An association must operate under guidelines which are set up by the membership. These guidelines are commonly referred to as constitution and by-laws or terms of reference. If the association receives funding, competes in a number of events, or controls a large amount of money, it should operate under a constitution and by-laws and incorporate under the Societies Act. When registering with the Societies Act, you are protecting your board by limiting their liability.It is important to have a terms of reference or constitution and by-laws written down. This will formalize the association and the way it conducts business. Terms of reference can be changed and given more detail as the association grows and progresses.
In setting up a club it is important to create and list goals and objectives. Goals are general statements describing what you intend to do. Objectives are more specific and usually describe what needs to be done, how to measure completion and the completion date. Objectives provide the specific directions to make your goals a reality.
1.1 To register anyone interested in becoming a member.1.2 To inform the community about the program and its opportunities.
2.1 To obtain and schedule facility time .2.2 To plan ahead for the programs, facilities and activities.
3.1 To organize coaching, player development,and officiating clinics.3.2 To register with your provincial/territorial branch.3.3 To develop leadership by arranging training workshops, holding regular meetings, and conducting the affairs of the association.3.4 To prepare a budget that recommends how much money should be spent, ensuring it is spent the right way, and providing financial information to the membership.
Once the executive is in place and the association’s decision-making structure has been adopted, the association will have to adopt and recognize some fundamental procedures it has to follow.
The following are key responsibilities of any member for an effective meeting:
When the group is ready to make a decision on a particular topic, a vote is held. The vote can be done by a show of hands or by the following that are considered to be proper procedure.
Description of the Command
|"Motion"||Idea or devision put forth by a member|
|"Seconder"||A member who supports the member making the motion|
|"Any further discussion"||Comments for or against the motion|
|"Ready for the question"||Everybody gets ready to vote|
|Vote||Vote yes or no or abstain (non-vote)|
|Results of the vote||After counting hands, the decision is announced; the motion is carried or defeated|
|Next item on the agenda||The next topic or discussion part.|