NEW - 2011 SOTFOA Constitution

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Southern Ontario  Touch Football Officials Association Constitution
2008 Amended 2011

CONSTITUTION
ARTICLE 1- NAME
 
A) The name of the organization shall be the Southern Ontario Touch Football
Officials’ Association
 
B) The use of the name or abbreviation (S.O.T.F.O.A.) shall be limited to the members of the Association who are deemed to be ‘in good standing’.
 
ARTICLE 2- OBJECTIVES
 
A) To provide the highest quality of officials for the customers we serve.
 
B) To ensure officials create a positive reflection of S.O.T.F.O.A. by the dress and deportment on the field.
 
C) To promote, conduct, maintain and manage an Association for the development of game officials.
 
D) To improve officials' knowledge and ability and thereby contribute to the general improvement of Touch/Flag Football.
 
ARTICLE 3- MEMBERSHIP
A) Membership shall be open to persons who:
  • Are approved by the Executive;
  • have an interest in officiating Touch/Flag Football; and
  • has successfully completed a one year probationary period.

B) A ‘member in good standing’ is one who
  • has paid all applicable fees and/or dues;
  • is in compliance with the Constitution and Policies and Procedures Manual;
  • abides by the TFONT and/or SOTOFA Code of Ethics;
  • and has no outstanding sanctions against him/her. 

C) Only members deemed to be ‘in good standing’ shall be recognized to participate in any games or meetings of the Association.
 
D) Members must supply, and, when officiating, be dressed in a complete uniform as prescribed by the Association.
 
E) The Executive may suspend any member who is not in good standing at any time.   Any notice of sanction and/or suspension of a member must be communicated in writing from the Executive, and sent to the sanctioned member via traceable courier.
 
ARTICLE 4- DUES
 
A) The Executive shall determine the annual dues each year, subject to the approval of the general membership whenever a change in the annual rate is involved.
 
B) Other assessments may be levied, are approved at a general meeting of the members.
 
C) The Association will balance the account of each member and make final settlement on or before the thirty-first day of December.
 
ARTICLE 5- GOVERANCE
 
A) The governing body shall consist of five to eight Directors who shall constitute the Executive of the Association.
 
B) The membership shall elect a President, Secretary, Treasurer, Referee-in-Chief, and the Directors at Large.
 
C) A quorum of the Executive shall be fifty percent plus one (1).  (Note no longer G when renumbered.)
 
D) The Executive has the authority to change the content of the Policies and Procedures Manual at any time in order to carry out the business of the Association.  Proposed changes to this manual will be communicated to the Membership via electronic mail or Canada Post mail, a minimum of sixty (60) days prior to adoption of any changes.
 
E) If a Director, for any reason, does not serve a full term, the remaining Directors may appoint any member ‘in good standing’ to fill that vacancy for the balance of the year.  An election to replace the Director for the balance of the term would take place at the Annual General meeting.
 
F) The Assignor will be appointed by the Executive and will sit on the Executive as an ex-offico.
 
G) A quorum of the Executive shall be three (3).
 
H) When a Director does not demonstrate the minimum standards of performance required by his/her position, he/she may be removed from office by a unanimous vote of the other Directors, not subject to question.  The dismissed person shall be notified by traceable courier within 7 calendar days.  The aggrieved Director may request an appeal within 14 calendar days of the decision by sending a written request to the Secretary by traceable courier.  The Executive will then call a special meeting of the members within 28 days of the decision. The members may overturn the decision of the Executive by a simple vote providing 50% of the members are present and 2/3 vote to reinstate the Director.
 
I) The Executive may produce a manual of “Policy and Procedures“that contains policies, rules and regulations necessary to effectively carry out the business of the Association.  Proposed changes to this manual will be communicated to the Membership via electronic mail or Canada Post mail, a minimum of sixty (60) days prior to adoption of any changes.
 
J) The funds of the Association can be withdrawn from the bank to conduct association business, by the joint signatures of any two of the following:  President, Secretary, and Treasurer.
  
 
ARTICLE 6- RESPONSIBILITIES OF OFFICERS
 
Section 1- The President:
 
a) Shall preside over all meetings;
b) Shall supervise and coordinate the activities of the Association;
c) Shall act as a goodwill ambassador for the Association and actively promote its image to other football organizations and the general public;
d) Shall have full voting rights at Executive meetings;
e) Shall be an ex-officio member of all committees;
f)  Shall be one of the ‘signing officers’;
g) Shall sign all documents requiring the signature of the ‘chief officer’;
h) Shall perform such other duties as may be assigned.   
 
Section 2- The Secretary:
 
a) Shall give notice of all regular and special meetings;
b) Shall keep the minutes of all meetings and be custodian of all records of the Association;
c) Shall attend to all correspondence of the Association;
d) Shall be one of the ‘signing officers’;
e) Shall perform such other duties as may be assigned;
f) Shall have full voting rights at Executive meetings.
 
Section 3- The Treasurer:
 
a) Shall have charge of all funds and shall deposit them in a financial institution selected by the Executive;
b) Shall keep an accurate account of all income and expenditures, and annually submit it for review by a panel of 5 members in good standing, this panel to be ‘chaired ‘ by either the President or a past President;
c) Shall be one of the ‘signing officers’;
d) Shall be responsible for the collection of dues, accounts receivable and payable, and for the payment of members. Any discrepancy in a member’s account must be rectified as soon as possible, with appropriate documentation;
e) Shall have full voting rights at Executive meetings;
f)  Shall perform such other duties as may be assigned.
 
Section 4- The Referee-in-Chief:
 
a) Shall be responsible for the development of training programs;
b) Shall advise on rule interpretations, applications and changes;
c) Shall work with the Assignor to ensure that qualified officials are provided to work various levels of Touch and Flag Football;
d) Shall be responsible for the investigation and resolution of any bona fide complaints or concerns expressed by officials and/or leagues;
e) Shall be available to evaluate Officials’ on-field performance, and to provide an appropriate report;
f) Shall have full voting rights at Executive meetings;
g)Shall perform such other duties as may be assigned.
 
Section 5- The Director(s) at Large:
 
a) Shall attend all regular and special meetings;
b) Shall perform such other duties as may be assigned;
c) Shall have full voting rights at Executive meetings.
 
Section 6- The Assignor:   
 
a) Shall be responsible for all assigning of officials to games (in accordance with criteria set out by RIC and Executive);
b) Shall ensure that qualified officials are available for scheduled games;
c) Shall strive to provide assignment of officials based on their availability;
d) Shall keep a written record of all game assignments, and be able to provide a report to the Executive as required, and to the membership annually;
e) May, in case of emergency, use members of other recognized Football Officiating Associations to officiate games where there are no qualified S.O.T.F.O.A. members available;
f)  Shall have full voting rights at Executive meetings;
g) Shall perform such duties as may be assigned.
 
ARTICLE 7- COMMITTEES
 
The Executive shall institute any committees deemed necessary to fulfil the purpose and objectives of the Association.
 
ARTICLE 8- MEETINGS
 
a) The Annual Meeting shall be held in November of each year.

b) General or special meetings shall be held at such time and place as designated by the Executive and requires at least 10 days notice prior to the date of the meeting.

c) Notice of meetings shall be given to each member at least ten days prior to the date of the meeting.

d) Executive meetings shall be at the call of the President or may be called by two (2) Executive members.
 
ARTICLE 9- NOMINATIONS FOR DIRECTORSHIP 
a) Any member in good standing shall be eligible for election as Director.

b) The Executive, in each election year, shall appoint a nominating committee at its October Executive meeting.  

c) The Nominations Committee shall solicit and approve a slate of Directors for appointment. The General Membership shall be given the list of Directors they are recommending for appointment by November 1st. The general membership may seek nominations by sending a letter to the Secretary by November 15th.  The letter must contain the candidate’s acceptance and two other members endorsement of the candidate.  The Nominations Committee would then send out a slate for a vote to take place at the Annual General Meeting.  This notice shall be distributed by November 11th.   

d) A member of the Executive not up for appointment shall supervise the election procedures.  If, when nominations are completed, there are insufficient candidates for the five positions, the vacancies shall be filled for the term of office in a manner to be decided by the incoming Executive.
 
ARTICLE 10- ELECTIONS

Only members in good standing shall be eligible to vote.
Voting by proxy shall not be allowed.
A prescribed ballot form shall be used and the election shall be by secret ballot.
The successful candidate shall receive 50% plus 1 of the votes from the members in attendance at the meeting.
The person in charge, who shall destroy all ballots immediately after the results have been announced, shall not disclose the numerical results of the voting.
 
ARTICLE 11- AMENDMENTS
 
A) Any member wishing to change the Constitution must provide a written notice of the proposed amendments to the Secretary. 
 
B) Amendments to the Constitution must be voted on and approved by the Executive before being presented to the membership.  The Secretary shall publish to the members the proposed changes to the Constitution at least thirty days prior to the Annual Meeting.
 
C) The Constitution may be amended by a two-thirds’ majority vote of the members present at the annual meeting.

ARTICLE 12- AWARDS
 
The Executive may establish such awards, as they feel desirable.  Awards may not necessarily be bestowed in any given year should the Executive feel that there are no worthy recipients.
 
ATTACHMENTS 
TFONT CODE OF ETHICS
SOTOFA POLICIES AND PROCEDURES MANUAL


 
 
 
 
 

Code of Ethics

 
I hereby pledge to be positive about my Touch Football Experience and Accept Responsibility for my Participation by following this Players' Code of Ethics Pledge.
  • I will encourage good sportsmanship from fellow players, coaches, officials and fans at every game and practice by demonstrating good sportsmanship.
 
  • I will treat all coaches, fellow players, officials and fans with respect regardless of race, sex, creed, or abilities and I will expect to be treated accordingly.
 
  • I will embrace the highest level of sportsmanship, ethical conduct and fair play
 
  • I will thoroughly understand and uphold the rules of the game
 
  • I will refrain from the use of language that degrades, baits or intimidates others
 
  • I will participate to the highest level of my ability on each and every play, and not bring my team, fellow players, and officials into disrepute by lowering my level of play so as to alter the outcome of a game for my own, or the team’s personal gain
 
  • I will represent myself, team, fellow players, and the community with proper conduct at all times on and off the playing field
 
  • I will respect the integrity and the judgment of the officials
 
  • I will win with character, and lose with dignity
 
  • I will maintain the highest level of safety awareness
 
  • I will respect the community and the environment in which the game is played, abiding to all rules of society.
 
 
2011 Executive
 
Doug Richardson
President
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Barry Hutton
Referee in Chief
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Al Bullock
Assignor
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Ernie Dutchak
Treasurer
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Scott Harvie
Secretary
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Brian Weber
Director at Large
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Rob Reilly
Director at Large
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