic, electronic or other communication facility that permits all participants to communicate adequately with each other during a meeting of members, any person entitled to attend such meeting may participate in the meeting by means of such telephonic, electronic or other communication facility in the manner provided by the Act. A person participating in a meeting by such means is deemed to be present at the
meeting. Notwithstanding any other provision of this by-law, any person participating in a meeting of members pursuant to this section who is entitled to vote at that meeting may vote, in accordance with the Act, by means of any telephonic, electronic or other communication facility that the Corporation has made available for that purpose.
 

3.18 If the directors or members of the Corporation call a meeting of members pursuant to the Act, those directors or members, as the case may be, may determine that the meeting shall be held, in accordance with the Act and the Regulations, entirely by means of a telephonic, electronic or other communication facility that permits all participants to communicate adequately
with each other during the meeting.

 

Matters decided at general meeting by ordinary resolution
3.19 A matter to be decided at a general meeting must be decided by ordinary resolution unless the matter is required by the Act or these Bylaws to be decided by special resolution or by another resolution having a higher voting threshold than the threshold for an ordinary resolution.

 

Votes to Alter Bylaws
3.20 Any motion put forward that changes wording or amends the bylaws of The Society must be passed by a special resolution at a general meeting. Only members of the board of directors of The Society may introduce a motion to
amend or change wording to bylaws of The Society.

 

Part 4 — Directors

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Number of directors on Board
4.1 The Society must have no fewer than 3 and no more than 12 directors. The Board should strive to have equal representation of genders. Moving forward, the board shall make every effort to have diverse representation from across the province.

 

Election or appointment of directors
4.2 At each annual general meeting, the voting members entitled to vote for the election or appointment of directors must elect or appoint the Board through a secret ballot. As part of ordinary business, the chair of the meeting must announce a call for nominations for any board positions that need to be filled. Any member interested in becoming a candidate for a position on the board needs to be nominated by a member in good standing of the society; members are permitted to nominate themselves. Once all nominations have been received, each nominee will be given the floor for three minutes to motivate for themselves. Nominees will present in alphabetical order based on last name. Once all motivations are complete, all members will proceed to vote via secret ballot, to be tallied and announced by the chair of the meeting in conjunction with the Vice-President.

 

Vacancies on Board
4.3 A vacancy in any position may exist on the Board of Directors as long as The Society maintains at least three Directors at any given time. By-elections for vacant positions must be held at the closest following general meeting of members.

 

Directors may fill casual vacancy on Board
4.4 The Board may, at any time, appoint a member as a director to fill a vacancy that arises on the Board as a result of the resignation, death or incapacity of a director during the director's term of office. Board members must approve the appointment of any such member in a simple majority vote using a secret ballot during the course of a meeting of the Board of Directors.

 

A position filled by a member in this way must still be submitted for open elections at the closest following general meeting of members.

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Term of appointment of Directors
4.5 The directors shall be elected to hold office for a term expiring not later than the close of the second annual meeting of members following the election. For the First Board, the initial terms of the President, Vice-President and Director of Finance shall be 3 years in order to create staggered election years for Board members.

 

After two years, members can volunteer to put themselves up for re-election. A Board member cannot serve more than 2 consecutive terms in the same position (other than Director at Large). After 2 consecutive terms, at least one year must pass
before the person can re-apply to the board.

 

At the end of the first year of the term of each board member, they will be asked to present to the Board their accomplishments as well as what they hope to accomplish in the coming year.
 

4.6 A director appointed by the Board to fill a vacancy ceases to be a director at the end of the unexpired portion of the term of office of the individual whose departure from office created the vacancy.

 

Removal of a Board Member

4.7 A board member may be removed from the Board for any of the following:

• Violating the Dodgeball Alberta Code of Conduct

• Failure to attend consecutive official Dodgeball Alberta Board meetings

• Harassment or bullying of Dodgeball Alberta Board members

• Harassment or bullying of Dodgeball Alberta members

• Breach of confidentiality

• Criminal activity

• Misappropriating Dodgeball Alberta funds

• Discriminatory or abusive language or behaviour

• Other behaviour deemed damaging to Dodgeball Alberta or its members

Any complaint arising therefrom will result in opening a case to be investigated jointly with the President and the Vice-President, who will present the background along with a motion to the Board of Directors. The Board will then act on the motion in accordance to its policies and procedures.

 

The subject of the complaint has the right to know the case to be met, along with all information and recommendation to be presented to the Board. The subject will be given reasonable opportunity to present their position to
the investigating party.

 

If the subject is the President or Vice-President the aforementioned will recuse themselves from the process and the Board will choose 2 other representatives to investigate.

 

Resigning Board Members
4.8 A Board member who chooses to resign must do through a written letter or email to the President. The President is required to acknowledge the resignation, also through a written letter or email, within 7 business days. Should a member’s resignation be given informally or the member chooses to cease attending Dodgeball Alberta meetings, the Board may employ the procedure outlined in ‘Removal of a Board Member’. The resignation date must be suggested in the resignation letter, but remains
at the discretion of the Board. As a matter of courtesy, Board members are asked to give as much notice as possible when resigning.

 

Appeals
4.9 The decision of the Board can only be appealed if the investigating party made an error or if information was intentionally omitted when presenting the case to the Board. The subject is responsible for demonstrating this occurrence, and must do so within 30 days of notification by the Board representative.

Dispute Resolution Mechanism
4.10 In the event that a dispute or controversy among members, directors, officers, committee members or volunteers of the Corporation arising out of or related to the articles or bylaws, or out of any aspect of the operations of the Corporation is not resolved in private meetings between the parties then without prejudice to or in any other way derogating from the rights
of the members, directors, officers, committee members, employees or volunteers of the Corporation as set out in the articles, by-laws or the Act, and as an alternative to such person instituting a law suit or legal action, such dispute or controversy shall be settled by a process of dispute resolution as follows:

 

1. The dispute or controversy shall first be submitted to a panel of mediators whereby the one party appoints one mediator, the other party (or if applicable the board of the Corporation) appoints one mediator, and the two mediators so appointed jointly appoint a third mediator. The three mediators will then meet with the parties in question in an attempt to mediate a resolution between the parties.

2. The number of mediators may be reduced from three to one or two upon agreement of the parties.

3. If the parties are not successful in resolving the dispute through mediation, then the parties agree that the dispute shall be settled by arbitration before a single arbitrator, who shall not be any one of the mediators referred to above, in accordance with the provincial or territorial legislation governing domestic arbitrations in force in the province or territory where the registered office of the Corporation is situated or as otherwise agreed upon by the parties to the dispute. The parties agree that all proceedings relating to arbitration shall be kept confidential and there shall be no disclosure of any kind. The decision of the arbitrator shall be final and binding and shall not be subject to appeal on a question of fact, law or mixed fact and law.

 

All costs of the mediators appointed in accordance with this section shall be borne equally by the parties to the dispute or the controversy. All costs of the arbitrators appointed in accordance with this section shall be borne by such parties as may be determined by the arbitrators.

 

Board of Directors General Duties and Responsibilities

4.11 There are certain general duties and responsibilities that all Dodgeball Alberta board members should adhere to, no matter their position on the board.

• Promote the sport at all levels

• Provide guidance and input to the Dodgeball Alberta strategic plan

• Provide input and vote on all Board matters

• Conduct themselves in a professional and respectful manner on and off the court

• Make every effort to avoid controversial situations regarding dodgeball (on and off the court) unless asked to mediate by those involved.

• Participate in recruitment and succession planning of Board members

• Understand and demonstrate a commitment to Dodgeball Alberta’s mission and programs

• Keep up to date with issues and trends that affect Dodgeball Alberta and Dodgeball Canada

• Prepare for meetings by reading agendas, minutes, reports and other documentation required to actively participate in them

• Attend meetings regularly.

• Any board member that misses 3 consecutive board meetings in a row over a 3 month period will be asked to resign unless there are extenuating circumstances and the board votes against the motion.

• The board will meet a minimum of 6 times per year (generally on a monthly basis).

• Board members must attend at least 5 board meetings in the course of a year.

• Contribute skills and knowledge by participating actively in meetings and committee work

• Make inquiries when clarification or more information is needed · Understand and monitor the organization’s financial affairs

• Understand and maintain confidentiality

• Ensure the organization is complying with all legal and regulatory requirements

• Conduct themselves with full transparency - share any and all work done on behalf of Dodgeball Alberta with other Dodgeball Alberta board members.

• Boldly and respectfully state opinions on Board matters with no fear of negative reprisal.

If a Board Member is convicted while serving on the board, they are obligated to inform the President and Vice-President.

 

Part 5 — Directors' Meetings

Calling directors' meeting
5.1 A directors' meeting may be called by the president or by any 2 other directors.

 

Notice of directors' meeting
5.2 At least 2 days' notice of a directors' meeting must be given unless all the directors agree to a shorter notice period.

 

Proceedings valid despite omission to give notice
5.3 The accidental omission to give notice of a directors' meeting to a director, or the non-receipt of a notice by a director, does not invalidate proceedings at the meeting.

 

Conduct of directors' meetings
5.4 The directors may regulate their meetings and proceedings as they think fit.

 

Quorum of directors
5.5 The quorum for the transaction of business at a directors' meeting is a majority of the directors.

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Part 6 — Board Positions

 

Election or appointment to Board positions

6.1 Directors must be elected or appointed to the following Board positions, and a director, other than the president, may hold more than one position:
(a) President;
(b) Vice-President;
(c) Director of Communications;
(d) Director of Society Records;
(e) Director of Finance;

(f) Director of Sport and Player Development;
(g) Director at Large;

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Role of president
6.2 The President is the chair of the Board and is responsible for:

• Being the public face and advocate of Dodgeball Alberta for media

• Maintaining official communications with other entities such as Dodgeball Canada, government bodies, etc.

• Along with the Director of Communications, monitoring and responding to incoming correspondence via Dodgeball Alberta official e-mail, social media, and other channels

• Developing agendas for board meetings and general meetings

• Guiding and mediating board actions with respect to organizational priorities and governance concerns

• Reviewing with the Board of Directors any issues of concern to the board

• Monitoring financial planning and financial reports

• Annually evaluating the performance of the organization in achieving its mission and objective

• Supervising the other directors in the execution of their duties.

• Exercising financial signing authority

 

Role of vice-president
6.3 The Vice-President is the vice-chair of the Board and is responsible for assisting in the duties outline in section 6.2, as well as carrying out the duties of the president in full if the president is unable to act. In addition, the Vice-President is consistently responsible for:

• Along with the President and Director of Communications, monitoring and responding to incoming correspondence via Dodgeball Alberta official e-mail, social media, and other channels

• Supervising the other directors in the execution of their duties.

• Assists in developing strategic planning

• Exercising financial signing authority

• Managing league and club database

• Managing and tracking competition schedule

 

Role of Director of Communications
6.4 The Director of Communications is responsible for doing, or making the necessary arrangements for the following:

• Managing and maintaining Dodgeball Alberta website

• Ensure constitutional documents and forms are available on the website

• Managing and maintaining all Dodgeball Alberta social media accounts

• Along with the President and Vice-President, monitoring and responding to incoming correspondence via Dodgeball Alberta official e-mail, social media, and other channels

• Creating and disseminating any newsletters the board decides to produce

 

Absence of Director of Society Records from meeting
6.5 In the absence of the Director of Society Records from a meeting, the Board must appoint another individual to act as minute-taker at the meeting.

 

Role of Director of Society Records
6.6 The Director of Society Records is responsible for doing, or making the necessary arrangements for the following:
Issuing notices of general meetings and directors' meetings;

• Taking minutes of general meetings and directors' meetings;

• Keeping the records of the Society in accordance with the Act;

• Filing the annual report of the Society and making any other filings with the registrar under the Act.

 

Role of Director of Finance
6.7 The Director of Finance is responsible for doing, or making the necessary arrangements for the following:

• Receiving and banking monies collected from the members or other sources;

• Keeping accounting records in respect of the Society's financial transactions;

• Preparing the Society's financial statements;

• Making the Society's filings respecting taxes.

• Recommending to the board whether the organization should have an audit

• Assisting in the selection of an auditor, if needed, and meets with him or her annually

• Exercising financial signing authority (with President/Vice President)

 

Role of Director of Sport and Player Development
6.8 The Director of Sport and Player Development is responsible for doing, or making the necessary arrangements for the following:

• Developing long-term Athlete Development plans

• Developing Coaching models

• Coaching officially-designated Albertan teams that are set to represent the province at events elsewhere in the country and world

• Finding new and innovative ways to introduce Dodgeball Alberta and the sport of dodgeball to communities across Alberta

• Scouting and encouraging the athletic development of Alberta players

• Developing and implementing officiating models at Dodgeball Alberta events

• Developing official Dodgeball Alberta rule sets in conjunction with Dodgeball Canada

 

Role of Directors at Large
6.9 A Director at Large is responsible for assisting with business of the board by taking on projects or duties that support the Strategic Plan, assist other directors in their roles, or generally aid in the functioning and progression of the Society.

 

6.10 Directors at large are required to prepare and present their own report at general meetings and meetings of the board, detailing their progress and the hours they have spent on Society work. Directors at Large are not required to be present at meetings of the Board of Directors except in circumstances where agenda business directly affects projects on which they are working. However, Directors at Large are welcome at any meeting of the Board of Directors.

 

Sub-Committees of the Board of Directors
6.11 The board may from time to time appoint any subcommittee or other advisory body, as it deems necessary or appropriate for such purposes and, subject to the Act, with such powers as the board shall see fit. Any such subcommittee may formulate its own rules of procedure, subject to such regulations or directions as the board may from time to time make. Any subcommittee member may be removed by resolution of the board of directors.

 

Subcommittees are formed in order to take on specific projects and to advise and assist in the implementation of Board policies and plans of Dodgeball Alberta. They meet separately from the Dodgeball Alberta board in order to plan and discuss the project work. The results of their operations are to be presented to the Dodgeball Alberta Board and voted on as necessary.

 

All Dodgeball Alberta subcommittees are led by members of the Dodgeball Alberta Board of Directors. Each subcommittee should have one subcommittee Chair who are responsible for reporting back to the Dodgeball Alberta Board. Participation of Dodgeball Alberta Board members on any subcommittee(s) is voluntary. The size of the subcommittees will vary.
Every effort will be made to keep representation at a functional and economical level.

 

Other members of The Society can be recruited to sit on subcommittees where necessary based on consensus of the subcommittee members.

 

The Chair/co-chair of each subcommittee has the following responsibilities:

• Plans and oversees the logistics of committee operations

• Reports to the President

• Presents committee decisions/recommendations to the Board

• Assigns work to sub-committee members

• Ensures committee members have the information needed to do their jobs

• Sets the agenda for and runs committee meetings

• Ensures distribution of committee meeting minutes

• Works with applicable staff in achieving the objectives of the committee

• Evaluates committee effectiveness in reaching goals and objectives

 

Selection Committees and Tryouts:
6.12 Dodgeball Alberta will from time to time be responsible for submitting teams that represent Alberta or regions within Alberta to national or extra-provincial events. These events include but are not limited to National Championships, Western Canadian Championships, and other Dodgeball Canada sanctioned invitational events. Dodgeball Alberta may also submit Society-sanctioned teams to open events, with the intention of presenting the best competitive play from the province.

 

To create any team for submission into competitive events, Dodgeball Alberta will hold tryouts at which any member in good standing of Dodgeball Alberta is eligible to compete. The tryouts may be free or have an entry fee, depending on the capacity of Dodgeball Alberta to subsidize venue rentals. Tryouts will consist of activities determined by the Director of Player and Sport Development to best indicate the skill level and capacity of players for the event in question.

 

To determine which members are selected from tryouts and placed on Dodgeball Alberta sanctioned teams, the Board of Directors will establish a temporary subcommittee entitled “Selection Committee”, chaired by the Director of Player and Sport Development. The Selection Committee will consist of no less than three and no more than six members in good standing of The Society, that are not competing in the tryout and are each voted upon at a meeting of the Board of Directors.

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Each member of the Selection Committee will be present at tryouts to observe competition. They will rank players based on a set of criteria determined prior to tryouts though discussion of Selection Committee members. The selection criteria should be defined in writing and saved in a private word document time-stamped and not altered beyond the 12 hour mark until the tryout. This document should be shared only with selection committee members.

 

After tryouts are completed, it is the responsibility of the Selection Committee to expediently convene and discuss candidates for inclusion on the team. Each member of the Selection Committee is given a number of votes equal to the amount of people being selected for the team. They may apportion one vote to any of the individuals that tried out. After all votes have been apportioned, any candidate that was unanimously selected by each committee member is guaranteed a spot on the team. The selection
committee must fill any remaining open spots with the players that got the next highest rankings. Committee members may engage in discussion and re-apportion votes after unanimous selections are finished, while still apportioning only one vote per candidate. In the result of a tie between two candidates, the Director of Player and Sport Development is given an additional vote to attribute to any player of their choosing.

 

In the event that the Director of Player and Sport Development would like to participate in a tryout, the Board of Directors must vote at a meeting of the Board of Directors to appoint an alternative chair of the Selection Committee from amongst the membership of The Society. This member cannot be participating in the tryout for which they are Selection Committee Chair. In the event that a selection committee member has a close familial or intimate relationship with a tryout candidate, they must declare to the Board of Directors and the Selection Committee a conflict of interest, and recuse themselves from any conversations involving that candidate. They may not apportion their vote to that candidate, but may abstain from attributing that vote to another candidate. A candidate that is missing a vote due to a conflict of interest but has the votes of every other Selection Committee member is still considered a unanimous selection.

 

Duties and Disbanding of Selection Committee:
6.13 Once the Selection Committee has selected the appropriate amount of candidates for a team, each successful candidate must be contacted via e-mail or telephone with an offer of acceptance for their spot on the team. The Selection Committee may attach a response deadline should they feel it necessary to increase the expediency of the team selection process. Should any candidate turn down their position on the team, the Selection Committee must offer that spot to the candidate that received
the next highest number of votes, and so on, until a team is finalized.

 

The Selection Committee may, if they feel it warranted, select up to one (1) alternate candidate for every four (4) members of the team, determined by the candidates that received the next greatest number of votes compared to the successful team candidates. Should any selected member withdraw from a team through verbal or written statement to their team members
or board members of Dodgeball Alberta, the alternate candidate that received the next highest number of votes fills that vacant spot on the team. Alternate team members may attend official team practices, but will not receive any subsidization for travel or other expenses unless they are called upon to fill a spot on the team prior to the start of the event(s) for which the team has been formed. It is the duty of the Selection Committee to extend offers to be an alternate through phone or e-mail to selected candidates, as well as explain the expectations of the position.

 

In the event that a vacancy on a team arises that cannot be filled by any of the selected alternates, and this vacancy occurs in the period after the Selection Committee has disbanded, the team may choose to leave the position vacant provided they are still able to field the maximum number of players allowed on the court as per the rules of the event(s) for which the team has been formed. If they cannot achieve this amount of players, or if a majority of team members vote to seek an additional member, is the

responsibility of the Director of Player and Sport Development to re-examine the official notes of the Selection Committee, select the next highest-ranked candidate, and contact them with an offer to be on the team.

 

After a team has been finalized, The Selection Committee must send an e-mail notice of rejection to each unsuccessful candidate. They must then report their final team list to the Director of Communications. It is the responsibility of the Director of Communications to announce the final selections on the public channels of Dodgeball Alberta. Once the team has been made
public, the Selection Committee is officially disbanded.

Member Representation on Dodgeball Alberta Teams:
6.14 One must be a member in good standing of The Society in order to try out and be selected as a player for a Dodgeball Alberta sanctioned team.

A member that is representing a Dodgeball Alberta sanctioned team may not join another team that is in direct competition with the Dodgeball Alberta sanctioned team. Members are allowed to join other teams in different divisions, as long as there is no instance where both of their teams would compete against each other or be competing for the same title. If a
member does decide to join a team that will come into direct competition with their Dodgeball Alberta sanctioned team, they forfeit their position on the Dodgeball Alberta sanctioned team.

 

In accordance with the inclusive and supportive mandate enshrined in the constitution of The Society, Dodgeball Alberta will endeavour to provide competition opportunities for the greatest number of players for any given event. However, because it can be expected that team members will receive significant support from The Society after being selected for a team, the Board of Directors in conjunction with the Selection Committee reserves the right to limit the amount of selected candidates based on available training and coordination capacity, funding capacity, or competitive calibre of the teams for high-level events. Dodgeball Alberta may liaise with the organizer of an event to find play opportunities for individuals not selected for the Dodgeball Alberta sanctioned teams, but may not be able to offer the same training and funding support to these individuals.

 

Part 7 — Remuneration of Directors and Signing Authority

 

Remuneration of directors
7.1 These Bylaws do not permit the Society to pay to a director remuneration for being a director, but the Society may, subject to the Act, pay remuneration to a director for services provided by the director to the Society in another capacity.

 

Signing authority
7.2 A contract or other record to be signed by the Society must be signed on behalf of the Society
(a) by the president, together with one other director,
(b) if the president is unable to provide a signature, by the vice-president or Director of Finance together with one other director,

(c) if the president, vice-president, and Director of Finance are all unable to provide signatures, by any 2 other directors, or

(d) in any case, by one or more individuals authorized by the Board to sign the record on behalf of the Society.

 

Part 8 – Society Finances

 

Financial Year
8.1 The financial year end of the Corporation shall be December 31 in each year.

 

Banking Arrangements
8.2 The banking business of the Corporation shall be transacted at such bank, trust company or other firm or corporation carrying on a banking business in Canada or elsewhere as the board of directors may designate, appoint or authorize from time to time by resolution. The banking business or any part of it shall be transacted by an officer or officers of the Corporation and/or other persons as the board of directors may by resolution from time to time designate, direct or authorize.

 

Borrowing Powers
8.3 If authorized by a by-law which is duly adopted by the directors and confirmed by ordinary resolution of the members, the directors of the corporation may from time to time:

1. Borrow money on the credit of the corporation;

2. Issue, reissue, sell, pledge or hypothecate debt obligations of the corporation;

3. Mortgage, hypothecate, pledge or otherwise create a security interest in all or any property of the corporation, owned or subsequently acquired, to secure any debt obligation of the corporation.

 

Any such by-law may provide for the delegation of such powers by the directors to such officers or directors of the corporation to such extent and in such manner as may be set out in the by-law.

 

Nothing herein limits or restricts the borrowing of money by the corporation on bills of exchange or promissory notes made, drawn, accepted or endorsed by or on behalf of the corporation.

 

Annual Financial Statements

8.4 The Corporation may, instead of sending copies of the annual financial statements and other documents referred to in subsection 26(1) (Annual Report) of the Act to the members, publish a notice to its members stating that the annual financial statements and documents provided in subsection 26(1) are available on the website and/or Facebook page of the Corporation
and any member may, on request, download a copy free of charge from the website or Facebook page.