THE ONTARIO CRICKET ASSOCIATION
Preamble and Declaration
WHERE AS it is in the interest of Cricket in the province of Ontario that there be only one body having jurisdiction over all representative matches, and also over questions of Province-wide character effecting Ontario Cricket; and that the persons exercising the control and management of such body be persons of good standing in their respective communities, with an adequate knowledge of Cricket and its problems;
NOW, THEREFORE, the leagues, Associations and Councils which execute this Memorandum do hereby declare that they will support the Ontario Cricket Association and its Board of Control, and do hereby formally approve the constitution therefore, thereinafter set out, and agree to be bound thereby, and do by such execution thereof, hereby become members of the Ontario Cricket Association.
Section 1 There is hereby created an Association whose name shall be the ONTARIO CRICKET ASSOCIATION, which is hereinafter referred to as the OCA'.
Section 2 The color of the OCA shall be Red, Blue, Green and Gold in combination.
Aims and Objectives
Section 1 The Aims and Objectives of the OCA shall be:-
- a) To select, form and otherwise bring into being cricket teams representative to the Province of Ontario;
- b) To promote, manage, control and have complete jurisdiction, financially or otherwise over all matches, tournaments or events which are arranged by the OCA and to conduct such competitions amongst Regions (the word Regions' hereinafter refers to Leagues , Associations and Councils) in Ontario as may be desirable;
- c) To serve as a liaison between Leagues, Clubs and players in the Province of Ontario and the Canadian Cricket Association;
- d) To encourage and foster the growth and development of Cricket in Ontario;
To generally uphold, the laws of Cricket as prescribed by the OCA. The Laws of Cricket;
- e) To execute such acts and deeds as may be expedient for the realization of the objects of the OCA;
- f) To maintain relations with government bodies having responsibility for funding or facilities in the Province of Ontario;
- g) To maintain the standard conditions of play in competitive cricket within the Province of Ontario;
Section 1 Membership in the OCA shall be classified as Full, Associate, Affiliate and Honorary-Life:-
- a) Any league, Association or Council duly constituted and operating in Ontario may be admitted as Full member; New applications shall be processed in accordance with Article XIII Section I;
Full members will have been either character members or accepted into the OCA at a General Meeting. They pay annual dues as determined from time to time by the Board of Control, and shall be entitled to the full rights and privileges of the OCA;
- b) Any Association that is not a Full member may be admitted as Associate Member;
Associate members are Leagues, Associations or Councils that will have been accepted into OCA upon recommendation of the Board of Control and the Membership Committee at a General Meeting. They pay annual dues as determined from time to time by the Board of Control, be entitled to participate in Ontario Senior Championship, be eligible for selection on Ontario team, attend General Meeting and BOC Meetings and shall have full voice but are not entitled to vote.
- c) Any Club that is not a member of a duly constituted League, Association or Council in Ontario may be admitted as Affiliate Member;
Affiliate members shall have been accepted into the OCA by the Board of Control and shall pay an annual fee to be determined from time to time by the Board of Control; they shall also be entitled to attend General Meetings and shall have full voice but are not entitled to vote.
- d) Any person duly elected as an Honorary-Life member;
An Honorary-Life member is a person, who through initiatives, devotion and successful efforts in the affairs of the OCA; has rendered exemplary and notable service to the community, Cricket and the OCA; such a person shall be awarded an Honorary-Life membership, provided however, that there be no more than five (5) persons recommended at any one time. Honorary-Life members shall be recommended to the Board of Control and shall pay no dues, have full voice but no voting privileges at meetings.
Section 2 The following are recognized as Full Members now constituted and operating in the Province of Ontario:
- 1) Hamilton and District Cricket League (HDCL)
- 2) Ottawa Valley Cricket Council (OVCC)
- 3) Toronto and District Cricket Association (T&DCA)
- 4) Southern Ontario Cricket Association (SOCA)
These FULL Members' respective jurisdictions cover the geographical areas as set out in Appendix 1
Section 1 The officers of the OCA shall be:-
- 1. President
- 2. 1st Vice-President
- 3. 2nd Vice-President
- 4. Secretary
- 5. Treasurer
All five (5) shall form the Executive of the OCA and perform the duties prescribed by this Constitution and its By-Laws.
Section 2 The Officers shall be elected by secret ballot to serve for a one (1) year term or until their successors are elected, and their term of the office shall begin immediately following election.
Section 3 The 1st and 2nd Vice-Presidents shall be from a different geographical area; (See Article III Section 2).
Section 4 No person shall hold more than one office on the executive at a time.
Section 5 Any Officer desiring to resign from the OCA shall submit a written resignation to the secretary who shall present it to the Board of Control.
The Board of Control
The Board of Control shall consist of the Officers of the OCA, the Presidents of the FULL Members or their representatives in writing and with another delegate designated by the T&DCA.
If an elected officer of the OCA is already or becomes a President of one of the indicated FULL Member; that officer shall nominate another delegate to the Board of Control.
Section 1 Amendments to this constitution shall be made only at a General Meeting thereof, by a two-third vote of those present and voting. Six (6) weeks prior to the meeting at which any proposition to amend is to be acted upon, the member shall send a copy in writing to the Secretary who shall in turn transmit a copy to each member of the Constitution Committee, all members of the Board of Control and Secretaries of FULL Members for discussion.
Section 2 The Constitution Committee shall present its report to the board of Control. The report and any amendments shall be discussed and voted on at the next General or Special General Meeting.
Section 3 Amendments to the By-Laws of the Constitution may be made at a Board of Control meeting by a two-thirds majority of the members present and voting. No proposal to amend shall be acted upon unless written notice thereof has been given to the Secretary at least thirty (30) days prior to the meeting. A copy of the such a proposition shall embodied in the call for the next Executive or Board of Control meeting, and a copy sent to every member of the Board of Control at least fifteen (15) days before the date of the meeting at which the amendment is to be voted upon.
Section 1 The Administrative powers of the OCA shall lie in the Executive and pertain to the day-to-day management of the OCA affairs.
Section 2 The Judicial powers of the OCA shall lie in the President, except when over-ruled by a two-thirds majority of those present and voting at any meeting. Such powers shall pertain to the interpretation of the Constitution, BY-Laws, Rules and Regulations of the OCA.
Section 3 The legislative powers of the OCA shall lie in the Board of Control or the members at a General Meeting as indicated and shall pertain to the enactment or amendments of laws of regulations of the OCA.
Section 4 The Board of Control shall have general jurisdiction over all matches in which any teams shall play as representing Ontario and any general tour of Ontario by any eleven (11) representing some official cricket body outside Ontario.
Section 5 The channel of communication from the cricket clubs to the Board of Control shall be understood as ascending from clubs through FULL Members to the Board of Control; but nothing herein shall prevent any club in communicating directly to the Board of Control via Secretary where it feels that the decisions of a FULL Member is unfair and not in the best interest of Ontario Cricket.
Section 6 The Board of Control is empowered to appoint committees, sub-committees considered necessary for the efficient performance of the OCA and an official delegate and alternate to the Canadian Cricket Association and may select any member of the OCA to serve thereon. Such committees must be truly representative of all members. The delegate will, ex-officio attend all meetings of the Board of Control.
The following interpretation shall apply in this constitution:-
•a) May shall be construed as permissive;
•b) Shall and must is to be construed as imperative;
•c) He, him, his or himself shall construed to include members of both genders;
•d) Junior shall be construed to include any person who as of August 1 in any given year is under the age of nineteen (19) years;
•e) Club shall be construed to include any school, college, university or organization which fields one or more cricket teams.
Rules of Order
Section 1 The rules contained in the current edition of Robert's Order Newly Revised Version shall govern the OCA meetings.
Meetings of the OCA
Section 1 (i) All meetings of the OCA shall be called in accordance with the provisions of
Article X, Section 2, ad open to Members in good standing unless otherwise stated or indicated;
If the President fails to call an Annual General Meeting at the expiration of twelve (12) months after the preceding Annual General Meeting, then such a meeting shall be called by the 1st Vice-President, 2nd Vice-President, Secretary or Treasurer in that order, as soon as possible. Should the above mentioned officers fail to call an Annual General Meeting, then any member of the Board of Control may, after consulting with other members of the Board of Control, and by a two-third majority vote, set a date for such a meeting. The time of the meeting shall nonetheless, be in accordance with the provisions of Section 2 of this Article.
(ii) The names of all delegates (and any substitutions) to any meeting of the OCA shall be submitted to the Secretary prior to the commencement of the meeting.
Section 2 General Meetings:
- (i) There shall be, where possible, at least two (2) general Meetings annually which shall be open to all members. (See Membership' Article III).
- (ii) The Annual general Meeting of the OCA shall be called with at least six (6) weeks' notice prior, at such a place as the President may decide (See Article X Section 1) and shall be the purpose of electing officers, receiving written reports from Officers and Committee Chairs', and for any other business that may arise.
- (iii) The Order of business at the Annual General Meeting shall be:
- 1. Roll Call and Introductory remarks by Chairperson
- 2. Reading and approval of Minutes of preceding AGM
- 3. Business arising from the Minutes
- 4. Unfinished Business
- 5. Correspondence
- 6. Reports
- 7. Amendments to the Constitution and/or By-Laws
- 8. Election of Officers and Appointment of Auditor
- 9. New Business
- 10. Adjournment
The Order of Business at the Semi-Annual meeting shall be the same as in Article X Section 2 (iii) except the Elections may only be included as applicable.
Section 3 Special Meetings may be called at any time:-
- By the President or
- By the majority of Executive or
- By a majority of the Board of Control or
- Upon a written request of a majority of FULL Members
The Purpose of the meeting shall be stated in the notice, except in cases of emergency, at least fourteen (14) days notice shall be given prior to such a meeting.
The Order of business of a Special Meeting shall consist only of those matters for which it was called; unless the members present agree by a two-thirds majority to consider other matters of an urgent or necessary nature.
Section 4 Board of Control Meetings
There shall be, where possible, at least three (3) Board of Control Meetings annually, of which at least one (1) shall be held during the playing season. They shall be called on notices that are sent directly to each member at least three (3) weeks prior to such a meeting.
The Order of Business at BOC Meetings shall be:
- 1. Roll Call and Opening remarks by Chairperson
- 2. Reading and approval of minutes of preceding Board of control Meeting
- 3. Business arising from the Minutes
- 4. Unfinished Business
- 5. Correspondence
- 6. Reports
- 7. New Business
- 8. Time of Next Meeting
- 9. Adjournment
At the first BOC meeting subsequent to the AGM, the BOC shall select the several committee Chairpersons necessary for the efficient performance of the OCA, the Auditor and the OCA delegate and an alternate to the CCA.
Section 5 Executive Meetings
The Executive shall meet to deal with the business of the OCA as required on at least seven (7) days notice, except in the case of emergency, at which time twenty-four (24) hours notice shall be given.
The President in collaboration with the other members shall prescribe the Order of Business at an Executive Meeting.
Section 6 Committee Meetings:
All Committees shall be subject to the call of their respective Chairperson.
Section 7 Quorum
- (i) The quorum at a General Meeting shall be representation of a majority of both the FULL Member organizations and the Officers.
- (ii) A quorum of the Board of Control shall be representation of a majority of both the Officers and delegates of FULL Member organizations;
- (iii) A quorum of the Executive shall be representation of a majority of the Officers;
- (iv) A quorum of any Committee shall be a representation of a majority of its members;
Section 8 Voting
•(i) Meetings of General Assembly (Except Election of Officers)
- (a) The President may exercise an original vote or a casting vote only;
- (b) Other Officers of the OCA shall each have (1) vote;
- (c) Toronto & District Cricket Association shall have five (5) voting delegates;
- (d) All other FULL members shall have three (3) voting delegates;
- (e) Proxy voting shall be permitted in writing for FULL Members only;
All FULL Member delegates to General or Board of Control Meetings are to be named in advance and any changes should be forwarded to the Secretary.
•(ii) Election of Officers
- (a) The President and Officers shall have no vote;
- (b) Toronto & District Cricket Association shall have five (5) votig delegates;
- (c) All other FULL Members shall have three (3) voting delegates;
- (d) Proxy voting shall be permitted in writing for FULL Members only;
•(iii) Board of Control
- (a) The President shall have an original vote or casting vote only;
- (b) Other Officers of the Board of Control shall each have one (1) vote;
- (c) Toronto & District Cricket Association shall have two (2) voting delegates;
- (d) All other FULL members shall have one (1) voting delegate;
- (a) The President shall have an original vote or a casting vote only;
- (b) All other members shall have one (1) vote each;
Section 1 The financial year of OCA shall end March 31st;
Section 1a The records of the OCA must be reviewed or audited by presentation at the AGM; A copy of which shall be made available to any Member in good standing; A review of the finances can be determined by the Board of Control or requested at the Annual General Meeting by any Member in good standing;
Section 2 Annual fees and any other financial assessment shall be regulated by the Board of Control and shall be paid to the Treasurer of the OCA;
Such fees and dues shall be due and payable annually in advance of June 1st of each year, or at the date of a members' admission to membership;
Section 3 All monies shall be paid into one or more bank accounts in the name of the OCA' and all cheques and drafts shall be signed by the Treasurer and countersigned by the President or Secretary;
Section 4 Out of monies collected there will be remittance to the Canadian Cricket Association, the fee payable to it, and the balance, if any, shall be used in payment of other expenses of the OCA at the discretion of the Board of Control;
Section 5 All deeds, contacts and or any other contractual arrangement made or issued on behalf of OCA shall be signed by the President and countersigned by the Treasurer or Secretary. If the Treasurer is unable to sign due to his resignation or incapacitation, then the President and the Secretary shall be the only signers.
Section 6 No disbursement in excess of $500 shall be made without authorization by the Executive, unless such disbursement is within the budgetary limits or in accordance with financial guidelines established by the Board of Control;
Section 7 The OCA shall have the right to receive donations, gifts and subscriptions for the benefits of Ontario Cricket generally, and may require payment to be made to it of part of the proceeds of the gate receipts, donations, sales of programs and other sources of income, when teams representing Ontario are playing. Where funds are required for any special purposes, the OCA shall take such steps as are necessary to make the necessary appeals and requests, and the members of the OCA shall cooperate with Board of Control on whatever arrangements may be made by them.
At General Meetings, all voting member organizations must be in good financial standing to be permitted to vote.
Section 1 The Elections of Officers, as well as the appointment of an Auditor and Honorary-Life Members of the OCA shall take place at the Annual General Meeting or at any Special Meeting called for that purpose;
Section 2 Nomination in writing or from the floor can be made for all Officers at the Annual General Meeting;
Section 3 All candidate for office must be present or have provided written confirmation of acceptance of nomination to the Secretary and be members i good standing in the OCA and their respective organization;
Section 4 The Election of officers shall proceed in the following order:
- (i) President
- (ii) First Vice-President
- (iii) Second Vice-President
- (iv) Secretary
- (v) Treasurer
Section 5 All elections shall be by a secret ballot and decided by a simple majority of the votes cast;
Section 6 As election for each office is called, the nominator of each candidate or the candidate himself may speak to the delegates for not more than three (3) minutes on behalf of the candidate. While a nominator is required, no seconder is required at elections;
Section 7 The Chairperson of Elections shall announce after each ballot:
- (a) The number of eligible voters;
- (b) The numbers of ballots cast;
- (c) The number of ballots cast for each candidate;
- (d) The number of spoiled ballots, if any;
Section 8 Each candidate for office shall have privilege of nominating a scrutinizer who shall be entitled to observe all phases of election and the counting of ballots for that particular office;
Section 9 In the event of a close decision, any member may request a recount;
Section 10 In the event of there being more than two (2) candidates for the same office, the candidate receiving the fewest votes shall be dropped from the ballot whenever a simple majority of the vote cast is not accorded to any candidate. This procedure shall be repeated until a candidate received a simple majority.
Application for Membership
Section 1 A member shall have been accepted into the OCA at a General Meeting by two-thirds majority of those present and voting, provided that:
- (a) The applicant shall have first submitted to the Membership Committee thru the Secretary, a written application for membership, a list of current elected Executives, number of Clubs and members, a copy of their existing Constitution and a copy of their previous and current financial statements;
- (b) The application shall be accompanied by the Application Fee' as determined by the Board of Control from time to time; If the application is accepted, the application fee' shall be credited towards the first year of membership fee which will be greater than the application fee; If the application is rejected, then an amount less an application processing fee' would be reimbursed; The processing fee shall be determined by the Board of Control; The application fee' is not refundable if the applicant withdraws membership request after it is processed and approved;
- (c) The Executives shall have reviewed the application and accompanied documents and found that the applicant meets all requirements and possesses the necessary qualifications for membership in the OCA;
- (d) The Executives, having so found, shall make its recommendation to the General Meeting of the OCA prior to a vote being taken;
- (e) Any prospective member making application to become full Member must have been previously accepted as an Associate Member and must have been a member of the OCA in that capacity for three (3) years;
- (f) Any prospective member making an application to become a FULL Member, abd having fulfilled the conditions set out above, must present a letter of No Objection' signed by the President and Secretary of any FULL Member in whose geographical area the member currently exercises jurisdiction. The geographical areas are set in Article III, Section 2 Appendix 1
- (g) An applicant shall be declared a member subsequent to approval at an AGM only upon receipt of full payment of annual dues for the first year.
Section 2 All member organizations shall be democratically constituted and shall submit to the OCA their constitutions with any subsequent amendments that are made from time to time. No article of their constitution(s) shall be at variance with the intention of OCA Constitution.
Section 3 Member organizations may admit new member clubs but no club may be a member ofmay be a member of more than one (1) league, Association or Council unless all organizations, affected, agree. Furthermore, no club may transfer from one (1) organization to another with the consent of both organizations. In the event of a lack of consensus in this matter, the Board of control shall decide. All such changes shall be reported to the Secretary of the OCA.
An application for FULL/Associate Membership shall be considered only where applicant demonstrate that it has operated organized cricket within a geographical area of the Province of Ontario, with at least six (6) Clubs comprising not less than one hundred (100) active players.
Section 4 Members shall pay all fees, dues and financial assessments by deadline set forth in Article XI Section 2. The Treasurer may extend the June 1st deadline by thirty (30) days after notification to a member who has become delinquent in payment. Failure to remit all monies owing to OCA may result in the suspension of the offenders' voting rights. If such a condition continues, that member(s) may be subject to the suspension of all membership rights until such time as the outstanding debt is paid in full.
Section 5 Any member whose conduct and behaviour is found to be detrimental to the OCA may be suspended by two-thirds (2/3) majority vote of Board of Control.
Section 6 Consolidation: If two (2) or more member organizations wish to merge or consolidate, they shall make their intention known to the Secretary in the form of a letter detailing the reasons, and shall further make themselves available to furnish any additional information as required. The letter shall be treated as an Application for Membership.
In the event the Ontario Cricket Association dissolves at any time, its' assets and liabilities shall revert to those FULL member organizations which are in good financial standing with the OCA for the current year in proportions to be determined on the basis as that of fee assessment.
The most recent Amendments of this Constitution were ADOPTED and PASSED by the Executives and
Directors on the Sixth Day of February 2005.
Signed by: Errol Townsend Signed by: Petra Pompey
President, OCA Secretary, OCA