Huronia District Soccer Association - Rules and Regulations

RULES AND REGULATIONS

Last amended March 06, 2007

1. MEMBERSHIP RESPONSIBILITIES AND RENEWAL

Active members shall apply for renewal of their membership by:

(a) Submitting an application form along with the required documents and membership fee payment to the District Association prior to the Annual General Meeting (AGM).

(b) Each active member registered the previous year (fiscal year) with HDSA MUST send a representative to the District AGM, or they will be fined $150.00. A proxy form is available to assign an alternate representative if a member is unable to attend.

NOTE: Alternate representative may only carry one proxy.

(c) An annual registration fee set by the HDSA Board of Directors must be paid by each Active and Associate member prior to the AGM to permit voting by that member. - $20.00 per year.

(d) Each member is required to file a copy of their most recent constitution; minutes of their last AGM; annual financial statement; names, phone numbers, addresses, emails, and positions of their Directors with the HDSA office no later than March 01 each year. Failure to do so will result in a fine of $55.00 and/or possible suspension.

(e) Subject to the above conditions, renewal of Active and/or Associate membership shall be automatic and does not require the approval of the Board of Directors.

(f) All Clubs are required to adhere to the Rules, Procedures and Policies of the OSA.

(g) If an Active Member fails to renew their membership, the former Active Member must apply as a new Member under Clause 3. Outstanding fees to the District, such as but not limited to player registration, fines, etc., are to be paid as part of the new application.

2. YOUTH CLUB BOUNDARIES

(a) Member Youth Clubs shall operate within a designated area as approved by the District Association.

(b) The HDSA Board shall act as a mediator in cases of dispute and its decision shall be binding on all member clubs.

3. NEW CLUB MEMBERSHIP

Application for a new membership to the HDSA shall be made in writing to the District Association before January 1. The application must be accompanied by the following:

(a) The club name, mailing address, phone and fax number, and email address (if available). The name of a proposed youth club must be representative of the community in which the club wishes to establish it’s self, not be similar to another club’s name and not strongly represent any ethnic group(s).

(b) A list of founding/acting officers, with phone numbers, address, e-mails and positions.

(c) Township, Town or City where situated shall be indicated on a map showing where the new club is, within the boundaries of the District. A letter from the prospective club’s Municipality indicating that the club’s field requirements can be met, should be included.

(d) A draft copy of a proposed constitution, By-Laws, and playing rules.

(e) A one-time fee of $200.00 (non refundable) prior to being registered is required.

(f) All nearby Clubs will be informed concerning the possible acceptance of a new Club in the District and will be able to express concerns and opposition to the District if there is a conflict.

If all application requirements are met, the HDSA shall inform all member clubs of the application within fourteen (14) days of its receipt and allow twenty one (21) days from mailing for any member club wishing to object. Objections must be submitted in writing to the HDSA within this time period. If any objections are submitted to the HDSA, then the prospective club and all objecting clubs shall be invited, in writing, to attend the next HDSA Board meeting. The HDSA shall inform the prospective club and any objecting clubs in writing of its decision to accept or reject the application within seven (7) days of the decision being made.

4. SCHEDULE OF FEES AND FINES

(a) Each member will determine fees for referees and operating costs.

(b) Any Active or Associate member with monies owed to the District will not be “in good standing” and shall be considered in default. The said member(s) will be considered suspended and not be eligible to participate in any HDSA meetings, activities or scheduled games at the discretion of the HDSA Board of Directors.

(c) All monies owing to the District Association shall be due and payable within fourteen (14) days of invoicing unless otherwise stipulated. After forty five (45) days, interest of one per cent (1%) will be added to any monies owing. Clubs will be invoiced for eighty per cent (80%) of the prior year’s registration costs by May 01 of each year.

(d) There will be a fee of $35.00 assessed to Clubs, Leagues, and/or individuals for NSF cheques.

(e) Annual District fees/fines and updated Rules and Regulations will be set by the HDSA Board of Directors each year in preparation for the new budget and ratified at the next AGM.

(f) The annual fee schedule will be attached to the Rules and Regulations sent out to Clubs in the new year.

- The Board shall set penalties for late or non payment of monies –

5. REGISTRATION PROCEDURES AND DEADLINES

(a) All clubs and player registrations shall be as per the Rules and Procedures laid by The OSA, or as approved or set by the HDSA Board of Directors.

(b) The deadline dates for registrant’s books to be in the HDSA office for team validation for the outdoor season is May 1 for Competitive, and May 10, for Recreational. After these dates, a “late fee” of $5.00 will be added per team. In order for a team’s books to be validated, they must be accompanied by a valid OSA team roster and a signed date of birth form. Individual registrant’s books cost $1.00 for validation.

(c) Individual players registered by the District Office after May 15 shall be subject to a “late fee” of $2.00 per player. All players must be registered with the ITSOCCER NET system 24 hours prior to playing their first game. A fee of $2.00 per registrant fee is charged to the District to do data entry for outdoor and indoor players.

(d) A fee of $3.00 per registrant is charged for the District to do data entry for outdoor and indoor players.

(e) After June 1, there will be a $20.00 fee, per player, charged for player transfers, Player Transfer Form (PTF) to another team/club with the District and to transfer to a team outside the District, the fee is $20.00. A Trial Permit Form (TPF) fee, per player, is $10.00 and a Temporary Registration Permit (TRP) fee, per player, is $5.00.

(f) All indoor players must be registered in the ITSOCCER NET system 24 hours prior to playing their first game.

(g) For all players registered on an outdoor recreational team, the Club or District must complete the data entry into The OSA’s computerized registration system by, no later than, June 30 (OSA Policy Section 6.0 Registration Policy 27.10). For all players registered on an outdoor recreational team, after June 30, the District must complete the data entry into The OSA’s computerized registration system 24 hours before the player plays for that team (OSA Policy Section 6.0 Registration Policy 27.11).

(h) For a Club or League All-star team roster of registered recreational players to be validated by the District, a roster form listing players’ names and dates of birth, along with a date of birth form must be submitted (cost of $10.00 per team). Each additional player change to the roster (with a new roster generated) will cost $2.00 per new player. Player books must be validated at the same time. This roster will be submitted each time a Travel Form is submitted for validation.

6. TEAM PLAYING OUT CRITERIA

Requests for permission to play out of District shall be submitted in writing to the HDSA office by January 30 with the required fee of $100.00.

Late applications will be accepted, with a fee of $55.00 added, up to February 28, after which no application for playing out will be entertained.

A team must meet the following Criteria for Playing Out:

(a) Only the District League champion team may request permission to play out as per The OSA’s Pyramid of Play. The age group shall commence at the Under 12 level.

(b) Permission to play out in another District League will only be given if:

· Application is made, in writing, and submitted by an executive member of the Club to the HDSA Board by the date published by the HDSA;

· Granting playing out permission will not jeopardize the operation of any existing league within the jurisdiction of the HDSA;

· Play is not available at the same level within the jurisdiction of the HDSA as that in the league in which the club wishes to enter its team;

· An agreement exists between the two (2) districts involved in the exchange and/or transfer of teams;

· Application is properly submitted to the HDSA Board by an executive member of the club;

· The club’s team has demonstrated, based on performance, that it is competitive at a level of play above that available within the jurisdiction of the HDSA, and commensurate with that in the league in which the team wishes to play;

· A coach/manager is named on the application;

· A District Playing Out Bond, if required is submitted;

· Granting playing out permission will not jeopardize the operation of existing District leagues.

(d) Not withstanding the foregoing, the HDSA may grant out permission to a Club’s team on the basis that special conditions apply which make the team an exception, compared to others in the District.

(e) In general, a Club’s team will not be given playing out permission unless it has demonstrated that it is a suitable ambassador for the District based upon, but not limited to, the following criteria:

· The team has a satisfactory discipline record;

· The team and club have consistently met their financial obligations in a timely manner;

· While away, the team has not attempted to embarrass or otherwise demean their hosts or acted in a way which would serve to bring their home district in disrepute;

· While at home, the team has carried out its duties in a sporting manner;

· The team has a record of honoring its commitments as evidenced by a lack of forfeited games and by the completion of league games, Competitions and Tournaments;

· The Club/team staff has consistently supported game and league officials, addressed complaints received by the Club/team to the proper team officials and ensured that appropriate action was taken;

· The team may not be given playing out permission if it finishes in the bottom twenty per cent (20%) of the leagues final standings.

Each annual application shall be treated on its own merits and neither the granting nor the denial of playing out rights in any previous year shall be regarded as setting a precedent in the matter.

7. ADMINISTRATION

(a) Clubs must apply to host tournaments. A refundable bond of $100.00 must be submitted with every tournament application that invites out of district teams. The Bond, minus a $10.00 administration fee, will be returned when a tournament report is submitted within twenty one (21) days after the event. Failure to complete and return the report by this date results in forfeiture of the bond. Further discipline action may be taken. The tournament Report information will include but not limited to field locations, dates, host Club, name of participating teams and District affiliation, team contact information, winning team name, tournament schedule, game officials and discipline information.

(b) Teams must apply for permission to travel to tournaments. A fee of $5.00 is assessed for validation of travel forms, Application to Travel Forms (ATF), within Ontario, and $10.00 for travel outside of the Province.

(c) Clubs must apply to host apply to host exhibition games, Application to Host Exhibition Game (AHEG) and to travel to exhibition games. A fee of $10.00 will be assessed to host.

(d) The HDSA delegates its responsibility for maintaining discipline to its affiliated leagues, except where OSA rules supersede (e.g. Referee assault). The automatic discipline and suspension procedure shall apply as set out by a league or by The OSA. If any affiliated league is unable or unwilling, to handle discipline cases, the HDSA shall administer the hearings and a fee (minimum $100.00) shall be charged to the league for each session administered.

(e) All league and cup competitions shall be determined and organized by each league and sanctioned by the HDSA.

(f) Eligibility of clubs, teams, and players to participate in any competition shall be, as per the Rules and Regulations, laid down by the HDSA, or The OSA.

(g) Each District league will ensure that game sheets are completed, including the signature of the referee for each game scheduled. Each league shall file a copy of all its game sheets in league records and a copy made available upon request by the HDSA. Failure to comply could result in disciplinary action by the District.

(h) Each year, the current HDSA Board will make decisions on how clinics for referees and coaches will be financed.

(i) A District League which wants to appoint its own game officials (referees and/or assistant referees) must apply, in writing to the District office by March 31 of each outdoor season. The request must be made by a Director of the League. The game appointments must be made in accordance with the OSA’s Pyramid of Play. Failure to make a formal request each year can cause the League and/or its Directors to be disciplined by the District.

(j) The policy adopted by the HDSA, and submitted to The OSA, on game appointments is as follows:

The Huronia District Soccer Association has approved the following Referee Game Appointments Policy effective February 02, 2005

Guiding Principles

All referees will receive a fair and equitable share of the game appointments under the jurisdiction of the Huronia District Soccer Association.

All referee appointments will be made in accordance with the policies of The Ontario Soccer Association and the Huronia District Soccer Association, including The OSA Pyramid of Referee Appointments.

Appointment Practices

All referee game appointers for Clubs and Leagues under the jurisdiction of the Huronia District Soccer Association shall be registered, and in good standing, with The Ontario Soccer Association in accordance with OSA published rules.

All District Leagues and Clubs must send to the Huronia District Soccer Association a list of their registered referee appointer(s) by May 1 of each outdoor season.

Only referee’s who are registered with The Ontario Soccer Association, and in good standing, may receive referee game appointments to games under the jurisdiction of the Huronia District Soccer Association.

Referee Game Appointments are provided to referee’s by the Huronia District Soccer Association and designated HDSA Leagues or HDSA Clubs through registered referee game appointer (s).

The following criteria will be used in the selection of referees within the same classification:

Attendance at education sessions, held prior to the outdoor season.
Participation and completion of fitness testing (upgrading C3, C2, and above referees).
Referee availability

The Huronia District Soccer Association is committed to the development of referees through the referee game appointments process including providing trial opportunities for newer referees who are ready for the next higher level of competition.

The Huronia District Soccer Association will ensure that referee game appointments are provided to both male and female referees.

The HDSA Registrar/Administrator/Administrative Secretary herein known as the Administrator shall be in charge of registrations of leagues, clubs, their administrators, teams, players, team officials, processing of transfers with the HDSA and inform other Districts if necessary. The Administrator may be paid with fees set by the Board of Directors of the HDSA.

8. APPEALS PROCEDURES

(a) Appeals against decisions made by a District League shall be submitted, in writing, by registered mail, to HDSA and a copy of the appeal shall be sent, by registered mail, to the League.

(b) Appeals against decisions made by Clubs affecting their member teams, officials, and/or players must follow the same procedures as in (a) above, with copies to the club in question and the HDSA.

(c) The letter of appeal shall be accompanied by the correct fee, together with the Canada Post registration receipt or copy thereof, and a copy of the decision being appealed.

(d) The letter of appeal and the copy shall be postmarked no more than ten (10) days from the date of receipt, in writing, of the decision being appealed.

(e) Every appeal against a decision involving an individual registrant shall be made by that registrant. The registrant shall submit an appeal fee of $100.00

(f) Every appeal against a decision involving a League, Club, or team shall be made by at least two (2) members of the Club executive and shall be accompanied by an appeal of $100.00

(g) Any appeal, which is not submitted in compliance with all preceding regulations, shall be ruled out of order and not be heard.

(h) A correctly submitted appeal shall be heard within thirty (30) days of its receipt by the HDSA.

(i) The lodging of an appeal shall not affect prior decisions made by Leagues or Clubs and suspensions shall remain in effect until the decision of the appeal hearing has been released by the HDSA.

(j) If an appeal, once lodged, may only be withdrawn by permission of the HDSA Discipline and Appeals Committee, and on such terms as it may determine.

(k) If an appeal is upheld, the appeal fee shall be returned less an administrative fee of twenty per cent (20%).

(l)