Scugog Soccer Association
Phone: 905-985-7553
PO Box 585,
Port Perry,
Ontario, L9L 1A5
Email: info@scugogsoccer.ca

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Our goal: The fun pursuit of excellence

Since 1978, the Scugog Soccer Association formerly known as the Scugog Youth Soccer Club, has provided recreational and competitive soccer for the youth and adults of Scugog Township. As of 2011 we are House league only.

We are affiliated with the Ontario Soccer Association (OSA) though the Durham Region Soccer Association (DRSA) and so we follow strict guidelines with respect to discipline, coach screening, player development, constitution, and many other aspects of club operation.

The club has grown and changed over the years to provide the best soccer experience we can for all members and their families.

Our club is based on volunteers to run the board, coach the kids and to some extent, maintain the fields. We can always use your time and support to help deliver the programs and facilities our kids deserve.

We continue to make a concerted effort to improve the quality of the fields at the lowest possible costs to the membership.

Although our work will never be done, we are pleased with our progress and will continue to commit our time and resources to this end.

We hope you will join with us at our fields to appreciate the game and see your kids play soccer Scugog style!

Please contact the club administrator if you have difficulties accessing these documents.

• Constitution and By-Laws
• Policy and Procedures (pdf) - Revised: Feb 11, 2008
• Code of Conduct (pdf)
• Privacy Policy (pdf)
• OSA Screening Handbook (link to OSA web site)

Minutes of SSA Board Meetings are available to our members who provide a written request.

Executive Committee

Board of Directors

Convenors
and Volunteers

(You need not be a board member for these positions so don't let that stop you from volunteering)

a) Encourage and develop the game of soccer in Scugog at all levels.
b) Develop social activities among the members of the Association and the people of Scugog.
c) Organize regular Association league competitions (house league), declare champions, award trophies and other awards of merit to Association teams and individuals who participate in Association activities.
d) Help form support and encourage competitive teams from the Scugog area to participate in district leagues and in tournaments.

4.1 Categories: There shall be two categories of membership: regular members and lifetime members


4.1.1. Regular Membership shall be open to any person 16 years of age or over, who has paid the membership fee as prescribed by the Board of Directors and who supports the aims and programs of the Association
4.1.2 Lifetime Membership may be awarded by a vote of the Board of Directors to any individual or organization that has made a significant contribution to the work of the Association and to the promotion of the game of soccer in the Township of Scugog.

4.2 Privileges: Both categories of members shall be entitled to:


4.2.1 a single vote at membership meetings of the Association
4.2.2 hold office as a member of the Association's Board of Directors
4.2.3 other rights and privileges as may be determined by the Association's board

4.3 Responsibilities: All members agree to undertake the following responsibilities:


4.3.1 to support the aims and activities of the Association
4.3.2 to observe the fair play code and high standards of conduct
4.3.3 will abide by the policies, rules and regulations established by the Association. This includes the payment of all prescribed fees within the time limits established by the Board.

4.4 Membership Records and Credentials
Records: The Treasurer shall be responsible for maintaining an accurate record of membership, establishing credentials of members wishing to vote at Association meetings and roll call of members at the Annual General Meeting.


4.4.1 Credentials: A member shall be deemed to be in good standing (eligible to vote at General and Special Meetings of the Association) if he/she has paid all required fees and is not subject to disciplinary action by the Board.
4.4.2 Disqualification: A member may be disqualified by a majority vote of the Board if it is established that he/she has brought the Association in disrepute. The Board will establish policy which defines the causes for such discipline, as well as disciplinary and appeal procedures.

5.1 Mandate: The affairs of the Association shall be governed by a Board of Directors. The Board shall make such policies, rules and regulations, as it deems necessary to direct the operations and programs of the Association.

5.2 Composition: The Board of Directors shall be comprised of no fewer than 12 and no more than 18 directors elected by the membership at the Annual General Meeting of the Association

5.3 Eligibility: To be eligible for election to the Board of Directors, an individual must be a member of the Association.

5.4 Term: The term of office for Directors shall be two years. To facilitate continuity in governance, 50% of Directors shall be re-elected each year at the Associations Annual General Meeting.

5.5 Assignment of Roles and Responsibilities: Executive positions and assignments of specific responsibilities for club business will be made by a vote of the Board of Directors.

5.6 Executive Roles within the Board of Directors: The executive of the Association shall be comprised of 6 members: The President, Immediate Past President, Vice President (Programs), Vice President (Operations), Secretary and Treasurer.

5.7 Meetings: The Board of Directors shall meet no less than four times per year.


5.7.1 Notice of Meetings: All directors shall receive at least three days notice of the time and location of all Board meetings.

5.7.2 Conduct of Board Meetings:


5.7.2.1 Voting: Each director shall have one vote with the exception of the President or his/her designate as Chair of a Board Meeting. A majority of votes cast will decide the issue. Should there be a tie, the president or designated chair may vote to break the tie.
5.7.2.2 Agenda: The Agenda for all Board Meetings shall be determined by the President and subject to approval by the Board of Directors
5.7.2.3 Where Special Board Meetings are held, only the business for which the meeting has been called will be dealt with.
5.7.2.4 Quorum: More than fifty percent of directors in attendance shall form a quorum at all board meetings.
5.7.2.5 Attendance: Directors are expected to attend all Board Meetings with regrets forwarded if unable to do so. A director failing to attend three consecutive Board Meetings may be subject to removal from the Board at it's discretion by majority vote of the remaining directors

6.1 The Board may establish committees or task forces to carry out specific business or programs of the Association. Task forces or committees will be provided with written terms of reference, explicit statements of authority, explicit statements of outcomes that they are expected to achieve and time limits for their work.

6.2 A nominating committee shall be formed at each AGM. This committee shall be comprised of at least three members including the Association's Immediate Past President. The Committee shall be responsible for determining the personnel needs of the Board of Directors and for proposing a slate of duly qualified candidates for election to the Board at the Association's AGM.

7.1 Annual General Meeting shall be held each year following the end of the playing season (generally fall) at a place and time determined by the Board of Directors. The purposes of this meeting include:


7.1.1 Election of Board of Directors
7.1.2 Presentation of reports from the Board regarding the previous year's activities
7.1.3 To provide a forum for discussion and evaluation of the previous year's activities and operations
7.1.4 To provide a forum for presentation and discussion of proposed policies and programs

7.2 General and Special Meetings: General and Special Meetings of the Association may be called by a motion of the Board of Directors or following receipt of a written request signed by not less than 10 members.

7.3 Notice of Meetings: All members shall receive at least 7 days notice of the time and location of annual, general and special meetings. Such notice may be provided through media announcements, posters, and/or by mail. General or Special Meetings shall be held within 21 days of publication of the notice that a meeting is to be held.

7.4 Conduct of Meetings


7.4.1 Voting: Each Association member in good standing shall have one vote. A majority of votes cast will decide the issue.
7.4.2 Agenda: The Agenda for all Association Meetings shall be determined by the Board of Directors. Only the business for which the meeting has been called will be dealt with at General and Special Meetings.
7.4.3 Quorum: Nineteen voting members shall form a quorum at all General and Special Meetings of the Association.

Although the Board of Directors is responsible for governance of the Association and thus the establishment of policies, procedures and programs, several fundamental business practices shall be observed by the Board.


8.1 Annual Financial Audit: The Board shall cause an independent audit of the Association's finances to be conducted annually. A report of this audit will be made available to all members.

8.2 Liability: The Board shall ensure that every officer, member of the Board of Directors and registered volunteer acting in the service of the Association shall be indemnified against all costs, losses and expenses incurred by them respectively in or about the discharge of their respective duties except where such happens from their own respective neglect or default.

8.3 Affiliation: The Association will maintain affiliation with the Ontario Soccer Association and the Durham Region Soccer Association and will comply with the Constitution, By-Laws, and other regulations established by these governing bodies. The Association will affiliate with sanctioned leagues and organizations as required to enable participation in District and/or Regional representative or traveling team programs.