New Membership Request or Change to Membership Request New... · New Membership Request or Change to Membership Request . ... Please fill out the following package of items and send

New Membership Request or Change to Membership Request

The forms for New Membership Requests or Changes to existing Membership must be completed if any

of the below items are applicable. Please highlight or circle the items applicable to your application.

Requests are due August 31st as part of the EODSA Membership Renewal process. Late applications will

not be accepted.

The changes and additions to existing membership include the following:

1. Entering Teams in a different League.

2. Operating teams in new classifications or seasons:

a. Adding Youth/Mini Recreational

b. Adding Youth Competitive

c. Adding Senior Recreational

d. Adding Senior Competitive

e. Adding Indoor Programing

f. Adding Outdoor Programing

3. Adding New League divisions. Including to Club League (House League).

New Membership Application - Club:

1. Youth/Mini Soccer Recreational only

2. Youth/Mini Soccer Recreational and Competitive

3. Youth/Mini Soccer Recreational only + Senior Soccer

4. Youth/Mini Soccer Recreational and Competitive + Senior Soccer

5. Senior Soccer only

6. Youth/Mini Indoor/Futsal

7. Youth/Mini and Senior Indoor/Futsal

8. Senior Indoor/Futsal

New Membership Application - League:

1. Mini League

2. Youth League

3. Senior League

4. Mini League Indoor/Futsal

5. Youth League Indoor/Futsal

6. Senior League Indoor/Futsal

EASTERN ONTARIO DISTRICT SOCCER ASSOCIATION ASSOCIATION DE SOCCER DE L’EST DE L’ONTARIO

Please fill out the following package of items and send them to the EODSA as your application for Significant Changes to Membership, Status, Club, League or TOLO. Deadline for applications is August 31st. 1. RFD Form – This outlines your proposal for a change to your existing membership or new membership. 2. Statement in 1-2 or more paragraphs outlining the request 3. Annual Membership Application Form 4. Annual Terms of League Operation Form (If Applicable) 5. Impact Statements – Please include impact statements from the existing EODSA members in your area. There is a copy of the form in this package. Please include at least two impact statement forms. 6. Questions – (Indicate which questions not applicable if required) Please submit a separate document with the answers to the below questions. 7. Application Agreements Form

RFD 2016- DATE:

AUTHOR: SUBMITTED:

SUBJECT:

CURRENT SITUATION:

SPECIFIC DECISION REQUESTED:

IMPACT ASSESSMENT: (This should cover an assessment of the financial, operational, and legal impacts, as well as a discussion on the alternatives considered, and possible member objections)

COMMITTEE RECOMMENDATION:

BOARD DECISION:

Approved

Amended

Denied

Withdrawn

PRESIDENT DATE

SECRETARY DATE

APPLICATION FOR 2017-2018 MEMBERSHIP This membership is for the period September 1st 2017 through August 31st 2018,

and includes both the Indoor & Outdoor seasons.

APPLICATION DEADLINE: Thursday, August 31 2017 at 5:00 PM

APPLICANT These addresses will be used for ALL correspondence with the Club. Most correspondence will be by

e-mail. Please include main contact info and billing contact info. Mailing Address:

Organization Name: _____________________________________________________________________________

Contact Name: _________________________________________________________________________________

Mailing Address: ________________________________________________________________________________

City: _________________________________________ Postal Code: ___________________________________

Phone: _______________________________________ Fax: __________________________________________

Email: ________________________________________________________________________________________

Website: ______________________________________________________________________________________

Billing Address (if different than mailing address ):


Contact Name: _________________________________________________________________________________

Mailing Address: ________________________________________________________________________________

City: _________________________________________ Postal Code: ___________________________________

Phone: _______________________________________ Fax: __________________________________________

Email: ________________________________________________________________________________________

Website: ______________________________________________________________________________________

TYPE OF ORGANIZATION (Check all that apply)

Membership Types Organization Types

□ New Member ($500) □ Club

□ Renewing Member ($250) □ League □ Other (Specify: ________________________ )

DECLARATION We, the __________________________________________________________________ agree to;

1. Abide by the published rules of Ontario Soccer; abide by the Constitution/By-Laws and Rules and

Regulations of the Eastern Ontario District Soccer Association; and to abide by the decisions

made by the District Association’s Board of Directors elected to act on its behalf, and 2. Adhere to, and abide by, the Ontaro Soccer Dispute Resolution Policy.

Please note that by signing this declaration you are committing the Club to abiding by all the published rules as stated above including the payment of all fees, fines and debts.

Date Signature of President

CORPORATE INFORMATION AND GOVERNANCE

ADMINISTRATORS Please list the Primary Club and League Administrators and Staff as of the date of this EODSA

membership application. It is the Member’s responsibility that the information entered in the OSA

Registration database and submitted with this application is up to date and to inform the EODSA of

any changes to the Executive and contact information, after an AGM or as they occur. Please note

you must also submit the official Club Contact List for 2017-2018 that was attached as a spreadsheet.

Name Position

CONSTITUTION

□ Constitution has not been amended since previous application and is therefore not included in

this submission.

□ Constitution has been amended since previous submission. Our updated constitution is

attached, with changes highlighted.

ANNUAL GENERAL MEETING

Date of most recent Annual General Meeting: __________________________________ . Please include the proposed date of the next AGM: __________________________________ . Would you like an EODSA Board Member to Attend? __________________________________ .

□ Minutes of most recent AGM (draft copy is acceptable) are attached.

FINANCIAL

□ Applications will not be processed unless all invoices issued prior to August 1st have been □

paid in full. Submit Financial statements according to OSA Model Club Constitution 2.1.16. INCORPORATION

□ The organization is incorporated. □ The organization is not incorporated.

AUTHORIZATIONS

1. The following individuals are authorized to (a) sign on behalf of the organization, and (b) request

that the organization be invoiced:

Member Official s Name Club Official s Position Signature

2. Does the club authorize team officials to sign permits on behalf of their team?

□ Yes

□ No (list authorized officials below)

Member Official s Name Club Official s Position OSA Number

LEAGUE PARTICIPATION

INDOOR LEAGUE PARTICIPATION (excludes soccer school, developmental programs, etc.)

Classification Number of Teams Actual 2016-2017 Projected 2017-2018

M F M F

District League

Ottawa District Futsal League Winter Development League U9-U12

Multi-Jurisdictional Club League

Coliseum - Youth

Club League

Senior and Youth Local

TOTAL

OUTDOOR LEAGUE PARTICIPATION (excludes soccer school, developmental programs, etc.)

Classification Number of Teams

Actual 2017 Projected 2018

M F M F

International – USL, PDL, Super-Y, etc

Provincial – OYSL, OPDL and L1O

Regional League

East Region Soccer League - Youth U13 to U18

Ottawa Carleton Soccer League - Senior

District Competitive

District Youth - U13 to U18

Ottawa Carleton Soccer League - Competitive

District Recreational

Ottawa Carleton Soccer League – Recreational and OT

Grassroots District Development - U9 to 12

Club Local League (Within Club)

Goulbourn Lanark Soccer League

Grassroots, Youth and Senior Local League

Total

Members operating a League or Club Local League must also complete a separate Terms of League Operations (TOLO) application.

INFORMATION FOR ALL ORGANIZATIONS

1. Letters of acceptance will be sent to organizations upon membership approval. Memberships are

not valid until the Member has received written confirmation. 2. Any changes to membership application information must be submitted to the EODSA in writing

and signed by the President of the organization. 3. Clubs will be invoiced, prior to each season, for player registration fees based on 80% then 20%

of the number of players registered in the previous year. The first payment will be due October

31st for Indoor, and April 30th for Outdoor. All clubs must adhere to this process for payment.

Failure to pre-pay the 80% and 20% invoices will result in the Clubs ability to register players being removed and the League in which their teams are entered informed that the teams are not eligible to play. If the Club knows that their numbers will be significantly different from the previous year they may request their invoice be adjusted.

4. Members are required to register all administrators, coaches, team managers, and players

(including Club/House League) PRIOR to the individual participating in any manner of soccer

activity. An individual’s registration is complete when it has been entered by the Club in the OSA’s

online registration system.

EODSA USE ONLY Receipt number __________________________ Cheque number __________________________

□ Constitution has not been amended and is on file. □ Amended Constitution has been received. □ Financial Statement has been received. Audited Yes Not Req. No □ Volunteer Screening Report has been received. □ League Discipline Summary has been received, within 60 days of the completion of the Leagues season. □ League Discipline Requirements have been received.

□ Minutes of most recent AGM have been received.

□ Admin Position Report has been received.

□ Membership application approved □ Membership application NOT approved for the following reason(s);

Date Signature of Authorized District Representative

Title Name Email Phone #PresidentVice President SecretaryTreasurerRegistrarClub AdministratorClub Head CoachClub Head RefereeMain Contact Person for all Notifications (If Different from Administrator)Financial Contact (if Different from Treasurer)Other Staff (Insert Title)Other Staff (Insert Title)

EODSA Club Contact List 2017-2018

Club Name:

2017-2018 VOLUNTEER SCREENING REPORT To be completed by youth clubs only

Name of Club: _________________________________________________________________________

Number of Team Officials in a High Risk Position

(Competitive; All-Star & Select Team Official)

Number of Police checks completed

Number of Interviews completed

Reference checks all completed □ YES □ NO

Number of Team Officials in a Low Risk Position

(Recreational Team Officials, Grassroots Officials (Non-travelling Teams))

Was a Group Meeting on Safe Practices Held? □ YES □ NO Please answer the following: What has become the Club policy on police checks, how often will they be done for returning team

officials? (i.e. every two years) ________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________

We hereby certify that throughout the entire 2016-2017 membership year, all required Team Officials

including Coaches, Assistant Coaches, Trainers and Managers were all screened in accordance with

the Ontario Soccer Volunteer Screening Policy by our club. (Review Ontario Soccer Screening

Handbook) Name of Club: ____________________________________________________________________

Signature:

Club President: Date:

TERMS OF LEAGUE OPERATIONS (TOLO) FOR 2017-2018 The application is for both the 2017-2018 Indoor and the 2018 Outdoor seasons.

APPLICATION DEADLINE: Thursday, August 31, 2017 at 5:00 PM

APPLICANT This address will be used for ALL correspondence. Clubs please note that if the contact information

is different for the Club League than for the Club please enter the information here. Mailing Address:


Contact Name: _________________________________________________________________________________

Mailing Address: ________________________________________________________________________________

City: _________________________________________ Postal Code: ___________________________________

Phone: _______________________________________ Fax: __________________________________________

Email: ________________________________________________________________________________________

Website: ______________________________________________________________________________________

Billing Address (if different than mailing address):


Contact Name: _________________________________________________________________________________

Mailing Address: ________________________________________________________________________________

City: _________________________________________ Postal Code: ___________________________________

Phone: _______________________________________ Fax: __________________________________________

Email: ________________________________________________________________________________________

Website: ______________________________________________________________________________________

DECLARATION We, the __________________________________________________________________ agree to;

1. Abide by the published rules of Ontario Soccer; abide by the Constitution/By-Laws and Rules and

Regulations of the Eastern Ontario District Soccer Association; and to abide by the decisions

made by the District Association’s Board of Directors elected to act on its behalf, and 2. Adhere to, and abide by, the Ontario Soccer Dispute Resolution Policy. Please note that by signing this declaration you are committing the Club to abiding by all the

published rules as stated above including the payment of all fees, fines and debts. Failure to abide by any term of the Terms of League Operations shall render the Club/League subject

to disciplinary action by the EODSA, including but not limited to, one or more of the following:

a. forfeiture of Membership and the immediate withdrawal of the EODSA approval to operate as a

League, Club League or Multi-jurisdictional Club League; b. if (a) above is implemented, and upon the request of 50% of the league’s Members, the

EODSA may reinstate the league as a Member and as a league, under the condition that the

EODSA assumes trusteeship over the league until such time as an acceptable Board of

Directors is elected by the Members (Clubs); c. forfeiture of the league’s bond with the EODSA (if applicable);

d. a fine levied to the league; and

e. withdrawal of some of the terms of league operations.

Date Signature of League President or Chair

ATTACHMENTS 1. Please attach the TOLO Indoor Chart (if applicable) and TOLO Outdoor chart (if applicable) that

were included as spreadsheets.

2. If you are operating a District League or a Multi-Jurisdictional Club League please attach the

following information to this application: ☐ List of the clubs which enter teams in this league (2017 actual, 2018 projected, male vs.

female). You can attach your own spreadsheet if you wish.

THIS FORM MUST BE COMPLETED IF YOU OPERATE AN OUTDOOR OR FUTSAL LEAGUE.

M COED F M COED F M COED F M COED F M F M F M F M F

U4U5U6U7U8U9U10U11U12U13U14U15U16U17U18U19U21U23

OpenOpen COED

Over-30Over-35Over-40Over-50

Other Program

Other Program

TOTAL 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

To be completed by leagues, and clubs which operate house leagues

TERMS OF LEAGUE OPERATIONS – OUTDOOR 2018

# of Divisions # of Teams

Recreational CompetitiveActual 2017 Projected 2018 Actual 2017 Projected 2018

# of Divisions #of Teams# of Divisions # of Teams # of Divisions # of Teams

THIS FORM MUST BE COMPLETED IF YOU OPERATE AN INDOOR OR FUTSAL LEAGUE.

M COED F M COED F M COED F M COED FU4U5U6U7U8U9U10U11U12U13U14U15U16U17U18U19U21U23

OpenCo-Ed Open

Over-30Over-35Over-40Over-5011-Aside

Other

Other

TOTAL 0 0 0 0 0 0 0 0 0 0 0 0

Please note that 11-aside soccer is to be registered as Outdoor soccer not Indoor soccer.

TERMS OF LEAGUE OPERATIONS – INDOOR 2017-2018To be completed by leagues, and clubs which operate house leagues

League( # Teams )

Projected 2017-2018

Age Divisions Operating # Teams per Division Age Divisions Operating # Teams per Division

Actual 2016-2017


Please submit a 1 to 2 paragraph summary of your request. Include a list of short term and long terms goals.

Please submit answers to all the questions below. Describe the details of your Change/Request/Proposal: Why should the Change/Request/Proposal be approved? What are the impacts if it does not go forward? What are the Pros and Cons of your Change/Request/Proposal from the

perspective of your Club, the EODSA and existing Clubs around you? A description of any temporary or permanent conditions or restrictions that the

applicant proposes to lessen any adverse impact on any existing Members. A Statement concerning whether or not it is offering programs that are presently

unavailable in the District and a description of such programs.

Identification of all Impacted Members within the EODSA Identify Member impacted: Who is the Contact for this issue in the impacted member(s)? What areas are impacted? Does the impacted member support the change or not?

Resources Available Fields Have you contacted the City regarding fields? What is your area of operation? Which Fields did you request? Which fields can you get? Which do you have?

Demonstrate that it is adequate for your request. Do you have a long term supply? What are the club Practice and Game usage expectations? Which days?

Coaches Do you have enough? How many? Are/Will they be qualified? How will you

keep qualifying coaches?

Players Where are the players currently playing? How many players do you/ will you have?

Referees Do you have enough? How many? Are/Will they be qualified? How will you keep

qualifying referees?

Corporation Do you have appropriate Insurance? Are you/Will you be incorporated?

Administration Do you have the ability to meet registration, selection and scheduling needs? Do you have the ability to meet discipline and oversight requirements? What is the current organizational structure of the Club? How will the structure

change to accommodate the request?

Other Will you be able to organize a volunteer screening process? (Youth Clubs) What are the long term goals of your membership request?


Impact Statement Form

You Must include an explanation of your proposal when you send this form to the impacted Club.

Name:_____________________ Club:______________________ Position:___________________ I have spoken with _________________ (Insert name of Club with proposal) regarding their proposal for new membership or change in existing membership. How will this proposal (If approved) impact your existing membership? (Positive/Negative/None) What are the Pros and Cons of their proposal? What areas of your existing membership will be affected? What is your position regarding this proposal? (In Favour/Opposed/Neutral) Please provide any additional comments you feel would be relevant to a decision regarding this proposal.


EODSA Membership Application Agreement Applicant Organization:______________________________________________________________ Change Requested:__________________________________________________________________ __________________________________________________________________________________ By submitting an Application, the Applicant, _________________________________________: (a) acknowledges that Notice of the Application shall be sent to all existing Members, that Members are entitled to receive a copy of the Application, and Members may provide written submissions to the EODSA concerning the Application; ___________ Accepted (Initials) (b) authorizes the EODSA and District staff to investigate any facts or circumstances related to this Application; __________ Accepted (Initials) (c) consents to the District requesting and obtaining any credit reports or credit enquiries concerning the Applicant; __________ Accepted (Initials) (d) consents to the disclosure of personal information concerning the Applicant, its officers, directors, staff and coaches or technical staff; __________ Accepted (Initials) (e) acknowledges that the EODSA shall have the authority to impose upon the Applicant, any temporary or permanent conditions or restrictions that it considers fair and reasonable in the circumstances; __________ Accepted (Initials) (f) agrees to meet with the EODSA or District Staff to discuss the Application; __________ Accepted (Initials) (g) agrees that the EODSA or District Staff Board shall be entitled to meet with or contact any affected or interested District Association members or municipal Parks and Recreation Department and any other relevant parties while considering its decision on the Application; __________ Accepted (Initials)

(h) acknowledges that in making its decision, the EODSA Board shall be entitled to consider the Application, the materials and submissions presented by the Applicant, any submissions received from existing Members concerning the Application, any facts, documents or findings resulting from any District investigation, any other information that it considers relevant to the Application, and any recommendation from any membership committee, as the case may be; __________ Accepted (Initials) Acknowledges that the EODSA shall be authorized and entitled to consider whether or not, in its sole and exclusive discretion, acting reasonably: (1) the Application and the Applicant’s supporting documents and submissions establish a fair and reasonable plan for operating a new soccer organization within the District; __________ Accepted (Initials) (2) the approval of the Application will not have any material adverse effect on any existing Clubs; __________ Accepted (Initials) (3) there are not any reasonable temporary or permanent conditions or restrictions that the District could impose, that would alleviate any anticipated adverse effect on any existing Clubs; __________ Accepted (Initials) 4) there is sufficient demand within the community for the establishment of a new soccer organization within the District; __________ Accepted (Initials) (4) there are rational grounds to accommodate the Applicant within the District; __________ Accepted (Initials) (5) the Applicant’s technical plan and the qualifications of its coaches and technical staff is reasonably satisfactory and will promote the development of players, coaches, and referees, as the case may be; __________ Accepted (Initials) (6) the discipline record of the Applicant’s officers, directors, staff and coaches or technical staff is reasonably satisfactory and does not raise concerns regarding whether or not the Applicant will comply with all OSA and EODSA Policies and Procedures and Published Rules & Regulations; __________ Accepted (Initials)

(7) the Applicant has established reasonable measures to protect the health and safety of all participants, including players, coaches, referees, staff and members; __________ Accepted (Initials) (8) the Applicant has satisfactory insurance coverage to meet its obligations to players, coaches, referees, staff and members; __________ Accepted (Initials) (9) the Applicant will be able to pay its registration fees, fines, debts and bonds and meet its general debts and liabilities in the ordinary course of business; and __________ Accepted (Initials) (10) the approval of the Application will result in a net beneficial gain to the promotion and development of the game of soccer within the District. __________ Accepted (Initials) ________________________ ______________________ _______________________ Applicant Organization Name of Representative Signature


As part of this change request/ request for new membership, there will be an open

forum held to ensure EODSA members have a chance to hear the request and express their concerns. This open forum will be held on the first Saturday after Thanksgiving each year. The open forum format will be: 10 minutes for an opening statement from the requesting organization 5 minute time slots for EODSA members who wish to express their concerns 10 minutes for a closing statement from the requesting organization to address the concerns expressed As part of this request process, it is required that you attend the open forum to present your request.


EODSA Office use only Date Submitted:_________________

□ Payment (if necessary)

□ RFD Submission of the question/decision being requested □ Statement in 1-2 paragraphs outlining the request □ Organization (League or Club) application □ TOLO (if necessary) □ Answers to Questions regarding Change Description and Impact □ Stakeholder Impact Statements □ Application Agreements

Documents

New Membership Request or Change to Membership Request New... · New Membership Request or Change to Membership Request . ... Please fill out the following package of items and send