Southern Alberta Track and Field Council

ARTICLE I Name	The name and location of this organization shall be: Southern Alberta Athletics Council (SAAC) Box 21047 140 Columbia Blvd Lethbridge AB, T1K 6X4 Tel: 403-328-8836 Fax: 403-328-6262 E-mail: satfc@canthrow.com Website address: http://www.canthrow.com/satfc/
ARTICLE II Mission	To be determined at a later date.
ARTICLE III Vision	To be determined at a later date.
ARTICLE IV Objective	The Objective of the SATFC shall be the encouragement and promotion of track and field activities in the Southern Alberta Region.

ARTICLE V Membership	Membership is open to all Clubs registered with Athletics Alberta that reside in Southern Alberta south of Calgary who wish to participate in the objectives of the SATFC and pay the annual fees associated with the organization. Members are able to join at any time if they are members in good standing of Athletics Alberta and pay their fees associated with the SATFC.
ARTICLE VI Officers ARTICLE VII Duties of Officers	The officers of the SATFC shall consist of a Chair, Vice Chair, Secretary and Treasurer. A) Any member of a Club, which is a member in good standing of the SATFC, is eligible to be elected as an officer of the SATFC. B) The officers shall be elected by secret ballot or by acclamation for a one-year term at the Annual Meeting of the SATFC. C) The terms of office will run from Annual Meeting to Annual Meeting of the SATFC. D) Signing authority shall be comprised of 2 officer signatures, one of which must be the Chair or Treasurer, which will be required on all financial transactions. The duties of the officers shall include, but not be limited to: CHAIR — The Chair shall preside at all meetings and act as chief executive. He/She shall not vote on any question unless all members are equally divided, and then he/she shall cast the deciding vote. He/She shall decide all questions of order and conduct meetings in accordance with the Decision Making Procedures outlined in these Terms of Reference. The Chair shall perform all duties as prescribed by these Terms of Reference with the purpose of protecting and advancing the interests of the SATFC. He/She shall concern himself so that all members perform their duties in adherence of these Terms of Reference. The Chair shall prepare and present the Annual Report at the Annual Meeting. VICE CHAIR — The Vice Chair shall assist the Chair in those assigned duties and shall assume the duties of the Chair in his/her absence. SECRETARY — The Secretary shall record the name and residence of each member, record the proceedings of the SATFC and maintain an accurate accounting of all meetings of the SATFC. Upon notification from the Chair, the Secretary shall notify all concerned of the date and place of meetings. The secretary shall aid in the preparation of the Annual Report. D) TREASURER — The Treasurer shall receive all monies belonging to the SATFC and deposit it in a chartered bank, in an account under the name of the SATFC. All bills are to be paid by cheque; excepting amounts under $20.00 may be paid in cash providing a receipt is obtained. All cheques issued shall bear the signatures of 2 officers signatures, one of which must be the Chair or Treasurer.
ARTICLE VIII Club Representatives	Each Club who is a member in good standing of the SATFC shall designate one Club Representative. The schools of Southern Alberta may appoint a representative to the SATFC Advisory Group.
ARTICLE IX Advisory Group	The Officers and the Club Representatives together shall comprise the Advisory Group.
ARTICLE X Duties of Advisory Group	The Advisory Group shall have control of all monies / property of the SATFC. It shall control the membership to the SATFC. The Advisory Group shall be responsible for the administration of the terms of reference and promoting policies to further the objectives of the SATFC. If a vote is necessary, then voting will be limited to members of the advisory group. All voting, except at the Annual Meeting shall be by show of hands unless moved to the contrary.
ARTICLE XI Meetings	Regular Business meetings of the Advisory Group shall be five meetings per year or as otherwise indicated by need under Article XIII or as the Chair views appropriate through discussions with the other members of the Advisory Group. Quorum for meetings shall consist of not less than 5 members of the Advisory group with at least one of those members being the Chair or Vice Chair.
ARTICLE XII Annual Meeting ARTICLE XIII Special Meetings	The Advisory Group shall hold at least one open meeting of members each year, on or before the 31^st of December for the purpose of electing/announcing it’s Advisory Group, presenting reports and accounts, and discussing SATFC activities. Written notice of the Annual Meeting shall be forwarded by the Secretary fourteen (14) days prior to such a meeting to all registered Member Clubs. Special meetings of the SATFC may be called at the discretion of the Chair or by a written request signed by at least two members of the SATFC. Seven days notice of such meetings shall be given by the Secretary to all SATFC members.
ARTICLE XIV Committees	The SATFC may establish committees consisting of Advisory Group members and others from the community with either delegated or advisory responsibilities as needed. All committees should elect a Chairperson to report back to the SATFC. The Chair of the SATFC will be an ex-officio member on all committees of the SATFC.
ARTICLE XV Not-For-Profit Organization	The Southern Alberta Athletic Council Society is a body separate from the SATFC. The SATFC will ask Southern Alberta Athletic Council Society to raise funds to achieve SATFC goals.
ARTICLE XVI Decision Making Procedures	A) SATFC meetings will be open for active participation to any member of a Club, which is a member in good standing of the SATFC. B) Decisions at SATFC meetings where possible will be made by consensus. The decision made by consensus must be stated clearly and recorded as such in the minutes of the meeting. C) If a vote is necessary, then voting will be limited to members of the Advisory Group. D) If a vote is taken, the motion must be moved, seconded, and be supported by more than half of the members present at a duly constituted meeting.
ARTICLE XVII Conflict Resolution Procedures	A) "Call to Order" will be used as the procedural reference for all meetings. B) In the event of a conflict between these Terms of Reference and "Call to Order", these Terms of Reference will prevail. If an internal SATFC dispute arises, the SATFC may establish an ad hoc committee to review the dispute and report to the SATFC with recommendations for resolution of the dispute. The ad hoc committee will be chaired by a rep from outside the SATFC and should have Track and Field ties.
ARTICLE XVIII Amendments to Bylaws	A) These Terms of Reference do not come into force unless approved by a majority of the membership who vote at a special meeting of the SATFC called for that purpose. B) These Terms of Reference may be amended at any duly advertised open meeting of the SATFC by a three-quarter affirmative vote of the membership present provided notice of such proposed amendment with copy thereof has been supplied to all organization members. Any members who cannot attend such a meeting may authorize another member in writing to cast his or her vote.
ARTICLE XIX Other	A) The SATFC shall be bound by the Terms of Reference. B) The SATFC shall be bound by the provisions of the Alberta Individual Rights Protection Act.