CLUB BY-LAWS AND CONSTITUTION
CONSTITUTION OF THE
Port Coquitlam Figure Skating Club 1000060
Name of Club Club Number
May 10, 1971 9257
_______________________ __________________________
Date of Incorporation Certificate of Incorporation No.
April 10, 2010
_________________________________
Constitution Revision Date
ARTICLE 1: NAME OF CLUB
The Name of the Society shall be _The Port Coquitlam Figure Skating Club
hereinafter called the Club.
ARTICLE 2: PURPOSE OF THE CLUB
a) The purpose of the Club shall be to encourage the instruction, practice, enjoyment and advancement of its members in all aspects of skating in accordance with the Rules, Policies and Procedures of Skate Canada.
b) The Club, with regard to any aspect of its operation, is to be managed and operated by eligible persons who are duly registered as Associate Members of Skate Canada
c) The Club shall protect the eligibility status of its members. The Club shall not take or omit any action that would knowingly jeopardize the eligible status of its members.
d) The Club shall operate only Skate Canada figure skating and skating programs.
e) Only Skate Canada Professional Coaches are permitted to teach figure skating and skating in the Club.
ARTICLE 3: SKATE CANADA
a) A not-for-profit figure skating or skating club, or the figure skating or skating section of a not-for-profit club, that is a member of Skate Canada and is managed by a volunteer board of directors for the general purpose of providing Skate Canada figure skating or skating programs for Skate Canada members.
b) The Club shall pay such fees and such other charges as shall be required of clubs from time to time by Skate Canada.
c) The Club shall abide by all Skate Canada Bylaws, rules and regulations as per Skate Canada.
This provision is alterable
ARTICLE 4: LOCATION
The Club is located in the ___BC/Yukon____________ Region of the British Columbia Section of Skate Canada.
This provision is alterable
ARTICLE 5: DISSOLUTION
In the event of dissolution of the Club the funds and assets of the Club after the satisfaction of its debts and liabilities, shall be given or transferred to such organization promoting the same purpose as this Club and may be determined by the members at the time of dissolution.
This provision is alterable
BYLAWS OF THE CLUB
Bylaw 1:
a) The Bylaws shall describe the organization and functions of the Club and the means by which members of the Club may elect the Club Board of Directors and control the property and activities of the Club.
b) The Club shall operate according to the Bylaws, Rules and Regulations of Skate Canada and those of the Section in which the Club operates shall take precedence over any Club Bylaws.
c) Any Club Bylaw contrary to the Bylaws, Rules and Regulations of Skate Canada and those of the Section shall be invalid. It is acknowledged that any provincial statute governing a Club has precedence over any inconsistent Skate Canada Bylaw relating to that Club.
MEMBERSHIP
Bylaw 2: Club Membership
Membership in the Club shall be open to all, without discrimination or disability.
Bylaw 3: Skate Canada and Club Bylaws, Rules and Regulations
All members shall uphold, observe and conform to the Bylaws, Rules and Regulations of Skate Canada, the Bylaws of the Club and such regulations as made by the Board of Directors of the Club.
Bylaw 4: Membership Fees
Members of the Club shall be registered with Skate Canada and pay such registration and other fees to Skate Canada as set from time to time by Skate Canada.
Bylaw 5: Member in Good Standing
For a member of the Club to be considered in good standing with the Club, that member must pay Club fees as are stipulated by the Club Board of Directors in advance of the membership year in question. Members will not be permitted to take part in any Club activities if these fees are not paid within __30__ days of the date set for payment. Members in arrears shall be considered as having terminated their club membership.
Bylaw 6: Setting of Club Fees, Rules and Skating Hours
Fees, skating rules and skating hours of the Club shall be as the Board of Directors decides from time to time. Club membership shall commence on the first day of the Skate Canada membership year, 1 September, or the date that fees are paid (whichever is the latter) and terminate on the last day of the Skate Canada membership year, 31 August.
Bylaw 7: Suspension and Expulsion from the Club
a) A member may be expelled by a special resolution of the members passed at a general meeting.
b) The notice of special resolution for expulsion must be accompanied by a brief statement of the reasons for the proposed expulsion.
c) The person who is the subject of the proposed resolution for expulsion must be given an opportunity to be heard at the general meeting before the special resolution is put to a vote.
Bylaw 8: Cease to be a member
A person shall cease to be a member of the Club:
a) By delivering his or her resignation in writing to the secretary of the Club or by mailing or delivering it to the address of the Club
b) On his death or in the case of a corporation, on dissolution
c) On being expelled, or
d) On having been a member not in good standing for 12 consecutive months
Bylaw 9: Classes of Club Membership
The classes of membership, eligibility and privileges shall be as follows:
Individual membership: Non-skating members who have paid the fees as set by the club and are Associate Members of Skate Canada. Individual members of legal age of 18 shall be entitled to one vote at each Annual General Meeting and Special Meeting of the Club.
Active Membership: All eligible skaters who participate in a Club Skating Program and who have paid the fees as set by the Club and are Associate Members of Skate Canada. All Active Members of the legal age of 18 shall be entitled to one vote at each Annual General Meeting and Special Meeting of the Club. (Underage Active Members have no vote but may be represented by Special Members)
Special Membership: Parent or guardian of legally underage Active Members who have paid the fees as set by the Club and are Associate Members of Skate Canada.
Partial Membership: All eligible skaters who are Associate Member or Restricted Member of Skate Canada through another Home Club and have paid a reduced fee as set by the Club. NOTE: The conditions granted under these partial memberships: ice time for practice only, no lessons, no vote, may not hold office.
Honorary Membership: The Annual Meeting of members may elect any person an Honorary Member of the Club. An Honorary Member shall be exempt from Club dues (but not Skate Canada dues) and shall not vote at meetings of the Club unless otherwise qualified. They may have a voice at the meetings of the Club.
Restricted Membership: A restricted member is an individual who is a paid employee (of the Club, Section or Association), a non-active coach, a performing professional skater or a professional dance partner. A restricted member is not permitted to hold elected office, may not vote at meetings, is not permitted to compete in competitions and is not permitted to officiate at tests or competitions.
Active Member (Non voting rights) or (Restricted Voting Rights) – An active member (Non-voting rights) is a member who meets the following criteria. This includes a class of membership with restricted voting rights.
LIABILITY
Bylaw 10: Liability
The Club shall not be responsible for any damages, injury or loss of property to any member, guest or visitor to the Club regardless of the reason or nature of such damage, loss or injury. Every member, guest or visitor shall use the Club facilities at his or her own risk. The Club shall participate in the Skate Canada Club Liability and Member Accident Insurance programs.
CLUB MANAGEMENT
Bylaw 11: Members of Board of Directors, Committees and Club Delegate to Skate Canada
The members of the Board of Directors, members and Chairs of committees, and the Club Delegate to Skate Canada must be members in good standing of the Club, be registered as Associate Members of Skate Canada, be of legal age and be eligible persons (with the exception of the Coaching Representative) as defined by Skate Canada Rules. At least one of the directors of the Club must be a resident of British Columbia
Bylaw 12: General Management of the Club
The general management of the club shall be vested in a Board of Directors consisting of: immediate Past President, President, Vice-president, Secretary, Treasurer, Competition/Test Chair, Registrar, Promotions/Publicity Director, Special Projects Director, Regional Delegate and a Coaching Representative. All of the above, with the exception of the Past President and the Coaching Representative shall be elected for 2 year terms at the Annual General Meeting. The President and three Directors shall be elected in even numbered years and the Vice-President and the remaining Directors shall be elected in odd numbered years. The Coaching Representative shall be elected annually by and from within the coaches of the Club. The coaching representative does not have a vote where prohibited by provincial statues.
The Past President shall be ex-officio and shall hold office until a new President has been duly elected.
The coaching representative shall be elected as per Skate Canada Bylaws.
Bylaw 13: Holding of Board of Directors Office
The Board of Directors shall hold office until the close of the meeting at which their successors have been duly elected. The members, may by special resolution remove a director before expiration of the term of office and may elect a successor to complete the term.
Bylaw 14: Voting at Board of Directors Meetings
A quorum of the Board of Directors shall consist of 50% plus 1 members of the Board of Directors, including the Chair. NOTE: Questions arising at any meeting of the Board of Directors shall be decided by a majority of votes. The meeting chair may vote only when the vote would change the result. Therefore the chair may vote to break a tie and thus pass the motion or to create a tie and thus defeat a motion. A majority of the Board of Directors shall form a quorum.
Bylaw 15: Board of Directors Vacancies
Casual vacancy occurring between any Annual General Meeting of the Club may be filled until the next annual General Meeting by a majority vote of the remaining members of the Board of Directors or in the case of the Coaching Representative, by the coaching staff.
Bylaw 16: Board of Directors Member Absenteeism
If a Board of Directors Member is absent for more than __3_ consecutive scheduled Board of Directors meetings, without good cause and/or without prior notification to the President or Secretary, then that office may be declared vacant by a majority vote of the Board of Directors.
Bylaw 17: Role of President
The President shall act as Chair of all Board of Directors and general meetings. In his/her absence, the Vice-president will fill this duty. In the event that the Vice-President is absent the Protocol shall be the Secretary, then Treasurer can act as Chair. The President is responsible for all Club activities, delegate’s responsibility to committees and ensures they are given the necessary authority and assistance. The President is an ex-officio of all committees and should offer guidance to the committees in the areas of finance and planning to keep in line with the Club’s objectives. The President should have some knowledge and/or experience on a non-profit organized sports board. Prior involvement in, or having a child involved in figure skating would be a definite asset.
The President also:
· Prepares an agenda for the meetings so that meetings are organized and run smoothly.
· Chairs Club meetings allowing suitable time for discussion and calls for a vote on motions.
· Supervises all members of the Club executive.
· Attends all meetings (or appoints a delegate) called by the City of Port Coquitlam Recreation Department regarding ice usage.
The President shall be in attendance at all scheduled meetings
Bylaw 18: Role of Vice-President
The Vice-President shall assist the President with any of his/her responsibilities. In absence of the Club President, the Vice-President shall carry out the duties of the President.
The Vice-President also:
· Oversees and co-ordinates all sub-committees and reports back to the board.
· Can be responsible for retrieving the Club phone messages and distributing to the appropriate person and may be responsible for returning messages in regards to the Club programs.
· Shall over see volunteer commitment hours by the membership.
· Shall ensure placement of the Club banner and media information prior to the start of the season.
· The Vice-President shall be in attendance at all scheduled meetings.
Bylaw 19: Role of Treasurer
The Treasurer shall be responsible for the safe control of all Club funds, for preparing and submitting to the Board of Directors on a regular basis an annual budget and keeping such records as are required for financial review. The Treasurer is also responsible for arranging for an unaudited annual financial statement. Any two of the President, the Vice-president and the Treasurer shall sign all cheques and legal documents. Note: It is recommended that the Treasurer be one of the signatories.
The Treasurer also:
· Maintains an account at a financial institution.
· Deposits all funds as soon as possible after receiving them.
· Pays bills which have been authorized by the Executive.
· Ensures the Club abides by all tax regulations.
· Maintains all records, bills, invoices and receipts.
· Ensures the Club complies with the Regulations of the Societies Act of British Columbia.
· Shall inform the Executive of those members “not in good (financial) standing”.
· Is responsible for completing any grant applications for which the Club may apply.
· The Treasurer shall be in attendance at all scheduled meetings.
· In the event that the President, the Vice-President and the Secretary are absent from a meeting the Treasurer can act as Chair.
Bylaw 20: Role of Secretary
· Shall deal with all correspondence, subject to the approval of the President or his/her delegate.
· Shall issue all notices for Board of Directors and general meetings.
· Shall take minutes at all meetings.
· Shall be responsible for submitting to Skate Canada and the Section such reports as are required by Skate Canada rules and other regulations.
· Shall maintain all Club files and correspondence.
· The Secretary shall be in attendance at all scheduled meetings.
· In the event that the President and the Vice-President are absent from a meeting the Secretary can act as Chair.
Bylaw 21: Role of Registrar
· Shall be responsible for all Membership applications and present these to the executive for approval.
· Keep and be responsible for a register of Members and of dues paid and owing by each member.
· Subject to the assessment of the coaches and the approval of the Executive will assign members to the appropriate skating sessions.
· Prepare a monthly and annual statement of registration.
· Ensure that all Skate Canada registration rules are followed and the appropriate documents and monies are submitted.
· The Registrar shall be in attendance at all scheduled meetings
Bylaw 22: Role of Test/Competition Chair
· Shall be responsible for arranging and supervising all tests (in consultation with the appointed referees).
· Obtaining judges for Skate Canada Tests and competitions.
· Keeping Club records of Tests, record results of all tests on summary sheets, collect test fees and send to Skate Canada.
· For the encouragement of potential Skate Canada judges.
· Shall know the Skate Canada rules concerning test days, obtaining officials and record keeping.
· Organize a schedule for test days.
· Arrange for catering on test days.
· Post all information regarding upcoming competitions.
· The Test/Competition Chair shall be in attendance at all scheduled meetings
Bylaw 23: Role of Special Projects Director
· Shall be responsible for all social activities within the Club.
· Update and maintenance of trophies and trophy case.
· Take care of skater and volunteer recognition i.e.: gifts, cards, parties etc.
· Inform the Executive of upcoming events.
· Shall co-ordinate fundraising activities for the Club.
· Shall co-ordinate any other special events as necessary.
· The Special Projects Director shall be in attendance at all scheduled meetings
Bylaw 24: Role of Promotions/Publicity Director
· Shall ensure that all skating programs, events and achievements are publicized to our members and within the community.
· Prepares a publicity plan and budget for the year.
· Prepares all advertising for club events which may include registration, shows, AGM, fundraising activities etc.
· Refurbish or repair sandwich boards as required.
· Send out email notices to our registered skating families.
· Ensure the Club website is current and co-ordinate updates with web master as needed.
· Co-ordinate the production of Club newsletters.
· Oversee the updates for the bulletin boards at the rink.
· The Promotions/Publicity Director shall be in attendance at all scheduled meetings
Bylaw 25: Committees – President as ex-officio member
The President shall be an ex-officio member of all committees except the nominating committee.
Bylaw 26: Committees - Appointment
The President shall appoint standing Committee Chairs who shall look after duties assigned to them. All Committee Chairs must submit the names of their Committee members to the President for approval.
Bylaw 27: Committees: Eligibility to Serve
All Club Board of Directors and members of Committees shall be eligible persons and shall be of legal age (18 years). They must be members in good standing of the Club and be Associate Members of the Association. At least one of the directors of the club must be an ordinary resident in British Columbia.
Bylaw 28: Rules of Order
Rules of order for all meetings, General and Board of Directors, shall be as outlined in Robert’s Rules of Order in all cases in which they are applicable and consistent with the Bylaws or special rules of Skate Canada.
SKATE CANADA CLUB DELEGATE
Bylaw 29:
The Club Delegate to Skate Canada and/or the Section shall be appointed annually by the Board of Directors. The Delegate need not be a member of the Board of Directors. The Section and/or Skate Canada National Office shall be advised of the appointed delegate's name.
ANNUAL GENERAL MEETING
Bylaw 30: Timing, Quorum, Special Meeting Request
An Annual General Meeting shall be held within 30 days of the close of the March 31st fiscal year. Other special general meetings may be held from time to time upon the request of the Board of Directors or upon written request of 10 per cent of Club Members, and upon at least twenty-one days notice specifying the special business to be dealt with at the meeting. A quorum for an Annual General Meeting or Special Meeting shall be 10 per cent of the eligible-voting members.
Bylaw 31: Written Notice
Written notice of all Annual General Meeting and Special Meetings shall be provided 15 days in advance to each eligible voting member. The notice shall include the time and place of the meeting, the agenda, full details of any proposed amendments to these Bylaws and a complete list of the candidates nominated for elections.
Bylaw 32: Voting on Club Elections
Voting on Club elections shall be by secret ballot and a simple majority shall elect a candidate. Voting on other matters may be by a show of hands. Voting by proxy is not allowed.
Bylaw 33: Eligibility to Vote
Voting for Club elections or on any matters pertaining to skating shall be restricted to eligible Club members who are registered as Associate Members of Skate Canada and are 18 years of age, to the Club Coaching representative(s) and to Special Members of the club voting on behalf of their underage children (who are members of the Club and registered as an Associate Member of Skate Canada). Special Members shall be restricted to one vote per family regardless of how many children are in the family.
Bylaw 34: Order of Business
The order of business at an Annual General Meeting of the Club shall be as follows:
Reading of the Notice of Meeting
Quorum
Approval of Agenda
Minutes of the preceding General/Special meeting
Confirmation of the actions taken by the Board of Directors
Secretary’s Report
Treasurer’s Report (Annual Financial Statement)
Other Reports
Election of Board of Directors
Amendments to the Constitution and Bylaws
Appointment of Auditors (as applicable)
New Business
AMENDMENTS
Bylaw 35: Right to Submit, Process for Submitting
Any member of the Club, in good standing, may propose an amendment to the Constitution or Bylaws of the club. This proposal must be submitted in writing to the Club Board of Directors. The proposed amendment will be presented to the Annual General Meeting or Special Meetings. All amendments must be submitted at least 21 days before the respective meeting. No amendment to the Constitution or Bylaws of the Club shall be accepted from the floor at any meeting.
Bylaw 36: Voting of Amendments
Any amendment, to be accepted or ratified, must pass by a vote of 75% of those eligible to vote and present at an Annual General Meeting of the Club.
Bylaw 37: Effective Force of Amendments to Bylaws
All amendments to the Bylaws, once approved at an annual general or special meeting of members, must be submitted to the Registrar of Companies for approval. Amendments become effective when approved by the Registrar of Companies. All approved amendments shall be submitted to Skate Canada. Skate Canada reserves the right of refusal of any amendment. Such refusal shall only be made if the intent of such amendment is to violate, in principle or spirit, any Skate Canada Rule and/or Bylaw.
FUNDS
Bylaw 38:
The Treasurer shall deposit all funds of the Club in such banks or other institutions as may be designated by the Board of Directors.
Bylaw 39:
All disbursements of club funds shall be by cheque or other auditable document.
Bylaw 40:
A person designated by the Board of Directors shall make a review of the financial transactions of the Club each year and the financial statements shall be made available to the membership of the Club.
Bylaw 41: Dissolution
In the event that the club ceases to exist, the net assets from liquidation shall go to an organization promoting the same purpose as this Club and will be determined by the members at the time of dissolution.
COMMITTEES
Committees listed below are the most likely ‘Standing’ Committees the Club may require. Terms of reference for each Committee shall be approved by the Club Board of Directors. (A Chair/Director may replace a Committee)
Bylaw 42: Nominating Committee
This Committee is responsible for selecting at least a full slate of candidates for election to the Club’s Board of Directors and shall present such a slate to the Board of Directors no later than 21 days before an Annual Meeting in the year which an election is to be held. The Nominating Committee shall consist of a minimum of two members, one from the Board of Directors and one from the membership. Other nominations may be made by any member in good standing by a written submission to the nominating committee at least 3 days before the Annual Meeting. Each nominee must indicate acceptance in writing prior to the commencement of elections. Nominations from the floor at the Annual Meeting will not be accepted.
Bylaw 43: Membership Committee/Chair
This committee is responsible for promoting and developing membership in the club by informing the public of club programs, special activities and dates of club registration. It will be the committee’s responsibility to produce posters, videos and other promotional material, and to speak to interested groups regarding the various programs offered by the club.
Bylaw 44: Skating Programs Committee/Chair
In consultation with the Club coaching staff, the Committee shall coordinate and oversee implementation and delivery of all Skate Canada skating programs including, but not limited to, CanSkate, CanPowerSkate, Synchronized Skating, STARSkate, Competitive Skate, and Talent Identification and Development. Reporting to the Skating Programs Committee is the Recreational Skating Programs Sub-committee.
Bylaw 45: Carnival/IceShow Committee/Chair
This committee shall be responsible for the planning and production of the carnival. A Club Skate Canada Coach may be appointed to produce the show but shall not assume the position of Manager or Chairman of the Carnival Committee.
Bylaw 46: Ice Committee/Chair
This committee shall be responsible for planning the ice requirements and scheduling for all sessions and test days of the Club. This committee shall also be responsible for the supervision of the skating sessions and for the preparation of rules governing behavior on or around the skating surface.
Bylaw 47: Music Committee/Chair
This committee shall arrange for music at Club sessions, purchase music as approved by the Executive and ensures, where appropriate, that Skate Canada or other suitable Dance music is available for practice and tests.
Bylaw 48: Recreation Program Committee/Chair
This committee shall be responsible for promoting and organizing sessions for all club recreational skating programs (Pre-school, CANSKATE, CANPOWERSKATE, CANSYNCHROSKATE) in liaison with the club’s coaching staff. The committee will also conduct skater/parent orientation sessions, arrange for suitable Skate Canada coaches and/or recreational instructors to teach group lessons. It is also charged with ordering recreational program supplies and maintaining skater’s progress reports. Will offer well-organized, high quality, standardized recreational programs that are fun for participants, coaches and volunteers.
Bylaw 49: Synchronized Committee/Chair
This committee shall appoint a Synchronized Skating Committee Chairperson who sits as a member of the club board, appointing people to be in charge of team finances, team management, fundraising, costumes and any other area deemed necessary for the effective administration of a Synchronized Team. It will also coordinate club team activities, arrange for team tryouts and practice times in consultation with the team coach: register teams in competitions, making all travel and accommodation arrangements and contact the Section Synchronized Coordinator for technical information and locations of synchronized skating competitions. The committee must ensure that all club teams are registered with the Skate Canada’s Recreational Programs Department and that all competitive teams abide by the rules contained in the Skate Canada Rulebook.
Bylaw 50: Bursary
The Board of Directors shall set aside a term deposit of a minimum of $5,000.00 of which interest earned each year shall make up the amount of the bursary. The amount awarded shall not be less than $500.00. Bursary forms will be made available to the members at the Annual General Meeting.
· A committee of three members in good standing shall award the bursary annually.
· No member of the Bursary committee shall have a skater applying for the bursary.
· To be awarded based on scholastic achievement, dedication to skating, community involvement and volunteer within the Port Coquitlam Figure Skating Club.
· All applications must be in writing, with a transcript of marks not later than August 1st of graduation year with the award to be presented by October 1st of graduation year.
· Applicants must be with the skating club at least one year before being eligible.
· At the boards discretion if an award is not awarded one year it can be carried forward to subsequent years.
Bylaw 51: Surplus Funds
Surplus funds may be applied towards defraying the expenses of the Club skaters that the Club may decide to compete in sanctioned Canadian Skating Championships. Such application of surplus funds must be applied for in advance of the event and the Board of Directors subject to availability of funds and the skater competing will decide the amount. Granted funds will be distributed after the skating event and results known. Surplus funds may be carried forward and added to the year’s receipts.
Bylaw 52: Annual Membership Fee
The annual membership fee, ice costs, group lesson costs or any other monies due to the Club shall be determined by the Board of Directors. Membership fee is set by Skate Canada and is non-refundable. All outstanding fees owed to the Club, Skate Canada and/or coaches must be paid up in full before annual membership is renewed.
Bylaw 53: Skater Funding
Test/Competition fees may be paid by the Club subject to review each season and availability of funds.
A member/skater may be deemed eligible for funding after one year in the Club and in good standing.
The member/skater is required to register for a minimum of one ice session appropriate to their skating level and usage to remain eligible for funding from the skating club.
All funding is at the discretion of the Board of Directors.
Adopted by:
Port Coquitlam Figure Skating Club
(Club Name)
on _______ of ________________ ______
(day) (month) (year)
Signed
______________________________________________________
____________________
(President) (Date)
Signed
______________________________________________________
____________________
(Club Board Member) (Date)