The PUL Constitution

Well, it didn’t emerge from a burning bush, but it did involve a whole lot of work by some very committed PUL players who have generously given their time to develop this, our first official PUL Constitution. Yes, treat it as a guiding document, worship it for the gospel it truly is, but keep in mind that having documents like this really helps to inherently strengthen our league from an organizational standpoint. While many of the points in this are etched in stone, treat it as a living document. That is, things change, different priorities emerge, but you can count on lawyerly legalese to always remain, whatever the case. Any trouble with insomnia? Read on… this baby should do the trick in no time.

 

 

Constitution for Peterborough Ultimate League

ARTICLE 1: PREAMBLE

 

1.1           THE LEAGUE

            The name of the league is the Peterborough Ultimate League, which may also be known as or referred to as PUL.

 

1.2           THE BYLAWS

The following articles set forth are the Bylaws of the Peterborough Ultimate League.

 

 

ARTICLE 2: DEFINITIONS

 

2.1           DEFINITIONS

            In these bylaws, the following words have the described meanings

 

2.1.1      Act means the Corporations Act R.S.O. 1990, Chapter C.38 or any statute substituted for it.

 

2.1.2      Annual General Meeting means the annual general meeting described in Article 9.

 

2.1.3      Board means the Board of Directors of PUL.

 

2.1.4      Bylaws means the Bylaws of PUL as amended.

 

2.1.5      Director means any person elected or appointed to the Board. This includes the President.

 

2.1.6      Member means a Member of PUL. All Members are voting Members.

 

2.1.7      Officer means Director with specific duties: the President, Vice-President, Treasurer and the Secretary.

 

 

ARTICLE 3 – OBJECTIVES

 

3.1           The objectives of the Peterborough Ultimate League are:

 

3.1.1    To serve as the governing body of the sport of Ultimate within the Peterborough area            representing the interests of the sport and the interests of all players;

 

3.1.2    To maintain the “spirit of the game” as the central governing principle of the sport;

 

3.1.3    To promote the growth, public awareness and development of the sport of Ultimate;

 


ARTICLE 4 – MEMBERSHIP

 

4.1           Any individual 18 years or older is eligible for membership in the Peterborough Ultimate League.

 

4.2           An individual becomes a Member of the Peterborough Ultimate League through registration in the PUL database on the PUL website (www.pultimate.ca), payment of league fees (or equivalent approved by the Board) and registration in the Ontario Disc Sports Association.

 

4.3           As a Member of PUL, each Member is expected to perform to the best of their abilities, hold the values set forth in this constitution, provide league fee payments and comply with all rules and policies of the PUL.

 

4.4           The membership year is April 1st to March 31st.

 

4.5           The Board decides seasonal membership/league fees for each season of league play.

 

4.6           All Members are eligible to vote at meetings of PUL.

 

4.7           A Member is in good standing when the Member has paid membership/league fees (or equivalent as determined by the Board) and the Member is not suspended as a Member as provided for under Article 4.8.

 

4.8           Suspension of Membership

 

4.8.1      The Board, at a special meeting called for that purpose, may suspend a Member’s membership for one or more of the following reasons:

(a)   if the Member has failed to abide by the bylaws;

(b)   if the Member has consistently conducted him or herself in a manner that is harmful to players on the field or otherwise violates PUL’s policies on aggressive behavior; or

(c)   if the Member has consistently disregarded spirit of the game on the field and has failed to correct his or her behavior after being warned by the Board.

 

4.8.2      The affected Member will receive notice of the Board’s intention to deal with whether or not a Member should be suspended. The Member will receive at least two weeks notice of the Board’s meeting to discuss the issue.

 

ARTICLE 5 – DIRECTORS AND OFFICERS

 

5.1       The governing body of PUL shall be the Board consisting of no more than 9 Members of      PUL (number determined by the Board). The Board will have general control over all   Officers and committees and may declare any office vacant.

 

5.2           The decisions of the Board in all PUL matters are final, subject only to an appeal by PUL Members.

 

5.3           PUL Directors shall be a President, Vice President, Treasurer, Secretary, and Directors at Large, all of whom shall be Members of PUL. All Directors serve for a two-year term. There is no limit on the number of terms a Director can serve.

 

5.4       All Directors will be elected as stated per Article 6: Election of Directors.

 

5.5           Duties of all Directors:

  • Govern PUL using its bylaws and established policies and procedures.
  • Establish strategic direction for PUL and priorities to meet the needs of the organization.
  • Recommend policy to the Board.
  • Promote the mandate and activities of PUL throughout the organization.
  • Ensure accountability for the services provided and funds expended.
  • Monitor and evaluate the effectiveness of PUL through regular review of programs and services.
  • Seek nominations for election to the Board when appropriate.
  • Prepare for and participate in the discussions and the deliberations of the Board.

 

5.6           Duties of the President:

  • Establish strategic direction and priorities for PUL and the Board of Directors
  • Regularly communicate with the Board and Members to ensure effective operation of PUL
  • Act as the primary spokesperson for the Board and PUL in the media and the community at large. Represent PUL at community functions and events, where requested. Represent PUL to Government and Municipal officials
  • Chair the regular meetings of the Board, the Annual General Meeting and the Executive Committee
  • Act as a signing authority on behalf of the Board for financial and legal purposes.
  • Set the agenda for Board meetings .Arrange for Vice-President to chair meetings in the absence of the President.
  • Enhance relationships with other Ultimate leagues, community groups and agencies.
  • Provide guidance and leadership in conjunction with the Executive Committee.
  • Adhere to general duties outlined in the board Member job description.

 

 

5.7           Duties of the Vice President:

  • Establish strategic direction and priorities for PUL and the Board of Directors.
  • Perform the duties of the President when the President is unavailable.
  • Participate as a Member of the Executive Committee.
  • Work with the President to develop and implement director transition plans.
  • Enhance relationships with Members, community groups and agencies.
  • Provide guidance and leadership in conjunction with the Executive Committee.
  • Adhere to general duties outlined in the board Member job description.

 

 

5.8           Duties of the Treasurer:

  • Manage the preparation of financial statements and maintain accounting records on an ongoing basis.
  • Chair the Finance Committee.
  • Act as a signing authority on behalf of the Board for financial matters.
  • Review and ensure the integrity of quarterly financial reporting, budgets and cash flows.
  • Ensure audited financial statements are presented to the Board on an annual basis.
  • Call the motion at the Annual General Meeting to appoint the auditor (if required).
  • Act as a resource to other committees.
  • Adhere to general duties outlined in the board Member job description.

 

 

5.9           Duties of the Secretary:

  • Establish strategic direction and priorities for the organization.
  • Prepare and maintain minutes and records for all board meetings.
  • Review/monitor and verify accuracy of the meetings’ minutes, and circulates to all Directors.
  • Review and report on correspondence to the Board.
  • Adhere to general duties outlined in the board Member job description.

 

 

5.10        If any Officer neglects his/her duties, said Officer will be removed as stated per Article 8: Removal of Officers.

 

ARTICLE 6: ELECTION OF DIRECTORS

 

6.1           All Members of PUL are permitted to vote.

6.2           Voting will take place at the Annual General Meeting.

6.3           Only one vote per voting Member will be counted in any general vote.

6.4           All Director vacancies will be filled by election at the AGM and returning Directors (with current terms) will re-confirm their commitments.

6.5           Voting will take place in person with a show of hands or through secret ballet for support for nominated individuals. The individuals with the most votes will become the PUL Directors.

6.6           Once the Directors have been voted in, the Board will assign Officers: President, Vice President, Treasurer, and Secretary.

6.7           Those who would like to be nominated for a Director position must provide a letter of interest to the Board as per instructions provided by the Board in the announcement of the AGM, or at any other time of year directly to the President at any Board meeting.

 


ARTICLE 7: VACANCIES

 

7.1           Vacancies will be filled according to the voting procedures described in Article 6.

7.2           Vacancies may only be filled at Board meetings.

7.3           Meetings during which vacancies will be filled must be announced to PUL Members one week in advance.

7.4           The term of a Director elected to the vacant position will be for the remainder of the current term of office.

 

ARTICLE 8: REMOVAL OF OFFICERS

 

8.1           If an Officer neglects or otherwise fails to perform the duties of his/her respective office that Officer may be removed by a majority vote at any Board meeting.

8.2           Meetings during which removal procedures will take place must be announced to PUL Members at least one week in advance.

8.3           An announcement will be made by the President to PUL Members if an Officer is removed.

ARTICLE 9: MEETINGS

 

9.1           An Annual General Meeting of PUL shall be held in May each year, at which time the election of Directors will take place.

9.2           There will be at least four meetings of the Board per year, which includes the Annual General Meeting.

9.3           A majority of the Directors shall constitute a quorum of the Board.

9.4           The date and time of all Board meetings will be announced to all PUL Members at least one week in advance.

9.5           Any PUL Member may attend a meeting of the Board with the consent of at least one of the Directors and the acknowledgement of the President.

 

 

ARTICLE 10: COMMITTEES

 

10.1        Committees will be formed by the Board to fulfill duties as needed.

10.2        Standing committees of PUL will include:

  • Membership Committee
  • Finance Committee
  • Policy Committee

10.3        Upon creation of any committee the Board will assign a chair for the committee.

10.4        The Board will assign coordinators for all PUL leagues and tournaments and league coordinators will be Members of the Membership Committee.

10.5        The chair of each committee will recruit Members and organize meetings

10.6        Committees will report to the Board at each Board meeting.


ARTICLE 11: AMENDMENTS

 

11.1        Any PUL Member may propose amendments to this Constitution.

11.2        All proposed amendments must be in their final form and provided to the Board at least one month prior to the Annual General Meeting.

11.3        The Board will bring forward amendments to this Constitution at the Annual General Meeting.

11.4        PUL Members will vote on amendments and a majority is needed to pass any proposed amendment.

11.5        Amendments will become effective upon approval by the PUL Board.

 

Article 12: RATIFICATION

 

12.1        This Constitution will become effective upon a majority vote by PUL Members present at the Annual General Meeting.

 

Ratified by Membership: 30/05/11

Ratified by the PUL Board: 13/10/11

Attachments:

  1. PUL Constitution