THE KING CURLING CLUB
(Incorporated 2010)
By-Laws
PREAMBLE
Whereas, it is the recognized prerogative of every curling Club to make By-Laws for its own private government, provided they are not incompatible with the general laws of the Constitution, Rules and Regulations of the Ontario Curling Association, the members of The Township of King Curling Club (also referred to as “The Club”) agree to and do hereby enact the following:
OBJECTIVE
The objective of The Club shall be:
To unite the members in the bond of friendship, good fellowship and mutual understanding in the game of curling.
HEAD OFFICE
The Head Office of The King Curling Club shall be in the Town of Schomberg, in the Province of Ontario, and at such place therein as the Directors may, from time to time, determine.
Contents
Article I. MEMBERSHIP
Section 1.01 Membership Definitions
Section 1.02 General Membership
Section 1.03 Expulsion or Suspension by the Board
Section 1.04 Dues and Fees
Article II. OFFICERS
Section 2.01 Definitions
Section 2.02 Duties
Article III. BOARD OF DIRECTORS
Section 3.01 General Rules
Section 3.02 Definitionand Meetings
Section 3.03 Duties and Powers:
Section 3.04 Vacation of Office
Article IV. ELECTIONS
Section 4.01 Officers and Portfolio Directors
Section 4.02 Nominating Committee
Section 4.03 Vacancies
Article V. ANNUAL GENERAL MEETING
Article VI. VOTING
Article VII. PARLIAMENTARY PRACTICES
Article VIII. PROPERTY
Article IX. PERSONAL ASPIRATIONS
Article X. POLITICS
Article XI. AMENDMENTS
Article I. MEMBERSHIP
Section 1.01 Membership Definitions
Regular Member (Voting)
Any member registered and in good standing for any league organized by The Club is a Regular Member if he or she is 18 years of age or more as of December 31stof the current membership year.
Student Member (Voting)
A member of the Club is a Student Member if he or she is under the age of 25 as of December 31stof the current membership year and enrolled as a full-time post-secondarystudent at the beginning of the current membership year.
Junior Member (Non-Voting)
A member of The Club is a Junior Member if he or she is under the age of 18 as of December 31stof the current membership year. A Junior Member shall not have the power to vote at meetings of The Club nor have the right to be elected or appointed a Director of The Club. The Junior Member shall be entitled only to such privileges or membership as are approved from time to time by The Board.
Social Member (Non-Voting)
A member not registered for any activity organized by The Club is a Social Member if he or she is 19 years of age or more by December 31stof the current membership year and has been granted status as a Social Member. A Social Member shall not have the right to be elected or appointed as Director of The Club. Fees and privileges will be decided by the board from time to time.
Section 1.02 General Membership
- A member shall be entitled to all rights and privileges and subject to all obligations which membership in a curling Club confers or implies. Without limiting such rights and obligations, such rights shall include eligibility to seek, if otherwise qualified, any office in The Club and the right to vote on all matters requiring a vote of membership, and such obligations shall include prompt payment of dues, participation in Club activities and conduct reflecting a favourable image of this curling Club in the community.
- Members may resign from The Club in writing which shall be effective upon acceptance thereof by the Board of Directors. In the case of resignation the member shall remain liable for payment of any assessment or other sum levied or which became payable by him or her to The Club prior to the acceptance of resignation.
- Every candidate for membership shall be required to subscribe such sum, as a membership fee, as the Board of Directors shall determine from time to time.
- A membership in The Club cannot be transferred or sold by the member purchasing the same.
Section 1.03 Expulsion or Suspension by the Board
The Board shall have the power at a duly constituted meeting of the Board (of which notice specifying the intention to pass such a resolution has been given to the member) to pass a resolution by a two-thirds majority of the votes cast at the meeting expelling or suspending a member, where:
- the conduct of the member on or off the premises of The Club is, in the opinion of the Board, improper, unbecoming, or likely to endanger the welfare, interests, or character of The Club; and/or
- a member willfully violates or neglects to observe any duly authorized regulation, resolution or rule of The Club;
- a member—upon receiving notice of arrears of fees or other payments owing to The Club—fails to bring said arrears current within 30 days of receiving notice.
The member in question is deemed to be expelled or suspended following such a resolution the moment that the member or former member receives notice of the expulsion or suspension and the reason or reasons therefore. Where a member is expelled or suspended for one or more of the reasons set out herein, the Secretary shall cause written notice by receipted registered mail of such expulsion or suspension and of the reasons thereof.
Section 1.04 Dues and Fees
Annual membership dues, fees or assessments, for membership shall be an amount as the Board of Directors of The Club shall from time to time determine.
Any dues, fees or assessments in addition to those as determined by The Club of any member must be approved by the Board of Directors. The membership year shall be October 1 to September 30.
The financial year shall end on the 31thday of May each year.
Article II. OFFICERS
Section 2.01 Definitions
- The Officers of The Club shall be President, Vice-President, Secretary, and Treasurer and shall be known as the Executive Committee.
- No member shall be eligible to hold office in The Club unless he or she is a Regular or Student Member in good standing.
- No Officer or Director shall receive compensation for any service rendered to The Club in his or her official capacity.
Section 2.02 Duties
EXECUTIVE COMMITTEE
- Advise the President on issues requiring Club decisions between Board meetings and will be subject to approval at the next Board meeting
- Assist with the evaluation of any employee such as a manager or executive director
- The Executive Committee does not replace the decision-making authority of the Board
PRESIDENT
- Provide general direction and supervision of the affairs and business of The Club
- Preside, as Chair, over all meetings of the Board when in attendance
- Participate as an ex-officio member of all Club committees and subcommittees
- Perform such other duties as may from time to time be determined by The Board
- Fulfill the duties of an Officer of The Club and have signing authority on behalf of The Club
VICE-PRESIDENT
- Perform all duties of the President, in the absence of the President
- Monitor all aspects of The Club’s insurance policy and risk management
- Fulfill the duties of an Officer of The Club and have signing authority on behalf of The Club
SECRETARY
- Act as the liaison Officer between The Club and the Ontario and the Canadian Curling Associations
- Have custody and keep and maintain general records of The Club including records of minutes of Club and Board meetings: attendance; committee appointments; elections; classifications (if any); contact information such as telephone numbers, email, addresses, of members
- Submit to the Ontario Curling Association such reports as it may require
- Maintain a record of Club policies and procedures
- Coordinate all aspects of the Annual Meeting
- Fulfill the duties of an Officer of The Club
TREASURER
- Keep or cause to be kept, full and accurate books of account and accounting records with respect to all Club financial transactions
- Supervise the care and custody of all the funds and securities owned by The Club
- Deposit The Club’s funds or securities in the name of The Club in a Chartered Bank or financial institution as the Board may direct
- Render to Board meetings and at other such times as required by the Board, an account of all transactions occurring in connection with the affairs and financial position of The Club
- Develop the Annual Budget with the Budget Committee
- Finance and Budget Chair – responsible for monitoring all financial activities of the club
- Facilitate the financial review (“audit”) of The Club’s records annually
- Fulfill the duties of an Officer of The Club and have signing authority on behalf of The Club
Article III. BOARD OF DIRECTORS
Section 3.01 General Rules
Section 3.02 Definitionand Meetings
- The members of the Board of Directors shall be the President, Vice President, Secretary, Treasurer, and eight elected directors for a total of 12. The eight Directors will each be responsible for specific Portfolios of The Club: Social Leagues, Competitive and Day Leagues, Membership, Communications, Bonspiels and Special Events, Player Development, Bar and Lounge, Marketing and Promotion.Regular meetings of the Board of Directors shall be held at such time and place as the Board shall determine. The Past President is an ex-officio member of the Board and may assist with guidance and support as requested by the Board.
- Special meetings of the Board of Directors shall be held when called by the President, or when requested by five (5) or more members of the Board of Directors, at such time and place as the President shall determine.At least five business days notice shall be given.
- The presence in person of 50% of the Board Members shall constitute a quorum at any meeting of the Board of Directors. The act of the majority of members at any meeting of the Board shall be the decision of the entire Board of Directors except where otherwise stated in the Rules of Order.
Section 3.03 Duties and Powers:
In addition to those duties and powers, express and implied, set forth elsewhere in this document, the Board of Directors shall have the following duties and powers:
- Authorize all expenditures and not create any indebtedness beyond the current income of The Club without the consent of The Club members at the Annual General Meeting or a special meeting of The Club members as called by the Board of Directors, nor authorize disbursal of Club funds for purposes inconsistent with the business and policy authorized by The Club membership.
- Have power to modify, override or rescind the action of any Officer of The Club.
- Have the books, accounts and operations of The Club reviewed annually or, in its discretion, more frequently.Any member of The Club in good standing may inspect any such review or accounting upon request at a reasonable time and place.
- Appoint, on recommendation of the Executive Committee, a bank or banks for deposit of funds of The Club.
- Appoint, on the recommendation of the Finance Committee, two or more individuals to review the books and financial procedures of the club.Such audit committee shall be subject to approval of the members at the annual meeting.
- Submit all matters of new business and policy to the respective standing or special Club committee for study and recommendation of the Board.
- Agree and acknowledge that all matters and information pertaining to the Board of Directors, members, personnel and/or contractors of the King Curling Club business shall be treated as confidential.Under no circumstances may confidential information be divulged either inside or outside The Club, except as agreed by the Board of Directors.
- Acknowledge that the business of The Club shall not be for the purpose of gain for its members and any profit or other accretions to The Club shall be used solely in promoting the objectives and activities of The King Curling Club.Board members shall excuse themselves from discussions or decisions which may involve a conflict of interest.
- Acknowledge that violation of Board policy and/or breach of confidentiality may result in disciplinary action up to and including dismissal from the Board and other legal actions.
- Any member of the Board may be removed from office for any reason and without any liability for such action upon two-thirds vote of the entire Board of Directors.
Section 3.04 Vacation of Office
A board member shall be removed from the Board automatically:
- If by notice in writing to The Club he/she resigns his/her office
- If he/she ceases to be a member of The Club
- If he/she is absent for three consecutive Board meetings unless excused by resolution of the Board
Article IV. ELECTIONS
Section 4.01 Officers and Portfolio Directors
i. Officers: To qualify to become an Officer, candidates shall have served on the Board for at least one full year prior to the appointment. Officer’s positions are appointed by the Nominating Committee at the Annual Meeting. Where the nominating committee requires an Officer’s position to be filled, and is unable to recommend someone currently serving on the Board, the nominating committee may nominate a qualified person from the membership at large, with no further nominations from the floor. If the nominating committee is unable to nominate anyone to an officer position then the position is open to nominations from the membership at large at the Annual Meeting.
ii. Directors: Directors are elected directly to specific portfolios for the terms and portfolios as specified in 4.02 and Director positions are also open to nominations from the membership at large at the annual meeting per section 4.03.
Section 4.02 Nominating Committee
i. The nominating committee shall consist of the immediate Past President or former Board member, who shall act as Chair, the current Vice President and the current Secretary. The committee shall present to the Annual Meeting the names of members of the Club, who possess the right to vote, and are in good standing, as persons who have consented to allow their names to stand for election to the Board of Directors. The committee shall also designate these nominated members as candidates for specific positions on the Board as Officers or Directors of specific Portfolios.
ii. Any persons named by the nominating committee shall be deemed nominated at the Annual Meeting of the members without any further nomination being required. Each member designated for a Portfolio Director on the Board, if not opposed by the nomination of another member who possesses the right to vote, shall be declared elected by acclamation to the Board. As per 4.01 nominations for Officer positions cannot be opposed.
iii. At the first meeting of the Club, six Directors shall be elected for a term of one year, and six Directors shall be elected for a term of two years. Thereafter, at each Annual Meeting of the members for the election of Directors, six Directors shall be elected for a term of two years. Board Member’s terms of office ending in an even numbered year are the President, Secretary, Social Leagues, Marketing and Promotion, Bar and Lounge and Communications. Director’s terms of office ending in an odd numbered year are the Vice President, Treasurer, Competitive and Day Leagues, Membership, Player Development and Bonspiels and Special Events. Directors may serve for a maximum of 6 consecutive years of service.
iv. At any meeting of the members, a proxy duly and sufficiently appointed by a member shall be entitled to exercise, subject to any restrictions expressed in the instrument appointing such proxy, the same voting rights that the member appointing him or her would be entitled to exercise if present at the meeting. A proxy must be a member of The Club.
Section 4.03 Vacancies
- If the office of President shall become vacant for any reason the Vice-President shall advance in office. If the office of Vice-President, Secretary or Treasurer shall become vacant for any reason the Board of Directors shall at the next regular meeting of the Board of Directors have a special election to fill such office from their midst.If there is no one on the Board willing to take on one of these roles, the Board may fill that position from the general membership, providing, however, that member has served at least one term on the Board previously wherever possible.
- In the event of a vacancy of a Portfolio position on the Board of Directors, the vacancy, may at the discretion of the remaining Directors, be filled by appointment from among the members of The Club, if they see fit to do so, otherwise such vacancy shall be filled at the next Annual General Meeting of the members at which time the Directors for the ensuing year are elected.Appointed Directors complete the term of office, one or two years, of the position they are replacing.
- In the event vacancies shall be of such number as to reduce the number of Directors to less than the number required for a quorum, the membership of The Club shall have power to fill such vacancies by an election held at a special meeting of the membership.
Article V. ANNUAL GENERAL MEETING
The Annual General Meeting of The Club and the election of the Board of Directors shall take place annually, no later than 180 days after the fiscal year end. Notice of such meeting shall be provided electronically (web site and email) and posted in The Club at least one month prior to such meeting. Each member shall be deemed to have received such notice as of the date of posting. The Board may choose to appoint an independent, experienced chairperson for the Annual General Meeting.
Article VI. VOTING
Each member of The Club attending the Annual General Meeting shall be entitled to one vote on each item of business, on each issue requiring a vote and on the election of the Board of Directors.
Section 6.01 PARLIAMENTARY PRACTICES
All meetings of The Club shall be conducted following the current edition of Bourinot’s rules of order.
Section 6.02 PROPERTY
All property of this Club shall be vested in three Officers consisting of the President, Treasurer and Vice-President with the power to dispose of the same with consent in writing of the Board of Directors.
Article VII. PERSONAL ASPIRATIONS
No Officer, Director or member of The Club shall use it as a means of furthering any personal, political or other aspirations nor The Club, as a whole, take part in any movement not in keeping with the real purpose of The Club.
Article VIII. POLITICS
The Club shall at no time endorse or recommend any candidate for political office, nor shall politics or political candidates be discussed at the meetings.
Article IX. AMENDMENTS
These by-laws may be amended at any Annual General Meeting or Special Meeting of The Club, by the affirmative vote of two-thirds of the members present in person and voting, provided the Board of Directors has previously considered the merits of the amendments.
Revised by the Board of Directors this 21st day of May, 2015
Approved by the King Curling Club Membership on this 25th day of June, 2015.
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President Secretary Revised June 23, 2016
