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BY-LAWS
OF THE
MINOR TRACK ASSOCIATION
OF ONTARIO
On July 28th 1988 was the first time the By-laws
of the Minor Track Association were approved. The following By-Laws listed below have been adopted from the Annual
General Meetings held once a year from the years 1989 to 2000. All the By-Laws mention below have been approved
as of November 2002.
BY-LAW 1 Name and Head Office
The Non Profit Corporation shall be know as the MINOR TRACK ASSOCIATION (OF ONTARIO) hereinafter referred to as
the "Association". The current head office is: 4150 Marigold Crescent; Mississauga, Ontario, L5L 1Y7,
and at such a place therein as the Board of Director's (Board) may decide.
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BY-LAW 2 Purpose
The purpose of the Association shall be to co-ordinate Athletics on behalf of its Club Members.
(a) To Promote the Physical well being of minor persons in Ontario and to promote minor amateur athletics in Ontario
on a province -wide basis by co-ordinating and sponsoring athletic competitions on behalf of members clubs and
thereby assisting athletes to train for and compete in athletic competitions held throughout Ontario, Canada and
the world in athletics without limitation.
(b) To foster and provide an environment in which minor athletics at all levels of development can attempt to maximize
their potential.
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By-Law 3 MEMBERSHIPS
1.- FULL MEMBERSHIP- This shall consist of those clubs who have fulfilled the following conditions as stated in
the BY-Laws of MINOR TRACK ASSOCIATION OF ONTARIO with voting privileges.
a) have signified their desire to join as a Club.
b) agree to abide by the letters Patent and By-Laws of the Associations: and
c) have paid all levies and fees as specified in the By-Laws and decisions.
2.- NEW MEMBERSHIP- New Clubs shall be accepted temporarily by fulfilling the conditions of By-Law 3: 1.a) b) and
c) without voting privileges. They may become Full members by vote at the following year's Annual General Meeting
(AGM) on completion of one regular season.
3.- HONORARY MEMBERSHIP- These shall be interested parties may be admitted to the Association as honorary without
voting privileges.
4.- BOARD MEMBERSHIP- These Shall be the Association's Board of Directors and/or Officers with voting privileges
at Board meetings.
5.- AFFILIATE/SUSTAINING MEMBERSHIP- Organization without voting privileges, that support, sponsor or otherwise
have similar interests in the enhancement of Minor Track and Field
6.- SUSPENSION & CANCELLED MEMBERSHIP- Violation of By-Law 3: 1-a) b) and/or c) shall result in a suspension
by the Board and cancellation by the Member Clubs by a majority vote at an AGM.
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BY-LAW 4 REPRESENTATION
1.- Full membership Clubs as described in BY-LAW 3: 1, shall be permitted One vote with up to 25 members and Two
votes with more then 26 members entitling them to send voting Delegates(s) to the AGM.
2.- Delegates shall be selected according to BY-LAWS or practices of each Member Club. Association Board members
may be Delegates and be eligible to vote on behalf of their respective Club.
3.- The Board shall be nominated and voted on by the Delegates in attendance at the AGM. The positions shall be
as follows: President, Vice President, Treasurer- (Secretary) and up to three Directors-at-large. The immediate
Past President shall be automatically be a Board member, should they wish to serve. No more than two members or
representatives for each club shall serve on the Board at any one time.
4.- That Volunteers who represent no MTA Track Club can hold office.
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BY-LAW 5: QUORUMS AND VOTING
1.- Association wide decisions- A quorum shall consist of one -quarter (1/4) of Full Membership Clubs. Majority
vote will be used with the Delegates present. Proxies shall be allowed on special items.
2.- Board decisions- A Quorum shall consist of two-thirds (2/3) of Board members. Majority vote will be used with
the Board members present. Voting by proxy shall be allowed on special items.
3.- Voting will be carried out in a manner specified by the Board, either by a show of hands or by ballot.
4.- Borrowing powers shall require a two-thirds (2/3) majority by member under Ontario law.
5.- That the Officers can make a decision on a urgent situation that may come up. In this case all officers must
approve or disapprove in that decision.
6.- Each Delegate shall receive one vote in Association decisions. Each Board member shall receive one vote at
a Board meeting. In the event of a tie vote, the Chairperson shall carry the result of the Association.
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BY-LAW 6: GENERAL MEETINGS
General Meeting shall be take place under the direction of the existing Board with an AGM at least once per year.
The Board shall be elected at the AGM at the close of the prior year business.
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BY-LAW 7 DUTIES- The Board and Officers
1.- The Board shall consist of the duly elected Directors and co-ordinate the business of the Association.
2.- The Board shall have the authority to appoint members to help the Officers in the day to day operation of the
MTA, such as a person who can assist the officers in their duties. This person has no voting power with the officer's
but can hold office as a director.
3.- The Officers and Board can recommend the appointment of an Executive Director. The circumstances for this appointment
is when the work load is so great that the Officers and Directors feel the need of an Executive Director.
The recommendations for an Executive Director must first be recommended and agreed upon by all the members of the
Officers and the Board. This appointment will be immediately conveyed to all track teams of the MTA.
4.- The Board shall have the authority to appoint people to fill any vacant position such as Officer or Director.
This circumstance is only during the one year from the last AGM to the next AGM where elections are held for those
positions.
5.- The Board members term of office shall be one year with the Past -President for one additional year.
6.- The three Officers of the Association shall be and their duties include:
President- direct the activities of the Association in accordance with the Letters Patent, By-Laws and the wishes
of the members; act as Chairperson at meetings and carry out all other duties as might be assigned to him or her
by the Membership.
Vice-President- assist the President in his or her duties, act for the President in the occasion of his or her
absence or incapacity.
Treasurer-keep records of the Association finances, prepare and make interim reports, collect and disburse monies
at the direction of the Board, maintain the Membership Roster and a copy of the minutes of all meetings during
the year.
7.- The Board appoints a person as the official registrar. The duties will be to work with the Treasurer. To register
all names of athletes, coaches and volunteers from every team of the MTA. To supply a master list and a team list
when asked by the Treasurer. This person shall be paid an Honorarium per year for this duty as determined by the
Executive.
8.- That the Officers or Directors shall serve without remuneration, and no Officers or Directors shall directly
or indirectly receive any profit from their position as such; provided that the Officers and Directors may be paid
reasonable expenses incurred by them in the performance of their duties.
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By-Law 8 FINANCE
1.- Association cheque(s) and other negotiable instruments shall bear the signatures of at least (2) of the following:
President, Vice-President or Treasurer. In the event there are items in favour of any of the above, two (2) independent
signatures are required.
2.- The Association's bank account(s) shall be located with the Ontario Educational Credit Union located at 6535
Edwards Blvd., Mississauga Ont. L5T 2P7, or such determined by the Board.
General operating funds or funds held in Trust will be maintained in a separate account. Grant funds or funds allocated
to special projects shall be held in a separate account. All accounts shall be managed in accordance with conditions
set down by the Board.
3.- That two (2) auditor's can be appointed to hold office. This appointment must be recommended by the Officers
(except the Treasurer) and the Board of the MTA. Their duties shall be to express an opinion on the Association
statements or to provide an audit, as required. The two members appointed will be recommend from the members at
large at the AGM. They may not hold any other office in the MTA.
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BY-LAW 9: RATIFICATION and AMENDMENTS
1.- Ratifaction-These By-Laws shall be binding on those Clubs who have signified to the Board their acceptance of
By-Law 3:1.a),b),c).
2.- Amendments-These By-Laws shall be amended in the following way:
a) Notice of the amendment stating the terms and purpose of the amendment shall be in the hands of the Board and
Club membership by way of the previous minutes or notice two weeks prior to a Meeting.
b) The amendment shall be discussed and voted on at a Meeting according to the practices in By-Law 5.
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BY-LAW 10: FINANCIAL ASSISTANCE
and DISTRIBUTIONS
1.- Clubs hosting Provincial Championship meets may seek financial assistance from the Association if their meet
should run a deficit caused by the operating expenses of that meet.
a).- The Minor Track Association will supply the medals and ribbons for all three Provincial Championship Meets
held each year. They are the Indoor Track and Field Meet, the Outdoor Track and Field Meet, and the Cross Country
Meet.
2.- Distributions- for which the primary purpose is ultimately the promoting of amateur athletics in Canada may
be available with Board approval.
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BY-LAW 11: ADMINISTRATION FEE
1.- An annual Administration fee of Ten Dollars ($10.00) shall be paid on Club registration or by the time of entry
in any sanctioned meet by the Member Club on behalf of their Athlete(s), Coaches and regular volunteers, Executives
and Officials.
a).- Athletes, coaches, and regular volunteers who also belong to the OTFA must pay the MTA Administration fee
of $10.00. They are not excluded from this fee.
2.- A One time Administration fee of Three Dollars ($3.00) shall be paid for non Club Athletes to allow them to
compete in a single meet in regular or open events at sanctioned meets other than Championship events.
3.- It shall be the Club members responsibility to forward these fees to the Association with the full name and
in the case of Athletes, an accurate date of birth. The individuals mentioned in item 1.-and 2.- above, shall be
eligible for coverage under the Association Member insurance policy.
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BY-LAW 12: CLUB AND BOARD MEMBER
FEES
1.- New Member and Full Membership Clubs are required to pay an annual fee of $75.00 at the time of registering
their Club. In addition, Clubs must submit Administration fees, as outlined in By-Law 11.
2.- Board members will submit a one dollar fee to be eligible for the Director liability coverage.
3.- Funds must be forwarded along with Club registration form and a Club list to the Association before participation
in sanctioned meets. This shall include new members in a Member Club added at any point during the year within
thirty (30) days of a Club tryout.
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BY-LAW 13: SANCTIONED MEETS
1.- All meets must be sanctioned and approved by the Board. The Association does not recognize non-sanctioned meets
and therefore does not provide insurance coverage or assume liability.
2.- All sanctioned meets are open for participation to all Members Clubs in good standing. Hosting Clubs must provide
invitations and entry forms to all New and Full Club Members.
3.- Sanctioned meets may allow participation of non MTA athletes, this will also include open events. Provided an
Administration fee of three dollars ($3.00) is paid, a wavier signed and remitted to the Association. This Administration
fee is in addition to any meet fees charged by the Members Clubs to the participants. This is only a one day event.
a).- School Insurance policies of those non MTA members is not accepted. The $3.00 Administration fee must be paid
to the Association.
b).- No non MTA members are allowed to enter any Provincial Championship during the year.
4.- The Member Club's Meet shall indemnify the "Minor Track Association (of Ontario)."
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BY-LAW 14: CHAMPIONSHIP MEETS
1.- All Member Club must have their Athletes registered and the annual Administration fee paid as mentioned in By-Law
11:1 two weeks prior to a Provincial Championship.
2.- The Minor Track Association will be responsible for the Provincial awards.
3.- A $1.00 levy is charged to all athletes who enter the Provincial meets.
The meets will be the Provincial Indoor, Outdoor and the Cross-country meets. The levy of $1.00 will assist in
the awards cost at the Provincial meets. The levy fee will be payable to the Minor Track Association head office
by the club hosting the meet.
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BY-LAW 15: TRANSFER OF ATHLETES,
COACHES, REGULAR VOLUNTEERS, EXECUTIVE AND
OFFICIALS
Clubs Members with the any above wishing transfer to a different Club shall be allowed to at the beginning of a
calendar year, requests for transfer must be submitted in writing to the Board under extenuating circumstances
only. Athletes may compete unattached though they (are required) to join a Member Club in order to participate
in Championship meets.
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BY-LAW 16: MILEAGE
Executive Committee and Board members can be paid mileage at $0.20 per kilometre in addition to meals or accommodation
to attend meetings.
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BY-LAW 17: AGE GROUPS
The Association shall have Athlete age categories in two year groupings, starting at Mite (7&8), Tyke (9&10),
Atom (11&12), and Senior (13&14) year olds, based on the age obtained during the current year.
a).- There is sometimes at certain track meets a Pee Wee division (5&6). They are not part of the Association
main group Mite to Senior but are allowed to compete as athletes.
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BY-LAW 18: CODE OF ETHICS AND COMPETITION GUIDELINES
The Association adopts the CPCA's- "Coaching Code of Ethics, 1993", as guidelines to the operation and
behaviour of the Association and Club Members. All Club Members shall abide by the approved Guidelines to Competition,
as set down the Association.
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BY-LAW 19: EXPENDITURES AND DEPOSITS
1).- The spending of association funds of $1,000.00 or 10% of the existing balance, whichever is less, will not
take place until a Majority has been recoded at a AGM or General meeting by voting Procedures outlined in the By-Law
5.
2).- Grants, bequests or donations shall be disbursed in accordance with the agreement entered into, wishes expressed
or terms outlined, are an exception to By-Law 19-1.
3).- Requests for funds below the limits outlined in By-Law 19-1, require approval of the Board. Advance payments,
receipts or invoiced shall be submitted to the Treasures. Preauthorized payment of insurance premiums shall be
approved on acceptance of an annual contract. Day to day operating expenses, invoices, advances or disbursements
shall be paid when rendered.
4).- All deposits shall be made to the Association's bank account(s) and duly recorded.
5).- Fund raising activities, special events or projects shall operate independently provided they are approved
by the Board in advance and do not jeopardize Association funds.
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BY-LAW 20: CONFLICT OF INTEREST
Any member of a Board or Club member that is in anyway interested in a proposed contract or in obtaining a form
of remuneration from the Association shall declare a conflict of interest immediately upon becoming aware of a
conflict. That person or person(s) may provide information with the Board's approval but shall absent himself or
herself, during deliberations and voting on the matter.
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BY-LAW 21: DISSOLUTION
In the event the Association is dissolved or no longer serves the purpose for which it was incorporated and after
payment of all debts and liabilities , the assets remaining shall be distributed or disposed of to an organisation
which carry on the work of a similar nature solely in the Province of Ontario, or alternatively, in Canada.
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BY-LAW 22: ALLOWABLE EVENTS PER
ATHLETE
Mite, Tyke, Atom and MTA Senior athletes may enter only three individual events; of which no more than two may
be track events at a one-day meet. In addition, they may enter only one relay.
In the event of a two-day meet, athletes may enter four individual events and one relay.
For a three-day meet, athletes may enter five individual events and one relay.
This is to a maximum of the three events per day.
The exception to the above rule of three individual events is when an MTA track team host a Multi-Events Track
Meet.
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