Association By-Laws

Mississauga Minor Football 

A City of Mississauga Registered Community Group 

BY-LAWS 

Revised 02/18/2026

ARTICLE I. NAME OF ORGANIZATION 

This organization shall be known as Mississauga Minor Football Inc. (MMF) 

ARTICLE II. PURPOSE 

To foster, promote and teach youth football in the City of Mississauga and to provide maximum opportunity for  all eligible individuals to participate. 

To develop community spirit and encourage sportsmanship and good fellowship among all participants to the  betterment of their physical, mental and social well-being. 

To sponsor and promote such athletic, social and other activities as may contribute to the finances of the  organization. 

The interpretation of any clause contained in the By-laws shall be to the benefit of the aims and objectives of  MMF. 

ARTICLE III. MEMBERSHIP 

MMF is composed of an MMF Board and others, including, but not limited to, Directors, Appointed Officers,  Team Managers and Coaches. By definition, these are deemed to be members of MMF and are governed by  its By-laws, policies and procedures. 

Players: 

Membership on MMF teams shall be restricted to residents of the City of Mississauga. Any exception to this  restriction is subject to the approval of the MMF Board and the Mississauga Recreation and Sports Department  and must be consistent with the objective of maximizing the opportunity for residents of the City of Mississauga  to participate in recreational football programs. 

Representative Teams: 

MMF is first and foremost a Recreational/Developmental organization. MMF is authorized to field  representative and/or all-star teams so long as to do so is not to the detriment of the operation of its  Recreational/Developmental objective in terms of participation, finances and supervision including, but not  limited to, management and coaching. 

The creation of such teams within MMF and their affiliation with and/or participation in any organized football  league shall require approval of the MMF Board. 

The MMF Board may, by an affirmative vote or at least two-thirds of the Board, terminate the membership of  any member. 

ARTICLE IV. MEETINGS OF MEMBERS 

An Annual General Meeting (AGM) should be held no sooner than ten months and no later than fourteen  months from the date of the previous AGM. 

The MMF Board shall schedule the meeting and arrange for notices to be emailed to the MMF Board and  Members at least thirty days prior to the meeting. 

Eligible voting members at the AGM are: the MMF Board plus coaches & volunteers who have been involved  for 12 months or 2 or more football seasons. 

Two-thirds of the eligible voting Members shall form a quorum for the MMF Annual General Meeting.

Matters arising from the floor which require Policies & Procedures amendments will be taken back to the first  regular meeting of the new MMF Board and be handled according to due process. 

The Order of Business at the Annual General Meeting: 

  • Credentials (establish voting delegates and quorum) 
  • Minutes of the last annual meeting 
  • President’s Report 
  • Financial Report 
  • Motions (By-Law Amendments) 
  • Notices of Motion (Policy & Procedures) tabled until the first meeting of the MMF Board • Resolutions (Motions from the floor) noted and tabled until the first meeting of the MMF Board • New Business 
  • Election of Directors 
  • Adjournment 

ARTICLE V. BOARD OF DIRECTORS 

Section 1. General Powers 

The Boad of MMF provides coordination and direction. The Board is responsible for the organizing, managing,  funding and operating the recreational football programs. 

The MMF Board shall make a budget to meet operating expenses for the year, in whole or in part, on a basis  to be determined by the MMF Board. 

The Board shall appoint all Officers and delegate responsibilities as needed. It shall assume, direct or delegate  supervision of all officials or other MMF personnel either engaged or appointed. 

Section 2. List the Number of Directors, Term Limits and Requirements 

There will be a minimum of 5 (five) and a maximum of 9 (nine) elected Directors. 

Elected Directors will hold offices for a period of three years or until successors are elected or appointed. 

To the extent possible, the term of office of elected Directors will be staggered so that a minimum of 3 (three)  Directors shall be elected in a given year. 

In the event that less than three (3) members of the Board will be returning for at least a year after the date of  the AGM, the board will have the power to extend the term of the number of Directors it would take to ensure  that at least three members of the board are returning for the year following the date of the AGM. Any current  member of the board whose term is expiring would be eligible for extension. If there are more candidates that  qualify for this extension than positions needed, a simple majority vote will be held to determine which  member(s) would be extended (for example, if the board needed two members to be extended and 4 were  eligible, the existing board would vote during a monthly Board of Directors meeting and the top two voted  members would be extended). 

In order to be eligible to be nominated for a position on the MMF Board of Directors, individuals must be 18  years of age or older and have been involved with MMF for at least 1 (one) year or 2 (two) football seasons  as a coach, volunteer or a parent of a player. 

Such individuals must be nominated by a member is good standing of the MMF Membership and seconded  by a member of the MMF Board. 

Nominations must be given in writing to the MMF Board at least 2 (two) weeks prior to the AGM. No  nominations will be accepted after this time. As email submission will satisfy this requirement.

Voting for Directors will be by secret ballot at the AGM, either in-person or via virtual meeting platform. 

Section 3. Regular and Annual General Meetings 

The outgoing Managing Director shall be responsible for calling the first meeting of the new MMF Board no  later than thirty days after the Annual General Meeting. 

The Board of Directors shall meet once a month, or as needed, in order to conduct the business of MMF. 

There should be regular monthly meetings but, in no instance, should there be two consecutive months with  no meeting. 

Section 4. Special Meetings 

Additional meetings may be called as needed. 

Section 5. Notice 

30 days notice is required for regular monthly Board meetings unless otherwise agreed to by the members of  the Board. 

30 days notice shall be given for the Annual General Meeting. 

Section 6. Quorum 

The Quorum for regular Board meetings shall be the majority of elected Board members. 

Section 7. Forfeiture 

In order to be considered as a Board Member in good standing, the member must have attended at least three  of the previous six Board meetings. A MMF Board Member who misses three successive meetings shall be  deemed to have resigned from the MMF Board effective at the end of the third missed meeting. 

Section 8. Vacancies 

If a member resigns or otherwise leaves the Board during their term, a replacement will be appointed to the  Board by the Board to complete that member’s term. Vacancies will then be filled by election at the MMF  Annual General Meeting. 

Section 9. Compensation 

Board members are all volunteers. 

Section 10. Confidentiality 

All members of the Board of MMF are bound by Conflict-of-Interest principles and shall hold all information of  process and procedures in strictest confidence.

Section 11. Parliamentary Procedure 

Meetings shall be run following Robert’s Rules of Order. 

Section 12. Removal 

The MMF Board may, by an affirmative vote of at least two-thirds or the Board, terminate the membership of  any member of the Board of Directors. 

ARTICLE VI. OFFICERS 

At the first meeting following the AGM, the Directors will elect a Managing Director who will preside over the  Board’s meetings. 

The outgoing Managing Director shall be responsible for calling the first meeting of the new MMF Board no  later than thirty days after the Annual General Meeting. 

Officer positions include (see appendix B for roles and responsibilities) 

President 

Vice-President 

Secretary 

Treasurer 

Registrar 

Managing Director 

Section 1. Election of Officers 

The Board will elect Officers at the first meeting following the AGM. It is not mandatory for the Officers to be  Directors. 

Section 2. Removal of Officers 

Officers can be removed from office by vote of two-thirds of elected Directors. 

Section 3. Vacancies 

Officers can be appointed to vacant positions by vote of two-thirds of elected Directors. 

ARTICLE VII. COMMITTEES & OTHER POSITIONS 

Section 1. Committees 

A Committee may be struck by majority vote of elected Directors. Any Director may be an ex-officio member  of any committee. 

Section 2. Other Positions

Other positions may include, but are not limited to, the following: 

Director of Marketing, Communications & Community Outreach 

Coaching Coordinator 

Ombudsman 

Equipment Manager 

Team Manager Coordinator 

Social Media Manager 

Concession Manager 

Head Coaches 

Assistant Coaches 

Team Managers 

Charity Gaming Coordinator 

Fundraising Coordinator 

Special Events Coordinator 

These positions need not be filled by Directors. The MMF Board may update and/or create additional positions  as needed for the effective running of MMF by vote of majority of elected Directors (see appendix B for Roles  and Responsibilities) 

ARTICLE VIII. CONFLICT OF INTEREST 

Any individual who has a conflict of interest will not be permitted to serve on the MMF Board of Directors or in  any other capacity. 

All members of the Board of the MMF are bound by Conflict-of-Interest policy (found in Appendix A) and shall  hold all information of process and procedures in the strictest confidence. 

All members of MMF in any position of responsibility have the same obligation. 

ARTICLE IX. INDEMNIFICATION 

The Mississauga Minor Football organization (the “MMF”) shall, to the extend legally permissible, indemnify  each person who may serve or who has served at any time as an officer, director, or volunteer with MMF  against all expenses and liabilities, including, without limitation, counsel fees, judgments, fines, excise taxes,  penalties and settlement payments, reasonably incurred by or imposed upon such person in connection with  any threatened, pending or completed action, suit or proceeding in which he or she may become involved by  reason of his or her service in such capacity; provided that no indemnification shall be provided for any such  person with respect to any matter as to which he or she shall have been finally adjudicated in any proceeding  not to have acted in good faith in the reasonable belief that such action was in the best interests of the MMF;  and further provided that any compromise or settlement payment shall be approved by a majority vote of a  quorum of directors who are not at that time parties to the proceeding.

The indemnification provided hereunder shall inure to the benefit of the heirs, executors and administrators of  persons entitled to indemnification hereunder. The right of indemnification under this Article shall be in addition  to and not exclusive of all other rights to which any person may be entitled. 

No amendment or repeal of the provision of this Article which adversely affects the right of an indemnified  person under this Article shall apply to such person with respect to those acts or omissions which occurred at  any time prior to such amendment or repeal, unless such amendment or repeal was voted by or was made  with the written consent of such indemnified person. 

This Article constitutes a contract between MMF and the indemnified officers, directors, and volunteers. No  amendment or repeal of the provisions of the Article which adversely affect the right of an indemnified officer,  director, or volunteer with respect to those acts or omissions which occurred at any time prior to such  amendment or repeal. 

ARTICLE X. FINANCE & RESOURCES 

The MMF Board shall establish signing authority for MMF’s account/s which will include a minimum of 3 (three)  Directors with any two required to sign cheques. The Board can approve using e-transfer and Direct Payments  for specific vendors. 

Section 1. Records 

The organization shall keep complete books and records of accounts and minutes of the proceedings of the  Board of Directors. 

Fiscal year is January 1 to December 31. 

Section 2. Resources 

All capital and non-capital resources including but not limited to player equipment, training equipment as well  as all records, logos and all financial resources raised are the property of MMF. All expenditures and fund  raising activities are subject to approval of the MMF Board. 

Recognizing the need to maintain all resources, particularly player equipment, in a state of good repair, MMF  will meet the needs of certification of said equipment, where required, and will not loan out or sell said  equipment without the express written permission of the MMF Board and without having made allowances for  the maintenance and insurance of said equipment. 

Section 3. Dissolution 

Upon dissolution of the corporation, the net assts of Mississauga Minor Football shall be transferred to such  similar Association or Associations as may be determined by a two-thirds majority vote of the MMF  Membership. If such matter cannot be resolved, the net assets shall be transferred to the Corporation of the  City of Mississauga or such successor municipality. 

The assets held by MMF arising from its Charity Gaming activities are subject to the appropriate guidelines  from Ontario Lottery and Gaming, the City of Mississauga, and any other applicable authority. 

ARTICLE XII. AMENDMENTS 

Section 1. By-laws 

No Article of these By-laws shall be altered, rescinded or a new one made, except at the Annual General  Meeting and then only by two-thirds majority of the eligible voting members present.

Formalizing the By-laws 

We, the undersigned, are all the initial directors or incorporators of this corporation, and we consent to, and  hereby do, adopt the forgoing By-laws, consisting of the 6 preceding pages, as the By-laws of this corporation. 

ADOPTED AND APPROVED BY THE Board of Directors on this 18th day of February, 2026. 

_________________________________ 

Brian Welch 

President, Mississauga Minor Football 

_________________________________ 

Shannon Aldrige 

Secretary, Mississauga Minor Football

APPENDIX A 

POLICIES AND PROCEDURES 

Purpose 

The purpose of the Mississauga Minor Football (MMF) Policy and Procedures are to ensure that day-to-day operations of the MMF are optimized and to ensure that the operations are delivered consistently among all  programs to the community that the MMF serves. This document contains the best practices of MMF and  defines MMF’s systematic approach to developing and implementing the Policies and Procedures of MMF. 

Registration Policy 

MMF registration process links directly to the Football Ontario registration process and operates under the  direction of that system. 

Registration fees will be established by the Executive prior to the registration date. 

The registration fee will cover the cost of insurance, equipment, league fees, field rentals and other related  expenses. 

Registration and deposit cheques must be paid in full before a player receives equipment or is allowed to  participate in any practices or games. Equipment will be bagged and tagged until confirmation that cheque(s)  have been received. 

The Volunteer commitment is considered part of the registration required by MMF. 

A full refund will be given to players who decide to withdraw from a program two weeks prior to the start of a  season. 

If a player withdraws from the program after the first regular-season game, that did not sign up after the first  regular-season game, a partial refund may be given minus the cost of fees less $100.00 to cover insurance  and administrative fees. 

If a player withdraws two weeks after the first regular-season game, a refund will not be provided unless it is  demonstrated that extenuating circumstances occurred, of which the final decision will be made by the  Executive. 

If a player registers after the first regular-season game, they will have a 7-day grace period to withdraw and  upon return of all equipment, they will be refunded the cost of fees minus $100 to cover insurance and  administration fees. 

Should a player have an outstanding balance with MMF including, but not limited to, unfulfilled volunteer  commitments, or if payment has been returned no refund will be provided, and the player will not be allowed  on the field until such outstanding fees have been rectified. 

A request for a refund outside the above timelines may be made for extenuating circumstances and will be  dealt with by the Executive on an individual basis. All decisions of the MMF Executive are final. Requests  must be made to the Registrar via email. 

There will be a $50 charge on all NSF cheques. 

Parents applying for grants or special programs must inform the Registrar at the time of their registration. It  may take several weeks to get confirmation of funding grants, so this delay must be factored into the  application time frame. Remember that equipment will not be issued to players until confirmation of fee  payment. Parents receiving partial grants must make the remaining payment in full before their child will  receive their equipment.

Required Coaching Education & Reimbursement Policy 

All coaches with MMF must comply with all requirements as per the Regulations of Football Ontario and MMF. 

At the end of the season, MMF will reimburse volunteers for pre-approved coaching and training courses as  long as the following criteria has been meet: 

  • the course is required to perform their role 
  • the course is sanctioned by the MMF Executive, Football Ontario, or Football Canada • the receipt and proof of completion is received by email to the Executive after the volunteer has  completed his/her full commitment to the team 

Communication Policy 

Media communications (such as newspapers, billboards, etc.) must go through the Director of Marketing,  Communications & Community Outreach only. 

Team Managers may post team information on their own internal team page after approval by the team’s Head  Coach to ensure content is accurate. 

Social media will be handled by the Director of Marketing, Communications & Community Outreach (or his/her  delegate) only. 

Access to the Association website is limited to the following people: 

  • Director of Marketing, Communications & Community Outreach: full access to the website content  pages and social media platforms 
  • President 
  • Secretary 
  • Registrar: full access to the website registration pages 
  • Treasurer: full access to the website registration pages 

Disciplinary Process – Internal Board Procedure 

  1. Purpose 

Mississauga Minor Football (MMF) is committed to maintaining a respectful and safe environment for all  players, coaches, parents and officials. This internal disciplinary process outlines the steps that will be taken  by the Board of Directors when formal complaints are received. 

  1. Informal Complaints 

When complaints are brought informally to Board members, they will go through the following steps: 

  • Schedule time to speak with the complainant in a private, confidential location and manner (private  phone call is preferred) 
  • If the issue cannot be resolved through conversation, direct the complainant to the formal complaint  process/submission form on https://m-f-l.ca/
  • Document the complaint and outcome and share with the Executive  
  1. Formal Complaints 

Formal complaints are submitted through the complaint form on https://m-f-l.ca/ 

  1. Receipt of Formal Complaints 

All formal complaints will be emailed to the Executive (President, Vice-President, Secretary, Treasurer  Managing Director) and Ombudsman (if position exists).

5 Investigation 

The complaint will be investigated by the Ombudsman and/or the Managing Director and will include: 

  • documented interviews with the complainant, the subject of the complaint and any witnesses involved • review of relevant MMF, Football Ontario and Football Canada By-laws, Procedures, Codes of  Conduct and other governance documentation as needed. 
  1. Ombudsman’s or Managing Director’s Report 

The Ombudsman and/or the Managing Director will submit a report to the Executive that will include: 

  • a summary of the investigation and findings 
  • recommended disciplinary action. 
  1. Board Review & Approval 

The Executive will review the report and discuss its content with the Ombudsman (or Managing Director if that  is who compiled the report). Once the Executive is satisfied with the report and recommendation, they will put  it to the entire Board of Directors for approval. 

  1. Disciplinary Action & Follow-Up 
  • the agreed upon action will be taken 
  • the original complainant will be notified of the result of the investigation and action taken 

This process ensures fairness, transparency, and accountability within MMF while promoting a safe and  respectful football environment. 

Protection of Personal Information Policy 

The intent of this section is to control the management of personal information that is collected as part of the  normal operation of MMF activities. When personal information is collected or to be used, the owner of the  information is aware of the intent and purpose of the collected information. 

Any form that is used for the collection of information must have an acknowledgment statement that indicates  what the information will be used for and who else may use the information. 

In accordance with FOIP (Freedom of Information and Protection of Privacy Act), teams are not allowed to  retain copies of personal player information beyond the end of the season. MMF may retain this information  to assist in its operations but will ensure it is protected from inappropriate disclosure. 

Football Ontario requires that player information is verified to confirm player eligibility for registration. In lieu  of collecting copies of player documents, the Registrar will administer a Player Information Database. The  database will record relevant player information to support Football Ontario and MMF registration and  information requirements. The Registrar (or designate(s) approved by the Executive) shall validate and  provide endorsement of all required player information that will be collected in the database. Reproductions  of required supporting documents will no longer be collected. The Registrar and/or approved designate(s) will  personally confirm the player information presented by players or parents to support their registration and  enter the relevant information into the database. The Registrar and/or approved designate(s) will confirm the  date and time that the information was validated and the authorized person who validated the information and  recorded this information in the database as well. 

Volunteer and Fundraising Policy

Volunteer commitments for MMF may be established at the beginning of each playing season. These  requirements will be voted on by the Executive for that year and explained to the parents during the registration  process. 

Volunteer shifts include any shift that generates revenue for MMF, such as concession shifts, OLG bingo shifts,  etc. Note: MMF stick-crew shifts do not generate revenue and do not count towards volunteer shifts.  

Any Member who has been removed from a volunteer position by the Executive as part of the Discipline Policy  will not be allowed to volunteer for MMF for a full year unless voted otherwise on an individual case by the  board of directors. 

Equipment Policy 

All players will be supplied with the basic equipment required by MMF. Basic equipment consists of helmet,  mouth guard, shoulder pads, knee pads, game pants and practice and game jerseys. 

Players will not be issued equipment until their registrations are paid in full, or when a reasonable payment  plan has been established between the Registrar, Treasurer, and the player (18 years of age or older) or the  parent/guardian of the player. The player’s parent or legal guardian must sign for all equipment issued. 

MMF may require a deposit in form of a cheque or credit card to hold for equipment before equipment is  issued. 

Equipment must not be altered or modified in any way.  

Any lost, damaged or altered equipment becomes the financial responsibility of the player’s parent or legal  guardian or the player themself, if 18 years of age or older. Payment to cover the outstanding balance must  be issued. 

If the player or parent or legal guardian refuses to pay for lost, damaged or altered equipment, the amount  owing will be added to next year’s registration. The player will not be allowed to play in MMF until the  equipment is paid for. MMF has the right to pursue legal action in cases where equipment has been mistreated  or deliberately damaged and reimbursement has not been provided. 

Any player abusing equipment must be reported to the Equipment Manager or a Board Member. The player  may be disciplined or suspended by MMF until restitution has been made. 

All equipment must be returned on dates set by the Equipment Manager. If equipment is not returned on  these dates, the player will not be allowed to attend the team banquet, receive team pictures or register for  the following season until it has been returned.  

All equipment is to be cleaned prior to return. If it is not, it may be refused. 

Special equipment or merchandise ordered by a player shall be paid for in full before the order is placed. A  receipt will be issued to the player and must be presented when picking up the equipment or merchandise. 

The purchase of equipment is pursuant to the budget provided for the specific football year. Purchasing & Reimbursement Policy 

The goals and principles of MMF Purchasing & Reimbursement Policy are to purchase the necessary quality  and quantity of goods and services in an efficient, timely and cost-effective manner, while maintaining the  controls necessary for MMF.

Ensure the maximum value of an acquisition is obtained by determining the total cost of performing the  intended function over the lifetime of the task. This may include, but not be limited to, acquisition cost, training  cost, maintenance cost, quality of performance and environmental impact. 

Allow open and frank discussion at all board meetings when a purchase proposal is brought forth. 

Have all information and samples ready when proposing a purchase so the board can make an informed  decision. 

Purchasing for MMF shall be coordinated through the Treasurer.  

Purchasing for MMF shall be monitored by the Treasurer to ensure that the goals and guiding principles are  being followed. 

The Treasurer shall present a list of the prior month’s expenditures at each monthly MMF Board meeting. 

Purchases under $200.00 may be authorized by the Treasurer to avoid delays in purchases that MMF may  require between monthly Board meetings. These purchases shall be reviewed at the Board meetings as part  of the prior month’s purchase report to ensure expenditures are proper. 

Purchases over $200.00 shall be reviewed and approved by the Executive majority vote, then signed off by  two of either the Treasurer, President, or Vice-President of MMF. The only exceptions to this purchasing policy  are when time constraints will not allow a meeting. In such a case email vote can take place to ensure  purchases can still be made in a timely manner. Any member of the Board can bring forth a purchasing  proposal they feel is required for the current MMF year. 

Reimbursement for pre-approved, out-of-pocket expenditures must be submitted in a timely manner but no  later than 60 days from the time of purchase. The Treasurer will make every effort to reimburse expenses in  a timely manner however, must do so within 30 days of receipt of proper invoices. 

Medical Information 

All players registered with MMF must complete the medical information form supplied by MMF. The form must  be signed by the player (18 years old) or player’s parent or legal guardian. 

All players’ medical information sheets will be kept confidential. One copy will remain with the Executive, and  another copy will be kept in a binder in the first aid bag of the player’s team, under the care of the Team  Manager. 

It is the parent or legal guardian’s responsibility to ensure that any medication required by a player (e.g. asthma  inhaler, EpiPen, etc.) is always with the player. It is the recommendation of the Executive that the medication  be given to the trainer to keep in the first aid bag for the duration of the season. However, if this is not feasible,  the medication may be brought by the player to each practice and game and given to the trainer for  safekeeping during the team activity. If a player has been identified to require medication and it is not with the  player, they will not be allowed to participate until the trainer has received the medication. 

Conflict of Interest Policy 

Board members and Officers have an obligation to conduct business within guidelines that prohibit actual or  potential conflicts of interest. This policy establishes only the framework within which MMF wishes its business  to operate. The purpose of these guidelines is to provide general direction so that board members and officers  can seek further clarification on issues related to the subject of acceptable standards of operation.

An actual or potential conflict of interest occurs when a board member or an officer is in a position to influence  a decision that may result in personal gain or gain for a relative as a result of MMF’s business dealings. For  the purpose of this policy, a relative is any person who is related by blood or marriage, or whose relationship  with the board member or officer is similar to that of persons who are related by blood or marriage. 

No presumption of a conflict is created by the mere existence of a relationship with outside firms. However, if  a board member or an officer has any influence on any material business transactions, it is imperative that he  or she discloses to an officer of the organization as soon as possible the existence of any actual or potential  conflict of interest so that safeguards can be established to protect all parties. 

Personal gain may result not only in cases where a board member, an officer, or a relative has a significant  ownership in a firm with which MMF does business, but also when a board member, an officer, or a relative  receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business  dealings involving the MMF. 

Policy Updates 

Updates to the policies and procedures may be made by the Board of Directors as needed, through a simple  majority vote. An updated copy must be posted to the MMF website and should be the reference point for all  matters. 

Glossary 

“By-Laws” means the By-Laws of MMF 

“Executive” means the elected officers of MMF who are elected to the following positions: President, Vice President, Secretary, Treasurer, Registrar and Managing Director. An executive member may hold one or  more positions at a given time and must be and remain in good standing with MMF. 

“Level” means the age level of competition (e.g., or U14, U16) 

“Member” is one voting party i.e. (Head coach or board member) as per the MMF By-Laws “MMF” means Mississauga Minor Football

APPENDIX B 

Roles and Responsibilities 

President 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Attend all MMF Board and Executive meetings 
  3. Attend and keep notes of Football Ontario meetings. 
  4. Arrange for Vice-President to attend Football Ontario meetings in the event he/she is not able to attend. 5. Be the spokesperson of MMF with other Associations in the leagues in which MMF participates,  advocating in the best interests of MMF and the community it which it serves. 
  5. Represent and uphold the values and beliefs of MMF at all times. 
  6. Engage in active conversations with stakeholders, sponsors, players, coaches and parents to grow  and maintain important relationships within the community. 
  7. Ensure notice is given to the public according the MMF By-laws 
  8. Oversee operation of MMF. 
  9. Make sure that all rules, regulations, policies and procedures of the football governing body and  leagues are followed. 
  10. Assist with all communications with the City of Mississauga regarding MMF business. 12. Assist in organizing all training camps for players and coaches 
  11. Work with Managing Director to make sure all job descriptions are in place and changed when  necessary. 
  12. If necessary, assist the Managing Director in dealing with all complaints brought forward with Board  approval. 
  13. Co-chair annual head coach and assistant coach interviews. 
  14. Assist in organizing any jamborees or special games outside of the season of play alongside the  respective director(s). 
  15. Ensure that the booking of the fields are done in a timely manner. 
  16. Notify Football Ontario, Football Canada, Canada Revenue Agency and City of Mississauga each year  of changes to the Executive and ensure all required paperwork is filed with these agencies and bodies  two weeks before the deadlines. 
  17. Manage the assignment of office and equipment room keys each year if applicable. 20. Complete Football Ontario forms and submit them as per Football Ontario policies, procedures and  guidelines. 
  18. Become familiar with and assist all members in the operation of their duties. 
  19. Have a full understanding of all financial operating procedures and guidelines, and work with the  Treasurer to ensure that all financials are kept up to date. 
  20. Meet with the Vice-President on a weekly or bi-weekly basis to ensure that the day-to-day operations  of MMF are on track. 
  21. Sign off on all public communication that is addressing all members of MMF. 
  22. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Vice-President 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Attend all MMF Board and Executive meetings. 
  3. Attend Football Ontario meetings if the President cannot attend. 
  4. Become familiar with and assist all members in the operation of their duties. 
  5. Be familiar with the roles and responsibilities of the President and act on behalf of the President if, for  any reason, he/she cannot perform their duties. 
  6. Ensure all practice fields and game fields are in playable condition.
  7. Seek out and apply for all federal, provincial, municipal and city grants the MMF may be eligible for. 8. Have meetings with Head Coaches during the season of play with the Managing Director. 9. Support the Coaching Coordinator to ensure all Coaching and Field Staff positions are filled and  requirements have been met. 
  8. Investigate all player, coach, field staff suspension, ejections and all officiating complaints. 11. Coordinate recruiting drives with the Coaching Coordinator and Coaches. 
  9. Ensure all Coaching and Field Staff information forms have been received by the Registrar prior to  staff registration cut off. 
  10. Handle any landlord and tenant responsibilities including payment, records, yearly maintenance and  any issues that arise during the day-to-day operations on MMF involving the MMF Club House if  applicable. 
  11. Have a full understanding of all financial operating procedures and guidelines, and work with the  Treasurer to ensure that all financials are kept up to date. 
  12. Meet with the President on a weekly or bi-weekly basis to ensure that the day-to-day operations of  MMF are on track. 
  13. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Secretary 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Attend all MMF Board and Executive meetings. 
  3. Take direction from the MMF Executive. 
  4. Keep an accurate set of minutes from all Board and Executive meetings. Have the minutes read and  distributed within 3 days following the meeting. 
  5. Prepare minutes for Annual General Meetings and distribute withing 10 days prior to the meeting. 6. Maintain a file of all forms used by MMF, Football Ontario and leagues MMF are a member of. 7. Collect agenda items forwarded by members in advance of regularly scheduled Board meetings. 8. Prepare the agenda for monthly MMF meetings 
  6. Maintain archived meeting minutes. 
  7. Pick-up, distribute and maintain MMF’s mail requirements on a weekly basis. 
  8. Maintain all coaching application forms and criminal record check documentation for all volunteers and make sure that it is available upon written request of the President. 
  9. Organize monthly meetings and conference calls ensuring invitations are sent in a timely manner. 13. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Treasurer 

  1. Be and remain in good standing with Mississauga Minor Football 
  2. Attend all MMF Board and Executive meetings and supply a bank balance for each account. 3. With direct access to the registration website, reconcile registrations and payments. 4. Take director from the MMF Board. 
  3. Make all required bank deposits for MMF. 
  4. Work with the Registrar, President and Vice-President to make sure all funds are received, deposited  and balanced. 
  5. Ensure all payments from MMF, as directed by the Board as per MMF purchasing procedures, are  completed. 
  6. Keep an organized set of books that shows the costs that are incurred at all levels. 9. Maintain an accurate and up to date list of all invoices and receipts for MMF business commitments. 10. Have a schedule of when all payments are due and ensure payments are made on time. 11. Ensure receipts are supplied for all payments if necessary.
  7. Arrange for an audit of the financial statements at each fiscal year end, prior to the AGM if requested  by the Board. 
  8. Prepare annual financial statements for review and approval at the AGM. 
  9. Provide oversight for events that are intended to bring funds into the MMF. 
  10. Manage the organization and safekeeping of all deposit cheques and payments 16. Provide a monthly financial statement at every Board meeting. 
  11. Once a fundraising event has been completed, all sheets, monies and applicable products must be  collected and accounted for. Money must be counted by fundraising lead and turner over to the  Treasurer. The Treasurer will verify the count and facilitate the deposit of funds accordingly. 
  12. Work with Board members to develop a yearly budget and present it to the Board for approval. 19. Ensure all purchases are made in accordance with MMF Purchasing Policy and that purchases have  been properly authorized by the Board before an order is placed. 
  13. Coordinate with the President, Vice-President and Registrar to ensure checks and balances with open  cash and debit machines are maintained and collected properly in accordance with the Purchasing  Policy. 
  14. Ensure that deposits and debit receipts are collected and balance weekly. 
  15. Coordinate with the members that all receipts for expenses are collected and documented properly in  accordance with the Purchase Policy. 
  16. Ensure that insurance policies are accurate and are up to date. 
  17. Fulfill any requirements of the Canada Revenue Agency. 
  18. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Registrar 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Attend all monthly MMF Board meetings 
  3. Take direction the MMF Executive. 
  4. Organize and administer all aspects of the registration process as per Football Ontario registration  policies and procedures. 
  5. In collaboration with the Treasurer and Equipment Manager, ensure all required fees and deposit  cheques have been collected prior to players getting equipment and participating in any registered  activities. 
  6. Keep the on-line record of all registered players and coaches affiliated with MMF current. 7. Give copies of registration forms and medical forms to Team Managers prior to first practice of the new  season. 
  7. With direct access to the website, ensure the registration forms are uploaded correctly. 9. Monitor the on-line registration process and work with the Secretary to ensure accurate rosters are on  the MMF site. 
  8. Notify the Treasurer of any grant payments to be expected form the player (Canadian Tire Jumpstart). 11. Arrange a time to collect any in-person payments and provide a duplicate receipt to the payee and the  Treasurer along with the funds. 
  9. If necessary, provide a monthly report of all active registrations for each program. This report is to  include: number of registered players for each program 

number of those who have paid in full 

number of those who made partial payments 

number of those who made payment arrangements 

number of those who have not paid yet. 

  1. Provide a yearly registration report, to be presented at the AGM which is to be submitted at least 1  month prior to the AGM. This report should include; 

total number of registered players for the year 

total number of registered players compared to the previous year 

total number of registered players for each program

total number of registered players for each program compared to the previous year 14. Chair and lead registration committee, if necessary, and appoint members to oversee the registration  duties of each program, based on the current needs of the MMF. 

  1. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Managing Director 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Attend all MMF Board and Executive Meetings. 
  3. Seek Board approval on all changes that should be made to job descriptions, job duties and policies  and procedures. 
  4. Maintain and update job descriptions for all Board Members and Officers. 
  5. Work with the Board in maintaining and updating the Policies and Procedures of MMF. 6. Ensure that the By-laws, Policy and Procedures are in place and are being followed by members of  MMF. 
  6. Monitor the MMF Disciplinary process to ensure effective management of complaints and disputes  from all levels of MMF and provide feedback to the Board. Ensure that the complaint and dispute  process is communicated to all members involved and that it is followed. 
  7. Ensure that meetings are conducted properly and that the proper procedures have taken place for  motions to pass. 
  8. Ensure all Executive members know what is required of them and assist them whenever required. 10. Meet with coaches and managers, along with the Vice-President, when necessary, to review issues  and discuss issues raised by the Board. 
  9. Review Codes of Conduct for players, parents and coaches and ensure that they are communicated  to all parties. Monitor adherence to these Code of Conduct and ensure that they are aligned with the  principles of MMF. 
  10. Goven the Code of Conduct for the Board and Executive, including resignations and dismissals. 13. Chair all Board meetings, including the AGM. 
  11. In conjunction with the President, act as point of contact with MMF legal counsel. 16. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Director of Marketing, Communications & Community Outreach 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Attend all MMF Board meetings and conference calls. 
  3. Ensure local businesses that are interested in football are kept informed of the status of all teams. 4. Coordinate the preparation of posters and other sponsorship literature for home games. 5. Prepare any and all statements to be sent out to the parents, players and general public regarding  events and important updates regarding MMF and its operations. 
  4. Maintain a working knowledge of the internal communication system (G Suite) and assist Board  members with setting up accounts and any issues related to their accounts. 
  5. Ensure information being sent is accurate. 
  6. Coordinate all social media accounts making sure that social media posts are accurate and are  reflective of the values and principles of MMF. 
  7. Ensure that all social media posts are promoting positive aspects of the organization and its players,  coaches, parents, Board and organization as a whole. 
  8. Maintain an accurate record of all login details of social media accounts and all internal and external  communication systems (ex. Twitter (X), Instagram, Facebook, TikTok, G Suite, TeamLinkt, etc.) 11. Ensure that all Board members are trained and have a working knowledge of all internal  communications systems.
  9. Conduct internal and external audits of members’ communication accounts if possible and when  necessary. 
  10. Create, update and maintain all member’s email accounts each year updating passwords when  necessary. 
  11. Provide monthly insights from all social media accounts and websites if possible, when necessary. 15. Provide monthly reports on internal and external communications if possible and when necessary. 16. Look for new and innovative programs that MMF can improve communications and promote social  media. 
  12. Coordinate with the Registrar to ensure all emails being sent to parents are accurate. 18. Monitor all voicemails and reply within 24 hours of the voicemail(s) being received and direct the  messages to the intended Member. 
  13. Manage and maintain all email groups both internal and external (ex. bingo info., etc.). 20. Chair and lead Communications committees and appoint individuals to oversee each social media  account and website based on the current needs of MMF, if necessary. 
  14. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Social Media Manager 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Take direction from the Director of Marketing, Communications & Community Outreach. 3. Update electronic communications including all social media and the main website after posts have  been signed off on. 
  3. Coordinate a library of critical documents on the website. 
  4. Assist with identification of required website training. 
  5. Coordinate with the Director of Marketing, Communications & Community Outreach to ensure all  information is posted on the website. 
  6. Monitor all website activities. 
  7. Monitor all aspects of MMF social media platforms with the Director of Marketing, Communications &  Community Outreach as assigned. 
  8. Work with others who have been appointed to monitor other social media accounts to ensure accuracy  and consistency across all platforms. 
  9. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Equipment Manager 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Take direction from the MMF Executive. 
  3. Keep an accurate inventory of all equipment. 
  4. Attend equipment shows and obtain current price lists for equipment whenever possible. 5. Advise the Board of all current and future equipment needs in a report to be submitted at the end of  the year, no later than 1 month prior to the AGM. This report is to include; 

* equipment returned versus equipment outstanding 

* cost of new equipment 

* cost of replacement equipment 

* cost of recertification 

* cost of new supplies needed 

* supplies and equipment purchased at year’s end.

  1. Coordinate with respective Board and Executive Members in conducting a report of equipment and  supplies needed for the upcoming year. This report should include: 

* cost of new equipment 

* cost of recertification for upcoming year 

* cost of new supplies needed 

* current supplies and equipment inventory. 

  1. Submit an equipment budget for approval by the Board. 
  2. Attend all equipment training seminars arranged by the Board. 
  3. Organize equipment dispersal and fitting for all teams and maintain a record of equipment issued. 10. Organize equipment return at the end of the season and maintain a record of equipment returned. 11. Keep inventory clean and store all equipment so it is ready for the next season. 12. Make sure Coaches and Team Managers at all levels have a copy of and are familiar with the  Equipment Policies and Procedures. 
  4. Advise all Coaches, Team Managers and other members of the following: 

* proper fitting of equipment 

* report of equipment 

* completing and keeping an accurate record of player equipment lists. 

  1. Ensure the proper cleaning and storage of all equipment. 
  2. Advise the Board of equipment that requires repair or recertification and the costs. Arrange for  recertification as required and in time for its return for the subsequent season. 
  3. Advise the Board of any abuse of equipment. 
  4. Work with the Registrar and Team Managers to support collection of equipment at the end of a season.  Ensure no players receive equipment until their registrations are paid and a post-dated deposit cheque  for equipment has been received. 
  5. Keep necessary supplies, parts and tools stocked. 
  6. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Team Manager Coordinator 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Take direction from the MMF Executive and Coaching Coordinator. 
  3. Assist the Vice-President and Managing Director in collecting current information of all field staff. 4. Ensure all Team Managers are aware of their duties and responsibilities and assist in any way possible. 5. Ensure Team Managers check and update the website and Football Ontario rosters and ensure they  are accurate. 
  4. Work with the Registrar to ensure all required paperwork is on file and readily available. 7. Organize team photos by acquiring pricing, dates and booking of photographer for team photos. 8. Ensure all Team Managers fulfill their obligations to Football Ontario. 
  5. Assist will all fundraising events and organize the year-end player appreciation event with the direction  of the Executive. 
  6. Coordinate with the Director of Marketing, Communications and Community Outreach, Charity  Gaming Coordinator and Team Managers for fundraising sales at home games (in accordance with all  OLG guidelines and requirements). 
  7. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Concession & Gate Manager 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Ensure that the entrance gate is manned for home games and work with the Treasurer to ensure that  ticket sales revenue is received and deposited appropriately.
  3. Procure all food and promotional merchandise that will be sold at the concession stand. 4. Be aware of all municipal and provincial guidelines and requirements surrounding the preparation and  sale of food and beverages at a public event. 
  4. Work with the Treasurer to ensure all concession revenue is received, deposited and balanced,  including cash, cheques and point of sale machines. 
  5. Ensure coverage of the concession. 
  6. Communicate with the Managing Director about issues/challenges/concerns with the concession or  volunteers. 
  7. Work with the Treasurer to ensure proper budget/cash flow for concessions. 
  8. Ensure coverage of concessions be recruiting, training and staffing volunteers in conjunction with the  Team Manager Coordinator and/or Team Managers. 
  9. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Coaching Coordinator 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Manage, support and help develop all coaches within MMF. 
  3. Promote player development, sportsmanship, inclusion, safety and enjoyment of the game of football. 4. Recruit, screen, interview and recommend coaches for all divisions. 
  4. Coordinate background checks and ensure hiring compliance with MMF and Football Ontario policies. 6. Assign coaches to teams based on experience, skill level and needs of MMF. 
  5. Evaluate coach’s performance and address concerns, misconduct or developmental needs on an  ongoing basis. 
  6. Serve as the primary point of contact for coaches throughout the season. 
  7. Organize and conduct coaching clinics, meetings and workshops. 
  8. Mentor volunteer coaches and provide guidance on effective coaching techniques when needed. 11. Ensure coaches understand and follow MMF’s rules, Policies and Procedures, By-laws and Codes of  Conduct. 
  9. Provide ongoing education related to safety, player development and new coaching methods. 13. Develop and implement age-appropriate practice plans, drills and skill progression. 14. Ensure consistent teaching of fundamentals, techniques and game strategies across all divisions. 15. Align coaching curriculum with MMF’s philosophy and long-term player development goals. 16. Ensure all coaches follow proper safety protocols, including concussion protocols and injury  procedures. 
  10. Address safety concerns promptly and escalate issues when necessary. 
  11. Emphasize sportsmanship, teamwork, respect and fair play. 
  12. Support coaches in managing player behaviour and parent communication. 
  13. Ensure growth remains primary focus over competition results. 
  14. Assist with team rosters and coaching assignments. 
  15. Communicate regularly with MMF Executive 
  16. Attend all Board meetings. 
  17. Report coaching issues, discipline matters or safety concerns promptly. 
  18. Maintain documentation related to coach training, evaluations and compliance. 26. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Head Coach 

  1. Be and remain in good standing with Mississauga Minor Football 
  2. Take direction from the MMF Board. 
  3. Attend all mandatory Football Ontario coaches’ meetings.
  4. Attend or have a representative from the coaching staff attend all recruiting drives. 5. Plan and execute regular team practices and games. 
  5. Structure and direct the coaching staff to deliver on-field practice and game play. 7. Recruit coaches for the approval of the MMF Board. 
  6. Coordinate with the Vice-President and/or Coaching Coordinator on training requirements for his/her  coaching staff. 
  7. Advise the Coaching Coordinator and/or Managing Director of any indiscretions on or off the field by  any volunteer, players or parents, as per the complaints/dispute process. 
  8. Provide input into the Code of Conduct and ensure they are followed. 
  9. Be responsible for the conduct of their players and assistant coaches at games and practices. 12. Commit to the development of every player on the team. 
  10. Advise the Equipment Manager or all equipment requirements. 
  11. Talk to parents of players and advise them of situations that have come up regarding their child (ex.  benching, decreased playing time, injuries, etc.). 
  12. Have at least one other coach and the Team Manager present when verbally disciplining a player. 16. Chair parent meetings at the beginning of the season together with the Team Manager. 17. Work with the MMF Board and/or Coaching Coordinator on any upcoming camps. 18. Establish and communicate criteria for player selection and tier placement. 
  13. Work with the President, Vice-President and/or Coaching Coordinator, and the other Head Coaches  to establish a structured development progression for U8 to U19 levels. Establish a logical progression  of offensive, defensive and special teams’ schemes and consistent football terminology to support long  term stability and development of the MMF program. 
  14. Be on buses when the team is being transported to and from a game. 
  15. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Assistant Coach 

  1. Be and remain in good standing with Mississauga Minor Football 
  2. Take direction from Head Coach and the Board of Directors. 
  3. Attend all games, practices and team functions. 
  4. Be responsible for the conduct of players at games and practices. 
  5. Commit to the development of every player on the team. 
  6. Advise the Equipment Manager of all equipment requirements. 
  7. Have at least one coach and the Team Manager present when handing down discipline. 8. Be on buses when the team is being transported. 
  8. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Team Manager 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Take direction from MMF Executive and Head Coach. 
  3. Oversee the day-to-day operations of the assigned team. 
  4. Act as liaison between the parents and coaching staff. 
  5. Maintain communication between parents, players and coaching staff. 
  6. Receive complaints from coaching staff, parents, players and Team Manager Coordinator. 7. Advise everyone of schedule changes. 
  7. Help coaches in the operation of the team 
  8. Report and “in-house” fighting and disagreements between the coaches directly to the Head Coach or  Managing Director if necessary. 
  9. Support the coordination of the year-end team banquet.
  10. Maintain team registrations and ensure team documentation (player contact information, medical  information, insurance documents) is available at all practices and games (must remain with team). 12. Co-chair a parent meeting with the Head Coach at the beginning of the year. 
  11. Report directly to Team Manager Coordinator about any verbal, physical or mental abuse by parents  or field staff during practices or games. 
  12. Report any possible suspensions of players by coaches to the Team Manager Coordinator and  Managing Director. This also includes coaches suspending players from games or practices due to  behaviour that violates the Player Code of Conduct. 
  13. Coordinate with the Registrar to ensure all player and parent contact information is accurate. 16. Schedule all volunteers needed for games (ex. stick crew). 
  14. Complete website training prior to the start of the season if necessary. 
  15. Regularly update and maintain an accurate log of league rosters and ensure they are accurate. 19. Be on buses when the team is being transported. 
  16. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Charity Gaming Coordinator 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Ensure MMF is in compliance with Ontario Lottery & Gaming and other governmental regulations. 3. Schedule volunteers to operate fundraising activities as necessary. 
  3. Act as a liaison between MMF and the charity gaming entity(ies). 
  4. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Fundraising Coordinator 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Coordinate any fundraising activities outside of the Charity Gaming fundraising. 3. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Special Events Coordinator 

  1. Be and remain in good standing with Mississauga Minor Football. 
  2. Act as lead and coordinate any special events. 
  3. Adhere to all Policies & Procedures, the Volunteer’s Code of Conduct, MMF By-laws and all municipal,  provincial and federal laws respectively. 

Ombudsman 

  1. Serve as an independent, impartial and confidential resource within MMF. 
  2. Address concerns and resolving disputes among players, coaches and stakeholders. 3. Promote fairness, transparency and accountability. 
  3. Ensure a positive environment for all participants.