ARTICLE: 1
1.1 The name of the organization shall be Northern Alberta Cricket Association. The acronym shall be NACA.
1.2 NACA shall be affiliated with CA (Cricket Canada) approved provincial sports organization only.
ARTICLE: 2
2.1 The mission & objectives for which this organization is formed are;
2.1.1 To develop and foster interest, understanding and participation in cricket games throughout Fort McMurray by providing an effective organization for youth, women & men while promoting Fort McMurray cricket at local, provincial, and national levels
2.1.2 To organize and promote matches and competitions at local, regional, and national levels.
2.1.3 To maintain regular communication with all members on organization affairs.
2.1.4 Fairly select and sponsor representative Northern Alberta teams.
2.1.5 To ensure that all cricket matches organized by and within the organization are conducted in accordance with the Laws of Cricket and that the traditions and spirit of the game are upheld by all members.
ARTICLE: 3 STRUCTURE
3.1. The NACA Executive Board shall consist of an elected executive committee plus NACA appointed directors.
3.2. NACA executive body is responsible for maintaining good standing status with cricket PSO in Alberta.
3.3. The NACA executive body is responsible to meet administrative requirements of Alberta registry, Revenue Canada and not for profit societies in Alberta. Individual who is responsible within NACA executive body shall be removed from board with immediate.
3.4. The executive committee shall be elected in the month of February for a period of two years. This will give enough time to prepare for the summer league
3.5. In the event that a member of the executive committee moves out of town or for any reason cannot continue with his/her duties before the end of his/her tenure, the executive committee shall request a nomination from NACA members for timely replacement as per election process (Vs. nominate a replacement)
3.6. In order to run for the office, Presidential candidates must have prior served within NACA Board for at least one-year, Eligible member can serve a maximum of 3 times (three) as President. Upon completion of 3 terms, a candidate will declared as retired from all possible potions within the NACA management.
3.7. NACA Board of Directors shall be appointed by an elected Executive Committee.
3.8. All players of participating teams have to be in good standing with NACA.
3.9. Executive Officers and Duties:
The executive committee shall consist of the following elected position :
1. President
2. Vice President
3. Treasurer
4. General Secretary
5. Executive league Manager
3.10. President
3.10.1 The President Shall Chair all meetings of the Executive Committee and NACA Board and shall be the Chief Administrative Officer of NACA with responsibilities for implementing the programs and policies of the NACA. The President shall provide an annual report to the NACA Board before the Annual General Meeting of NACA.
3.10.2 Plan and present yearly cricket activity schedule to the NACA Board for approval during the month of April each year.
3.10.3 Prepare Annual Proposed Budget with input from the Executive Committee, Board of Directors, and Committee & Sub-Committee chairs to be presented in the NACA board meeting for approval. Budget approval shall be approved by executives by sign-off and documented as minutes of the meeting.
3.10. 4 Represent NACA with Fort McMurray Parks & Recreation and other external agencies as directed by the NACA Board and execute all NACA official documents.
3.10.5 Promote and maintain good public relations with Local, city, and provincial representatives and/or media Organizations.
3.10.6 To uphold the by-laws of NACA
3.10.7 Provide leadership, plan and coordinate activities through meeting minutes’ log and events to promote and foster relationship, sportsmanship, and camaraderie among members.
3.10.8 Plan, coordinate and execute social activities to bring visibility to NACA.
3.10.9 Help the NACA board set goals that promote and improve cricket at all levels in the Province of Alberta.
3.10.10 Supervise all elected officers and appointed committee and sub-committee chairs, perform due diligence as required by NACA by-laws, and provide the NACA board and committee and sub-committee Chairs with reports periodically.
3.11. Vice President
Be responsible for administrative and other duties as agreed upon by the Executive Committee. In the absence of the President, the Vice President shall assume the responsibilities of the President.
3.12. General Secretary
3.12. 1 Call the meetings of the Executive Committee and the General Body, at the request of the President
3.12.2 Keep records and updated database of all clubs in Alberta, as well as names, addresses, and contact information including email addresses of Executive Board, Committee and Sub-Committee Chairs, Team Captains, Umpires, and NACA members.
3.12.3 Notify the approved distribution list of NACA Meetings.
3.12.4 Attend all meetings of the Executive Committee and the General Body and shall maintain minutes of all meetings
3.12.5 Receive, review, and tabulate player’s statistics and compile reports to be published on Website, magazine, and other necessary media outlets.
3.12.6 Receive and write correspondence on behalf of NACA, disseminate correspondence, notifications, directives, and minutes electronically in accordance with the provisions of these By-laws and By-Laws or as required by law.
3.12.7 Protect and preserve all written, photographed, financial, and electronic records of the NACA. The Secretary is the custodian of all NACA records and documents.
3.12.8 Registration of bylaws & updates to Alberta Registries
3.12.9 Assume the role of President when the President, and Vice President are absent.
3.13. Treasurer
3.13.1 Responsible for all NACA assets, and take physical Inventory at the beginning and end of each year.
3.13.2 To provide detailed quarterly financial reports and cash flow statements to the NACA Board to ensure all transactions match the approved budget and expenditure.
3.13.3 Must have a general understanding of the Principles of Accounting and Auditing Practices.
3.13.4 Keep and maintain complete and accurate records of the NACA finances, including records of all receipts, disbursements, assets, and liabilities, and retain earnings.
3.13.5 Collect all dues, fees, and admission charges, and keep records of all collections.
3.13.6 Endorse the name NACA on all funds to be deposited in the NACA accounts in the designated institution, within seven (7) days of receipt or otherwise specified.
3.13.7 Reconcile and provide a written updated financial report at every NACA Board or Executive Committee meeting, this report must include income & expenditure, and receivables.
3.13.8 Report immediately to the NACA Board any discrepancy noted in the NACA finances or property.
3.13.9 Report all receipts collected for dues, fees, admissions, fines, disbursements, and receivables to the General Secretary to be recorded in the NACA official minutes.
3.13.10 Provide NACA appointed auditor/audit committee originals of bank statements, receipt book, copies of all checks, cash received and deposited, date of deposits, originals of all NACA returned bank checks, receipts, and payment vouchers to support expenditures, cash journal in addition to Financial Report.
3.13.11 Present audited Financial Report approved by the President with a copy of Auditor’s findings and recommendations to the NACA executive committee for approval.
3.13.12 NACA fiscal year is from Jan 1st to Dec 31st. The accounts and other financial activities shall be audited/reviewed on yearly basis.
3.13.13 Ensure filing annual, Tax return as and when applicable
3.13.14 Assumes the role of the President when the President, Vice President, and General Secretary are absent.
3.14. Executive League Manager (Cricket)
3.14.1 Responsible to execute the cricket program (men) as approved by the executive committee
3.14.2 Ensure and oversee the preparation and upkeep of the cricket ground
3.14.3 Ensure and coordinate required to have a successful summer league
3.15. Additional Board of Directors:
3.15.1 President, with consultation and approval from other executive officers, shall appoint the following additional Directors for a one-year terms.
3.15.2 For the inclusion and representation of each member team, the following director positions, will be assigned, each team will have minimum one 1 (one) representative (Captain or Vice Captain)
Example:
REPRESENTATIVE FROM TEAM-1 Fund Raising Coordinator
REPRESENTATIVE FROM TEAM-2 Women Cricket Coordinator
REPRESENTATIVE FROM TEAM-3 Junior and Youth Coordinator
REPRESENTATIVE FROM TEAM-4 Website Coordinator
REPRESENTATIVE FROM TEAM-5 Umpire Coordinator
3.15.3 The NACA Executive committee may decide to appoint additional directors based on the operational needs.
3.15.4 The duties of directors will be assigned as per the operational requirements of the association
3.15.5 More than one director could be appointed to one position with the president approval.
3.15.6 The directors will have the right to vote in decision-making processes during NACA board meetings.
3.15.7 The directors shall be accountable to the NACA board.
3.15.8 The directors can be removed from their position by the president if they deem not fit for the position. Such dismissal must be approved by the executive committee.
3.16. General Members
3.16.1 Membership is open to all persons who have a primary residence in the Regional Municipality of Wood Buffalo regardless of their race, gender, colour, or any ethnic background.
3.16. 2 Students enrolled in schools out of town during the school year having primary residency in the Regional Municipality of Wood Buffalo are eligible for membership
3.16.3 Membership shall have a proper procedure with paperwork, signing the code of conduct, and payment of dues.
3.16.4 Any member can propose changes for the improvement of the club’s NACA affairs and they can send the recommendations to the executives via email or attend the board meetings to NACA by email.
3.16.5 Any member can withdraw his/her membership at any time at his/her discretion.
3.16.6 Membership dues are non-refundable and non-transferable.
3.16.7 Membership may be revoked if the member(s) are found guilty of breaching the bylaws, and code of conduct and found misusing the name and/or logo of NACA.
3.16.8 Understands and acknowledges the risk associated in participating cricket activities organized by the NACA. Member accepts full responsibility for any personal injury, sickness, loss of life, material loss, or any direct or indirect loss to him or her arising from such activities and therefore NACA will not be responsible.
3.16.9 Shall take up responsibilities assigned from time to time by the executive committee for the proper functioning of the NACA.
3.16.10 members shall cooperate executive committee, appointed sub-committee and other members during the organized events by NACA.
3.16.11 There is no tolerance for abuse or misbehavior either verbal or written in the form of communication on part of any member towards any other member or executive committee member of the NACA. If any such event is noticed, membership shall be revoked with immediate effect, and will cease to be the member of the NACA. Also, The membership dues paid for such a member will be forfeited and will not be returned in any case. Such dismissal may be extended for more than a year. The decision of the executive committee shall be final and binding to all members.
3.17. NACA shall be comprised of the following classes of members:
3.17.1. Voting Members
3.17. 2 Members who have participated in the league for the past two consecutive years and played a minimum of 3 games in each of those seasons are eligible to vote in the following year.
3.17.3 Who have paid their dues regularly to NACA.
3.17.4 Students, who is living in Ft. McMurray on a permanent basis but enrolled in schools out of town during the school year but have primary residence in the Regional Municipality of Wood Buffalo and meet the above two clauses, are eligible to vote in general elections.
3.17.4 must be age of 18 years and above.
3.18 Associate membership / Community Membership
3.18.1 Who have been members for less than 3 months and paying dues regularly.
3.18.2 Individuals residing in the Fort McMurray communities and its vicinities with an interest in learning and playing the sport may also apply for the NACA membership.
3.18.3 NACA executive body shall ask for verification to ensure the status in Canada of a prospective community member.
3.18.4 Associated membership fees $35 plus applicable late fees
3.18.5 Neither vote in the general election, nor occupy a position on the NACA board
3.18. Membership Dues:
3.18.1 Annual dues are $10.00 for NACA membership or as decided by the NACA board. The Executive Committee shall review the level of dues and make adjustments if required. This can be done through electronic voting and securing a simple majority from current members in favor of the change.
3.18.2 Annual dues must be paid on or before July 31st every year.
3.18.3 Unpaid members will be removed from the membership list without notice.
3.18.4 Default or overdue members may not be be allowed to participate in NACA activities. It is members’ duty to submit their dues on time.
3.18.5 In order to issue the membership after the deadline, a member can do so by paying a late fee of $25 in addition to the regular dues.
3.18.6 All league dues are non-refundable and must be paid one week before the league start date or deadline decided by NACA. Member team, who is willing to withdraw from the league at any stage, must pay their dues in full plus an additional penalty decided by the executive body.
3.18.7 NACA league members shall not participate in more than one league at any stage. For move-out or transfer, NOC from NACA will be required. For the members, who moved out without NOC will remain as suspended status, membership will be canceled without notice and no refund will be issued.
3.19. Sub-Committees:
NACA Executive Committee shall responsible to appoint the following committees for effective operation by the month of May
3.19.1. Technical Committee:
Shall consist of 3 members, appointed by the executive committee and responsible for.
a. Planning league rules and submitting to NACA executive committee for approval and implementation.
b. Resolving technical disputes during league matches and decision-making if any potential technical concerns or complaints during NACA events.
3.19.2. Discipline Committee:
a. Shall consist of 3 members, appointed by the executive committee and responsible;
b. Planning league’s disciplinary rules and submitting to NACA executive committee for approval and implementation.
c. Resolving and decision-making if any potential disciplinary concerns or complaints during league matches as per operating and playing rules.
3.19.3. Selection Committee:
a. Shall consist of 3 members as selectors including a chief selector appointed by the executive committee and responsible for selecting NACA team(s)
3.20. Meeting Frequency and General Body meetings
3.20.1 As a general guidelines, the NACA board shall meet every month. Board members include five executive members and appointed directors.
3.20.2 Executive committee meetings shall be held on bi-weekly basis or as required basis.
3.20.3 A minimum 50% of the invited meeting members must be present to complete the quorum, in the event of lack of quorum meeting shall be adjourned immediately, and next meeting shall be called with members present which shall constitute quorum for the meeting.
3.20.4 The day and time will be decided by the NACA Board based on the board members’ availability and schedule with 21 days of notice given to general members.
3.20.5 Other General Meetings will be announced in advance by the Officers to discuss specific issues related to the association.
ARTICLE 4 : By-LAWS AMENDMENTS
4.1 Any member may propose an amendment to the by-laws. The amendment shall be posted for at least two weeks (on the NACA web page and on e-mail list) at which point a meeting shall be held to consider the proposal either at AGM ( annual general meeting) or SAGM (Special annual general meeting) or by electronically.
4.2 An electronic voting option may be used to pass an amendment to the by-laws or by Simple voting at AGM.
4.3 Two thirds majority (of NACA voting members) shall require to pass an amendment to the by-laws present during AGM or SAGM or electronically.
4.4 In the event of an emergency, the president or vice president shall call the general body meeting to discuss the amendment in the by-laws and approve it by ¾ majority of the members present at the meeting.
ARTICLE 5 : ELECTIONS
5.1 General elections shall be conducted during the month of February , every two years after the elected executives have completed their tenure.
5.2 General elections shall be conducted no later than the 3rd week of Feb of the election’s year.
5.3 Elections shall be conducted to elect the five executive members and through
5.4 An independent election commission shall be appointed at least three weeks prior to the general elections. This commission shall act as managing committee for all aspects of the association till a new executive board is elected.
5.5 Serving board members can not be part of the election commission.
5.6 Members who would like to run for elected positions have to be in good standing with NACA for consecutive two years prior to the election and also their dues should be cleared before that date.
5.7 The Executive Committee shall invite, review, and verify nominations to ensure their validity, and then provide a list of these nominations to the Election Commissioner. The Election Commissioner has the right to reject any nomination based on information or verification provided by executive or an eligible member in good standing.
5.8 Voting shall be conducted electronically. Votes shall be emailed to the members of the election commission.
5.9 To avoid potential conflict of interest, NACA executive committee members shall not be a board member of any other cricket league / club within Fort McMurray. If he/she decides to be part of any such board, he/she shall resign immediately from the NACA Executive Committee or Board
5.10 Member should not be allowed to occupy NACA president positions for maximum of three terms in the life span.
5.11 Any of the ex-officio or current members, directors, or non-elected members who had been a part of the previous board found in a situation of a breach in code of conduct or by-laws shall be considered as an ineligible candidate for any position within NACA management. NACA elected board is responsible to verify such historical items. Such member may only be acceptable as cricket player.
ARTICLE 6 : FINANCIALS AND OPERATING EXPENSES:
6.1 The NACA board should ensure that the approved budget is for guidelines and shall not be considered as approval for the disbursement of funds
6.2 All spending must follow the approval of the Executive Committee prior to any commitments.
6.3 Signing authorities should maintain required due diligence considering the best interest of NACA as an organization
6.4 Under no circumstances any member, members of the Executive Committee individually or collectively, or any other individual, group, or institution shall borrow money from any source on behalf of the NACA
6.5 President is authorized to allow reasonable operating expenses while conducting NACA board meetings and/or NACA business. Such estimates should be part of the approved budget for the year
6.6 Fund Raising Program
6.6.1 From time to time, in order to meet the expenses or better manage the NACA events, fundraising programs may be organized and initiated. NACA members shall require to offer full support
6.6.2 NACA Members having membership in any other cricket clubs within Fort McMurray should avoid conflict of interest situations by assigning primary support to NACA over individual clubs during fundraising events and/or collecting sponsorship.
6.6.3 Each team captain shall be committed to provide volunteer work towards NACA activities outside of cricket within RMWB and sponsor organization. A $200 (refundable) deposit will be required to ensure fulfillment of such commitment. In the event of unavailability team captain will nominate a volunteer. Such deposit will be transferable to nominated volunteer or team.
6.7 Signing Authority – as approval for disbursement of funds
Email money transfer is Valid, when only authorized signatory shall issue payments.
When issue of Cheques, President, vice president, and treasurer can sign the bank cheque (2 out of 3) as signing authority for NACA.
6.8 Auditing
The financial records of the Society shall be audited at least annually by two members in good standing (and having an accounting background)
Auditors should not be members of the NACA Board.
NACA members may request to inspect the financial records at a time and location mutually acceptable to the Treasurer.
6.9 Personal Gain and Conflict of Interest:
6.9.1. NACA should not be used for the monetary gain of any members, directors, and/or executives.
6.9.2. In the event of a member of the Executive Committee or Board having a conflict of interest in a motion, he/she shall abstain from discussion, voting, promoting, or supporting the motion.
6.9.3. To promote professionalism and successful events, NACA executive committee shall consider paying / rewarding reasonably for the following assignments only if it is part of the approved budget:
a. Match fee for Umpires & scorers during summer league
b. Sponsoring Cricket Fort McMurray team representing NACA (Food, hotel, travel, uniform, asset use during practice/matches, etc.)
c. Provide uniform/ dress for the players representing NACA (Umpires, Coordinators, Coach & Executives)
ARTICLE 7 : DISSOLUTION PROCESS
In the event of the NACA ceasing to exist, and following the discharge of all debts and liabilities, a Special Meeting shall be called and that meeting of the Executives shall decide how any remaining assets shall be discharged.
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