Community Operating Guidelines of
Special Olympics Ontario - Oakville
Let me win, but if I cannot win
Let me be brave in the attempt
Table of Contents
Special Olympics Ontario Oakville
Community Operating Guidelines
Let it be known that this governing body duly registered within the Constitution and By-Laws of the Provincial governing body Special Olympics Ontario (SOO) and under the Constitution and By-Laws of the Canadian governing body Special Olympics Canada (SOC) shall herein be known as Special Olympics Ontario Oakville, hereinafter referred to as SOO Oakville.
The SOO - Oakville Community Council is the local decision making body of Special Olympics Ontario and must adhere to Special Olympics Ontario policies and procedures in governing their activities. The jurisdiction of SOO Oakville includes SOO athletes, volunteers and programs operating or managed within the boundaries of The Town of Oakville.
The Community Council consists of an Executive Committee and may include a General Council, depending on the needs or requirements of the community.
The location of the local office of SOO Oakville shall be in the Town of Oakville in the Province of Ontario, and at such place therein as the SOO Oakville Community Council may from time to time determine.
The purpose of SOO Oakville shall be:
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SOO Oakville shall have the following classes of members:
Participant Members Athletes who:
1. Are registered as athletes with SOO;
2. Are in good standing with SOO;
3. Meet the athlete eligibility requirements as per SOO by-laws; and
4. Are active in a Sport Club(s) within SOO Oakville.
No person shall be admitted as a Member of any class of Members, until such person:
Any Member may withdraw from membership in SOO - Oakville by giving written notice to the SOO - Oakville Community Council.
Members may be deemed withdrawn in their second year of inactivity.
Notwithstanding withdrawal from membership, any Member who has withdrawn shall, at the discretion of the SOO - Oakville Community Council, remain liable for the payment of any outstanding registration fees, or any other monies properly due and owing to SOO - Oakville prior to the effective date of the notice of withdrawal given by the Member.
The SOO - Oakville Community Council may suspend (with or without conditions) the membership of a Member under the following circumstances:
The SOO - Oakville Community Council may recommend to SOO for the termination of a member who is not in compliance with SOO - Oakville, SOO, or SOC policies.
Disciplinary decisions may be appealed to Special Olympics Ontario through the Provincial Appeals Process as outlined in Section 18 of the Information Portal.
Oakville Bylaw (Article 2 Section 4) Suspension or Termination of Membership for any member of SOO Oakville, as described in Article 2 Section 4, will be administered by the SOO Oakville Executive.
The Community Council acts as the official liaison between the community and SOO.
The roles and responsibilities of the Community Council include the following:
Oakville Addendum (Article 3 Section 1) For item number 12 please refer to the SOO Information Portal, 9.3.4 - VOLUNTEER AND COACH CODE OF CONDUCT
The SOO Community Council must include an Executive Committee. The Executive Committee members are elected representatives responsible for the leadership of the Community Council.
Where circumstances require, in consultation with SOO, the Community Council may also include a General Council. Additional council positions, such as members at large, require approval of SOO.
The Executive Committee of the SOO - Oakville Community Council can be comprised of the following elected positions:
Each Executive Committee must, at a minimum, include the positions of Community Coordinator, Treasurer and Secretary.
Job descriptions are available on the SOO Information Portal. See the following link:
Oakville Bylaw (Article 3 Section 2) The SOO Oakville Community Council Executive shall consist of the Community Coordinator, Secretary and Treasurer, as allowed by Article 3 Section 2.
Oakville Bylaw (Article 3 Section 2) Additional Executive members may be appointed by the SOO Community Council Executive, from elected representative members as allowed by Article 3 Section 1.
Oakville Bylaw (Article 3 Section2) - Additional Executive members are appointed for a one year term, expiring on the anniversary of the previous AMM. At the end of one term, elected representatives may be appointed or reappointed.
Oakville Bylaw (Article 3 Section2) The SOO Oakville community Council may also include other positions as reasonabley deemed necessary, such as IT support.
Where a General Council is used, it will include members who will be representatives of community sports programs or liaisons with different community groups and agencies, such as Community Living organizations and fundraising organizations. On an ongoing basis, these members will report back to the Community Council to relate the wants and needs of these agencies and groups. The liaison members also provide input for programming within the community.
The positions of SOO Oakville Community General Council could include the following appointed members:
Oakville Bylaw (Article 3 Section 3) The SOO Oakville General Council will consist of the Executive, elected members, and the Head Coach or a volunteer from each Sport Club, as allowed by Section 3.
Oakville Bylaw (Article 3 Section 3) The Head Coach of a Sport Club may delegate, by written authorization, another volunteer from the Club to represent the Sport Club at SOO Oakville General Council meetings.
SOO Oakville shall hold an AMM once a year at a time and place determined by the SOO - Oakville Community Council and SOO.
The agenda for the AMM shall be set in consultation with and in accordance with SOO guidelines.
Notice of an AMM shall be given at least thirty (30) days prior to the date of the meeting.
A proposed agenda shall be included with the notice of the AMM. Any Member who wishes to have new business placed on the agenda shall give written notice to the SOO - Oakville Community Council at least ten (10) days prior to the date of the AMM. Such new business shall be considered at the AMM, if deemed appropriate and such considerations are permissible under the constitution or by-laws of SOO - Oakville.
SOO Oakville Community Council meetings are usually scheduled and held monthly, or at the discretion of the Community Council Executive Committee.
Oakville Bylaw (Article 4 Section 2) We will have a minimum of 9 monthly meetings.
An agenda will be sent out 10 days prior to a Community Council meeting.
All registered members of SOO - Oakville are entitled to attend a Community Council General Council meeting. Visiting members will not have floor privileges unless a motion to grant speaking privileges is moved and approved by the council. Visiting members are not entitled to vote on matters brought before council.
Visiting member(s) can be requested to leave the room during any in camera discussions. Any other person(s) (non-members) may be admitted only on the invitation of the SOO - Oakville Community Council.
The Chairperson of the meeting is the Community Coordinator. In the absence or recusal of the Community Coordinator, the Community Council shall select another member of the SOO - Oakville Community Council to serve as interim Chairperson.
Adjournments The Chairperson may, with the consent of members at any meeting, adjourn the meeting to be continued at a later date. No notice of the time and place for the continuation of the adjourned meeting need be given to the Members, until such time and place is later determined.
Conduct at the Community Council meeting shall be governed by SOO policy and Roberts Rules of Order.
SOO - Oakville Members Meetings can be held in addition to the SOO - Oakville Community Council meetings. This includes the Annual Members Meeting.
Quorum The presence of 50% +1 of the SOO - Oakville Community Council or the Executive Committee, depending on which committee is meeting, shall be a quorum of any meeting of the Members, including the AMM. No business shall be transacted at any meeting unless the requisite quorum of members is present or represented at the commencement of such business.
Subject to membership applications and renewals, members shall have the following voting rights at SOO - Oakville Members Meetings:
Subject to membership applications and renewals, members shall have the following voting rights at SOO - Oakville Community Council meetings:
Members must declare and recuse (remove) themselves from voting on any question in which they have a direct, personal, financial or beneficial interest. This includes any direct or indirect benefit to themselves, their family or their professional interests. Voting procedures must be in line with the SOO policy on Conflict of Interest. Please see link: http://info.specialolympicsontario.ca/programs-policies-procedures/18-0---risk-management/18-10-0---conflict-of-interest
Show of Hands At any meeting of members, every motion shall be decided by a show of hands unless otherwise required by the guidelines of SOO - Oakville, or unless a ballot is required by the Chairperson of the meeting or requested by any member.
Whenever a vote by show of hands has been taken upon a motion, a declaration by the Chairperson of the meeting that a motion has been carried or lost by a particular majority is required. An entry to that effect must be recorded in the minutes of the meeting. The number or proportion of votes recorded in favour of or against the motion need not be recorded.
Oakville Bylaw (Article 4 Section 4) Under exceptional circumstances when a decision is required by the SOO-Oakville Community Council between regularly scheduled meetings, and which is not anticipated to require discussion, the executive may request a vote by email. In this case members of the SOO Oakville Community Council will be provided with background materials, as is currently the case, and will be asked to vote on the matter:
Wish to Discuss
Elections to the SOO - Oakville Community Council Executive Committee positions will be conducted as part of the AMM. A declaration of interest form will be circulated six (6) weeks in advance of an election. Nominations can be accepted from the floor. All registered SOO - Oakville Volunteer Members are entitled to vote.
The candidate who receives the most votes for each position is elected. Where possible, ties will be decided by run-off. The individual with the lowest number of votes is dropped from the ballot, and a new vote is held until one candidate has the most votes.
To be eligible for election, the candidates may or may not be in attendance. Candidates in attendance will affirm their acceptance of a nomination. Candidates not in attendance will affirm in writing to the SOO - Oakville Community Council their acceptance of the nomination.
When there is only one nominee for a position, he or she may be acclaimed, if all identified qualifications are met.
Where no candidate has been identified or where there is a vacancy due to the departure or removal of an existing member of the Community Council, the council may choose to utilize a selection process rather than election. The benefits of selection are that individuals can be chosen and recruited for their specific skills and compatibility to the position. The selection process must include the completion of a declaration of interest form and an interview of the candidates by a selection committee.
Duration of Office of Elected Community Council Members
If an elected or appointed SOO - Oakville Community Council member leaves his or her office, the following rules shall apply in the appropriate conditions:
Oakville Addendum (Article 4, Section 6) Oakville understands that this refers to executive level positions as are outlined in Article 3 Section 2.
Proposed amendments must be duly presented and approved as motions of change at SOO - Oakville Community Council Meetings or at the SOO - Oakville AMM. The proposed amendments to the Community Operating Guidelines must be approved by SOO before taking effect.
Voting for approval of proposed amendments to the Community Operating Guidelines shall be carried out by a show of hands of voting members present, as outlined in Article 4, Section 4. Majority approval shall indicate passage of the proposed amendment.
There shall be one community bank account for the SOO - Oakville Community Council. The SOO - Oakville Community Council may also have a trust account for funds raised through lottery licensed events.
SOO - Oakville must utilize the financial guidelines as directed by SOO, including the following:
Additional information regarding financial best practices can be found on the SOO Information Portal.
All funds received must be forwarded as soon as possible to the Treasurer for deposit in the SOO - Oakville bank account.
All cheques, bank drafts, money orders and other financial instruments must be made payable to SOO - Oakville
Oakville Bylaw (Article 6 Section 2) The Treasurer will not accept funds in cash.
SOO - Oakville is responsible for raising funds for the SOO - Oakville Sport Club programs.
The fiscal year for SOO - Oakville coincides with the fiscal year for SOO, which runs from July 1 until June 30.
SOO - Oakville will have each athlete pay a minimum of $50 towards of any fee charged for major games. An Athlete registered in a club outside of Oakville, in a sport for which Oakville does not have a club, will receive the same funds as an Athlete registered in an Oakville Club.
SOO - Oakville will pay up to $150 for each athlete for the Provincial Games Fees/Uniforms.
SOO - Oakville will pay up to $350 for each athlete for the National Games Fees/Uniforms.
SOO - Oakville will pay up to $350 for each athlete for the World Games Fees/Uniforms.
Any amount over and above these costs would need to be paid by the club/athlete or through fund raising. These amounts would need to be reviewed and approved at each AMM.
The Head Coach of each Sport Club will determine the sport registration fees for that Sport Club, depending on the projected costs associated with each sport.
Sport registrations fees are due to be paid at the start of the Sport Clubs season.
Each Sport Club is required to submit a yearly Sport Club Budget which is due at the end of May SOO - Oakville will reimburse coaches for:
SOO - Oakville Community Council will grant financial assistance to athletes who need it for participation in one club. The athlete or athletes parent/guardian needs to fill out the Financial Assistance Request Form. The SOO - Oakville Community Council will review the request to ensure that it is a reasonable request.
Before an athlete may paricipate in any Special Olympic Club the required forms must be submitted and all fees must be paid.
The official SOO forms may be found at
Registration procedures for Oakville are outlined on our community website at
Note that Oakville uses an Athlete Information form which includes the legal and model release which is on the SOO Athlete Registration form.
Registration fees are paid by cheques made out to SOO Oakville with the club name in the description or memo field of the cheque. Registration cheques will then be forwarded to the Community Treasurer.