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BYLAWS OF THE NORTH OF 55TH FUTSAL CLUB

ARTICLE 1: NAME AND AFFILIATION

1.1 Name: The name of the society shall be the North of 55th Futsal Club (hereinafter referred to as the "Club" or the "Society").

1.2 Affiliation: The Club shall maintain active membership and good standing with the Northwest Peace Soccer Association (NWPSA) and the Alberta Soccer Association (ASA), and shall adhere to the rules, regulations, and policies governed by those bodies.

ARTICLE 2: MEMBERSHIP

2.1 Admission to Membership: Any person residing in Alberta, being of the full age of eighteen (18) years, may become a Regular Member by a favorable vote passed by a majority of the members at a regular meeting of the Society. There are no fees required for membership. Voting for admission shall be by ballot unless the meeting resolves otherwise.

2.2 Youth Membership: Any person under the age of eighteen (18) years may become a Youth Member in the same manner by a favorable majority vote. Youth members do not hold voting privileges at general meetings.

2.3 Membership Fees: Membership in the Society shall be free. No membership fees, annual dues, or financial assessments shall be levied against the members.

2.4 Withdrawal: Any member wishing to withdraw from membership may do so upon submitting notice in writing to the Board through its Secretary.

2.5 Expulsion: Any member, upon a majority vote of all members of the Society in good standing, may be expelled from membership for any cause which the Society may deem reasonable.

ARTICLE 3: BOARD OF DIRECTORS

3.1 Governance: The Board of Directors, Executive Committee, or Board (hereinafter referred to as the "Board") shall have full control and management of the affairs of the Society, subject to these bylaws or directions given to it by a majority vote at any meeting properly called and constituted.

3.2 Composition of the Board: The Board shall consist of the following designated Officers and Directors:

  • President: Esther Bylsma

  • Vice President: John Hunwick

  • Secretary: Krista Rockwell

  • Treasurer: Laurie Stubbs

  • Equipment Manager: Craig Bylsma

  • Director: Chris Rockwell

3.3 Board Meetings: Meetings of the Board shall be held as often as required, but at least once every three (3) months, and shall be called by the President.

3.4 Special Board Meetings: A special meeting of the Board may be called on the instructions of any two (2) Board members, provided they request the President in writing to call such a meeting and state the specific business to be brought forward.

3.5 Notice of Board Meetings: Board meetings shall be called by providing ten (10) days' notice in writing mailed or electronically delivered to each member, or by three (3) days' notice by telephone.

3.6 Quorum and Ratification: Any four (4) Board members shall constitute a quorum. Meetings may be held without notice if a quorum of the Board is present, provided however, that any business transacted at such a meeting shall be ratified at the next regularly called meeting of the Board; otherwise, such actions shall be null and void.

3.7 Consent to Act: A person appointed or elected a director becomes a director if they were present at the meeting when appointed or elected and did not refuse. If absent, they become a director if they consented in writing to act as a director before the election, within ten (10) days after the election, or if they actively acted as a director pursuant to the appointment.

3.8 Removal of a Director: Any director or officer, upon a majority vote of all members in good standing, may be removed from office for any cause which the Society may deem reasonable.

ARTICLE 4: DUTIES OF OFFICERS AND DIRECTORS

4.1 President: The President shall be an ex-officio member of all Committees. They shall, when present, preside at all meetings of the Society and of the Board.

4.2 Vice President: In the absence of the President, the Vice President shall preside at meetings. In the absence of both, a chairperson may be elected at the meeting to preside.

4.3 Secretary: The Secretary shall:

  • Attend all meetings of the Society and the Board to keep accurate minutes.

  • Have charge of the Seal of the Society, which whenever used shall be authenticated by the signature of the Secretary and the President (or the Vice President in the event of death or inability to act).

  • Discharge correspondence under the direction of the President and the Board.

  • Keep an updated record of all members of the Society and their addresses.

  • Send out all notices of meetings as required.

  • (Note: The office of Secretary and Treasurer may be filled by one person if decided by the members at an annual meeting).

4.4 Treasurer: The Treasurer shall:

  • Receive all monies paid to the Society and be responsible for depositing them into a Bank, Trust Company, Credit Union, or Treasury Branch ordered by the Board.

  • Properly account for the funds of the Society and keep directed financial books.

  • Present a detailed account of receipts and disbursements to the Board whenever requested.

  • Prepare and submit a duly audited financial statement of the standing of the Society for the Annual General Meeting, and provide a copy to the Secretary.

4.5 Equipment Manager & Directors: The Equipment Manager and Directors shall oversee specific portfolios (such as equipment inventory, procurement, facility liaisons, and league operations) as assigned by the Board to support futsal programming and alignment with NWPSA/ASA guidelines.

4.6 Emergency and General Decision-Making Authority: In circumstances requiring immediate action where a full meeting of the Board cannot be reasonably or timely convened, the President, the Vice President, or any two (2) Board members acting jointly, shall have the temporary authority and right to make operational and administrative decisions deemed to be in the best interest of the Club. Any such decisions must be reported to the full Board within forty-eight (48) hours and formally ratified at the next regularly scheduled or called meeting of the Board.

ARTICLE 5: AUDITING AND FINANCIALS

5.1 Audit Requirements: The books, accounts, and records of the Secretary and Treasurer shall be audited at least once each year by a duly qualified accountant or by two members of the Society elected for that purpose at the Annual General Meeting. A complete and proper statement of the standing of the books for the previous year shall be submitted by the auditor at the Annual General Meeting.

5.2 Fiscal Year: The fiscal year-end of the Society in each year shall be December 31st.

5.3 Inspection of Books: The books and records of the Society may be inspected by any member of the Society at the Annual General Meeting, or at any time upon giving reasonable notice and arranging a mutually satisfactory time with the officer in charge. Every member of the Board shall have access to these books and records at all times.

ARTICLE 6: MEETINGS OF THE SOCIETY

6.1 Annual General Meeting (AGM): The Society shall hold an Annual General Meeting on or before December 31st of each calendar year. Notice in writing to the last known address (or verified electronic mail) of each member shall be delivered at least twenty-one (21) days prior to the meeting.

6.2 Elections: At the AGM, there shall be elected a President, Vice President, Secretary, Treasurer (or Secretary-Treasurer), and Directors. Elected individuals shall form the Board and serve until their successors are elected and installed.

6.3 Vacancies: Any vacancy occurring on the Board during the year shall be filled at the next general meeting, provided notice of the vacancy is stated in the meeting call notice. Any member in good standing is eligible for office.

6.4 General Meetings: General meetings may be called at any time by the Secretary upon instructions from the President or the Board, given by written notice to the last known address of each member, delivered eight (8) days prior to the meeting.

6.5 Special General Meetings: A Special General Meeting shall be called by the President or Secretary upon receipt of a petition signed by one-third (1/3) of the members in good standing, setting forth the reasons for the meeting. Notice must be delivered by letter to the last known address of each member eight (8) days prior to the meeting.

6.6 Quorum for General Meetings: A minimum of five (5) members in good standing shall constitute a quorum at any general or special meeting of the Society.

ARTICLE 7: VOTING

7.1 Right to Vote: Any member who has not withdrawn from membership, nor has been expelled, shall have the right to vote at any meeting of the Society.

7.2 In-Person Only: All votes must be made in person and not by proxy or otherwise.

ARTICLE 8: REMUNERATION

8.1 No Remuneration: Unless explicitly authorized at a meeting after formal notice for the same has been provided, no officer, director, or member of the Society shall receive any financial remuneration for their services.

ARTICLE 9: BORROWING POWERS AND BANKING

9.1 Borrowing Restraints: For the purpose of carrying out its objects, the Society may borrow, raise, or secure the payment of money in such manner as it thinks fit, and in particular by the issue of debentures. However, this power shall be exercised only under the authority of the Society, and in no case shall debentures be issued without the sanction of a Special Resolution of the Society.

9.2 Banking Authority and Account Opening: The financial accounts of the Society shall be maintained at a recognized financial institution as directed by the Board. The President shall have the individual authority to open financial accounts on behalf of the Society and shall possess independent signing authority. If the President is unavailable, the Vice President shall assume the exact same power and authority to open accounts and execute individual financial instruments.

9.3 Dual Financial Oversight (Cheques and Operations): To ensure optimal financial oversight, double-checking of club finances, and internal control:

  • Wherever possible, all issued cheques, manual withdrawals, or physical financial obligations of the Society should be signed and verified by two (2) separate individuals.

  • The primary authorized signing officers for this dual-verification process shall be the President, the Vice President, and the Treasurer.

ARTICLE 10: AMENDMENT OF BYLAWS

10.1 Special Resolution: These bylaws may only be rescinded, altered, or added to by a Special Resolution passed by a majority of not less than three-fourths (75%) of such members entitled to vote as are present in person at a general meeting, of which one-month notice specifying the intention to propose the resolution has been duly given.

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