Club policies and consent forms

Wetaskiwin Soccer Club supplies playing kit for league age groups. Families are responsible for personal equipment, safe footwear and the return of club property in good condition.

U6 – U9 (mini programs): players supply their own equipment for every session and game.

• Indoor or outdoor soccer shoes appropriate to the playing surface (no metal cleats)
• Shin guards, fully covered by socks — mandatory for all training and games
• Soccer socks and shorts
• Water bottle labelled with the player's name
• Club jersey issued at the start of the program

U11 – U19: the club provides the team kit (jersey, shorts and socks) on loan for the season. Players supply footwear, shin guards, a water bottle and weather-appropriate training wear.

Coaches and team managers are issued team equipment — balls, bibs, cones, first aid kit, goalkeeper gloves and the medical/roster binder. All club equipment must be returned to the club within two weeks of the final game of the season.

• Lost, damaged or unreturned equipment is charged to the responsible family or team official at replacement cost
• Registration for the following season may be held until club property is returned
• Report damaged or unsafe equipment to your coach immediately — do not use it

Jerseys must be washed cold and hung to dry. Do not machine dry, iron over crests, or add names, numbers or sponsor marks to a club jersey.

Refund requests must be submitted in writing to the club registrar before the cut-off described below. Requests are reviewed in the order received.

• A 30% administration fee is retained on every approved refund
• Approved refunds are processed within 2 – 3 weeks of approval
• No refunds are issued after the first week of play, for any reason
• Players withdrawn for disciplinary reasons are not eligible for a refund
• Uniform and equipment charges are non-refundable once kit has been issued

Registration fees cover Alberta Soccer and district affiliation, player insurance, field and gym rental, referee fees, league entry, coach certification and training, equipment and uniforms, and club administration.

Write to registrar@wetaskiwinsoccer.ca with the player's name, program and reason for the request. Families experiencing financial hardship should contact the registrar before withdrawing — assistance may be available.

In consideration of the Alberta Soccer Association, its districts and member clubs (including Wetaskiwin Soccer Club) permitting the participant to take part in soccer activities, the undersigned agrees to the following.

Assumption of risks: soccer involves risks, dangers and hazards including, but not limited to, physical contact with other participants, the ball, goalposts and playing surfaces; falls, collisions and overuse injury; travel to and from events; weather and field conditions; and the negligence of other participants, officials or organizers. Serious injury, permanent disability and death are possible.

Release and waiver: the undersigned waives all claims against the Alberta Soccer Association, its districts, member clubs, directors, officers, employees, coaches, officials, volunteers and sponsors (the "Releasees") arising out of participation, including claims based on the Releasees' negligence, and releases the Releasees from all liability for any loss, damage, injury or expense suffered as a result of participation.

Indemnity: the undersigned agrees to indemnify and hold harmless the Releasees from any claim brought by or on behalf of the participant as a result of the participant's involvement in soccer activities.

Medical: the undersigned authorizes the Releasees to arrange emergency medical treatment for the participant if required, and confirms the participant is medically fit to take part.

This agreement is binding on the undersigned, their heirs, executors and assigns. Where the participant is under the age of majority in Alberta, it must be signed by a parent or legal guardian; participants who have reached the age of majority sign for themselves.

From time to time the club and the Alberta Soccer Association photograph or record participants at training sessions, games, tournaments and club events.

• Club and Alberta Soccer websites, newsletters and annual reports
• Club social media accounts, including Facebook and LinkedIn
• Team and season photo galleries on this website
• Promotional material such as posters, program guides and sponsor recognition

Images may be used without compensation and may be edited, cropped or combined with other material. The club does not publish a player's full name, birthdate, address or contact information alongside an image without separate written permission.

Consent is voluntary. Declining does not affect the participant's ability to register, play or take part in any club activity — the participant is simply excluded from published galleries and social posts.

Consent may be withdrawn at any time in writing. You can withdraw it yourself from the "Consents & forms" panel on the player's card in your parent dashboard. Withdrawal applies to future publication; material already printed or distributed cannot be recalled.

Wetaskiwin Soccer Club collects personal information under Alberta's Personal Information Protection Act for the purpose of operating youth soccer programs.

• Registering players and confirming age and eligibility
• Team formation, rosters, schedules, attendance and player development records
• Fee collection, invoicing, receipts and financial assistance requests
• Contacting families about schedules, cancellations, safety and club news
• Emergency contact and medical information used only in the event of an incident
• Reporting required by the Alberta Soccer Association, our district and our insurer

The club runs its programs on an online platform. Using it means the following information is created and stored securely: your account and sign-in details, QR check-in and check-out records showing when a player arrived and who collected them, attendance and match statistics, team chat messages including photos and videos you send, photos submitted to team albums (published only after staff approval, and only for players whose families have given photo consent), online payment records held by our payment processor, and email or in-app notices we send you.

Some club features are assisted by artificial intelligence: the website's question-answering assistant, voice entry of match statistics, drafting and searching of board meeting minutes, and search inside club documents. Text or audio submitted to those features is processed by a third-party AI provider on the club's behalf, is not used to train publicly available models, and is retained only as long as needed to return the result. Medical details, emergency contacts and payment card numbers are never sent to an AI service.

Information is shared only with the club's board and volunteers who need it for the purposes above, with Alberta Soccer and league officials where required for registration and competition, and with service providers who host the platform, send our email or process payments on the club's behalf. It is never sold or rented.

Information is retained only as long as needed for these purposes and for the retention periods required by our insurer and Alberta Soccer, and is then securely destroyed.

You may ask to review or correct the personal information the club holds about your family, or withdraw a consent, by writing to admin@wetaskiwinsoccer.ca.

Parents and spectators set the tone on the sideline. Wetaskiwin Soccer Club follows the Alberta Soccer Association Code of Conduct, summarised here in the terms that apply to families.

• Encourage effort and fair play rather than results, and let the coach do the coaching during games and training
• Treat referees, officials, opposing players, parents and club volunteers with respect at all times — abusive language, gestures or threats are never acceptable, including toward youth referees
• Never criticise or discipline another person's child; raise concerns with the coach or the club instead
• Do not attend club activities under the influence of alcohol or drugs, and keep club facilities smoke- and vape-free
• Post responsibly online: no negative comments about players, coaches, officials or the club, and no photos or video of other people's children without their family's consent
• Respect the Rule of Two — a coach should never be alone and unobserved with a player, and parents may observe any training session
• Deliver and collect players on time, and let the coach know when your child will miss a session

Breaches may result in a warning, removal from the facility, or suspension of family privileges by the board. Serious matters are handled under the Discipline, Complaints and Appeals process.

• Play fair, follow the Laws of the Game and accept the referee's decisions without argument
• Respect teammates, opponents, coaches, officials and club volunteers — no bullying, name-calling, discrimination or harassment of any kind, in person or online
• Arrive on time and ready, bring the required equipment, and tell your coach if you cannot attend
• Look after club equipment, uniforms, dressing rooms and facilities
• Play safe: report injuries and any hit to the head right away, and never return to play after a suspected concussion until cleared
• Do not use alcohol, tobacco, vapes or drugs at any club activity
• Speak up to a coach, parent or the club if something makes you feel unsafe or uncomfortable

Repeated or serious breaches may lead to a discussion with the player and family, a suspension from play, or removal from the program under the club's discipline process.

• Put the safety, wellbeing and development of players ahead of winning
• Follow the Rule of Two at all times — a screened adult is always present with a coach and player, including travel, dressing rooms and online communication
• Communicate with players only through club channels, with a parent or second screened adult included; no private one-to-one messaging with a minor
• Complete and keep current the required screening: Police Information Check and Vulnerable Sector Check at least once each calendar year
• Never use physical punishment, humiliation, discriminatory language or exercise as discipline
• Follow the Alberta Soccer Concussion Protocol: remove a suspected concussion from play immediately and do not allow return without medical clearance
• Respect officials and opponents, and model the behaviour expected of players and parents
• Report any suspicion of abuse, neglect or maltreatment immediately — reporting child abuse is a legal duty in Alberta
• Return club equipment and uniforms, laundered, at the end of the season

Coaches and volunteers acknowledge this code annually. Breaches are handled by the board under the Discipline, Complaints and Appeals process and may be referred to Alberta Soccer.

Wetaskiwin Soccer Club follows the Alberta Soccer Association Concussion Protocol. A concussion can happen without a blow to the head and without loss of consciousness. When in doubt, sit them out.

Recognise — watch for headache, dizziness, nausea, confusion, blurred vision, sensitivity to light or noise, balance problems, a blank stare, slowed responses, or unusual emotion or irritability after any contact.

Remove — a player with a suspected concussion is removed from the session or match immediately and does not return that day, regardless of how well they say they feel. They must not be left alone, and a parent or guardian is contacted right away.

Refer — the player is assessed by a physician or nurse practitioner. Call 911 for a worsening headache, repeated vomiting, seizure, weakness or numbness, slurred speech, or increasing confusion or drowsiness.

Return — recovery follows the graduated return-to-school and return-to-sport steps: symptom-limited activity, light aerobic exercise, sport-specific exercise, non-contact training drills, full-contact practice, then return to game play. Each step takes at least 24 hours, and any returning symptom means dropping back a step.

A player may only return to full contact and game play once written medical clearance has been provided to the coach and the club. Coaches keep the player out until that clearance is received.

Wetaskiwin Soccer Club operates under the Alberta Soccer Association Discipline, Complaints and Appeals Regulation, together with the club bylaws. This section explains the practical steps for a family, player, coach or volunteer.

Raising a complaint — put the concern in writing to admin@wetaskiwinsoccer.ca, including what happened, when and where, who was involved, and any witnesses. Complaints should normally be submitted within 14 days of the incident. Concerns about the safety of a child may be reported at any time and are acted on immediately.

What happens next — the club acknowledges the complaint, and the board appoints an impartial person or panel with no involvement in the matter to review it. Everyone named is told the substance of the complaint and given a fair opportunity to respond. Matters are handled confidentially and, where the complaint concerns a board member, that member takes no part in the decision.

• Outcomes range from no further action or an informal resolution, to a warning, education or training, a suspension from club activities, or termination of membership
• Match-related discipline (red cards, send-offs and misconduct reports) is administered by the district and Alberta Soccer, not the club
• Suspected child abuse, neglect or criminal conduct is reported to the appropriate authorities and is not handled as an internal matter

Appeals — a person directly affected by a club decision may appeal in writing to admin@wetaskiwinsoccer.ca within 14 days of being notified, stating the grounds. Appeals are heard by people who were not part of the original decision. Where the club's internal process is exhausted, an appeal may be advanced to the Alberta Soccer Association under its Discipline, Complaints and Appeals Regulation.

Safe sport concerns, harassment and maltreatment reports also go to admin@wetaskiwinsoccer.ca and are handled confidentially.

The bylaws set out how Wetaskiwin Soccer Club is governed: membership, the executive committee and its duties, elections, annual and special general meetings, quorum and voting, finances and the audit of accounts, and how the bylaws themselves may be amended. The full text is reproduced below and the official PDF is available under “Official document” above.

1.0 Preamble

The Wetaskiwin Soccer Club (referred to as the 'Club' or 'WSC') is a volunteer organization committed to promoting, supporting, and developing soccer for players of all ages in the City of Wetaskiwin, Maskwacis, the County of Wetaskiwin, and surrounding areas. The Club's objectives are:

• 1.1 To promote, develop, and govern soccer within the Club's catchment area.
• 1.2 To provide recreational and competitive soccer programs, encouraging respect, fair play, good character, and sportsmanship.
• 1.3 To support opportunities for social activities and community engagement through soccer.
• 1.4 To encourage participation in amateur soccer and healthy physical activity.
• 1.5 To provide safe equipment and facilities for soccer programs.
• 1.6 To protect and maintain the assets and properties of the Club.
• 1.7 These Bylaws replace and cancel any previous Club Bylaws.

2.0 Affiliation

The Wetaskiwin Soccer Club is affiliated with the Central Alberta Soccer Association (CASA) and the Alberta Soccer Association (ASA). The Club follows the rules and regulations of these organizations.

3.0 Definitions

In these Bylaws, words in the singular include the plural, and words in one gender include all genders. These Bylaws govern the structure, governance, and operations of the Club.

4.0 Organization

• The Club consists of an Executive Committee, Directors, and Members as set out in these Bylaws. The Executive Committee is responsible for governing the Club.
• 4.1 These Bylaws take effect following approval at an Annual General Meeting (AGM). The AGM will be held annually before November 30 on a date set by the Executive Committee.
• 4.2 Amendments to these Bylaws may only be made at the AGM as outlined in these Bylaws.

5.0 Membership

Membership in the Club is a privilege, not a right. Membership is open to individuals residing in the City of Wetaskiwin, Maskwacis, the County of Wetaskiwin, and surrounding areas. The Club has the following membership categories:

• 5.1 Active Members: Parents or guardians of registered youth players with paid fees in the current season.
• 5.2 Regular Members: Volunteers such as coaches, managers, or officials actively serving the Club.
• 5.3 Honorary Members: Individuals recognized by the Executive Committee for significant contributions to the Club or the sport of soccer.

6.0 Termination of Membership

• 6.1 Resignation: A member may resign by providing written notice to the President by mail or official Club email.
• 6.2 Expulsion: A member may be expelled by Special Resolution at a Special General Meeting for conduct against Club objectives. Expulsion is effective immediately upon approval.
• 6.3 Children may continue playing for the remainder of the season even if their parent or guardian is suspended.

7.0 Annual General Meeting (AGM)

• 7.1 The AGM is held annually before November 30 on a date set by the Executive Committee. Members receive at least 14 days' notice through local newspapers, the Club website, or social media.
• 7.2 Quorum for the AGM is five (5) members, excluding the Executive Committee.
• 7.3 All eligible members present may vote. The President only votes to break a tie.
• 7.4 Elections require a simple majority. Contested elections use secret ballot.
• 7.5 No proxy voting is permitted.

8.0 Order of Business at the AGM

• 1. Approval of Agenda
• 2. Minutes of Previous AGM
• 3. Business Arising from Minutes
• 4. Executive Committee Reports
• 5. Bylaw Amendments
• 6. Election of Executive Committee
• 7. Appointment of Directors and Honorary Members
• 8. New Business
• 9. Adjournment

9.0 Special General Meetings

• 9.1 Called by Executive Committee resolution or written request of three (3) Executive Committee members.
• 9.2 Fourteen (14) days' notice is required.
• 9.3 Only agenda items listed in the notice may be discussed.
• 9.4 Quorum is five (5) members, excluding the Executive Committee.
• 9.5 Voting procedures match those of the AGM.

10.0 Rules of Order

All Club meetings are conducted following the most current version of Robert's Rules of Order.

11.0 Regular Executive Committee Meetings

• 11.1 The Executive Committee meets at least quarterly, called by the President or by written notice from the majority of the Executive Committee.
• 11.2 Quorum is three (3) Executive Committee members.
• 11.3 Each Executive Committee member has one vote. The President votes only in the event of a tie.
• 11.4 Votes are by show of hands unless a secret ballot is requested.
• 11.5 Decisions require a simple majority.
• 11.6 No proxy votes are allowed.
• 11.7 Directors and Leads may attend with voice but no vote.

12.0 Elected Officers

The following positions are elected for two-year terms:

• President
• Vice President
• Secretary
• Treasurer
• Registrar
• Referee Manager
• Operations Manager

13.0 Elections

Elections are held at the AGM. Uncontested candidates are elected by acclamation.

14.0 Terms of Office

• 14.1 President, Secretary, and Referee Manager are elected in odd years.
• 14.2 Vice President, Treasurer, Registrar, and Operations Manager are elected in even years.
• 14.3 Past President serves a one-year term, renewable by Executive Committee approval.

14.4 Directors and Leads are appointed by the Executive Committee with voice but no vote, including:

• Equipment Director
• Tournament Director
• Technical Director and Leads
• Coaching Leads (U3-U9, U11-U19)
• Fundraising Director
• Webmaster

15.0 Duties of Executive Committee Members

• 15.1 President: Chairs all Club meetings and holds a deciding vote (cast only in a tie); acts as an ex-officio member on all committees; prepares meeting agendas and assists in preparing the annual budget; represents the Club at CASA meetings or appoints a representative if unavailable.
• 15.2 Vice President: Acts as senior officer next to the President and chairs meetings in the President's absence; chairs the Disciplinary Committee and oversees written complaints; handles protests and appeals following ASA and CASA guidelines.
• 15.3 Secretary: Keeps records and minutes of all Club meetings and ensures they are accessible after approval.
• 15.4 Treasurer: Manages all Club finances, deposits, payments, and financial reporting; prepares annual budgets and financial statements for AGM and returns for government agencies; requires two signatures (from designated Executive members) on all Club financial transactions.
• 15.5 Registrar: Manages registration processes and maintains up-to-date player and team records; promotes registration and Club events; submits required reports to CASA and ASA.
• 15.6 Referee Manager: Oversees recruitment, training, scheduling, and conduct of referees; prepares an annual referee budget; coordinates referee assignments for tournaments in cooperation with the Tournament Director.
• 15.7 Operations Manager: Oversees operational functions, working with Directors including Equipment, Tournament, Technical, Referee, and Webmaster.

16.0 General Duties and Responsibilities

• 16.1 The Executive Committee is responsible to the Club membership, ensuring proper management of policies, finances, and activities.
• 16.2 They are empowered to make rules and address issues in the Club's best interest, even without formal protests.
• 16.3 No Club member may make financial commitments on behalf of the Club without Executive approval.
• 16.4 The Executive Committee handles all protests, appeals, and disputes, following ASA and CASA guidelines.
• 16.5 The Executive Committee may establish rules for appeals and disciplinary procedures.
• 16.6 Decisions may be made based on credible evidence presented at hearings or appeals.
• 16.7 Internal Club disputes are resolved by the Executive Committee.
• 16.8 Executive members will be reimbursed for out-of-town travel expenses according to the current Government of Alberta rate.

17.0 Appointed Officers

The Executive Committee may appoint up to three (3) additional officers for specific duties. These appointees are non-voting positions.

18.0 Vacancies

• 18.1 Vacancies may occur by written resignation, removal, or death.
• 18.2 The Executive Committee may appoint a replacement to serve until the next AGM.
• 18.3 Resignations take effect after one month's notice or upon acceptance by the Club.
• 18.4 Executive members may be removed by majority vote at a Special General Meeting.
• 18.5 Failure to attend three consecutive meetings without valid excuse may result in removal.
• 18.6 All members must follow a Code of Conduct and avoid conflicts of interest.
• 18.7 Couples on the Executive Committee share one (1) vote.

19.0 Financial Management

• 19.1 Fiscal Year: The fiscal year runs from January 1 to December 31.
• 19.2 Audits: An independent audit will be completed annually and presented at the AGM.
• 19.3 Borrowing: The Club may borrow funds when necessary for Club operations.
• 19.4 Signing Authority: Any two (2) of the following must sign financial documents: President, Vice President, Secretary, Treasurer, Registrar, Referee Manager, or Operations Manager.

20.0 Club Seal

The Club shall not use a seal.

21.0 Indemnity

Executive members and volunteers are indemnified against costs or losses incurred in good faith while performing their duties.

22.0 Amending the By-Laws

• 22.1 By-laws may be amended by a 75% majority vote at the AGM or a Special Meeting.
• 22.2 Notice of any proposed changes must be provided with the meeting notice.
• 22.3 Amendments take effect after approval and filing with Alberta Corporate Registry.

23.0 Dissolution

Upon dissolution, Club assets will be held in trust by the City of Wetaskiwin Recreation Department for five (5) years, with no disposal during that period.

Questions about the bylaws may be directed to admin@wetaskiwinsoccer.ca. Amendments may only be made at an Annual General Meeting or Special General Meeting.