Community Operating Guidelines of Special Olympics Ontario - Brantford
"Let me win
But if I cannot win
Let me be brave in the attempt”
Special Olympics Ontario – Brantford Community Operating Guidelines
Let it be known that this governing body duly registered within the Constitution and By-Laws of the Provincial governing body Special Olympics Ontario (SOO) and under the Constitution and By-Laws of the Canadian governing body Special Olympics Canada (SOC) shall herein be known as Special Olympics Ontario – Brantford, hereinafter referred to as SOO – Brantford.
The SOO - Brantford Community Council is the local decision making body of Special Olympics Ontario and must adhere to Special Olympics Ontario policies and procedures in governing their activities. The jurisdiction of SOO – Brantford includes SOO athletes, volunteers and programs operating or managed within the boundaries of Brantford and Area.
The Community Council consists of an Executive Committee and may include a General Council, depending on the needs or requirements of the community.
The location of the local office of SOO – Brantford shall be in the Town/City of Brantford in the Province of Ontario, and at such place therein as the SOO – Brantford Community Council may from time to time determine.
Section 4 – Statement of Purpose
The purpose of SOO – Brantford shall be:
SOO – Brantford shall have the following classes of members:
Participant Members – Athletes who:
No person shall be admitted as a Member of any class of Members, until such person:
Any Member may withdraw from membership in SOO - Brantford by giving written notice to the SOO - Brantford Community Council.
Members may be deemed withdrawn in their second year of inactivity.
Notwithstanding withdrawal from membership, any Member who has withdrawn shall, at the discretion of the SOO - Brantford Community Council, remain liable for the payment of any outstanding registration fees, or any other monies properly due and owing to SOO - Brantford prior to the effective date of the notice of withdrawal given by the Member.
The SOO - Brantford Community Council may suspend (with or without conditions) the membership of a Member under the following circumstances:
The SOO - Brantford
Community Council may recommend to SOO for the termination of
a member who is not in compliance with SOO - Brantford,
SOO, or SOC policies.
Section 1- SOO - Brantford Community Council
The Community Council acts as the official liaison between the community and SOO.
The roles and responsibilities of the Community Council include the following:
The SOO Community Council must include an Executive Committee. The Executive Committee members are elected representatives responsible for the leadership of the Community Council.
Where circumstances require, and in consultation with SOO, the Community Council may also include a General Council. Additional council positions, such as members at large, require approval of SOO.
Section 2 – SOO - Brantford Community Council - Executive Committee
The Executive Committee of the SOO - Brantford Community Council can be comprised of the following elected positions:
9. Board Member at Large (2)
Each Executive Committee must, at a minimum, include the positions of Community Coordinator, Treasurer and Secretary.
Job descriptions are available on the SOO Information Portal. See the following link: http://info.specialolympicsontario.ca/
Where a General Council is used, it will include members who will be the liaisons with different community groups and agencies, such as Community Living organizations and fundraising organizations. On an ongoing basis, these members will report back to the Community Council to relate the wants and needs of these agencies and groups. The liaison members also provide input for programming within the community.
The positions of SOO – Brantford Community General Council could include the following appointed members:
6. Community Representatives
SOO – Brantford shall hold an AGM of Members once a year at a time and place determined by the SOO – Brantford Community Council and SOO.
The agenda for the AGM shall be set in consultation with and in accordance with SOO guidelines.
Notice of an AGM shall be given at least thirty (30) days prior to the date of the meeting.
A proposed agenda shall be included with the notice of the AGM. Any Member who wishes to have new business placed on the agenda shall give written notice to the SOO - Brantford Community Council at least ten (10) days prior to the date of the AGM. Such new business shall be considered at the AGM, if deemed appropriate and such considerations are permissible under the constitution or by-laws of SOO - Brantford.
SOO – Brantford Community Council meetings are usually scheduled and held monthly, or at the discretion of the Community Council Executive Committee.
All registered members of SOO - Brantford are entitled to attend a Community Council meeting, but a member(s) can be requested to leave the room during any “in camera” discussions. Any other persons may be admitted only on the invitation of the SOO - Brantford Community Council.
The Chairperson of the Meeting is normally the Community Coordinator. In the absence or recusal of the Community Coordinator, the Community Council shall select another member of the SOO - Brantford Community Council as Chairperson.
Adjournments – The Chairperson may, with the consent of members at any meeting, adjourn the meeting to be continued at a later date. No notice of the time and place for the continuation of the adjourned meeting need be given to the Members, until such time and place is later determined.
Conduct at the Community Council meeting shall be governed by SOO policy and Robert’s Rules of Order.
Section 3 – Meeting of Members - General Meetings
SOO - Brantford General Meetings can be held in addition to the SOO - Brantford Community Council meetings. This includes the Annual General Meeting.
Section 4 – Voting
Quorum – The presence of 50% +1 of the SOO - Brantford Community Council or the Executive Committee, depending on which committee is meeting, shall be a quorum of any meeting of the Members, including the AGM. No business shall be transacted at any meeting unless the requisite quorum of members is present or represented at the commencement of such business.
Subject to membership applications and renewals, members shall have the following voting rights at SOO - Brantford General Meetings:
Subject to membership applications and renewals, members shall have the following voting rights at SOO - Brantford Community Council meetings:
Members must declare and recuse (remove) themselves from voting on any question in which they have a direct, personal, financial or beneficial interest. This includes any direct or indirect benefit to themselves, their family or their professional interests. Voting procedures must be in line with the SOO policy on Conflict of Interest.
Show of Hands – At any meeting of members, every motion shall be decided by a show of hands unless otherwise required by the guidelines of SOO - Brantford or unless a ballot is required by the Chairperson of the meeting or requested by any member.
Whenever a vote by show of hands has been taken upon a motion, a declaration by the Chairperson of the meeting that a motion has been carried or lost by a particular majority is required. An entry to that effect must be recorded in the minutes of the meeting. The number or proportion of votes recorded in favour of or against the motion need not be recorded.
Elections to the SOO - Brantford Community Council Executive Committee positions will be conducted as part of the AGM. A declaration of interest form will be circulated six (6) weeks in advance of an election. Nominations can be accepted from the floor. All registered SOO - Brantford Volunteer Members are entitled to vote.
The candidate who receives the most votes for each position is elected. Where possible, ties will be decided by run-off. The individual with the lowest number of votes is dropped from the ballot, and a new vote is held until one candidate has the most votes.
To be eligible for election, the candidates may or may not be in attendance. Candidates in attendance will affirm their acceptance of a nomination. Candidates not in attendance will affirm in writing to the SOO - Brantford Community Council their acceptance of the nomination.
When there is only one nominee for a position, he or she is acclaimed.
Where no candidate has been identified or where there is a vacancy due to the departure or removal of an existing member of the Community Council, the council may choose to utilize a selection process rather than election. The benefits of selection are that individuals can be chosen and recruited for their specific skills and compatibility to the position. The selection process must include the completion of a declaration of interest form and an interview of the candidates by a selection committee.
If an elected or appointed SOO - Brantford Community Council member leaves his or her office, the following rules shall apply in the appropriate conditions:
Proposed amendments must be duly presented and approved as motions of change at SOO - Brantford Community Council Meetings or at the SOO - Brantford AGM. The proposed amendments to the Community Operating Guidelines must be approved by SOO before taking effect.
Voting for approval of proposed amendments to the Community Operating Guidelines shall be carried out by a show of hands of voting members present, as outlined in Article 4, Section 4. Majority approval shall indicate passage of the proposal.
There shall be one community bank account for the SOO - Brantford Community Council. The SOO - Brantford Community Council may also have a trust account for funds raised through lottery licensed events.
Section 1 – Financial Guidelines
SOO - Brantford must utilize the financial guidelines as directed by SOO, including the following:
Additional information regarding financial best practices can be found on the SOO Information Portal.
Section 2 – Funds Received
All funds received must be forwarded immediately to the Treasurer for deposit in the SOO - Brantford bank account.
All cheques, bank drafts, money orders and other financial instruments must be made payable to SOO – Brantford.
Section 3 - General Fundraising Guidelines
SOO - Brantford is responsible for raising funds for the SOO - Brantford Sport Club programs.
The fiscal year for SOO - Brantford coincides with the fiscal year for SOO, which runs from July 1 until June 30.
POLICIES AND PRACTICES
(SOO - BRANTFORD)
Amended: August 1, 2016
All athletes chosen for these games are to help fundraise to offset these costs
(see policy #5 and #6)
- cost of doctor’s note will not be covered by SOO Brantford
- registration will no longer be accepted before the registration begins.
- if an athlete is unable to attend the registration day/evening they may send a designate to register for them.
- Registration will be on a first come first served basis. A spot will not be held in a sport for any participant.
- if an athlete is not able to participate in a sport because there are not enough athletes registered, a refund for that sport will be issued, (they will not be able to transfer to another
- failure of the athlete to register on ‘registration day’ may result in that athlete being placed on a wait-list for the sport of their choice.
- late registration, other than the other registration dates, must be handled through the registrar who will then give the athlete permission to attend in that sport.
- variations of this policy require board approval.
- Motion passed January 9, 2012 – “That the Special Olympics Ontario – Brantford Board encourage all athletes to register for training for Special Olympics Ontario sports but athletes must meet policies and guidelines prior to council endorsement for Regional, Provincial, National and World competitions.”
15. Procedures for Board and Community Council Meetings:
- all meetings will be held using ‘Roberts Rules of Procedures’ as a governing structure
16. Additional Fees and Finance
- SOO – Brantford will cover fees for police checks
17. Payment and Refund Policy
- Full payment will be collected for all registrations on the date of registration
- If any amount remains unpaid at the time of the first practice, the athlete will not be able to participate in the program. Any exceptions must be requested in writing to the Brantford council for their consideration and approval. If the registration cheque is returned (NSF), the athlete will not be permitted to join the program until payment in cash has been made.
- A full refund will be given to any athlete who withdraws from a sport prior to the start of the second practice. New athletes will be entitled to a second practice to determine their willingness to participate.
- A full or partial refund will be given to athletes who cannot continue in a sport due to injury. This is subject to a doctor’s certificate. The maximum refund will be prorated. Example: if an athlete requests a refund after the 5th practice of a 20 practice season, the amount of refund will be ¾ of the registration fee. No refund will be issued for an amount less than $5.00.
Added May 2013
1. Each Team MUST submit a budget for acceptance by the SOO Brantford Council by May 31 of each year. The budget, once accepted, is the only source of either income or allowable expenses for the subsequent fiscal year being July 1 to June 30 of each year.
2. Expenses, as itemized in each budget, may include:
- team uniforms for the purpose of games, not practices, and excluding Provincial or National events;
-travel expenses not covered by SOO Toronto but authorized by the SOO Brantford Council;
-specific equipment as needed for training in the specific sport;
-other needs, as accepted by SOO Brantford Council, of particular application to the given sport;
3. Revenue can only be accepted if passed by the SOO Brantford Council and be paid to general accounts for the following reasons:
-sponsorship of a particular team;
-donations of a general nature;
-in memory of an individual;
-as bequeathed on behalf of an individual or corporation either one-time or planned giving
- SOO Brantford Council will determine the colours, material, design and supplier of all uniforms other than for National or Provincial events;
-Uniforms will be specifically given to registered members of the team and credentialed coaching staff for use in games not practices;
-Team uniforms become the property of SOO Brantford including curling jackets and must be maintained in an acceptable condition by the owners for every public event;
- Uniforms for individuals (eg. swimming, bowling) become the property of the individual and must be maintained in an acceptable condition by the owner for every public event
-a ‘Uniform’ specifically refers to a t-shirt, golf shirt, or jersey and other clothing as appropriate for the designated sport;
-Use of sponsor names or logos will be determined by SOO Brantford Council
-every player or coach must wear the team uniform in order to participate in games
-replacement of uniforms because of game damage will be expensed by the coach but will be the responsibility of the athlete if damaged through negligence or lost.
5. Special Requests for team expenses:
-must be presented to SOO Brantford Council for consideration no later than the scheduled Council Meeting held in the month preceding the perceived need;
-decision by the SOO Brantford Council is final.
6. Sponsorship Guidelines:
-Sponsors are to receive guidelines as to levels of support and subsequent recognition as determined by SOO Brantford Council and SOO Toronto restrictions;
-All sponsorships will be awarded on a first come, first served basis and reviewed annually.
19. Dinner Policy
- Should athletes travel from a competition back to Brantford and arrive after 6:00pm, a light dinner will be provided before leaving the host City.
20. Athlete unable to afford sports
- Should an athlete, through financial difficulty, be unable to afford the registration fee, the athlete can appeal to the Board for an exemption from the registration fee or a reduced fee.
21. Police Checks
22. Local Competition
no athlete shall compete in a competition unless he/she has the
coach’s permission to be coached by someone other than the Head
Coach of that sport.
24. Volunteer Requirements
1) One-day Volunteer Form – all volunteers to have a one-day volunteer form filled out. eg.
2) Volunteer Form – all volunteers that help on an ongoing basis but do not have one-on-one
3) Police Checks – all coaches, assistant coaches and volunteers that have one-on-one with