LONDON MINOR LACROSSE ASSOCIATION BY-LAWS 1.OO BOARD OF DIRECTORS DUTIES 1.O1 The Board of Directors duties shall be outlined annually by the Board of Directors. 1.02 DIRECTOR - ADMINISTRATION The Director - Administration shall be the clerk of the Association. He/She shall attend all meetings of the Association and record all acts and minutes of all proceedings. He/she shall handle correspondence and inform the Board of Directors of the same. He/She shall coordinate communication with the membership of the Association, e.g. newsletter, bulletin board, flyers, etc. 1.03 DIRECTOR - REGISTRATION 1.03-1 The Director - Registration shall coordinate all player registration with other Directors. 1.03-2 He/She shall receive all player registrations and copies of birth certificates. He/She shall maintain records of all player information. 1.03-3 The Director - Registration shall collect and reconcile all registration fees and deposit same with the Director - Finance. He/She shall instruct the coaches that players must be registered and fees paid prior to participating in any practice or game. If the player decides not to play before the first league game, he/she shall make arrangements to refund the liii! registration fee, The Director Registration may waive all or part of a player’s registration fee only after consultation with the Board of Directors. 1.03-4 He/She shall liaise with the Director - Technical to complete the required registration for all bench personnel and executive. 1.03-5 The Director - Registration shall complete OLA registrations via zone registrar and OLA office. 1.03-6 He/She shall distribute validated player registrations to the coach or manager of each competitive team prior to any tournament. Bench personnel forms must be distributed to the coach of each competitive team prior to the Provincial Tournament. B1.04 DIRECTOR OF FINANCE 1.04-1 The Director - Finance shall record all Association receipts and disbursements. He/She shall be responsible for all Association banking. He/She shall present up to date financial reports at all Board of Directors meetings. He/She shall prepare an annual statement of account for presentation at the annual meeting. He/She shall be a signing officer for the Association. 1.04-2 The Director - Finance shall submit zone fees, tournament and provincial registration fees. 1.04-3 The Director - Finance shall complete and forward the LMLA insurance form to th~ flT A r~f1~’~ 1.04-4 The Director - Finance shall arrange a yearly audit by either a chartered accountant or by three current directors of the Association. 1.04-5 Cheques must be signed by two of three specified signing officers from the Board of Directors. The signing officers must include the Director of Finance and the Chairman. 1.04-6 No Board of Directors member may make any financial decision unilaterally. Any single expense in excess of one hundred dollars ($100) must be approved by the Chairman and/or Director of Finance plus two other Directors before commitment. 1.05 DIRECTOR - FUNDRAISING He/She shall develop a fundraising strategy in order to augment the other main sources of income for the Association. (These include registration fees, sponsorship and bingo’s.) He/She shall oversee any fundraising ventures carried out by individuals, teams, or by the Association as a whole. All fundraising activities must be approved by the Board of Directors. He/She shall assist the Director - Promotion in soliciting sponsorships. 1.06 DIRECTOR - PROMOTION He/She shall develop a promotion strategy and media communications. He/She shall elicit sponsorships. He/She shall coordinate the promotion of tournaments, in conjunction with the tournament committee and Director - Fundraising and the OLA. 1.07 DIRECTOR - TECHNICAL The Director - Technical shall coordinate training and scheduling of all officials, He/She shall liaise with ~ advise the Referee-in-Chief. Gate Keeping Coordinator, and Minor Officials’ Coordinator of their duties. He/She shall work with the Director - Registration to ensure that all bench personnel are appropriately certified and registered with the Association, (in accordance with current OLA guidelines.) He/She shall notify interested members regarding upcoming coaches/officials clinics or seminars. 1.08 DIRECTOR - EQUIPMENT The Director - Equipment shall manage all equipment and uniforms in conjunction with the Competitive and House League Directors. He/She shall make purchase recommendations. 1.09 DIRECTOR - PHYSICAL RESOURCES The Director - Physical Resources shall coordinate arena operations. He/She shall work with London Hydro to ensure that the facilities are satisfactory, prior to and during the season. He/She shall book all floor time and meeting facilities for the Association. He/She shall liaise with the Competitive and House League Directors to ensure that there is adequate floor time available for games and practices. He/She shall submit floor time bills to the Director Finance after making sure that the bills coincide with floor time booked. 1.1O DIRECTOR - HOUSE LEAGUE PROGRAM The Director - House League shall chair the House League Committee to organize and convene house league activities. He/She shall provide clear communication from the Executive through the Convenors to all players and parents. He/She shall work with the Director - Registration to ensure that all players are registered and insured with OLA. 1.11 DIRECTOR - COMPETITIVE PROGRAM He/She shall represent the Association at the Zone level. He/She shall act as a liaison between this Association and the Zone. He/She works with the Director - Registration to ensure that all players are registered and insured with the OLA. 2.OO BOARD OF DIRECTORS MEETING 2.00-1 A quorum of the Board of Directors shall consist of five (5) members. 2.00-2 Meeting of the Board of Directors shall be held at least once per month throughout the year on a schedule to be determined by the Board of Directors. 2.00-3 A special meeting of the Board of Directors shall be called by the Chairman on request of three (3) or more members of the Board of Directors. 2.00-4 Should a vacancy occur on the Board of Directors for any reason, the Board may appoint a replacement for the balance of the current year. 3.00 DUTIES OF COORDINATORS Coordinators will assist the Board of Directors of the Association in the following areas: * Bingo operations * Minor officials * Photographs * Referee in Chief * Coordinator at large * Tournament/Zone days * Trophies and awards 4.OO RULES AND REGULATIONS 4.01 Rules and regulations of the LMLA shall be drafted by the Board of Directors and approved by a majority vote at a properly constituted Board of Directors meeting. Rules and regulations may be amended from time to time as considered necessary by the Board of Directors. 4.02 Copies of the Association rules and regulations shall be circulated to all bench personnel at the beginning of each season and they shall be notified immediately of any amendments or additions as they occur. 4.03 No individual can be coach or manager of more than one (1) competitive team in the same year. 4.04 Any member of the Board of Directors who is absent from three (3) consecutive meetings for reasons other than that approved by the Board of Directors may forfeit his/her membership and may not be permitted to stand for office of Director the following year. 4.05 Last year’s Board of Directors and the new Board of Directors will work together for the first meeting to pass the annual financial report. 5.OO DETAILED DUTIES OF DIRECTORS 5.O1 DIRECTOR OF PROMOTION i) Preseason * Have flyers printed and distributed * Make registration posters and distribute. Arrange advertisements with the PUC Spectrum in coordination with the Director of Registration, as to dates of early registration. * Notify media of registration dates and times ii) Media * Coordinate dates and times of games and events with Cable Production Manager so they may be taped and broadcast. * Notify London Free Press of times and dates of events we would like coverage for. * Notify Sports Beat of special events (tournaments) etc. iii) Sponsors * Obtain sponsors for each competitive team * Obtain sponsors for each house league team and sponsorship for special events. * Sponsor letters to be sent by January 1, for upcoming year. These should be sent to all previous sponsors and any potential ones. iv) Other * Order and sell memorabilia. * Order coaches shirts (work with Director of Equipment) * Arrange with arena staff for upcoming events to be advertised on sign on Wonderland Road. * Assist with special events (e.g. tag day) * Communicate with coaches and managers re: media events. B5.02 DIRECTOR OF FUNDRAISING * U Work with Director of Promotion to elicit sponsors. Develop a fundraising strategy for the Association. * Contact sources of fundraising in the community, and present options to the Board for approval. * Sit on tournament committee to provide assistance/guidance. 5.03 DIRECTOR OF EQUIPMENT i) Manages equipment in all aspects for both competitive and house league activities. Equipment includes items such as team sweaters, goal tender gear, balls sticks, (goalie and junior sticks), water bottles, first aid kits, but normally does not include nets or rink resources. ii) Responsibilities include the following: * tracking equipment and return of same. * ordering equipment within budget constraints, and repairing equipment where practical. * anticipating needs of teams and players for gear * taking pre-season and post-season inventory * being aware of equipment available and sources * facilitating the exchange of used equipment * being available during rink hours to monitor gear * concern for proper protection of players. 5.04 DIRECTOR OF PHYSICAL RESOURCES Responsibilities to include arena and concession bookings, floor and bench areas, locker rooms, nets and clock (ensuring player safety, and that all equipment is in working order.) He/She shall audit PUC billing prior to the Director of Finance’s making payments. 5.05 DIRECTOR OF THE HOUSE LEAGUE i) Chairs committee to organize and convene house league activities ii) Communicates with house league participants/parents regarding setup, schedules or other Association matters. iii) Liaise with appropriate Directors/Coordinators regarding the following: * Registration - player information * Technical - referees and minor officials * Equipment * Promotion - sponsors * Fundraising - events * Special events coordinator * Awards coordinator * Photographs coordinator iv) Selects a convenor for each age group. The group of convenors and House League Director thus form the House League Committee. 5.06 DIRECTOR OF COMPETITIVE PROGRAM i) Representation at the zone level to include: * attends all zone meetings or arranges an alternate * provides contacts/maps for teams • schedules zone days, games and play offs * provides schedules of all games and practices to coaches ii) Liaise with appropriate Directors/coordinators regarding: * Registration - player information * Technical - referees, minor officials, gate keeping, coordinators * Equipment * Special events • Awards * Photographs * Physical resources iii) Communicates with Board of Directors regarding coaches selection, disciplinary concerns, etc. iv) Responsibilities at local level include: * communication with coaches and managers of competitive teams * post current travel schedule at arena and keep it updated 6.00 DUTIES OF COORDINATORS 6.01 Coordinator - Bingo Operations * Recruit volunteers to work at bingos (year round) * Phone and arrange for adequate workers prior to each bingo * Submit bingo applications to City Hall on the required dates * Pick up bingo licenses and forms when required from City Hall * Keep adequate financial records and do all required financial needs such as floats, deposits * Liaise with the Director of Finance re: cheques and finances transferred when needed * Be aware of rules of the bingo hall and the City by-laws governing bingos * Have available the necessary supplies to run bingos smoothly (coin rolls, tape, etc.) * Give orientation to new workers during bingos 6.02 Coordinator of Minor Officials * Train and communicate official duties to time keepers and scorers * Ensure that all minor officials are paid for their services. Amount of payment is according to payment structure described in rules and regulations of the LMLA. 6.03 COORDINATOR OF PHOTOGRAPHS * Obtain estimates and hire photographer. * Set date (before end of house league season) * Inform coaches of dates and dress e.g. full uniform * Seek possibility of parent volunteer photographer * Get deposit from Director of Finance * Hand out photographs to team managers 6.04 Coordinator of Special Events Form special events committee to: * arrange wrap up party for house league teams * arrange wrap up party for competitive teams * arrange special events for tournaments, zone days etc. (coffee, drinks, donuts, hot dogs, and may include use of the pool. 6.05 Referee in Chief * Has full responsibility of all the LMLA referees * Appoint referees for all zone games * Work closely with the zone referee in chief * Submit request for payment of all officials used in league games * Submit account sheets of all disbursements to Director of Finance * Ensure that game sheet reports are mailed to the appropriate people within 24 hours of completion of games * Is paid according to zone rates for the current year * Report facility deficiencies to the Director of Physical Resources and/or Technical Director 6.06 Coordinator of Tournament/Zone days * Form committee to organize any tournaments or zone days * Liaise with other Coordinators and Directors as appropriate in order to have a smoothly run event 6.07 Coordinator of Trophies and Awards * Arrange ordering and distribution of trophies and awards as directed by the Board of Directors * Liaise with other Directors and Coordinators as needed for special events or regular season functions.